I. Justification and Statement of Policy

Student organizations are part of the fabric and culture of the Franklin & Marshall College (F&M) experience.  Student organizations provide the opportunity for students to connect with those with similar interests as well as to develop leadership skills that contribute to personal and professional development. The purpose of this policy is to define the registration process for student organizations, the rules of recognition by F&M, and to clarify the College’s relationship to recognized student organizations.

II. Scope

This policy applies to all students and student organizations. 

III. Definitions

A.  Student: an individual who has been notified of their admission to F&M and/or who is matriculated, enrolled or registered in any F&M academic program or activity.

B.  Sponsored Student Organization (SSO): a student organization that is part of the College’s shared governance structure or has a designated and acknowledged partnership with a College academic or administrative unit.

C.  Registered Student Organization (RSO): a student organization that has completed and maintained the necessary registration requirements and is recognized by the College. 

D.  Club Sport: an RSO that exists for the purpose of furthering a common interest in a physical activity through competition, instruction, or participation.

E.  Greek Organization: any private incorporated or chartered social organization for either male or female students that has become dually affiliated with the College in accordance with applicable policies and procedures, including the requirements of the national organization.                 

IV. Policy

A.  Categories of Student Organizations
The Office of Student Engagement (OSE) is responsible for categorizing student organizations.  Student organizations at F&M are categorized as Sponsored Student Organizations or Registered Student Organizations by assessing the student organization's relationship to the College; the purpose, scope, and complexity of its activities; and the perceived potential risk to participants and the College.

• SSOs are student organizations that are part of the College’s shared governance structure or have a designated and acknowledged partnership with a College academic or administrative unit.  SSOs have purpose and impact that serve a broad segment of the campus community, not just their membership.  SSOs have a substantial relationship with the College because of their role in representing the College or in presenting events that are considered to be an integral part of the institution.

• RSOs are formed by Students based on a shared purpose or activity. They operate independently with the advice of an advisor, who must be a current full-time faculty or staff member at the College. On a case by case basis an organization that has limited need for a full time faculty and staff advisor may be granted the ability to operate without an advisor. These organizations will be supported directly from the OSE. If at any point the OSE determines the need for an advisor, they will work with the organization to obtain one.

• Club Sports are RSOs that exist for the purpose of furthering a common interest in a physical activity through competition, instruction, or participation. Club Sports bridge the gap between intramural and intercollegiate athletics by providing competition at specialized levels, participation in local, regional and national tournaments, as well as opportunities to practice.  Organizations wishing to be official Club Sports must be granted approval from the Office of Athletics and Recreation. Athletically oriented organizations not granted Club Sport status may be considered for approval as an RSO.

• Greek Organizations are any private incorporated or chartered social organizations for either male or female Students that have become dually affiliated with the College in accordance with applicable policies and procedures, including the requirements of the national organization. Due to the complexity of these organizations and their national affiliations, the College provides advisory staff personnel through the Office of Fraternity and Sorority Life.

B.  Registration & Recognition of Student Organizations

Registration is the process through which a student organization, with the exception of Greek Organizations or Club Sports, receives recognition and has “active” status within the OSE and the College. Club Sports and Greek Organizations are registered through processes administered by the Department of Athletics and Recreation and the Office of Fraternity and Sorority Life, respectively. In addition, any organization that wishes to be categorized as an SSO must have a designated campus staff or faculty member that officially sponsors the organization as part of their regular job responsibilities or as an official aspect of their affiliation with F&M.

Recognition is a privilege given to student organizations that successfully complete the registration process and comply with College guidelines at all times. Recognition of student organizations shall not be construed as agreement, support or approval by the College, but only as recognition of the rights of the organization to exist at the College, subject to the conditions established by policy or OSE guidelines.The relationship between the College and RSOs generates neither a contractual-relationship between the College and the organization, nor a property right or expectancy in the organization of any sort.

Every student organization seeking recognition must successfully complete the registration process implemented by OSE. Failure to do so will result in automatic denial of the respective organization to become an RSO. Initial registration or re-establishment of a dissolved organization will follow the same process as detailed below but will be subject to a decision by the Club Affairs Board (CAB) and may include an interview process or additional requests.

C.  New RSO Registration

To gain official recognition, a club or organization must:

1. 1. Originate from the interest of Students and have a minimum of 10 Students interested in starting an organization.

   2. Be open to all persons of the College community without regard to sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected characteristic. Title IX of the Education Amendments of 1972 exempts fraternities and sororities from the requirement that membership in their groups be open to all persons regardless of gender.

   3.  Promote and support the academic and social standards of the College in keeping with its stated educational mission.

Students may propose a new RSO at any time during the student organization registration period as defined by OSE and CAB.  Further, any RSO that did not complete their annual re-registration must go through the new student organization registration process. OSE and CAB will review all proposed RSO for the following criteria:

1. 1. Confirm that the proposed organization does not replicate another active group.  An organization with the same purpose as an existing registered organization will not be allowed to register. The OSE and CAB will examine every instance of similar purpose to determine if enough difference exists to permit more than one organization. If the groups are determined to have a substantially similar purpose, the OSE and CAB will refer the Students to the existing organization.

   2. Confirm that the proposed organization is not-for-profit or for personal gain of any individual and does not have a purpose that would violate any College policy, local, state or federal law.

   3. Review of all required documents and materials including the organization’s constitution or by-laws, roster, and executive board.

   4. If a new or proposed student organization is affiliated or is seeking to affiliate with an external organization, the campus chapter or group must submit a copy of the constitution, articles of incorporation, or other governance documents of the external organization for College approval. In all cases, College policies and regulations supersede those of the external organization. The College reserves the right to review governance documents of externally affiliated organizations at any time.

 

Students wishing to start Greek Organizations or Club Sports should first contact the OSE, who will then work with the appropriate campus office to determine the next steps.

Approval by the OSE and CAB is discretionary. It is contingent upon a determination that the student organization meets all required criteria, as indicated in the CAB bylaws, and that recognition is in the best interest of the campus community.

D.  SSO, RSO and Club Sport Bi-Annual Requirements

In order to retain status as an SSO, RSO or Club Sport, all organizations must complete the requirements outlined below by the end of both the fall and spring semesters. 

1. 1. Maintain a Student executive board of at least a President, Vice President, and Treasurer. These positions must be open to all current members of the organization and should be selected through an election process.

   2. Maintain an active membership of at least ten (10) current full time Students.  

   3. Ensure that all records in Ampersand, including the membership roster, constitution, mission, etc., are updated.

   4. Complete the re-registration form and all of its requirements for the organization, executive board, and general membership.

An organization that does not register by the deadlines given by the OSE or that fails to fulfill all required expectations will be considered inactive. An inactive organization that completes a registration within the end of the first full month of the semester will be reinstated. Failure to meet this extended deadline will result in the organization being dissolved.

E.  Expectations of Student Organizations

Each organization should meet the following standards to maintain the privileges of a RSO:

1. 1. Uphold College and Club Affairs Board policies and procedures, including the Student Code of Conduct, and always act in good faith when conducting organizational business. Student organizations must, at all times, comply with the College’s Anti-Hazing Policy.

   2. Maintain an updated constitution and by-laws for the organization.

   3. Accept responsibility and accountability for organization members and guests at all on and off campus events.

   4. If required, maintain an active on campus advisor.

   5. Attend all mandatory training sessions and participate in additional required leadership development opportunities offered through OSE, CAB, or any other designated office or organization.

F.  Benefits and Privileges of Registration

The following resources are available to all RSOs.

1. 1. Online portal: Provision of space on Ampersand to track and communicate with members, store files for sharing, list and promote events and many other useful tools.

   2. Facility use: Reservation of space on campus to host meetings and events. Cost and other specific requirements may differ among departments and are subject to availability.

   3. Use of College marks: Use of the College’s name and trademarks as set forth in the College Logo and Brand Guidelines.

   4. Promotion: Advertising of events through campus flyers, chalking, etc. consistent with College policy and OSE guidelines.  OSE and Communications may promote student organization activities in accordance with their internal guidelines.  

   5. Services and equipment:  Access to available services, resources, and equipment as determined and offered by OSE.

   6. Funding: Ability to request funding from the Student Activities & Finance Committee.

By granting RSOs access to these resources or others, outside of the expectations established by the College, the College does not assume control or responsibility for the RSO’s activities, nor does it endorse the programs of RSOs. RSOs and their activities and operations remain independent and distinct from the College. 

G.  Loss of Recognition 

If a student organization is found to have violated any policies listed in this Policy, has not met the expectations and responsibilities expected of an RSO as outlined by OSE or CAB, or has violated any policies listed in the F&M Student Code of Conduct, the organization president will be notified immediately of the organization’s alleged violations. If the organization is found in violation, it may lose all privileges extended to it.

H.  Unauthorized Student Organizations

Student organizations that have not been formally recognized by the College, have lost College recognition through conduct sanctions or that withdraw from the College or terminate their existence while disciplinary proceedings are pending against the organization, but continue to function, even under a different name will be deemed "unauthorized student organizations.”  This is in no way intended to interfere with Students’ freedom of expression and association to participate in community organizations.  

Any Student who is an actual or prospective member of, or otherwise participates in, an “unauthorized student organization” may be subject to disciplinary action through the College’s conduct system and may be subject to sanctions which include probation, suspension, or expulsion. Student Organizations that partner with any “unauthorized student organizations” may also be subject to sanctions.

V.  Related Documents and Forms

 Anti-Hazing Policy 
 Student Handbook

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Policy Maintained by: Office of Student Engagement
Original Effective Date: March 12, 2026