4 Easy Steps to Becoming a Recognized Student Organization
- Approval from the Vice President of Student Affairs
- Stop by the Student Affairs office or call 823-1250 to set up an appointment with Dean Gatti.
- Be prepared to talk about the purpose of your organization.
- You must have an employee of Otterbein University willing to serve as your advisor.
- Recruit members for your organization and select officers.
- During this one year probationary status you may function as a recognized student organization.
- You have one year from your meeting with the Vice President of Student Affairs to become a fully recognized organization. Take your time and begin enacting the purpose of your organization.
- Approval from the Student Life Committee
- Submit a constitution to the Student Life Committee for review and approval. You may email your constitution to Colette Masterson. (Please see the constitution guidelines and requirements document)
- Once the Constitution Review Committee approves your constitution you will be asked to attend a Student Life Committee Meeting to answer questions about your organization.
- The Constitution Review Committee and the Student Life Committee may ask you to make revisions to your constitution.
- Approval from Senate
Once these steps are complete you will be granted recognition as a student organization. In certain cases, the group may need approval of the Board of Trustees before recognition is granted. The advisors and the president of the considered group will receive notification of the decision. Please be advised the final approval or denial usually requires four to eight weeks from the date of submission.
- After the Student Life Committee approves the constitution it will be sent to Senate for final approval.
- Be prepared to attend a Senate meeting to answer questions regarding your organization.
Student Organization Constitution Guidelines and Requirements
In order to follow a consistent, fair, and progressive standard in the consideration of various organizations, and realizing that such standards are essential to the establishment of a better atmosphere within the student body, the Constitution Review Committee of the Student Life Committee hereby pledges to use the following criteria as its guidelines for the approval of campus organizations at Otterbein University.
All new constitutions must be typed and submitted to the Student Affairs office in a clear and precise form. Electronic submission is preferred.
Constitutions must include the following:
- The organization should have a name not presently used by any other recognized student organization.
- The purpose of the organization should be clearly stated.
- Officers' requirements and functions must be stated.
- Procedures for election of officers must be stated, and the voting margins of elections must be stated, i.e., simple majority or plurality.
- The organization must have one advisor that is an employee of Otterbein University.
- Meeting requirements must be stated (i.e., how many times a week, month, etc.).
- Attendance requirements must be specified. If there are no attendance requirements this must be stated as well.
- Expulsion requirements and procedures must be specified.
- Financial obligations of the members must be specified. If there are no financial requirements this must be stated as well.
- Processes for amendments to the constitution must be stated.
- The following sentence must be stated in the constitution, verbatim: Any student attending Otterbein University regardless of sex, marital or parental status, race, color, religion, age, sexual orientation, national origin, disability, or veteran status is eligible for membership in this organization. *excludes social fraternities and sororities
- All organizations must be open to all students with the exception of the following classifications of groups, which are permitted to have eligibility requirements: Academic and Professional, Fraternities and Sororities, Honor Societies and Groups. The Student Life Committee will determine if the organization's classification is proper.
Student Organization Policies
As part of the Otterbein University Community, campus organizations represent and are considered accountable to the college. The college, in turn, is responsible for their actions. Therefore, all campus organizations as well as the individuals who compose the college community are expected to abide by the Otterbein University policies and regulations as they apply to them. Please read the Campus Life Handbook (PDF) for a full listing of organization policies.
- All events sponsored by student organizations must be scheduled on the college calendar. Contact Student Affairs (823-1591) to schedule an event. You can also pick up calendaring policies and request forms from the Student Affairs office.
- Religious and Spiritual organizations must attend all Religious Life Council meetings. Please contact Chaplain, Monty Bradley for more information.
- Campus sales and solicitations must follow the established guidelines found in the Campus Life Handbook (PDF).
- Policies as they apply to alcohol and gambling should be considered and referred to as they affect decision-making within campus organizations. Please see the Campus Life Handbook (PDF) for these policies.
- Some student organizations require students be enrolled full-time, having at least 12 quarter hours of courses per term except graduating seniors. Please check with the respective organization to see if the organization requires full-time status.
- Amended constitutions must be re-submitted to the Constitution Review Committee and Student Life Committee for approval when the amendments have an effect on any of the constitution requirements or guidelines listed in the Student Organization Constitution Guidelines and Requirements document.
- Student organizations must renew the status of their organization annually. The information needed for renewal includes officer contacts, advisor name, and an updated constitution. This form is available online or hard copies are available in the Student Affairs office. This form must be completed by October 15 each academic year. Organizations that fail to do this will be considered "inactive" and will not receive the privileges afforded recognized groups.
- The responsibility for seeing these and other University regulations are followed lies with the individual organization and failure to comply with University regulations may result in disciplinary action.