Expectations, Policies & Accountability

To be recognized by the George Washington University, student organizations must: 

• Abide by all university policies and guidelines established for students and student organizations
• Maintain a minimum of 10 active members who are currently enrolled GW students and maintain accurate and up-to-date records of organization membership using their Engage or Do Sports Easy (DSE) roster (Club Sports only)
• Maintain accurate and up-to-date records of organization leadership using their Engage and DSE roster 
• Designate, at minimum, a president, financial officer, and primary contact in Engage
• Maintain an updated constitution on their Engage profile page
• Operate in accordance with the university’s non-profit and tax-exempt status
• Complete training and organization management requirements outlined by the Division for Student Affairs and complete the annual re-registration process*
• Follow reasonable directions from Division for Student Affairs representatives and other university officials acting in performance of their duties

*Additional information about annual requirements can be found in the Annual Requirements and Training section.

The Student Organization Handbook is your primary resource for information on organizational benefits, registration requirements, policies, and available support. The Division for Student Affairs reserves the right to update and modify policies and procedures contained within this Handbook, at any time and in our sole discretion.

All events and activities hosted or co-sponsored by the organization, on or off campus, must comply in full with applicable university policies, including the regulations governing students and student organizations found within this Student Organization Handbook, and 

• the Code of Student Conduct (“the Code”),
• the Title IX Sexual Harassment and Related Conduct Policy, and
• Student Government Association (SGA) governing documents, and
• other University policies (see Office of Ethics, Compliance, and Risk).

Depending on the group type, activity, or event, additional venue- or department-specific policies and guidelines may apply. Any additional policies established by the SGA or an organization do not supersede those of the Division for Student Affairs or university.  

Commonly Referenced University Policies

Below is a non-exhaustive list of university-wide policies that are of particular importance to registered student organizations. The policies and guidelines within this Handbook were developed in alignment with these university policies. The Handbook may provide additional levels of expectations and guidance but will not be more broad than or contradictory to university policy.

• Anti-Hazing Policy
• Demonstrations Policy
• Equal Opportunity, Nondiscrimination, Anti-Harassment, and Non-Retaliation Policy
• International Travel Policy
• Licensing and Trademark Guidelines
• Political Activity Policy
• Poster Policy
• Single-Use Plastics Policy

University Policies and Related Laws and Regulations

The George Washington University is committed to promoting an educational environment where students may participate in activities and organizations without compromising their health, safety, or welfare. The impact of hazing activities can result in irrevocable harm to victims, victims' families, and the university community, and is therefore prohibited.

Visit the university’s Anti-Hazing Policy and Hazing Prevention website for more information and resources.

Anti-Hazing Education

The Division for Student Affairs is assessing our anti-hazing education and will share information and resources as they become available. Currently, FSL organizations are required to complete anti-hazing education as detailed in the’ Revolution Accreditation Program and Potential New Member processes. 

• Adam’s Law - Requires in-person training for current and prospective members and advisors of organizations with a new member process.
• Stop Campus Hazing Act - Requires universities to establish an anti-hazing policy and offer anti-hazing education to students, faculty, and staff.  

The use of “GW,” “George Washington,” or “The George Washington University” in a student organization’s name does not imply university endorsement of the group’s philosophy, activity, or event.

Organizations may not use the name of another registered student organization or campus office, department, or initiative. 

The Division for Student Affairs reserves the right to deny the use of organization names that are deemed lewd, indecent, discriminatory, denigrating, or misleading; that use trademarked references beyond allowed naming conventions; or that are related to other student organizations and/or campus departments to an extent that may cause confusion. 

Registered student organizations must conduct business and promotions (including, but not limited to social media, signage, and other printed material) under the name which they are registered with and listed in Engage.  

Use of University Name or Trademark

More information to come.

Name Changes

Organizations may not edit their name in Engage. Requests for an organizational name change can be submitted to orghelpgwu [dot] edu. Any changes to an organization’s name or primary mission that correspond to material changes to the organization’s purpose or operations may require that organization to complete the new organization process. 

External Organization Affiliation

GW student organizations connected with and/or using the name of a local, national, or international organization must receive written permission from the parent organization for use of the name. This documentation must be submitted as part of the new organization registration process and as requested by the Division for Student Affairs. 

Non-registered Groups

Student groups not registered with the Division for Student Affairs may not use the university name or trademark in their group’s name without the express permission of the Vice Provost for Student Affairs.

Federal law prohibits tax-exempt educational institutions from directly or indirectly engaging in any political campaign activity on behalf of or in opposition to any candidate for public office. Campaign activity includes, but is not limited to, sponsoring the appearance of a declared candidate for public office, volunteering for a candidate, raising funds or canvassing for a candidate, or distributing a candidate’s campaign literature.  

The following guidelines apply to GW political student organizations and any similar politically active organization recognized by the Division for Student Affairs. 

Nothing in this policy prohibits students from participating in campaign activity in their individual capacity separate from their relationship to a student organization or the university.

University Resources

University funds (including both organizational revenue and SGA budget funds), websites, social media, email, copiers, computers, telephones, fax machines, or other equipment or supplies may not be used on behalf of or against any candidate for public office, political party, or political action committee. 

University facilities (office space, meeting rooms, lecture halls, etc.) in general may not be used on behalf of or against any candidate for public office, political party, or political action committee. If a university facility is regularly made available to non-university groups, however, such facilities may be made available for political campaign activities if (a) the facility is provided on the same terms and conditions governing the use for purposes other than political campaign activities, and (b) the facility is made available on an equal basis to other candidates.

Prohibited Campaign Activities

All political student organization, regardless of candidate, political party, or political action committee (“PAC”) affiliation, are prohibited from:

• Coordinating university fundraising with the fundraising for any candidate for public office, political party, PAC, or any similar politically active organization.
• Making or reimbursing campaign contributions.
• Purchasing supplies (paper, envelopes, banners, etc.) with university funds. 
• Permitting candidates for political office to use GW facilities (including, but not limited to, mailing lists, office space, telephones, copy machines) to support the candidate or a campaign, political party, or PAC.
• Placing the university’s name, marks, and seal of the university on any communications, including email and social media, intended for support for a political campaign on behalf of or against any candidate for public office, political party, or political action committee, including the solicitation of funds for such purpose or activities.
  • This does not include the use of the registered student organization’s name and logo so long as the registered name and logo follow established guidelines.

Naming Convention

All political student organizations must utilize the following standard naming convention when created to support an individual candidate: "GW Students for XX" or "Students for XX."

Voter Education Activities

Student organizations may conduct voter education and registration activities on or off campus.

If these activities are conducted on behalf of or in opposition to a candidate or political party, rather than on a non-partisan basis, the student organization may not use university funds or resources in the planning or conduct of the campaign activity and a disclaimer (below) must be provided in any printed materials or oral presentations to make it clear that the activity is not supported or endorsed by the university.

Candidate Appearances

A student organization may invite individuals who have declared themselves to be candidates and/or their representatives to speak on campus on topics of interest to the students or community. Organizations must follow the contract process for guest speakers.

A student organization may invite a candidate and/or their representatives to speak on campus in connection with a campaign activity provided the student organization includes the disclaimer below in printed materials and oral introductions, and does not use university funds or resources in the planning or conduct of the campaign activity. 

Fundraising, Phone/Text Banking, and Canvassing 

Student organizations may conduct a phone/text bank within university facilities if the student organization and the participants make it clear that the activity is not supported or endorsed by the university and does not use university funds or resources in the planning or conduct of the activity.

Student organizations may not participate in campaign canvassing (i.e., door knocking) on campus. 

Student organizations participating in off-campus canvassing activities must make clear that the activity is not supported or endorsed by the university and may not use university funds or resources in the planning or conduct of the activity. The disclaimer below must be used in any written communication. Participants may not display the university name or trademarks in any regard (e.g., signage, printed materials, attire, stickers). 

Disclaimer

Any communication, written or oral, must unambiguously convey that messaging is on behalf of individual students or their student organization, and not the university. Political student organizations must also include the below disclaimer on their Engage profile, website, and social media profiles.

“The views expressed herein are solely those of the [Organization Name], and its individual members, and do not represent the endorsement of the George Washington University.”

Student organizations, as well as their members and officers, may be held collectively and/or individually responsible for violations of the Code of Student Conduct, the Student Organization Handbook, or other university policies and procedures. 

• Whether allegations, responsibility, and sanctions are assigned to individuals and/or the organization is determined on a case-by-case basis based on the totality of the information available at the time of the decision.
• Many factors are considered when determining whether an event is organizational. Each case is evaluated based on the totality of the information known. Consult this guide (PDF) for details on how the university evaluates organizational events.
• To support informed decisions about joining an organization, the Division for Student Affairs publishes a list of student organizations with conduct violations. 
• The President or Primary Contact will represent the organization unless circumstances require a different officer to step in. In those instances, the President, Primary Contact, or Staff Advisor should designate an alternative representative.

Addressing Reported Misconduct, Missing Requirements, or Failure to Follow Procedures

The process for resolving alleged violations of university policies depends on the nature of the incident. For instance:

• Reports involving most university policies, including the Code of Student Conduct, are referred to Conduct Education and Student Accountability (CESA). 
• Reports involving sexual harassment, sexual assault, dating and domestic violence, and stalking are referred to the GW Title IX Office.
• Reports involving discrimination and harassment based on a protected characteristic are referred to the Office of Access and Opportunity.

Other issues of non-compliance with student organization policies or administrative processes, will be reviewed by a Division for Student Affairs (DSA) representative or designee, typically from the team responsible for the policy (e.g., Student Involvement, Campus Recreation, Student Center). Common examples include:

• Failure to meet annual requirements or re-registration deadlines
• Failure to maintain membership minimums or accurate rosters
• Misuse of campus space, organization office, or storage locker 
• Repeated no-shows for reserved campus spaces

The review process varies by the type of concern. In most cases, the appropriate staff member evaluates the concern and communicates outcomes based on published expectations. For more complex situations, additional information or meetings may be required before a decision is made. 

Organizational expectations and deadlines are outlined in this Handbook, communicated during training, and/or sent via email. Failure to review these resources or attending training is not an excuse for non-compliance. If you are not receiving emails, please contact orghelpgwu [dot] edu to update your contact information or subscription status.

If an issue involves the failure of an organization to follow their own constitution, the Student Involvement team or Staff Advisor can support the organization in finding a resolution. 

The Vice Provost for Student Affairs reserves the right to review and revoke registration status if an organization fails to meet and/or maintain the criteria for recognition as outlined in this Handbook. 

Conduct Actions and Sanctions

The type of sanction will be determined based on the nature of the incident and all information collected during the conduct process. Sanctions may include, but are not limited to:

• Censure
• Disciplinary probation
• Limitations on or loss of organizational benefits and privileges (e.g., event participation, event hosting, travel, booking space, spending/funding)
• Restitution 
• Suspension
• Revocation of registration status 

Additional consequences for not following administrative procedures, missing annual requirements, or other non-conduct related concerns may include: 

• Warning
• Educational conversations or programming'
• Conditional status
• Non-renewal resulting in inactive status

Example Action for an Administrative/Non-Conduct Issue

Below is an example of a common non-compliance issue and its standard progression of consequences. Each instance will be reviewed on a case-by-case basis and may be adjusted to consider both mitigating and aggravating factors. 

Space reservation no-show

• First offense - Warning - Written notice
• Second offense - Second/final warning - Written notice
• Third offense - Suspension of privileges - Remaining reservations for semester cancelled; Space booking privileges revoked
• Meeting with Student Center staff required to be considered for reinstatement of booking privileges

The following is a non-exhaustive list of administrative reasons the Vice Provost for Student Affairs may revoke an organization’s registration status:

• Submission of material for recognition known or determined by the Division for Student Affairs to be false
• Repeated failure to maintain any recognition requirement set forth in this policy
• Failure to follow university policies and procedures or local, state and/or federal laws
• Upon notification by the organization’s national, regional, or other parent entity with which it is affiliated that the organization has failed to follow the rules, policies or guidelines of the organization’s national, regional or other parent entity

Student organizations with concerns about the behavior of a member are encouraged to submit a report through one of the various reporting options offered by the university. See Incident Reporting.

When a member or officer is suspected of violating the Code of Student Conduct or university policy, the organization, officers, and members MAY NOT investigate, sanction, or otherwise take action against a member or officer without written approval of the Director of Conflict Education and Student Accountability or designee. 

• Alleged violations of university policy that require referral to the university include, but are not limited to, discrimination, harassment, illegal activity, sexual assault, stalking and violence, or other abuse.  Student leaders can reach out to Conflict Education and Student Accountability (CESA) or the Title IX Office to discuss such matters. CESA and Title IX are available to help student leaders navigate intermediate measures and voluntary agreements to resolve these concerns in a timely manner.
• Groups affiliated with national organizations that have established guidance and procedures over disciplinary matters, may follow the directive of those national organizations with regard to member conduct but must do so in consultation with Conflict Education and Student Accountability or other department responsible for the associated policy.

To address alleged member conduct that does not violate university policy (e.g. meeting attendance, enrollment status, upholding organization mission), organizations should work with their Staff Advisor or Org Help to develop a process for addressing such behavior that is fair and equitable. 

Every report will be treated with respect and will be addressed by the appropriate university administrative office. Concerns can be reported via EthicsPoint (including anonymously), or other various reporting avenues based on the issue subject matter.

• Accessibility: Barriers that affect someone's ability to access GW facilities, services, websites, or other digital content should be reported to the university. 
• Student of Concern / CARE Referral: Students who are concerned about a member of the GW community can complete the CARE Team Referral form. For more information about the CARE Team and outreach process, visit the CARE referral website..
• Discrimination and Harassment: All reports and complaints of discrimination or harassment on the basis of protected characteristics defined in the Equal Opportunity, Nondiscrimination, Anti-Harassment, and Non-Retaliation Policy may be reported through the Discrimination and Harassment Report Form.
• Sexual Harassment: Students are encouraged to report sexual harassment, sexual assault, domestic and dating violence, and stalking to the Title IX Office even if not directly involved in an incident and even if there is a preference to remain anonymous. To learn more and report an incident, visit the GW Title IX website.
• Student or Organization Conduct Concern: To report a student organization policy violation, including hazing, disorderly conduct, and poster violations, please submit an incident report form.