Student Organization Manual

Dave Eng
(315) 859-4516
(315) 859-4196 (fax)

Registration Process for New Student Organizations

New organizations may initiate the recognition process at any time during the academic year. However, once a new organization is recognized, there is a 10 week (70 day) probationary funding period in which the organization cannot apply for Student Assembly funding. The 10 week (70 day) period does not include the Summer Recess, Thanksgiving Break, Winter Break, or Spring Break. 
 

For Student Organization Registration

  1. Log onto the Student Activities Office website.
     
  2. Once you enter your username and password, you will see an option to "Add an Organization." Select this option.
     
  3. The next screen will then present two options, "Student Organization" and "Mass Email Access Only." Read through the descriptions and choose the option that best meets your organization's needs.
     
  4. Select "Student Organizations," enter in the "Organization Name" and "Organization Contact," then click "Submit."
    • Do not put "Hamilton College" in the name of your organization.  It is assumed and makes the database more confusing.
    • It will ask you to enter an email address WITHOUT @hamilton.edu.  If you include the @hamilton.edu you will get an error message.
       
  5. Scroll to the bottom of the screen and you will see four categories (Leadership, Constitution, Roster and Organization Info).
     
  6. Click on Leadership. Enter in the email address (without the @hamilton.edu) of each member of your organization's leadership. 
    • You should have at least two people listed.
    • The people listed as Organizational Contact and Financial Contact will be the only organization members who have access to this online system. 
    • When the information is complete, click "Submit." 
    • This will take you back to the previous page and you will see that next to Leadership, it now says "Completed."
       
  7. Click on Constitution. Here you will have to upload your organization's constitution. 
    • On the right hand side of the screen, you can find the "Constitution Template." This document should be used as a guide for developing your own constitution. 
    • Once you add your constitution, click on "Submit."
       
  8. Click on Roster. Enter in the email addresses of your organization's members.
    • Keep this roster up to date throughout the semester by adding new members who join and removing individuals who are no longer in the organization.
       
  9. Click on Organization Info. Enter in all the appropriate information.
    • It is under this heading where you can request an email address for your organization and designate the two members of your organization who will be approved to send out campus-wide emails. 
    • The Contact Information and Club Description that you enter on this page will be uploaded to the Student Activities webpage. This information can be seen by current and prospective students, as well as anyone exploring the Hamilton website. 
    • In this section you will also have the ability to upload an organization photo and, if you have one, link to your organization's website.
    • After all the information is completed, click "Submit."
       
  10. When you have completed all four categories, a button will appear at the top of the page allowing you to "Submit for Approval."
     
  11. After you "Submit for Approval," an automated email will be sent to the Assistant Director of Student Activities. 
    • The Assistant Director will then review the information and either Approve or Deny the request. 
    • If the request is denied, an explanation will be sent to the student organization. This decision may take up to TWO (2) business days.