Filling out an Online Application
Prior to beginning the Onboarding Process, new organizations are required to fill out a new organization registration application. In the 2018-2019 Academic Year, New Organizations will be allowed to register from:
- July 20, 2018-September 7, 2018
- December 17, 2018-February 1, 2019
Within 15 days of the registration deadline, you will receive an email with further instructions.
Please note that your group will not be able to reserve any classroom spaces until 3-4 weeks after your group has been approved.
Onboarding Year Overview
Organizations registering for the first time with the YCDO must spend two semesters “onboarding.” The onboarding year serves to help the new group’s student leaders establish a strong foundation for their organization’s success at Yale.
As a requirement of their onboarding year, new organizations confer with their Student Organizations Consultant (SOC) at least three times during their first two semesters. The SOCs help support groups as they meet a series of benchmarks set by the YCDO.
During their onboarding year, organizations 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 seeking membership at Dwight Hall are excused from this process and will instead become provisional Dwight Hall member groups for two semesters. However, if a group begins the Dwight Hall new member process but is not approved as a Dwight Hall member group, the group will still need to complete two semesters of YCDO onboarding.
Committee on New Organizations
At the end of an organization’s onboarding year, the group presents to the Committee on New Organizations, a sub-committee of the Committee on Undergraduate Organizations. The Committee decides 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 meets twice a year and receives recommendations from each group’s SOC prior to the group’s presentation.
The Committee is made up of 6 members:
- 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 at least 1 Student Organization Consultant and 1 UOFC Finance Manager.
During each 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
If an Organization is granted Full Recognition they no longer need to meet consistently with their SOC 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.
If an Organization is not granted Full Recognition after its second appearance before the Committee, the group will be deregistered for at least one academic year. Student groups are advised to take into account Committee feedback after their first presentation and be clear about any improvements or efforts you’ve made with the additional semester.
Group Responsibilities during Onboarding
- 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 or Developed During Benchmark Meeting with SOC|
September or February
November or March
March/April or November
Additional potential topics of inquiry, depending on the organization:
- Why-To: Is this appropriate for you?
- Tax Responsibilities
- Transferring bank information
Contracts and Outside Vendors
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
- Costumes and Storage
- Planning and running auditions
- Finding adequate rehearsal space
- CAP Award Guidelines
- Acquiring music
- Institutional memory for choreography, scripts, and performances
- Connecting to Undergraduate Productions
- Domestic vs. International
- Choosing a travel leader
- Travel Leader’s Responsibilities
- Insurance and Risk Management
Working with Minors
- Filling out paperwork