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 College’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.

The following is required of all undergraduate organizations:

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).
A signed Adviser Agreement Form. The adviser must be an employee of the University and should have a personal interest or professional expertise in the organization he or she is advising.
Reasonable evidence of ability to meet its financial obligations.
Attendance at required training sessions held annually. The Treasurer/Financial Officer of each organization must attend one financial training workshops. The President (or designated officer of the organization) must attend one other leadership development training workshop.

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. Failure to meet these requirements will cause an organization to be placed on probation and to lose all privileges given to recognized student organizations.

Officers' Responsibility

The officers of each organization are held responsible for 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 Student Activities Office, University Hall, Ground Floor South, 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 in October in order to assume activities for the academic year in question. Organizations that fail to meet the requirements of registration will be placed on probation and/or will lose their recognition status by the College.

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 its adviser(s) 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 in good standing with the College.
Only undergraduate student organizations that have received approval from the Dean of Harvard College may use “Harvard College” in their names. 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] or visit the following website: http://www.provost.harvard.edu/policies_guidelines/names_insignias.php). Explicit advance permission of the Office 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 with the Student Activities Office and notify that Office promptly of any changes in the roster of officers.
Each fall in October 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, current membership list, and signed agreements on non-hazing compliance and from faculty adviser(s).
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 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 advisers, sponsors, or consultants.
Undergraduate officers will be held accountable for maintaining the accuracy of all financial records.
Officers must receive approval for conferences and other large events from the Student Activities Office of Harvard College prior to planning such events. In addition, officers must consult the Student Activities Office 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 organizations that 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, or online at: http://www.provost.harvard.edu/policies_guidelines/names_insignias.php.)