Student Organization Policies

18 Student Organization Policies

18.1 Definition of Student Organization

A Student Organization is defined as, but not limited to, a group of at least 7 undergraduate and/or graduate students in good academic standing that have a common purpose in alignment with the mission of the University of New Hampshire (RSA 187-A:3).

18.2 Recognition of Student Organizations

A. Any group that meets the definition of a student organization must apply for recognition through The Office of Student Involvement and Leadership (OSIL) and receive approval by the Coordinator of Student Organization Services and Leadership to obtain privileges of a recognized student orga­nization.

B. Representatives of all current groups seeking to be recognized for the next year must complete the formal OSIL recognition process which entails the completion of the online recognition module. For a complete outline of the recognition process, please refer to the Student Organization Manual sec­tion on Recognition Policies at www.unhmub.com/involvement.

C. Groups who apply for recognition and receive approval will be granted recognition for an entire year, provided they maintain all standards set forth in the Stu­dent Organization Manual and the Student Rights, Rules, and Responsi­bilities handbook. Additionally, every recognized student organization is required to send at least one representative to the Student Organization Information Meeting each semester in order to maintain recognition.

D. New organizations seeking recognition must schedule a meeting with the Coordinator of Student Organization Services and Leadership, and then go through the same process as groups reapplying for recognition in order to obtain benefits/privileges of a Recognized Student Organization.

E. New organizations can apply for initial recognition any time during the academic year. However, after initial recognition, the student organization must re-apply each year during the formal recognition period.

F. Those organizations supported by the undergraduate Student Activity Fee will follow the same guidelines and recognition policies as non-SAF-funded organizations and will be under the general jurisdiction of the Stu­dent Organization Services Office. SAF-funded organizations also come under the direct jurisdiction of the Student Senate and its constitution and bylaws.

G. The University of New Hampshire acknowledges the following gover­nance organizations:

  1. Graduate Student Senate
  2. Student Senate
  3. Interfraternity Council
  4. Panhellenic Council
  5. United Greek Association
  6. Memorial Union Board of Governors
  7. Residence Hall Association

Such acknowledgment reflects the University’s acceptance of each of these organizations as the official representative of student opinion for the con­stituencies served by that group. In order to maintain such status, these gov­ernance organizations must comply with all recognition policies each year.

H. Social fraternities and sororities must be recognized by the Office of Stu­dent Involvement and Leadership and meet the requirements of the Greek Minimum Standards for Expansion. Social fraternities and sororities seek­ing OSIL recognition must go through the same recognition process as all other organizations reapplying for recognition in order to obtain benefits/privileges of a Recognized Student Organization.

I. Residence Hall Councils/Activities Boards who are recognized by the Office of Residential Life must go through the same recognition process as all other organizations reapplying for recognition in order to obtain ben­efits/privileges of a Recognized Student Organization.

J. Clubs shall be recognized as Sport Clubs through Campus Recreation if they demonstrated the following:

  1. Interest
  2. Organization
  3. Need
  4. Safety

5. Satisfaction of a true sport definition to include: A sport (example, badminton, rugby, sailing, rowing, etc.) with a national, international, or independent governing body; a set of rules published by the appropriate governing body; evidence that there are established competitions, clinics, or tournaments within a reasonable driving distance/time of UNH; and that the sport is the primary purpose/objective of the club. Any Sport Clubs recognized by Campus Recreation are also recognized as Student Organiza­tions by the Office of Student Involvement and Leadership. See Section 18 in Conduct Code: Sport Clubs for more information.

18.3 Appeal Process

If recognition status should be denied by OSIL, the organization will be notified by the Coordinator of Student Organization Services and Leader­ship. If an organizations wishes to appeal such a decision, the organization must submit a formal appeal to the Assistant Director of the MUB within 5 business days of the notification. A formal appeal form may be obtained from the Coordinator for Student Organization Services and Leadership. Student Organizations who have lost their recognition may reapply for rec­ognition during the scheduled recognition period, or may use the appeal process to regain its recognition.

18.4 Rights and Privileges of Recognized Student Organizations:

Recognized student organizations are entitled to the following rights and privileges subject to all other relevant policies of the University and Uni­versity System:

  • Use of the University name; the University name, or any part thereof, shall not be used by any student or group of students in connection with any public activity except as authorized by the Office of Student Involvement and Leadership upon registration;
  • Ability to apply for funding and utilize the services of the Student Activity Fee Office and Organization Resource Office;
  • Being listed on the Office of Student Involvement and Leadership Web site/WildcatLink;
  • Use of campus facilities and services;
  • Having a Web page on the University system;
  • Guidance of a UNH faculty/staff advisor;
  • Ability to apply for office space in the MUB;
  • Sponsorship of programs and activities;
  • Use of free advertising resources such as the OSIL Web site, University monthly calendar of events, table tents, and showcase spots in the MUB;
  • Advertising opportunities for upcoming activities in University build­ings, residence halls, and on designated bulletin boards on University property, in accordance with all posting policies;
  • Limited free advertising in The New Hampshire;
  • Participation in Student Activities Fairs and other student organization recruitment activities;
  • Ability to apply for tax exempt status through the Internal Revenue Ser­vice tax exempt donations;
  • Use of the University’s tax exempt status to solicit donations in support of approved activities;
  • Use of the University Ticket office and its services;
  • A mailbox in the Office of Student Involvement and Leadership;
  • Participation in leadership workshops sponsored by OSIL and the MUB;
  • Attendance at the annual Student Leadership Awards Banquet;
  • Request of uLEAD team for organization-specific workshops and team­building;
  • Use of program advising and consulting services provided by the Office of Student Involvement and Leadership.

18.5 Responsibilities of Recognized Student Organizations:

Recognized Student Organizations at the University of New Hampshire are required to:

  1. Be designed and operated by students and to consider student develop­ment, citizenship and safety (physical, emotional, spiritual, psychological) of paramount importance;
  2. Adhere to all applicable federal, State and local laws and University poli­cies;
  3. Adhere to the University’s antihazing policy as listed in the Student Rights, Rules, and Responsibilities;
  4. Adhere to the University’s nondiscrimination policy as listed in the Stu­dent Rights, Rules, and Responsibilities;
  5. Have a minimum of two (2) fulltime University of New Hampshire students who are in good academic standing as its officers (2.3 GPA for undergraduate officers, 3.0 GPA for graduate officers). The Office of Student Involvement and Leadership also follows Rule #5.11 in the Student Rights, Rules, and Responsibilities that states the minimum acceptable GPA for all UNH students is 2.0; therefore, no student with a GPA lower than 2.0 may be listed as a member for any Recognized Student Organization;
  6. Hold the membership of their organizations accountable to the organiza­tion’s policies and procedures, as well as to the policies and procedures of the Student Rights, Rules, and Responsibilities, the Memorial Union Build­ing, and the Student Organization Manual;
  7. Conduct fair elections or appointments of officers;
  8. Permit members to disassociate at any time;
  9. Inform the Coordinator of Student Organization Services and Leader­ship immediately if any of the information in their recognition application changes (including but not limited to officer or member information, name of organization, constitution or statement of purpose);
  10. Refrain from purchasing alcoholic beverages through organization funds. Additionally, the purchase of alcoholic beverages for members or guests may not be undertaken or coordinated by any member in the name or on behalf of the organization.
  11. Refrain from advertising events in which alcohol is present (this includes the use of flyers, Facebook invitations, etc.)
  12. Refrain from co-sponsoring an event with an alcohol distributor, chari­table organization, or tavern (defined as an establishment generating more than half of its annual gross from sales of alcohol) where alcohol is given away, sold, or otherwise provided to those present.
  13. Refrain from committing, either verbally or through written contract, the University, to any financial obligation;
  14. Not be set up for the fiduciary gain of the members. While fundraising is important to most groups’ survival, this must not be the group’s priority or purpose;
  15. Have bank accounts within the University system if the organization is accepting funds/monies unless they are currently incorporated nation­ally or with the state (Greek Organizations/New Hampshire Outing Club). Anytime an organization accepts funds/monies, deposits must be made into these University bank accounts upon receipt.
  16. Sell tickets for all events that charge admission. Ticket sales for ALL stu­dent organization-sponsored events held on the UNH campus that require admission must be sold through the MUB Ticket Office.
  17. Register any student organization trip plans with the Office of Student Involvement and Leadership via WildcatLink. A trip is defined as any regognized student organization outing that requires transportation where the members of the group are representing the University or could be perceived as representing the University (e.g. organization shirts/paraphernalia being worn). Two weeks before the proposed trip the Student Organization Travel Registration form must be completed via WildcatLink. Five business days before the proposed trip the "Field Trip Informed Consent, Release and Assumption of Risk Form" must be completed by each individual participating in the trip. The "Overnight Trips Form" must be completed, 5 business days in advance, by a student leader when his/her student organization participates in an overnight trip. For international trips, eight weeks before the proposed trip the Student Organization Travel Registration form must be completed via Wildcat Link. Two weeks before the proposed trip the "International Field Trip Informed Consent, Release and Assumption of Risk Form" must be completed by each individual participating in the trip. The "Overnight Trips Form" must be completed two weeks in advance by a student leader when his/her student organization participates in an international overnight trip. Students traveling internationally will be required to pay the UNH International Travel Insurance Fee ($150 per semester/$70 for shorter durations). Students traveling to Canada or U.S. territories on trips with durations less than one week may waive the UNH international insurance plan and assume personal responsibility for their insutance and travel assistance.
  18. Adhere to all posting policies by the town of Durham and the University, paying close attention to all policies of the MUB and residence halls;
  19. Clearly indicate your organization as sponsor on all announcements, flyers, letters, posters, etc., promoting or describing an event, meeting or program;
  20. Gain permission from the Coordinator of Student Organization Ser­vices and Leadership when seeking to obtain student mailing lists from University Registration Office for purpose of University sanctioned fund­raising and recruitment, or seeking to obtain an organizational Web site/blackboard account;
  21. Have an advisor if the organization chooses. That advisor must be a member of the University of New Hampshire faculty or staff unless an exception is granted by the Coordinator of Student Organization Services and Leadership. An advisor is recommended and in some cases required (example, Sport Clubs, Risk Assessment Findings, Judicial Procedures);
  22. Meet with the Coordinator of Student Organization Services and Lead­ership on a periodic basis if the organization is struggling or in danger of losing recognition status;

18.6 Discipline of Recognized Student Organizations and Their Members

Anyone, including the staff of the Office of Student Involvement and Leadership, may submit a complaint regarding the action(s) of recognized student organizations to the Office of Student Involvement and Leadership, the Office of the Memorial Union, and/or the Office of Conduct and Media­tion. The judicial process for student organizations will mirror that for individuals brought before the conduct system and will follow the pro­cedures in Article IV of the Judicial Policies. The procedure may involve meeting with a representative of the Memorial Union Building or the Office of Conduct and Mediation in the event that charges are pending against an organization. In most cases the group will attend an informal meeting with the Assistant Director of the Memorial Union Building. This meeting will be followed by a written formal agreement summarizing the violation and the agreed upon sanctions. Any appeals to these sanc­tions should be directed to the Office of Conduct and Mediation within five working days. The Office of the Memorial Union, and/or the Office of Conduct and Mediation may require a student organization to cease all activities pending a hearing or sanction decision. A group member may face temporary and/or immediate suspension from organization activities if she/he is indicted in a criminal investigation. All sanctions issued by either the Office of the Memorial Union and/or the Office of Conduct and Mediation must be completed satisfactorily by the organization or indi­vidual involved.