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 five (5) 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 the club will be permitted to conduct financial transactions.

  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 update OrgSync whenever this change occurs.  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, citizenship, 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. Additionally, club treasurers are required to attend “Cash Handling/Treasurer Training” before the club can process transactions. 

  18. The University will not recognized any fraternity, sorority, living group, honor society or other student clubs and organizations, unless its membership and leadership are open to all currently enrolled students at that campus, except that a social fraternity or sorority or other university living group may impose a gender limitation as permitted by Title 5, California Code of Regulations, Section 41500.

Benefits of Recognized Clubs & Organizations

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

    • 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 for little or reduced cost.

    • The right to participate in various campus activities (i.e. Community & Belonging Fair, 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).

Steps for New Club Activation:

>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 may 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 6 semester units and maintain a minimum GPA of 2.0
        • Undergraduate students are allowed to earn a maximum of 150 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.
    All Club Presidents and Treasurers 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 OrientationOnce the club has submitted OrgSync renewal forms and updated the organization’s OrgSync Profile [which includes the Advisor contact information], advisors will receive a link to an online orientation. Advisors must watch the orientation and complete the “quiz” at the end of the presentation before the club can finish activation process.
  3. NEW! Club Treasurers are required to attend a “Cash Handling” training BEFORE the club can participate in any activity where financial transactions occur. This applies only to clubs who want access to their club account and intend on collecting, depositing, or reimbursing money or money equivalencies 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. To join, the members can go to the clubs orgsync page and click the green "Join Now" button.

NOTE: 

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 only 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, but not limited to, those pertaining to: hazing, alcohol, publicity, posting, sales/distribution 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 6 units (Post-baccalaureate students 3 units).

    3. Undergraduates are allowed to earn a maximum of 150 semester units and hold office (Post-baccalaureate 50 units).

    4. **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.

  8. 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, “Student Rights, responsibilities & the Fine Print.” 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.

  9. 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 & Recreational clubs, and Fraternities and Sororities. Please speak with the clubs and activities coordinator for additional information.

In the event that you would like 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.

Services Provided for Clubs:

  • Event Approval

  • Tabling Approval

  • Food sales and Distribution pre-approval

  • Travel Grants

  • Event Grants- CAG/CPG

  • Free Printing (up to 100 B&W or 50 Color total)

  • Yearly Recognition Paperwork

  • Organization Support and Advocacy

  • Bulk Email

  • Overnight Storage

  • On-Campus Accounting

  • Reduced cost or no cost for on campus event reservations

CSU Executive Order 1068- Student Activities

Formal Chartering and Recognition Policies

Campuses shall comply with all student organization filing requirements described in California Code of Regulations, Title 5, Article 4, Nondiscrimination in Student Organizations, Sections 41500 (Withholding of Recognition), 41501 (Definition of Recognition), 41503 (Filing Requisites), and 41504 (Penalties). These sections require each student organization to deposit with the Clubs and Activities Office copies of all constitutions, charters, or other documents relating to its policies. Documents shall be re-filed within 90 days after any substantive change or amendment.

 

No California State University Campus shall recognize any fraternity, sorority, living group, honor society, or other student organization that discriminates on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability.

 

The prohibition on membership policies that discriminate on the basis of gender does not apply to social fraternities or sororities or other university living groups. Student organizations shall deliver to the vice president for student affairs or his/her designee a statement signed by the president or similar officer of the local student organization attesting that the organization has no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. This statement shall be renewed annually. This can/should be a part of the student organization constitution.

 

No campus shall recognize any fraternity, sorority, living group, honor society, or other student organization unless its membership and leadership are open to all currently enrolled students at that campus, except that a social fraternity or sorority or other university living group may impose a gender limitation as permitted by Title 5, California Code of Regulations, Section 41500. Student organizations may require applicants for leadership positions to have been members for a specified period of time, and may require officers to compete for those positions in elections of the membership. (CSU Executive Order 1068)



Withholding and Withdrawing Official Recognition


Official recognition of student organizations that fail to abide by the open membership policy or that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability shall be withdrawn.

In addition, official recognition of a student organization may be withdrawn for hazing or conspiracy to haze as defined in the California Code of Regulations, Title 5, Standards for Student Conduct, Section 41301(b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8).

HSU has established codes of conduct for student organizations and procedures for sanctions against the organizations. Sanctions may include actions such as withdrawal of recognition, suspension of recognition for a specified period of time, probation (warning that might lead to a more severe sanction), restriction of privileges, reprimand, and restitution for losses caused.

 

Minimum Number of Students


Official recognition of a student organization requires a minimum of five HSU students who are currently enrolled in at least one class. A maximum of twenty percent of the members of a student organization may be individuals who are not HSU students, e.g., community members, students at other colleges. Only students enrolled at HSU may vote on issues that come before the student organization. The Director of Student Life may waive the twenty percent and voting provisions for fraternities and sororities to accommodate such organizations as the National Panhellenic Council that includes representatives from non-CSU campuses. Documentation for this waiver shall include copies of national charters or other appropriate documentation, and these documents shall be submitted to the Director of Student Life. Campuses retain authority to include additional requirements for recognition and/or to make the requirements listed here more limiting.

Club Advisors


Each officially recognized student organization must have a university advisor who is either a faculty member or professional member. Campuses may permit part-time faculty and professional staff to serve as advisors. Advisors should not be selected from auxiliary organizations. HSU has an online training/orientation program for university advisors to student organizations.

 

Training/Orientation Programs

 

The CSU Alcohol Policies and Prevention Program (Board Resolution REP 07-01-03) requires campuses to provide orientation programs for student organization advisors and for student officers that outline policies, expectations, and information on alcohol use/abuse. In addition, campuses shall advise student organizations and student officers about the California State University Student Conduct Code in Title 5, California Code of Regulations, Section 41301. This orientation at HSU is an in person orientation held at the beginning of each semester. We require two (2) leaders from each organization to attend each academic year. The club or organization advisor will be required to complete an online training every academic year as well.


Off-Campus Student Activities


Campuses shall comply with Section 41301, Standards for Student Conduct, of Title 5 of the California Code of Regulations. This section clarifies the university's authority for off-campus behavior that includes students who are members of clubs and organizations. The Student Conduct Code sets the standard of expected behavior and describes conduct that is unacceptable and subject to discipline through the university's disciplinary process. At HSU, we require all club events that are held off campus to be submitted for approval similar to all on campus events.