574-631-7308
The Spring 2012 Prospective Club Proposal Period is currently closed.
Before you begin, please consider all of the information provided below. Submitting a complete proposal for a new club is not an overnight process. The information below includes details regarding required paperwork and meetings. All of the information submitted in association with your proposal will be closely reviewed.
All Club Proposals Step 1: Submit Prospective Club Proposal Form
Step 3: Submit Prospective Club Proposal Packet
Step 4: Proposal Submission Meeting |
Graduate Club Proposals The process to propose a new graduate club is the same as it is for undergraduate clubs with two exceptions:
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Prospective Club Proposal Periods
There are two times each year when students may propose a new club. In both the fall and spring, the proposal period will open on the fourth Tuesday of the semester and end three Tuesdays following. The approval process can take a while; prospective clubs may not be approved in the same semester during which they were proposed.
Prospective Club Proposal Periods
2011 - 2012 Academic Year
September 13 - October 4, 2011
February 7 - February 28, 2012
Club Officers and Membership
- Only ND/SMC/HCC students may hold officer positions.
- At least half of the officers must be enrolled as students at Notre Dame (the others must be students at Saint Mary's or Holy Cross College). If your club is seeking funding from the CCC, at least half of the officers must be Notre Dame undergraduate students.
- Clubs may not grant membership to community members, parents or alumni; this would be contradictory to the concept of a student organization.
Club Budget, Accounting, and Membership Dues
- All undergraduate clubs which intend to apply for a student activity fee allocation are required (by the Club Coordination Council, CCC) to charge a membership fee. The only exceptions to this rule are the social service clubs, which do not require a fee.
- All recognized clubs will be issued a university account, maintained through the Student Union Treasurer's office. Clubs may not have off-campus bank accounts.
- In
order to receive optimal University funding (through the CCC), undergraduate
clubs should avoid restricting their membership.
Step 1: Submit Prospective Club Proposal Form
The main contact for this club should the complete the Prospective Club Proposal Form. The form will be available only during the Prospective Club Proposal Period. This form will be placed in the proposal packet once received. You do not need to print a copy yourself.
Step 2: Prepare Required Materials
The documents required for a complete proposal are outlined in Step 3. You will need to identify and meet with officers, an advisor, and departmental support, and create a constitution, tentative events, and a tentative budget. Give yourself enough time to prepare these materials and schedule meetings.
Contact the Student Activities Office (631-7308) to set-up a preliminary appointment with David Mattingly, Program Coordinator. Your Prospective Club Proposal Form will be reviewed at this meeting and preliminary questions about the club proposal process will be answered. This preliminary meeting is not required, but it is strongly recommended.
Step 3: Submit Prospective Club Proposal Packet
A complete packet must be submitted to the Student Activities Office within the new club proposal period in order to be considered. The packet must include each of the following documents. Samples and suggestions for completing the documents are available here.
- Club Constitution
A constitution which clearly states the club purpose, mission, and organization of the proposed club must be submitted. Your club's purpose should be complete and inclusive of the events and activities your group is planning on coordinating. Please note that the proposed club's purpose or mission statement must not contradict the guidelines established within duLac and/or the mission of the University of Notre Dame. Your club must be in accordance with the mission of the University and the principles and teachings of the Catholic Church.
To reduce the revisions to your constitution, refer to the sample constitution page. Constitutions must be updated/reviewed every five years or more frequently.
- Officer and Advisor Registration Form
Complete the Officer Registration Form (PDF). This form must include a Club Advisor and at least four club officers (i.e. President, Vice President, Secretary, Treasurer). At least two of the officers must be present (currently enrolled at the Notre Dame campus, full-time students) for the entire probationary period. Officer 1 must be a Notre Dame student. The Club Advisor must be a full-time teaching or research faculty member or administrator at Notre Dame. The Advisor must sign this form before the deadline.
- Tentative Schedule of Events
A tentative schedule of events for the probationary year (meetings/tentative campus events/trips/other club activities) must be included. The probationary year ends approximately a year after a club was approved by the CCC. If you would like assistance in planning a schedule of events, the CCC is available for guidance, help, and advice. While this is a service offered by the CCC, it is optional and not required. It is the prospective club’s responsibility to contact the CCC and request this service.
- Tentative Budget
A tentative budget for the probationary year must be included. Prospective clubs must demonstrate understanding of the finances necessary and the ability to budget by generating a list of income (i.e. Dues, allocation from CCC, fundraisers, etc) and expenses (i.e. advertising costs, food costs, t-shirt costs, travel expenses, etc). Generally, your income should match your expenses (for example, you have $500 of expenses, and $500 of income from dues, your CCC allocation, and your fundraisers). If you would like assistance in planning a budget, the CCC is available for guidance, help, and advice. While this is a service offered by the CCC, it is optional and in no way required. It is the prospective club's responsibility to contact the CCC and request this service.
- Departmental Approval
Written approval or confirmation of support from impacted departments or offices on campus must be included in the proposal packet (i.e. proposed athletic clubs will need permission from RecSports, proposed religious groups will need permission from Campus Ministry, proposed academic groups will need permission from the department, proposed service clubs and some proposed special interest groups will need permission from the Center for Social Concerns). Contact other areas, including University offices and departments, which may be impacted by the formation of the club to discuss your intentions. If you are unsure about whether or not your proposed group will need permission, please contact the Student Activities Office.
Step 4: Proposal Submission Meeting
When
you have completed and collected all of these items, you must schedule
a meeting with David Mattingly, Program Coordinator in order to review the complete proposal packet. Contact the Student Activities Office at 631-7308 to schedule the meeting. Incomplete
proposals will not be accepted. After you submit a complete proposal packet, you may be notified if any additional revisions to materials are required. Complete proposals will be reviewed by
Peggy Hnatusko, director of Student Activities for Programming.
Approval Process
Proposed
clubs which meet University stipulations for recognition will continue
through the process as follows:
- The
Club Coordination Council (CCC) is notified that the club meets University
stipulations so that the CCC can review the club and place the club
in a division.
- If
the CCC determines that an existing group already fulfills the purpose
of the prospective club, a reevaluation with the SAO occurs. The CCC will evaluate potential club Constitutions, Purpose Statements,
suggested major events, and intended audience/constituency on campus and
compare these with existing clubs in their determination.
- If the CCC determines that the club is not justified or warranted (for example: the group does not need club recognition to serve its purpose), a reevaluation with the SAO occurs.
- The CCC notifies the SAO of the club's placement within a division. The SAO notifies club officers and advisors of approval for probationary status by letter. The CCC is copied on the letter. An account with the Student Union Treasurer's Office will be set up and a netID for the group will be requested.
- The terms and expectations of new club probationary status are outlined here.
Reminders
- Recognition of clubs is at the discretion of the director of Student Activities, Programming.
- Before final approval is granted, all prospective clubs must demonstrate that they will sustain themselves over time.
- The role of the Student Programs Coordinator is to assist students in the process of starting new clubs. Do not hesitate to contact the Student Activities Office with any questions, concerns or problems.
