Starting A New Organization

Student organizations have a huge influence on campus culture and the college experience. At Gardner-Webb University, we strive to have the best student organizations possible. If you have an idea for a club or organization, we want to know about it.

The directions that follow outline the process for starting a new student organization including applying for official status, charter application, and directions for creating a constitution. Please contact the Assistant Director of Student Engagement with any questions regarding starting a new student organization.

Follow these steps in the order:

1. Email [email protected] to make an appointment to discuss your idea with the Assistant Director of Student Engagement (ADSE).
2. Discuss the idea with your proposed advisor for the organization, and confirm their support before proceeding. Advisors must be a full-time faculty/staff or current adjunct professor.
   Tips on how to find an advisor:
   1. Think of a faculty/staff member with whom you have a good relationship with.
   2. Think of a department that aligns with your mission. For example, a hypothetical Tai-Chi club could look into the Physical Education Department Faculty/Staff.
   3. If you cannot find an advisor see ADSE for additional help.
3. Build awareness and assess campus interest for your idea by determining whether traditional undergraduates would be interested in being a part of this organization. You can do this by setting up a table outside the cafeteria or in Tucker Student Center*, holding an interest meeting*, or just sharing your idea with other students. The point is to build a “tribe” around your idea to help make a case for its validity on our campus. Is this something students want? How would our campus benefit from its existence? Who specifically will be involved?
   *Contact ADSE to reserve a space for interest table set up, interest meeting, etc.
   Note: Chartering clubs and organizations may not create any social media pages until final approval has been granted by the Dean of Students.
4. Complete the charter application that follows this list.
5. Create an initial draft of your organization’s constitution. The organization must keep a current constitution/by-law on file with the ADSE to maintain active status and eligibility to request funds.
6. Email a letter of intent/purpose, charter application, proposed constitution, and list of at least ten specific students who will be involved to the ADSE at [email protected]. Please cc your proposed faculty/staff/current adjunct professor advisor in the email.
7. Following the initial review, the ADSE may contact the leadership of the proposed student organization to provide suggestions designed to facilitate compliance with the criteria set forth in this Handbook before attempting to seek approval.
8. When the proposed student organization indicates it is ready to seek approval from the Inter-Club Council, a member of the ADSE staff will notify the appropriate member of the ICC so that the matter may be taken up at the next regularly scheduled meeting of the ICC.

Club Charter Application

Please provide the following information:

1. What is the proposed name of the organization?
2. Describe the purpose/mission of the proposed organization.
3. Why should this organization exist, and whom does it serve? What makes it unique and beneficial?
4. Are there any similar organizations already in existence on or off-campus? If yes, how would this organization differ?
5. Will there be any prerequisites to joining this organization such as dues, declared major, GPA requirements, etc.? If yes, please list them.
6. Where and how often do you plan to meet with your club?
7. What faculty/staff member has agreed to be your organization’s advisor?
8. Which students have agreed to be the club officers? Ex. President, VP, Secretary, Treasurer, etc.
9. Will this organization be a campus chapter for a regional or national organization? If yes, list the name of the organization.
10. Please provide a copy of your proposed constitution. (See the Clubs and Organizations Handbook section titled “Organization Constitution” for help with this.)