Student Clubs - New Club Process

Clubs offer a space for students who share the same career interests, hobbies, or identities to convene. Clubs are Contracted Independent Organizations (CIOs) at UVA. Full listing of Darden clubs here.

• Second Year Submission Deadline: MONDAY, 25 AUGUST 2025 – FRIDAY, 19 SEPTEMBER 2025
• First Year Submission Deadline: MONDAY, 12 JANUARY 2026 – FRIDAY, 13 FEBRUARY 2026

NOTE: Late applications will not be accepted, nor will requests to meet for approval be accepted after the posted deadline above. 

• First Year Student Submission Guidelines: First Year students are eligible to start new provisional clubs in the spring of their first year.
• Second Year Student Submission Guidelines: Second Year students are eligible to start new provisional clubs in the fall of their second year.

• Review your eligibility. 

• Review and acknowledge the upcoming Top Items to Consider section and acknowledge that your proposed executive board believes your club would be a unique addition to the Darden community.  

• Review all current student organization policies and procedures outlined on the UVA Student Council website. 

• Schedule an initial meeting with OSA to discuss the feasibility of creating your club or restarting a club previously active at Darden. 

• Follow the Steps for Applying below. 

• If Provisional Status is granted, further steps will be communicated.

1. Meet with OSA to discuss the feasibility of creating your club or restarting a club previously active at Darden.

2. Develop the following materials:  

   1. mission statement 

   2. business plan  

   3. constitution  

   4. by-laws 

3. Hold an advertised planning meeting to gauge general interest in the new club and assemble a group of at least 15 people, including a faculty advisor, willing to commit to active membership.   

4. The interest group will submit a report to OSA and the DSA VP of Leadership that includes a club mission statement (distinct from existing clubs), business plan, constitution & by-laws, and roster of interested members delineated by year (i.e., First Year and Second Year) by the appropriate deadline. 

5. Upon review and approval by a Council of Presidents subcommittee, the interest group will be granted Provisional Status for one academic year. 

6. At the end of one academic year, the Provisional Club will be reviewed by the Council of Presidents subcommittee and evaluated based on the goals it set for itself. If the organization meets its goals, has at least 20 active members, sponsored at least one advertised event during the previous year, and has sound financial practices, official recognition may be granted by the Assistant Directors and Council of Presidents subcommittee. Special consideration may be given to Provisional Clubs with membership below 20 students if the organization has demonstrated consistent high-quality contributions to the Darden Community. A Provisional Club in disagreement with a denial of status may appeal to the Senior Assistant Dean of Student Engagement. 

7. If denied provisional or full status, the club may reapply in one year. 

1. How is this organization unique? Does this organization duplicate organizations at Darden or at UVA (check Hoos Involved). 
2. Capacity: Is there a market/need for such a club? Do you have the resources? Do you have the infrastructure? 
3. Sustainability: Is the organization sustainable? Will you be able to easily recruit new members? 
4. Accountability: Would this organization meet all requirements set forth by DSA, OSA, and UVA to remain in good standing? 
5. Does your organization require space or a UVA Fund account? 
6. Does your organization advance Darden’s commitment to Inclusive Excellence?

Budget 

• As a provisional club, you wouldn’t receive any guaranteed funding, but you could apply for OSA funding for specific event(s). Funding would not be guaranteed. You could also charge membership dues, and/or fees to get into your events. Once you become a full status club and complete your CIO application through central UVA, you may also apply for Student Council appropriations. 

Communication Policy with Other Students 

• You’ll have a club d-list and go through the Darden Digest to advertise your events. In the fall, you’ll work with OSA to participate in the Darden-wide club fair and club kick-off meetings. 

Advising 

• You receive an OSA advisor and may choose a faculty advisor as well. Advising style is more hands off, and you can meet with your advisor as needed. If your club is a career organization, you are encouraged to have a Career Center advisor. 

Electing Your Leadership Boards 

• You would go through the regular election process/timeline with all other Darden clubs in Q3. 

Benefits for Provisional Clubs are the same as for Full Status Clubs (with the exception of the ability to apply for club funding), but continuation of existence is dependent upon vote into Permanent/Full Status after one academic year.  

• Appear in all Darden literature (including Darden Digest). 

• Appear on Darden Student Affairs internal portal and external websites.  

• Link to club homepage on Darden website.  

• Priority use of Darden facilities for meetings and events.  

• Ability to schedule meetings and/or events during the Darden non-academic, co- curricular time (1:30-2:30 PM) in addition to evenings, weekends, and Friday Program Days.  

• Ability to apply for Darden funding (once a Full Status club).  

• Eligible to work with Corporate Relations to engage in corporate fundraising for events.  

• Eligible to work with the Alumni Services to reach out to Darden Alumni.  

• Eligible to set up an account with the Darden Foundation for the deposit of funds from corporate sponsors.  

• Ability to create a club website utilizing Darden server space.  

• Permission to promote events within the school community. Table at the annual club fair and a scheduled Club Kick-Off meeting during the first two weeks of class.  

• Table at the annual club fair and a scheduled Club Kick-Off meeting during the first two weeks of class.  

• Submit an annual report to OSA
• Ensure your club’s leadership attends OSA’s leadership training in the spring
• Apply for and renew CIO status yearly with central UVA
• If your club received funding from Darden over the past year, save all receipts and upload them to your club's Teams folder for review. Return unspent funds in excess of $1,000 back to Darden. 

To maintain recognition by the Darden School, the club’s annual report must indicate that it has at least 20 active members, sponsored at least one advertised event during the previous year, has sound financial practices, and is in official CIO status with the University. Special consideration may be given to clubs with membership below 20 students if the organization has demonstrated consistent high-quality contributions to the Darden Community. A club denied renewal by the OSA may appeal to the Senior Assistant Dean of Student Engagement and Academic Affairs. 

If your club is going to not renew: In the spring, the outgoing president is responsible for the following:  

• Drafting and sending a letter to their FY membership stating that the club will no longer be operational going forward, the president should provide reasoning for this cancellation (not enough members, no one interest in leadership, it has run its course, etc.)  

• All funds that are currently in all accounts should be used to settle all bills, and either a vote of the membership is called to determine where the money is donated (ex. To another club, to a community org with the same mission, …) or returned to paying members. It is a suggestion that if the latter is the decision, the money be split evenly amongst the FY members to avoid conflict. Money split any other way should be thoroughly explained in the letter drafted to members about the club being cancelled.