Student Organization Standards

Georgetown University is built on a two-hundred-year commitment to a Jesuit, Catholic understanding of undergraduate education. In this tradition, the appropriate context for undergraduate education is a community. A community is characterized by an ethos, a shared, common vision, and, in our case, a shared set of moral commitments and a shared understanding of the nature of undergraduate education. As a Jesuit, Catholic university, Georgetown is committed to an understanding of education that comprises not merely the transmission of knowledge and skills, but the cultivation of virtues and the formation of character respectful of the Catholic vision.

It is our hope that our extra- and co-curricular programs will provide opportunities for the development of knowledge and skills, the cultivation of virtues, and the formation of character. We hope they will be the source of community building and an opportunity for celebration. Through the content of the activities the members share, through the process of leading and managing a club, and through the shared experiences of the members, these hopes can be realized.

The Catholic and Jesuit identity of the University informs its policies and practices, including the organization and governance of student organizations.  For this reason, the University has developed the Access to Benefits policy, which identifies benefits granted to student organizations, as well as the criteria that student organizations must meet in order to be granted these benefits. These Student Organization Standards elaborate on those criteria and outline the standards used to assess a student organization’s meeting of those criteria. Access to student club and organization benefits does not indicate University endorsement of the merits of any activity or objective.

The Vice President for Student Affairs has ultimate authority and responsibility for the University’s requirements related to recognition of student groups. In establishing rules regarding the routine activities of student organizations with access to university benefits, the Vice President is assisted by the Director of the Center for Student Engagement. A network of professional staff across departments, schools, and offices of the University may serve as advisors to student organization leaders in the management and leadership of their groups. All student organizations are bound by the same set of university policies. 

The Vice President is advised by Advisory Boards composed of students, staff, and faculty members. Advisory Boards are responsible for authorizing and distributing resources, including: nomination for access to benefits, allocation of semesterly or annual budgets; authorization for standard group events, publications, participation, and other activities; and establishing equity across organizations and types of programs.  Student organizations may receive access to university benefits that are not available to individual students, such as use of institutional funds, the ability to use the University’s name and logo for organizational activities, access to university spaces, and other resources.  In turn, student organization leaders and participants are responsible for meeting all policies, rules, and standards associated with receiving access to benefits. Advisory boards authorize and monitor student organization activities. It is the role and responsibility of Advisory Boards to act in the best interests of both the organizations and the broader community. 

The following sections provide standards for student organizations to follow in order to receive access to certain University benefits, as well as a framework for the responsible distribution of University resources while building a community that is consistent with the vision and tradition upon which this University was founded.

Eligibility Criteria

Student organizations wishing access to university benefits must meet the following eligibility criteria:

Open Membership

Because of the University’s commitment to inclusion, membership in a student organization must be nondiscriminatory and open to the entire Georgetown University undergraduate or graduate student community.

An exception to this criterion will be granted for performing arts groups that wish to select members for performances based on special criteria such as talent and individual merit, academic councils that require enrollment in a particular college, or class committees that require attainment of a particular class standing. Any other group that believes selective membership is warranted must receive the approval of the Director of the Center for Student Engagement and the appropriate advisory board. All such groups will be required to demonstrate that their selection process is integral to the success of the group, is openly advertised and fair, and is non-discriminatory with regard to characteristics protected by applicable law. This process will be reviewed regularly.

Organization Size

A group must have a minimum of 12 currently enrolled full-time undergraduate students (for undergraduate groups) or 12 graduate student members (for graduate groups) in order to be considered eligible for benefits.   Leadership of undergraduate student organizations is limited to currently-enrolled undergraduate students, and leadership of graduate student organizations is limited to currently-enrolled graduate students. Other individuals within the University academic community may participate in a group’s activities or programs, but may not be voting members or otherwise attempt to direct, lead, or inappropriately influence the group’s activities. Only members of the University academic community are eligible for participation in a student organization.

Non-Duplicative

A group may not duplicate the purpose and/or activities of an existing student organization. This provision safeguards limited resources and encourages students to work cooperatively when their interests and intentions are similar. Determination of duplicativeness is first reviewed by the Council of Advisory Boards (CAB) and relevant advisory boards through the New Club Development process. Final determination is made by Director of the Center for Student Engagement, in consultation with the relevant supervising department.

Constitution

In order to provide for basic democratic principles and promote organizational integrity, a group must develop a sound constitution, as shown by the inclusion of the following:

  • A purpose clearly articulated and accurately descriptive of the group’s function
  • Free election of officers and clearly articulated election process
  • Clearly articulated procedure for the removal of officers
  • Clearly articulated, specific description of voting membership and officers, which is limited to currently enrolled students
  • Procedure for amending the constitution
  • Inclusion of or reference to bylaws or other relevant documents that will govern the group’s activities or functioning

Compliance with University Policy

Groups must comply at all times with any and all relevant University policies, procedures, rules, regulations, and guidelines.

Advisory Boards

Advisory Boards with authority to nominate student organizations to receive access to benefits and responsibility to support those organizations are: 

  • Advisory Board for Club Sports (ABCS; club sports teams) 
  • Campus Ministry Student Forum (CMSF; religious and spiritual organizations) 
  • Center for Social Justice Advisory Board for Student Organizations (CSJ ABSO; social justice and community engagement organizations) 
  • GradGov (graduate student organizations)* 
  • Media Board (media organizations) 
  • McDonough Student Advisory Board (MSAB; business school organizations) 
  • Student Activities Commission (SAC; general interest organizations)
  • Performing Arts Advisory Council (PAAC; performing arts organizations) 

Advisory Boards collaborate through the Council of Advisory Boards (CAB), a governance group advised by the Center for Student Engagement. GradGov, a governance group advised by Graduate Student Affairs, supports graduate student organizations with Access to Benefits.

Ineligibility

Groups will not be eligible for access to benefits if their purpose or activities:

  • Are primarily commercial or financially profitable to group members
  • Are intended to or actually violate any University policy or applicable law
  • Indicates the group may present a danger to, or threaten to endanger, the physical health or safety of any member of the University community
  • Indicates the group may present a danger to, or threaten to harm, endanger, or damage, any of the University’s property, facilities, infrastructures, or other resources, whether electronic or physical
  • Disrupt or obstruct the functions of the University or threaten such disruption or obstruction
  • Are inconsistent with the mission and tradition of an American university committed to the Roman Catholic moral tradition and related teachings
  • Are conducted secretly 
  • Are primarily commercial or financially profitable to group members

Specifically Prohibited Groups

The freedom to associate with others who share common interests is an important part of the university community, and students are free to join and form lawful associations. Some types of groups have either activities or principles that are inconsistent with accepted values at the University. For this reason, the following types of organizations are expressly prohibited from having access to university benefits, and existing groups that are found to represent any of these types of organizations will be subject to loss of benefits.

  • Organizations with discriminatory membership practices: any organization that excludes members on an illegal or arbitrary basis. Exceptions may be granted for performing arts or competitive sports groups that wish to select members for performance or competition based on special criteria such as talent and individual merit.)
  • Fraternities and sororities: single sex groups or social organizations often with ritualized and/or secret membership practices, including but not limited to those organizations affiliated with the national Intrafraternity Council, Pan Hellenic Association, or Pan Hellenic Council.
  • Secret societies: groups that generally do not disclose their purpose, membership, activities, events, or inner functioning, and/or whose purpose, membership, or activities are discriminatory.
  • Commercial groups: groups whose purpose and activities are designed or effectively operate as private profit-making endeavors for the benefit of their members or other private individuals, not including charitable groups operating for the public good.
  • Groups that endanger or present a threat of endangerment, harm, or damage to the physical safety of any member of the University community or any of the University’s property, facilities, infrastructures, or other resources, whether electronic or physical.
  • Groups that foster or promote hatred, hostility, intolerance, or violence toward others, often but not exclusively based on race, religion, national origin, sex, gender or gender identity, sexual preference, or other immutable trait or protected characteristic.
  • Groups whose primary mission and activities are, in the University’s judgment as a Catholic and Jesuit institution of higher education, fundamentally inconsistent with the mission and tradition of an American university committed to the Roman Catholic moral tradition and related teachings.
  • Groups that are intended to or actually violate any University policy or applicable law.

University Benefits

The following benefits are available to student groups that meet the eligibility criteria and are given access by the appropriate advisory board. Special eligibility requirements or conditions on the scope or nature of a group’s activities may be imposed by each advisory board, the Director for Student Engagement, or the Vice President of Student Affairs, where appropriate. Groups must comply with all Advisory Board and advising department guidelines in order to retain benefits.  Examples of these guidelines include: following all financial guidelines, re-registering as an organization each semester, routinely checking a University-issued organizational email, and others.

Standard Benefits

Standard Benefits, which are routinely granted when access is granted:

  • The ability to request to use Georgetown University’s name and marks in organizational correspondence, programming, or other expressions of organizational authority 
  • Advice and counsel from the appropriate advisory board, including eligibility to participate in advisory board governance 
  • Advice and counsel from a staff member in a designated office structured to advise student organizations
  • Dedicated work tags within the university financial system to support an operating budget, gifts, and provide access to university resources
  • A dedicated page on the CampusGroups website or other student organization website hub
  • An organizational NetID and password that allows access to Georgetown University electronic platforms, such as email, Google Docs, calendars, space reservation systems, and others
  • The ability to list events and programs on the Georgetown University calendar 
  • The ability to promote organizational activities through Georgetown University distribution platforms, such as weekly email digests
  • Use of equipment and resources in the designated office structured to advise student organizations 
  • Invitation to participate in university-sponsored leadership trainings, workshops, and retreats designed for student organization leaders
  • Information about opportunities and events for student organizations
  • Inclusion in the Council of Advisory Boards (CAB) Fair, and other applicable university events
  • Use of the University’s finance systems and resources, including but not limited to purchasing and contracting, sales tax exemption, and declining balance cards

Administrative Benefits

Benefits that may be available by application, and subject to availability and other business-related considerations, including administrative approval, on an annual basis are: 

  • Annual organizational budget allocation granted by an Advisory Board or other process 
  • Dedicated or shared office space
  • Storage space in Regents Hall Mezzanine or another university location
  • Approval for selective membership

Benefits that require an application and administrative staff approval:

  • Access to university spaces and facilities (indoor and outdoor) for events and activities
  • Use of technology that allows for accepting credit card or GOCard payments 
  • Eligibility to request to conduct fundraising campaigns on behalf of the organization, such as in partnership with an annual event
  • Eligibility to host organizational events at which alcohol is served, in compliance with the Policy on Serving Alcohol at Student Organization Events 
  • Eligibility to host organizational events at off-campus venues 
  • Eligibility to host external guests or enter into partnerships with external organizations
  • Eligibility to host an organizational website on an outside platform 
  • Ability to apply to use CSJ vehicles managed by the Center for Social Justice or certain other university departments, subject to availability and other reasonable limitations or restrictions.

Applying for Access to Benefits

Students interested in seeking access to university benefits for a student organization should visit the Center for Student Engagement webpage to learn about the New Club Development Process, including guidelines, timeline, sample constitution, advisory board assignment, and other expectations and resources.

New Club Development Process

Undergraduate students interested in forming a new club can enter the New Club Development process managed by CAB. CAB is responsible for managing the review process for proposed undergraduate student organizations that seek access to university benefits.  CAB reviews applications and makes recommendations on the eligibility and acceptance of new organizations. The ultimate authority in granting or revoking access to university benefits resides with the Vice President for Student Affairs.

Graduate students interested in forming a new club can enter the new club development process through GradGov. GradGov is responsible for managing the application and review process for proposed graduate student organizations that seek access to university benefits. GradGov reviews applications and makes recommendations on the eligibility and acceptance of new organizations, with advisement from the Graduate Student Affairs Office. The ultimate authority in granting or revoking access to university benefits resides with the Vice President for Student Affairs. 

Georgetown University Student Organization Standards

The following outline and questions are designed to help you write or update a constitution for your organization. The constitution should contain statements concerning enduring aspects of the organization. Items that are subject to frequent revision should be included in the By-Laws.

Student Organization Conduct

Central to the character of Georgetown University is a rich and diverse campus life outside of the classroom. Students come together to pursue interests, gain leadership skills, and serve the community. Extracurricular life should be characterized by the same commitment to excellence and integrity reflected in academic life at Georgetown.

Student organizations and their members and officers are bound by the Georgetown University Code of Student Conduct (the “Code”). Students may be held accountable under the Code for their individual actions as well as their student organization’s actions, which may violate the Code. This means that student organizations, their officers, and/or individual members may be held collectively or individually responsible for violations of the Code, regardless of whether others have been charged with the same or related violations arising from the conduct at issue. The Code outlines and defines prohibited conduct. All conduct concerns regarding student organizations, including compliance with any University policy not including these student organizational standards, are addressed through the procedures described in the Code.  An important part of assuming a leadership position is understanding the responsibilities of leadership and communicating these effectively to members.  

Standards

  1. Respect for Others

Respect for every person is at the core of Georgetown’s Catholic, Jesuit identity. In a university, it is particularly necessary that this respect encompass diversity and differences of opinion. A student organization may be held accountable for actions that violate the dignity of another member of the university community.

  1. Responsible Use of University Resources

Through student organizations, the University’s resources are used to enrich the university community and reflect its diversity. Student leaders agree not to misuse or abuse any University resource and to adhere to these standards and any others communicated by the Director for Student Engagement in order to access University benefits. Examples of potential misuse are presented during student organization leader training.  

  1. Organizational Integrity

Georgetown University is committed to fostering the integrity of its student organizations. Groups are expected to follow their own constitutions, to remain true to their purpose, and to represent their activities to others properly.

The following are specifically prohibited actions. 

  1. Compliance with University Policies

Many policies govern the activities and events of student organizations. Leaders and organizers are expected to be familiar with all relevant policies. Copies of all policies may be obtained in the Center for Student Engagement. All members are expected to comply with all university policies, including, but not limited to:

  1. Alcohol and Substance Abuse Policy
  2. Acceptable Use Policy (UIS)
  3. Classroom Use Policies
  4. Equal Opportunity and Non-Discrimination in Education Policy
  5. Outdoor Events Policy 
  6. Policy on Sexual Misconduct
  7. Protection of Minors Policy
  8. Residence Life Posting Policy
  9. Revenue Management Policies 
  10. Risk Management Regulations 
  11. Space and Facilities Use Policies
  12. Speech and Expression Policy
    1. Implementation Guidelines 
  13. Student Code of Conduct
  14. University Financial Policies
  15. University Hazing Policy
  16. University Travel Policies
    1. International Travel
    2. Domestic Travel
  17. Vehicle Regulations and Driver Authorization
  18. Visual Identity Policies 
    1. Logo, Name, and Marks Usage

Violation of University Policies and Regulations is prohibited under the Code of Student Conduct; matters of alleged violations of policies by student organizations will be addressed through the Code of Student Conduct and the Community Standards Process.  The University reserves the right to modify and add policies and to hold students accountable for abiding by such policies.  The University also reserves the right to hold groups or individuals accountable for inappropriate actions not specifically listed in these standards.

Responsibility for Upholding the Student Organization Standards

Violations of Rules and Policies by Student Organizations and their members 

Student organizations and their individual members are expected to uphold the provisions of the Code of Student Conduct in all formal and informal organizational activities and business. Alleged violations by organizations or their members in service of a formal or informal organization activity will be addressed through the Community Standards Process by the Office of Student Conduct. Matters may be referred for review by any member of the community by submitting an Incident Referral Form. 

Advisory Boards have the authority and responsibility to hold student organizations accountable for compliance with funding guidelines and regulations set forth by the Advisory Boards, including financial guidelines, operational procedures, and expectations of compliance with the organization’s constitution and bylaws. Alleged matters of organizational non-compliance that do not also violate conduct prohibited by the Code of Student Conduct may be addressed by an Advisory Board with appropriate guidance from their staff advisor and the Director of the Center for Student Engagement.  

When found responsible for conduct that violates the Code of Student Conduct, student organizations are subject to sanctions appropriate for the nature of the incident and the nature of the organization.  Such sanctions may include, and are not limited to, the following: 

  • Short-term loss of some or all benefits 
  • Long-term loss of some or all benefits 
  • Permanent loss of university benefits 
  • Educational plans or assignments 
  • Leadership development assignments 
  • Service requirements 
  • Financial restitution
  • Removal of individuals from an organizational office or position 
  • Other sanctions as deemed appropriate 

These Standards may be amended at any time to address important matters related to student organizations at Georgetown University.  For questions regarding these Standards or the policies for student organizations, contact the Office of the Vice President for Student Affairs at: studentaffairs@georgetown.edu or (202) 687-4056.