Section Two: Student Organization Basics

Table of Contents


Student Organization Classifications

Student Organization Requirements

Officer Requirements

Advisor Requirements

Membership

Constitution and Bylaws

Existing Student Organization Registration

Existing Organizations Registration Steps

Organization Deactivation

New Student Organization Registration

Registering a New Student Organization

Information Needed to Complete OrgSync Registration Form for Existing and New Student Organizations

 

Student Organization Classifications


Student organizations are groups formed by students that have met all of the criteria outlined in the Registration section of this Handbook and have gained recognition from CSI. Student organizations must register with CSI each academic year. These organizations shall abide by the policies and procedures of the State of Maryland, University System of Maryland, University of Baltimore, and CSI.  

 

CSI recognizes two classifications of student organizations. 

 

Categories of Student Organization Classifications

  • Premier Student Organizations: Premier Organization status is granted by the Center for Student Involvement to organizations that 1) serve an overall governance, programmatic, or fee allocation function at the institutional level and 2) have a primary advisor who is a full-time University employee and for whom advisement of the organization is a formal and significant portion of the employee’s job responsibilities.
    • Student Government Association (SGA)
    • Student Bar Association (SBA)
    • Student Events Board (SEB)
    • Sports Club Council (SCC).

 

  • Registered Student Organizations
    • Honorary Organizations (Honor Societies): Recognize high level of academic achievement and generally require a demonstrated interest in a particular career or academic discipline.
    • Law Student Organizations: These organizations assist law students through educational programming, community service, and social programs.
    • Service Organizations: Raise awareness about a social issue through service, engagement and philanthropy.
    • Academic/Professional Organizations: Promote development in a particular academic discipline or professional field.
    • Cultural Organizations: Foster cultural diversity on campus and provide students an avenue to explore and celebrate their own cultural heritage and provide programs and services designed to support students of various cultural heritages
    • General Interest Organizations: Serve to enhance campus life through the co-curricular involvement of special interests and hobbies

 

Sports Clubs Organizations provide the opportunity for competition, personal fitness and recreational activities. Sports Clubs are recognized by Campus Recreation and Wellness.

 

Student Organization Benefits

Being a registered student organization at the University of Baltimore has many benefits, some of which are listed below.

  • Ability to reserve and use campus facilities
  • Ability to request funding
  • Event/program planning support
  • Risk management tools
  • Ability to fundraise
  • Student organization mailbox
  • Access to the Student Organization Suite including the ability to request a locker
  • Support from CSI Staff

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Student Organization Requirements


In order to be recognized as a University organization and receive organizational benefits, your organization MUST have ALL of the following approved by CSI via OrgSync:

  • A minimum of three (3) officers who are current UB students (officers cannot be full or part-time UB faculty or staff).
  • A minimum of ten (10) members who are currently UB students (this can include the three organization’s officers).
  • A University of Baltimore faculty or professional staff advisor. (Must be listed on OrgSync with the position of Advisor).
  • A signed copy of the organizations constitution and/or by-laws listed on OrgSync.
  • A current and complete Registration Form on OrgSync.
  • Forms required of specific officers and the advisor (when registered, the officers and advisor will be emailed via OrgSync to complete these forms).
  • President, Treasurer and a third primary officer (varies per organization) are required to attend the Student Organization Training day or one of the Student Organization Officer Trainings provided by CSI, for more information visit http://csi.orgsync.com/home. Any other officers of the organization are encouraged to attend a training as well.
  • Presidents and Treasurers must also attend the Financial Expense Training and any other financial training required such as external budget training, supplemental request training, etc.

 

Student organizations who do not fulfill all requirements on or before a written deadline will subject to sanctions from CSI.

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Officer Requirements


In addition to the President and Treasurer roles, each organization will create officer responsibilities based on the needs of the organization – some of which have already been defined in the template constitution. These specific requirements should be outlined in the organization’s constitution.

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Advisor Requirements


Eligibility

The University of Baltimore mandates that each officially recognized student organization must have at least one (1) faculty or staff member serve as an advisor to the organization. The organization is free to choose their advisor, pending approval from CSI. The advisor must be classified a CII or PIN employee of the University of Baltimore. Organizations are also allowed to have secondary advisors that are any classification of employees of the University of Baltimore.

 

Classifications of Advisors

There are three types of advisors at the University of Baltimore: Primary (required), Secondary (optional), and CSI (assigned). Advisers are not permitted to have voting rights within the organization. Make sure that the primary and secondary (if applicable) assume the role willingly and seriously.

  • Primary Advisor (required): Organizations are required to have a Primary Advisor in order to be considered active. When selecting an advisor, find a UB faculty or staff person who will have the time to devote to your organization and is considered a permanent employee of the university.
  • Secondary Advisor (optional):Organizations may find benefit in having more than one advisor to assist them in their operations. The secondary advisor can be any University of Baltimore faculty or staff member.
  • CSI Advisor (assigned to each organization): The Student Activities Coordinator acts as an additional advisor for all organizations in the areas of Policy and Procedure, as well as a support for all organization advisors.

 

Selection

When selecting an advisor, find a UB faculty or staff person who will have the time to devote to your organization. Make sure that this person will take the role willingly and seriously, and find someone who has knowledge or skills related to the mission/purpose of the organization. Make certain that they have a clear understanding of the organization’s purpose. Discuss with the potential advisor what is being asked of them.

 

Communication

To ensure open and transparent communication the Primary Advisor will be cc’d on all organization related emails sent from CSI.

Be open and honest with the potential advisor about the types of activities in which the organization may participate in. Allow the person a reasonable length of time to consider the position. If possible, choose someone who shares some of the same interests as the organization. Organizations may have more than one advisor; all organizations will have a primary advisor, and may elect to have secondary advisors, please see below for the definition of these advisors. Every organization will have a third advisor

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Membership


Student organizations are funded by student fees therefore membership is open to all enrolled students of the University of Baltimore, including undergraduate, graduate and law students.  Organizations are allowed to have “affiliated” members who are not UB students. See the below sections for more details on student and affiliated memberships.

Student organizations must comply with the University non-discrimination statement and policies. 

 

 

The University of Baltimore does not discriminate on the basis of - and prohibits discrimination against any member of the University community on the basis of - sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its policies, programs, activities or employment practices; this includes inquiries regarding Title IX of the Education Amendments of 1972 as amended (“Title IX”), Title VII of the Civil Rights Act of 1964, and Section 504 of the Rehabilitation Act of 1973.  Inquires or concerns regarding discrimination should be reported immediately to one of the following: 

 

Inquiries or complaints regarding sexual misconduct and other gender based discrimination, including pregnancy, sexual orientation and gender identity, should be directed to the Title IX Coordinator, Anita Harewood, Vice President, Office of Government and Community Relations, Academic Center, Room 336, phone: 410.837.4533, T9@ubalt.edu, or to the Dean of Students, Office of Community Life, Academic Center, Room 112, phone: 410.837.4755, communitylife@ubalt.edu, or the Assistant Vice President, Office of Human Resources, Charles Royal Building, Third Floor, 410.837.5410, mmaher@ubalt.edu.  Sexual misconduct and other gender based discrimination reports will be handled under the following policy and procedures:  http://www.ubalt.edu/policies/administrative/II-7.1.pdf. 

 

Inquiries or complaints regarding other forms of discrimination such as complaints of discrimination on the basis of race, religion, age, disability, national origin, ethnicity, or other legally protected characteristics, should be directed to the following offices: For inquires or complaints against students, contact the Office of Community Life, Academic Center, Room 112, 1420 N. Charles St., 410.837.4755 communitylife@ubalt.edu; for inquires or complaints against faculty or staff, contact the Office of Human Resources, 1319 N. Charles Street, Charles Royal Building, 3rd Floor, 410.837.5410.

 

Student Membership

Student organizations may set GPA and judicial requirements for members to hold leadership within their organization.  Any such stipulations should be outlined in the student organization constitution.  Student organization officers are responsible for ensuring compliance with any such requirements by requesting members to submit copies of transcripts.  

In order to avoid a conflict of interest, students who are permanent or contractual, full-time or part-time employees of the University of Baltimore, excluding student assistants and graduate assistants, may not run for, or serve in an executive position in a student organization.  Executive positions include, but are not limited to, President, Vice President, Secretary, Treasurer (or equivalent). These employees may, however, participate in student organizations as non-executive members, and are therefore eligible for any benefits non-executive members receive. 

 

Affiliated Membership

Organizations may find value in having staff, faculty, alumni or community members participate in the organization’s activities; however, these individuals cannot hold voting rights or hold an officer position.

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Constitution and Bylaws


Student organizations are required to submit an updated and ratified constitution to CSI, via OrgSync registration, each year; the file must also be loaded to the organization’s “Files” section for the public to view, this will assist in the transparency of student organizations. In order to be considered for recognition by CSI, student organization constitutions must comply with the constitution template found on CSI’s OrgSync webpage and below - including the exact sequence of articles and verbatim language as indicated in the template and signed by the organizations executive board. If any changes are made outside of the registration period, the newest version must be submitted to CSI for approval via an updated registration.

CSI will review all constitutions to ensure compliance with CSI policies and procedures, University of Baltimore and University System of Maryland polices, and federal and state laws, as well as to make sure all amendments do not directly benefit currently sitting officers. The review process can take up to 30 days to be completed.

Once approved and signed by CSI, a PDF copy of the constitution will be uploaded to the organization’s registration, and emailed to the organization’s president.

Organizations who were registered prior to February 1st, 2015, are currently exempt from following the template. However, the current constitution must include the below.  Please review the constitution template in the appendix and located on OrgSync to help develop the constitution. 

  • Name, Purpose, Membership
  • Governing Structure
  • Executive Board
  • Communication
  • Elections
  • Vacancies
  • Financials
  • Amendment(s) to and Ratification of the Constitution
  • Bi-Laws (if applicable)

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Existing Student Organization Registration


Registering Your Student Organization

Each student organization must register with CSI on an annual basis.  Registration is managed through OrgSync.  Once approved, organizations will have access to reserve space on campus, view financial records, and other resources.

All student organizations are required to submit an updated and ratified constitution to CSI annually as part of the registration process. For more information on constitutions and bylaws, please refer to the appendices.

Funding information is available in Section Five: Managing Financials.

Failure to start or complete the registration for an existing organization by the close of the registration period will result in the organization being marked “disabled”. For more information, please review the Organization Deactivation section below.  


Registration Requirements

In order to be fully recognized as a University organization and receive organizational benefits, your organization MUST have ALL of the following approved by CSI on OrgSync.

  • A minimum of three (3) officers who are current UB students (officers cannot be full or part-time UB faculty or staff).
  • A minimum of ten (10) members who are currently UB students (this can include the three organization’s officers).
  • A University of Baltimore faculty or professional staff advisor. (Must be listed on OrgSync with the position of Advisor).
  • A signed copy of the organizations constitution and/or by-laws listed on OrgSync.
  • A current and complete Registration Form on OrgSync.
  • Forms required of specific officers and the advisor (when registered, the officers and advisor will be emailed via OrgSync to complete these forms).

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Existing Organizations Registration Steps


If your organization already exists on OrgSync, you can register during the registration period from July 1 – September 30 by clicking on the 'Settings' button below your organization's left-hand toolbar. Keep in mind, this button is only visible for portal administrators. If you do not have administrative status, please contact an existing organization administrator or the Student Activities Coordinator in CSI to receive administrator access. After clicking on 'Settings,' you will default to the 'Profile' tab. On this page, update any outdated information and click 'Next' at the bottom. Repeat this process until you get to the end of the form and confirm your submission. You will be notified when your registration request has been approved or denied.

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Organization Deactivation


If an organization fails to register by September 30, the organization will be marked “disabled”.  “Disabled” is defined as the inability to enter the student organization portal and budgets being frozen.  If a portal is marked as “disabled” administrators who want to move forward by registering the student organization must contact the Student Activities Coordinator through OrgSync by sending them a message as prompted on their disabled portal. 

If after two semesters, the organization has taken no action to become active, the organization will be marked “inactive” and removed from OrgSync.   Once a student organization has become “inactive,” students will need to go through the new student organization process to register their student organization.

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New Student Organization Registration


Organization Duplication

Due to limited resources (students, financial, and staff), the duplication of organizations is strictly prohibited. Each organization must have a unique mission, purpose, and name. CSI will analyze each organization to ensure all organizations can function and thrive at the University.

 

Greek Affiliated Organizations

At this time, the University of Baltimore does not recognize Greek affiliated entities (fraternities or sororities) on campus, as such; Greek organizations are not supported by CSI.

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Registering a New Student Organization


Step 1: Interest Form

Student will submit an interest form on OrgSync, requesting to start a new organization. The student will need to provide the name and purpose of the organization, have a name of their potential advisor, etc.

If an organization’s Initial Interest form is submitted and there is a similar organization already established, the organization’s leaders will be encouraged to participate in the established organization since there cannot be duplication of organizations.  

 

Step 2: New Organization Checklist

After the Interest form is completed and turned in via OrgSync, the Student Activities Coordinator will email a New Organization Checklist to be completed and emailed back. 

 

Step 3: Registration and Meeting with Student Activities Coordinator

Once the new organization checklist is submitted and approved, the student will be able to begin registering their new organization via OrgSync by clicking on ‘Organizations’ and then the green ‘Register New Organization’ button. 

Once the registration has been submitted, the Student Activities Coordinator will set up an initial meeting and student organization training for, at minimum, the President, Treasurer and the third primary officer.  All other officers are encouraged to attend this meeting.  

Once this meeting is complete, the Student Activities Coordinator will approve the registration and the organization will become active.  The officers will be notified of the registration approval, and the President, Treasurer and Advisor will be given administration access.  

The Student Activities Coordinator will make initial contact with the Advisor and provide them with Advisor expectations and the Advisor manual.

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Information Needed to Complete OrgSync Registration Form for Existing and New Student Organizations


  • Organization Operations
    • Election or Selection Process/Membership Requirements
    • Meeting Day, Time and Location
  • Virtual Event Management System (VEMS)
    • 2 Officers Names, Phone Numbers, Ubalt Email Addresses, Net ID numbers
  • Constitution
  • External Bank Account Details (if applicable)
    • Name of Bank
    • Signatories
    • External Bank Account Number
    • Tax ID Number (EIN)
  • Advisor information
  • Positions Module- NEW- Allows you to input each individual position by selecting from a drop down menu.If the position is not listed, select Other Officer
    • Position Name
    • Participant Name
    • Term Start and End Date
    • Submitter
    • Organization Name
    • Forms for every officer to complete
      • Officer Information and Agreement Form
        • First and Last Name
        • Phone Number
        • Ubalt.edu Email Address
        • Student ID Number
        • Nondiscrimination Statement
        • Student Organization Officer Training statement
        • Student Organization Financial Expense Training Statement (if applicable)
    • Forms for only specific officers to complete
      • There may be a form or forms for specific officers to complete. An email will be sent to the officer to have them complete the form(s).

All forms must be completed for registration and positions to be approved.

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Announcements

Supplemental Funding
Due to changes in the level of funding available this year, the process was delayed while Allocations Board and Funding Oversight Committee examined the issue. The deadline for supplemental requests will be extended. We are in the process of updating the website to reflect these changes. Information will be emailed to org leaders the week of Oct 16-20.

Need help running your org?
Follow the links under the resources section (to the left) to navigate to the resources pages.

Follow links in the Policies and Procedures Section to review the updated Student Org handbook.

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