Starting a New Club
Timeline for Starting a New Club
The Student Government Alliance accepts and reviews proposals for new organization's applications once in an academic year during the fall semester. The application will open after Fall Break. The specific date is decided by the Student Activities Office and the campus community will be notified via email when the application will open.
Timeline
- Application opens November 4
- Mandatory new club meeting #1 - November 6, 6-7pm, Sadove Conference Room
- Mandatory new club meeting #2 - November 10, 4-5pm, Sadove Conference Room
- Application closes November 14 at 4:30pm
- CRB reviews application - November 15 after 12pm- November 22
- Notification of the review is November 22
- Appeals due via email by December 1 at 11:59pm
- Final decisions sent via email by December 9
New Club Recognition
The New Club application is now open.
The form will close promptly at 4:30PM on Thursday, November 14, 2024.
The recognition and registration process is intended to:
- Provide a sustainable and equitable structure for reviewing and recognizing student organizations
- Promote the formation of student organizations that benefit the Hamilton community
- Foster a diverse range of student organizations that reflect the interest of the Hamilton community
- Assist students and organizations in taking full advantage of College resources and facilities
- Provide practical training and leadership development
- Provide students with the opportunity to gain experience in activities which enhance their education
A student club or organization is a group of Hamilton College students that is recognized by the Student Government Alliance Club Review Board and then officially activated by the Student Activities Office. Student clubs and organizations can host events on campus, request funding, and publicize events and meetings. Recognized student groups can represent a variety of interests, including but not limited to academic, cultural, recreational, and service-oriented initiatives. They are encouraged to hold regular meetings, establish a leadership structure, and promote a positive and respectful community that aligns with the values of Hamilton College.
Recognized student clubs and organizations at Hamilton College enjoy a variety of benefits, including:
- Use of College Name & Marketing Resources: Recognized student clubs and organizations can use the College's name for promotional purposes and access marketing materials.
- Organization Email Account: Recognized organizations will have a dedicated email account for official communication.
- Mass Email Privileges: Utilize mass email capabilities to reach the student body effectively.
- Room Reservations: Reserve campus spaces for meetings and events, as well as College vans for off-campus trips.
- Posting Privileges: Hang posters and promotional materials in common areas across campus.
- Funding Through SGA: Apply for funding through the Student Government Alliance, with the account managed by the Student Activities Office.
- Fundraising Opportunities: Collect membership dues and organize approved fundraising events.
- Access to College Services: Request services from the College Print Shop, Facilities Management, AV Services, and Parkhurst Catering.
- Financial Resources for Events: Reserve cash boxes, cash advances, credit cards, and Hill Card readers for event-related purchases and fundraising.
- Vendor Support: Receive assistance from Student Activities staff for reviewing and approving offer letters and contracts for artists and event vendors.
The Club Review Board (CRB) is a designated student committee within the Student Government Alliance (SGA) responsible for reviewing and approving or denying applications for proposed new clubs at Hamilton College.
The CRB is chaired by the SGA Organization Chairs, Chayti Biswas '27 and Amelia Petty '28. It also includes four additional students from the SGA Central Council. The committee is advised by Nadiyah Roberts-Green, the Assistant Director of Student Activities for Leadership.
Applications for New Club Recognition will be evaluated based on the following criteria:
- Adherence to Policies: The proposed organization must comply with all College policies, the Code of Student Conduct, and the Student Activities Organization handbook.
- Unique Mission and Activities: The proposed organization must not duplicate the mission, vision, or activities of any existing recognized student organization. This shall be outlined in the student organization’s Constitution.
- Clear Objectives and Goals: The organization should have clearly defined objectives and goals.
- Local Autonomy: The club must be entirely student-led, with no direction or interference from external entities (such as parent organizations or national chapters). If any external guidelines conflict with the Student Code of Conduct, the Club Handbook, or the Hamilton College non-discrimination policy, these must be disavowed in the Constitution for approval. The club should not primarily serve as a fundraising vehicle or event host for outside entities.
- Benefit to the Hamilton Community: The club should clearly articulate how it will contribute positively to the Hamilton community.
- Funding Proposal: A funding budget model that SGA can fund that aligns with the proposed organization's goals and initiatives, suitable for SGA funding.
- Completion of Recognition Process: Applicants must successfully complete the new organization recognition process, including all required meetings, documentation, and orientation.
- Membership: The proposed student organization must have a total of 20 unique members:
- Executive Board: The organization must have an executive board consisting of a President, Vice President, Secretary, and Treasurer. No graduating seniors can be on the board, and junior members cannot exceed 50% of the board for these positions.
- Student Interest: A minimum of 16 unique members that are not on your executive board is required to establish the new club.
- Leadership and Sustainability Plan: Applicants should provide a clear plan for electing leaders and ensuring the club's long-term sustainability.
- Benefit to the Hamilton Community: The club should clearly articulate how it will contribute positively to the Hamilton community.
When you submit your application to start a New Club/Organization, you will need to draft and upload an Event Planning document for your proposed organization. Your Event Planning document should follow this template provided by the Student Activities Office. Download the template and fill it in for your specific organization. All sections included.
When you submit your application to start a New Club/Organization, you will need to draft and upload a Constitution for your proposed organization. Your Constitution should follow the Constitution Template provided by the Student Activities Office. Download the template and fill it in for your specific organization. All sections in red MUST be included.
Once a new club has been approved by the Club Review Board (CRB), the following steps are taken to officially activate the organization:
- Official Recognition: The club will receive official recognition from the Student Activities Office.
- Conditional Recognition Status: New clubs will be placed on Conditional Recognition status until they complete several required tasks:
- Attend the mandatory new club training, mandatory budget training, Title IX Training, 25Live Enhanced User Training, and host an Interest meeting
- Privileges Granted: New clubs will have the privileges to send all-campus emails, reserve rooms for events, and start recruiting members at the start of the spring semester.
- Probationary Funding Period: New clubs will enter a probationary period for funding for the remainder of the academic year. After attending the mandatory budget training, they can request up to $500 total from the Student Government Alliance.
- Access to Resources: The club gains access to College resources, including the ability to reserve rooms for meetings and events, request marketing support, and utilize campus services.
All required trainings will be scheduled, and new club leaders will be notified of the training dates and times.
If your New Club application has been denied, you have the option to submit a written appeal. Appeals must be submitted within one week and will be reviewed by the Student Government Alliance Organization Chairs and advisor.
Appeals Process:
- Submit Your Appeal: Send a written request outlining your reasons for the appeal to Chayti Biswas '27 and Amelia Petty '28. Chair of the Club Review Board, at sgaorgs@hamilton.edu.
- Deadline: Sunday, December 1st, by 11:59 PM.
- Response: The appeal will be reviewed, and a response will be made via email in 7-10 business days.
Please note that this decision is final and cannot be appealed.
