It’s time for Student Organization Registration! It’s a mandatory process for each organization every spring and this year we’re breaking it into 2 steps. You will have until May 15th to complete step 1 & 2.

Step 1:

Create an online constitution: We're going paperless and it's time to create an online constitution. (A constitution is a SHORT explanation of how your organization operates).

• If your organization formed in 2013 or 2014 you already have one and can skip this step.

• Complete your student organization constitution (using the blank PDF copy attached to this post. There's also a sample constitution attached to this post for your reference) with your organization members at your next meeting and take a vote!

• How to vote: get a 2/3 vote of all officers/general members present at an upcoming meeting. A vote is required to complete your constitution.

• Your organization’s constitution will take effect on June 15, 2014

Step 2:

Complete student organization registration

Registration encompasses:

• Updating officer contact info

• Registering for fall Involvement Fest

• Applying for a mailbox & cabinet

• Providing links to social media pages and organization websites

• Transferring information from your drafted constitution to the online registration form (remember you must complete it and vote with your org members first)

Prior to completing your registration:

• Make sure you've completed the PDF constitution first and that your members have voted to approve it.

• Make sure you've communicated with the other officers in your organization to determine who will complete the online registration as we only want one form from each organization.

Deadline:

Registration (including your online constitution) must be completed no later than May 15, 2014 at 11:59pm. If you don't complete registration before the deadline your organization may lose recognition (and be removed from the UMBC website, unable to request space on campus or SGA funding, and unable participate in involvement fest).

FAQs are listed below!

Please contact me with any questions or concerns about this process. 

Thanks in advance,

Sara

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FAQS for online constitution

What’s a Constitution?

The constitution serves as a binding agreement with UMBC and is required to be a recognized student organization. It explains your organization's purpose, membership requirements, leadership structure and election process.

How long will this process take?

The online constitution is a simple form mostly made up of drop down menus and multiple choice questions to choose from. It should only take a few minutes to go through it with your organization members then enter the information in the registration form.

Why are we moving to an online form?

We are streamlining this process to make it more efficient for your organization. This will allow your organization easily access to your constitution.

After I submit everything what happens?

The Student Organization Committee (SOC) will begin to review your constitution to make sure there are no concerns. If your constitution is complete (no errors or typos) the SOC will approve your constitution and you will be notified by early June. On June 15th your new constitution will go into effect.

What if I don’t have an advisor?

All student organizations are required to have a faculty or staff advisor. They must be employed by UMBC. It is okay if they are part time or an adjunct. Graduate students can serve as advisors as long as they are employed by UMBC. It is crucial that anyone you list as an advisor has agreed to serve in that role. If you’re having trouble finding an advisor please email Sara Leidner (sleidner@umbc.edu)

What if there are typos in my constitution?

Your constitution must be free of typos and grammatical errors so please double check it before submitting it. Typos will prevent your constitution from being approved. Someone from the Student Organization Committee will be in touch with you to make the necessary corrections before approval.

Where is my old constitution?

If you'd like a copy of your old constitution please stop by the Student Life Ambassador desk, which is located on the 2nd floor of the Commons in the Student Organization space, right outside of the seb office. Their hours are M-F 12pm-4:30pm.

What if there was more information I wanted to add to my constitution?

You can create bylaws which includes any information you’re not able to put in your constitution. It’s considered additional information. However, your bylaws may not contradict your constitution. You are NOT required to submit your bylaws.

Examples of acceptable bylaws:

You have 5 subcommittees that are broken down in great detail and outline all of the required responsibilities.  That does not contradict your constitution- it is just something in addition to it or goes into further detail.

Examples of unacceptable bylaws:

However, a bylaw that would contract a constitution would be including information about membership requirements that differs from your constitution. For example, if your constitution says any UMBC student can become a member by attending 1 meeting and your bylaws say they can become a member by attending 3 meetings and by paying a membership fee.

Do I have to have my elections in Nov/April?

Yes. In order to help your organization be successful throughout the year, especially during times of transition there (officer training, officer transition, current and up to date information over winter and summer breaks). If you have an extenuating circumstance please contact Sara Leidner (sleidner@umbc.edu)

Where can I find my organization’s constitution after it goes into effect?

All approved constitutions will be uploaded to your organizations page on the Student Life website, right underneath your purpose statement.  For example: http://osl.umbc.edu/orgs/detail/666

What if I want to make changes after I’ve submit it?

If you want to modify (“amend”) a part of your constitution you would simply refer to the amendments section of your constitution to vote on any changes with your organization members. After doing so you would notify the Student Organization Committee so they can review/approve your changes and update it online. Email Sara Leidner (sleidner@umbc.edu) to start this process.

If I have a question about this process who do I contact?