Policies, Forms and Funding
Below are some of the forms you'll need to best manage your club/organization.
Policies and Procedures
The Community Guidelines are a comprehensive guide to understanding all the policies and procedures to effectively run your club/organization.
The Undergraduate Student Government (USG) advocates for the undergraduate students at Stony Brook, and works alongside administration and other entities to provide resources for its acknowledged organizations. USG’s policies and procedures go over all information, club/organization funding request processes, and the ability to apply and receive grants through USG.
Undergraduate Student Government Forms, Policies, & Resources
The Graduate Student Organization (GSO) advocates for graduate students at Stony Brook and promotes student life on campus. GSO hosts numerous events throughout the year and encourages graduate- affiliated clubs/organizations to host their own programs. Visit the GSO website to learn more about the services and support that they can provide for your graduate club or organization.
The Campus Recreation and Wellness Center is a hub of activity on campus, and is a great place for programming to take place. Clubs/organizations may also be interested in holding events on the outdoor fields. For more information on these locations, check out the Campus Recreation and Wellness Center policies.
Have a space in the Student Activities Center, Stony Brook Union, Bauman, or deVries Center reserved for an upcoming club/organization program? Please familiarize yourself with important policies and procedures that you need to know to make sure your event is compliant with university policies. The below resources will provide your club/organization with necessary information on building and space specific resources, booking rules, etc. For questions about Campus Life Centers’ policy during your event planning process, please speak to your program advisor.
The Residential Community Centers provide opportunities for clubs/organizations to host events in the residential areas. Visit their website to learn more.
The Charles B. Wang Center is a space that student clubs/organizations may use to host an event or program. Student clubs/organizations may be subject to associated fees for hosting events and utilizing resources and technologies in the Wang Center. To learn more about the student club/organization usage rates for the Wang Center, please refer to the link.
As a fundamental piece of our mission, Stony Brook University is committed to free speech and peaceful assembly. To learn more about this important topic, please visit the Free Speech website. For questions about club/organizational activities, please consult the guidelines and resources below and speak to your program advisor.
Forms
RSO’s interested in soliciting/receiving donations in a single instance, or cumulatively from a donor must complete the “Donation Request” form and await approval prior to accepting donations. This is applicable to all donations, whether monetary, or in goods and/or services.
Organization that wish to be and remain recognized must maintain an executive board that meets all University requirements. The executive board update form must be completed by each individual whenever there is a change in leadership. SEA will use this information to complete eligibility checks for all eboard members.
This form must be completed within 24 hours of any accident or injury that takes place during an approved event. This includes on and off campus events.
Stony Brook University requires certain information to be submitted when a student is driving their personal car or a rental car to a University approval activity. University approved can include, but is not limited to, off campus trips and off campus events. One form should be filled out for each driver.
The form only needs to be submitted once per academic year unless you are informed otherwise, or if some part of the driver's information has changed
This form must be filled out by the driver. Forms filled out by anyone other than the actual driver will be denied.
Student organizations wishing to have a speaker/entertainer/skills instructor from off campus must receive prior approval by completing the “Request Form” found on SBEngaged. All forms must be submitted no less than 4 weeks in advance of the event date.
Off Campus Speaker/Entertainer/Service Provider Request Form
Only recognized student groups or individuals will be granted permission to use Wellness Studio 128 & 216 in the Campus Recreation Center. Student groups are expected to comply with the Department of Campus Recreation policies and procedures. Failure to comply with these policies and procedures may result in the revocation of the Wellness Studio for activities and services.
Funding
RHA/Hall Council Club Collaboration Grant: Want to collaborate with a Hall Council and have a way to utilize residential hall spaces? The RHA Grant provides a way to take your event to the next level. More information is here to read. Funds will be prioritized for Saturday and Sunday events. All organizations are eligible to apply.
Collaboration with Advancement: The Office of Advancement is excited to collaborate with recognized student organizations to create crowdfunding campaigns through GiveCampus. This platform enables student groups to raise funds for specific needs such as trips, competitions, sports equipment, events, and other SBU-focused ventures. You can check out the success of past campaigns from the Crew Team, Sailing Team, and SBSNA! The Office of Advancement will assist student clubs/organizations every step of the way—from campaign setup to communication strategies and marketing outreach. Crowdfunding campaigns typically run for 30 to 60 days, but long-term success requires ongoing engagement with the Advancement team. Depending on goals and timelines, campaigns can remain active for several months. If your club/organization is interested, reach out to Julianne Merz at julianne.merz@stonybrook.edu or Danyte Reisinger at danyte.reisinger@stonybrook.edu to schedule a meeting and learn more about the program, as well as to determine if your group qualifies.
Organizations funded by Undergraduate Student Government (USG) are required to utilize USG’s Accounting and Banking services for all of their finances. For External Revenue, this would be done through Agency Accounts in accordance with SUNY Policy. Chapters of national organizations are responsible for following established national guidelines by their governing charters for financial management in off-campus bank accounts.
As a general practice, we recommend clubs and organizations do not open private bank accounts on behalf of their club/organization as the account will be associated with an individual rather than an organization. Monies deposited into private bank accounts may be viewed as additional income and may require the individual (who opens the account) to claim funds as income for federal/state tax purposes. It may also impact the individual's ability to be claimed as a "dependant" by a parent/guardian. Monies in these accounts may also affect any financial aid awarded by the University as it is seen as personal monies of the individual associated with the account. Updating information (from one executive board to another) with private bank accounts can also be challenging at times and can result in not being able to utilize funds.
Agency accounts can be opened through through the Auxiliary Services Association to eliminate the issues above.