NEW STUDENT ORGANIZATION GUIDE


Student organizations are a great way for students to develop social, educational, and leadership skills. Involvement in Student Organizations allows students the opportunity to network, represent Collin, and become engaged in service activities both on-campus and in the community.

Student organizations are valuable assets to Collin. Organization leaders and members make a difference through their involvement with college committees, campus events, educational forums, cultural events, community service, and outreach programs. Organizational goals and activities vary from group to group. Student Life offers assistance to organizations in developing goals and planning events.

Can't find an organization you're looking for?

Create a new student organization by following the process below!


Types of Organizations

In an effort to more effectively understand and communicate the relationship that exists between the college and student groups, three (3) types of organizations have been defined: Academic Student Organizations (ASOs), College Affiliated Groups (CAGs), and Registered Student Organizations (RSOs).

ASO

Academic Student Organizations

RSO

Recognized Student Organizations

CAG

College Affiliated Groups

ASOs are inherently linked to Collin because of their purpose and relationship to academics. All of these organizations are affiliated with a local, state, or national organization. ASOs must have a full-time professional staff/faculty member appointed by the college. ASOs have access to departmental and college funds. Items not covered in their college budgets may be requested from SAFAC.

Examples Include: Phi Theta Kappa (ΦΘΚ), Psi Beta (ΨΒ), and National Technical Honor Society (NTHS)

Registered organizations cover a wide range of student interests. RSOs contribute to the college culture by providing events, activities, education, resources, and support for the college. Often, these groups are civically engaged within the local community. Some organizations are affiliated with local, state, or national organizations. RSOs must have a full-time professional staff/faculty member selected by student officers. RSOs may request funding from SAFAC.

Examples Include: Baptist Student Ministry, Black Student Association, Collin Nursing Student Association, LULAC, and Student Government Association

CAGs are inherently linked to Collin because of their purpose and relationship to a college department. Instead of an advisor that volunteers his/her time to assist a Student Organization, College Affiliated Groups have full-time employees assigned to work with students as a part of his/her regular job duties. CAGs are not subject to Student Life student organization procedures and do not complete the student organization registration process; however they must comply with any guidelines established by their respective department.

Examples Include: Student Ambassadors, Athletic Teams, and LEAD


New Student Organization Process​​

New Student Organization Registration Periods

August 1st - September 1st at Midnight 

January 1st - February 1st at Midnight

  • Think of an idea for a new student organization.
  • Schedule a “Prospective Student Organization” meeting with Student Life by contacting the Student Life office at the Spring Creek Campus.
  • Create your organization’s Constitution (including Bylaws). (Constitution Template)
  • Establish at least three (3) officers for the organization and obtain their contact information.
    • Each organization must maintain a President and a Treasurer as officer positions.
  • Select a full-time Collin faculty or staff member to serve as the Primary Advisor.
  • Recruit ten (10) members that meet the minimum standards as listed below (including officers). Collect their names and email addresses. Only Members of Record can travel or compete with Student Organizations.
    • A “Member of Record” is a student who maintains a minimum standard enrollment of one (1) credit hour* at Collin College at the time of engagement. *In accordance with the Americans with Disabilities Act of 1990 and Section 504 of the Vocational Rehabilitation Act of 1973, students requesting an exception to this policy should contact ACCESS (Accommodations at Collin County for Equal Support Services).
    • If membership requirements listed in the governing documents for academic organizations exceed the basic requirements listed above, the organization will follow the requirements detailed in their governing documents, unless they violate Collin policies and procedures.
  • Obtain written or email division/department approval if the organization directly relates to an academic program or class. (This documentation must be uploaded during your online application.)
  • Complete the Register New Organization Application on OrgSync. (Upload all organization materials in this form.)
  • Once your organization is approved, you must schedule a “New Student Organization Orientation Meeting” with Student Life within 2 weeks of your approval date. At least three (3) officers and one (1) Advisor must be in attendance. Your organization may not begin its functions until after the orientation meeting.
  • At least three (3) officers and all Advisors must complete the online student organization Officer and Advisor Training within one (1) month of the registration deadline.
  • Complete the mandatory Risk Management Training during an organization meeting within one (1) month of the registration deadline.

*Any exceptions to these guidelines must be approved by Student Life, and the Dean of Student Development.


Confirmation of Student Organization Recognition

Once approved, the requester will receive notification via OrgSync. New student organizations that do not complete the registration process prior to the established deadlines will not be considered for recognition. Organizations that fail to register by the deadline will have an opportunity to establish their organization during the next registration period.

Selecting a Faculty or Staff Advisor

  • Organizations must have a full-time Collin faculty or staff member serve as the primary advisor. Part-time faculty or staff may petition the Dean of Student Development to become an approved primary advisor.
  • Seek out an advisor who supports the purpose and goals of the group. If the group has difficulty finding an advisor, they should contact Student Life for suggestions.
  • Organizations are encouraged to have a secondary advisor. Secondary advisor(s) may be full-time or part-time faculty or staff.
  • The primary advisor’s supervisor must approve their organization involvement annually.
  • Organizations must notify advisor(s) of all meetings and organization functions.
  • Organizations must consult with their advisor(s) before any program/event is undertaken or before making any change to their governing documents.
  • Advisor(s) must have knowledge of and approve all organizational expenditures.
  • Advisor(s) must have knowledge of and approve all organizational activities.
  • Advisor(s) are obligated to give counsel and to advise the organization concerning college policies, procedures, and conduct.

Establishing Affiliation with an External Organization

tudent organizations wishing to establish an affiliation with an external local, state, regional, national, or international organization must complete an online intent form  which will request information that will be used by Student Life when considering the affiliation approval. The approval timeline may vary, depending considerations of the external organization and the nature and scope of the desired affiliation. Click here to access the Student Organization External Affiliation Intent Form

Each organization with an affiliation must provide a letter from the external organization stating that the Collin College student organization has permission to use the external organization's name and logo.

Once the affiliation is approved by both Collin College Student Life and the organization, the relationship to the affiliate must be outlined in the student organization's constitution and bylaws. Upon approval, Student Life will write an approved letter to send to the affiliate.

Student Life will consider the following upon approving an affiliation:

  • History of the external organization
  • External organization's charter mandates and requirements
  • External organization governing structure
  • Amount and method of fee collection
  • Benefit of such affiliation to the student organization and larger academic community

Reactivating an Organization

Student Organizations that have been dissolved for at least one (1) semester must follow the new organization registration process to become recognized. If Agency Account funds still exist form the dissolved organization, the new organization must accept the original constitution as-is for at least one (1) semester prior to gaining access to the original funds. Changes to the constitution may be voted on after one (1) semester of recognition.