Student Organization Handbook 2004-2005

Stanford Student Organizations

T here are currently over 600 student groups formally recognized by the University. Groups that meet the following requirements are recognized annually by the Office of Student Activities (OSA):

• The purpose of the student group is consistent with the goals and standards of the University.
• All organization members must be currently registered students enrolled in a degree-granting program.
• Members of the student group have taken the necessary steps each year to register their organization with the University at OSA by the required deadline.
• Information about the organization's leadership on file with OSA and the ASSU is accurate at all times and changes are documented as they occur during the academic year.

Types of Student Organizations

Registered student organizations at Stanford fall into one of three categories: voluntary student organizations, fraternities and sororities or residential house governments.

Voluntary Student Organizations (VSOs)

Voluntary student organizations (VSOs) are groups formed for a specific purpose. Their structure may be formal or informal. Some local groups are affiliated with national organizations, but the local campus organization and student members must make all decisions. VSOs meet the following criteria:

• Membership is not mandatory and must meet the University's nondiscrimination policy.
• Membership is both open and limited to currently registered Stanford students.
• Stanford students must make all organizational decisions and hold all leadership positions, including that of “Authorized Representatives” (see page 4).
• Other members of the Stanford community (faculty, staff and alumni) may participate in organizational activities, but they cannot be considered organization members.
• Members of the Stanford community other than current students may serve in an advisory role but cannot lead or direct the organization's activities in any way.
• New groups must not duplicate the goals, activities or name of existing student organizations.
• External and/or benefit fundraising is not the main focus of the group.

Fraternities and Sororities

Unlike VSOs, fraternities and sororities have the privilege of choosing their own members based upon subjective criteria within the University's nondiscrimination policy. With this privilege comes the responsibility for governing the group's behavior in a way consistent with the University's educational mission and standards of conduct. Thus, chapters accept responsibility for the individual actions of their members when their behavior is part of a group activity or represents chapter norms. Expectations for fraternities and sororities include:

• Each chapter is expected to establish, maintain and enforce policies to achieve responsible group governance.
• While affiliated with national organizations, chapters are expected to determine their own goals and activities so that they reflect the mission and character of Stanford.
• Fraternal organizations may not allow non-students to influence or control membership selection or group governance.
• Freshmen can neither join nor be rushed by any fraternal organization, either as pledges or actives, until spring quarter of their freshman year.

For more information about Greek Life and policies, visit the website at http://osa.stanford.edu/greek.

House Governments

House Governments represent the residents of their individual houses and plan social and educational programs for their residents. In addition to working directly with their supervisors (RFs/ CDs) and the residential staff, House Governments are expected to register each year with the OSA and participate in training opportunities, especially for party planning. House Governments must follow the same University policies and procedures as other student organizations and are subject to similar group conduct processes. However, House Governments are not required to bank with the ASSU. Responsibility for House Governments is under Residential Education. For more information about Residential Education, visit the website at http://www.stanford.edu/dept/resed/.

Forming a New Organization

New VSOs will only be reviewed for recognition by the OSA at the beginning of each quarter (please see deadlines on page 4). New group proposals can take considerable time for review, so those interested should submit their proposal at least a month in advance. In order to be recognized as a new Stanford group, the organization must:

• Complement the University's mission.
• Have a clear purpose.
• Demonstrate an unmet need that is not duplicated by another student group.
• Comply with all local, state and federal laws.
• Demonstrate sustainability for at least a two year period.
• Involve activities that do not create undue risk or liability to the University.
• Have a separate President, Financial Officer and Calendar Administrator.
• Upon request, groups submit budgets and other information based on the type and complexity of the organization.

New religious,community service and health groups must receive approval from the Office for Religious Life, the Haas Center for Public Service or Vaden Health Center as a part of the approval process. New publications must submit detailed budgets. Submitting an application for a new organization does not guarantee recognition.

New Student Organization Registration Deadlines
Fall Quarter	September 27 - October 29, 2003 (Oct. 16 for inclusion in the Stanford Directory)
Winter Quarter	January 3-21, 2005
Spring Quarter	March 28 - April 15, 2005

Registering Your Organization

Registering your student organization gives your group access to the privileges and services Stanford provides. Some of the resources available only to registered student groups include:

• Use of the Stanford name and logos.
• Use of University facilities.
• Audiovisual and technical services.
• Table check-out offered by Tresidder Meeting Services.
• A listing in the Stanford Directory (if done by October 16).
• University website space.
• University insurance.
• Access to University and ASSU funding.
• Banking services at the ASSU.
• Ability to hold benefit fundraisers (limited to one per year).
• Advice and consultation from OSA, the ASSU and many other University departments and programs.
• The ability to publicize on Events at Stanford.

Every academic year, active student organizations must re-register at the OSA. To do so, please visit the OSA website at http://osa.stanford.edu. A $75 fee will be imposed on groups who register after the deadline of the given quarter. Groups that do not register by the deadline have the opportunity to register the following quarter within the registration period without monetary penalties. Once approved, registration is valid for the remainder of the academic year. The OSA must also have a current eletronic version of the group's constitution on file.

Returning Student Organization Registration Deadlines
Fall Quarter	October 16, 2004 (for inclusion in the Stanford Directory) October 29, 2003 (for general registration)
Winter Quarter	January 21, 2005
Spring Quarter	April 15, 2005

Authorized Representatives

Each organization must designate three currently registered students to serve as Authorized Representatives, a President, a Financial Officer, and a Calendar Adminisrator, when registering with the University. The Authorized Representatives bear ultimate responsibility for the organization and its activities. They acept the responsibility of staying informed about, and following, University policies, guidelines and procedures that relate to their organization's plans. They must also inform their members of all applicable University policies and resources. The University expects the Authorized Representatives, especially the President, to speak and act with authority for the group and accurately represent the group and its activities to the University. An Authorized Representative must attend any organized group event or specifically delegate, in writing, another group member to attend and take responsibility for that event. Once registered, it is essential that the registration information remains accurate throughout the academic year. Should your organization change leadership mid-year, you must notify both the OSA and the ASSU through a Transfer of Authority form, accessible through the OSA website.

Standards for Organizations

Registered student organizations retain recognition by operating within the goals and standards of the University and abiding by all University policies and procedures. The University has several specific expectations of student groups on campus:

• Follow all University policies and practices.
• Consult early with the appropriate departments when large, unusual or potentially risky events are planned.
• Maintain autonomy from all off-campus organizations.
• Manage organization funds wisely and ethically with sound accounting practices.
• Bank all organizational funds with the ASSU banking service; other bank accounts are not permitted.
• Notify the OSA/ResEd and the ASSU when leadership changes.
• Ensure continuity by training new leaders and keeping good records.

While rare, student organizations may go through a process to be sanctioned by the University due to failure to meet University policies and expectations. Administrative actions may include loss of University privileges, event cancellation, return of University funding and loss of University recognition. For further information, please visit the Organization Conduct Board website at http: //www.stanford.edu/dept/DOS/OCB.shtml. University policies of particular importance to student organizations are summarized in this section. More extensive listings of University policies are available for your reference in the Stanford University Bulletin and the Administrative Guide (available online at http://www.stanford.edu/dept/registrar/bulletin/pdf/
©2005 Office of Student Activities

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