Steps in the Student Organization Recognition Process

--------------------------------------------------------------------------------------------------------------------------------------
NOTE: The information below is for all Undergraduate and Joint Student Organizations.
For steps in the Graduate Student Organization Recognition Process, click here.

All presidents are required to create a CollegiateLink account to manage the recognition process for their organization. CollegiateLink allows officers to better manage membership lists, organization management, etc.  ONLY presidents are permitted to complete the recognition form.

With approximately 300 student organizations at various stages of recognition, the process can take approximately 3 weeks. The recognition process will be open from Tuesday, July 5 to Friday, November 4, 2011 at 5:00pm. For pre-existing groups, recognition does expire and needs to be renewed every year. The steps in the recognition process are as follows:

The recognition process primarily consists of:

     □  Complete the online Student Organization Recognition Form via CollegiateLink
           (President’s ONLY!)
               •  Update and maintain organization CollegiateLink page with logo/photo
               •  Identify President, Vice President (or second-in-command designee), and Treasurer
                  in CollegiateLink
               •  Submit a constitution/bylaws online via CollegiateLink
               •  Upload a current roster in CollegiateLink
     □  Select a full-time Faculty or Staff Advisor
               •  Advisor will be required to submit a CollegiateLink form confirming their role
               •  The individual will log-in to CollegiateLink via DrexelOne and if it is their first-time, they
                  will need to create a profile
               •  Please forward this link to the form: https://drexel.collegiatelink.net/form/start/3698
     □  Complete Student Organization Orientation Training (SOOT)
               •  Undergraduate and Joint clubs must have the President, Vice President (or second-in
                  command designee), and Treasurer view the SOOT training presentation and take the
                  CollegiateLink quiz located here: https://drexel.collegiatelink.net/form/start/3756

FOR ORGANIZATIONS TO BE RECOGNIZED

1. Log in to DrexelOne using your Drexel user-ID and password (http://one.drexel.edu).

2. Click on the “Drexel” tab on the header bar and then click “CollegiateLink”, located in the left-hand channel labeled “Campus Involvement”.
   

3. You will be redirected into the Drexel CollegiateLink website. Click the “Organizations” tab on the Drexel University header bar and click:
       a.  for existing groups, the “Register” button will appear under your group name and
            within your group page:
                                                      
       b.  for new groups, “Register” will appear under “Register a New Organization” located at
           the bottom of the left-column menu under the Search Directory tools:
                                                        

FOR PROPOSED NEW STUDENT ORGANIZATIONS, THIS IS THE FIRST STEP IN THE RECOGNITION PROCESS.  UPON FILLING OUT THE ONLINE FORM, YOU WILL MEET WITH OFFICE OF CAMPUS ACTIVITIES STAFF.  AFTER GAINING APPROVAL, YOU WILL WORK THROUGH THE REST OF THE BELOW STEPS, HOWEVER, YOU MAY FEEL FREE TO FAMILIARIZE YOURSELF WITH THESE STEPS.

4. The organization’s president will create a CollegiateLink account and submit an online recognition form including:
       •  Completed online recognition form in CollegiateLink with updated officer information,        mission and purpose of the organization, and contact information of your advisor.
       •  A copy of the updated constitution and bylaws.

5. Advisor is selected and contact information is provided via CollegiateLink. The advisor will then be required to complete a CollegiateLink form that will confirm their role as advisor.

6. The Undergraduate Student Government Association (USGA) and Office of Campus Activities (OCA) Recognition Committee will review the constitution for content:
       •  Checking for inclusion and anti-hazing clauses
       •  Checking for full-time President and Treasurer
       •  Checking for full-time faculty or staff advisor

7. Organization is e-mailed to set-up a short meeting with the USGA/OCA Recognition Committee for any necessary constitution revisions (if necessary).

8. Organization meets with USGA/OCA Recognition Committee (if necessary).

9. Organization submits constitution changes (if needed).

10. Constitution is re-read for revisions and changes:
        •  If revisions are not complete, the organization is contacted and does not move forward        in the process.
        •  If revisions are complete satisfactory, the constitution is approved and the group
           moves to next steps.

11. Organizations watch the Student Organization Orientation Training (SOOT) workshop. For more information about the online SOOT workshop and follow-up quiz, refer to the SOOT page.
        •  NOTE: SOOT can be completed at anytime during the recognition process.
        •  NOTE: For Undergraduate and Joint Clubs, the president, vice president (or second-in-
           command designee), and treasurer view SOOT and take the CollegiateLink quiz.

12. All requirements are confirmed and the organization is now recognized and able to access privileges of being a recognized student organization (e.g. accessing funding/financial accounts, making reservations, hosting events, contracting events, participation in OCA/Student Life events, e-mail accounts, etc.)
        •  Organization is notified (via CollegiateLink/e-mail and hard copy letter).
        •  Advisor is notified via CollegiateLink/e-mail.
        •  University departments are notified weekly of current list of recognized student
           organizations.

To check your organization status, log-in to your CollegiateLink account. At any time, the organization president can view the recognition status by going to the organization page within CollegiateLink and clicking on the “Read More” tab next to the group’s "About Us" description. The official recognition date will be listed.  For more details on how to check your status, visit http://drexel.edu/oca/so/sod_status.asp.

NOTE: If student organizations are in debt, they may seek recognition, but will be immediately put on hold until they resolve the debt. Anytime a group is in debt, they lose recognition privileges.

Recognition is a privilege given to student organizations that agree to comply with institutional policies and procedures.

For more details about the Recognition Process and Instructions, visit these pages:
    • http://www.drexel.edu/oca/so/recognition.asp
    • http://www.drexel.edu/oca/so/recognition_instructions.asp

For more details about the Recognition Forms, visit this page:
    • http://www.drexel.edu/oca/so/recognition_forms.asp  

For more details about the Student Organization Orientation Training (SOOT), visit this page:
    • http://www.drexel.edu/oca/so/soot.asp
____________________________________________________________________________
For more information, consult the Office of Campus Activities Website at www.drexel.edu/oca.