Sonoma State University

Student Organization Recognition Process

What is Recognition?

Recognition (previously referred to as "Chartering” is the process in which a student organization becomes actively recognized by the University). As a Recognized Student Organization (RSO) your club or organization has access to the following benefits: 

  • A mailbox in the Student Involvement Office on the 2nd floor of the Student Center
  • Police Services for on-campus events with more than 100 guests
  • Banking services through Associated Students
  • Access to Grant funding through Associated Students
  • Reserving space on campus for free
  • Use of tables through the student Center Desk for promotional tabling in Seawolf Plaza
  • Participation in campus-wide student engagement events (Involvement Fairs, Big Nite, Orientation, Club Fairs, Seawolf Decision Day, etc.)


All student organizations are required to complete the Recognition Process on an annual basis in order to maintain active status and in good standing with Sonoma State University. Your organization will be contacted by Student Involvement via email when it is time for your organization to complete Recognition. Please contact the Student Involvement office at [email protected] or come visit us on the 2nd Floor of the Student Center for more information. Please utilize the step-by-step guide below to help you complete the Recognition Process. 

Step 1: Gathering Leadership and Members

GPA and Enrolled Units

  • Students in the organization, as a group, must have a minimum combined GPA of 2.0.
  • Presidents and Treasurers must individually maintain a GPA of at least 2.0 to hold their positions.
    • The Club and Programming Advisor will check grades at the beginning of each semester once individuals charter or re-charter their organization. If a president or treasurer’s GPA falls below 2.0, they must step down and a new officer will need to be elected or appointed, based on the club's constitution.
  • Student Organization Officers (Presidents and Treasurers) must be enrolled in at least:
    • 6 units (undergraduate students)
    • 3 units (graduate students)
    • during each term of office.
  • All student organizations, both new and returning, must have at least 5 members (including President and Treasurer).
  • All student organizations must have an advisor who works at Sonoma State University (SSU) and is not part of an auxiliary unit (e.g., Associated
  • Students, Sonoma State Enterprises).
  • At least 80% of the club members must be currently enrolled SSU students.
    • Exception: Sports Clubs, Fraternities, and Sororities must have 100% SSU students in membership.
    • Up to 20% of your membership may be non-SSU students.
       
women's lacrosse club
group of SSU students looking at a pamphlet

Step 2: Submit Your Club Constitution

Each club must have an updated constitution on file. This document outlines the structure, purpose, and rules for your organization.

  • Template/Guidelines: Please use the provided template to ensure your constitution meets all required standards.
    Club Constitution Template

Step 3: Update and Submit Your Club Member Roster

Every club must provide an up-to-date member roster for recognition. A minimum of 5 members is required.

  • Template:
    If your club is returning, you should already have an active member roster. If not, reach out to the previous executive officers or contact us for access.
    Club Member Roster Template
  • Important: Do not submit a PDF of your roster. You must email the URL link to the live Google Sheets document.
SSU sorority group photo
SSU students completing course

Step 4: Complete Online Canvas Training

The following individuals from your club must complete the required online training on Canvas:

  • President
  • Treasurer
  • Advisor

This training is necessary for club recognition. All three roles must complete the training before your club can be officially recognized for the 2025-2026 academic year.
 

Step 5: Trust Form

Each club must have an up-to-date trust form on file before being officially chartered. This trust form is a “contract” with AS, stating that the students who sign are the ONLY authorized signatories for club business.

  • Advisor Inclusion: Advisors may be added as signatories, but this is not mandatory.
  • New Addition: The Director of Student Involvement will automatically be a signer on all club accounts to ensure quick processing of checks, especially over the summer months.

Once you complete your online training and submit your updated constitution to your Student Involvement Advisor, the AS Business Office will send you the trust form to complete. After that, they will notify us, and we will contact you.
 

SSU fraternity tabling and playing
SSU club president and treasurer in class

Step 6: Attend In-Person Officer Training

The President and Treasurer must attend the in-person officer training session. 

  • Required Attendees:
    • President
    • Treasurer
  • Optional Attendees:
    • Executive Board Members
    • Advisor

Attendance at this training is vital to understanding club management, financial processes, and other essential topics to ensure smooth operations.
 

Fall 2025 Training Schedule:

  • General Clubs:
  • Sport/Rec Clubs: Club Presidents and Treasurers will be contacted about training
  • Fraternity & Sorority Life:

By following these steps and submitting the necessary documents, your club will be eligible for recognition for the 2025-2026 academic year. Make sure all forms are submitted on time to avoid delays in the recognition process.