New Organization Onboarding Process

Filling out an Online Application

New organizations are required to fill out a new organization registration application. Applications for the Spring 2017 semester have now closed and will reopen in Fall 2017. 

Within 10 days of the registration deadline, you will receive an email with further instructions on your next steps.  

Onboarding Year Overview

Starting in Fall of 2016, new organizations spend one year “onboarding” to become an officially registered group with the YCDO. The onboarding year serves to help the new leadership establish a strong foundation for their organization’s success at Yale. As a requirement to complete their onboarding year, new organizations will confer with their Student Organizations Consultant (SOC) at least 3 times throughout the year. The SOCs will help support groups as they meet a series of benchmarks set by the YCDO.

During their onboarding year, organizations will continue to have access to all the privileges of registration, including the right to reserve rooms and apply for funding from Yale University sources.

Note: Organizations registered at Dwight Hall are excused from this process.

At the end of an organization’s onboarding year, they will be asked to present to the Committee on New Organizations, a sub-committee of the Committee on Undergraduate Organizations. The Committee will decide whether 1) the organization may become a fully recognized group OR 2) the organization must complete one additional semester of onboarding. The Committee on New Organizations will meet twice a year in November and April.

The Committee will be made up of 6 members, including:

  •  3 Administrative Staff Members, including members of the Committee on Undergraduate Organizations and at least one staff member related to the organization’s mission
  • 3 Students, including 1 Student Organization Consultant, 1 UOC Member, and 1 Floating Student, connected to the organization’s mission. 

During the organization’s 10-minute Committee presentation, the organization’s leadership should touch on and be ready to answer questions about:

  • the organization’s mission
  • its leadership structure
  • its positive impact on the Yale community
  • its stated goals throughout the year, progress in achieving those goals, and goals for the foreseeable future.
  • its event calendar during its onboarding year
  • its plan for sustaining group membership and activity in the future

During this time, the Committee will also hear from the SOC assigned to the organization on whether they believe the organization should become a fully recognized.

If an Organization is granted Full Recognition they no longer need to meet consistently with their SOC or the Student Affairs Fellow and may function as all other recognized student organizations.

If an Organization is not granted Full Recognition they may petition the Committee to grant them an extension to their Onboarding Year, for the duration of another semester. At the end of that semester, they will stand before the Committee once again.

Organization Responsibilities during the Onboarding Year:

  • Submit all YCDO requested forms and surveys, such as the official application to register a group and any check-in surveys. 
  • Meet the benchmarks assigned by the YCDO throughout the year.
  • Check in with their Student Organizations Consultant 3 times during the academic year to go over their progress on the YCDO Benchmarks. Organizations are encouraged to think about these sessions as working sessions and they will often involve creating, distributing or submitting information. Organizations should expect to have a meeting in:
    • September or February
    • November or March
    • March/April or November

Benchmarks for New Student Organizations

Benchmark

Required from Groups

Benchmark 1

September or February

  • Review Constitution (from Registration form)
    • Special focus on the leadership roles, structure, and responsibiliities. Do you need a President? Two Presidents? A business Manager? Determine what will work for your group.
  • Review Organization’s Goals and Missions, articulated during Registration
    • Create a plan for implementation during the meeting
  • Questions pertaining to the Undergraduate Regulations (Groups must read URegs prior to the first meeting with the SOC)
  • OrgSync portal review
    • Consultant will briefly introduce the OrgSync website feature
  • List of potential meeting/rehearsal space
  • List of potential funding sources applicable to the group (may be further developed during the meeting)
  • List of potential events for the year
    • Focus on building a budget and drafting a timeline for event planning

Benchmark 2

November or March

  • Reflection of First Semester Activities
    • What events did you have? What are you planning to do next semester?
    • How did your meetings go? Have they been effective? 
  • Leadership Turnover Process and Timeline
    • Have you had elections already? If not, when and how will you have elections? How will you transfer knowledge?
  • Touch bases on funding
    • Did you get all the money you needed this semester? How does your budget look?
  • Membership Conversation: What does membership mean for your group? Who is a member?
    • New Member Onboarding and Integration Plan
    • Ideas for membership recruitment at next Organizations Bazaar
  • Prioritize for the Upcoming Semester
    • What events will you be holding?
    • What funding will you need?
    • What are you worried about and/or excited for?

Benchmark 3

March/April or November

  •  Outline and Preparation for Committee on New Organizations Presentation
  • Data storage: Retaining bank documents, alumni list, constitution, event posters, archived grant applications, budgets, etc.
  • Finance check in: How is the group finishing off the year, financially? What has the group learned about their needs and wants?

Performance Groups will need to have at least one joint meeting with an Undergraduate Productions Peer Mentor and their SOC, usually the second Benchmark meeting.

Additional potential topics of inquiry, depending on the organization:

·      501c3 Incorporation

  • Why-To: Is this appropriate for you?
  • How-To
  • Tax Responsibilities

·      Banking

  • Why-To
  • How-To
  • Transferring bank information

·      Contracts and Outside Vendors

·      Corporate Solicitation

·      Large Event Management: Conference Planning

  • Reserving Spaces
  • Fundraising inside and outside of Yale
  • Logistics Management
  • Check in with Conference and Events

·      Large Event Management: Performances

  • Finding Performance Space
  • Fundraising
  • Costumes and Storage

·      Performance Groups

  • Planning and running auditions
  • Finding adequate rehearsal space
  • CAP Award Guidelines
  • Acquiring music
  • Institutional memory for choreography, scripts, and performances
  • Connecting to Undergraduate Productions

·      Travel Planning

  • Domestic vs. International
  • Choosing a travel leader
  • Travel Leader’s Responsibilities
  • Insurance and Risk Management
  • Touring

·      Working with Minors

  • Filling out paperwork
  • Policies