New Organization Info Packet 2024-2025

Official Student Organization Benefits

• Use of University facilities and Student Center meeting rooms at a free or discounted rate
• Sponsorship of on-campus events, solicitation, and fundraising activities
• Organization support services through the SOURCE Board and Office of Student Involvement
• Eligibility to apply for Financial Affairs Committee (FAC) funding through the Student Government Association in accordance with University procedures and regulations  
• Opportunity to participate in annual fall and spring recruitment events like Get on Board Day and Organization Take Over
• Inclusion in the official online database of UA student organizations on mysource.ua.edu  
• Access to consultation services with the Office of Student Involvement staff on organizational issues (i.e., conflict resolution, officer transition, constitution review, mediation, etc.)
• Opportunity for recognition for the highest honors given to student organizations at UA through the Exemplo Capstone Awards.
• Eligibility to advertise, register, and host events on campus at the conclusion of your provisional period

Minimum Requirements to Create a Student Organization

• 10 members, who are current UA Students, and their names and crimson email addresses. These official members will be listed on your organization roster.
• A President, Vice-President, and Treasurer (mandatory officers) with a crimson email address & phone number
• A faculty or staff advisor, who must be a full-time employee of the University of Alabama (graduate and/or post-doc students, part-time, on leave/sabbatical, or retired employees do not fulfill this requirement)
• A UA Constitution including all required components and the UA non-discrimination clause (See “Constitution Writing Guide” found on thesource.ua.edu)
• Successful completion of the new organization proposal. If approved, complete all requirements and the organization registration process during the new organization’s provisional period (see “Application Process” section for details)

Recognition and Association to UA

Without official recognition, your organization may be denied access to UA facilities and prohibited from taking advantage of other campus resources and services. If you are operating as a Student Organization, you are required to register.

Registered student organizations are private, voluntary associations and are not official components of The University of Alabama. Registration allows student organizations to enjoy basic privileges granted by the institution when the organization meets minimum standards for registered status. Registration does not imply University approval of the organization, its views, or the activities of the group; and The University of Alabama and Student Involvement in no way accepts liability for the actions of registered student groups.

All student organizations considered new (meaning they have not yet been created) or defunct/inactive for one [1] year or more must complete the New Organization process. They must also understand that there are annual steps to maintain recognition found in our Student Handbook in the section for student organizations.

Proposal Approval

Before proposing a new organization, students must review currently active student organizations at mySource to see if there is an existing group that has the same name or a similar purpose/goal. No group will be allowed to establish whose mission, purpose, and or name closely resemble that of another group already in existence on UA’s campus without providing proof of how the groups differ and receiving approval from the Office of Student Involvement. Additionally, no group will be established whose proposed mission/vision conflicts with that of sustainable, long-term student organizations.

Additional Approvals

There are some organizations that will require additional approval, information, or recognition before being approved. Below is a list of some of those groups. This list may not be exhaustive. However, if deemed appropriate, the Office of Student Involvement may choose to gather additional information or require supplemental steps before approving the group for official recognition. 

If you are considering starting an organization that may require additional approval, then we strongly encourage you to email us at uainvolvement@ua.edu to set-up a meeting with one of our professional staff members.  If you suspect that your group may fall into one of these categories, but are unsure, please reach out to us for that as well.  

Recognition and Association of Social Fraternities and Sororities

The recognition of fraternities and sororities is, at all times, solely at the discretion of The University of

Alabama. If a circumstance arises in which an organization disagrees with the recommendation of The University of Alabama concerning recognition, The University of Alabama holds sole discretion to deny campus recognition to an organization based on the assessment and findings of the organization’s operations and potential for risk.

In order to be recognized by The University, a fraternity or sorority must:

• be an affiliated, registered student organization with the Office of Student Involvement, and
• be in good standing with the University as well as one of the four Greek governing councils: Alabama Panhellenic Association (APA), Interfraternity Council (IFC), National Pan-Hellenic Council (NPHC) and the United Greek Council (UGC)], and
• must be chartered at The University of Alabama and membership must be exclusive to full-time University of Alabama students. Citywide or metropolitan chapters will not be recognized.

If it is determined that an organization meets the criteria for recognition as a fraternity or sorority, it is at the discretion of The University of Alabama to identify appropriate council affiliation or operational fit, with the understanding that organizations must still follow a council’s extension/expansion policies and procedures.  Should an organization meet two (2) or more of the following criteria, they will be considered a fraternity or sorority for purposes of recognition:

• They are entitled to single sex membership consistent with regulations promulgated pursuant to Title IX of the U.S. Education Act Amendments of 1972 and such other laws or regulations as may apply.
• They are entitled to be subjectively selective in their membership within the limits of the University’s non-discrimination policy.
• They are legal entities external to the University. In all cases, their chapter corporations, and inter/national Greek organizations are incorporated separately from the University.
• They are an inter/national organization (incorporation, national officers, etc.) that maintains affiliation with a national umbrella organization (NIC, NPC, NPHC, NALFO, NMGC, NAPA, etc.)
• They require participation in a new member orientation, educational or pledge program prior to initiation.

If deemed appropriate, in consultation with the Office of Student Involvement and the Assistant Vice President of Student Engagement, special interest fraternities and sororities not holding membership in a national umbrella organization (NIC, NPC, NPHC, NALFO, NMGC, NAPA, etc.), may also be recognized.

New Organization Provisional Period

All new organizations begin under “provisional status.” This only allows officers to conduct limited organization business. To become an active organization with full student organization status, new organizations must complete all requirements of the application process during their provisional period. Please note that all UA student organization training and requirements must be met by the end of the provisional period in order to gain full status as an active student organization. Until the provisional period is completed and official student organization status is granted, student groups may be re-evaluated to determine their eligibility to progress. Throughout this period, the group’s compliance with requirements, performance, and behavior will be assessed. Student groups that do not complete the requirements by the provisional period deadline must submit in a written request to be considered for an extension into the next provisional period window. Requests should be emailed to uainvolvement@ua.edu and sourceneworg@ua.edu. If no request is received within one week of notification, Student Involvement will assume that the group is no longer interested in completing the new organization process and will remove the group from the list.

During the provisional period new organizations do not have the same access and benefits as active student organizations. In particular, new organizations cannot:

• Host events requiring registration through the mySOURCE event form (a list of registration requirements can be found in the Student Organization Campus Event Policy)
• Apply for Financial Affairs Committee (FAC) funding through the Student Government Association
• Adopt marketing, products, or other references using University of Alabama Trademarked and Licensed brands or privileges

Once a student organization’s provisional period and all associated requirements are complete the organization will be listed on mySOURCE and have access to these resources, where applicable.

Application Process

Any group of 10 or more currently enrolled UA students who refer to themselves as an organization or club must apply to be recognized by the Office of Student Involvement. Any organization that has not been registered through mySOURCE previously is considered a new organization.

All student organizations must complete organization renewal every year to update their officer, advisor, membership, and constitution with UA. Registration requirements are subject to change. Registration reminders are sent via e-mail to all officers and announced using a variety of marketing/publicity methods.

To register a new organization for recognition by the University of Alabama, complete the steps below:

1. Review all minimum requirements (see “Minimum Requirements to Create a Student Organization” section for more details)
2. Ensure that the new organization mission does not duplicate or closely resemble any currently active student organizations listed in mySOURCE (see “Proposal Approval” section for more details)
3. Find and confirm a full-time faculty or staff member to serve as the organization advisor
4. Confirm three student officers (president, vice president, and treasurer) 
5. Complete the “New Organization Proposal 2024-2025” form on mySOURCE (see deadlines below)
6. Review proposal feedback and make changes if required by Student Involvement staff (see “Proposal Approval” and “Additional Approvals” sections for more details)
7. Complete new organization training, membership, and goal setting requirements by the end of the provisional period (see provisional period dates below). Detailed information about these requirements is sent to officers via email if their new organization proposal is approved. These requirements are subject to change but generally include:
   • All officers complete the New Organization workshop and pass with a score of 75% or above any associated assessments
   • At least one officer complete Event Smart training. This training is hosted online via Zoom. Upcoming training dates can be found on the website – mySOURCE.ua.edu
   • Officers create and submit measurable sustainability goals to ensure the long-term success and growth of the new organization or renewed defunct/inactive organization
   • Officers meet with the SOURCE Board Director of New Organizations or Student Involvement staff member for the final consultation meeting.
8. Officially register the new organization in the mySOURCE portal including the Child Protection and Hazing form (signed by the president, vice president, and advisor via Docusign) which will be attached to the online application

Application Deadlines

Applications are only reviewed during the Proposal Review period. Statuses are also only moved at the end of a provisional period or start of a Full Org Status period.

Applications will be reviewed in bulk after each proposal deadline. During the two weeks after each application deadline, students will receive feedback about their new organization proposal and modifications may be required. Submissions will not be accepted after the March deadline. The new cycle opening will begin in August.

Org Proposal Deadline	Cohort Name	Org Proposal Review	Provisional Period End Date (if approved)	Full Org Status (if all requirements are met)
August 15	August Cohort	August 15 – 20	September 30	October 1
September 1	September Cohort	September 1 – 15	October 31	November 1
November 1	November Cohort	November 1 – 15	January 15	January 15
February 1	February Cohort	February 1 – 15	March 31	April 1
March 1	March Cohort	March 1 – 15	April 30	May 1

Provisional Status

All new organizations are under provisional status which only allows officers to conduct limited organization business. To become an active organization with full student organization status, new organizations must complete all requirements of the application process during their provisional period. See “Provisional Period” and “Application Process” sections for more information.

Provisional periods begin at the point when your Proposal has been approved and conclude on the end date provided in the chart above.  There is no deviation in the provisional end date. Student groups that do not complete the requirements by the provisional period deadline must submit in a written request to be considered for an extension into the next provisional period window. Requests should be emailed to uainvolvement@ua.edu and sourceneworg@ua.edu. If no request is received within one week of notification, Student Involvement will assume that the group is no longer interested in completing the new organization process and will remove the group from the list.

Priority Deadline for Fall Involvement Events

The August or deadline listed above is the priority deadline for any new student organization that wants to participate in fall Get on Board Day, Organization Takeover, or any early fall activities in the month of August/September. Applicants whose proposal for creation are approved, will be allowed to participate in GOBD provided they have not missed the GOBD registration deadline. Those who do not meet this deadline will not be approved to participate.

New Org Registration and Checklist

Before Applying

• Review the New Organization information packet in its entirety
• Ensure that the new organization mission does not duplicate or closely resemble any currently active student organizations listed in mySOURCE
• Find and confirm a full-time faculty or staff member to serve as the organization advisor (graduate students and part-time employees do not fulfill this requirement)
• Confirm three UA students who will fill the required officer positions (president, vice president, and treasurer) for the organization
• You should have a designated contact for the New Organization Process. This individual should be the one completing all of these steps and those mentioned below.

Account Login and Creation

• Visit mysource.ua.edu
• Click the “Login” button in the top right corner
• Use your myBama credentials to log in
• Update your personal profile by completing the steps under your profile picture

Submit a Proposal

You must have a confirmed advisor to complete the proposal. After your proposal has been reviewed, you will receive feedback and next steps. Proposals are not automatically approved, and you may be asked to revise and resubmit.

• Review the application deadlines
• Complete the “New Organization Proposal 2024-2025” form on mySOURCE
• Review proposal feedback and make changes if required by Student Involvement staff

Complete the Provisional Period

After the Org Registration is reviewed and approved, the organization will be given active status, recognized, and listed on mySOURCE.

• Complete all training (mandatory officers), membership, and goal setting requirements (detailed information about new organization requirements are emailed to student officers if their new organization proposal is approved).
• Meet with the SOURCE Board Director of New Organizations or Student Involvement staff member
• Register your New Organization in mySOURCE including your organization constitution, 10 UA student members, and Child Protection and Hazing form