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Clubs: Organizational Process

Initial Procedure for Recognition of Student Organizations

Application - An organization seeking recognition must submit the following information in writing to the Student Services office:

  1. Name
  2. Purpose (including explanation of why the organization is desirable on campus)
  3. Qualifications for membership
  4. Fees, dues and other considerations for membership
  5. Officer and leadership structure
  6. Time and manner of election of officers
  7. Number of students wishing to join
  8. Faculty sponsor
  9. Explanation of any extra-campus affiliation (e.g., national parent organization)
  10. Time and location of meetings
  11. Names of prospective members who will serve as spokesmen for the organization during the recognition procedure (it is suggested that three students be named).

Hearing - The Vice President for Student and Enrollment Services or his designee shall examine each application and reject those not submitted in proper form.  He may request a hearing on the proposed recognition.  He may, at his discretion, request that the hearing be held before the Student Services Committee.  The Vice President may request the presentation of oral and documentary evidence.  A recording or transcript of the hearing may be made and preserved for use in possible appeals and reviews.

Criteria for Recognition and Review Procedure - Recognition shall be granted only to those organizations whose purpose and proposed activities are clearly related to educational goals and mission of the college.  Recognition shall be denied if the evidence presented shows that the proposed organization will present substantial likelihood of material interference or conflict with the educational process of the college or any of the following:

  1. The regular and orderly operation of the college.
  2. The requirements of appropriate discipline within the college community.
  3. The academic pursuits of teaching, learning, and other campus activities.
  4. The laws or public policies of the State of Georgia and the United States.
  5. The statutes and regulations of the college and the Policies of the Board of Regents.

If the Vice President or the committee disapproves recognition, the organization may appeal the decision to the President of the college, who shall review the same and affirm, reverse or modify the decision.  The appeal shall be in such form as the President may require.

All applicants for recognition approved by the Vice President or the committee shall be promptly transmitted to the SGA for ratification. Ratification shall be in accordance with procedures established by the student governing authority.  If the student governing authority fails to ratify the approval, the organization may appeal this action to the President of the college, who shall review the action and affirm, reverse or modify the same.  The appeal shall be in such form as the President may require.

The recognition of an organization authorizes it:

  1. To use college facilities and equipment, subject to the Board of Regents’ Policies and to college regulations governing the use of facilities and equipment, and to reasonable scheduling and clearance of particular facilities and equipment by the Office of Student Services and/or the Security Office.
  2. To be eligible to receive student service monies subject to the Board of Regents’ Policies and to college regulations governing allocation of student activity fees.

All club fund raising activities must be approved by the Vice President for Student and Enrollment Services.  Organizations shall carry on business transactions and contractual relations with punctual and timely discharge of valid obligations and prudent use of funds.

Activities of organizations must be in conformance with their applications’ stated purposes.

Active membership shall be confined to regularly enrolled students.  Three hours per semester is the minimum academic load for any student participating in a student organization.  A student must maintain a 2.0 cumulative grade point average to be eligible to serve as an officer of a student organization.

A list of officers must be submitted to the Student Services office within 7 days after each election.  A copy of each organization’s constitution and by-laws and of all subsequent amendments thereto must be submitted to the Student Services office within 7 days after enactment.

Student organization publications shall not contain material which is obscene or defamatory (as the same is defined by the Code of Georgia, Section 26-2101), or which create a substantial likelihood of material interference with the regular and orderly operation of the college.  Student organization publications shall abide by the guidelines and policies by the Student Publications Board.

All East Georgia State College club sponsored activities will take place on the campus of East Georgia State College unless otherwise approved by the Vice President of Student and Enrollment Services.  East Georgia State College's name shall not be used in association with any off campus activity unless prior approval is granted by the Vice President of Student and Enrollment Services.  Violations may result in loss of club recognition or other penalties as prescribed by the Vice President of Student and Enrollment Services, SGA and Student Services Committee.  Please see below. 

The Vice President for Student and Enrollment Services shall periodically review the activities of all student organizations to determine if they are acting in compliance with college regulations.  Charges of violations of college regulations may be brought against any recognized organization and shall be heard by the Vice President for Student and Enrollment Services or, at his discretion, by the Student Services committee.  The Vice President or the committee may request the presentation of oral and documentary evidence at the hearing.  He or the hearing committee may have a recording or transcript of the hearing prepared.  The Vice President or the committee may impose any one or any combination of the following penalties upon an organization after consideration of the evidence presented at the hearing.

  1. Restriction of all or any privileges enjoyed as a recognized student organization.
  2. Monetary fines, withholding or withdrawal of allocated student activities monies.
  3. Restitution for damages.
  4. Probation of recognized status.
  5. Suspension of recognized status.
  6. Withdrawal of recognition.

An organization may appeal the imposition of any penalty to the President of the college, who shall review the action and affirm, reverse or modify the same.  The appeal and review shall be in such form as the President may require.  The President may utilize the services of an existing or ad hoc committee in determining the issues involved.  Upon notice and hearing, the President of the college may review at any time the recognition of any student organization, or any decision on disciplinary charges against any student organization, and make whatever final disposition of the matter he deems necessary for the best interests of the college.