REGULATIONS FOR UNDERGRADUATE ORGANIZATIONS
(As adopted by the Committee on College Life)

Recognition of Organizations

All officially recognized undergraduate organizations have the privilege of using Harvard's name and its facilities with limitations (detailed in the Student Organizations Handbook). Complete information on the procedures that should be followed to obtain recognition is found in the Student Organizations Handbook, available from the Office of the Dean of Harvard College in University Hall, First Floor or at www.college.harvard.edu/student/activities.

• A constitution and by-laws whose membership clause shall not discriminate on the basis of race, creed, color, sex, sexual orientation, gender identity, or physical disability.
• A complete list of officers (all must be registered undergraduates in good standing) and members (at least ten undergraduates).
• Signed letters of acceptance from at least one advisor are required on an annual basis. Advisor(s) must be faculty or administrators of one of the Harvard University Schools and willing to meaningfully serve as advisor to the organization for the year.
• Reasonable evidence of ability to meet its financial obligations.
• Attendance at annual financial training workshops offered by the Student Activities Office is required for the Treasurer and President of each organization.

Official recognition follows upon recommendation of the Committee on College Life. To maintain official status, groups must register each October with the Office of the Dean of Harvard College.

Officers' Responsibility

The officers of each organization are held responsible for a knowledge of the following regulations and are expected to keep members of their organization informed of relevant portions. If there is any doubt about the interpretation or if any organization wishes an exception made, the Office of the Dean of Harvard College, University Hall, First Floor, should be consulted. Members of organizations should note that other rules that may apply to them are contained in Chapter Five, "General Regulations and Standards of Conduct." Any violation of the following regulations may lead to the suspension or revocation of an organization's charter by the Committee on College Life.

The officers of every organization are expected to register with the Office of the Dean of Harvard College each year, early in the fall term, in order to assume activities for the academic year in question.

General Requirements

• Recognized organizations must maintain their local autonomy. The criterion for local autonomy shall be whether the College organization makes all policy decisions without obligation to any parent organization. Graduate trusteeships and other advising boards composed of responsible alumni will ordinarily be acceptable under this rule.
• Each organization must consult faculty advisers and, if applicable, graduate boards or trustees at the beginning of each term.
• Members must be students of Harvard University.
• There must be at least ten undergraduate members.
• All officers and a majority of the members must be registered undergraduates.
• Only undergraduate student organizations that have received approval from the Dean of Harvard College may use "Harvard" or "Harvard College" in their name. Approval of the name and recognition by the Dean's Office constitutes permission to use that name in notices of meetings and written materials. Any regular publications sponsored by the group that uses "Harvard" in its title needs advance permission. Permission to use "Harvard" or "Harvard College" in the name of a group applies to undergraduate groups, and not to alumni groups (see also "The Use of Harvard University's Trademarks [Names and Insignia]" on page 531 or visit the following website: www.provost.harvard.edu/policies_guidelines/useofname/names_insignias.php). Explicit advance permission of the Dean or Provost is needed before an organization can give permission to a third party to use the "Harvard" name or to imply connection with the College or University.
• Organizations must not duplicate the mission of previously recognized organizations.
• The organization will file a list of current officers and members every fall and spring with the Office of the Dean of Harvard College and notify that Office promptly of any changes in the roster of officers.
• Each fall the organization must provide the Office of the Dean of Harvard College with a financial report for the previous year, a proposed budget for the current year, and signed agreements verifying commitment by both faculty advisers.
• The organization must notify the Office of the Dean of Harvard College and the Committee on College Life of any change in its constitution and by-laws and submit a copy of the amended documents for approval.
• The regulations of the College (see Chapter Five, "General Regulations and Standards of Conduct") require that students on probation may not engage in any competition or activity that, in the opinion of the Administrative Board, may interfere with their College work. A student on probation must attend all classes and be especially conscientious about all academic responsibilities. If the offense or unsatisfactory academic record is related to participation in extracurricular activity, the Administrative Board may at its discretion restrict participation; in cases in which management of time appears to be the problem, the Administrative Board may ask the student to obtain the Board's permission for participation in each individual extracurricular activity.
• Faculty members may not be voting members or officers of undergraduate groups. They are, however, encouraged to serve as faculty advisers, sponsors, or consultants.
• Undergraduate officers will be held accountable for maintaining the accuracy of all financial records.
• Officers must receive approval for conferences from the Office of the Dean of Harvard College prior to planning such events. In addition, officers must consult the Office of the Dean of Harvard College before signing any contracts with vendors, hotels, consultants, or performers.
• Students on leave of absence or required to withdraw may not take part in student activities, including student organizations.
• Departmental organizations may also become undergraduate organizations by complying with the preceding requirements.

Relations to Harvard University

• No organization shall be allowed to appear on a commercially sponsored radio or television program.
• No organization shall in any publication, radio or television broadcast, public performance, or otherwise purport to represent the views or opinions of Harvard University, or its body.
• No organization may act so as to endanger the tax-exempt status of Harvard University.
• Only undergraduate student organizations which have received approval from the Dean of Harvard College may use the name "Harvard College." Recognition by the Dean's Office constitutes permission to use the name "Harvard College" in notices of meetings and publications. Permission to use the name applies to undergraduate organizations only, and not to alumni groups.
• No organization may be connected with any advertising medium, including the press or other public forum, which makes use of the name of Harvard (see also "The Use of the Harvard Name and Insignia," page 531, or on-line at: www.provost.harvard.edu/policies_guidelines/useofname/names_insignias.php.)

Religion

The ability to express one's views regarding religion is a significant freedom of speech that the College upholds. In some instances, this type of expression becomes an avenue for persuasion to affiliate with a particular religion. Discussion in this vein is prohibited when the educational and work environment of an individual or the community is jeopardized. Harassment is defined as actions on the part of an individual or group that demean or abuse another individual because of religious beliefs or that continue after the affected individual has requested a termination of that type of discussion. In all instances in which a particular religion sponsors an event or discussion, the individual or group initiating such contact must clearly identify its sponsorship or the sectarian religious nature of its agenda.

Publications

An organization or group of undergraduates wishing to create a new student publication must file a full description of the proposed publication with the Office of the Dean of Harvard College, in addition to fulfilling requirements outlined under "Recognition of Organizations," page 527. Sufficient details as to financing, circulation, and authorship must be included in the description to give assurance that it is a Harvard College student enterprise and financially responsible.

Publicity and Solicitation

Distribution of Printed Matter

Distribution of printed matter in the Houses, dormitories, Annenberg Hall, or on Harvard property must be approved by the Office of the Dean of Harvard College. The House Masters and the Dean of Freshmen have the right to regulate the time, place, and manner of distribution in their areas. In each of the above cases, permission to distribute printed matter may be granted upon application to the Office of the Dean of Harvard College. Student groups may also wish to use the distribution services of Harvard Student Agencies (www.harvardstudentagencies.com/distribution/). For distribution of materials outdoors, all organizations must complete and have approved an on-line application, which is available at www.college.harvard.edu/student/activities.

Should a group of students who are not a formally recognized organization wish to distribute printed matter on campus, permission to do so may be granted by the Office of the Dean of Harvard College upon submission of a petition signed by ten registered undergraduates. Distribution cannot occur until approval has been made explicit.

Posters

Posters may be placed only on bulletin boards and kiosks and not on doors, fences, entry posts, gates, poles, waste containers, sidewalks, or other similar places. Should an organization fail to comply with this regulation, it will be assessed a $25 fine and will be liable to the loss of privileges. The defacement of sidewalks or buildings with posters, chalk, or any other material is prohibited.

• Every registered organization, including official House organizations, has the privilege of posting on University bulletin boards and kiosks.
• Prior permission of the Office of the Dean of Harvard College is required for posters larger than 11" x 17". Posters are removed from bulletin boards and kiosks every Monday and Thursday, staffing and weather permitting.
• Non-recognized groups must obtain prior permission of the Office of the Dean of Harvard College and such permission will be granted only in exceptional cases.
• All posters must carry the name of the sponsoring organization in the lower right-hand corner. Only posters complying with the above rules may be posted.
• It is against City ordinances to affix posters and notices to utility poles.

Email

See page 402 regarding regulations for the use of electronic mail.

Solicitation

Solicitation in University buildings and on University property must have prior approval of the proper authority. Permission for each of the following activities must be obtained from the indicated office:

• Sales of subscriptions to recognized publications, sales of tickets to functions given by recognized organizations, and sales of recordings of recognized organizations (provided all such sales are conducted in the immediate vicinity of College Dining Halls, Sanders Theatre, or by the Science Center): the Office of the Dean of Harvard College.
• All other sales: Director of Student Employment and the Office of the Dean of Harvard College.
• All solicitation and canvassing must be carried out between the hours of 9 am and 9:30 pm on weekdays only. Exceptions may be granted by the Office of the Dean of Harvard College.
• The Dean of Freshmen or House Masters may deny permission to carry on the above in their dormitories or houses.
• Permission of the Office of the Dean of Harvard College must be obtained in order to solicit during Registration.

The Use of Harvard University's Trademarks (Names and Insignia)

Harvard University's Trademark Program, operated out of the Office for Technology and Trademark Licensing, is responsible for licensing the use of Harvard's various trademarks (e.g., "Harvard," "Harvard College," "Harvard Law School," "Radcliffe," "the VERITAS shield," etc.) throughout the world. Revenue from the Program is provided to FAS and is used for undergraduate financial aid. Any student group wishing to reproduce any University trademark on products (e.g., t-shirts, mugs, etc.) must contact the Trademark Program for written approval.

The Trademark Program will provide guidance on how the marks may be used, can recommend licensed manufacturers, and advise when royalty exemptions apply. Student groups should also make themselves familiar with "The Use of Harvard's Names and Trademarks by Student Organizations" section of the Student Organizations Handbook. All student group names, logos, or publications incorporating any of the University's trademarks are owned by the President and Fellows of Harvard College and are used by permission of the University. In addition to licensing, the Trademark Program is responsible for dealing with the unauthorized use of the University's trademarks by third parties worldwide. Any unauthorized use of the Harvard trademarks should be reported to the Trademark Program.

Development

Any organization wishing to raise funds outside the Harvard University campus-whether from an individual or from an organization-must receive prior approval from the Office of the Dean of Harvard College. Registered organizations must also obtain permission of the Dean to solicit support from its alumni/ae and may request alumni/ae information for the purpose of development through the Office of the Dean of Harvard College.

Meetings and Events

Indoor Meetings

College classrooms, lecture halls, and certain other rooms are available to recognized organizations, with the understanding that:

• Rooms will be kept neat and clean.
• There will be no unnecessary noise or actions that might disturb other occupants or those in surrounding buildings or in the street or office below.

Permission to use the following rooms must be obtained from the offices indicated below:

• Yard classrooms and lecture halls, including Ticknor Lounge: The Office of the Dean of Harvard College, hcdroom@fas.harvard.edu.
• Lamont Forum Room: Lamont Library, 617-495-2455.
• Paine Hall: Music Department Administrator, 617-495-2791.
• Phillips Brooks House: the PBH Office, rskelly@fas.harvard.edu.
• The House Common Rooms: The House Offices (see House listings in Harvard Directory).
• The Science Center: The Science Center Director's Office:sc_sched@fas.harvard.edu.
• Sanders Theater, Loker Commons and Memorial Hall/Lowell Hall Complex: Office for the Arts (contact the Program Manager at 617-496-4595).
• Dance spaces at the Rieman Center and at 74 Mt. Auburn Street: Office for the Arts. Call the main office at 617-495-8676.
• The Agassiz Theatre and Agassiz House: Office for the Arts (contact the Program Manager at 617-496-4595).
• Rooms in freshman dormitories and the Barker Center are not available to student organizations.

An organization may not announce its meeting place until it has received official permission in writing for the use of that place. Meetings sponsored jointly with outside organizations are not permitted in University buildings.

Events open to the public should be planned with accessibility considerations in mind. Organizers should consider wheelchair accessibility, seating arrangements, audio-visual accessibility, alternative print options, podium access, and sign language availability as they plan events. For more information on accessibility, or to receive help in planning for these accommodations, there are several resources available. Pease contact the Office of the Dean of Harvard College, refer to the Student Organization Handbook, or seek the assistance of the Accessible Education Office at 617-496-8707 or the University Disability Coordinator in the Office of the Assistant to the President at 617-495-1859.

Outdoor Meetings/Events

• Outdoor space request forms must be completed and approved by the Office of the Dean of Harvard College for any outdoor meeting. This form can be found on-line at www.college.harvard/student/activities.
• On University property, outdoor meetings may not be held in the immediate vicinity of classrooms during normal class hours, nor near residence buildings between 9 pm and 9 am.
• The use of private property also requires the permission of the owner.
• Meetings sponsored jointly with outside organizations are not permitted on University property.
• The use of city streets or other public property also requires written authorization from and compliance with regulations of the City of Cambridge.

Restricted Dates for Events

Permission will not be given to hold concerts, dramatic performances, debates, meetings, rallies, contests of any kind, etc., during Examination Periods, or the weekend of the Head of Charles Regatta. In addition, restrictions may be placed on events during Reading Periods if they interfere with residential areas and libraries where exam preparation is underway.

Paid Admissions

All public events must be registered and approved in advance through the Office of the Dean of Harvard College through the Event Registration process. In addition, the Event Registration policy may require the presence of a University police officer and/or tutors or proctors, City of Cambridge licenses, and/or a Beverage Authorization Team (BAT). The Event Registration Guidelines and appropriate forms can be found on-line at www.college.harvard.edu/student/activities. Questions about this process may be answered in the Office of the Dean of Harvard College.

Motion Pictures

• Any student group or organization in the College and the Houses borrowing commercial films must follow all copyright regulations as outlined below.
• If admission is charged, any surplus revenue shall be used to further the educational goals of the sponsoring organization, as outlined in its charter.
• The showing of commercial films in the College and its Houses is subject to the following regulations: (a) advertising must be restricted to the Harvard community; (b) the House Committee, recognized student organization, or other appropriate committee will ordinarily be responsible for the screening of films and for financial arrangements.
• Organizations showing films must conform to all applicable city and state fire regulations.

Copyright Regulations

The Federal Copyright Act makes it unlawful to show a film in public without the explicit permission of the film's copyright owner. Renting or purchasing a cassette at a local video store or elsewhere gives the customer the right to view the film but not to show it in public. The Copyright Act defines "public" in this context as "any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered."

Several major production and distribution companies-Columbia, MGM, Paramount, Orion, and others-have given notice that arrangements to show their films publicly on university campuses can be made by calling Swank Motion Pictures of St. Louis (314-289-2102). All students who wish to show films under circumstances that are likely to be considered "public" are urged to call this organization to arrange for appropriate permission.

Public Performances

• Permission will not be given to hold concerts, dramatic performances, debates, meetings, rallies, contests of any kind, etc., during Examination Periods, or the weekend of the Head of the Charles regatta.
• Regulations concerning "Relations to Harvard University," page 529, apply to public performances.

Dances

Dances must end by 2 am, per City of Cambridge ordinance. At any public dance, a University Police detail and/or tutors and proctors must be present. A complete list of guidelines for dances and the required Event Registration form are available in the Office of the Dean of Harvard College.

Invitations to Distinguished Visitors

In order to facilitate the necessary official courtesies for distinguished visitors, the Office of the Dean of Harvard College must be notified in advance and appropriate clearances obtained. Only then may invitations to visit Harvard as guests of an undergraduate organization be issued to heads of state or governments, past or present, to cabinet members, and/or to ambassadors of foreign nations. The University Marshal's office, located at Wadsworth House, should also be consulted about plans for distinguished visitors.

Student Organization Offices/Lockers/Mailboxes

An organization desiring office space should follow guidelines outlined in the Student Organizations Handbook. Assignment is made by the Office of the Dean of Harvard College on a space-available basis, to registered organizations on a temporary basis only, with the understanding that:

• Rooms/lockers will be kept neat and clean.
• There will be no unnecessary noise or actions that might disturb other occupants or those in surrounding buildings or in the street or office below.
• Student organizations may not allow other groups or individuals to use the rooms/lockers assigned to them without the express permission of the Office of the Dean of Harvard College.
• No office keys may be duplicated without the permission of the Office of the Dean of Harvard College.
• Student organizations will not hold the University responsible for property stored in their offices that is stolen or damaged.
• All official student organizations are assigned mailbox space. Officers of the group must pick up mail regularly from this assigned box.
• Alcohol is not allowed in freshman dormitories, including student organization offices located in those buildings.
• Private parties may not be held in student organization offices without approval from the Office of the Dean of Harvard College through the Event Registration form.

An organization that violates the above regulations will be deprived of its office space/ locker/mailbox and its members will be liable to disciplinary action.

Exceptions

It is the practice of the Office of the Dean of Harvard College to grant exceptions to the rules for ad hoc groups of registered students who wish to hold occasional meetings in College rooms. Ad hoc groups of registered students may also petition the Office for permission to poster on campus. Groups petitioning must list at least ten registered students and include a contact name on the poster.

It will be understood that these ad hoc groups must observe the regulations of the College and the policies of the Faculty in the use of Harvard facilities and, in particular, must be autonomous of outside organizations. They may not act to endanger the tax-exempt status of the University or fail to comply with its policies regarding non-discrimination and harassment.

Exceptions to the Regulations may be granted only by petition to the Office of the Dean of Harvard College.