Club Formation
Guidelines
Dave Eng
Director of Student Activities and the Student Center
St. Thomas Aquinas College
125 Route 340 Sparkill, NY 10976-1041
Ph: (845) 398-4084
Fx: (845) 398-4151
Gv: (845) 402-0364
deng@stac.edu
Romano Student Alumni Center
http://goo.gl/maps/IOcWw
Starting a New Club
Formation of new clubs and organizations that enhance student life is greatly
encouraged. In order for a club to become eligible to use the services available
on campus, it must ask for and receive recognition from both the Student
Activities Office and the Student Government. This process is outlined in the six
steps below:
SIX STEPS TO SEEKING CLUB RECOGNITION:
1. Establish a purpose of your organization and approach a member of the
Student Government and the Director of Student Activities to indicate
your interest in becoming a recognized club.
2. In cooperation with the Student Activities Office, conduct interest
meetings to recruit potential members.
3. Complete this New Organization Starting Packet remit a completed
original version to the Student Activities Office.
4. Prepare a constitution, obtain an advisor and a list of five (5) potential
undergraduate members enrolled on campus (This should include their
email address, telephone number and signature.)
5. Request to be placed on the Student Government Association agenda
for the next General Assembly Meeting. Prepare to present on behalf of
your organization and answer any questions.
6. If approved by the Student Government, General Assembly, and the
Student Activities Office you will become a recognized student
organiation!
ST. THOMAS AQUINAS COLLEGE
CLUB & ORGANIZATION RECOGNITION
On a semester basis all clubs and organizations seeking official recognition by
the Student Activities Office must complete the following:
1. Valid Rosters submitted for fall semester of the academic year

Refer to Club Manual for the roster requirements

If needed, provided an updated copy for the spring semester
2. Review and hand in constitution at least once an academic year

Refer to Club Manual for Constitution requirements
3. Attendance at Student Government General Assembly Meetings &
Presidents' Forums in the Fall and Spring Semesters and any other events
mandated by the SGA

Minimum of one (1) Executive Board member
4. Sponsor one (1) campus event, one (1) collaborative event, and one (1)
fundraiser per FALL semester. Sponsor one (1) campus event, one (1)
collaborative event, and one (1) fundraiser per SPRING semester.
Benefits



Formal recognition of Club as a STAC recognized organization
Access to facility usage
Access to SGA and Student Activities funds for programming
Clubs and organizations that do not comply will be placed on the following
sanctions:
Level I:
Level II:
Level III:
Written warning from the SGA Vice President of Organizations
Formal letter of Probation
No formal recognition by the St. Thomas Aquinas College
Community; Loss of all privileges for a period no shorter than
one
academic year.
Sponsoring An Event
All events must be registered through the Student Activities Office. Regardless of
what type of event is being scheduled, there are certain procedures an
organization must follow. All events, on or off campus, must be held in
compliance with the policies and procedures set forth in this manual.
Procedure for sponsoring an event:

Obtain an event planning form from the Student Activities Office or online
at http://forms.stactivites.com

To order food for an event, see a dining services catering manager. Write
all food requests with prices attached to event form.

Any educational media, food requests (with prices), transportation
request and set up diagram must be submitted with the Event Planning
Form at least two (2) weeks in advance.

Your advisor must always sign off on all forms.

All event forms must be submitted at least two (2) weeks prior to the
schedule date of the event.

Incomplete forms will not be approved and will be returned to your club
mailbox.

You may only advertise for the approved date and location written on
your form.

If you must cancel an event, for any reason, you must contact the
Student Activities Office immediately. Failure to give proper notification
may also result in your organization being prohibited from submitting
future event forms.

Approval for all events is reserved by the Student Activities Office

**All Events sponsored by clubs and organizations must obtain approval
from the Student Activities Office**