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Manage Your Organization

How to Charter Your Existing Organization

Existing student organizations are required to renew their charters each academic year; all charters expire on June 30 regardless of the date the organization received recognition. The following steps must be completed for Charter Renewals:

  1. Log on to CoyoteConnection (https://csusb.campuslabs.com/engage/) with your MyCoyote Information.
  2. Have the President, Vice President, & Treasurer complete the Executive Officer Agreement Form located on the Office of Student Engagement CoyoteConnection Page.
  3. Have Additional Members #4 & #5 complete the Additional Member Agreement Form located on the Office of Student Engagement CoyoteConnection Page.
  4. Have the Primary Advisor complete the Advisor Agreement Form located on the Office of Student Engagement CoyoteConnection Page.
  5. The Complete Registration Form requires to insert an organization profile picture, your constitution, your entire organization roster, contact information for President, Vice President, & Treasurer as well as Member #4 & #5, sign up for an in-person orientation date, and On-Campus Banking Information.
  6. Sign and return your new Trust Fund Fact sheet with your new officers for the new academic year.
  7. Once both the Complete Registration and Trust Fund Fact sheet are complete, you will be given a provisional charter until the President, Vice President, & Treasurer attend the in-person Orientation Session as well as two online trainings are complete.
  8. Attend an In-Person Orientation Session.
  9. Complete Student Leader Online Training & Alcohol Edu Training.
  10. Organization is officially chartered!

How to Charter a New Organization

  1. In order to charter a club or organization, you will need five members, three of which are financially responsible - President, Vice President, and Treasurer. In addition, you will need their names, My Coyote ID numbers, mailing addresses, contact email and phone numbers. For the two additional members, you will need their names and My Coyote ID numbers. You will also need an on-campus advisor; provide their name, on-campus mailing address, email address and on-campus phone number.
  2. You will need to submit a copy of your organization’s constitution, and a current roster of your all members. Please include their names, My Coyote ID numbers, and academic year (freshman, sophomore, junior, senior, graduate). A sample constitution is located on the OSE website at csusb.edu/student-engagement.
  3. Log on to CoyoteConnection (https://csusb.campuslabs.com/engage/) with your MyCoyote Information.
  4. Complete the Pre-Registration Form by clicking the “Organizations” tab and finding your own organization. Press the blue “Register a New Organization” button.
  5. Have the President, Vice President, & Treasurer complete the Executive Officer Agreement Form located on the Office of Student Engagement CoyoteConnection Page.
  6. Have Additional Members #4 & #5 complete the Additional Member Agreement Form located on the Office of Student Engagement CoyoteConnection Page.
  7. Set up a consultation with Jane Rodriguez, Student Engagement Coordinator for Clubs & Orgs, and Crystal Henderson, to set up your Trust Fund Fact Sheet for your new organization.
  8. Once the Pre-Registration is approved, complete the Complete Registration Form.
  9. The Complete Registration Form requires to insert an organization profile picture, your constitution, your entire organization roster, contact information for President, Vice President, & Treasurer as well as Member #4 & #5, sign up for an in-person orientation date, and On-Campus Banking Information.
  10. Once both the Complete Registration and Trust Fund Fact sheet are complete, you will be given a provisional charter until the President, Vice President, & Treasurer attend the in-person Orientation Session as well as two online trainings are complete.
  11. Attend an In-Person Orientation Session.
  12. Complete Student Leader Online Training & Alcohol Edu Training.
  13. Organization is officially chartered!


 
 

Event Resources

All student organizations are required to schedule events utilizing the proper form. In order for space request to be approved, Student Organization requests must be signed by a financially responsible officer, advisor, and OSE (in that order). Sponsored Student Organizations (SSO) do not require OSE’s signature; the advisor and department chair signature is required.

The campus has adopted a de-centralized method of scheduling. All areas are reserved on a “first-come, first-served” basis after instructional priorities have been met. Applications to use campus facilities may be obtained at Special Event and Guest Services or the Student Union Scheduling Office. Student Organizations MAY NOT use online space reservation forms for either scheduling entities.

No student organization or person may reserve space on behalf of another organization, on-campus department, off-campus entity, or person. Organizations may not sell, sublease, or transfer reservations to another individual or organization. The organization reserving the space must be the primary organizer and utilizer of the space requested for the event.

For all Student Organization Special Events, a meeting with OSE is required to go over the event plan, including event details, marketing, advertising and risk assessment. Sponsored Student Organizations must list the department as a co-sponsor, but do not need to meet with OSE.

CSUSB is committed to providing a healthy learning environment that facilitates the highest level of academic achievement and fosters the full development of all its students. The campus community strives to support and promote safety and legal standards and practices regarding the use of alcohol and drugs. In accordance with this mission, OSE will not approve events and/or fundraisers where “drinking games” will be promoted. Examples include beer pong, quarters tournaments, chugging contest, etc.

The following list contains some of the most frequently requested facilities and their contacts:

Student Union Facilities SMSU Scheduling 909-537-5962
Obershaw/Upper Commons SEGS 909-537-5236
Lower Commons, Classrooms, Fields, etc. SEGS 909-537-5236
Department Conference Rooms Departments

All reservations must be completed in advance in order to secure space. Organization meetings must be scheduled at least three (3) business days prior to the meeting date. General events must be scheduled at least ten (10) business days prior to the event date. Special events must be scheduled at least four (4) weeks prior to the event date.