Chartering a New Student Organization

 

Chartering a New Student Organization 

Have you found a void that you believe a new student organization can address? Student Engagement and the SGA Joint Campus Organizations Committee serve as resources to chartering new Registered Student Organizations (RSOs). The Institute Registered Student Organization Policy guides the creation of new student organizations. 

Each Fall and Spring Semester, the Center for Student Engagement (CSE) hosts Charter Windows wherein new groups can begin the process to become a Registered Student Organizations. While groups are not able to submit paperwork outside of these chartering windows, we encourage student leaders to begin collecting the necessary materials in advance of the Charter Window. This allows the process to move more quickly and more smoothly for each group.

Registration for the Fall 2021 Chartering Window is CLOSED
Check back in December for Spring 2022 Chartering Dates

 

Before the Charter Window Opens 

 

Find 10 Members 

All new RSOs are required to have at minimum (10) current Georgia Tech student members. The officers of your organization (President, VP, Treasurer, etc.) are included in the total number required; for example, if you have four officer members, you'll need 6 additional student members. The policy describes student membership in the following ways: 

  • Students that pay the student activities fee and are eligible for participation in extracurricular activities as defined by the Georgia Tech student handbook.
  • Co-Op students in the Atlanta metro area may be considered full-time Georgia Tech students for the purpose of membership
  • Students from institutions affiliated with the Georgia Institute of Technology who also pay the GT student activities fee are considered Georgia Tech students for the purpose of this policy. 

The Georgia Tech Catalog requires the following for a student to be eligible to participate in Extracurricular activities (including student organization membership or officer positions) 

  • Be enrolled in a degree program and be registered
  • for Fall and Spring semesters, maintain a schedule with at least six credit hours on a for-credit basis or be a student registered with the Center for Career Discovery and Development on a work term
  • all student organization officers must be enrolled in Georgia Tech classes with at least six credit hours on a for-credit basis or be a student registered with the Center for Career Discovery and Development on a work term in Atlanta
Find an Advisor

RSOs are required to maintain a Faculty/Staff advisor to their organization. While organizations may have multiple advisors, all RSOs must have at least one advisor who is FULL-TIME and EXEMPT (is not eligible for overtime pay) employee of Georgia Tech. If you or a potential advisor are unsure whether they meet these eligibility requirements, Student Engagement can verify their eligibility. Send us an email at engage(at)gatech.edu with the Advisor's first and last names. 

For GT employees who are new to advising, there may be some additional questions regarding the role of an advisor, expectations, and more. To support new advisors, Student Engagement has created an overview of Advisor Guidelines & Agreements. Please consider sharing this document with any potential advisor you meet with.

New RSO Advisors must meet the following requirements: 

  1. Be full-time employees of Georgia Tech or the Georgia Tech Alumni Association
  2. Be exempt employees under the Fair Labor Standards Act 
  3. Receive annual supervisory approval to serve as Advisor to one or more RSOs

 

If you have questions about the requirements outlined above or want to verify your Advisors eligibility, please email Victoria Redmon, victoria.redmon@studentlife.gatech.edu 

 
Draft a constitution

The constitution for your organization is the blueprint of how the group is structured and managed, how it must be run, what the roles and privileges of members and officers are, and more. When building a constitution, you'll want to think about how the constitution is not only guiding your organization now, but also how it will guide the organization in the 5, 10, 20 years to come. With this in mind, we want your constitution to be clear about what must happen (e.g., we must host officer elections each Spring), what must not happen (we cannot have a vacancy in the President's role), and guidelines for how to achieve each item that must or must not happen. 

SGA requires a few significant criteria in each registered student organization constitution. These are outlined in RSO Policy.

To support new student organizations in developing a constitution, the CSE team offers a model constitution that meets all requirements. A copy of the most up to date Model Constitution can be found here. Items highlighted in yellow must be verbatim; items in blue are suggested wording that meets policy criteria.

 

 

Chapters of a National Organization & Greek Organizations 

If your organization will be a chapter of a larger, external entity (e.g., a non-profit organization, a National Greek organization/council, a chapter of a professional organization, etc.), leaders should contact their Hosting organization for more details on any requirements for student organization chapters (e.g., membership restrictions, membership dues, activity requirements, constitution requirements, etc.).

This information will be vital to chapters as they work through the chartering process.

 

 

Register for a Charter training

Each semester, CSE hosts 3 chartering trainings. All new student organizations are required to attend a New Organization Charter Training in the semester they intend to charter. 

Fall 2021 Charter Window

The registration form for Fall 2021 Charter Training will open in mid-July.

Charter Window Opens Training  1 (In-Person) Training 2 (Virtual)  Training 3 (In-Person) Charter Window Closes
August 30th

September 2

5:00PM - 6:00PM

Instructional Center (IC) 205

September 8th

10:00AM -11:00AM

Teams Link will be provided after registration

September 16th  

5:00PM - 6:00PM

Instructional Center (IC) 205

October 10th @ Midnight

 


 

When the Charter Window Opens

 

1) Attend the New Organization Charter Training

At the beginning of each Charter Window, CSE Engagement hosts a mandatory New Organization Charter Training. Organizations that fail to attend the mandatory training forfeit their ability to complete the chartering process in that semester.

This training covers important information regarding the chartering process, how to write a constitution, organization best practices, and Institute policies. The Charter Training is mandatory for all new organizations and serves as the first formal step in the charter process; organizations cannot move forward with chartering until this step is complete. Registration for Chartering has opened! Please visit this form to sign up for Fall 2021 Chartering. 

Each organization in a given Charter Window is required to send at least one leader to attend the training; this member should be an officer (e.g., president, VP, treasurer, etc.) of the organization.

 

2) Complete the New Organization Charter Form

Following the New Organization Charter Training, the leader who attended the training will receive an email with a link to the Student Organization Chartering Form. This form is hosted and completed within Engage. The New Organization Charter Training will ask the following questions:

  • Organization Name
  • Organization Purpose
  • Organization Category 
  • Is your organization a chapter of a larger organization?
  • Does your organization work with minors (youth under the age of 18)?
  • Acknowledgment of Alcohol and Illegal Drug Policy
  • Advisor Name, Department, Georgia Tech Email, Phone Number

 

3) Advisor Registration Form

After submitting the New Organization Charter Form, you should send the following link to your Advisor: You can access the RSO Advisor Agreement Form HERE

This Advisor Registration Form collects the necessary details from your potential advisor and requires their acknowledgment of the Roles and Responsibilities of an Advisor. This form must be submitted by your Advisor. To submit the form, they must log in to their profile in Engage. 

 


After Step 3, the Center for Student Engagement will create your organization's Engage portal. 

 
4) Submit the First Draft of your Constitution & Attend Constitution Review (Optional)

While this step is optional, we strongly recommend that your organization attend an initial Constitution Review with Student Engagement. 

When you're ready to submit your first draft of your constitution, you can do so using this form: https://gatech.campuslabs.com/engage/submitter/form/start/492242 You'll use this form each time you need to update your constitution during the chartering process (first draft, draft after meeting with Center for Student Engagement, draft after SAC meeting, etc.). 

At your Constitution review with CSE, the Student Engagement staff will provide guidance and ask questions regarding the structure and language in your constitution. This step is designed to provide organizations with the information they will need to be as successful as possible when meeting with SAC. 

 

 

5) Update your Organization Portal & Add 10 Members

All new organizations are required to have at least 10 members to complete the charter process. New student organizations are required to have 10 members listed in the Roster of their portal to satisfy this requirement. Remember: the 10 members requirement does include organization officers; if you have 3 officer positions filled, you are only required to have an additional 7 members to meet the requirement.

This resource provides more information on how to add members to your portal.** Note: you will need to use a student's original email address (this is the address they use to log-in) to send an invitation. Alias addresses will not work. For example, use the address gburdell3@gatech.edu not therealburdell@gatech.edu. 

 

6) Attend a meeting of the Student Activities Committee

The Student Activities Committee (a standing committee of the Faculty Senate) is responsible for reviewing all charter requests and making recommendations to the Academic Faculty regarding their status.

To be scheduled for a SAC meeting, a student organization must have completed each of the requirements detailed above. Student Engagement will verify their completion and schedule your organization for a meeting with SAC.

Your organization must send one representative to the SAC meeting; this member should be an officer of the organization and should be knowledgeable about 1) the management of the organization and 2) the Constitution.

 


While SAC will provide a decision on the organization’s charter, your organization WILL NOT be fully chartered until Step 7 is completed.

 
 
7) After the SAC Meeting

Organizations that receive an Approved or Approved Pending Changes decision at SAC may proceed with the final step of the chartering process: Submitting the Final Annual Registration and Constitution.

At this step, your organization should make any required changes to the constitution AND submit the final version of your Annual Registration with all required fields completed.  After your final Annual Registration is submitted, your Advisor must review and approve the submission.

After the submission is approved by the Advisor and successful completion is verified by CSE, you will receive a Fully Chartered email from the Student Engagement team.