Registering a Graduate Student Organization

Registering a Graduate Student Organization

There are two types of graduate student groups. One type is to go through the formal procedures with Student Activities for official chartering. This is best for larger student groups with outside funding structures. The other type is to become a recognized sub-group of GSA. Becoming a sub-group of GSA would give groups autonomy in organizing and running their sub-groups and would obtain graduate student organization status through GSA.

 

The following are required steps to becoming a recognized student GSA sub-group:

1. [For brand new groups only] Meet with the Graduate Student Association

  • Schedule a meeting with the GSA to discuss the proposed organization and to secure the appropriate forms.

2. Review Organization Policies

  • Become familiar with institutional policies, specifically student organization policies for officers, advisors, and activities, to ensure that the proposed organization will adhere to expectations for the entire Baylor community.

3. Identify Organization Advisors

  • Enlist at least one full-time faculty or staff member as an advisor for the organization.

4. Complete Documentation

  • Complete the appropriate forms. Student organizations are registered only once, but each must complete a registration form and roster each semester. The following forms must be completed before recognition and registration are considered:
    • Application for Recognition: https://www.baylor.edu/gsa/doc.php/345691.docx
    • Leadership Update Form
      • Excel spreadsheet with names and emails of all leadership positions
    • Constitution or By-Laws (or any significant updates)
      • Name of organization (and any national affiliation)
      • Concise statement of purpose, goals, direction, etc.
      • List of officers, their duties, and requirements
      • Advisor(s)
    • Budget
    • Logo (if applicable)
    • Link to website/social media (if applicable)
    • All documents (including the constitution) must be signed by both the organization president and the advisor. Unsigned forms will not be reviewed.

5. Submit Documentation

  • Submit copies of the forms to GSA either digitally (GraduateStudentAssociation@Baylor.edu) or in print. If the application is recommended for recognition, the application will be reviewed by the Graduate Student Association and Assistant Dean of Graduate Studies for final approval. These applications will be accepted on a rolling basis but decisions may not be made until the conclusion of the GSA fiscal year. The Graduate Student Association will provide a confirmation decision to the organization via email. After receiving a recommendation for recognition, the organization is classified as an interest group. Interest groups may advertise, reserve campus facility space, and host interest meetings for prospective members.

6. Attend a Graduate Student Organization Meeting

  • Approved organizations’ designated officers will attend a workshop series designed to help prepare them to lead their respective organizations. A minimum of two officers are required to attend all workshops, and the workshop series will culminate with an official recognition ceremony for all organizations. As soon as the organization is recognized at an official recognition ceremony, it may begin operating and meeting.