D. Manual for Registered Undergraduate Organizations
Yale recognizes that organizations under the leadership of undergraduates can and do enhance a student's education by providing additional opportunities beyond the curriculum for personal development and growth. Furthermore, the University benefits from the variety of services and activities provided by undergraduate organizations. The University believes that students should be encouraged to participate in organizations that are open to all members of the community and whose activities do not interfere with the policies or programs of the University or with the rights of other members of the community. To that end the dean of Student Affairs and the Yale College Committee on Undergraduate Organizations assist students in developing organizations and planning events, in some cases provide financial advice and assistance, clarify University policies and procedures, and authorize the use of University resources and facilities.
This manual collects many of the policies and procedures applicable both to the registration and to the activities of undergraduate organizations. It also serves to apprise students of some of the obligations imposed upon student organizations by laws or by taxing authorities. The activities of undergraduate organizations and their members are also governed by the Undergraduate Regulations. Students are encouraged to consult with the dean of Student Affairs about any question concerning this manual and its regulations. Students are also encouraged to inform the dean of Student Affairs if they have suggestions about ways in which the manual and the Undergraduate Regulations could be improved or their organizations better served by them.
The specific procedures for registration of undergraduate organizations have been outlined in detail in this manual and also on the Web at www.yale.edu/studentaffairs in order to provide guidance to student officers. These registration requirements also protect the University's tax-exempt status and are designed to ensure that the purpose and activities of the organizations are consistent with the established purposes of the University. Registration is further required because activities of student organizations frequently appear to involve identification with the University. However, registration does not imply official approval by the University of the activities of any undergraduate organization, nor does it indicate any responsibility for them.
B. Registration of undergraduate organizations
1. Definition of an Undergraduate Organization. Any undergraduate organization that conducts meetings periodically or sponsors activities on the campus of Yale University, that provides a service, or that raises funds within the University for charitable or other purposes must register with the Yale College Dean's Office. (Organizations established for the purpose of selling or renting items are considered not undergraduate organizations but Associated Student Agencies. Students who wish to form such an agency should consult with the business manager of the Associated Student Agencies, 246 Church Street.) Such groups with activities limited to, and affecting only, a single residential college (e.g., college councils, rooming committees) must register with the master's office of the appropriate residential college. Club sports must register with the Office of Club Sports and Outdoor Education, Department of Athletics. Other groups within a residential college that sponsor extracurricular events open to the Yale community must register annually with the Yale College Dean's Office. Any undergraduate organization must be initiated and controlled by currently enrolled Yale College students; in that connection, all administrative, policy, and managerial decisions are to reside in the hands of currently enrolled undergraduates. Undergraduate organizations must be operated exclusively on a nonprofit basis.
2. Procedure for Annual Registration. All returning undergraduate organizations must submit an online application for registration at www.yale.edu/ug-orgs by the first announced meeting of the Undergraduate Organizations Funding Committee (UOFC) of each academic year. All new undergraduate organizations may register with the Yale College Dean's Office at any time during the academic year. Officers of organizations are encouraged to attend the fall orientation meeting sponsored by the Yale College Dean's Office for specific information on the online registration process and other issues discussed in this section.
The online registration form requires, among other things, a description of the purposes of the organization and the identification of officers or other leaders. A complete list of members is not required to be made public but may be requested by the dean of Student Affairs to verify information required for registration; even in such a case the list will not be made public.
Registration is ordinarily valid for one academic year; it remains valid until the first announced UOFC meeting of the subsequent academic year. However, if the organization wishes to change its activities from those outlined in the registration documents, or to alter aspects of the organization described in the registration agreements, then the organization must effect an update of its information on line for subsequent review and approval. Undergraduate organizations that elect officers or other leaders during the year must also update this information within the online database within one week of the election of officers so that mail and notices to the organization can be delivered promptly.
If two or more groups claim to have succeeded to the name and assets of an organization, the dean of Student Affairs or his or her designate will decide which group, if either, is entitled to such name and assets.
3. Revocation or Suspension of Registration. The dean of Student Affairs may revoke or suspend the registration of any undergraduate organization that has not abided by the rules in this manual, the Undergraduate Regulations, or its registration and related agreements. Failure by a student organization or its officers or designated representatives to meet the financial obligations of the organization in a timely manner can also result in the suspension or revocation of registration. Any request for reinstatement should be addressed to the Yale College Dean's Office.
C. Privileges and responsibilities of registration
1. Privileges. Subject to availability and in some cases payment of rental fees, registration of undergraduate organizations allows them to:
a. Use certain University facilities or properties for programs and meetings;
b. Request funding from the UOFC;
c. Request office space on campus;
d. Participate in Freshman Orientation and canvass members during it;
e. Petition the dean of Student Affairs for permission to use the Yale name;
f. Purchase some goods and services from the University;
g. Accept gifts from alumni and other donors for the current use of the undergraduate organization when the solicitation for that donation was approved in the manner described in section F;
2. Responsibilities. Registration requires that the organization and its officers and members assume certain responsibilities, including the responsibility to be aware of and abide by the Undergraduate Regulations and the regulations in this manual as they may be revised from time to time. A student who is believed to have violated University policy or state or federal law (e.g., by theft of the organization's funds or property) in the course of working for or participating in the activities of an undergraduate organization may be brought before the Yale College Executive Committee for possible disciplinary action or referred to appropriate civil authorities.
Undergraduate organizations are expected to adhere to and to promote the University's equal opportunity policies. As part of an undergraduate organization's obligation to abide by these policies, it is responsible for making reasonable accommodations to assist handicapped students who indicate that they wish to participate in an organization's activities or attend one of its events. The University's Office for Equal Opportunity Programs, 100 Wall Street, and the director of the Resource Office on Disabilities, 100 Wall Street, are available to help organizations with these efforts.
D. Officers, members, and advisers
1. Officers. Only currently registered students in good standing in Yale College can hold office or act officially on behalf of an organization in any way.
2. Members. All current students, faculty, and staff of Yale University can be active (voting) members of an undergraduate organization so long as Yale College students constitute a majority of the membership. Students on a leave of absence, or withdrawn students, are not considered current students and may not participate in the activities of any undergraduate organization. For organizations in which special talents or skills are required, the standards used to select members must be related to the needs of the organization, and public announcements about auditions or competitions should be made to ensure that interested students are informed about the opportunities to be considered for membership in the organization.
Although the functioning of registered student organizations must be confined to and controlled by their active membership, organizations may invite others to attend or participate in events of general interest.
3. Advisers. To assist in providing continuity from year to year, organizations are encouraged to have a Yale administrator or faculty member as an adviser or a committee composed primarily of Yale administrators and faculty members that is advisory (nonvoting) to the organization.
1. Financial Responsibility. Each undergraduate organization is fully responsible for its own finances. Officers should be aware that they are personally responsible for the payment of debts incurred during the period for which they are responsible for the organization. Any financial difficulties of an undergraduate organization should be discussed as soon as possible with the dean of Student Affairs, who may be able to assist or advise the organization.
2. Financial Records and Reports. A record of all income and expenses and supporting documentation is to be maintained at all times. Each registered undergraduate organization including Student Activities Fee recipients is fully responsible for its own finances. These responsibilities include the submission of original receipts and account reconciliation. Financial records and reports may be audited by the University at any time. Masters may require similar or more extensive reporting for organizations operating essentially from a particular residential college.
3. Nonprofit Status. All undergraduate organizations are to be operated exclusively on a nonprofit basis. If it becomes necessary for the organization to incorporate, this action is to be undertaken after consultation with the dean of Student Affairs. Any undergraduate organization that incorporates must do so strictly on a nonprofit basis and in a manner that perpetuates its undergraduate status.
4. Profits and Wages. The overwhelming majority of students involved with undergraduate organizations receive no compensation for their contributions. While the Yale College Dean's Office and the Committee on Undergraduate Organizations applaud and prefer such volunteerism, permission for students to be paid for services they perform has occasionally been granted to a few organizations. Organizations wishing to pay such wages must receive advance written approval to do so from the dean of Student Affairs.
Students should understand that undergraduate organizations as tax-exempt entities are prohibited from being profit-making operations. Thus the "profits" or earnings of an undergraduate organization may not be paid to or divided among student members, officers, or other leaders. In that connection, wages or payments to students for their work with student organizations cannot be awarded in a way that would be a disguise for what is really a division of profits. Therefore, all students permitted to earn wages for their work with an undergraduate organization must be hired through the Yale College Dean's Office and paid according to the prevailing rates and regulations of the Office of Student Employment.
1. Funding by the UOFC. Funds have been provided to the UOFC for disbursement to registered undergraduate organizations. Undergraduate organizations should be aware that rarely is the entire budget of an organization funded and that the committee does not provide funding for honoraria or off-campus travel. A copy of the committee's guidelines and forms for applying for funding are available from the dean of Student Affairs or on line at yale.edu/studentaffairs.
Except for new organizations, an existing organization must renew its registration by the first announced meeting of the UOFC in order to be eligible for funding from the committee during the academic year.
2. Raising Funds on Campus. While organizations are encouraged to hold fund-raising events to defray the organization's expenses, these events must be coordinated by Yale College for a variety of reasons, including avoiding multiple and competing events in one period of time and ensuring that certain University facilities are not monopolized by a few organizations. Thus permission to hold fund-raising events on campus must be requested in writing from the dean of Student Affairs at least two weeks before the event.
3. Raising Funds outside the University. Undergraduate organizations are encouraged to seek funds from a variety of sources, including reasonable membership dues; donations at concerts, speeches, or other events; and advertisements in publications. Obviously fund-raising activities are permissible only to the extent that they are needed to support the activities of the organization, since each organization is operated on a nonprofit basis.
There must be limitations on fund-raising activities focused outside of Yale in order to coordinate such efforts with the University's alumni giving and development programs. Soliciting financial support from alumni and other outside sources (such as foundations and corporations) must be authorized by the dean of Student Affairs and the director of Development. To obtain such authorization, an organization must first provide the dean of Student Affairs with a statement describing the purpose of the solicitation and the names and affiliations of prospective donors, as well as with exact copies of all proposed solicitation materials. The dean of Student Affairs will refer these documents to the director of Development for final approval. An organization may not contact prospective donors until it has received authorization in writing from the dean of Student Affairs to do so.
G. Use of the Yale name and representation of the University
1. Use of the Yale Name. Any undergraduate organization wishing to incorporate the name of Yale into its title must secure permission to do so from the dean of Student Affairs. (An online form for such a request is automatically generated at the time of a group's registration.) Approval to use the Yale name is not final until the organization has received from the Yale College Dean's Office a letter confirming the privilege.
In order to obtain approval by the Yale College Dean's Office, the organization should be certain (1) that the nature and purpose of the organization are clearly evident from its title, and (2) that its proposed name does not imply University endorsement of the activities, services, or products offered by the group. Therefore, the words "Undergraduate" or "Yale College" must appear in the organization's title or subtitle, and must be prominently displayed. Examples of names that would avoid confusion are "The Yale Colloquium: An Undergraduate Publication" or the "Yale College Backgammon Club."
Permission to continue to use the Yale name is contingent upon maintaining these requirements and conforming to the regulations applicable to the organization. Permission is automatically revoked if an organization fails to register each year. Upon subsequent registration, the organization must reapply for permission to use the Yale name.
No student organization may reproduce the Yale University seal in its literature or on its stationery. The full name of the organization, including any subtitle, must be included on all materials prepared by or for the organization (e.g., agreements, stationery, posters), with the exception of bank checks which, for tax purposes, must not include the Yale name.
2. Representation of the University. No undergraduate organization shall in any publication, radio, television, or Web broadcast or public forum purport to represent the views or opinions of Yale University or Yale College.
H. Use of University facilities
1. Reserving University Space or Property for a Meeting or Activity. If an undergraduate organization wishes to use University space or property for a meeting, lecture, or other activity, that request must be approved by the appropriate administrative office in charge of that facility or space. Since there is a heavy demand on University facilities, requests should be submitted as soon as possible and, in any case, at least two weeks in advance of the event.
The person or organization sponsoring an event must notify the University Police Department at least two weeks prior to the event. The chief of University Police, or designee, will determine whether police services are needed and the number of police appropriate for the event. The person or organization sponsoring the event will be financially responsible for police services.
For the use of classrooms and certain auditoriums, undergraduate organizations will ordinarily not be charged a room fee when no admission charge is made, but there may be fees for specific services, e.g., public address system hook-ups, extra janitorial service, and the like. Reservations information is also available on line through the Office of the Registrar, Faculty of Arts and Sciences, at www.yale.edu/sfas/registrar.
2. Assigning Office Space. Undergraduate organizations wishing to secure an office on campus must petition the dean of Student Affairs in writing. Space is extremely limited and requests will be considered by the dean of Student Affairs only when an organization presents strong evidence of the need for it. Organizations that have been in existence within the University for less than two full academic years will ordinarily not be considered eligible for the use of an office.
The privilege to use an office is granted for only one academic year but permission may be renewed from year to year by the dean of Student Affairs.
All solicitation regulations published in Regulations for Student Activities and Extracurricular Activities, section G, "Solicitation in colleges and other undergraduate buildings," are applicable to registered undergraduate organizations.
J. Risk Management and Insurance
Most registered undergraduate organizations are covered by the University's liability insurance for their events, providing there is full compliance with all rules and regulations covering Undergraduate Organizations. However, the University's insurance will not extend to certain types of organizations, such as fraternities, and proof of liability insurance must be provided to the Office of Risk Management. This insurance must indicate that Yale University is named as an additional insured. Further details about insurance coverage or requirements can be obtained from the Office of Risk Management, 2 Whitney Avenue, or the dean of Student Affairs, 105 SSS.
Students driving University-owned vehicles, or rented vehicles paid for by University funds, and being driven for official registered organization activity, are covered by the University's automobile insurance policy, if the drivers have taken and passed the Driver Safety Awareness Class offered by the Office of Risk Management. There is no insurance provided for any driver who has not passed this class; students who have not passed it should not be driving any owned or rented vehicle. Details on Driver Safety Awareness can be found at www.yale.edu/finance/controller/riskman.
Students driving their own automobiles for group activities must be properly insured.
The use of twelve- or fifteen-passenger vans is prohibited.
K. Outside vendors/contractors
Contracts between individual students or student organizations and outside vendors/contractors must be reviewed before signing by the dean of Student Affairs.
All vendors hired by registered organizations (including, but not limited to, performers, caterers, and equipment rental companies) must provide proof of $2 million in liability insurance prior to performing any work or providing any service. Yale University must be named as an additional insured. The Office of Risk Management can recommend a method of obtaining the proper insurance if an outside vendor does not carry it. Details can be found at www.yale.edu/finance/controller/riskman.
L. Additional regulations pertaining to certain organizations or types of events
In addition to the regulations outlined in the rest of this manual, certain organizations have additional guidelines or legal requirements.
1. Musical Ensembles, Singing Groups, and Theater Groups. Undergraduate organizations using sheet music, scores, or scripts should be aware that photocopying is subject to the federal copyright statute.
2. Publications. Each issue of every publication of an undergraduate organization must include a publication notice on the cover page or the page containing the table of contents stating that "This magazine"—or "periodical" or "newspaper," as the case may be—"is published by Yale College students and Yale University is not responsible for its contents." For online publications, this notice must be prominently displayed on the organization's home page and on each discrete publication.
In keeping with the requirement that administrative, policy, and managerial decisions are to be in the hands of undergraduates, decisions about the contents of each periodical, the editorial policy, and the business policies and practices are to be controlled by enrolled Yale College undergraduate students.
3. Distinguished Visitors or Speakers. In order to ensure that appropriate courtesies are extended to distinguished visitors and in some cases to arrange other engagements or security for these visitors when they are on campus, an undergraduate organization that wishes to invite a head of state (past or present), cabinet member, ambassador, or other dignitary of similar rank to visit Yale must, at least a month in advance of the visitor's arrival, inform the secretary of the University and the dean of Student Affairs and apprise both of the visitor's proposed schedule while on campus. If an invitation is accepted by such a visitor less than one month before his or her scheduled appearance on campus, the one-month notice provision will be waived if the secretary and dean are immediately informed.
4. Travel Abroad. Members of undergraduate organizations (e.g., singing groups) planning to go abroad should consult the health and safety section of the Office of International Education and Fellowship Programs Web site at www.yale.edu/iefp for information about health and safety abroad and about travel warnings issued by the U.S. Department of State for specific countries or regions.
