ࡱ> ]_\i >bjbj yb{b{b6 $>>><>u,.4444hhh+++++++$.Y1v,hhhhh,444/,h^44+h+2(*4n)l*.+E,0u,*.1L$1\**1*hhhhhhh,,p$hhhu,hhhh1hhhhhhhhh B : APPLICATION FOR REGISTRATION OF NEW GROUPS Registration consists of the following: 1) An official application form which includes the proposed name of the organization, a statement of purpose and the name and signature of a member of the full-time University faculty or professional staff member who is willing to serve as the groups liaison. The OSL may consider faculty and professional staff who are associated with an LUC/LUMC/LUHS affiliation as an advisor. 2) A list of officers and members for the proposed organization. A group must have a minimum of two officers. The maximum number of allowable officers for a group is five. If you feel the need for more than five board members, you must submit a petition to the Assistant Director of Student Life with your application. A membership list of 5 or more University Chicago HSD students, in addition to the proposed officers (at least two) shall be submitted with the initial application. 3) All student groups use a standard constitution and set of by-laws. Please review and acknowledge them. 4) If the organization is affiliated with a local, regional, national or international organization, a copy of the "parent" organization's information is required. OFFICERS/MEMBERSHIP All members must be currently enrolled students at University Chicago Health Sciences Division programs. Groups may offer membership to University faculty, administration, alumni, and staff on an associate member basis. Associate members may not vote or hold office. The officers/editors of all student organizations must be in good standing (not on academic or disciplinary probation) at the time of their election or appointment, and throughout their term of office. A student is considered to be in good academic standing as defined by the policy of their school or college. A student who is not in good standing may be removed from office or from group membership. The University does not recognize the right of any organization external to the University to decide questions of membership. At the medical school, first year students may not become an elected officer until after January 1. Student group leadership changes hands in February-March each year. RESPONSIBILITIES OF STUDENT ORGANIZATION LIAISONS All student organizations must have a liaison that is a full-time member of the University faculty or professional staff. In selecting a liaison, the group should seek someone who shares with them the interests around which their organization is formed. The liaisons leadership and guidance should be sought prior to any activity. The liaison should exercise some organizational control by post-activity review and critique. If the liaison resigns, the organization has the responsibility to find a new one within two months. The liaison's name should be submitted to the OSL for review before the student group contacts the potential liaison, if possible. Liaisons serve for a year at a time and may be renewed indefinitely upon yearly mutual agreement. During registration annually, liaisons must indicate a signature of support for the group and electronically confirm their appointment. A group may have only one primary liaison, but as many additional liaisons as they choose. Please note that liaison support happens in concert with the OSL. Liaisons are not expected to know the technicalities of university policies, nor are they permitted to effectuate certain logistical duties (such as sign contracts for the university or agree to host a conference on campus). Please refer to the Student Leadership Guide for specific information. Org leadership and the faculty liaison should fill out the Advisor Role/Responsibilities Worksheet found here:  HYPERLINK "/media/lucedu/saga/docs/2014-2015/Advising%20-%20Handout%202%20-%20Responsibilities%20Clarification%20Worksheet.pdf" /media/lucedu/saga/docs/2014-2015/Advising%20-%20Handout%202%20-%20Responsibilities%20Clarification%20Worksheet.pdf. This is to be submitted with the application. EMERGING STUDENT ORGANIZATIONS An emerging student organization is defined as a group in the initial stages of development that has begun the application process for registration. Emerging groups are allowed to use University facilities on a limited basis for organizational development purposes only. This means that an emerging group may use University space to hold a limited number of recruitment meetings. Use of facilities for other purposes such as fund-raising, social events, service projects, speakers, or other general programs is not permitted at this level of development. The OSL however, must first approve any recruitment activities. Currently registered student organizations may not sponsor activities or programs on behalf of the emerging groups, but an academic department, who is affiliated with the purpose of the emerging organization, may sponsor them. Emerging student organizations are not eligible for MSU initial funding if the application is submitted after June 30th, but may appeal to MSU for additional funding resources at a monthly meeting. REGISTRATION PROCESS FOR NEW STUDENT ORGANIZATIONS When all the application materials are completed and returned to the OSL, the organization's file is ready for review. The application, list of officers, membership list, the signed approval of by the groups liaison, and a completed statement of purpose must be in a finalized version. The Assistant Director of Student Life and Associate Dean of Student Affairs will review the materials, consult with appropriate staff, faculty, advisors and/or student groups and make a decision. The Assistant Director will either grant or deny registration and inform the group in writing regarding the decision. For groups granted registration, approval of the organization will be for a one-year probationary period. During this period, the OSL will monitor the activities and purpose of the organization to ensure adherence to the approved statement of purpose. Discrepancies between the approved purpose of the organization and the organizations activities may result in suspension or loss of registered status. Prior to approval, the proposed new organizational officers will familiarize themselves with the Student Leadership Guide that contains further information regarding policies, services and advice affecting all student organizations. Groups denied registration would have an opportunity for an appeal, first at the Senior Associate Dean level, and final appeal at the Dean level. SSOM STUDENT ORGANIZATION BY LAWS I. ELECTION OF OFFICERS a. Officers may be elected between February and March each year. Current officer information for the forthcoming academic year is required by April 1. Elections are run by MSU and take place in March. Elections must be announced to the entire student body via email or MSU website at least one week prior. b. Officers must be members of the group in good academic standing and enrolled full time. c. Candidates shall be nominated in one of the following ways: by a nominating committee or from the floor during an official meeting of the organization. Self-nominations are allowed. d. Voting shall be done by secret ballot, standing vote, show of hands, oral vote, or through an online survey/form. e. In order to be elected, candidates must receive a simple majority of votes. f. An officer may be impeached during an official group meeting by 3/4 vote from members present. Notice of impeachment meeting and vote must be sent to all members including the sitting officer one week prior to the meeting. Specific grounds for impeachment must be stated under one of the following criteria: dereliction of duties, financial impropriety/fraud, student conduct violations as outlined in the SSOM student handbook, policy violations as outlined in the SSOM student leadership handbook. If present at the meeting, the officer in question must be afforded an opportunity to respond to the allegations. g. Replacing an officer due to resignation, impeachment, or other unforeseen vacancy requires a special election be held. Notice of special election must be sent to group members at least one day in advance, and may be sent in conjunction with impeachment meeting notice. Special election rules are the same as regular election rules b, c, d, and e above. f. Any change of officers to a currently registered student organization must be submitted to the OSL within one week or the group may face MSU funding probation for the remainder of the semester. II. DUTIES OF OFFICERS a. Officers shall effectuate convening meetings and planning the endeavors of the student group. b. Officers shall keep financial records and account for full financial activity of the group annually in their report to the OSL. c. Officers shall communicate with members of the group as to activities, financial matters, elections, and all other group matters. d. Officers shall communicate with faculty/staff liaisons regularly. e. Officers shall communicate with the OSL to ensure compliance with all university policies and procedures for effectuating group tasks. f. Officers shall archive all documentation of the groups proceedings via LUC box annually and ensure smooth transition to the succeeding officers. g. Officers shall keep group information up to date on the MSU website and with the OSL. III. MEETINGS a. Meeting schedules shall be the sole responsibility of the student group. All meetings should be publicized to the group with advanced notice. Election meetings must be publicized to the entire study body. (see I.a. above) b. Officers have the authority to call meetings, or to designate such authority to any group member. Non-members may not convene official meetings of the group. c. Liaisons must be notified of all meetings. d. A quorum is required to transact business at meetings. A quorum shall be defined as 1/3 of the groups current membership roster, excluding ex-officio or alumni members. IV. GROUPS WITH PARENT ORGANIZATIONS a. If an organization is affiliated with a "parent" organization, the following statement must be included in the statement of purpose. This organization has an affiliation with a "parent" organization, such as a local, regional or national chapter. The name of this organization is: _____________________________________ . Understanding that the constitutions and procedures of this parent organization may periodically conflict with the requirements and mission of University of Chicago, we agree that anytime there is a conflict, the requirements and policies of University will take precedence. V. NONDISCRIMINATION a. Every student organization at University of Chicago admits students without regard to their race, religion, color, sex, age, sexual orientation, gender identity, disability, or national or ethnic origin to all the rights, privileges, programs, and other activities generally accorded or made available to members of the organization. University Chicago Office of Student Life Application for a New Student Organization 1. Name of Proposed Organization: ______________________________________________________ If this organization is part of a larger national or international organization (ie. parent organization) please indicate: ______________________________________________________________________ 2. Student Contact Person: _____________________________________ Phone: _________________ Address: ___________________________________________ City & Zip Code: ___________________ Type of Student: ___________________ Year: _____________ Email: _______________________________________________ 3. Statement of Purpose (attach additional sheet if necessary) Summarize clearly in paragraph form the purpose, aims, and functions of the organization outlining goals and means whereby goals will be achieved. This statement of purpose will be published on the MSU website if your group is approved. ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ 4. Dues Will your organization have local dues? Y / N Will your organization have national dues? Y / N If yes to any above, please indicate amount(s): ______________________________________________ 5. Student Organization Chief Faculty/Staff Liaison: _________________________________________ Department: __________________________________ Phone: _____________________________ Pager: __________________________ E-mail: ____________________________________________ Building Name/Number: _____________________ Room # ___________ Campus: _____________ Additional liaisons & their emails (optional): _______________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Your designated chief liaison will receive an email to attest to their agreement to serve as liaison to your student group. Please provide your chief liaison with a copy of the student leadership guide in advance. 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