Manage Your Club or Organization

Organization Status

Active organizations are categorized as those that have met the criteria for recognition and submitted a census form to the Office of Campus Life for the current school year.

Inactive organizations are categorized as having met criteria for recognition, yet have not submitted a census form to the Office of Campus Life.

Defunct Organizations are categorized as those that have met the criteria for recognition, yet not submitted a census form for more than five years.

For more information on Starting, Maintaining, and Reactivation of organizations, please contact Campus Life.

Student Organizations and Campus Involvement is essential to the development of our student body. The Office of Campus Life maintains current census information for all active student organizations including officers, advisor(s), purpose, and membership roster of active/inactive members. All student organizations are governed under the University Association of Student Organizations (UASO).

Maintaining Organization Recognition

In order to maintain official status as a recognized organization on campus, the head of each organization needs to ensure that the following documents are updated and on file with Campus Life:

• Annual Report (Every June 1st)
• Census Report (Every June 1st)
• Membership Roster with ID Numbers of each member (Every June 1st)
• Bison Link Update (Every June 1st)
• Mid Annual Report (Every January 1st)
• Advisor Agreement (Submitted once and updated if advisor changes)

Reactivation Procedures

1. A letter of interest to reactivate an organization must be submitted to the Assistant Dean of Campus Life.
2. A Petition with the signature of ten (10) currently enrolled Howard University Students, in good academic standing (five must be members of the organization), must be submitted to the Office of Campus Life in support of reactivation.
3. The organization's original constitution in file in the Office of Campus Life should be reviewed by that office as well as by the student requesting reactivation. If the group petitioning reactivation has no changes for the existing constitution, reactivation is almost automatic. If the group wishes to make changes to the document on file in the Office of Campus Life, the reactivation process will commence pending a review of the proposed constitutional changes.
4. Immediately upon approval for reactivation, the organization must submit a Census Form to the Office of Campus Life.

Funding

Processing Procedures

1. Application deadline is set

• Time period is given to organizations to pick up applications for funding in the HUSA office.

• Application along with the itemized budget is returned to the HUSA office by the due date set.

2. List of organizations is turned into the Office of Campus Life.

• In order to receive funding organizations must be an active recognized organization; this is determined by Campus Life.

• List of organizations who applied for funding on time is submitted to Campus Life for approval.

• List is returned back to financial advisor with recognized and/or unrecognized organizations.

3. Finance Board

• The UGSA, GSA, and HUSA Financial Advisors make up the Finance Board.

• The Board signs off in determining allocations for organizations he or she is a member of 2/3 of the Finance Board must be on hand in determining fund allocation for any single entity or organization. In the event the 2/3 is not available Vice President of HUSA will act as voting member of Finance Board.

• Finance Board determine allocations according to funding criteria.

• Financial Advisor of HUSA prepares board allocation results to be approved by HUSA Senate General Assembly.

4. HUSA Senate General Assembly

• Checks fund allocation and grievances of organizations. Quorum must be met to vote on Fund allocations.

5. Signatures

• After HUSA Senate General Assembly Funds are approved, paperwork is then filed on each organization.

• Applications are then rechecked for pertinent info that goes onto to paperwork to be processed (i.e. Tax ID number, mailing address, Pres. name, Settlement Report).

• Paper is then written up for each organization.

• Signed and approved by Financial Advisor of HUSA.

• Signed and approved by HUSA President.

• Signed and approved by Assistant Director of Campus Life.

6. Service Center

• Signed paperwork is delivered to Service Center (Accounts Payable)

• Account Payable signs off on paperwork and is given at least 10 business days’ o process paperwork so checks can be cut for each organization.

• Checks are sent to the Treasurer office.

• Financial Advisor of HUSA is called by Treasure Office to sign and pick up Checks

• Checks are picked up

7. Promissory Agreement

• Organizations pick up check from the HUSA Office and sign a promissory note to hand in a Settlement Report by the end of the Semester.

Funding Criteria

In order to apply for organizational funding, it is mandatory that all organizations turn in a copy of their Settlement Form along with all valid (original) receipts.

All Student organizations that are requesting funding must satisfy the following criteria: Each person requesting funding must be the official Financial Representative (Treasurer, Financial Advisor, etc.) of a recognized student organization.

If you are not a member of a recognized student organization, you must have petitioned for recognition with the office of Student Activities. HUSA must have documentation of your recognition pending any financial assistance.

The individual requesting funding on behalf of an organization must have officer status and a copy of the Census form indicating that he/she is currently the President or official representative of the organization.

In order to receive funding your organization must have proof of a bank account and must have a Tax Identification Number. If you do not have a Tax Identification number, the President or Official Representative shall use his/her social security number. Note that failure to report on funds received will result in those funds being reported to the IRS as income.

All student organizations MUST submit a proposal that includes:

1. A count of the active membership in your organization and a mission statement.
2. A thorough description of the proposed budget which must include what the project entails, who will be involved, who the project will impact, when and where the project will take place, and why the project is importance/relevance to the organization and to the Howard University students.
3. A clearly itemized budget report. Example:

Upon receipt of funding a settlement report is required to be submitted to HUSA with the exact use of the funds received accompanied with valid (original) receipts for those expenditures, by December 6, 2002 for the fall semester. Please understand that failure to submit the settlement report will result in the President's personal student account being charges for the amount not accounted in the settlement report. Furthermore, your organization may be considered for future funding from HUSA and HUSA Senate.

Your proposal must be given as a typed hard copy and it will be reviewed by a committee of General Assembly members and approved or denied at a General Assembly Meeting where you may be asked to orally present your proposal.

Items that would not be considered for funding:

• No miscellaneous
• No dues to National Organizations
• No spring events
• Consider number of members in organization
• Consider percent of money applying for
• No parities, use discretion to differentiate between a party and program
• One speaker per organization, 50% of $500 whichever is lower
• No transportation
• Max amount=$919
• $10/ Shirt per member of organization
• No prizes
• No salaries/stipends
• No funding of programs for members only

Funding organizations based on numbers impacted

Advising

All student organizations are required to have at least one on campus advisor. On campus advisors must be current members of Howard University’s faculty or staff who agree to mentor student organizations on their purpose and operation throughout the school year. They serve as a liaison between the university and organization interpreting university policy and procedures. They are also an integral part of ensuring the organization's success and longevity on Howard University’s campus.

Responsibilities

• To assist the organization in finding optimal ways of implementing its programs.
• To serve as a role model and mentor to the organization and its individual members.
• To keep the organization abreast of university policy and to assist in ensuring that the organization is in compliance with all university policies.
• To periodically meet with the organization to stay informed of its activities.
• To verify that the leadership and membership of the organization are enrolled students in good academic standing.
• To stay for the duration of functions sponsored by the organization and to identify/provide a suitable replacement from the University, if unable to attend or stay for the duration.
• To represent the organization when required by the University or overall best interest.
• To be kept abreast of all paperwork, transactions, financial obligations concerning the organization and sign/approve (as necessary).

Qualities of a Good Advisor

1. She/he adheres to the responsibilities above
2. She/he encourages members to implement their ideas
3. She/he strongly encourages academic achievement
4. She/he advises/leads the group without taking over or being in charge
5. She/he holds himself/herself as well as members accountable for the organization's successes and failures.