York University Student Organization Recognition Guidelines
1. The University does not recognize all organizations who seek recognition. Recognition is granted only, if in the opinion of the Centre for Student Community & Leadership Development (SCLD), the organization meets the appropriate criteria and agrees to abide by Presidential Regulation 4, Presidential Regulation 5 and all other University policies and procedures.
2. SCLD may seek advice from campus partners and other organizations prior to making its decision to recognize a club.
3. All Religious/Faith-based organizations wishing to book space in the Scott Religious Centre must be reviewed by the Inter-Faith Council (IFC) of York University to ensure compliance with the requirements of the IFC and an understanding and willingness to comply with the Terms of Reference of the IFC. Religious/faith-based organizations are never considered on the basis of principles of faith or beliefs but rather willingness to comply with the Three Pillars of Tolerance.
4. All Sports organizations will go through an additional review procedure to determine the potential liability in the activities that the group participates in. This may involve a mandatory meeting with Athletics & Recreation to determine the necessary precautions that need to take place in order for the organization to be recognized.
5. All clubs and organizations seeking recognition must:
I. Successfully submit a completed Club Application which includes the following components:
i. The names, student numbers, and emails of 15 currently registered York University students who are members of the group. (Exception to this rule is clubs tied to academic programs at York where the will be no minimum requirement for membership). Executives and 80% of the clubs’ members must be currently registered York University students.
ii. Renewing clubs must provide a copy of the election meeting minutes that ratified the new executive team.
iii. The organization’s contact information.
iv. The personal contact information for both signing officers (both must be current York University students).
v. Information on any Departmental/College/Faculty affiliations, including any non-York staff members the organization has.
vi. An agreement by the signing officers to abide by the “Statement on Rights and Responsibilities”. The group must also consent to indemnify and hold the University harmless for any damages and legal costs resulting from its activities.
vii. The group’s written constitution including any incorporation papers.
II. Attend a mandatory Clubs 101 orientation session offered during the current registration period. Note: Organizations are expected to report any changes of signing officers, non-York staff members, phone number, email and mailing address within 5 business days. Where application information is inadequate, the organization will be asked to provide more details.
6. SCLD may from time to time contact and meet with student clubs for reasons including but not limited to: complaints against the organization and/or its members, concerns over the group’s activities, and policy violations. In the event the club does not communicate or meet with SCLD as requested, SCLD reserves the right to suspend the group’s status as a recognized student club until necessary steps are taken to rectify the situation.
7. Club recognition expires on May 30 and all student clubs are required to renew their status by following the above procedure for registration. In the event a club fails to register themselves by the deadline, all resources associated with the club including email, website, and bank account will be considered inactive.
8. Club registration will run from the beginning of May until the end of September as well as for a short period in the beginning of January.
9. No student may be the signing officer for 2 or more clubs simultaneously. This individual may be the President or hold multiple executive positions for more than one organization however, in order to avoid a conflict of interest; a signing officer for one club may not be the same for another.
10. Student Clubs may not use the title York University, or York in the beginning of their official name. Titles such as York University Chess Club, or York Badminton Association are not permissible as it refers to the organization being an official entity of the university which it is not. A club may choose to refer to themselves using one of the aforementioned titles however its officially recognized name will be one without the institution’s name preceding it. The exceptions to this rule are organizations that have been grandfathered into this rule whose name existed before the policy was enacted.
11. Student Clubs may not deny membership to anyone based on any of the grounds protected under the Ontario Human Rights Code.