Registration and Recognition

AT A GLANCE

a. Meet with the Assistant Director of Student Activities.

b. Submit Student Organization Registration.

2. Clubs and organizations must renew registration each fall and update information whenever new officers are elected. This can be done online at Student Organization Registration.

3. An updated list of recognized student organizations is always available in the Student Activities Office and online.

4. Membership in registered campus organizations must be publicized and open to all persons without regard to race, color, religion, national or ethnic origin, gender, sexual orientation, age, marital status or citizenship.

5. It is recommended that campus organizations have an adviser who is a regular, full-time member of the faculty, staff or administration.

6. All clubs, groups and organizations will have equal access to space and use of College facilities.

Recognition Benefits

• All student organizations are subject to regulation by the Student Assembly and the College.
• Recognition benefits currently include:
• Use of the college name
• Use of campus facilities
• Use of a student organization mailbox
• A financial account through Student Assembly or Student Activities
• Ability to establish membership dues and raise funds
• Opportunity to request funds from the Student Assembly
• Ability to use Student Assembly supplies to publicize programs, events and activities
• Campus email address
• Use of College Print Shop
• Use of Student Activities van (when available)
• Opportunity to schedule events through the Campus Activities Coordinating
• Committee (CACC)
• Campus server account in SSS
• Cashbox lending and storage/security

PROCESS & POLICY

Definition
A student organization must be comprised of registered Hamilton College students, have a stated purpose and constitution, comply with College policies and with procedures set forth in this process.  Hamilton College will not recognize a student organization until the registration process has been completed and the Student Assembly has voted to recognize the organization.

Organizations may be recognized to operate on campus according to the following two levels:
Level One - Recognized
Level Two - Provisional

The following actions must be taken in order to be considered a
Level One student organization
1. Approved Student Organization Registration
2. current membership roster on file

Level Two student organization
1. Approved Student Organization Registration

Categories of Student Organizations
The structure, affiliation, and/or funding base shall determine which of the two categories of student organizations a petitioning group will be placed.  The intent of these categories is to prevent duplicate funding and to pinpoint those organizations that have little or no access to funding.  Unless specified below, all privileges, services and facilities as prescribed in Section V of this policy apply to all recognized student organizations.

Recognition
Student organization applicants must present the following material to the Student Activities Office to be forwarded to the Student Assembly for recognition approval.  All organizations of the student body, with the exception of those included in the Student Assembly Constitution, the Student Media Board, and the Inter-Society Council shall be recognized upon formal Central Council approval of a written constitution in each case.  The constitution of such an organization must set forth the purposes of the organization to the satisfaction of the Central Council, and it must provide in all cases that participation is open to all undergraduates.

Privileges, Services and Facilities
Subject to availability and within College policies and regulations, recognition as a student organization allows the organization's usage of College services and facilities:

Level One Student Organizations
1. Use of College name

a. Recognition as a student organization in no way expresses or implies College approval of the interests and ideas around which a group of students organize, or the activities and programs conducted by the student organization.  A recognized student organization shall not imply that the College in any way is approving or endorsing any or all of its activities or programs.

2. Use of College facilities, including the use for sponsoring or presenting a public performance on College property.  Organizations undertaking this activity should consult the Student Activities Office for a statement of policy.
3. Student Organization Mailbox
4. Use of College vans
5. Fundraising
6. Financial account
7. Use of College Print Shop
8. Vend-A-Card
9. E-mail account
10. Campus Server account in SSS
11. Cashbox Lending and Storage/Security
12. Funding from Student Assembly

a. Once recognized by the Central Council, each new organization shall receive a status of probation, whereby it will not receive Student Assembly funds for ten weeks, but it shall be granted the rights above. After such time, an organization is automatically eligible to request an operating budget from the Student Assembly.  The amount of funding shall be determined by the Funding Committee and approved by the Central Council, in accordance with the established funding guidelines.

b. Student organizations that receive funding from another resource are not eligible to request an operating budget from the Student Assembly.  Examples include Club Sports, Student Media Board, Chapel Board and multicultural student organizations funded by the Dean of Students Office.  However, some situations may exist where a special event or project is deemed fundable by the Student Assembly for the above student organizations.

c. Previously existing organizations must have successfully renewed registration with the Student Activities Office by September 15 in order to be eligible for Student Assembly funding.

Level Two Student Organizations
1. Use of College facilities
2. Student Organization Mailbox
3. Use of College Vans
4. Use of College Print Shop
5. E-mail account
6. Campus Server Account in SSS
7. Cashbox Lending and Storage/Security

Organizational Responsibilities
1. The responsibility to be aware of and to abide by all applicable laws, and College policies, rules and regulations.
2. The responsibility to not deny nor interfere with the rights and privileges of others.
3. The responsibility to ensure equal opportunity as stated in the Hamilton College Equal Opportunity Statement.
4. The responsibility to recognize that extra College affiliation may not be used to justify noncompliance with College policies, rules and regulations.
5. A recognized organization must furnish to the Student Activities Office at the beginning of each year (or when a change has occurred) a complete list of officers, advisers and other members of the organization who are authorized to speak for or represent the organization in its relations with the College and who are authorized to receive for the organization official notices, directives or information from the College.  Each list shall be kept current and accurate throughout the semester by the organization.
6. Plan and conduct activities furthering the mission of Hamilton College and/or the purpose of the group as stated in its constitution.
7. Active participation in the Community Conference Committee
8. Event Evaluation

Recognition and Registration
1. New organizations may initiate the recognition process at any time during the academic year.

2. Registration for existing and previously recognized organizations must take place no later than September 15 of each year.  If a student organization fails to renew by September 15, they must repeat the initial recognition process.

3. To be renewed, a previously recognized organization must complete Student Organization Registration by September 15, annually.

4. A student organization must submit a complete membership roster by October 15 of each year.  If this roster is not submitted by October 15, the student organization's funding will be frozen and they may risk losing their recognition.

Annual Review of Organizations
1. Annually before September 30, the Student Activities Office shall review the status of all organizations to determine whether they are meeting eligibility requirements and are actively conducting their affairs in accordance with College regulations and the Student Assembly Constitution.
2. If the Student Activities Office determines that an organization is ineligible for recognition or is inactive, the organization and adviser shall be notified in writing of each deficiency and a copy of this correspondence shall be provided to the Student Assembly Central Council.

Revised, 11/04.  Some information adapted from the Mankato State University Policy for Recognition, Registration, Privileges and Responsibilities of Student Organizations (April, 9, 1985).
 

AVAILABLE RESOURCES

Poster and Sign Making
Large size banner paper and markers are available to student organizations to make banners for the purposes of publicizing organization events and activities.

These materials are in the basement of Bristol Center located in room 039.  If the room is locked, please ask a Bristol Center desk employee for a key to let you into the room.

*Note: Because the sign-making markers are extremely strong, please make sure to place plastic underneath the paper when making signs. It will otherwise bleed through and stain the carpet or floor.

Computers and Printer Use
The Student Activities Office has computers designated solely for student organization use.  These computers are equipped with software to make attractive flyers, manage organizational budgets, develop organization Web sites and more.  These computers are available throughout the day.  If you need assistance using any of the software, please contact the Assistant Director of Student Activities.

A tabloid-size, high resolution printer is also available for poster/flyer making.  Organizations may use this printer to print out drafts and final copy to be brought to the Print Shop for duplication.

Program Development
The Student Activities Office staff is more than happy to meet with student organizations to assist in the development of programs.  The Student Activities Office has many resources available to aid in this process.  Please contact the Assistant Director of Student Activities for further assistance.

Sound and Technical Support
The Student Activities Office staff can provide your organization with the appropriate sound and technical support for your event.  When you are in the early stages of planning an event we advise you to meet with a Student Activities staff person to discuss your needs and the equipment and resources available.  The most important point is to plan ahead and ask the right questions.

Artist / Event Contact Information
Do you have an idea of what your organization would like to do but have no idea how to get in touch with the person?  The Student Activities Office and the Campus Activities Board (CAB) have a significant number of resources that are available to you.  In these resources you can find contact information, short biographies, references, etc.  Stop by and ask a Student Activities staff person for more information.  At the very least, if we don't have something on hand, we can steer you in the right direction.

Room Reservations
Sometimes figuring out where you need to go to reserve a specific room can be a little crazy.  Please feel free to contact the Student Activities Office for information on who you need to call to get a certain space.  Further, as you are beginning the planning process for an event, we can offer some assistance selecting the best space for your intended use.

Vehicle Reservations
The Student Activities Office can assist you with your organization?s travel plans.  There is a Student Activities van available for student organizations to use for approved travel.  If you are planning to go to an event off campus, this is the vehicle you will want to use.  Please refer to the Transportation (link to Planning an Event/Avail. Resources/Transportation) section of this manual for more information on van usage.

Tabling and Fundraising in Beinecke Village
Tables in the display area of Beinecke Village (near the Mail Room and the Howard Diner) must be reserved through the Student Activities Office at least 48 hours in advance of their intended use.  In order to minimize congestion and maximize your group's visibility, a maximum of three groups can reserve a table in Beinecke Village at any one time.

All potential fundraising projects must be approved in advance by the Student Assembly Treasurer and the Director of Student Activities.  Student organizations that are conducting fundraisers should arrange in advance to borrow a lockable cash box from the Student Activities Office and should bring all funds collected to the Student Activities Office for secure storage in our safe.  Please note that Beinecke Village is the only approved area for student organization fundraising activities.

Campus Activities Coordinating Committee (CACC)
No summary of available resources would be complete without a mention of CACC.  Simply put, CACC is one-stop shopping for all your programming needs.  CACC meets each Tuesday at 3pm in the Penney Room at Bristol Center.  Representatives from the Student Activities Office, Campus Safety, Physical Plant, Bon Appetit Catering, Audio Visual Support and often other departments are available to assist you in finalizing the details of your events.

To help us serve you better, make sure to come to CACC at least 72 hours before your event (earlier is best for complex events) and to be prepared to discuss details.

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