Student Group Recognition Overview and Resources

The Center for Leadership and Service, through the auspices of the Vice President for Student Affairs, is responsible for student group recognition. All student organizations and clubs, with the exception of honor societies, must apply for recognition each semester. The information below is meant to serve as a guide for anyone wishing to establish a new Kean University student organization or club or for current student group leaders wishing to apply for recognition for the upcoming semester.

 

How to Start a New Student Group

The Center for Leadership and Service has implemented the following process in order to appropriately assess the request for recognition and to allow the organization the opportunity to participate in the recognition process.  The following steps will need to be taken:

  1. Complete and submit an Application for Recognition through Cougar Link. Each Executive Board member must complete a FERPA form on Cougar Link and meet the Student Leadership Criteria.
  2. Submitted application and any supporting items will be reviewed by appropriate staff members in the Center for Leadership and Service.  Only complete applications will be reviewed.
  3. The Center for Leadership and Service staff may request additional information or a meeting with students to discuss the organization mission, purpose, activities, etc.  In order to proceed with the application review process, we must receive a response prior to the recognition deadline for the appropriate semester.
  4. Applications are reviewed for unique mission and purpose, as well as a complete Constitution.
  5. Applicants may resubmit their submissions on Cougar Link with the necessary corrections for review, if necessary.
  6. Upon approval, student leaders will receive electronic confirmation and further instructions for beginning the student organization recognition process.  This process includes fulfilling student group leader training by attending and participating in the Student Group Leadership Conference, or equivalent, meeting with and submitting an Advisor Contract with their advisor, applying for a group email account, updating the group’s roster on Cougar Link, and other terms as determined.

 

 RECOGNITION DEADLINES

The following deadlines are for all student organizations and clubs (funded groups, Greek letter organizations, non-funded groups, student governments), with the exception of honor societies, seeking recognition. The aforementioned student organizations and clubs must apply for recognition for the upcoming semester prior to the deadlines established below.

Effective November 22, 2010, the Center for Leadership and Service will ONLY accept group recognition requests through Cougar Link.

  • Fall Registration Date: the third Tuesday in April.  
  • Fall LATE Registration Date: the first Tuesday in October.
  • Spring Registration Date: the first Tuesday in December.
  • Spring LATE Registration Date: the first Tuesday in February.

PLEASE NOTE: No student organization or club may enjoy the benefits of official Kean University recognition (ability to reserve rooms, hold meetings, post flyers, advertise, etc...) until they have successfully completed the recognition process AND received confirmation of recognition from the Center for Leadership and Service.

 

RECOGNITION FORMS, POLICIES AND DOCUMENTS

The following forms, policies and documents are important to the student group recognition process. Anyone seeking recognition for their prospective organization or applying for continued recognition of existing organizations should read and familiarize themselves with the documents outlined below.

 

STUDENT GROUP RECOGNITION POLICY

The Student Group Recognition Policy is the official Kean University policy governing the recognition of all Kean University student organizations and clubs. The Center for Leadership and Service, through the auspices of the Vice President for Student Affairs, is responsible for student group recognition. All organizations must comply with the Student Group Recognition Policy. The Student Group Recognition Policy can be viewed by clicking here.

 

STUDENT GROUP RECOGNITION PROCESS

Effective November 22, 2010, the Center for Leadership and Service will no longer accept paper recognition forms. The Student Group Recognition Process will be completely online through Cougar Link. To aide you in your preparation of completing the Student Group Recognition Process, you may view the process steps by clicking here.

 

FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (F.E.R.P.A) FORM

All current and prospective student group leaders must agree to a Family Educational Rights and Privacy Act (F.E.R.P.A.) Form granting permission for a professional staff member in the Center for Leadership and Service to verify that the current or prospective student leader meets the Student Leadership Criteria. To view the Family Educational Rights and Privacy Act (F.E.R.P.A.) Form, please click here.


PLEASE NOTE: Students completing the Student Group Recognition Process in Cougar Link will be asked to complete an electronic version of the Family Educational Rights and Privacy Act (F.E.R.P.A.) Form and do NOT need to complete a paper form.

 

STUDENT LEADERSHIP CRITERIA

The Student Leadership Criteria are the minimum standards set by Kean University for eligibility to participate in a student leadership role. All current and prospective student organization and group executive board members must meet the Student Leadership Criteria. Failure to meet the Student Leadership Criteria will result in ineligibility to serve in a leadership role. The Student Leadership Criteria can be viewed by clicking here.

 

Constitution

A Constitution, Bylaws or Charter, is an organization's guiding document. The Constitution formally identifies the organizations name and purpose for operating as well as the structure and selection of the organization's executive officers. For more information about a Constitution, please click here.

 

ADVISOR’S ROLE AND RESPONSIBILITY

Every Kean University student organization and club must have a full-time faculty or staff member as an advisor. The advisor is an institutional representative who assists student groups in areas of organizational development and program support.  The advisor assists the group in delineating and achieving its goals within the context of University’s mission, policies, and procedures. For more information about an advisor's role and responsibilities, please click here

 

REQUIRED FORMS AND DOCUMENTS FOR RECOGNITION

The following forms and documents must be fully completed or uploaded in Cougar Link during the student group recognition process to successfully apply for recognition.

 

RECOGNITION INFORMATION FOR NON-GREEK LETTER STUDENT ORGANIZATIONS AND CLUBS REQUIREMENTS FOR ORGANIZATION RECOGNITION

The following requirements are the minimum requirements needed to become an officially recognized Kean University student organization or club. (Non-Greek letter organizations only)

  •  A minimum of 10 matriculated Kean University students as members (inclusive of the executive board)
  • All executive board positions must be approved by Center for Leadership and Service prior to elections and appointment of positions.
  • All executive board members must meet Student Leadership Criteria
  • 12 credits completed at Kean University
  • Minimum of 2.5 G.P.A
  • Be free of probation with restrictions in residence, University-wide disciplinary probation or higher level disciplinary sanctions (University-wide probation with restrictions, suspension or dismissal)
  • Selection of a full-time staff and/or faculty member to serve as an advisor and obtain his/her information to input into Cougar Link.
  • Submission of a completed Family Education Right to Privacy Act (F.E.R.P.A.) Form for each current or proposed executive board member.
  • Submission of  the Student Group Structure and Purpose statement, which requires the official name of group, mission, structure, executive board positions and descriptions, meeting information, election and vacancy procedures. The Student Group Structure and Purpose statement must be uploaded to Cougar Link.
  • Membership must be open to all Kean University students.

 

PROCEDURES FOR STUDENT GROUPS

Student Group Recognition Forms must be successfully completed in Cougar Link by the deadline in order for a student group to be considered for recognition.

The Advisor and President of the proposed student group will be notified upon recognition by the Director of the Center for Leadership and Service and a meeting will be scheduled with the Program Assistant in the Center for Leadership and Service, or designee, to review all policies and procedures.

 

FOR MORE INFORMATION

For more information about the student group recognition process for non-Greek letter organizations, please contact Jennifer Weingart, Program Assistant, in the Center for Leadership and Service, located in University Center room 219, by calling 908-737-5170 or emailing cls@kean.edu.

 

 

RECOGNITION INFORMATION FOR GREEK LETTER ORGANIZATIONS GREEK SENATE RECOGNITION POLICY

Kean values collegiate fraternities and sororities as an important component of the undergraduate experience. Kean supports the intent of its Greek letter organizations to promote the personal and professional growth of their members. Fraternities and sororities provide a community where students can develop leadership and human relations skills.
The University expects organizations to complement the academic and non-academic aspects of the University's community life by serving as a source of academic and social support as their members pursue their educational goals. Therefore, in cooperation with other segments of the University community, fraternities and sororities share responsibility for strengthening the quality of student life by making a significant contribution to present and future student generations.
Because fraternity and sorority chapters are associations of students designed to enhance the collegiate experience of students, it is appropriate for the University to provide support services that will help the chapters to function effectively for their members. The Center for Leadership and Service and its staff have direct responsibility for fraternities and sororities.
Organizations must be officially recognized by the Greek Senate and Kean University. For more information about the Greek Senate of Kean University, please click here.

 

GREEK SENATE CONSTITUTION AND BYLAWS

The Greek Senate Constitution and Bylaws are the guiding documents of the Greek Senate at Kean University and govern the policies and procedures related to the recognition of Greek letter organizations. All executive officers of prospective and current Greek letter organizations must review and abide by the Greek Senate Constitution and Bylaws. To view the Greek Senate Constitution and Bylaws, please click here.

 

REQUIREMENTS FOR ORGANIZATION RECOGNITION

The following requirements are the minimum requirements needed to become an officially recognized Kean University Greek letter organization.

  • All executive board positions must be approved by Center for Leadership and Service prior to elections and appointment of positions
  • All executive board members must meet Student Leadership Criteria
  • 12 credits completed at Kean University
  • Minimum of 2.5 G.P.A
  • Be free of probation with restrictions in residence, University-wide disciplinary probation or higher level disciplinary sanctions (University-wide probation with restrictions, suspension or dismissal)
  • Selection of a full-time staff and/or faculty member to serve as an advisor and obtain his/her information to input into Cougar Link
  • Submission of a completed Family Education Right to Privacy Act (F.E.R.P.A.) Form for each current or proposed executive board member
  • Submission of  the Student Group Structure and Purpose statement, which requires the official name of group, mission, structure, executive board positions and descriptions
  • meeting information, election and vacancy procedures. The Student Group Structure and Purpose statement must be uploaded to Cougar Link
  • Eligibility for membership must be open to all Kean University students
  • The organization must re-activate each semester through Cougar Link
  • The organization must participate in all mandatory Greek Senate functions per semester, including but not limited to:
    • Greek Retreat
    • Greek Senate sponsored educational workshops
    • Greek Senate representative training
    • Greek Senate fundraisers
    • Send two (2) representatives to the new member orientation workshop
    • Greek Senate sponsored community services, and
    • Any other Greek Senate required activities as determined by the Executive Board that are announced at the Greek Senate meeting

 

PROCEDURES FOR NEW GREEK LETTER ORGANIZATIONS

The Student Group Recognition Forms must be successfully completed in Cougar Link by the deadline in order for a student group to be considered for recognition.
The Advisor and President of the proposed Greek letter organization will be notified upon approval of recognition by the Director of the Center for Leadership and Service and a meeting will be scheduled with the Assistant Director and Coordinator of Greek Life, or designee, to review all policies and procedures.

 

FOR MORE INFORMATION

For more information about the student group recognition for Greek letter organizations, please contact Alex Louis, Assistant Director of the Center for Leadership and Service, located in University Center room 219, by calling 908-737-5170 or emailing cls@kean.edu.

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