Policy Statement
Student Organizations offer enriching experiences for Dartmouth students. These privileges and expectations provide a framework for Student Organizations to facilitate positive and meaningful contributions to Dartmouth, their communities, and beyond. In this policy, the terms Student Organizations and Recognized Student Organizations refer to student-led groups that receive recognition from a Dartmouth-Sponsoring Unit. The term Dartmouth-Sponsoring Unit refers to a Dartmouth area, such as a school, department, program, office, center, institute, or governing board, approved to recognize and oversee Student Organizations. Student Organizations must abide by federal, state, and local laws as well as Dartmouth policies and procedures. Dartmouth-Sponsoring Units may have additional requirements and obligations above and beyond what is outlined in these policies.
Privileges of Recognized Student Organizations
Recognized Student Organizations have the opportunity to access certain Dartmouth resources, including, but not limited to:
- Using Dartmouth's trade names and trademarks with approval in the Student Organization's activities and publications;
- Using Dartmouth's facilities, property, and services reasonably and according to Dartmouth policies and procedures;
- Requesting reservable spaces controlled by Dartmouth for events, programs, or meetings;
- Applying for and using a Dartmouth-sponsored email account;
- Applying for and using a Dartmouth.edu domain name;
- Requesting funding through their Dartmouth-Sponsoring Unit with the understanding that recognition does not guarantee financial support;
- Maintaining a Dartmouth chart string and/or accounts receivable number and using Dartmouth's financial systems and resources to conduct financial transactions.
Student Organizations should reach out to their Dartmouth-Sponsoring Unit to understand the full scope of privileges granted to them.
Expectations for Recognized Student Organizations
To receive and maintain recognition through a Dartmouth-Sponsoring Unit, each Student Organization must take steps to ensure their Student Organization and their members contribute positively to the Dartmouth community. This begins with following these expectations and any additional requirements a Dartmouth-Sponsoring Unit has for establishing and maintaining recognition. Student Organizations should reach out to their Dartmouth-Sponsoring Unit for more details.
Establishment and recognition
- Organizations must apply for recognition through their Dartmouth-Sponsoring Unit and abide by their Dartmouth-Sponsoring Unit's application process and deadlines.
- Student Organizations may not be recognized by more than one Dartmouth-Sponsoring Unit.
- Student Organizations must have an advisor, such as a Dartmouth faculty or staff member or a campus minister.
- All members of Student Organizations must meet the enrollment status allowing for membership in a Student Organization as determined by their Dartmouth-Sponsoring Unit or school.
Governance
Organizations applying for recognition must submit a governing document to their Dartmouth-Sponsoring Unit for approval. Once Student Organizations are recognized, they must submit their updated governing document to their Dartmouth-Sponsoring Unit at least annually, as part of their annual renewal (detailed under Annual renewal). The governing document must include the Student Organization's:
- Purpose and mission statement, which must be both distinct from existing Student Organizations and support Dartmouth's mission; each mission statement must include a learning or educational component and either a leadership component or an intellectual component;
- Statement that membership opportunities are available to all Dartmouth students (or to all Dartmouth students in a particular school, as appropriate);
- Expectations of membership as determined by Student Organization officers or the Dartmouth-Sponsoring Unit, which may include students' consent to disclose completion of training to Student Organization officers and/or the Dartmouth-Sponsoring Unit;
- Non-discrimination clause, including language from and a link to Dartmouth's Nondiscrimination Policy and Anti-Harassment Policy;
- Criteria for selecting and removing officers and members in compliance with Dartmouth's Nondiscrimination Policy and Anti-Harassment Policy;
- Process for resolving disputes between members;
- Requirements for posting and/or making statements on behalf of the organization, recognizing that student organizations are not authorized to issue official statements for or speak on behalf of Dartmouth;
- Commitment of adherence to Dartmouth's Hazing Policy, including a link to the policy.
Leadership, compliance, and community contribution
Student Organizations are expected to offer increased opportunities for student engagement, advance diverse experiences available to students, and promote students' overall growth and well-being by bringing to life the values of the Dartmouth community. As part of this commitment:
- Student Organizations' activities and spaces must be physically safe and support the health and well-being of members and guests.
- Student Organizations are expected to comply with Dartmouth policies and the standards governing student conduct and activities, both on and off campus. Violations of these policies may result in disciplinary action.
- Student Organizations must follow all policies relevant to social media outlined by Dartmouth and their Dartmouth-Sponsoring Unit.
- Student Organizations and their activities must not deliberately obstruct the principal functions and activities of the institution and must abide by all Dartmouth policies, including Dartmouth's Freedom of Expression and Dissent policy.
- Student Organization officers will seek out relevant training opportunities and resources for themselves and their members and attend those required by Dartmouth and/or their Dartmouth-Sponsoring Unit.
- Student Organization members must participate in, as required by their Dartmouth-Sponsoring Unit, opportunities and training aimed at fostering wellness and belonging.
- Student Organizations will contribute to an inclusive environment through their events, activities, messaging, and organizational management.
- Student Organizations may not enter contractual obligations with vendors in the name of Dartmouth, the Trustees of Dartmouth College, or the Student Organization without consulting with a designated staff member from their school, Procurement Services, and/or the Office of General Counsel.
- Student Organizations must use Dartmouth-allocated resources as outlined and intended and not solely for the benefit of any external organization.
- Student Organizations must receive approval from their Dartmouth-Sponsoring Unit before co-sponsoring any program with an external organization.
- Student Organizations must receive approval from their Dartmouth-Sponsoring Unit before becoming a chapter of an international, national, or regional organization.
- Student Organizations must maintain accurate membership and officer records and update them accordingly.
- Student Organizations must provide timely responses to inquiries and requests from their Dartmouth-Sponsoring Unit and any Dartmouth offices or administrators.
Finance and resource management
Student Organizations must use their funds and Dartmouth facilities responsibly and for the purposes for which they are intended. Student Organizations may not:
- Use any organizational funds for the financial enrichment of any officer, member, or affiliate;
- Solicit funds or donations outside of Dartmouth for organizational use without the approval of Dartmouth's Advancement division obtained through guidance provided by the Student Organization's Dartmouth-Sponsoring Unit or school or by Dartmouth administrative leadership;
- Lend or give Dartmouth funds to any individual, group, or other organization;
- Engage in activity, as outlined in Dartmouth's policy on lobbying and political activities, without prior approval of Dartmouth's Government Relations office obtained through guidance provided by the organization's Dartmouth-Sponsoring Unit.
Student Organizations may sponsor fundraising activities for charity or organizational support with guidance provided by the Student Organization's Dartmouth-Sponsoring Unit or school.
Annual renewal
Student Organizations must submit the following to their Dartmouth-Sponsoring Unit annually:
- The Student Organization's governing document;
- The Student Organization's leadership and membership roster;
- Goals set annually that are in line with and further the Student Organization's purpose and mission; the Dartmouth-Sponsoring Unit may review these goals to determine their alignment with the Student Organization's mission and with Dartmouth's policies;
- An event and fiscal management plan in line with the Student Organization's purpose and mission;
- Confirmation the Student Organization's advisor is still willing and able to serve or the name of a new advisor willing to serve;
- Acknowledgement of compliance with Dartmouth policies and procedures;
- Any additional documents or information required by Dartmouth and/or the Dartmouth-Sponsoring Unit.
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.