York University Student Organization Recognition Guidelines
1) The University does not recognize all student 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 student organization.
3) SCLD reserves the right to refuse a student organization’s request for recognition if, based on the application, it appears that the organization’s objectives duplicate the objectives/programming of another organization or university department. If denied, the organization may appeal this decision by providing a written statement as to why it believes its objectives are unique and how it plans to differentiate itself from existing organization/department programming. This appeal will be reviewed by the Manager of Student Life who will make a final determination as to whether the denial to the application remains or if the organization may proceed with the registration process.
4) SCLD reserves the right to refuse a student organization’s request for recognition if it appears the organization is acting as an agent or conduit for an external organization to gain clientele or promote their business. Exceptions can be made with regards to registered Canadian charities and external advocacy groups
5) All Religious/faith-based student organizations wishing to book space in the Scott Religious Centre must be members of the Inter-Faith Council (IFC) of York University to ensure compliance with the requirements of the IFC and a willingness to comply with the Terms of Reference of the IFC. Religious/faith-based organizations are never considered based on principles of faith or beliefs but rather willingness to comply with the Three Pillars of Tolerance and whether similar organizations currently exist at the university.
6) All Sport-related student organizations will go through an additional review procedure through the Athletics & Recreation department to determine the necessary precautions and documentation needed for the organization to be recognized.
7) All Academic student organizations must be affiliated with their academic program/major at the university. New academic organizations seeking recognition will also require approval of the specific academic department before moving forward with registration.
8) All student organizations seeking recognition must:
a) 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. Executives and 80% of the student organization’s members must be currently registered York University students. Academic student organizations that are affiliated with one of York’s academic programs/majors as well as all Graduate Departmental Associations do not require a minimum number of members but are still required to submit a membership list.
ii. Renewing student organizations must also provide a copy of the election meeting minutes that confirm ratification of the new executive team.
iii. The organization’s contact information.
iv. The personal contact information for both signing officers. Signing officers must be currently registered 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 organization must also consent to indemnify and hold the University harmless for any damages and legal costs resulting from its activities.
vii. The student organization’s most up-to-date constitution including any incorporation papers.
viii. An agreement regarding the conduct of any members that are alumni of the university
b) Complete a mandatory Clubs 101 Orientation Session offered during the current registration period.
Note: Organizations are expected to report any changes in signing officer information, non-York staff members, and constitutional updates within 5 business days. Where application
information is insufficient, the organization will be asked to provide more details.
9) SCLD may from time to time contact and meet with student organizations 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 student organization does not communicate or meet with SCLD as requested, SCLD reserves the right to suspend the organization’s status as a recognized student organization until necessary steps are taken to rectify the situation.
10) Club recognition expires on May 31 and all student organizations are required to renew their status by following the above procedure for registration. In the event an organization fails to register themselves by the deadline, all resources associated with the student organization including their YU Connect page, email, website, and bank account will be considered inactive.
11) 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.
12) No student may be the signing officer for 2 or more student organizations simultaneously. This individual may be the President or hold multiple executive positions for more than one organization however, to avoid issues such as conflicts of interest; a signing officer for one student organization may not be the same for another.
13) Student organizations may not use the title York or York University at 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. An organization 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 are organizations that have been ‘grandfathered’ into this rule whose name existed before the policy was enacted.
14) Student organizations may not deny membership to anyone based on any of the grounds protected under the Ontario Human Rights Code.
15) Any disciplinary action against a member of a student organization (e.g. impeachment, suspension, censure) related to sexual violence must go through the Centre for Sexual Violence Response, Support and Education. If disciplinary action has taken place related to sexual violence without going through the Centre, it is considered out of order and void. When a complaint is filed, the Centre will outline interim measures which typically includes a no-contact agreement. This may require the respondent from stepping away from the student organization in order to uphold the agreement. The respondent does not need to disclose to the student organization why they are withdrawing from the organization and can also appeal the restrictions. Other non-sexual violence disciplinary actions can be addressed by the student organization in accordance with their bylaws and/or constitution. Advice for this is available from SCLD.