Is your special interest not organized on campus? Are
you interested in making history? Maybe you should consider starting
a new club! This web page will give you information you need to get
started with the process.
Before you get started, make sure to check out the list of clubs that already exist here at Notre Dame. We are proud to say we have more than 300 clubs and organizations here at Notre Dame!
Click Here for Important Information about Proposing a Graduate Student Club
GENERAL INFORMATION FOR PROPOSING A CLUB
Before you begin putting your ideas into action,
please consider the following information. Starting a new
club is not an overnight process. Various meetings will be held
and your constitution will be closely reviewed.
Approval Periods
As of the Summer of 2009, the prospective club approval process has changed. There will now be two times each year when students may propose a new club. In both the fall and spring, the proposal period will open the fourth Tuesday of the semester and end three Tuesdays following.
The proposal periods for the 2009-2010 academic year are:
September 15-October 6, 2009-- THIS PROPOSAL PERIOD HAS CLOSED
February 2-February 23, 2010
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.
Budget, Account and 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.
PROCESS
TO PROPOSE A NEW CLUB
If you are interested in forming a new club,
you should become familiar with the following process. Prospective
clubs will only be reviewed twice per year by the Student
Activities Office. For further information, please contact Mary Kate Havlik
In order to begin the review process, each prospective club must submit
a complete proposal packet, which includes the following:
Prospective Club Proposal Form
The main contact for this club should the complete the Prospective Club Proposal Form, which will be active February 2, 2010 for the next approval period. This form will be placed in the proposal packet once received. You do not need to print a copy yourself.
Constitution
In order to begin the review process, each prospective club must submit
a complete proposal packet, which includes the following A constitution which clearly states the club purpose, mission, and organization of the proposed club must be submitted. 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 following sample constitution. Furthermore, your purpose should be complete and inclusive of the events and activities your group is planning on coordinating. To assist you in the process of drafting a constitution, you are encouraged to use the constitution review checklist.Constitutions must be updated/reviewed every five years or sooner.
After you submit a complete proposal packet, you will be notified of any changes to address in the constitution or other information.
Officer Registration Form
Complete the Officer Registration Form. 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. Any questions regarding
eligible advisors should be directed to the Student Activities Office.
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 in no
way 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. Prospective clubs must demonstrate
understanding of the finances necessary and the ability to a budget
with income and expenses. 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
Mary Kate Havlik.
Proposal Submission Meeting
When
you have completed and collected all of these items, you must schedule
a meeting with Mary Kate Havlik in order to submit your all proposal items. Incomplete
proposals will not be accepted. Complete proposals will be reviewed by
Peggy Hnatusko, director of Student Activities for Programming.
Set up a meeting with Mary Kate Havlik to submit your proposal.
APPROVAL PROCESS
Proposed
clubs which meet University stipulations for recognition will continue
through the process:
- 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.**
- 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.
- The new club completes the new club orientation process.
**
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.
Please
visit this link for the terms of the probationary period.
Approval
- Recognition of clubs is at the discretion of the director of Student Activities, Programming.
- Before final approval is granted, all prospective clubs must be able to demonstrate they will sustain themselves over time.
- For further information regarding clubs, please refer to The Source.
- The role of the Student Programs Coordinator is to assist you in the process of starting new clubs. Do not hesitate to contact Mary Kate Havlik with any questions, concerns or problems.