Looking to start a new group at Duke?

 

Note: SOFC hears all group requests on a first come first serve basis.  Depending on the number of requests already submitted and in queue, it can take several weeks for your application to be heard.  Applicants with time-sensitive deadlines should submit requests early.

 

1. Formulate a clear purpose to your group. Be sure to check dukegroups.com to make sure a similar organization does not already exist. It is extremely important to reach out to similar groups and see if your ideas truly overlap, as you will be asked these questions during your application meeting and are expected to know the answers. Lack of understanding of many similar groups often leads to no recognition until a clear distinction can be made

 

2. Decide if you wish to become a Recognized or Chartered Group at Duke. It is important to remember that neither Chartered nor Recognized is “better”, but they are simply different. Additionally if your needs change you can later apply to change from Recognized to Chartered or vice versa.       

1. Chartered Groups:

           i. Chartered groups have access to the annual budget, in addition to the programming fund. The annual budget funds capital expenditures,                which are items that are kept by your group over time, as well as group only events such as retreats or private conferences. Examples of                  capital expenditures include costumes, hot pots, etc. 

                     ii. Chartered groups can NOT charge internal dues or be selective in membership (exceptions apply as stated in the SOFC Bylaw).

          2. Recognized Groups:

                     i. Have access to the programming fund, but not the annual budget

                     ii. May be selective in membership (but do not have to be)

                     iii. May charge membership dues

 

3. Write a Constitution. Your constitution must have the following components:

          a. Official group name

          b. The group’s recognition source

          c. The group’s mission or purpose statement

          d. The group’s requirements for membership

e. The roles and responsibilities of group officers

f. The requirements for voting on group issues

g. The structure and timing for officer elections

h. The requirements for amending the constitution

i. A list of amendment dates and other important certifications or milestones for the group

 

Some Examples of constitutions may be seen here.

       i.     Sample student organization constitution: annotated guide | template [DSG Approved]

       ii.     Duke Student Government

       iii.     United States Constitution

 

4. Apply to SOFC to become a recognized group at Duke. Please review the SOFC New Group Application and make sure to fill out all of the necessary fields. Some requirements include

a. 10 Undergraduate members and signatures

b. Contact information for group President, Treasurer, and faculty advisor.

c. A group constitution

d. A completed application

 

If you are a service group, we recommend that you reach out to Duke Partnership for Service to ensure that your group does not overlap with existing DPS service groups prior to contacting SOFC. SOFC often refers service groups that have not sufficiently demonstrated uniqueness at hearings to DPS, with an invitation to return after meeting with DPS — by meeting with DPS prior to contacting SOFC, groups can potentially avoid delays to the recognition process. 

 

5. Send the COMPLETED FORM and CONSTITUTION to sofcgroups@gmail.com. SOFC will schedule a time for you to appear before the committee to discuss your new group. Do not forget to bring hard copies of your forms and the required signatures to the meeting, and be sure to have done your research and thought through all of the previous steps. You will be asked questions such as:

a. Why did you apply to be Chartered/Recognized?

b. How do you plan to expand your group and keep it going after the leaders graduate? (If mainly upper classmen leadership)

c. What events do you plan on holding?

d. What makes your group unique on campus?

e. Have you reached out to campus groups with similar goals?  What differentiates your group from existing groups?

f. What kind of funding needs does your group anticipate?

 

Questions?

Feel free to contact Apara Sivaraman (apara.sivaraman@duke.edu) or Davis Treybig (davis.treybig@duke.edu).