How to become a UL Lafayette Student Organization
Submit the following completed materials to Dean of Students Office 211 Martin Hall during a regular Fall or Spring Semester. This process will not be considered during the summer session.
- Letter from faculty/staff member on departmental letterhead agreeing to serve as advisor to group. Advisors must be approved by the Dean of Students Office. Additionally, all new advisors of honorary or college related organizations must be approved by the Dean of the College. The letter should also state that if the advisor should become unable to continue, he or she will notify the Dean of Students Office. Email or green mail letter to Dean of Students Office at joan@louisiana.edu.
- Petition from a minimum of 10 full-time students who have a minimum GPA of 2.0 or GPA required by your National/Regional/ State organization, whichever is higher (also a copy of the national constitution if the organization is affiliated with a national organization).Names must be typed with student signatures. Include CLID number. Email petition to Dean of Students Office at joan@louisiana.edu.
- Sports Organizations must submit a Sport Organization Membership Release form that is available in Room 211, Martin Hall. Contact Sports groups will be required to show proof of insurance.
- Email constitution in Word 2003 (or lower) format with required statements to Joan Speyrer at joan@louisiana.edu PDF constitutions will not be accepted. Guidelines for writing a constitution. Constitutions must have 6 statements written exactly as listed in guidelines to be approved. When referring to the University in the constitution it must be referenced as either UL Lafayette or University of Louisiana at Lafayette. If the organization has a national constitution please submit that also.
The Organizations committee chairperson shall distribute copies of the constitution to all members of the committee. Organizations Committee reviews constitution.
Criteria for recommending an organization for approval shall be the following:
- A constitution and by-laws indicating the purposes and goals of the petitioning organization with a cover letter signed by the petitioning students and the faculty advisor.
- Petitioning organizations should not duplicate already existing organizations.
- Petitioning organizations should have explicit goals and purposes that reflect the overall broad philosophy of the University and also conform to the high standards expected of them.
Criteria for not recommending an organization for approval shall be the following:
- Duplication of functions.
- Lack of definite purposes.
- Lack of conformity to the high standards of the University.
- Short term purpose, goals and objectives (i.e., changes in legislation).
- An organization’s concern in such personal and private matters as finances, psychological and emotional health, sexuality, criminal records, and other areas that are not the University’s concern except in the delivery of the usual services.
- An organization whose activities result in undue physical stress or any subtle or covert technique that will impair, make captive, or destroy an individual’s freedom of thought will not be chartered.
The Committee shall either vote to grant approval or deny approval
- Once approved, the Organization Committee Chairperson sends the recommendation from the Organizations Committee to Vice President of Student Affairs, Edward Pratt.
- If approved by V.P. Pratt, he will send the recommendation to Dr. Joseph Savoie, University President
- Dr. Savoie approves/denies organization.
- If approved, the Organization Committee Chairperson sends copies of approval letter and constitution to the organization and the advisor.
- Organization may then schedule activities and fundraisers according to guidelines in UL Lafayette Student Handbook. (Please pick up copy at Room 211 Martin Hall.)
The Committee on Organizations expects that each organization shall financially monitor itself at the beginning and ending of each year for:
- Assets: The organization should maintain a sound fiscal condition. The organization’s active advisor will be held responsible for monitoring and maintaining fiscal solvency, and report to the proper University authority if this solvency is in question. Faculty advisors shall counter sign all checks.
- Disbursement of Assets: If the organization is disbanded, personal assets may be divided among its membership, or contributed to a nonprofit organization. If the assets were acquired by the University, they will revert to the University.
- Liabilities: The organization should be responsible for its liabilities. The organization should be monitored by its advisor to determine the fiscal soundness of the organization with the purpose of deterring the defaulting of payment of indebtedness.
- Grounds for Review and/or Disbandment: If there is any type of legal violation brought against the organization, this would constitute grounds for review.
- If the organization fails to meet its goals, responsibilities, financial obligations, abide by its constitution and by-laws, cause physical or emotional harm to members or perspective members or misrepresent its purposes, a review may be made with a possible recommendation for disbandment. The Dean of Students Office and/or the Internal Auditor may randomly select an organization for review and audit. Depending upon the findings of the review, the Committee on Organizations would make the necessary recommendations to the Vice President for Student Affairs which might include disbandment. A group may appeal to the Student Affairs Appeals Court any decision of the Committee on Organizations.
Maintaining recognition
- All organizations are urged to send their members to either a local, regional or national leadership conference annually.
- Each year thereafter all communication comes from the Dean of Students Office.
- Organization must recertify annually. Details on Organization Certification tab.
- Organization must complete alcohol and hazing forms.
- Organization should attend a presidents & advisors meeting annually.
Changing the Name of an Organization
Email a letter requesting the change and an old and new constitution in Word 2003 (or lower) format to the Dean of Students Office at joan@louisiana.edu . Once name change has been approved the organization president will be notified by the Dean of Students Office.