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 Resources tab of the Student Activities Office web site. For the purposes of the following Student Activities Policies, the term “recognized student group” refers to student clubs, organizations, and residence hall councils, officially recognized by the University through the Director of Student Centers, Activities, and Events. 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
- University Events Involving Food
- University Events Involving Alcohol
- University Events, Holidays and Breaks
- Imprinting Items
- Open Speaker Policy
- Questionnaires and Surveys
- Raffles and Other Games of Chance
- Religious Groups at Notre Dame
- Communication with University Officials
- Student Media
- Student Clubs
- Student Purchases
- Ticket Sales and Promotion of Activities
- Trips and Transportation
- Unofficial Student Publications
- Use of University Buildings and Grounds
- University Events Involving Alcohol
- Violations and Alleged Violations of Student Activities Policies
Recognized student groups may use University bulletin boards to announce and advertise activities. All recognized student group print materials must receive a stamp from the Student Activities Office indicating the group is a recognized student group and that the event has been approved. 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 campus. Non-University businesses are not permitted to advertise on campus. Businesses may advertise in The Observer and Scholastic.
All advertising placed on any University bulletin boards must not exceed 17" x 23" and must reflect good taste. 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, though residence halls may have and communicate policies regarding what adhesives may be used on walls based on specific types of wall surfaces.
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.
Recognized student groups may request through the Student Activities Office to advertise events using sidewalk chalk only on outdoor surfaces. Once approved, student groups may use sidewalk chalk in the vicinity of North and South dining halls and LaFortune Student Center. Chalk is not approved on Main Quad, in the vicinity of academic buildings, or on walls, stairs, ramps, or building entryways. All messages must be appropriate and include the name of the sponsoring group. Paint of any kind is prohibited on all outdoor surfaces.
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. Print, electronic and broadcast media funded in full or in part by the University, by University solicited funds or bearing University sponsorship by use of its name, may not contain advertisements promoting alcohol or events that have alcohol as their focus.
Approval for Use of Student/Faculty/Staff Directory Information
Permission from the Director of Student Centers, Activities, and Events or designee is required for any recognized student group to receive lists of students, parents of students, faculty and/or staff.
All proposed contracts (virtual or in-person) with non-University agencies (such as airlines, buses, bands, speakers, disc jockeys, vendors, food trucks, 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 Centers, Activities, and Events 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, the Associate Vice President for Student Development, or the Director of Student Centers, Activities, and Events. The University will not assume legal liability for contracts executed by a student, recognized student group, or residence hall facility. Students are encouraged to contact the Student Activities Office for consultation when events may involve contracts, agreements, or any other documents that require a signature. All student groups should follow the agreement and payment procedures outlined by the Student Activities Office.
All demonstrations must be registered in writing with the Vice President for Campus Safety and University Operations 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 council office, 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 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 student groups. Only degree-seeking Notre Dame students may serve as Officer1 and/or President/Co-President for Notre Dame student groups.
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.
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 the Department of Risk Management and Safety and 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.
As general practice, student groups are not allowed to sponsor events which include alcohol, and/or host event at facilities whose primary sales come from that of alcohol (e.g. bars, breweries, etc.). In limited circumstances, a student group may request an exemption to this policy only when:
- The University serves as host for the event;
- Graduate or undergraduate students are present;
- The majority of the membership in the respective sponsoring 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.
To request an exemption, student groups must upload a letter to their NDCentral request (at least 3 weeks in advance of the event), addressed to the Associate Vice President for Student Development detailing the event and providing the following information: (NOTE: Exemption requests will not be forwarded along for review by the Office of Student Affairs until the relevant NDCentral request has been fully approved.)
- A detailed description and proposed timeline of the event, which must be of a limited duration;
- A menu specifying the substantial food and non-alcoholic beverages to be provided;
- A detailed description of transportation being coordinated by the student group;
- Confirmation that the consumption of alcoholic beverages will take place only on the location specifically reserved for this event; and
- Confirmation that all alcohol will be provided via a cash bar and served by a licensed bartender who will be checking proper identification to assure students are of majority age (proof of liquor license and insurance must be provided if requested).
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 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 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 procedures for recognized student groups requesting to have an event involving alcohol is on the Student Activities Office website.
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.
No 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 may approve limited exceptions for graduate clubs whose membership consists entirely or primarily of doctoral students not taking final exams.
All imprinted items (e.g., hats, shirts, uniforms, glassware) must be approved by the Director of Student Centers, Activities, and Events or designee before a product is ordered and/or produced. The full name or acronym of the recognized student group must be clearly identified on all imprinted items.
The University of Notre Dame controls all sales of products bearing the University’s trademarks or including University identifiers. 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 Centers, Activities, and Events or designee and then by the Licensing Department. These approvals must be obtained prior to ordering or imprinting any items.
The use or likeness of external trademarks and logos require the written approval of the external trademark owner.
All imprinted items must be purchased through a University approved vendor. A list of approved vendors can be found on the University Licensing website.
Violations of this policy (i.e. unauthorized imprinting of items or sales outside authorized areas) may result in the merchandise being confiscated and a referral to the University Conduct Process or Student Group 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.
Merchandising is the activity of promoting the sale of goods to individuals both internal and external to the University. Recognized student groups are eligible to apply for permission allowing them to engage in merchandising activity. Students not affiliated with a recognized student group are prohibited from engaging in any type of merchandising activity without permission from the Student Activities Office. 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. 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 Centers, Activities, and Events 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 and/or fundraise may be asked to submit a financial summary to the Student Activities Office upon completion of the merchandising and/or fundraising project.
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 following restrictions are placed upon all those granted permission.
- Door-to-door sales are prohibited in University residence hall facilities
All advertising signs and posters must be officially stamped by 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(s) and location of sale;
- Advertising may not publicize the address or telephone number of any University residence hall facility as a business office or headquarters.
- University residence hall facilities may not serve as a center of commercial activity. Telephones and mail addresses of University residence hall facilities may not serve as telephones or addresses for a business office. University residence hall facilities may not be used to store inventory.
- Any online sales by recognized student groups must be conducted through Student Shop ND or other methods approved by the Student Activities Office.
- Payment for merchandised goods may only be accepted at the point of sale in the form of Cash, Check (made out to The University of Notre Dame), Domer Dollars, or PayPal. Any use of other forms of payment (e.g. Venmo, Apple Pay, etc.) are prohibited unless approved by the Student Activities Office.
Failure to comply with the Merchandising Policy may result in confiscation of merchandise and/or a referral to the student group conduct process
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 a pizza delivery person.
All fundraising activities that donate proceeds to internal and external organizations must be approved by the Director of Student Centers, Activities, and Events or designee. All outside organizations must be organized under Section 501c(3) of the Internal Revenue Code and further the mission and values of both the University of Notre Dame and the organization sponsoring the fundraiser.
A contract is required if using an outside company for fundraising activities (e.g. Blaze Pizza, Five Guys, etc.). Contracts for these activities may be obtained through the submission of an event request.
Residence hall food sales which involve only the sale of food and nonalcoholic beverages are 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 and receive approval.
The Director of Student Centers, Activities, and Events or designee must approve all on-campus 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 fundraising policies. Unauthorized sales or sales outside authorized areas may result in the merchandise being confiscated and/or a referral to the University Conduct Process or Student Group Conduct Process.
Any funds collected by a student groups must meet the following requirements:
- Funds and online fundraising may only be accepted in the form of Cash, Check (made out to The University of Notre Dame with student group name written on Memo line), Student Shop ND (studentshop.nd.edu), Domer Dollars, or PayPal. Any use of other forms of payment (e.g. Venmo, Apple Pay, etc.) are prohibited unless approved by the Student Activities Office.
- Student groups cannot use non-University approved fundraising platforms to directly receive funding from donors, or to receive funding from donors through a third-party organization. These include but are not limited to GoFundMe, Kickstarter, and similar platforms.
- No funds may be collected from any establishment whose primary purpose is a bar/tavern/pub, etc.
- All funds collected through cash or check must be deposited immediately into the recognized student group’s University account. At no point, should any member or advisor of a student group take University funds into their personal possession or residence.
- When soliciting a pass-through donation, student groups must be clear that they are raising money for an outside entity and the donation is not going to the University of Notre Dame.
If a gift is being made to a student group, the donor must donate through the Office of Development to ensure they receive proper acknowledgement from the University for their donation. Gifts can not be accepted or processed by members of the student group. Gifts received to student groups via check must be routed to the Student Activities Office to ensure proper processing.
All recognized student group-sponsored movie screenings 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 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, A/V staff, film rental, equipment rental, etc.). All movies shown 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 for an outdoor and/or public space screening of a movie with a rating higher than PG. 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 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 or virtually 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
Student groups who wish to collect signatures from students or members of the campus community for a letter writing campaign, to request an action to be taken, etc, should submit a request to the Student Activities Office prior to collection of signatures. Petition approval is necessary for both written and online petitions. Door-to-door solicitation/petition of signatures is always prohibited in residence facilities.
All students, groups of students or recognized student groups wishing to distribute a questionnaire or initiate a survey are required to request permission by submitting a copy of the questionnaire or survey instrument, along with a written explanation of the project’s purpose and rationale to the Director of Student Centers, Activities, and Events. Approval for questionnaire or survey distribution will be granted by the Associate Vice President for Student Development.
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, etc.).
Games of chance (including but not limited to raffles, door prizes, casino games, etc.) sponsored by recognized student groups must be approved by the Director of Student Centers, Activities, and Events or designee to ensure they are in line with Indiana state law. Alcohol, cash, and cash gift cards (Visa, Mastercard, American Express, etc.) may not be awarded as prizes.
For more information, please visit the SAO webpage on Gaming.
Notre Dame is a Catholic university with its own religious programs, which serve both the Catholic members of the community as well as persons of other denominations and faith traditions. The Congregation of Holy Cross, the professional staff of the Division 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 use 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 the 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 if they meet the recognized student group criteria and receive the complete cooperation of the Office of Campus Ministry. On the other hand, any group which seeks to proselytize Catholic students or is in any way 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, 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 to the Director of Student Centers, Activities, and Events. Approval will be granted by the Associate Vice President for Student Development.
Any and all solicitation of funds, clothing, books, votes, signatures, petitions, memberships, subscriptions or similar activities on the campus or within the University buildings must receive approval from the Director of Student Centers, Activities, and Events or designee. Door-to-door sales and/or solicitation is prohibited in University residence hall facilities, unless permitted under campus election guidelines established by Judicial Council.
Requests for any student or recognized student group to solicit advertising or to accept paid advertisements for any purpose must be initiated through the Student Activities Office and will be approved by the Director of Student Centers, Activities, and Events or designee. Student publications and other groups soliciting advertising must conform to local, state, and federal laws.
Any student or recognized student group wishing to solicit corporate and event sponsorship for any purpose or project affiliated in any way with the University must obtain permission in advance. All requests or proposals must be submitted through the Student Activities Office and will be approved by the Director of Student Centers, Activities, and Events or designee.
Any student, group of students, or recognized student group wishing to solicit funds from anyone outside the University, including alumni and the parents of students must submit a request through the Student Activities Office and will be approved by the Director of Student Centers, Activities, and Events or designee and the Department of Development.
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, staff, and institutional authorities, and assist in the process of formulating and reporting 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 recognized student groups.
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 University solicited 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, 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 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 semiannual application process.
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 applications are available from 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 receive confirmation of active status for the given academic year. Recognized student groups may also be required to submit a financial evaluation summarizing each year’s activities, Recognized student groups must also have a full-time faculty or administrative staff member to serve in the capacity of advisor.
Recognition can be denied by the Director of Student Centers, Activities, and Events for failure to register or for violations of Student Activities Policies. Clubs who have lost recognition and are interested in reactivation may contact the Student Activities Office for more information.
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.
When a student group 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.
A student 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. 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. 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.
Ticket Sales and Promotion of Activities
Ticket sales or the promotion of activities may be done in the dining hall lobbies, LaFortune Student Center, and Duncan Student Center. Requests should be submitted at least two weeks in advance to the Student Activities Office. Permission will be granted by the Director of Student Centers, Activities, and Events or designee, and also by Campus Dining when applicable. A box office is operated at the LaFortune Information Desk as a service to recognized student groups
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 web site.
Unofficial Student Publications
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
The Student Activities Office facilitates the use of University buildings, outdoor grounds, the lakes, and property adjoining the University for use by recognized student groups. For indoor events and meetings, the maximum attendance is set by the facility. Requests must be initiated and approved through the Student Activities Office. For use of a University residence hall facility, the prior permission of the Rector must be obtained before event approval will be granted by the Student Activities Office.
Recognized student groups who wish to have vehicles drive or park on any University sidewalk for their event will need to submit applicable vehicle information to the Student Activities Office. Requests will be submitted to and approved by the Notre Dame Police Department.
Requests to schedule use of University buildings and grounds must be initiated through the Student Activities Office before approval can be granted
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 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 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 their 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 the Student Activities Policy(ies) 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 by a deadline prescribed by the Hearing Panel. 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 by a deadline prescribed by the Hearing Panel. 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 designees from the Student Activities Office, Office of Community Standards, as well as a student designee from the group’s relevant governing student organization.
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 recognized 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.