The Yale College Dean's Office is dedicated to enriching the educational experience of undergraduates by fostering student leadership and involvement in diverse organizations. Participation in student-led groups enhances a student’s education by providing opportunities for personal development and growth beyond the classroom. Yale and the broader community benefit from the variety of valuable services and activities provided by undergraduate organizations. Students are encouraged to participate in organizations that are open to all members of the community, and whose activities do not interfere with university policies, programs, or the rights of other members of the campus community. The Yale College Dean’s Office is committed to helping students establish and manage organizations and plan impactful events, and will also provide financial guidance, clarify University policies and procedures, and authorize the use of university resources and facilities for undergraduate organizations.

Undergraduate organizations are bound by the same regulations on Activities and Events and Alcohol that apply to individual students.

Student organizations that violate the policies below may lose their registration status and access to university resources, at the discretion of the Yale College Dean or their designee.

A. Types of Undergraduate Organizations

Any group in which a majority of the participants are undergraduate students who share a common interest or goal is eligible to apply to be an undergraduate organization. Such an organization that conducts meetings periodically, sponsors activities on the campus of Yale University, and/or primarily provides a service for or by Yale undergraduates, and/or that raises funds within the University for charitable purposes, must register with the Yale College Dean’s Office to receive Yale resources and privileges.

• Registered Student Organizations (RSOs): Groups or organizations registered with the Yale College Dean’s Office.
• Residential College Groups: Groups with activities limited to, and affecting only, a single residential college (e.g., college councils, rooming committees). Must register with the Head of College's office of the appropriate residential college.
• Club Sports: Groups that compete athletically. Must register with the Office of Club Sports in the Department of Athletics.

Groups not registered with any of the above-listed offices will be considered unregistered.

B. Responsibilities of Undergraduate Organizations

All registered student organizations must abide by the Undergraduate Regulations, just as all individual students must. Organizations, along with their officers and members, assume the responsibility of being aware of and adhering to the Undergraduate Regulations outlined in this text, including any revisions made periodically.

Student Organization Policies. Registered student organizations, along with their officers and members, are responsible for being aware of and following all policies posted on the Student Organizations website.

Community Safety.  Students who observe or believe that University policy or state or federal law has been violated (including but not limited to hazing, sexual misconduct, or theft) while working for or participating in the activities of an undergraduate organization are encouraged to report these incidents to the Yale College Dean’s Office. Such reports may be referred to the Yale College Executive Committee or the University-Wide Committee on Sexual Misconduct (UWC), as appropriate, for possible disciplinary action, and/or referred to appropriate civil authorities.

Training Requirements. Organizations must fulfill the annual training requirements set by the Yale College Dean’s Office. Failure to comply with training requirements will result in loss of registered status. 

Inclusion Policy. Student organizations must operate in accordance with Yale policies on equal opportunity, which state, “...Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, race, color, religion, age, disability, status as a protected veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression.”  

However, an exception regarding gender may be granted for a single gender, philanthropic Greek letter chapter in good standing with their national organization. The chapter must be affiliated with a Yale campus entity, such as Dwight Hall, the Chaplain’s Office, or a cultural center. 

Accommodation for Disabilities. As part of an undergraduate organization’s obligation to abide by these policies, the organization is responsible for making reasonable accommodations to assist students with disabilities who indicate that they wish to participate in the organization’s activities or attend one of its events. The Office of Institutional Equity and Accessibility (OIEA) and Student Accessibility Services (SAS) are available to help organizations with these efforts.

Non-Profit Operation. Undergraduate organizations must operate on a non-profit basis. See section G, Finances and Record Keeping.

Equitable Access for Events, Publications, and Online Platforms. Registered student organizations are expected to engage with the community in a fair, transparent fashion. When hosting events, distributing publications, or participating in online platforms, registered student groups may only restrict engagement based on group or campus affiliation.

• For example, a social media stream or in-person event might be open to: members of the student group; any Yale undergraduate; any member of the Yale Community; the general public.  Restrictions on other grounds are not permissible.

C. Registration of Undergraduate Organizations

Any organization that conducts meetings periodically, sponsors activities on the campus of Yale University, and/or primarily provides a service for or by Yale undergraduates, and/or raises funds within the University for charitable purposes, must register with the Yale College Dean’s Office to receive Yale resources and privileges.

Purpose. Registration is designed to ensure that the purpose and activities of organizations are consistent with the established purposes of the University. Registration is further required as activities of student organizations frequently appear to involve identification with the University; however, registration does not imply official approval by the University of the activities of any undergraduate organization, nor does it indicate any responsibility for them.

Procedure for Annual Registration. All undergraduate organizations, whether returning or new, are expected each academic year to submit an online application for registration through Yale Connect by the deadlines listed on the Student Organizations website. Organizations that miss these deadlines must wait until the following academic year to register.

• Returning organizations: Re-registration occurs at the beginning of each Fall semester.
• New organizations: Intent to Register applications are only reviewed in the Spring. Submissions are accepted at the end of each Fall semester. See the Student Organizations website for more information.

The online registration form requires, among other things, a description of the purposes of the organization, a constitution, and the identification of officers or other leaders. Each group must have at least 5 members prior to registration. For returning groups, a complete list of members and officers is required and must be up to date in an organization's Yale Connect portal. New organizations are not required to provide a constitution until the end of their initial semester on-boarding.

Training. After a returning organization's re-registration is submitted, the president and treasurer of that organization are required to attend the fall training sponsored by the Yale College Dean’s Office. If a new organization’s intent to register application is provisionally approved, they will be required to complete one semester of initial training (also known as on-boarding). More information about the initial on-boarding is available on the Student Organizations website.

Registration Duration. Registration is valid for one academic year and remains valid until re-registration reopens before the subsequent academic year begins.

Rebranding. If a student organization wishes to change its activities from those outlined in its registration documents or alter aspects of the organization described in the registration agreements, the organization must submit an organization change request form in Yale Connect for review and approval. Further online changes to group records are permitted only after the initial changes have been reviewed.

Access. To ensure full access to group records for annual registration purposes and to ensure that online communications to the organization can be delivered promptly, officer term dates (beginning/ending) must remain valid. Yale Connect will not grant access to any officer whose term of office has expired.

Umbrella Organizations: Umbrella organizations are expected to maintain up-to-date registration requirements for all their affiliated organizations, including a roster of members and officers, and a constitution. Each umbrella organization may choose from the following options how to maintain these requirements:

• The larger umbrella organization maintains the registration requirements, including a roster of members and officers, for all affiliated organizations, along with a constitution that applies to all organizations beneath it.
• All organizations that fall beneath the umbrella organization maintain their own registration requirements, including rosters of members and officers, and their own constitutions.
• Some combination of the above.

Registration Approval. A group’s registration is confirmed by a formal communication of registration approval from the Yale College Dean’s Office. The status of an organization may be verified on the Official List of Registered Undergraduate Organizations. All religious organizations must have the approval of Yale’s Chaplain’s Office before their registration can be approved by the Yale College Dean’s Office.

Revocation or Suspension of Registration. The Office of Student Affairs may revoke or suspend the registration of any undergraduate organization that has not abided by the Undergraduate Regulations or by the organization’s registration and related agreements. Failure by a student organization or its officers or designated representatives to meet the financial obligations of the organization in a timely manner can also result in the suspension or revocation of registration.

Reinstatement. Any request for reinstatement should be addressed to the Office of Student Affairs in the Yale College Dean’s Office.

Associated Student Agencies. Organizations that are established for the purpose of selling or renting items or paying students cannot be registered student organizations, but they may be able to operate as Associated Student Agencies. Students who wish to form such an agency should consult with the business manager of the Associated Student Agencies, 246 Church Street.

D. Privileges of Undergraduate Organizations

Subject to availability and in some cases payment of rental fees, registration allows undergraduate organizations to:

• Reserve Yale College classrooms and certain other University facilities or properties for programs, rehearsals, performances, and meetings, including conferences or other campus events;
• Request funding* from the Undergraduate Organizations Funding Committee (UOFC);
• Request funding* from the Dean’s Discretionary Funds;
• Request storage space on campus;
• Participate in the Student Activities Bazaar during Camp Yale;
• Petition for permission to use the Yale name;
• Purchase some goods and services from the University;
• Accept gifts from alumni and other donors for the current use of the undergraduate organization, when the solicitation for that donation was approved in the manner described in section H;
• Request the use of theater and rehearsal spaces;
• Be covered by Yale’s liability insurance and automobile insurance when traveling on official group business;
• Provide proof of insurance coverage for organizations meeting or performing beyond the Yale campus;
• Receive guidance from the Risk Management office;
• Request a group @yale.edu email address.

* New organizations are eligible for limited funding during their semester of initial on-boarding.

E. Officers and Advisers

Advisers. To assist in providing continuity from year to year, organizations are encouraged to have a Yale staff or faculty member as an adviser. Organizations must keep information about their advisers up to date in their Yale Connect portal.

Officers. Officers must be Yale College students currently enrolled for study in New Haven, in academic good standing, and not on disciplinary probation. Only officers may act officially on behalf of an organization. Officers should be aware that they are financially and legally responsible for the organization during their terms of service; they can be held responsible by Yale, as well as by other entities, for any infractions committed by their organizations. Officers must be listed in their organization's Yale Connect portal with up-to-date information, including term dates.

F. Members

Officers are responsible for maintaining a complete, up-to-date roster of members in the Yale Connect portal for their student organization.

G. Finances and Record Keeping

Financial Records and Reports. A record of all income and expenses and supporting documentation is to be maintained at all times and must be submitted to the Yale College Dean's Office by way of the end-of-semester survey. Each registered undergraduate organization must track original receipts and ensure their account is reconciled. Financial records and reports may be audited by the University at any time. Incorporated student organizations are advised to consult with the Internal Revenue Service for specific information regarding tax obligations and responsibilities.

Financial Responsibility. Each undergraduate organization is fully responsible for its own finances. Officers should be aware that they are personally responsible for the payment of debts incurred during the period for which they are responsible for the organization. Any financial difficulties of an undergraduate organization should be discussed as early as possible with the Associate Dean of Student Affairs, Hannah Peck, who may be able to assist or advise the organization.

Nonprofit Status. All undergraduate organizations are to be operated exclusively on a nonprofit basis. If it becomes necessary for the organization to incorporate as a nonprofit with the IRS, this action is to be undertaken after consultation with the Associate Dean of Student Affairs, Hannah Peck. Any undergraduate organization that incorporates must do so strictly on a nonprofit basis and in a manner that perpetuates its undergraduate status.

Profits and Wages. Undergraduate organizations, as tax-exempt entities, are prohibited from being profit-making operations. Thus the “profits” or earnings of an undergraduate organization may not be paid to or divided among student members, officers, or other leaders. In that connection, wages or payments to students for their work with student organizations cannot be awarded in a way that would be a disguise for what is really a division of profits. 

Permission for students to be paid for services they perform has occasionally been granted to a few organizations. Organizations wishing to pay wages to any students must receive advance written approval to do so from the Associate Dean of Student Affairs, Hannah Peck. Students permitted to earn wages for their work with an undergraduate organization must be hired through the Yale College Dean’s Office and paid according to the prevailing rates and regulations of the Student Employment Office.

Unused funds. The balance of unused funds for an event must be returned to the original funding source within three weeks of the date of the event along with the receipt for funds spent.

Use of University Funds. All funds provided to student organizations by Yale, or given to a student organization through the Yale development office, must be spent in accordance with the award. Student organizations may spend Yale funds only on goods, services, and activities that directly support their organization in pursuit of its mission. Any payments over $10,000 to individuals for services such as speaking fees, etc., must be approved in advance by the Associate Dean of Student Affairs, Hannah Peck. These funds may not be spent on any items or activities that might jeopardize Yale University’s non-profit status and may not be transferred or donated to an outside organization.

H. Fundraising and Raising Funds

I. Use of the Yale Name and Representation of the University

Yale Trademark and Licensing Policy. The Yale name and marks associated with the University are protected by trademark law and governed by Yale Trademark Licensing. Any use by undergraduates of the Yale name or trademarks in the title or caption of a publication or an organization or the like, on any promotional materials, or on any item or product to be manufactured, distributed, or sold by an individual or an organization, must be approved by the secretary of the University or the secretary’s duly authorized agents, and under such restrictions and explanations as they may impose or require. Guidelines and requirements are available from the office of Yale Trademark Licensing.

Student groups may not use the Yale name to incorporate or to apply for 501(c)(3) status.

Permission Process. Groups may request to include the Yale name in their title or visual identity through their annual registration with the Yale College Dean’s Office or by submitting a request for a name change via Yale Connect. Approval to use the Yale name is not final until the organization has received a memo confirming the privilege. 

Permission to continue to use the Yale name is contingent upon maintaining these requirements and conforming to the regulations applicable to the organization. Permission is automatically revoked if an organization fails to register each year. Upon subsequent registration, the organization must reapply for permission to use the Yale name.

Customization. No student organization may reproduce a stylized version of the Yale name and/or use any University marks in its literature, on a website, on its stationery, or in other media without prior written approval.

Name Usage Guidelines. The full name of the organization, including any subtitle, must be included on all materials, including but not limited to agreements, stationery, posters, websites, business cards, and merchandise whenever the organization includes the Yale name to identify itself. The only exception is a group’s bank account and bank checks which, for tax purposes, must not include the Yale name.

Email addresses. Students may not create or use non-Yale email addresses with the word Yale in it, but should instead request a Yale email address by following the instructions outlined on the Student Organizations website.

Representation of the University. No undergraduate organization shall purport to represent the views or opinions of Yale University or Yale College in the context of any publication, web page, radio, television, or Web broadcast or public forum.

J. Risk Management and Insurance

Coverage. Most registered undergraduate organizations are covered by a general liability insurance policy purchased by the University for their events, providing there is full compliance with all rules and regulations governing undergraduate organizations. Exception: Fraternities and sororities are not covered, and they, and affiliates of other national organizations, are expected to receive primary insurance coverage from their national organization.

External Vendors. External vendors or private agents contracted for services as part of a conference or other major campus event are also expected to submit proof of liability insurance in the form of a certificate of insurance. This insurance must indicate that Yale University is named as an additional insured. Further details about insurance coverage or requirements can be obtained from the Office of Enterprise Risk Management, 2 Whitney Avenue, 6th floor, or from its website, Office of Enterprise Risk Management website.

Auto Insurance. Students driving University-owned vehicles, or rented vehicles paid for by University funds, and being driven for official registered organization activity, are covered by the University’s automobile insurance policy, if the drivers have a clean driving record and have taken and passed the online training course offered by the Office of Enterprise Risk Management. There is no insurance provided for any driver who has not passed this class; students who have not passed it should not be driving any University-owned or rented vehicle. Details on Driver Safety Awareness can be found at http://ogc.yale.edu/training-courses. In the event of an accident, the registered organization will be expected to cover any applicable deductibles.

Students driving their own automobiles for group activities must have a clean driving record and be properly insured, and the vehicle must be properly maintained. The use of twelve- or fifteen-passenger vans is prohibited.

K. Outside Vendors and Contracts

Outside venders. All vendors hired by registered organizations (including, but not limited to, performers, caterers, and equipment rental companies) must provide proof of $2 million in liability insurance prior to performing any work or providing any service. Yale University must be named as an additional insured. The Office of Enterprise Risk Management can recommend a method of obtaining the proper insurance if an outside vendor does not carry it. Details can be found at http://ogc.yale.edu/erm/resources/registered-student-organizations.

L. Additional Regulations

Certain organizations have additional guidelines or legal requirements.

Musical Ensembles, Singing Groups, and Theater Groups. Undergraduate organizations using sheet music, scores, or scripts should be aware of federal copyright laws, including laws governing photocopying.

Publications. Each issue of every publication of an undergraduate organization must include a publication notice on the cover page or the page containing the table of contents stating that “This magazine”—or “periodical” or “newspaper,” as the case may be—“is published by Yale College students, and Yale University is not responsible for its contents.” For online publications, this notice must be prominently displayed on the organization’s home page and on each discrete publication. 

In keeping with the requirement that administrative, policy, and managerial decisions are to be in the hands of undergraduates, decisions about the contents of each periodical, the editorial policy, and the business policies and practices are to be controlled by enrolled Yale College students.

Distinguished Visitors and Controversial Speakers. To ensure appropriate courtesies are extended to distinguished visitors, and in some cases to arrange other engagements or security for these visitors when they are on campus, an undergraduate organization that wishes to invite a head of state (past or present), cabinet member, ambassador, or other dignitary of similar rank to visit Yale must, at least a month in advance of the visitor’s arrival, inform the Yale College Dean's Office, by registering the event in Yale Connect through their group’s page.

Similarly, the Yale College Dean's Office must be notified, via Yale Connect event registration, when controversial speakers are invited to Yale. Such speakers include those who have engendered protests or public demonstrations in other venues. Undergraduates are responsible for paying for security that the University deems appropriate for such visitors, and as a result, groups are encouraged to seek funding from non-University sources to pay such expenses. The University reserves the right to cancel the invitation to any speaker if it deems that there is inadequate time to prepare for the event.

Travel Abroad. Members of undergraduate organizations planning to go abroad must register their trip in Yale Connect. Through registration members will be given links to the Yale International Toolkit for information about health and safety abroad, travel warnings issued by the U.S. Department of State for specific countries or regions, and steps to be taken prior to travel.

Undergraduate organizations are additionally required to register their travel at http://world-toolkit.yale.edu/yale-travel-registry-instructions. 

• Visa requirements for non-U.S. citizens traveling outside the U.S. may be different from those pertaining to U.S. citizens.
• International students may be responsible for obtaining such visas on their own.

Events Involving Minors. Undergraduate organizations organizing or participating in activities that involve minors must register with Yale Programs for Children and Youth (http://programs-minors.yale.edu/program-registration-form). Additionally, such organizations are charged with following all of Yale’s policies and procedures for Programs for Children and Youth (http://programs-minors.yale.edu/).