Student Organization Recognition Process

All clubs must reactivate their club annually. The "reactivation period" is restricted to the first month of each semester.  Check in with the Clubs and Activities front desk for your reactivation packet. 

 

Student Club and Organization Standards

  1. The purpose of the student clubs and organizations must be consistent with the laws of the State of California and policies developed by the University.
  2. Student clubs and organizations must not advocate, incite or participate in interference or physical disruption of the educational process
  3. The student clubs and organizations must maintain, at all times, a membership of at least eight regularly enrolled students in good standing (cannot be on academic, administrative or disciplinary probation with the University).  A maximum of 20% of the members of a student clubs and organizations may be individuals who are not CSU students, except for social fraternal organizations and sport clubs which must be 100% Humboldt State University students. 
  4. The student clubs and organizations must adhere to its own approved constitution. 
  5. The student clubs and organizations must maintain an active student-centered program.  Voting members of the organization must be regularly matriculated students at Humboldt State University and the treasurer of the campus organization must be under the direction of the student members. 
  6. Club Treasurers must attend the mandatory “Cash Handling” training before clubs who conduct financial transactions can be active.
  7. Dues and other membership fees must be used for the express benefit of the student clubs and organizations and the fulfillment of its purpose. 
  8. Recognition may be granted to local chapters of national or regional organizations provided the national or regional organization does not deny membership on the basis of age, Disability (physical and mental), Gender (or sex), Gender Identity (including transgender), Gender Expression, Genetic Information, Marital Status, Medical Condition, Nationality, Race or Ethnicity (including color or ancestry), Religion (or Religious Creed), Sexual Orientation, sex stereotype, and Veteran or Military Status;. This affiliation must be disclosed during recognition renewal and a constitution and bylaws of affiliated organization must be on file with the Clubs and Activities Office.
  9. The student clubs and organizations officers must be in good academic standing (2.0 or better) and not on active academic, administrative or disciplinary conduct probation.
  10. Before a student clubs and organizations is granted official recognition, a faculty or staff member working more than half-time for the University must agree to serve as an advisor to the organization. Employees of University Auxiliary Organizations are not permitted to serve as student clubs and organizations advisors as regulated by California State University Executive Order 1068.  Housing employees and federal programs employees are permitted to serve as advisors.
  11. Student officers will re-register the student club or organization each year by renewing the organization profile on OrgSync. Each fall the club’s constitution should be reviewed and the updated copy must be uploaded to the OrgSync page. It is the clubs responsibility to maintain a current list of officers and to notify the Clubs & Activities office when there are changes.  Recognized student clubs and organizations are permitted to use the name of Humboldt State University, Humboldt, Humboldt State, for only as a means of identifying the location of the organization. Such use should not imply University sponsorship or that the organization is an official agent of the University. For example the “Social Club of Humboldt State” would be correct, but the “Humboldt State Social Club” would not.
  12.  Student clubs and organizations are expected to provide for the safety and general welfare of all members and guests during sponsored activities. 
  13. Student clubs and organizations are to provide programs and activities in keeping with the social, cultural recreational and educational mission of the University. 
  14. Student clubs and organizations are expected to obey the laws; local, state and federal. Groups must also operate within the policies and procedures of the University, including the Student Code of Conduct (Title 5 Section 41301).
  15. As required by Section 41503 of Title 5 of the State Code of Regulations of California, the president of every recognized student clubs and organizations must sign a statement each year certifying that the organization has no rules or policies which inhibit its acceptance of new members because of age, Disability (physical and mental), Gender (or sex), Gender Identity (including transgender), Gender Expression, Genetic Information, Marital Status, Medical Condition, Nationality, Race or Ethnicity (including color or ancestry), Religion (or Religious Creed), Sexual Orientation, sex stereotype, and Veteran or Military Status.  This is done when completing the recognition organization profile renewal or during initial registration.
  16. The University mandates that only currently enrolled and regularly matriculated Humboldt State students may vote or hold office. Additionally, only Humboldt State regularly matriculated students are permitted to hold membership in Sports Clubs and Greek social organizations. Each organization must keep current constitution/ bylaws on file with the Office of Clubs and Activities.
  17. Financially, the California State University system requires that all organizations wishing to transact monies do so in an account approved by the Chief Financial Officer of the University. At Humboldt State University, University bank accounts are the approved banking service.  If collecting money, funds MUST be maintained in a university on-campus bank account and processed through the club’s trust account. 
  18. The University will not recognize any fraternity, sorority, living group, honor society or other student clubs or organizations unless its membership and leadership are open to all currently enrolled students at that campus, except that a social fraternity or sorority or unversity may impose a gender limitation as permitted by Title 5, California Code of Regulations, Section 41500.

Benefits of Recognized Clubs & Organizations

  • The use of Humboldt State University’s name in association with your club.
  • The ability to conduct fundraising activities on campus.
  • The use of campus facilities and club equipment.
  • The right to participate in various campus activities (i.e. Community & Belonging Fairs, Athletic Events, Homecoming, the Preview Fair and much more).
  • The privilege of checking out equipment and supplies at no cost from the Clubs and Activities office.

Steps to Becoming a University Recognized Club

New Clubs:
Students may initiate steps to form a new club anytime during the academic year and have the opportunity to present information about that club at the weekly Clubs Coordinating Council (CCC) meetings. However, the FINAL activation of a new club is restricted to the first month of each semester. If student clubs and organizations fail to complete all the steps by the fall deadline, they will not be able to activate until the beginning of the spring semester (and visa versa).

Here are the steps:

>Stop by the Clubs Office, UC240 to pick up the “Intent to Organize” packet, which includes:

  •  “Intent to Organize” form:
    • List a minimum of 8 eligible members, (currently enrolled, fully matriculated HSU students) along with their signatures and HSU I.D. numbers)
    • Include the name and signature of the Club Advisor (who meets all requirements)
    • Designate a club representative (generally the student who completes and submits form)
  • Club Constitution: Draw up a constitution for your organization according to the guidelines in the sample constitution included in the packet

>Submit all required items in the “Intent to Organize” packet to the Clubs & Activities Office in UC240: 

  • Next, the club representative and advisor will be notified about scheduling a time to attend the CCC board meeting to present their proposal to become a new club.
  • Be prepared to answer the following questions at the CCC Meeting (these should also be included in your constitution):
    • Tell us about your club?
    • How will your club select leadership positions (officers)?
    • Are there any qualifications for membership in your club? Who gets to vote?
    • How will your club connect with other clubs?
    • We encourage our clubs to be inclusive and representative of the diversity of the student body at HSU. How might your club accomplish this goal, and benefit the campus and local community?

 

Re-Activating Current Clubs (and Next Steps for New Clubs after CCC):

All clubs must reactivate their club annually. The "reactivation period" is restricted to the first month of each semester.  Activation packets can be picked up at the Clubs Office, UC 240. Included in the packet will be instructions to follow these steps:

  • Set Up/update Organization Profile on OrgSync
  • Fill Club Officer Positions on OrgSync
    • President and Treasurer are mandatory positions to be filled. Students in these roles must  possess these requirements:
      • Undergraduate students
        • Must maintain a minimum of 7 semester units and maintain a minimum GPA of 2.0
        • Undergraduate students are allowed to earn a max. of 136 cumulative semester units
      • Post-Baccalaureate students
        • Must maintain a minimum of 3 semester units and maintain a minimum GPA of 3.0
        • Post-baccalaureate students are allowed to earn a maximum of 50 units
  • Review and then upload your Club’s Constitution on portal  in OrgSync.
  • While your club is being approved on OrgSync there are additional training requirements that have to be met to activate your club.

 

  1. Orientation: About one (1) month before the semester begins, the Clubs Office staff will email club contacts that we have on file a link to register for orientation (New Clubs or folks interested in starting a club will be provided this information when you pick up your “Intent to Organize” packet). Orientation is done with all other campus clubs, and the time will be used to review pertinent policies, procedures, club resources and answer any questions you may have. NOTE: All Club Presidents and Treasures are required to attend one of the pre-scheduled in-person orientations during the reactivation period (first month of each semester). If you are activating after the Fall Activation period has occurred, then there will also be a club activation period in January with additional orientations and trainings for club officers.
  2. Advisor Orientation: Advisors will receive a link to an online orientation and quiz that they must complete in order for the club to remain active. We will get the Advisor contact information from the club or organization’s OrgSync Profile once it has been updated and submitted for review during the activation period.
  3. NEW! Club Treasurers are required to attend a “Cash Handling Process” training BEFORE the club can participate in any activity where financial transactions occur. This applies only to clubs who intend to collect or deposit money throughout the year.
  4. Club Member Registration: All club members must register online via OrgSync in order to access resources, such as: travel funds, grants, supplies and tabling. An OrgSync portal will be made for your club, and you must have at least five (5) members registered to be recognized as a HSU Club or Organization. 

NOTE: Greek organizations and Sports clubs have additional requirements. One of those requirements is to have all members attend a campus facilitated Title IX/ Anti-Hazing/ Alcohol and Other Drug training. This training typically occurs in conjunction with the Clubs Orientation. Please ask the Clubs Coordinator for more information.

***Combat/simulated war-games/martial art-style clubs are NOT permitted.

 

Changes or Updates to your Club & Organization Contact and Registration Form

Minor changes to club constitutions may be made through OrgSync at any time. Changes in officer position or advisor can be done throughout the semester. IMPORTANT: HSU Policy mandates new treasurers complete the required “Cash Handing” training only if that club conducts financial transactions.  Additionally, all advisors must complete an online orientation once per year.  Significant changes to a club’s mission statement or purpose requires notifying the clubs office, as the organization may need to approval by CCC.

[updated August 2018]

Club Responsibilities

  1. Appointment of a university faculty or staff advisor (see section on student organization advisors).
  2. Adherence to all university rules and regulations, including those pertaining to hazing, alcohol, publicity, posting, sale of food and merchandise, drawings, use of campus equipment and dances.
  3. Compliance with the club’s own constitution and by-laws; and, when applicable, constitutions and by-laws of affiliated national organizations.
  4. Avoidance of activities that pose undue risk to the safety of individuals or which create liability for the club and the University.
  5. Avoidance of any act of dishonesty, breach of law or University regulation, or any public or private act that brings discredit to the University.
  6. In order to maintain University recognition, clubs must submit updates on their clubs OrgSync portal at the beginning of each academic year (or anytime there is a change in officers, advisor, etc.). Updates must be made within 30 days of the start of the semester. Failure to submit current updates will result in the club being declared inactive. Once declared inactive, the club must repeat the entire club recognition process to regain active status.
  7. Academic Requirements for Student Officers: Students desiring to hold a leadership role for their club (President and Treasurer) must comply with the CSU minimum requirements for Minor Student Representative Student Officers. The requirements are:
    1. Students must be matriculated, enrolled at HSU and maintain a minimum overall GPA of 2.0 - most recently completed term as well as cumulative (Post-baccalaureate students must maintain a 3.0), be in good standing, and must not be on academic, administrative or disciplinary probation.
    2. Students holding office must be enrolled in at least 7 units (Graduate students 5 units).
  8. Undergraduates are allowed to earn a maximum of 136 semester units and hold office (Graduate/Credential 50 units).
  9. Please note: There is a petition process for contesting the unit cap but no petition process for students falling under the 2.0 GPA minimum.
  10. A club may be held accountable for the actions of its members if the behavior is or can reasonably be considered to be related to the activities of the club. (Specific acts of such misconduct are spelled out in Section 41301 of Title 5 of The California Code of Regulations excerpted in the back of the university catalog under the section entitled, “The Fine Print, Students Rights and Responsibilities.” Such misconduct need not be officially sanctioned by the club membership in order to be considered grounds for sanctions against the club. The individuals may be subject to separate criminal and/or university sanctions.
  11. Policy on Non-Student Club Members: Clubs established at Humboldt State University are supported through the Clubs Office with the intent of providing opportunities for students to have educational, cultural, recreational, and social experiences outside of the classroom. The Clubs Office recognizes that community members may enhance club activities and are welcome to be members of clubs. Please note that non-student members must also register on their clubs OrgSync portal (under the forms tab on said clubs portal). However, non-student club members are limited in the following ways:
    1. They may not hold an office position in the club.
    2. They may not be funded for club travel through the Club Coordinating Council (CCC).
    3. They cannot be the contact person for the club.
    4. A maximum of 20% of the members of a student organization may be individuals who are not currently enrolled HSU students.
    5. They cannot order equipment or reserve rooms.
    6. They cannot vote on club-related business.
    7. Additional requirements apply for members of Sports and Recreational clubs. Please speak with the clubs and activities coordinator for additional information.

For more specific questions about these policies or to file an appeal, make an appointment with the Clubs Coordinator by calling the Clubs & Activities Office (707-826-3776) or emailing clubs@humboldt.edu

Club Privileges

Recognition as a University Club is a privilege, not a right. This privilege carries with it certain responsibilities. Club members are obligated to conduct themselves in a manner that is a credit to themselves, their fellow club members, advisors and the University. Failure to uphold these responsibilities may result in the temporary or permanent loss of recognition and accompanying privileges. Lesser sanctions, such as community service and reimbursement for damages, may also be imposed.

Once your club is recognized it may enjoy a variety of privileges. These include:

  1. The use of Humboldt State University’s name in association with your club.
  2. The ability to conduct fundraising activities on campus.
  3. The use of campus facilities and club equipment.
  4. The right to participate in various campus activities (i.e. Clubs & Activities Fairs, Athletic Events, Homecoming, the Preview Fair and much more).
  5. Rent equipment and supplies for free from the Clubs and Activities office.