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Graduate Student Organizations

Starting an Organization

STEP-BY-STEP GUIDE TO STARTING A NEW ORGANIZATION

Interested in starting a new graduate student organization? This section will provide you with a step-by-step guide to developing a new organization for our campus community. 

Step One: Submit an Initial Proposal 

Students interested in forming a new student organization will submit a proposal. You should be prepared with the following information: 

  • Potential Graduate Student Organization Name  
  • Contact information for new organization's president, vice president, treasurer and advisor (Xavier faculty/staff member) including email addresses and Banner ID numbers for students. All Executive Board members must be enrolled graduate students. 
  • A total of 8 interested students in order to start the organization (which can include the three student officers above) 
  • Purpose of the group (mission statement) and a statement on how the group's mission supports the Jesuit mission of Xavier University 
  • Statement indicating how this group would be unique and/or different from other, similar, existing organizations or opportunities on campus (this statement should clearly demonstrate what needs this new organization would meet that are not currently being met by existing organizations, programs or university services) 
  • General membership description and/or criteria for membership as well as steps needed to join the organization 
  • If the organization is affiliated with a national organization, there must be proof provided that the national organization is permitting a local affiliated colony or chapter to form at Xavier 
  • Signed Advisor Agreement Form 

After an initial review, the Office of the Graduate School will forward the proposal along with any comments or suggestions to the GSA Executive Board for discussion. 

Step Two: Respond to Follow Up Questions 

The Student Organizations Committee will then communicate with the organization any additional questions or concerns related to the organization’s proposal. If the potential new graduate student organization fits with the university mission and provides a substantially different level of programming or opportunities to the student body, the committee will begin working with the organization to craft a Constitution or By-Laws to govern the organization.  

If the committee does not endorse the potential student organization, it will contact the group with an explanation as to why it does not meet GSA’s requirements. The committee may recommend a similar organization to work with or give tips on redeveloping the proposal for the potential organization to better meet GSA’s requirements. The potential organization may request to meet with the committee to receive further explanation and details about why the group does not meet the requirements. 

Step Three: Write By-Laws for the Graduate Student Organization 

If approved, the potential new club will begin writing by-laws for the organization. Groups are encouraged to not begin working on this document until the GSA has approved the group. Here is a template for By-Laws for student organizations. 

By-Laws should be submitted to the co-chairs of the Graduate Student Organizations Committee.  

By-Laws should include the following components: 

  • Official name of the proposed graduate student organization 
  • Date of document creation and any revision dates for the document 
  • Mission Statement 
  • Explanation of Membership Requirements as well as expectations for members. Only student members of the Xavier University community are eligible to participate. Officers must be currently enrolled XU students. There must be a minimum of 8 members at any given time to maintain status. 
  • Officer roles and associated duties/responsibilities 
  • Decision-making or voting procedures for the group 
  • Meetings (including types of meetings [committees, Exec board], frequency of meetings, who runs the meetings and requirements for attending the meetings) 
  • Finances (how funds are collected, maintained and disbursed) 
  • Amendments (process to amend or change the By-Laws for the group) 
  • Faculty/Staff Advisor (process for selecting or replacing, expectations for relationship between club and advisor) 

Questions related to developing your By-Laws can be directed to the Office of the Graduate School. 

Step Four: Receive Recognition from Graduate Student Association 

Once the graduate student organization has successfully completed their by-laws and submitted them to the GSA, they will be approved by the GSA to a graduate student organization. The proposal and additional documentation will be submitted to the Associate Provost and Dean of the Graduate School for final approval. 

Once approved, the student organization is eligible for the following: 

  • Eligible to reserve space on campus (for meetings, events, recruitment activities, interest meetings) 
  • Eligible to hold outdoor events and reserve outdoor space 
  • Ability to submit events to the campus digital signage 
  • Ability to submit events to the University Calendar 
  • Access to resource staff for graduate student organization assistance, advising, and resourcing 
  • Access to an EngageXU Portal 
  • Inclusion in the Official List of Clubs & Organizations directory, as registered in EngageXU 
  • Access to a Xavier Email Account for the organization 
  • Access to a University-assigned Fund  
  • Requesting an annual allocation from the Graduate Student Association 
  • Requesting storage space in the Graduate Student Organization Storage Room 
  • Mailbox in the Office of the Graduate School 
  • Fundraising or any raising of funds and financial expenditures