Process of Registration
Process of Registration
All student organizations are required to be registered with CSE and follow the process and requirements outlined below. However, there are unique requirements that may be specific to the type of organization you are registering:
- Recognition and registration of Sororities and Fraternities is managed by Sorority and Fraternity Life (SFL) within CSE. Please contact the SFL team to learn more about the recognition and registration process.
- Recognition and registration of departmentally sponsored student organizations are managed in partnership between CSE and sponsoring departments. Please contact CSE at activities@luc.edu to learn more about the requirements.
- If you are interested in registering for a Club Sports, please contact Campus Recreation for more information, including policies and procedures regarding registration and recognition. Club Sports are managed directly through Campus Recreation. CSE does not oversee or review applications for Club Sports.
Prior to registration, we ask you to browse the existing 180+ student organizations on LUCommunity. To safeguard limited resources and encourage collaborations, CSE will not approve student organizations we consider duplicative to a current organization or similar to LUC departmental initiatives.
To begin the process of becoming a student organization, a student will need to submit an Organization Registration Form under the groups tab on LUCommunity.
Organizations will need to have the following, and more, when submitting their organization registration:
- Name of Organization
- Please note that the title of student organization must be less than 30 characters.
- If you wish to include LUC in your title, please put it at the end of the title.
- Organization Email Address
- CSE does not provide an email address for student organization. Please be prepared to share an email for your organization that multiple e-board members have access to.
- If your application is approved, please check this email frequently. Logins for space reservation will be shared to this email from Campus Reservations (campus-reservations@luc.edu), and it will be one of the main communication channels between CSE, campus partners, and your organization.
- Organization Logo
- Organization Mission Statement
- As you develop your mission statement, please reflect on how it aligns with Loyola’s Jesuit values.
- Roster
- Student organizations must always have at least ten (10) members and an advisor. These members include: three (3) core e-board positions, seven (7) general members, and one (1) full-time LUC faculty/staff advisor.
- CSE require student organizations to have a president, treasurer, and another e-board leader of your choice. Organization can determine the third e-board position based on the need of the organization and community. Common positions include event coordinator, communication outreach, etc.
- Students are able to expand on the e-board positions depending on the needs of the organization.
- Leadership positions within a student organization should be taken by currently enrolled LUC undergraduate students, unless the organization is created for graduate students AND sponsored by a graduate program.
- Membership is required to be open to all LUC students.
- All e-board members must be in good standing with the University. Conduct checks will be conducted for student organization leaders when the organization is approved.
- Student organizations must always have at least ten (10) members and an advisor. These members include: three (3) core e-board positions, seven (7) general members, and one (1) full-time LUC faculty/staff advisor.
- Constitution
- Student organizations are required to submit a constitution built from provided template here.
- Please review all the sections and bylaws outlined on the template. Remove guiding questions as you work on your constitution.
- A constitution is a governing document that CSE will hold you accountable with. This is also a document for students to learn more about the operations and organizational structure. In a sense, they are reviewing what makes this an organization, as opposed to a group of students with shared interests. As you work on the constitution, be transparent, concise, and mindful of reader’s experience.
- Organizational Information Questionnaire
- The online application requires you to answer reflective questions about organization. Please be descriptive and thorough.
- Here are some of the questions so you can begin to prepare your responses:
- In 3-5 sentences, please describe your organization's mission and objective.
- In 3-5 sentences, please describe how does your mission aligns with the mission of Loyola University Chicago here.
- Are there presently any organizations like the organization you are proposing? If so, please provide their name(s) and explain what makes your organization different from the current organizations?
- In 3-5 sentences, please outline how your organization's executive leadership will be structured.
- In 3-5 sentences, please describe your organization's recruitment strategy to gain new members.
- In 3-5 sentences, please describe what programs and activities this proposed organization will create for the Loyola community.
- In 3-5 sentences, please describe how does your organization plans to transition from one year to the next? How would your exiting e-board plan to train the incoming e-board?
- Policy Review
- Please refer to the Student Organization Handbook for the privileges, expectations, and requirements of a Student Organization.
Affiliation Guidelines
- Student organizations may have an external affiliation only with a non-profit organization
- Mission of the non-profit organization must align with LUC mission and Jesuit values
- External affiliates cannot interfere with student organization leadership or operations
As you work on your application, please be mindful of the following:
- Student organizations must be controlled and managed by undergraduate students enrolled in at least six credit hours. Alumni can provide input and suggestions, but the current student leaders have the autonomy to lead with their vision, given it aligns with LUC policies.
- Membership must be open to all Loyola University Chicago students. Please reflect on the language you use in your marketing, and how you advertise your organization to new members.
- Student organizations may have affiliation with an external organization, only if they are a non-profit group.
- Student organizations are expected to follow only the policies and procedures of LUC.
- Students should not be handling or reviewing sensitive materials from other students, including their GPA, conduct record, and vaccination status.
- Maintain an active LUCommunity account.
- Create, maintain, and abide by a constitution created from the required template.
- Abide by Federal, State, City, and University laws and policies.
- Abide by financial, risk management, and all other regulations specified in this Student Organization Handbook.
- Abide by the Community Standards and all other University policies.
- Annually re-register organization on LUCommunity and comply with the Advisor Agreement requirement.
CSE may request a review panel after reviewing the submitted application. This meeting will give the review panel an opportunity to ask questions about the proposed organization, and for the applicants to ask questions of the panel.
All registration will go through the approval process within LUCommunity and on the condition of training completion. CSE will provide the training, and instruction will be shared via email to student organizations. Please frequently monitor the organization's email inbox for additional instructions and information.
If the application is denied, the application submitter will receive an email with reasoning. Below is a list of potential reasons for denial, however, please note this is not an exhaustive list:
- Duplicative organization
- A group may not duplicate the purpose and/or activities of an existing student organization. This provision safeguards limited resources and encourages students to work cooperatively when their interests and intentions are similar
- There are similar LUC departmental initiatives in the organization's mission and/or programming, at the discretion of CSE and campus partners
- Loyola University Chicago mission misalignment
- Organization is linked with a for-profit business or organization
- Incorrect constitution
- The leadership transition plan and/or proposed events are unsustainable for the organization's longevity
- There are additional needs tied to the organization's operation that Loyola University Chicago is unable to provide, at the discretion of CSE and the Division of Student Development
Instructions about the appeal process will be included in the decision email.
Process of Registration
All student organizations are required to be registered with CSE and follow the process and requirements outlined below. However, there are unique requirements that may be specific to the type of organization you are registering:
- Recognition and registration of Sororities and Fraternities is managed by Sorority and Fraternity Life (SFL) within CSE. Please contact the SFL team to learn more about the recognition and registration process.
- Recognition and registration of departmentally sponsored student organizations are managed in partnership between CSE and sponsoring departments. Please contact CSE at activities@luc.edu to learn more about the requirements.
- If you are interested in registering for a Club Sports, please contact Campus Recreation for more information, including policies and procedures regarding registration and recognition. Club Sports are managed directly through Campus Recreation. CSE does not oversee or review applications for Club Sports.
Prior to registration, we ask you to browse the existing 180+ student organizations on LUCommunity. To safeguard limited resources and encourage collaborations, CSE will not approve student organizations we consider duplicative to a current organization or similar to LUC departmental initiatives.
To begin the process of becoming a student organization, a student will need to submit an Organization Registration Form under the groups tab on LUCommunity.
Organizations will need to have the following, and more, when submitting their organization registration:
- Name of Organization
- Please note that the title of student organization must be less than 30 characters.
- If you wish to include LUC in your title, please put it at the end of the title.
- Organization Email Address
- CSE does not provide an email address for student organization. Please be prepared to share an email for your organization that multiple e-board members have access to.
- If your application is approved, please check this email frequently. Logins for space reservation will be shared to this email from Campus Reservations (campus-reservations@luc.edu), and it will be one of the main communication channels between CSE, campus partners, and your organization.
- Organization Logo
- Organization Mission Statement
- As you develop your mission statement, please reflect on how it aligns with Loyola’s Jesuit values.
- Roster
- Student organizations must always have at least ten (10) members and an advisor. These members include: three (3) core e-board positions, seven (7) general members, and one (1) full-time LUC faculty/staff advisor.
- CSE require student organizations to have a president, treasurer, and another e-board leader of your choice. Organization can determine the third e-board position based on the need of the organization and community. Common positions include event coordinator, communication outreach, etc.
- Students are able to expand on the e-board positions depending on the needs of the organization.
- Leadership positions within a student organization should be taken by currently enrolled LUC undergraduate students, unless the organization is created for graduate students AND sponsored by a graduate program.
- Membership is required to be open to all LUC students.
- All e-board members must be in good standing with the University. Conduct checks will be conducted for student organization leaders when the organization is approved.
- Student organizations must always have at least ten (10) members and an advisor. These members include: three (3) core e-board positions, seven (7) general members, and one (1) full-time LUC faculty/staff advisor.
- Constitution
- Student organizations are required to submit a constitution built from provided template here.
- Please review all the sections and bylaws outlined on the template. Remove guiding questions as you work on your constitution.
- A constitution is a governing document that CSE will hold you accountable with. This is also a document for students to learn more about the operations and organizational structure. In a sense, they are reviewing what makes this an organization, as opposed to a group of students with shared interests. As you work on the constitution, be transparent, concise, and mindful of reader’s experience.
- Organizational Information Questionnaire
- The online application requires you to answer reflective questions about organization. Please be descriptive and thorough.
- Here are some of the questions so you can begin to prepare your responses:
- In 3-5 sentences, please describe your organization's mission and objective.
- In 3-5 sentences, please describe how does your mission aligns with the mission of Loyola University Chicago here.
- Are there presently any organizations like the organization you are proposing? If so, please provide their name(s) and explain what makes your organization different from the current organizations?
- In 3-5 sentences, please outline how your organization's executive leadership will be structured.
- In 3-5 sentences, please describe your organization's recruitment strategy to gain new members.
- In 3-5 sentences, please describe what programs and activities this proposed organization will create for the Loyola community.
- In 3-5 sentences, please describe how does your organization plans to transition from one year to the next? How would your exiting e-board plan to train the incoming e-board?
- Policy Review
- Please refer to the Student Organization Handbook for the privileges, expectations, and requirements of a Student Organization.
Affiliation Guidelines
- Student organizations may have an external affiliation only with a non-profit organization
- Mission of the non-profit organization must align with LUC mission and Jesuit values
- External affiliates cannot interfere with student organization leadership or operations
As you work on your application, please be mindful of the following:
- Student organizations must be controlled and managed by undergraduate students enrolled in at least six credit hours. Alumni can provide input and suggestions, but the current student leaders have the autonomy to lead with their vision, given it aligns with LUC policies.
- Membership must be open to all Loyola University Chicago students. Please reflect on the language you use in your marketing, and how you advertise your organization to new members.
- Student organizations may have affiliation with an external organization, only if they are a non-profit group.
- Student organizations are expected to follow only the policies and procedures of LUC.
- Students should not be handling or reviewing sensitive materials from other students, including their GPA, conduct record, and vaccination status.
- Maintain an active LUCommunity account.
- Create, maintain, and abide by a constitution created from the required template.
- Abide by Federal, State, City, and University laws and policies.
- Abide by financial, risk management, and all other regulations specified in this Student Organization Handbook.
- Abide by the Community Standards and all other University policies.
- Annually re-register organization on LUCommunity and comply with the Advisor Agreement requirement.
CSE may request a review panel after reviewing the submitted application. This meeting will give the review panel an opportunity to ask questions about the proposed organization, and for the applicants to ask questions of the panel.
All registration will go through the approval process within LUCommunity and on the condition of training completion. CSE will provide the training, and instruction will be shared via email to student organizations. Please frequently monitor the organization's email inbox for additional instructions and information.
If the application is denied, the application submitter will receive an email with reasoning. Below is a list of potential reasons for denial, however, please note this is not an exhaustive list:
- Duplicative organization
- A group may not duplicate the purpose and/or activities of an existing student organization. This provision safeguards limited resources and encourages students to work cooperatively when their interests and intentions are similar
- There are similar LUC departmental initiatives in the organization's mission and/or programming, at the discretion of CSE and campus partners
- Loyola University Chicago mission misalignment
- Organization is linked with a for-profit business or organization
- Incorrect constitution
- The leadership transition plan and/or proposed events are unsustainable for the organization's longevity
- There are additional needs tied to the organization's operation that Loyola University Chicago is unable to provide, at the discretion of CSE and the Division of Student Development
Instructions about the appeal process will be included in the decision email.