2017 Student Senate Club Packet
Students have a right to organize, join, and hold office in an association for their common interests. All NJIT Student Senate recognized and registered student organizations shall have access to NJIT facilities in accordance with NJIT policies.
Organizations may not have the same purpose or objective, therefore, when starting a new organization, it is important to be familiar with the objectives of existing organizations.
New organizations must go through the approval process through the Student Senate Constitution Committee, which is detailed later in this document. Once approved the new organization will be known as a Senate recognized organization. Upon approval, the new organization will be placed on a four-month probationary period. Then, the organization will receive all privileges of being a senate recognized except privileges related to finance and budgeting. These privileges are detailed later in this packet.
Requirements for Recognition:
For a new organization to become senate recognized, the organization must be able to fulfill all the criteria for registration listed in this packet and must also complete the following: (All forms can be found on the student senate website under the tab labeled forms.)
The Constitution Committee will review all documents submitted to see that the organization meet all the listed criteria (explained in this packet). If the committee (or the full Senate) does not approve, the chairman of the committee (the Senate Club Manager) will contact the organization to discuss it.
Once the NJIT Student Senate approves the constitution by majority vote, the organization is officially recognized, the Club Manager will officially notify the organization via e-mail. New student organizations will be placed on a four month probationary period before they receive NJIT Student Senate privileges if they are eligible to receive mentioned privileges.
Every officially recognized organization is responsible for the following:
1. Not duplicating any existing student organizations.
2. Attendance at the NJIT Student Senate Cabinet meetings held the first Friday of every month(See Cabinet Meetings section).
3. Compliance with all laws of the State of New Jersey and the United States.
4. Adherence to the rules, regulations, bylaws, and policies of NJIT, the Campus Center, Campus Life, and the NJIT Student Senate.
5. Keeping its advisor informed about the program, personnel, and activities of the student organization.
6. Submit the following forms by the stated due dates each semester (due dates will be specified each year by the Student Senate):
7. Having a minimum of 2 events per semester.
Failure to uphold these responsibilities may result in sanctions, up to and including withdrawal of the organization by the appropriate NJIT Student Senate officers.
Classes of Organizations
All budgets for are subject to approval from the Budget and Finance Committee on an event by event basis. All other privileges are listed here.
Z Clubs in “Active standing” shall receive the following:
Y Clubs in “Active standing” shall receive the following:
X Clubs in “Active standing” shall receive the following:
Active – Access to all Senate privileges
B/Probation – No access to funding from VPF(Events, Conferences, Competitions, etc.)
B/Probation/New – No access to funding from VPF for four(4) academic months for new clubs
C/Probation – No access to resources from Secretary(Copy requests, Senate equipment, etc)
Inactive – Loss of Senate recognition, must re-apply for recognition
Timeline and Duration of Recognition:
Terms of Office
All terms for officers for Class X and Y organizations must be for no more than one year (most are exactly one year). Elections for the following academic year must be held no later than April 15 of the current academic year, so a list of new officers (along with the selected advisor for next year) may be turned in to the Student Senate by this date. Graduate students may not be officers of a NJIT Student Senate recognized student organization.
On the first Friday of the months of October, November, December, February, March, and April, the Student Senate will hold a Cabinet meeting. This meeting, chaired by the NJIT Student Senate Recording Secretary and attended by all NJIT Student Senate officers, is where the NJIT Student Senate will update all in attendance on what has been going on in the past month, upcoming events, and issues that the organization needs to be concerned about. This is the place to raise concerns or ask any questions, and to promote the organization to other student leaders. Each organization is responsible to send a representative to each meeting. This representative can be a regular member or a member of the Executive Board. Failure to attend cabinet meetings will result in the student organization being placed on probation in to addition the following actions:
Miss one cabinet meeting: B/Probation
Miss two cabinet meetings: C/Probation
Miss three cabinet meetings: Inactive
Class X student organizations will lose some NJIT Student Senate privileges for the next academic year.
Each organization is required to attach a membership list and updated constitution with its online registration application, which must be submitted to the Student Senate. All submitted constitutions must meet the following criteria:
Other items may of course be included. The constitution of the Generic Club of NJIT (a fictional Class Y organization) is attached as a sample of what a constitution could look like.
Sample Skeleton Constitution
Article I – Name
Section 1: Explicitly state the name of the organization in a complete sentence. Put the official name in quotation marks.
Example: The name of this organization shall be the “Generic Club”.
Article II – Purpose
Section 1: State the purpose/mission of your organization.
Example: The purpose of the Generic Club shall be to benefit the NJIT community by educating the student body about the ever-changing world of generic products.
NOTE: It is important that the objective/purpose/mission of your organization does not reflect that of any other organization that is currently recognized by the NJIT Student Senate. In the event that it does, the NJIT Student Senate Constitution Committee will not continue to move forward with the process.
Article III – Membership
Section 1: Define membership as an allowance conferred only to undergraduate students officially instituted at NJIT. This section should also include a non-discriminatory statement.
Example: Membership of this club shall be granted to any undergraduate student in the NJIT student body and shall not be denied because of race, color, age, sex, sexual orientation, disability, national origin, or religious background.
Section 2: Define active membership and state process to become an active member.
Example: An active member has the right to vote. In order to become an active member of this organization, an applicant must fill out an application and attend two consecutive meetings.
Section 3: The right to vote must be defined, restricted to only active members, and may be further conditionally restricted.
Example: Voting membership will be conferred unto any active member.
Section 4: State process to become an inactive member / reinstated active member
Example: A member will be considered inactive, and thus ineligible to vote or hold office, if they miss two consecutive meetings. Active status may be regained by attendance at two consecutive meetings.
Section 5: Define associative membership as an allowance conferred unto anyone else who is officially affiliated with NJIT(Optional).
Example: Associative membership shall be conferred unto anyone else officially affiliated with NJIT.
Article IV – Officers
Section 1: Requirements to hold office. Must include the condition that officers must be NJIT undergraduate students during the academic term. (GPA requirement and active membership during previous semesters are optional)
Example: The right to hold office is restricted to members of this organization who have a minimum 3.0 cumulative grade point average and active membership during past 2 semesters.
Section 2: Define term of office.
Example: The term of office for all officers shall be one year; beginning and ending one week after elections in accordance with Article V
Section 3: List of officer positions available
Example: The officers of this organization shall consist of the President, Vice-President, Treasurer, and Secretary.
Section 4: Duties of previously stated officers
Example: Perform the following specific duties.
Article V - Meetings
Section 1: State the number of members required to be considered a quorum. Quorum is defined as the minimum number of members that must be present to make the proceedings of the meeting valid.
Example: Attendance by two-thirds of the active voting members shall constitute a quorum
Section 2: State number of meetings or the number of times in which the organization will meet in a provided time period.
Example: Meetings shall be held at least every two weeks.
Section 3: Rules and regulations for appointed meetings
Example: All business of this organization shall be conducted in accordance with Robert’s Rules of Order except as otherwise stated in this constitution.
Article VI – Elections
Section 1: Define time period for elections nominations
Example: Nominations for officers shall take place at a meeting at most two weeks prior to elections.
Section 2: Details on elections and voting (Must be BEFORE April 15th)
Example: Elections for officers shall take place at a meeting, and be resolved, within the first two weeks of April.
Section 3: Define election procedures
Example: All elections are to be conducted by secret ballot. A simple majority of voting members is required for election into office. If no candidate receives a majority, the candidate with the least number of votes shall be eliminated and a subsequent ballot conducted until one candidate receives a majority. In the event of a tie, a subsequent ballot will be conducted. If this persists as a tie, the President shall make the ultimate decision. In the event that the President position is vacant, the Vice-President shall make the ultimate decision.
Section 4: Additional Information(Optional)
Example: Nominations and elections may take place at the same meeting if agreed to by a two- thirds vote
Article VII – Special Elections
Section 1: State procedures in the event of an officer vacancy
Example: A vacancy in any officer position shall be filled by a special election conducted in accordance with Article VI, Section 3.
Article VIII – Impeachment
Section 1: State grounds for removal of an officer
Example: Grounds for removal of an officer include:
Section 2: State procedures for impeachment
Example: Officer impeachment proceedings may be brought against any officer by any voting member and must be supported by at least 25% of the voting members.
Section 3: State procedures for removal
Example: Procedures for removal will be as follows:
Article IX - Constitution Amendment
Section 1: Rules and regulations for Constitution amendments
Example: This document may be amended by a two-thirds vote of the active voting membership. Amendments shall take effect upon approval of the Student Senate Constitution Committee unless a later time was specified at the time of adoption.