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  4. Recognized Student Group Policies

Recognized Student Group Policies

In addition to the University’s Standards of Conduct and Student Life Policies, all recognized student groups are required to abide by all Recognized Student Group Policies as articulated below. Any reported misconduct and/or questions regarding violations of these policies will be reviewed by the Student Activities Office or designee and may result in a referral to the University Conduct Process or Recognized Student Group Conduct Process. For the purposes of the following policies, the term “recognized student group” refers to student clubs, organizations, and residence hall councils, officially recognized by the University through the Division of Student Affairs. Recognized Student Group Policies include the following:

Eligibility for Student Involvement

Satisfactory academic and conduct standing is required in order to be eligible for student body office, class council office, the Campus Life Council, Hall President’s Council, Student Government, or Club Coordination Council. The same requirement that students be in satisfactory academic and conduct standing applies to student athletes, cheerleaders, officers of campus clubs, organizations, or activities. Participation by students as members or leaders in recognized student groups, 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 at Notre Dame, Saint Mary’s College, and Holy Cross College are eligible to hold a student leadership position in Notre Dame recognized student groups. Only degree-seeking Notre Dame students may serve as Officer1 and/or President/Co-President for Notre Dame recognized student groups.

University Events Involving Food

Recognized student groups are permitted to use both on-campus and off-campus catering options, including the use of food trucks with approval from the Student Activities Office.

Recognized student groups who wish to prepare and serve their own food (such as potlucks, bake sales, etc.) must complete the annual Food Safety training facilitated by the Student Activities Office in conjunction with Campus Dining. Two (2) Food Safety trained group members must be present during the preparation, serving, and/or sales of food. Questions regarding Food Safety Training should be forwarded to the Student Activities Office.

  University Events Involving Alcohol

As general practice, recognized student groups are not allowed to sponsor events which include alcohol, and/or host events at facilities whose primary sales come from that of alcohol (e.g. bars, breweries, etc.). In limited circumstances, a recognized student group may request an exemption to this policy only when the following requirements are met:

  • The University serves as host for the event;
  • Graduate or undergraduate students are present;
  • The majority of membership of the respective sponsoring recognized student group(s) is 21+ years old;
  • Alcohol is provided via a cash bar and served by a licensed bartender; and
  • Appropriate measures are taken to ensure moderate and legal consumption.

Unless the event is held in an appropriately licensed on-campus facility (such as Legends or the Morris Inn), the approval of the Office of Student Affairs is required in advance of the event. No student club, organization, or hall funds of any kind may be used to purchase alcohol, and no funds may be received from the venue serving the alcohol for any purpose. Individuals are not permitted to bring their own alcohol to student events for personal consumption.

In the interest of safety, a staff/faculty advisor may be required to be present for the duration of any recognized student group sponsored event involving service of alcoholic beverages. As part of their role, the advisor will assist in arranging alternative transportation for students who have consumed alcoholic beverages during the event. Unless transportation is being coordinated by the sponsoring recognized student group, (e.g. shuttles, buses, etc.) students choosing to consume alcoholic beverages throughout the event agree to utilize public transportation (including taxis and rideshare programs such as Uber or Lyft) when leaving the event.

The complete policy and detailed procedure for recognized student groups requesting an exemption in order to have an event involving alcohol is available on the Student Activities Office website.

University Events, Holidays, and Breaks

Any recognized student group that would like to host an event, activity, or meeting must submit a request through the Student Activities Office. All requests must be submitted at least two weeks in advance to ensure proper review and approval, unless an exception is approved by the Director of Student Centers, Activities, and Events or designee. Note that University, religious, and/or government holidays may impact the ability to schedule an event, activity, or meeting.

No recognized student group events or activities may occur in residences leased, owned, or rented by a student.

The last day of class will serve as the last day recognized undergraduate student groups and post-baccalaureate student clubs are allowed to host events each semester. The Director of Student Centers, Activities, and Events, or designee may approve limited exceptions for graduate clubs whose membership consists entirely or primarily of doctoral students not taking final exams.

Movies, TV Shows, Plays, and Other Performances

All recognized student group-sponsored screenings of movies, TV shows, plays, or other performances of copyrighted materials must be approved by the Director of Student Centers, Activities, and Events, or designee. Upon approval, the recognized student group must reserve an appropriate facility for the screening or performance. The recognized student group must adhere to all policies regarding the use of the facility in which their screening or performance is held. The recognized student group is responsible for all costs incurred (i.e., Public Performance Rights, A/V staff, film rental, equipment rental, etc.). All screenings and performances in outdoor and/or public spaces must be suitable for public viewing (G or PG). An exception must be granted by the Director of Student Centers, Activities, and Events, or designee for an outdoor and/or public space screening or performance of material with a rating higher than PG. All recognized student groups are encouraged to consult with the Student Activities Office for assistance in ordering and obtaining proper performance rights approvals.

Recognized Student Group Purchases

Members of a recognized student group may not charge purchases to the University or any University budget account without prior approval from the Student Activities Office. Any charge incurred without this authorization is the responsibility of the student, who alone is liable for the payment. Reimbursement requests should be submitted in a timely manner, within a maximum of 60 days from the purchase date on receipt(s). The last day of finals for the academic year will serve as the last day for submitting reimbursement requests. Recognized student groups are not permitted to have off-campus bank accounts and must use their University-provided FOAPAL accounting system for all monetary transactions. Non-cash gift cards may only be purchased as prizes for events and may not be used for club operations. Recognized student groups may not purchase cash gift cards (e.g. Visa, MasterCard, American Express, etc.) for any purpose. For procedures and resources, please visit the Student Activities Office website.

Student Clubs

Establishment and University Recognition

To be considered an official University recognized student club, the 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 acting 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 (sao@nd.edu) for information on the semiannual application process.

Registration

Recognized student groups must be registered annually in order to receive official University recognition, have the privilege of sponsorship of activities, use University facilities, be eligible to raise funds, and be eligible to receive student activity fee allocations from their respective student governing organization. Registration is organized through the Student Activities Office 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 receive confirmation of active status for the given academic year. Recognized student groups may be required to submit a financial evaluation summarizing each year’s activities. Recognized student groups must have a full-time faculty or administrative staff member to serve in the capacity of advisor.

Recognition can be revoked by the Director of Student Centers, Activities, and Events, or designee for failure to register or for violations of Recognized Student Group Policies. Clubs who have lost recognition and are interested in reactivation may contact the Student Activities Office for more information.

Good Standing

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 acting 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.

When a recognized student group’s advisor can no longer serve in that capacity (eg. abroad, leaves the institution, declines the position, etc.), the Director of Student Centers, Events, and Activities, or designee will appoint a temporary advisor for a maximum of two weeks. The temporary advisor can provide resources for selecting a new advisor, however, it is up to the recognized student group to put in the effort and invite a new advisor. If no advisor has been appointed after the two-week period has lapsed, the club will be listed as inactive and must cease all club functions and purchasing until an advisor can be appointed. After an advisor is appointed, the club will resume its active status.

Trips and Transportation

Any recognized student group wishing to conduct or sponsor travel off-campus (local, regional, national, or international) must obtain prior approval from the Director of Student Centers, Activities, and Events, or designee. The complete policy for recognized student group travel is on the Student Activities Office website.

Violations and Alleged Violations of Recognized Student Group Policies

The University’s Student Life Policies, Recognized Student Group Policies, and related University and Recognized Student Group Conduct Processes (outlined below) are under the jurisdiction of the Office of Student Affairs. Any reported misconduct and/or questions regarding violations of these policies will be reviewed by the Director of Student Centers, Activities, and Events, or their designee and may result in a referral to the University Conduct Process or Recognized Student Group Conduct Process, and or other University departments for review. Information regarding the policies and procedures of these individual offices is linked herein.

Recognized Student Group Conduct Process

To determine if a recognized student group is responsible for a violation of Recognized Student Group Policies, the Recognized 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).

In addition to the three settings outlined below, the Student Activities Office may meet with students informally in order to gather more information about an alleged incident, to clarify a recognized student group’s involvement, and/or to determine whether the Recognized Student Group Conduct Process is the appropriate means through which to resolve the matter.

The Student Activities Office may elect to meet with recognized student groups to facilitate resolution of a conflict or to address behavioral concerns. The Student Activities Office may also designate faculty or administrators to facilitate such processes and assist students with reaching a resolution.

Meeting

Meetings are intended to allow for the discussion of alleged violations of Recognized Student Group Policies. Alleged violations involving recognized student groups will be referred to a member of the Student Activities Office or their designee.

Outcomes from Meetings are formative by design and tailored to meet the developmental needs of the recognized student group. The results of Meetings are documented, and this record may be used to establish a recognized student group’s conduct history at the University.

If a member of the Student Activities Office or their designee conducting a Meeting receives information that suggests a Conference or Hearing would be a more appropriate setting or if the administrator conducting a Meeting receives information that suggests an alleged incident involves sexual or discriminatory harassment, the administrator will stop the Meeting. The Student Activities Office will proceed by either:

  • scheduling a Conference or Hearing in accordance with the procedures outlined on this page, or
  • referring the matter to the Office of Institutional Equity for review, as appropriate.

Conference

Conferences are intended to allow for the investigation, discussion, and resolution of alleged violations of Recognized Student Group Policies. Conferences are ordinarily conducted by one or two staff members from the Student Activities Office and/or their designee.

  1. The President of the recognized student group will be notified of the Conference via written notification, which will include information about how the Conference will be administered.
  2. The President of the recognized student group can, upon request, receive an excused absence from University obligations (including class and extra-curricular activities) in order to attend the Conference. The President of the recognized student group can also, upon request, re-schedule a Conference to accommodate their participation in University obligations.
  3. The President of the recognized student group may be accompanied, but not represented, by the Advisor of the recognized student group. The role of the Advisor is not intended to be a character reference but rather to provide moral support for the student leaders during the Hearing.
  4. The President of the recognized student group will have the opportunity to present witnesses to the incident during the Conference. The names of any witnesses invited to the Conference by the Student Activities Office will be provided to the President of the recognized student group upon request.
  5. The President of the recognized student group will be provided the opportunity to put their perspective into writing by reflecting on particular questions and/or prompts identified by the Student Activities Office or designee. The President of the recognized student group may submit the optional Reflection after the Conference by a deadline prescribed by the Student Activities Office or designee.
  6. The decision reached by the Student Activities Office or designee will be communicated at a separate Decision Meeting. In addition to the Decision Meeting, the President of the recognized student group will be provided written notification and explanation of the decision and any Recognized Student Group Conduct Process Outcomes assigned. On occasion, the written notification may be sent directly to the President of the recognized student group if the President is unavailable to participate in a Decision Meeting.
  7. With the exception of revoking the recognition status of the recognized student group, any of the Recognized Student Group Conduct Process Outcomes may be assigned if a recognized student group is found responsible for a violation of the Recognized Student Group Policies as a result of a Conference.
  8. The results of Conferences are documented, and this record may be used to establish a recognized student group’s conduct history at the University.
  9. In the event the President of the recognized student group receives notice and fails to appear for a Conference, the Student Activities Office or designee reserves the right to render a decision in the President’s absence.

If a Student Activities Office staff member or designee conducting a Conference receives information that suggests a Hearing would be a more appropriate setting or if the staff member or designee conducting a Conference receives information that suggests an alleged incident involves sexual or discriminatory harassment, the staff member or designee will stop the Conference. The Student Activities Office will proceed by either:

  • scheduling a Hearing in accordance with the procedures outlined below, or
  • referring the matter to the Office of Institutional Equity for review, as appropriate.

Hearing

Hearings are ordinarily scheduled when the seriousness of the incident is such that a finding of responsibility for a violation of Recognized Student Group Policies could result in 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:

  1. 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 Recognized Student Group Conduct Process has been initiated through the conclusion of the process.
  2. The President of the recognized student group can, upon request, receive an excused absence from University obligations (including class and extra-curricular activities) in order to attend the Hearing.
  3. 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 of the incident, which will be discussed at the Hearing.
  4. The President of the recognized student group may be accompanied, but not represented, by the Advisor of the recognized student group. The role of the Advisor is not intended to be a character reference but rather to provide moral support for the student leader during the Hearing.
  5. The Panel will not make a final decision about a finding of responsibility or assignment of a Recognized Student Group Conduct Process Outcome until after the Hearing process is complete.
  6. In the event the President of the recognized student group receives notice and fails to appear for a Hearing, the Student Activities Office or designee reserves the right to render a decision in the President’s absence.
  7. The President of the recognized student group will be provided an opportunity to put their perspective into writing by reflecting on particular questions and/or prompts identified by the Student Activities Office or designee. The President of the recognized student group may submit the optional Reflection after the Hearing by a deadline prescribed by the Student Activities Office or designee.
  8. The Panel will consider information provided in incident reports, during the Hearing, and in the optional Reflection (if submitted by the prescribed deadline) to determine responsibility. Any previous registered recognized student group misconduct and impact on the community will be considered when determining Outcomes. The Panel will make the final determination for Outcomes.
  9. The results of Hearing are documented, and this record may be used to establish a recognized student group’s conduct history at the University.
  10. The decision reached by the Panel will be communicated at a separate Decision Meeting. In addition to the Decision Meeting, the President of the recognized student group will be provided written notification and explanation of the decision and any Recognized Student Group Conduct Process Outcomes assigned. On occasion, the written notification may be sent directly to the President of the recognized student group if the President is unavailable to participate in a Decision Meeting.

Requests for Review of Conference or Hearing Decision

  1. The President of the recognized student group may submit a written request for review of the decision of the Panel within seven (7) calendar days of communication of a decision. The request will be reviewed by the Recognized Student Group Conduct Case Review Board which consists of designees from the Student Activities Office, Office of Community Standards, as well as a student designee from the group’s relevant governing student organization.
  2. The President of the recognized student group may request a review of the Hearing Decision on one or both of the following two grounds:
    1. procedural defect in the Recognized Student Group Conduct Process which would have been substantial enough to have changed the decision, and/or
    2. 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.
  3. The severity of an assigned Recognized Student Group Conduct Process Outcome is not considered a legitimate ground for a Case Review to be granted.
  4. Records containing the written request for review, Hearing notification, decision notification, action plan, witness statements, incident report, prior conduct history of the recognized student group, and any additional information will be provided to the Recognized Student Group Conduct Case Review Board or designee for consideration.
  5. If the Recognized 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.
  6. If the Recognized Student Group Conduct Case Review Board determines that a procedural defect occurred in the Recognized Student Group Conduct Process which would have been substantial enough to have changed the decision, the case may be:
    1. remanded to the Student Activities Office or designee with specific instructions to correct the defect(s) and reconsider the case; or
    2. referred to the Office of the Vice President for Student Affairs for a final decision.
  7. If the Recognized 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.
  8. The decision of the Recognized Student Group Conduct Case Review Board is final and not subject to further review.

Recognized Student Group Conduct Process Outcomes

If the Student Activities Office or designee determines that a student is responsible for a violation of one or more of the Recognized Student Group Policies, Recognized Student Group shall be assigned one or more Recognized Student Conduct Process Outcomes. Factors that will be considered when determining an appropriate outcome may include, but are not limited to: the nature of the offense and the circumstances surrounding it; the Recognized Student Group’s prior violations (if any); the impact of the misconduct on the community as a whole, as well as on those directly involved in the incident; and past precedent (if any). Recognized Student Groups must comply with Recognized Student Group Conduct Process Outcomes assigned by the Student Activities Office, and/or their designees. Failure to comply with an assigned outcome will be documented and may result in a referral to the Recognized Student Group Conduct Process. Outcomes for the Recognized Student Group may include, but are not limited to, the following:

  • Revocation of Recognition Status
  • Probation
  • Loss of Travel Privileges
  • Workshops
  • Educational Meeting(s) with a University Administrator
  • Restorative Practices
  • Restitution