The Charter Process
From the Senate Constitution Bylaws section F. University Policy toward Chartered Organizations:
Chartering is valid for the academic year. New chartering applications are accepted in the fall of each year by a date determined by the Senate Organizational Affairs Chairs and their committee.
Following receipt of the appropriate chartering forms:
- Requests will be considered by the Organizational Affairs Chairs and their committee;
- The Organizational Affairs Chairs will notify the head of each organization of the time and place at which its request will be considered so that the organization can send a representative. The Assistant Director of Student Center and Activities will also be present at the meeting;
- The representative will answer the Chairs’ questions concerning the organization and present any information pertinent to the charter request;
- Groups that are religious or faith based will have their chartering application shared with Campus Ministry for discussion and recommendation regarding alignment with the Catholic mission of the University. This information will be presented to the Senate and Dean of Student Affairs and Vice President of Enrollment Management.
Based on information provided by the organization and recommendations received, the Organizational Affairs Chairs will make recommendations to the Senate that:
- A charter will be granted
- A charter will not be granted
- A charter will be granted with documentation
- The request will be returned to the organization for revision;
- This recommendation will be considered by the Senate at its meeting and action will be determined by a two-thirds majority vote;
- The request will then be sent to the Dean of Student Affairs and Vice President of Enrollment Management who will supply written recommendation for approval or disapproval. Explanations for such decisions will be supplied.
Renewal of a Charter (Rechartering)
Organizations who are currently chartered must submit a request for renewal by the spring deadline determined by the Organizational Affairs Chairs. There will also be opportunities for renewal in the fall, but this will be done on a case by case basis. If the records show that the organization has been active in the past (at least 1 event, attendance at club leaders meetings), completed all necessary renewal paperwork and has not abused its privileges, the charter will be automatically renewed for the next academic year by Senate vote. If there are any discrepancies, the group will be called in on a hearing and the Assistant Director and Organizational Affairs Chair will recommend if the group shall be put on probation or charter denied. The recommendation will be considered by the Senate. Following the Senate vote, charter renewals are presented to the Dean of Student Affairs and Vice President of Enrollment Management for final approval.
Renewal of a Charter Checklist:
- Submit a completed Annual Chartered Club/Organization Registration Form
- Submit a completed Chartered Club/Organization Contract Agreement Form
- Submit a completed Club and Organization Advisor Agreement Form
- Submit a completed Addendum to the Contract Agreement Form
- Submit a Chartered Club/Organization Roster including names, mail numbers, and email addresses of at least 5-7 members.
- Submit a constitution, if there have been any updates/changes to it during the past academic year.
Charter Denial or Revocation
Any organization whose charter has been denied or revoked may not submit a new charter request in the same semester. Valid reasons for not granting a charter include:
- Failure to meet the definition of an organization;
- Submission of a constitution lacking one of the specified sections and/or indicating a statement of purpose inconsistent with the University mission;
- Sufficient evidence that the organization will not be active;
- Failure to supply all of the following: Annual Chartered Club/Organization Registration Form, Chartered Club/Organization Contract Agreement Form Club and Organization Advisor Agreement Form, and an Addendum to the Contract Agreement Form
In some instances, the Organizational Affairs Chairs, SCA office, and the Dean of Student Affairs and Vice President of Enrollment Management may deem it necessary to review an organization’s chartered status, operations, and procedures. Under such conditions, the Dean of Students reserves the right to remove an organization’s chartered status with St. Catherine University. St. Catherine University reserves the right to take any action it deems appropriate with respect to any actions or activities undertaken by any student organization. Additional information related to disciplinary actions is located in the Student Code of Conduct and Community Expectations. Good cause for charter revocation shall include:
- Failure to comply with submitted constitution;
- Actions inconsistent with the mission of the University;
- Abuse of any of the privileges granted by this policy;
- Failure to be active on campus (see Responsibility to be Active);
- Failure of group to attend club leader meetings;
- Failure to have at least 5-7 members;
- Failure to have a SCU faculty/staff advisor
- Failure to act consistently within the guidelines stated in this policy
Organizations whose charters are being considered for revocation will be informed two weeks prior to the date and time that the Organizational Affairs Chairs and their committee will hold a hearing, as will any complainant that has filed complaint against the organization. The Organizational Affairs Chairs and their committee’s decision, based upon evidence presented at the hearing, will take the form of a recommendation to the Senate and must be approved, amended, or retracted by a two-thirds majority vote. After receiving the Senate’s recommendation, final approval, amendment, or retraction will be decided by the Dean of Student Affairs and Vice President of Enrollment Management.
An organization wishing to disband must notify the Organizational Affairs Chairs and Assistant Director of Student Center and Activities in writing of its intention at which time its charter will be terminated.
A group with outside political affiliation, engaging in political activities, representing a particular point of view or who limits the membership of their group, shall be granted a special charter where the organization has all rights and responsibilities of a fully chartered organization except it cannot use the University’s name, seal and tax-exempt status.
Events and Communication Off-Campus
All chartered clubs and organizations must receive prior approval from the Dean of Students to use utilize the University’s name or seal directly or indirectly off-campus. This regulation is not intended as a restriction upon the rights of students to organize, but is necessary in order to protect the proprietary name, credit, and facilities of the University.
It is a violation for a student or student organization to participate in hazing or harassment, which includes actions or situations that do or could result in mental, emotional, or physically discomfort, embarrassment, ridicule, or endangerment whether intentionally, for fun, or by consent.