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Prospective Groups

The Prospective Club Application process is now open.  Applications will be accepted untill Sunday, January 28, 2024 at 11:59pm.  

 

There are over 500 recognized clubs and organizations at Notre Dame. You are encouraged to check the list of current student clubs to see if there is one with a similar purpose before submitting a prospective club proposal form. All of the details you need for submitting a prospective club proposal can be found during each semester's club recognition process. 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. The Prospective Club Application accepts new applications once at the beginning of each Fall and Spring semester. There are no exceptions outside of these timelines.

The Prospective Club Application is a multi-part application which requires the submission of ALL of the following items:

  1. Fill out the Prospective Club Proposal Form
  2. Download and complete the Prospective Club Application Packet:  
    1. Proposed Club Constitution (choose one)
      1. Undergraduate Club Sample Constitution Template
      2. Graduate Club Sample Constitution Template
    2. Officer Roster with Advisor signature
    3. Member Interest Sheet
    4. Completed Budget Sheet
    5. Proposed Schedule of Events
    6. **If your club will have a National Affiliation, those affiliation requirements (eg. application, contact, agreement, etc.) and the external organization’s bylaws are also required as additional attachment(s)

All application materials listed above must be emailed to sao@nd.edu in one (1) comprehensive email with the subject line “Prospective Club Application Packet: [insert club name].” Attach each required document or a file folder containing each document, with the exception of the Prospective Club Proposal Form which will be submitted online separately. Please note that submissions are time-stamped. Incomplete or late submissions will not be considered.

Additional Information for Prospective Clubs
 

→ Reminders 

  • Recognition of clubs is at the discretion of the Director of Student Centers, Activities, and Events.
  • Before final approval is granted, all prospective clubs must demonstrate that they will sustain themselves over time.
  • All prospective clubs must submit the signature of an Advisor with their application. The Advisor must be a fulltime faculty or administrative staff member of the University. Please see Advisor Resources for more information including an Advisor Handbook and an optional Student Group/Advisor Agreement Form.
  • The role of the SAO Involvement Team is to assist students and liaise the process of starting new clubs.  Do not hesitate to contact the Student Activities Office with any questions, concerns, or problems.
  • There will be open office hours for students to stop by and get assistance with the process.
  • All student clubs must adhere to University and Student Activities policies set forth in duLac. For more information specifically regarding student club establishment, registration, and good standing, please see this webpage: https://dulac.nd.edu/community-standards/standards/sa/#clubs

→ Club Officers and Membership

  • Only ND/SMC/HCC students may hold officer positions. Only Notre Dame students may serve as Officer1 and/or President for student groups.
  • 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 an undergraduate club is seeking funding from the Club Coordination Council (CCC), a branch of the undergraduate Student Government, 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.
  • Although parameters for officers may be outlined in a club's constitution, a club cannot be restrictive in general membership.

→ Club Budget, Accounting, and Membership Dues

  • 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. 
  • 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, as their "dues" are paid in volunteer service hours.
  • Graduate Clubs (including those in Law and Mendoza) have their own unique allocation and accounting structures per parent student organization. Please contact the following respective student organizations for more information: Graduate Student Government (gsu@nd.edu), Student Bar Association (sba@nd.edu), and MBA Association (mbaa@nd.edu) / Specialized Master's Council (smcouncl@nd.edu).

→ The Student Government Organizations on their Approval Process

Proposed clubs that meet University stipulations for recognition will continue through the process as follows:

  1. Application Packets which pass the review by the Student Activities Office will be distributed to the following student government organizations for review and approval: Club Coordination Council (CCC) for undergraduate clubs, Graduate Student Government (GSG), MBA Association (MBAA) / Specialized Masters' Council (SMC), or the Student Bar Association (SBA). These organizations typically consider: if the purpose of the proposed student club is currently fulfilled by existing student organizations, the number of interested students, and the long term sustainability of the proposed club.
  2. The student organization 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 student organization determines that an existing group already fulfills the purpose of the prospective club, a reevaluation with the SAO occurs. 
  3. If the student organization 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.
  4. The student organization 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 student organization 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.
  5. The CCC sets expectations and requirements for undergraduate clubs within their first year, categorized as Probationary Clubs. The terms and expectations of new club probationary status are outlined here.
  6. Graduate clubs should check in with their individual student organization to receive any expectations or requirements to remain in good standing.