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Start/Renew a Student Organization

How to Start a Student Organization

The following criteria are considered in approving new student organizations at USI.  When evaluating new group requests, Center for Campus Life staff considers the degree to which the proposed organization meets each of the established criteria. Those organizations that best meet all the criteria listed below will most likely be approved. 

  • Does your potential student organization complement the mission of USI?
  • Does your organization have a clear purpose?
  • Does your group demonstrate a student need that is currently not being met?
  • Does the name of the organization clearly represent the function of the group?

A group wishing to be a registered student organization must complete the Intent to Organize process through the Center for Campus Life. Groups have 60 days to complete the process during the new student organization registration periods held annually October 1 - February 28.  The following information must be submitted and approved before student organization status is awarded:

  • Name of organization: (no organization shall register a name identical to or closely similar to the name of a currently registered organization nor can the University of Southern Indiana or “USI” precede any organization name)
  • Constitution: A constitution and by-laws of the organization, which includes a declaration of purpose, membership composition, non-discrimination statement, organizational structure, amendment procedures, etc. must be submitted. University of Southern Indiana policies supersede those of an organization’s constitution and bylaws.

    Writing a constitution can seem like a huge undertaking. A constitution should be a "living document" that is updated and reviewed annually. A constitution should be the governing document of your student organization. Below we have included a sample constitution that includes some instructions on how to create a constitution. We have also added the the check-list of items your constitution should include. 

    1. The national organization’s constitution and/or by-laws or memorandum of understanding must be on file with the Center for Campus Life if organization is affiliated with one.
    2. National constitutions/by-laws imposed upon the local organization may not conflict with the University of Southern Indiana policies and procedures.

      Sample Constitution and By-Laws        Constitution Check-List

  • Roster and Officer List: A list of officers or official representatives of the organization. Along with the names of at least five (5) current USI students, who intend on being members of the organization.
  • Advisor: The name of a USI faculty or staff advisor and completion of the Advisor Terms and Conditions. Advisors must actively participate in the organization and regularly attend meetings of the organization. Advisor(s) must be full-time employee(s) of USI and not seeking a degree while holding the role of advisor. In case of severe hardship, the Center for Campus Life is authorized to waive this requirement for a reasonable period of time.
  • Insurance: Secure insurance if required by University (sports/recreational clubs and others conducting high-risk activities). Social fraternities and sororities are required to carry insurance.
  • Orientation: Organization must complete a new student organization orientation or student organization renewal, depending on which is closer.

Steps to starting an organization:

  1. Setup a meeting with a Center for Campus Life Professional Staff member. 
    • At this meeting, you will discuss the proposed student organization and next steps.
    • Prior to your meeting, it may be helpful to have the contact information for the required 5 students and the name of a full-time faculty/staff member that is interested in serving as the group's advisor. 
  2. After the meeting, the group will need to create a constitution (see information above). 
  3. Once the constitution is drafted, the group will fill out the Organization Registration in Engage.  
  4. Officers and Advisor(s) will need to complete the required training pertinent to their position and agree to serve in their position.

Feel free to schedule a meeting with Jenny Garrison about starting a student organization!  Schedule online now!

How to Renew a Student Organization 

To keep the organization’s registration or recognition current, it must be renewed with the Center for Campus Life by the fourth Friday in September. This renewal consists of updating names of current officers or representatives, advisor and any other relevant information, reviewing the constitution, updating the organization roster, and completing an annual organization policy and process review session. Should this renewal of registration not occur, all privileges extended to the organization will be revoked.

 Renewing your organization is 3-step process that must be completed IN ORDER:

1. At least 1 STUDENT officer attends a Renewal Session
Renewal Session Attendance:
- At least 1 officer from each student organization must attend a Renewal Session
- This representative must hold an officer position within the organization
- An advisor’s attendance does not fulfill this step within an organization’s renewal process; however advisors are welcomed to attend
- One Individual can represent a maximum of two student organizations at a Renewal Session

UPDATED! Renewal Session Dates and Times:

  • FALL 2025 DATES TO BE DECIDED IN JUNE!


In order to fulfill this requirement, attendees must stay for the entirety of the renewal session (NO EXCEPTIONS). We will track attendance at these sessions. NO OTHER SESSIONS WILL BE OFFERED for RENEWAL. If your organization fails to send a representative or complete a step, all space reservations will be cancelled.

2. Updating your Student Organization Information and MEMBERSHIP ROSTER in ENGAGE!
Visit Engage USI and use the search bar to find your student organization. If you are already an officer, you will see the "Manage Organization" button in the top right box on the screen. Click this. Then Click the "ReRegister This Organization" blue box. 

3. Advisor, President, and Treasurer Completes Annual Terms and Conditions in Engage

    TO COMPLETE THE ENTIRE STUDENT ORGANIZATION RENEWAL PROCESS, ALL THREE STEPS MUST BE COMPLETE BY 4:30pm on September 27, 2024.
    Failure to renew will result in the organization no longer be recognized by or registered with the University of Southern Indiana, thus losing the ALL privileges of being a student organization (this includes all eligibility for student organization grants, space reservations).


    RENEWING INACTIVE STUDENT ORGANIZATIONS

    A modified version of this process is used to renew a student organization that has been inactive, but previously had approval pending there are no outstanding conduct or policy violations.

    Steps to Renewing an Inactive student organization:

    1. Setup a meeting with a Center for Campus Life Professional Staff member. 
      • At this meeting, you will discuss the proposed plan to revive the student organization.
      • Prior to your meeting, it may be helpful to have the contact information for the required 5 students and the name of a full-time faculty/staff member that is interested in serving as the group's advisor. 
    2. After the meeting, the group will need to review and update the constitution. Our office will provide a copy of the document.
    3. Once the constitution is in approved working order, the group will fill out the Organization Registration in Engage, if needed.  If the organization has only been deactivated in Engage, the group will need to update the information.
    4. Officers and Advisor(s) will need to complete the required training pertinent to their position and agree to serve in their position.