Steps in the Student Organization Recognition Process

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

All presidents of graduate student organizations are required to create/update a CollegiateLink account for their organization to manage the recognition process for their organization. ONLY presidents are permitted to complete the recognition form.  CollegiateLink allows all officers to better manage membership lists, communicate with members and promote organization events.

The recognition process primarily consists of:

     □  ONLY Presidents: Complete the online Graduate Student Organization Recognition Form via
           CollegiateLink
               •  Update and maintain organization CollegiateLink page with logo/photo
               •  Identify Executive Board and Advisors positions within the organization
               •  Submit a constitution/bylaws online via CollegiateLink
               •  Upload a current roster in CollegiateLink
     □ Complete Student Organization Orientation Training (SOOT)
         •  University City Organizations ONLY
               •  Graduate Student Organizations must have the President and Treasurer view either the
                  University City Returning OR New Leaders workshops. The two SOOT Training
                  presentations can be found at http://www.drexel.edu/oca/so/soot_graduate.asp and
                  complete the corresponding quizzes, which can be found on CollegiateLink located here:
                   •  Returning Leaders: https://drexel.collegiatelink.net/form/start/3960
                   •  New Leaders: https://drexel.collegiatelink.net/form/start/3854
                   •  You must be logged into CollegiateLink to access these forms
         •  Center City Organizations ONLY
               • Center City groups will meet with Phi for SOOT training due to the specialized information
                  leaders must be aware of when coordinating events.
               •  The Organization’s leadership are responsible for scheduling this meeting
               •  No SOOT quiz is required
     □ Meet with an OCA or CGTSPS staff advisor to discuss goals and an action plan for the year –
          required for entire Executive Board. This meeting is scheduled at the Board and staff
          member’s convenience.
               •  For student organizations on the University City Campus, please schedule a meeting
                  with Jessica Edonick, jlg66@drexel.edu.
               •  For student organizations on the Center City Campus, please schedule a meeting
                  with Phi Nguyen, phing@drexel.edu.
                   •  Note: Center City students may schedule their SOOT and Executive Board meetings
                      for the same time.
     □  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 create a profile
               •  Please forward this link to the form: https://drexel.collegiatelink.net/form/start/3698

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 A CAMPUS ENGAGEMENT STAFF MEMBER.  AFTER GAINING APPROVAL, YOU WILL WORK THROUGH THE REST OF THE STEPS BELOW, HOWEVER, 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. For University City Groups, the President and Treasurer are required to view the online Student Organization Orientation Training (SOOT) workshop for either New Leaders or Returning Leaders.  For more information about the online SOOT workshops and follow-up quizzes, refer to the SOOT page.
   
   For Center City Groups, the President and Treasurer are also required to take SOOT by scheduling an in-person meeting with Phi Nguyen.
       •  NOTE: If you, as a University City student, have never viewed a SOOT presentation
          before, you will need to view the New Leaders Presentation.

7. Organizations will set-up a meeting with Jessica Edonick on the University City campus once the recognition forms and SOOT workshops have been completed.
       •  This meeting has been designed to assist the organization’s leadership in developing
         goals and an action plan for the year.
   Center City groups will schedule a meeting with Phi Nguyen for SOOT training/Executive Board discussion once the recognition form is complete and submitted.
       •  This meeting has been designed to assist the organization’s leadership in learning
         how to navigate the Center City campus, develop goals and create an action plan for the
         year.

8. The Graduate Student Organization Recognition Board will then review the organization’s recognition forms and 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

9. Organization may need to meet with the Graduate Student Recognition Board
   (if necessary) and resubmit the constitution with application 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 satisfactory, the constitution is approved and the group
           moves to next steps.

11. 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_graduate.asp
    • http://www.drexel.edu/oca/so/recognition_instructions_graduate.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_graduate.asp____________________________________________________________________________
For more information, consult the Office of Campus Activities Website at www.drexel.edu/oca.