Student Activities Policies
In addition to the University’s Standards of Conduct, all students are required to abide by all Student Activities Policies as articulated below, as well as contained in The Source. For the purposes of the following Student Activities Policies, the term “recognized student group” refers to student clubs (including club sports), organizations, and residential communities, officially recognized by the University through the Director of Student Activities. Student Activities Policies include the following:
- Advertising, Posters, and Announcement of Activities
- Approval for Use of Student/Faculty/Staff Directory Information
- Eligibility for Student Activities
- Imprinting Items
- Merchandising and Fundraising
- Merchandising of Notre Dame Items
- Open Speaker Policy
- Questionnaires and Surveys
- Raffles and Other Games of Chance
- Religious Groups at Notre Dame
- Requests and Proposals
- Student Media
- Student Clubs
- Student Purchases
- Ticket Sales and Promotion of Activities
- Trips and Transportation
- Unofficial Student Publications
- Use of University Buildings
- Use of University Grounds
- University Events Involving Alcohol
- Violations and Alleged Violations of Student Activities Policies
Recognized student groups may use University bulletin boards to announce activities and to advertise. All recognized student group material must receive a stamp from the Student Activities Office indicating the group is a recognized student group. The name of the recognized student group must be clearly identified on all materials.
University departments are not required to have a stamp to advertise on campus. Individuals, including students, may not advertise on University bulletin boards. Students interested in advertising items for sale may use the classified channel on Inside ND.
All signs and posters placed on any University bulletin boards must not exceed 17" x 23" and must reflect good taste. All signs and posters must clearly indicate the sponsoring group. Signs are to be posted only on bulletin boards and are not to be attached to trees, posts, sidewalks, or the interior or exterior walls of buildings, including stairways and doors. Recognized student groups in violation of this policy may lose their posting privileges. These directives do not apply to the interior of residence hall rooms.
Non-University for-profit businesses are not permitted to use University bulletin boards for promotion of products or services. Businesses may advertise in The Observer and Scholastic.
Requests by recognized student groups to have table tents, banners or information tables on campus (LaFortune Student Center, Duncan Student Center, Huddle, Dining Halls, etc.) must be requested through the Student Activities Office.
The advertising of alcohol by students is prohibited on campus. Advertising for events involving the use of alcohol, which directly or indirectly refers to alcoholic beverages in any form, may not be posted or distributed on any University property, including bulletin boards, residence facilities, academic buildings, trees, posts or other property on University grounds.
Print, electronic and broadcast media funded in full or in part by the University, by Universitysolicited funds or bearing University sponsorship by use of its name, may not contain advertisements promoting alcohol or events that have alcohol as their focus.
Permission from the Student Activities Office is required for any recognized student group to receive lists of students, parents of students, faculty and/or staff.
All proposed contracts with non-University agencies (such as travel bureaus, airlines, buses, bands, speakers, disc jockeys, facilities for off-campus events, etc.) which will involve recognized student groups must be initiated through the Student Activities Office and approved by the Associate Vice President for Student Development or designee. The Associate Vice President for Student Development forwards all such proposed contracts to the Office of the Vice President for Student Affairs, who in turn forwards proposed contracts to the Office of the Vice President and General Counsel for review. When this review is complete, the Executive Vice President, or by delegation the Vice President for Student Affairs, the Associate Vice President for Student Development, or the Director of Student Activities executes such contracts. The University is liable only on contracts processed in this manner and only when such contracts are executed by the Executive Vice President, or by delegation the Vice President for Student Affairs or the Associate Vice President for Student Affairs Student Development. The University will not assume legal liability for contracts executed by a student, student organization or residence facility. Students are encouraged to contact the Student Activities Office for consultation when events may involve contracts.
All demonstrations must be registered in writing with the Vice President for Campus Safety and Event Management and also must observe the following rules:
- All demonstrations must be peaceful and orderly.
- Only members of the University community may organize or lead a demonstration on campus.
- Demonstrators may not impede the freedom of the University community.
Satisfactory academic and conduct standing is required in order to be eligible for student body office, class office, hall office or membership in the Campus Life Council, Hall President’s Council, Student Government, or Club Coordination Council. The same requirement applies to student athletes, cheerleaders, officers of campus clubs, organizations or activities. Participation by students as members or leaders in extra-currciular clubs, programs, and activities could be limited in whole or in part if the student is found responsible for a violation of the University Standards of Conduct.
Only individuals enrolled as students are eligible to hold a student leadership position.
All imprinted items (e.g., hats, shirts, uniforms, glassware) must be approved by the director of Student Activities or designee before a product is ordered and/or produced. The name of the recognized student group must be clearly identified on all imprinted items.
Unauthorized imprinting of items or sales outside authorized areas may result in the merchandise being confiscated and a referral to the University Conduct Process. Unauthorized purchases of imprinted items will not be approved for reimbursement by the University, and all costs incurred by the student will be the sole responsibility of the student.
Recognized student groups are eligible to apply for permission allowing them to engage in a merchandising activity on the Notre Dame campus. Students not affiliated with a recognized student group are prohibited from engaging in any type of merchandising activity without permission. Eligible groups that wish to engage in any type of merchandising activity that would take place on campus and/or involve Notre Dame students must submit a request to the Student Activities Office according to the established guidelines. Requests will be considered on the basis of benefit to the students, the uniqueness of the service to be offered and the credibility of the organization involved to deliver a quality product.
Requests are approved by the director of Student Activities or designee. Both exclusive and nonexclusive concessions may be applied for through this process. If exclusive rights are granted a special concession, a payment of a fee will be required for such exclusive rights. Any recognized student group receiving approval to merchandise may be asked to submit a financial summary to the Student Activities Office upon completion of the fundraising project.
The following restrictions are placed upon all those granted permission.
- Door-to-door sales or solicitation are prohibited in University residence facilities.
- Group sales, demonstrations or parties are prohibited in University residence facilities.
- All advertising signs and posters must be officially stamped at the Student Activities Office. Those granted permission may advertise in any of the campus media with these same restrictions. Advertising posters must contain the following:
- Sponsoring organization name;
- Description of product or service and prices;
- Date and location of sale.
- Advertising may not publicize the address or telephone number of any University residence facility as a business office or headquarters.
- University residence facilities may not serve as a center of commercial activity. Telephones and mail addresses of University residence facilities may not serve as telephones or addresses for a business office. University residence facilities may not be used to store inventory.
- Any online sales by recognized student groups must be conducted through Student Shop ND (studentshop.nd.edu) or other methods approved by the Student Activities Office.
The above merchandising regulations do not restrict an individual student from inviting and completing a business transaction in his or her room, e.g., with an insurance salesperson or pizza delivery person.
Hall food sales which involve only the sale of food and nonalcoholic beverages are not considered an interhall matter since this activity primarily involves a service provided by members of a given hall for members of the hall. Students involved in hall food sales should contact the Rector of their respective hall to discuss their particular situation.
Failure to comply with the Merchandising and Fundraising Policy may result in confiscation of merchandise and/or a referral to the University Conduct Process.
Unless otherwise permitted by the Student Activities Office, individual students, businesses and groups from off campus are not allowed to sell any items on home football weekends. The Department of Athletics has granted exclusive rights to a concessionaire to sell souvenirs in the stadium area.
The director of Student Activities or designee must approve all on campus merchandising and fundraising activities on home football game weekends. Limited concession stands will be allocated to recognized student groups before football season. If approval is granted, the recognized student group must abide by all merchandising policies. Unauthorized sales or sales outside authorized areas may result in the merchandise being confiscated and/or a referral to the University Conduct Process.
The University of Notre Dame controls all sales of products bearing the University’s trademarks. All imprinted items which contain words, pictures, symbols or logos representing “University of Notre Dame,” “Notre Dame,” “ND,” “Irish,” “Fightin’ Irish,” "Fighting Irish," the leprechaun, the shamrock, Golden Dome, the University seal or any other trademarks of the University must be approved first by the Director of Student Activities or designee and then by the Licensing Department. These approvals must be obtained prior to ordering or imprinting any items.
All recognized student group-sponsored movie dates must be approved by the Student Activities Office. Upon approval, the recognized student group must reserve an appropriate facility for the showing of the film. The recognized student group must adhere to all policies regarding the use of the facility in which their film is shown. The recognized student group is responsible for all costs incurred (i.e., public performance rights, projectionist, film rental, equipment rental). All recognized student groups are encouraged to consult with the Student Activities Office for assistance in ordering films and obtaining proper copyright approvals.
Notre Dame students and recognized student groups are free to examine and to discuss all questions of interest to them and to express opinions publicly and privately. They should exercise this freedom by the use of orderly means which do not disrupt the regular and essential operation of the University.
Recognized student groups may invite and hear any person of their own choosing. The routine procedures required by the University before a guest speaker may be invited to appear on campus are designed only to ensure orderly scheduling of facilities, adequate preparation for the event and conduct of the occasion in a manner appropriate to an academic community. Sponsorship of guest speakers does not imply approval or endorsement of the views expressed, either by the sponsoring group or the University.
All students, groups of students or recognized student groups wishing to distribute a questionnaire or initiate a survey are required to request permission from the Vice President for Student Affairs by submitting a copy of the questionnaire or survey instrument, along with a written explanation of the project’s purpose and rationale through the Associate Vice President for Student Development to the Vice President for Student Affairs or the Vice President’s designee.
This policy applies to all questionnaires or surveys, regardless of the audience (e.g., Notre Dame students, faculty, staff, other academic institutions, representatives of any private or public corporation).
Any games of chance (including but not limited to raffles, door prizes, casino games, etc.) sponsored by recognized student groups must first be approved by the Director of Student Activities or designee. Alcohol and cash may not be awarded as prizes.
Notre Dame is a Catholic university with its own religious programs, which serve both the Catholic members of the community and persons of other denominations and faith traditions as well. The Congregation of Holy Cross, the professional staff of the Office of Student Affairs and the pastoral staff of Basilica of the Sacred Heart have exclusive responsibility for the pastoral care of Notre Dame students as it is coordinated by the Office of Campus Ministry. All other religious organizations, Catholic or of another faith, that seek to become involved in direct pastoral ministry, evangelization or catechesis on this campus or using University structures, facilities or services must also be approved and directly supervised by the Office of Campus Ministry for their individual programs. Authorization for such groups is dependent on services that can be offered which are beyond the scope of the Office of Campus Ministry. Any religious group, Catholic or of another faith, which is not financially accountable to the University or which is served, supported or organized by clergy or staff not directly coordinated by the Office of Campus Ministry, will not be approved.
A group of another faith which is clearly organized to serve the religious needs of students of other faiths will be given approval and will receive the complete cooperation of the Office of Campus Ministry. On the other hand, any group which seeks to proselytize Catholic students or which in any way is disrespectful of or antagonistic to the doctrine and tradition of the Catholic Church will not be approved.
These guidelines are in no way intended to infringe upon the Open Speaker Policy of the University, nor are they meant in any way to inhibit the religious freedom of our students. Rather, these guidelines seek to clarify the requirements necessary for religious groups to receive institutional support or organizational cooperation from the University administration.
Any student or recognized student group, including any branch of Student Government or any student organization or club, wishing to submit an official request or proposal (other than a purely personal communication) to the President, a Vice President, a member of the Board of Trustees, or a member of any University Advisory Council, must first submit the request or proposal in writing through the Associate Vice President for Student Development to the Vice President for Student Affairs or the Vice President’s designee.
Approval of the Director of Student Activities is required for any and all solicitation of funds, clothing, books, votes, signatures, petitions, memberships, subscriptions or similar activities on the campus or within the University buildings. Door-to-door sales and/or solicitation is always prohibited in University residence facilities. All requests must be initiated through the Student Activities Office.
Permission from the Vice President for Student Affairs or the Vice President’s designee is required in order for any student or student organization to solicit advertising or to accept paid advertisements for any purpose. Student publications and other groups soliciting advertising must conform to local, state, and federal laws. All requests must be inittiated through the Student Activities Office.
Any student wishing to solicit corporate sponsorship for any purpose or project affiliated in any way with the University must obtain permission in advance. A proposal must be submitted through the Director of Student Activities to the Vice President for Student Affairs or the Vice President’s designee. All requests must be inittiated through the Student Activities Office.
Permission from the department of Development through the Director of Student Activities is required for any student, group of students or student organization to solicit funds from anyone outside the University, including alumni and the parents of students. All requests must be inittiated through the Student Activities Office.
The University of Notre Dame recognizes that student media can be valuable aids in establishing and maintaining an atmosphere of free and responsible discussion and of intellectual exploration on the campus. They can be a means of bringing student concerns to the attention of the faculty and the institutional authorities and of formulating student opinion.
Student media should be free of censorship and advance approval of copy, and their editors and managers should be free to develop their own editorial policies and news coverage. At the same time, this editorial freedom entails the corollary responsibility to be governed by the canons of responsible print and broadcast journalism and allows for the expression of various points of view. All student media are subject to the same policies that govern all student organizations.
Editors and managers of student media which are supported by recognized University bodies (Student Government, colleges, departments, etc.) should be protected from arbitrary suspension and removal because of student, faculty, administrative or public disapproval of editorial policy or content. Only for proper and stated causes should editors and managers be subject to removal and then by orderly and prescribed procedures.
Print, electronic, and broadcast media funded in full or in part by the University, or by Universitysolicited funds, or bearing University sponsorship by use of its name, may not contain advertisements promoting alcohol or events that have alcohol as their focus.
All student media should carry a prominent statement that the opinions expressed are not necessarily those of the college, University or student body.
To be considered an official University recognized student club, a club’s purpose must be consistent with the University’s mission, whether it be spiritual, moral, intellectual, cultural, social, athletic or recreational. No organization, or member of any organization on behalf of the organization, may encourage or participate in any activity which contravenes the mission of the University or the moral teachings of the Catholic Church. Establishment of or membership in social fraternities or sororities is considered contrary to the educational and residential mission of the University and is consequently prohibited.
All requests for establishment of new clubs are reviewed on a semiannual basis as prescribed by the Student Activities Office. Students interested in establishing a new student club may contact the Student Activities Office for information on the annual application process.
Recognized student groups must be registered annually in order to receive official University recognition, have the privilege of sponsorship of activities, have use of University facilities and be eligible to raise funds and receive a student activity fee allocation. Registration applications will be made available by the Student Activities Office in the spring semester of each academic year according to a schedule published by the Student Activities Office. Registration does not automatically constitute recognition. Recognized student groups which receive University recognition will be given a charter for the given academic year. To remain in good standing for the entire academic year, a recognized student group must furnish the Student Activities Office with a constitution. Recognized student groups may also be required to submit a financial report summarizing each year’s activities. Recognized student groups must also have a full-time faculty or administrative staff member willing to serve in the capacity of advisor.
Recognition can be denied by the director of Student Activities for failure to register or for violations of Student Activities Policies.
Recognized student groups must comply with all University regulations, as well as with local, state and federal laws. No recognized student group, or member of any recognized student group on behalf of the group, may encourage or participate in any activity that contravenes the mission of the University or the moral teachings of the Catholic Church. Failure to comply with these standards may result in sanctions, including, but not limited to, probation or suspension of the recognized student group.
A student may not charge purchases to the University or any University budget account without proper administrative approval. Any charge incurred without this authorization is the responsibility of the student, who alone is liable for the payment.
Ticket sales or the promotion of activities may be done in the dining hall lobbies, LaFortune Student Center, and Duncan Student Center. Permission is to be obtained in advance from the Student Activities Office and, for the dining halls, also from Campus Dining. A box office is operated at the LaFortune Information Desk as a service to recognized student groups..
Any recognized student group wishing to conduct or sponsor a trip must obtain prior approval from the Director of Student Activities or designee. It is expected that student trips will be planned so as not to interfere with academic classes. If using a charter bus company, only authorized vendors may be contracted and utilized. A list of authorized charter services is available upon request from the Student Activities Office. The sponsoring group must provide a list of students going on the trip, together with a signed waiver form from each participant. Waiver forms must be obtained in advance from the Student Activities Office.
A student representative from the sponsoring group must accompany the trip. Additionally, overnight trips require accompaniment by a University representative as required by the Director of Student Activities or designee. The sponsoring group is responsible for recruiting a full-¬time faculty or administrative staff member willing to serve as a University representative. The name, address and telephone number of the University representative must be submitted to the Director of Student Activities or designee before the travel will be approved. Requests for international travel must be submitted to the Student Activities Office at least ninety (90) calendar days before the scheduled departure date.
Exceptions to this recognized student group travel policy must, typically, be requested in writing at least seven (7) calendar days before the scheduled departure date, and can only be approved by the Director of Student Activities or designee. In cases where the recognized student group is a club sports team, the Director of RecSports or designee will be consulted regarding exceptions to the recognized student group travel policy.
Approval for the sale and distribution of student and community literature on campus must be obtained from the Associate Vice President for Student Development. All requests must be initiated through the Student Activities Office.The University of Notre Dame should not prohibit the orderly distribution of student literature on campus except that which could be reasonably construed to be in violation of the law.
Requests to schedule use of University buildings and grounds must be initiated through the Student Activities Office before approval can be granted.
For use of a University residence facility, the prior permission of the Rector must be obtained before approval by the Student Activities Office will be granted.
The Office of Student Affairs regulates the use of University grounds, the lakes and property adjoining the University. This also includes all parking facilities. Requests for use of University grounds by recognized student groups must be initiated through the Student Activities Office.
In those circumstances where the University serves as host and where graduate or undergraduate students are present, alcohol may be provided only when appropriate measures are taken to ensure moderate and legal consumption. Unless the event is held in an appropriately licensed oncampus facility (such as Legends or the Morris Inn), the approval of the Office of Student Affairs is required. Among other requirements, approvals will normally only be granted when:
- all participants in the event are of legal drinking age,
- at events at which a licensed bartender is responsible for the service of all alcoholic beverages, and
- substantial food and non-alcoholic beverages are also provided.
Violations and Alleged Violations of Student Activities Policies
The University’s Student Activities Policies and the related Student Group Conduct Process are under the jurisdiction of the Office of Student Affairs. All alleged violations of the Student Activities Policies are at the disposition of that office through the Student Activities Office or designee.
Any reported misconduct and/or questions regarding violations of policy will be reviewed by the Student Activities Office or designee. The matter may be resolved through a referral for further discussion with the appropriate office or for further investigation through a Hearing. Individual students may also be referred to the University Conduct Process.
To determine if a Recognized Student Group is responsible for a violation of Student Activities Policies, the Student Group Conduct Process described below will be followed. Decisions regarding a recognized student group’s responsibility – or lack thereof – for a violation of policy will be based upon careful consideration of all available information and evaluated using a preponderance of the evidence standard (i.e. if it is "more likely than not" that the policy was violated).
Hearings are ordinarily scheduled when the seriousness of the incident is such that a finding of responsibility for a violation of Student Activities Policies could result in the probation or suspension of the recognized student group. Hearings are scheduled and conducted before a panel of two or more Student Activities Office staff members or designee(s). In a Hearing, the student is entitled to the following:
- The President of the Recognized Student Group will receive written notification of the date, time, and location of the Hearing and a list of the alleged policy violations to be addressed at least seven (7) calendar days before the Hearing will be held. The Panel reserves the right to suspend any and all club activities once the Student Group Conduct Process has been initiated through the conclusion of the process.
- The President of the Recognized Student Group Conduct Process can, upon request, receive an excused absence from University obligations (including class and extra-curricular activities) in order to attend the Hearing.
- The President of the Recognized Student Group will have the opportunity to participate in an optional pre-Hearing meeting with a designee of the Panel before the scheduled Hearing to learn about the Hearing process and ask procedural questions. If the President elects to attend the informational meeting in person, the President will be provided an opportunity to review the report which will be discussed at the Hearing.
- The Recognized Student Group may be accompanied, but not represented, by the Recognized Student Group’s Advisor.
- The Panel will not make a final decision about a finding of responsibility or assignment of a Student Group Conduct Process Outcome until after the Hearing process is complete.
- After the Hearing, the Recognized Student Group will be provided the opportunity to submit a written response to the alleged violations of Student Activities Policy by a deadline prescribed by the Hearing Panel. If the Recognized Student Group accepts responsibility for the alleged behavior at the Hearing, the President may submit a written Action Plan describing actionable steps for how the Recognized Student Group will address the reported misconduct. If the Recognized Student Group does not accept responsibility for the alleged behavior at the Hearing, the President may submit a written response to the alleged misconduct. The Panel will make the final determination for Outcomes. Any previous misconduct and impact on community will be considered when determining Outcomes.
- Once the Panel has reached a decision (which includes a review of the Recognized Student Group’s written response, if submitted by the prescribed deadline), the President of the Recognized Student Group will be contacted to schedule a Decision Meeting with the Panel. The decision reached by the Panel will be communicated at the Decision Meeting.
- At the Decision Meeting, the Recognized Student Group and their Advisor will be provided written notification of an explanation for the decision and any Outcomes assigned by the Panel.
Requests for Review of Hearing Decision
- The President of the Recognized Student Group may submit a written request for review of the decision of the Hearing Panel within five (5) calendar days of communication of a decision. The request will be reviewed by the Student Group Conduct Case Review Board will consist of the designees from the Student Activities Office, Office of Community Standards, as well as a student designee from Club Coordination Council.
- The President of the Recognized Student Group may request a review of the Hearing Decision on one or both of the following two grounds:
- procedural defect in the Student Group Conduct Process which would have been substantial enough to have changed the decision, and/or
- the discovery of substantive new information that was unknown or unavailable to the Recognized Student Group at the time of the Hearing and would have been substantial enough to have changed the decision.
- Records containing the written request for review, Hearing notification, decision notification, action plan, witness statements, incident report, prior conduct history of the Registered Student Group, and any additional information will be provided to the Student Group Conduct Case Review Board or designee for consideration.
- The severity of Student Group Conduct Process Outcome assigned is not considered a legitimate ground for a Case Review to be granted.
- If the Student Group Conduct Case Review Board determines that the grounds have not been established to grant a Case Review, the student will be notified via written notification. Such a decision is final and not subject to further review.
- If the Student Group Conduct Case Review Board determines that a procedural defect occurred in the Student Group Conduct Process which would have been substantial enough to have changed the decision, the case may be:
- remanded to the Student Activities Office or designee with specific instructions to correct the defect(s) and reconsider the case; or
- referred to the Office of the Vice President for Student Affairs for a final decision.
- If the Student Group Conduct Case Review Board determines that the request contains substantive new information that was unknown or unavailable to the student at the time of the Hearing and the substantive new information would have had a significant effect on the decision, the case will be remanded to the Student Activities Office or designee for disposition.
- The decision of the Student Group Conduct Case Review Board is final and not subject to further review.