The purpose of this document is to outline the National Black Graduate Student Association, Inc.’s (NBGSA) policy on Affiliate membership and to detail the process by which a group becomes a Affiliate.

The Affiliate Program is intended to allow members of an officially recognized Black Graduate Student Organization (BGSO) or Black Graduate Student Association (BGSA) on a college or university campus to associate its organization with the NBGSA. The mutual goal of both entities should be to unite resources and to promote the NBGSA’s mission on a national level.

This policy is applicable to any group of people who:

1. are members of an officially recognized Black Graduate Student Organization (BGSO) or Black Graduate Student Association (BGSA) on a college or university campus, and
2. are motivated to organize a new NBGSA Affiliate.

1. BGSA or BGSO- A recognized organization on a college campus whose goal is to provide guidance and support to graduate students of African descent.
2. Affiliate - An existing BGSA or BGSO at a college or university whose combined existence as a NBGSA Affiliate has been approved by the NBGSA Executive Council.
3. Official Member - Official members are constitutionally defined as "paid" members in good standing with the NBGSA.
4. Representative - one of the two selected members of the organization who will serve as the liaison between the NBGSA and the Affiliate. Each representative has the same voting rights of an official member.

1. Affiliate Charter. The new Affiliate will receive a charter that will officially recognize the BGSA/BGSO as an Affiliate of the NBGSA. This provides a channel for BGSA/BGSO to address issues relevant to their organization on a national level and to promote the mission of the NBGSA. The Affiliate can refer to itself as an NBGSA Affiliate in all public arenas.
2. Web link on the NBGSA home page.
3. NBGSA Newsletter. The two registered Affiliate representatives will receive the national newsletter.
4. One-year subscription to Black Issues in Higher Education and Black Collegian.
5. Volunteer/Leadership opportunities. The BGSO/BGSA will be called upon to assist Regional Representatives with regional meetings, assist with the appointment of state representatives, organize programming for regional meetings, and act where appropriate as the host committee for the National Black Graduate Student Conference.
6. Opportunities for national recognition by the NBGSA for the Affiliate and/or its members:
   1. Affiliate of the Year. This award will recognize the Affiliate that BEST represents and executes the goals and mission of the NBGSA.
   2. "Members on the Move." This will be a part of the NBGSA's membership recognition program. Members will have the opportunity to submit a write-up for the NBGSA newsletter about a colleague or fellow graduate student who achieves a milestone (graduation, ABD status, etc.) during their graduate career.
7. NBGSA paraphernalia. Each Affiliate will receive a special certificate recognizing its Affiliate status. Also, each Affiliate will receive a Affiliate certificate. The two registered Affiliate representatives will receive NBGSA membership cards.

If sufficient interest is evident within an existing BGSA or BGSO to seek NBGSA Affiliate status, the BGSA/BGSO should request an application and a copy of the Affiliates Program Policy and Procedures document from the NBGSA Headquarters. This application should be completed, reviewed, and signed by the top three elected officers of the proposed Affiliate and submitted to the NBGSA National Headquarters. The application should include the following (copies in Appendix):

1. An Affiliate Application form (Form A). This form will require:

1. the name of the Affiliate.
2. the name the college or university on which the Affiliate will be located and will conduct its operations.
3. the names of the two Affiliate Representatives who will become "official" NBGSA members.
4. the BGSA/BGSO’s current membership roster.

A brief summary of the BGSA/BGSO’s previous years programs, activities, service projects, etc.. A petition with each elected officer’s name, mailing address, level of degree, area of study, and signature. The signatures of the top three elected officers of the BGSA or BGSO are required before any group may become a Affiliate of the NBGSA.

2. A copy of the BGSA/BGSO’s bylaws and/or constitution.

3. The annual Affiliate fee of $75.00 to the NBGSA, Inc. The two people to be granted membership can be elected officers or general members of the BGSA/BGSO. Each of these members must be graduate students so that they will have the same voting rights as other members of the general assembly. There will be a place on the Affiliate Application Form to submit the names of these two Affiliate representatives. The remaining members of the BGSO will be granted "official" membership at the regular graduate membership fee.

4. A Letter of Confirmation of Status (Form C): A Letter of Confirmation of Status must be obtained from the Graduate Dean or Association Dean and the BGSA/BGSO Advisor. Each letter must be on official letterhead. A template is provided in the Appendix.

5. Signed "Release of Liability" form by the BGSA/BGSO President (Form D).

6. A copy of the constitution and bylaws.

***All materials should be mailed to the NBGSA National Office:

National Black Graduate Student Association,
Howard University
MSC590505
2400 6th St. NW
Washington, DC 20059

7. The Vice President for Membership Affairs should submit a proposal for recognition of the new Affiliate to the Executive Council for placement on the agenda. The following time/lines must be met for placement on the Executive Council’s agenda:

1. The Completed application (section 4.2) must be received no later than 10 days prior to the next scheduled Executive Council meeting, for approval at that council meeting.
2. Approval of the BGSA/BGSO’s application for Affiliate status will be determined by the Executive Council during the appropriate Executive Council meeting.

1. Solicit membership from members within the BGSO/BGSA and various academic fields of graduate study. This will assure that the Affiliate sustains a diverse membership.
2. The newly chartered NBGSA Affiliate will be responsible for annual membership drives and sponsoring one service project or program that benefits graduate and undergraduate students in the name of the NBGSA.
3. Send at least one Affiliate representative to the next annual conference to be formally recognized as a new NBGSA Affiliate.
4. Send at least one representative to the annual regional meeting for the region in which the affiliate is located.
5. The newly chartered NBGSA Affiliate will be responsible for ensuring all letterhead and correspondences are formatted according to the example below:
6. 
   Name of Black Graduate Student Association, a Affiliate of the National Black Graduate Student Association, Inc.
7. The newly chartered NBGSA Affiliate will be responsible for providing an annual report of events, programs, and activities to National Headquarters two weeks prior to the annual conference.
8. Supporting the mission and goals of the National Black Graduate Student Association

1. The Regional Representative(s) will assist the BGSA/BGSO with filling out the application for Affiliate status and renewal.
2. The Regional Representative will also be responsible for ensuring the approved Affiliate is presented with a certificate of charter.
3. The Vice President for Membership Affairs and Regional Representatives shall have overall responsibility for ensuring that the provisions of this policy and procedures are carried out.
4. The Vice President of Membership Affairs will include all BGSA/BGSOs seeking Affiliate status approval in his/her report to the Executive Council at the next scheduled meeting.
5. The National Headquarters of the NBGSA will process and file all requests and paperwork.

1. Affiliates must renew their status with the NBGSA on an annual basis. Each Affiliate must renew its Affiliate status within 6 weeks of receiving a renewal statement from the National Headquarters of the NBGSA.
2. Renewal includes updating the BGSA membership count, resubmitting the $15 Affiliate fee, renewing memberships of the two representatives, and resubmitting the letters of support from the Graduate Dean or Associate Dean and the BGSA/BGSO Advisor.
3. Each year the Affiliate will inform the NBGSA of its two Affiliate representatives.
4. The petition process for NBGSA Affiliate status must be repeated if incumbent Affiliate fails to submit renewal fees before the deadline.