HOW TO START A NEW STUDENT ORGANIZATION
STEP I
Intention to Organize a New Student Organization
Students interested in establishing a new student organization should express their
interest to assistant director of student services or to the assistant director of
intramurals and club sports (sports related clubs). The interested students will be
provided with an Intention to Organize a New Student Organization Form. The
form will require students to describe the purpose of the proposed organization,
list potential members, attach a proposed constitution, and will require an
advisor’s signature. When completed, the form should be returned to the Student
Activities Office or the Club Sports Office (sports clubs). Upon completion of
this form, organizers will be invited to meet with the assistant director of student
services or the assistant director for intramurals and club sports to complete risk
assessment forms.
STEP II
Student Affairs Committee
Upon receipt of the completed Intention to Organize a New Student Organization
Form and completion and approval of the risk assessment, the assistant director of
student services will notify the chairperson of the Student Affairs Committee and
the petitioning student(s) will be invited to present their proposed organization at
a Student Affairs Committee meeting. The Student Affairs Committee is
comprised of faculty, staff, and students who will review the petition and
determine if it will be approved as a student organization. The petitioning student
will be made aware of the decision of the committee at the conclusion of the
meeting.
STEP III
Orientation Meeting
After the petitioning organization has been approved by the Student Affairs
Committee, the lead student representative and the advisor of the new student
organization will be required to schedule and attend a New Student Organization
Orientation meeting with either the assistant director of student services or the
director of club sports (depending on the type of organization).
STEP IV
Maintaining “Registered” Status
In order to maintain the student organization’s “registered status”, a student
organization’s registration form and required supplemental materials (TBD) must
be fully completed and returned to the Student Activities Office in the fall and
spring quarters. Registration is done via forms located on Banner Web.
BENEFITS OF REGISTERED STUDENT ORGANIZATIONS
 Permitted to reserve meeting rooms and facilities on campus
 Permitted to reserve campus equipment
 Invited to participate in the annual Student Organization Fair during
Orientation
 Invited to participate in the Annual Student Involvement Recognition
Event
 Included in the electronic and printed list of RHIT Student Organizations
 Access to resources provided by the Office of Student Activities and the
Sports and Recreation Center.
 Permitted to post fliers on campus
 Permission to use Rose-Hulman in the title of the organization
 Covered by Rose-Hulman’s liability/insurance plan
 Eligible to petition for SGA funding (if they fall within the guidelines for
funded SGA organizations)
Student Organization Advisor
“Job Description”
The Advisor’s Role
Every registered student organization is required to have an advisor who is a full-time faculty
member. The most important responsibility of the advisor is to help the organization reach its
goals and objectives. A successful advisor is a listener, an advocate, and a facilitator for the
organization. Advisors assist the group in its growth and development and provide direction
though advice and understanding. An advisor should:
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Be aware of constitution & bylaws as well as procedures of the organization
Be available to the officers and other members of the organization for mentoring and consultation
Stay up-to-date on the happenings of the organization
Attend the majority of meetings
Provide constructive feedback where appropriate
Assist the organization in identifying program purpose and content
Be able to assist and assist the organization when dealing with problems or issues
Travel with and abide by all RHIT travel guidelines when required (see travel waiver packet for
travel rules/regulations/procedures)
Help and support other expectations put forth by the organization/club
The Advisor’s Role: High Risk Organizations
The role of an advisor for a “high risk organization” includes all of the responsibilities listed
above, but also requires the advisor to be present at ALL organization activities. This
includes, but is not limited to all practices, meetings, events, trips etc.
What the Advisor May Expect from the Organization’s Executive
Board/Officers
While the advisor has many responsibilities to the organization, the organization also has
responsibilities to the advisor. An open line of communication as well as mutual respect will
ensure a positive advisor/organization relationship.
The Executive Board/Officers Shall:
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Keep the advisor informed about all organization activities
Have regular meetings/contact with the advisor to keep updated on plans etc
Not make any commitments for the advisor without his/her consent
Provide minutes from meetings as well as other materials presented to members
Keep accurate records and use sound financial procedures
Organizations Can Help Their Advisor By:
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Making clear the role they would like the advisor to have in their organization
Keeping their advisor informed about the organization’s plans/activities/issues etc.
Providing plenty of notice to the advisor about plans/events/activities
Questions?
Please contact Kristen Latta, assistant director of student services, at 812/877-8241 or via email
at lattakn@rose-hulman.edu