Policy Statement
Student Organizations are vital to the student experience at Dartmouth. This policy outlines the expectations for Dartmouth areas, such as schools, departments, programs, offices, centers, institutes, and governing boards, approved to recognize and oversee Student Organizations, referred to as Dartmouth-Sponsoring Units. Dartmouth-Sponsoring Units must abide by federal, state, and local laws, as well as Dartmouth policies and procedures, and require their Student Organizations to do the same.
Institutional requirements for Student Organizations are detailed in Dartmouth's Privileges and Expectations for Recognized Student Organizations. Dartmouth-Sponsoring Units may have additional requirements and obligations above and beyond what is outlined in these policies.
Requesting recognition as a Dartmouth-Sponsoring Unit
To request recognition as a Dartmouth-Sponsoring Unit, Dartmouth areas must send a proposal for recognition to the Chief Student Affairs Officer, or designee, and the Provost, or designee, who may consult with the Office of General Counsel and established Dartmouth-Sponsoring Units as needed.
Recognizing student organizations
To recognize Student Organizations, Dartmouth-Sponsoring Units must:
- Clearly define and share institutional and unit-specific privileges and expectations for Student Organizations;
- Clearly define and share how Student Organizations receive and maintain recognition, including a timeline for the annual renewal process; see the Establishment and recognition and Governance sections of the privileges and expectations for recognized student organizations for standard requirements;
- Clearly define and share the the enrollment status that Dartmouth students must maintain to allow for membership in Student Organizations;
- Create and maintain a process for Student Organizations to apply for recognition that includes:
- A requirement to meet and discuss the proposed organization;
- An application for the Student Organization to complete;
- Information and guidance on developing a governing document;
- A process for reviewing and approving, denying, and asking for clarification on an application;
- A timeline for review;
- A process for providing notification of the outcome of the Student Organization's request;
- Leadership training for officers of newly recognized Student Organizations.
- Review or assist with the development of risk management plans for Student Organizations as needed.
Membership
Dartmouth-Sponsoring Units must have membership requirements for their Student Organizations, including, but not limited to:
- The membership of Student Organizations should be made up of at least 75% of their school's enrolled students. Dartmouth-Sponsoring Units supporting students from multiple schools may outline an exception for their Student Organizations.
- Student Organizations should have at least 10 members when they apply for recognition unless the Dartmouth-Sponsoring Unit is approved to recognize Student Organizations with fewer than 10 members.
- Student Organizations should have at least two officers, one with the leadership responsibilities associated with that of a "president" and one with the responsibilities associated with managing finances; all officers should be affiliated with the Student Organization's school or with their Dartmouth-Sponsoring Unit.
Ongoing support of recognized student organizations
To support recognized Student Organizations, Dartmouth-Sponsoring Units must:
- Review and approve each Student Organization's governing document; see the Governance section of the privileges and expectations for recognized student organizations for standard requirements;
- Share information with the Student Organization on how the Dartmouth-Sponsoring Unit will make funding decisions;
- Conduct an annual review with each Student Organization; see the Annual renewal section of the privileges and expectations for recognized student organizations for standard requirements;
- Confirm each Student Organization maintains its membership requirements;
- Confirm each Student Organization has an advisor, such as a Dartmouth faculty or staff member or a campus minister;
- Contact each Student Organization's advisor, at least annually, to provide relevant information, solicit feedback, and answer questions;
- Maintain an updated list of advisors for their Student Organizations;
- Approve or deny Student Organization requests to join or affiliate with international, national, or regional organizations;
- Approve or deny Student Organization proposals for activities initiated or co-sponsored by external organizations;
- Provide guidance to Student Organization on requests for fundraising activities for charity or organizational support, coordinating with Dartmouth's Advancement division as needed;
- Provide guidance to Student Organizations on funding requests and financial processes, including language on events co-sponsored with external organizations and that the use of personal accounts for organizational finances is prohibited;
- Provide guidance on Student Organization requests for lobbying and political activities, coordinating approval with Dartmouth's Government Relations office;
- Provide training opportunities and resources to support leadership, compliance, financial management, event planning, and community contributions of Student Organizations;
- Maintain accurate records of Student Organizations, including members and officers, annual reviews, and governing documents; ensure the information is available to the Chief Student Affairs Officer, the Provost, or other senior leadership upon request;
- Conduct risk management assessments for Student Organization activities (i.e., is the activity safe?) and consult with Risk Management & Insurance as needed;
- Hold Student Organizations accountable to federal, state, and local laws as well as Dartmouth policies and procedures by referring and reporting allegations and violations accordingly.
Separation, Suspension, and denying recognition of student organizations
Dartmouth-Sponsoring Units reserve the right to Separate or Suspend Recognized Student Organizations from Dartmouth or deny recognition of Student Organizations when Student Organizations:
Students and Student Organizations are required to comply with the conditions and requirements of a Student Organization's Separation or Suspension from Dartmouth that may include limits on affiliation, organizational behavior or activities, and housing at an organizational facility.