Chartering Process

Definitions and responsibilities of a chartered organization:

  1. Organizations must be comprised of at least ten Hamline University students; organizations may be expected to produce a list in writing of at least ten members at any time.
  2. Organizations must comply with Hamline University and Student Congress policies and procedures.
  3. Organizations must provide activities and/or services for the entire campus; these activities must be open and accessible to the entire student body or a reasonable part of it; Student Congress chartered organizations who are receiving allocations for the upcoming year must plan, budget for, and schedule at least one all-campus event and must attend Student Organization Committee caucus and/or committee meetings are required by HUSC.
  4. Organizations must have a specific purpose; an organization must have a clear and logical reason for gathering.
  5. Each Student Congress chartered organization shall send a representative to every official Student Organization Committee semester caucus meeting; he/she should be prepared to report on the organizational activities and current financial status.
  6. Organizations must have an advisor, on or off campus, to assist the organization as they see fit.
  7. Failure to comply with any of the above, at the discretion of the Political Affairs Committee, will result in the freezing of the organization’s spending or placement on a Probationary Charter.

Charter status: An organization with a Probationary Charter will be ineligible to apply for funding through the Contingency Fund or the Challenge Grant with the exception of groups that are on PC because they are newly chartered organizations (that would be you). If the organization which has gone through the Probationary Charter period and has their charter favorably reviewed by PAC, they are elevated to Full Regular Charter status. However, all organizations are subject to review at random periods by PAC and may be placed on a Probationary Charter or may have funding temporarily frozen if found in remiss of the Student Congress Constitution, bylaws, and/or the organization’s charter.

The chartering process: To become a chartered organization, each group must submit to PAC a charter containing the following:

  1. A statement of purpose and organizational definition.
  2. A description of its membership including a non-discriminatory clause which meets the requirements of the Student Congress Diversity Policy.
  3. A description of its executive board including roles and responsibilities for each executive board member.
  4. Provisions for the selection of officers (including a Student Congress representative) and for the filling of. vacancies should they occur during the year for whatever reason; selection of officers for the following academic year shall be completed before the end of April; a list of the next year’s officers and a contact person shall be submitted to the new SOC Chair before the beginning of finals week in the spring.

PAC will review the application for charter within two weeks after receiving it; PAC will then determine the feasibility of the organization and its intentions and make its recommendations to Student Congress; copies of the charter will be made available to all Student Congress members and the proposed charter shall be discussed by the Congress within a reasonable period of time (no longer than three weeks after approval from PAC); approval of the charter shall require a 2/3 majority of the Student Congress Council

Budget proposals: Each organization that wishes to have funds for the following year is required to submit a detailed itemized budgetary proposal to EAC: Failure by any organization to submit a budget within the specified time limit, or any organization submitting a budget that is inadequate, must be warned that their funding will be in jeopardy

Steps between different charter status: Probationary Charter to Full Regular Charter: to go from being on PC to FRC, the org must…

  1. Meet all the requirements within the Student Congress Constitution, bylaws, and the organization’s own charter.
  2. SOC will review the Probationary Charter within a reasonable limit of time not to exceed the end of the semester following the one in which the Probationary Charter was issued or at the request of the executive board of the organization in question; if SOC determines that the conditions for reinstatement have been met, FRC will be issued, if conditions have not been met, SOC may either extend the duration of the PC or revoke the charter completely.

If you have any questions please contact the Student Organization Chair.