Student Organization Registration Policy: SUNY Brockport

Last Updated: April 21, 2016

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Student Organization Registration Policy Overview
1. To ensure the educational integrity of co-curricular activities on campus, SUNY Brockport has established registration procedures for student organizations. Organizations include clubs, organizations, fraternities, sororities, club sports and honorary societies. University registration allows an organization to conduct business on and off campus and using SUNY Brockport’s name, services, equipment, and facilities according to outlined policies and procedures. Student organizations actions and behaviors must align with and support the mission of the University.
2. In order to maintain registration and to take advantage of services provided by SUNY Brockport, all student organizations must register annually through the University’s online student involvement system, myBROCKPORT by September 10.
3. Registration by a student organization shall constitute an agreement by the organization, its officers, and its members to observe and abide by the Code of Student Conduct; all University policies; and local, state, and federal laws.
Definition of a Registered Student Organization:
1. A university registered student organization at SUNY Brockport is:
  1. any student-driven group whose primary membership and entire leadership consists of students currently enrolled at SUNY Brockport;
  2. formed in order to contribute to the students’ personal development and the advancement of the University Mission;
  3. non-credit bearing; and
  4. Officially registered by SUNY Brockport, according to the Student Organization Affiliation Policy.
Registration Policy
1. The policies and procedures of SUNY Brockport supersede any outside affiliation or inter/national entity for all organizations that have affiliations beyond the University.
2. Registration does not imply University endorsement of the positions and views of any organization. Rather, it implies that the institution accepts the organization’s mission as educationally valid, and that the organization has complied with institutional registration procedures.
3. All student organization must provide equal opportunity in the selection of members, assignment of privileges, and provision of all benefits and services to members. SUNY Brockport, State University of New York, does not discriminate on the basis of race/ethnicity, color, gender, sexual orientation, actual or perceived gender identification, religion, national origin, age, disability, marital status, predisposition to genetic characteristics, domestic violence victim status, criminal background or status of Vietnam-era, special disabled, recently separated, or other protected veteran, in admission, employment, or treatment of students and employees. Read SUNY Brockport’s Nondiscrimination Policy. The only exception to this policy of open membership is that social sororities and fraternities may limit their membership by gender.
4. SUNY Brockport prohibits any registered student organization from engaging collectively or individually in the following practices as part of initiation into or affiliation with any organization. SUNY Brockport endorses the definition of hazing to include: Any mental or physical requirement, request or obligation placed upon any person (pledge, associate member, member, affiliate or guest) that could cause discomfort, pain, fright, disgrace or injury, or that is personally degrading or that violates any federal, state, local statute or University policy. Read the entire Hazing Policy.
5. All members agree that any involvement in an organization-sponsored activity is voluntary. All members must affirm that the organization’s executive board, advisor, and the University itself are not liable for any injury that may be incurred during any organization activity, including any events occurring off campus.
6. Revocation of University Registration: Any student organization that has been granted University registration and that violates it own statement of purpose and/or constitution, or fails to comply with University policies is liable to revocation of registration or other sanctions consistent with the University’s Code of Student Conduct. Complaints may be filed by or with the Student Organization Coordinator who will review the case against the student group and decide for or against revocation of registration. The President and the Vice President of the University has the final authority on the revocation of registration of student organizations. Read the University Policy on Student Organization Affiliation.
Benefits of registration include:
1. Use of the University name, services, equipment and facilities according to outlined policies and procedures.
2. Affiliation with SUNY Brockport as an official registered student organization (see University’s Affiliation Policy)
3. The ability to use the myBROCKPORT system.
4. Permission to submit room reservation forms, tabling forms, and fundraising forms in compliance with the Campus Events policies.
5. Permission to advertise on campus in compliance with the Posting policy. Each registered organization will have various listing opportunities in promotion and publication of their organization.
6. The ability for officers to participation in the Student Organization Leader certificate.
7. The ability to utilize the resources and services provided in The Space: Student Organization Resource Center.
8. Permission to participate in campus events, such as Club Craze, to promote your organization.
Annual Registration Process -In order to maintain registration, each student organization must:
1. Successfully complete the annual registration process each year through the University’s online student involvement system, myBROCKPORT by September 10.
2. Follow the Code of Student Conduct, the registration policy, all university policies, and local, state and federal laws.
3. Comply with the recognition policies and procedures through their appropriate overseeing department/organization.
  1. Academic Honor Societies: Follow appropriate National or International Honor Society recognition policies.
  2. Recognized Brockport Student Government Clubs: Agree to BSG club policies and procedures.
  3. Recognized Fraternities and Sororities: Agree to Relationship Statement between SUNY Brockport and its Affiliated Fraternities and Sororities.
  4. Campus Recreation Club Sports: Agree to policies established by Campus Recreation.
4. Have the President of each registered student organization listed as the official contact person for the organization.
5. Have a current constitution uploaded on the organization’s myBROCKPORT page. (See Section V.A.viii. for guidelines)
6. Have an advisor who is a non-student member of SUNY Brockport’s faculty or staff.
7. Have an Executive Board comprised solely of SUNY Brockport students.
8. Have the advisor and executive board listed on the visible roster on the organization’s myBROCKPORT page.
9. Update the organization’s myBROCKPORT roster within 5 days of a change taking place (Ex: Executive Board Officer or Advisor name change).
10. Maintain their official affiliation with their parent organization (Brockport Student Government, Recreational Services Club Sports, Fraternity & Sorority Life, etc). Registered student organizations that lose the recognition of their parent organization will have their registration withdrawn until such time that recognition is reinstated.
11. Have at least one officer attend the “Nuts & Bolts” Workshop offered during the first 6 weeks of the fall semester. This representative will be responsible in sharing the information with the organization’s Executive Board.
12. Have at least one officer attend the “Risk Management” Workshop offered during the first 6 weeks of the Fall semester. This representative will be responsible in sharing the information with the organization’s Executive Board.
13. The Presidents of organizations will be sent approval of their group’s registration via the myBROCKPORT system. Once this approval is received, the registration process is complete.
The Role of an Advisor
1. Registered student organizations must have a faculty or staff advisor and are strongly encouraged to take full advantage of the valuable role an advisor serves. The general purpose of an organization advisor is to provide insight and guidance that assists a student organization in furthering its purpose and enhancing the meaningfulness of organization membership.
2. As a general rule, the advisor should counsel the organization in the exercise of responsibility, be familiar with the organization’s programs and be familiar with University policies and procedures. Advisors do not have authority to control the policies of an organization.
3. Specific written recommended duties or expectations of an advisor shall be mutually agreed upon by the advisor and the student organization. Some suggestions of what an advisor’s responsibilities might entail are listed online.