Student Organizations Overview

Registered Student Organizations

A registered student organization is a student-led group formally recognized by the Division for Student Affairs. These organizations are established and managed by currently enrolled students who share a common interest or goal. Recognition grants organizations a range of benefits, privileges, and responsibilities. 

Prospective organizations must complete a new organization recognition process. The process evaluates areas such as uniqueness of mission, sustainability of operations, and added value. Risk, safety, and resource availability are also considered. The Division for Student Affairs reserves the right to reevaluate an organization's recognition if these circumstances change.

Recognition of an organization is not to be interpreted as an endorsement or approval by the George Washington University of the organization’s purpose, mission, or activities.

References to “organization,” and “student organization” throughout this handbook refer to official registered student organizations unless otherwise noted.
 

Benefits of Recognition

Registered student organizations gain access to a number of benefits and privileges, including, but not limited to:

• Use of the Engage platform to manage operations and promote events
• Participation in student organization fairs
• Ability to reserve campus spaces, including classrooms, meeting rooms, and major event spaces
• Permission to reserve tabling space in designated campus locations
• Posting and advertising privileges in accordance with the university’s poster policy
• Assignment of a Staff Advisor for student organizations that meet specific criteria
• Access to Org Help advising and resources
• Facilitation of purchases by the Org Finance team or other assigned staff support
• Use of the university’s tax-exempt status on most purchases and ability to partner with local/national businesses on fundraisers as a non-profit organization
• Eligibility for Student Government Association (SGA) funding
• Access to the Student Organization Resource Center (SORC), including printing and equipment rentals
• Use of the Division for Student Affairs’ address for mail and package delivery: 800 21st Street NW, Suite 204, Washington, DC 20052
• Access to car rentals from approved vendors for approved organizational travel
• Ability to utilize the George Washington University name, brand, and registered trademarks in accordance with branding guidelines
• Option to apply for office space and/or storage space
• Access to a university-provided email account for your organization
• Ability to rent a GWorld reader to collect GWorld funds for ticketed events

Other Student Groups (Non-registered Groups)

Academic and university departments may convene student groups to support their mission, provide a student perspective, and enhance their daily operations. These are distinguished from registered student organizations in that they are managed by the affiliated department, are not eligible for registered student organization benefits, and are not governed by this Handbook. The department is responsible for providing support to and oversight of the student group. These groups must abide by university policies and follow guidance from their affiliated department.

Additionally, students may form groups outside the registered student organization process to create community around a shared interest. These groups do not receive university recognition or registered student organization benefits. The group and its affiliated students must abide by university policies, including the Code of Student Conduct.

Student Organization Membership and Leadership

Officer Eligibility and Responsibility

Officers are elected or appointed members of a student organization who are responsible for managing the organization and serving as the organization’s representatives to the university.

• Only currently enrolled GW students may hold an officer position. Individual organizations may establish additional eligibility requirements for leadership roles in their constitution or bylaws. 
• The organization’s constitution (or bylaws) should outline officer positions, term lengths, and selection method, as well as the basic roles and expectations of each officer. 
• Officers must be assigned the appropriate position on the organization’s Engage roster. Previous officer assignments should be removed following an officer transition.
• Organizations are encouraged to utilize Engage to facilitate their organizational elections.

Officers are accountable for the organization’s actions, conduct, and activities. Responsibilities include, but are not limited to:

• Ensuring payment for services and supplies
• Receiving communications from the Division for Student Affairs, Staff Advisors, and/or Org Help and disseminating information as appropriate 
• Completing required training and management tasks to maintain recognition
• Proactively reaching out to a Staff Advisor or Org Help with questions and concerns
• Educating members on and ensuring compliance with relevant policies and procedures

Required Positions

To maintain registered student organization status, each organizations must designate, at a minimum, the following positions:

• President 
• Financial Officer 
• Primary Contact

The roles of president and financial officer must be held by separate individuals. The individuals in these roles must be assigned the appropriate position on the organization’s Engage roster.

Club Sports: Club Sports teams must also designate at least one Safety Officer in Do Spors Easy (DSE). Safety officers must have CPR credentials, are responsible for ensuring the club has a fully stocked medkit on site for matches, and must book an athletic trainer for home matches.

Events with Alcohol: Organizations wishing to host an event with alcohol must also designate at least one Risk Manager. The risk manager must complete the appropriate training prior to the organization hosting an event with alcohol.

Membership

General Membership Criteria

• All members of a student organization must be currently registered and enrolled students of the university. 
• To form and maintain registration status, organizations must have at least 10 members who are currently enrolled GW students. 
• Individuals who are not GW students (including alumni, family, external advisors) are considered guests of the organization. Guests may attend events, but cannot hold officer positions, vote, or handle money on behalf of the organization.

Types of Organization Membership

Organizations may choose to be open to all current students or choose to set selective membership criteria. Selective membership requirements must comply with the university’s Equal Opportunity, Nondiscrimination, Anti-Harassment, and Non-Retaliation Policy.

• Open Membership: The organization is open to all currently enrolled GW students in a degree-granting program, with no additional selection criteria beyond interest in the organization.
• Selective Membership: The organization is not open to all GW students and has established membership criteria that relates to the mission of the organization and abides by university policies, including non-discrimination policies, with limited exceptions provided by Title IX for Social Fraternities and Sororities (IFC, MGC, NPHC, PHA) and Club Sports.

Criteria for membership in a selective organization must be outlined in the student organization’s approved constitution in Engage. Example of what can and cannot be used for selective membership criteria include:

• Does not meet criteria: The membership of the Student Life Singers is open to all men and male-identifying students who are selected through tryouts conducted every September.
• Meets criteria: The membership of the Student Life Singers is open to tenor and bass singers who are selected through tryouts conducted every September.
• Does not meet criteria: The membership of the Student Affairs Young Professionals is limited to students who are 18-25 years old.
• Meets criteria: The membership of the Student Affairs Young Professionals is open to all students who seek to empower young professionals in the field of Student Affairs.

Note: Organizations with a new member process must complete additional training to comply with state law (see GW Anti-Hazing Policy and Adam’s Law). More information will be shared with qualifying groups.
 

Organization Types and Categories

Types of Organizations

While most registered student organizations follow the standard recognition and operations, several distinct types of student organizations have unique operational processes and may have additional responsibilities, expectations, or privileges. These include:

Club Sports Organizations

• A competitive sports team officially recognized by the Club Sports Council and the Office of Campus Recreation. 
• Teams often travel frequently and compete with other universities and follow specific guidelines related to roster management, risk management, travel, and apparel. 
• Club Sport organizations will be assigned to the Red Line pathway.

Department Sponsored Organizations

• Registered student organizations that have a formal and ongoing relationship with a sponsoring university department. 
• Department Sponsored Organizations will be assigned to the Red Line pathway.

Key features include: 

• A mission and set of activities aligned with the function and goals of the university unit 
• A staff advisor from the sponsoring department, often serving in this role as part of their job responsibilities
• Collaborative programming or resources provided to the GW community 
• Potential access to departmental benefits such as space and funding 
• Select leaders may receive stipends or hold formal student employment positions that bridge the student organization and sponsoring department

Fraternity and Sorority Life Organizations

• Social Greek-letter organizations recognized by the Division for Student Affairs’ Fraternity and Sorority Life (FSL) team and one of GW’s four governing councils: 
  • Interfraternity Council (IFC) 
  • Multicultural Greek Council (MGC)
  • National Pan-Hellenic Council (NPHC) 
  • Panhellenic Association (PHA)
• Chapters follow specific accreditation and training guidelines unique to the fraternity and sorority life experience. 
• FSL chapters will be assigned to the Red Line pathway.

Graduate Opt-In Umbrella Organizations

• Graduate organizations that represent all sub-organizations within their respective graduate school. Each umbrella organization must have at least five sub-organizations to qualify for this status.
• Graduate umbrella student organizations must be approved by the Division for Student Affairs, affiliated school leadership, and the Student Government Association.
• Umbrella organizations serve as central leadership bodies for their sub-organizations and are eligible to “opt-in” to receive funding proportional to their respective student bodies. Umbrella organizations that choose to “opt-in” are responsible for allocating funds to their sub-organizations.
• Operational procedures may vary based on the umbrella organization's internal structure, number of sub-organizations, or the structure and operations of the affiliated graduate school.
• Umbrella organizations will be assigned to the Red Line pathway. Sub-organizations will be assigned to a pathway based on their level of activity or structure. 

Student Organization Categories

Categories allow prospective members to browse organizations on Engage based on interest. Upon registration, student organizations may self-select the category(ies) they feel best reflect their organization’s activities and mission. Categories include:

 The Division for Student Affairs may assign additional categories or edit selected categories. Additional categories assigned by an administrator only include Fraternity and Sorority Life, Club Sports, and Graduate Umbrella Organizations.

Student Organization Pathways

Pathways classify organizations based on the organization type, size, and operations. The four Pathways outline the types of activity allowed, the advising support received, and other annual requirements. 

Each summer, the Division for Student Affairs reviews each organization’s operations from previous years to determine the appropriate Pathway assignment. Student organizations will be notified of their designated Pathway at the beginning of each academic year. 

Red Line

Red Line organizations are those that work closely with an advisor; receive ongoing university, departmental, or division funding; and have a high degree of funding, contracts, high-profile events, higher-risk activities, and are generally very active. Organizations who have active conduct or administrative sanctions will also be assigned to the Red Line. Red Line organizations meet more regularly with their staff advisor to support the organization's operations and development and manage university and organizational resources.

Blue Line

Blue Line organizations have a higher amount of contracts, spending, travel, and receive extra advisor support with greater specialty knowledge. These organizations may have additional training needs based on their activities and are assigned to a designated Staff Advisor.

Orange Line

Orange Line organizations are reflective of the majority of student organizations. They are consistently active with events throughout the year. They may have an assigned staff advisor or be assigned to Org Help, depending on the level and nature of organizational activities. Orange Line organizations may not travel internationally (or must receive special permission from the Division for Student Affairs prior to applying for travel).

Silver Line

Silver Line organizations have lower activity levels with minimal needs. These organizations receive Org Help support and are able to reserve space, request funds, hold events, and travel domestically. Silver Line organizations may not travel internationally or host events with alcohol. 

Green Line

Green Line is reserved for sub-organizations of the Student Bar Association (SBA) and Medical Center Student Council (MCSC). The Division for Student Affairs  will work in collaboration with SBA and MCSC to determine training and meeting requirements for these organizations that account for the unique operations of the representative umbrella organizations and school affiliation. Details will be communicated directly with sub-organizations. 

Annual training requirements vary by Pathways. See Annual Requirements and Training.

Club Sports - Additional Information

DSE Platform Requirements and User Guide

• The Office of Campus Recreation uses a platform called Do Sports Easy (DSE) to manage club sport operations. Review this User Guide for a detailed overview of how to use it.
• Every member of a Club Sports team must register on the DSE site and create a profile with your information, including address and emergency contact. 
• All Club Sport participants (students, coaches, etc.) must read and digitally sign the Club Sports Waiver each academic year to participate. To complete the waiver, visit the Campus Rec Club Sport DSE Page and register as an athlete for the team(s) you play on. 
• All Club Sport practices, matches, games, and tournaments must be registered by club leadership in DSE. Please follow this User Guide.

Club Sports Travel Rules and Regulations

• All travel by any Club Sport teams must be approved by the Office of Campus Recreation at least 2-3 weeks in advance. 
  • 2 weeks for activities requiring car rentals
  • 3 weeks for activities require flights 
• Each club is solely responsible for its mode of transportation to and from club activities. 
• Clubs are permitted to rent 12-passenger vans, minivans, and cars for travel.
• The university also recommends that Club Sport teams utilize charter motor coach service with professional drivers when applicable.

Driver Authorization and Rental Vehicles

University Policies

• All drivers must be formally authorized to drive themselves or others around for club-related activities.
• Students must be 20 years or older with at least one year of driving experience to be authorized to rent most vehicles. Students must be 21 years or older to be authorized to rent 10-12 passenger vans.
• Enterprise is the preferred rental car company for GW.  Clubs may use alternative rental car companies with the permission of the Office of Campus Recreation.
• Each authorized driver is approved to drive a maximum of 250 miles at a time. Traveling in excess of 250 miles requires a change of drivers. If an organization is driving in excess of 500 miles round trip, an overnight stay is required.
• See Travel (Domestic and International) for more information. 

Driver Authorization Steps (Club Sports)

• Request to be an authorized driver in DSE when registering for a team or when you opt to take on this responsibility.
• Complete the Annual Driver Authorization Application in its entirety and the required training and tests provided by GW Fleet. See Domestic Travel - Driving for the application and more information. 
• Once authorized, your profile will be updated in DSE.

GW Fleet 10-12 Passenger Vans

• Student drivers must be 21 years or older and complete all steps for becoming an authorized driver.
• Additionally, drivers must complete the online van safety test and a road test with GW Fleet.

Requesting Rental Cars, Vans, Buses, Hotels, and Flights (Club Sports)

Requirements for Travel Requests

• All travel requests must be submitted 2-3 weeks prior to the planned travel date.
• Engage accounts must have enough revenue to fund the entirety of the trip at the time of submission.
• Must have current authorized drivers. Drivers may not be just starting the authorization process at the time of submission because it could take up to 3 weeks.
• Must register an event in DSE and follow the DSE User Guide. 

Requesting Rental Cars, Vans, Buses, Hotels, and Flights

• Campus Recreation partners with Shorts Travel for the coordination of most Club Sports transportation. 
• Submit an Engage purchase request and complete the “Club Sports Travel” Google form linked in the Additional Information section of the request. Using the non-Club Sports hotel or other travel Google forms may cause a delay in your booking.
• The Campus Rec team will submit requests directly to Shorts Travel on behalf of the club once all “Requirements for Travel Requests” have been met and the Engage purchase request and Google form are submitted.
• Uber Vouchers will be provided on an as needed basis. 

Athletic Training/Injury Resources

Sports Medicine Services

The Office of Campus Recreation and the Division for Student Affairs, in collaboration with the George Washington University Hospital, are committed to providing high quality medical services to student-athletes currently participating in Club Sports at GW. The Club Sports Medicine staff consists of certified Athletic Trainers providing services including event coverage and injury evaluation and management.

How to Make an Appointment

The Sports Medicine Department offers appointments when a club sports athlete is injured during practices or games. If you are injured during a scheduled club practice or game (home or away), please follow these steps to be seen by an Athletic Trainer for an initial assessment:

1. Complete and submit the online Injury Report Form within 24 hours of the injury occurring.
2. After completing the form above, make an appointment for the Injury Clinic by visiting the following link: Access the Club Sports Appointment Calendar

Requesting an Athletic Trainer for Scheduled Events

High-risk sports will need to request an Athletic Trainer to be present for their home events. When completing your event registration in DSE, please indicate that your club needs an Athletic Trainer. The Athletic Trainer will monitor event registrations in DSE.   

Pre-participation Screening

It is highly recommended and encouraged to have an annual orthopedic and general physical examination prior to participating in any sporting or physical activity. The George Washington University Student Health Center provides complete pre-participation physical examinations.

Concussions

All players and coaches on Club Sports teams should be familiar with how to handle situations where a player on the team might have suffered a concussion. Download the Sports Science Institute Concussion Fact Sheet for Student Athletes (PDF) provided by the NCAA for more information. Additional resources are available through the NCAA concussions website.

• Safety officers are responsible for knowing and understanding concussion protocol and attending any required training on the subject.
• Each year, all club sports participants (students, faculty, staff, etc.) must complete a waiver in DSE, which requires that participants review the Concussion Fact Sheet.
   

Team Uniforms, Apparel, and Logo Management

Logo Management

• All clubs must use a GW-approved Club Sport logo for their uniforms and apparel purchases. Custom logos are not permitted.
• To obtain your GW-approved Club Sport logo, contact recreationgwu [dot] edu.
• The Campus Recreation team will send the logo art for use on the design of uniforms and apparel.

Ordering Uniforms and Apparel

• Clubs must follow guidelines set by GW Licensing and Trademarks for all apparel purchases.
• Clubs must use licensed vendors to purchase apparel.
• The Office of Campus Recreation recommends using GameOne, as they are a licensed vendor. Their contact is Tyson Street at tyson [dot] streetgame-one [dot] com.
• Once you have the artwork draft from the vendor, please submit to IMSportsgwu [dot] edu and your Staff Advisor for a first sign-off on design.
• After receiving sign-off from Campus Recreation, submit through GW Licensing and Trademarks website for final sign-off from the university. See GW Brand, Merchandise, & Communications for more information.

Club Sports Finances

All Club Sports expenditures are managed through Engage purchase requests. Club Sports finance officers work with the designated Campus Recreation Org Help Finance team member to facilitate purchases and travel reservations. 

Visit the Finances section of this Handbook, including the Club Sports sub-section, for more details on Club Sports Finances.

Fraternity & Sorority Life - Additional Considerations

Annual Organization Requirements

As a registered student organization, chapters recognized by Fraternity and Sorority Life (FSL) must follow the policies outlined in this handbook. FSL chapters are assigned to the Red Line Pathway and must complete the annual requirements outlined for this Pathway.

Chapters must also complete the requirements of the Fraternity and Sorority Life Revolution Accreditation Program. 

• Requirements are determined by a chapter’s earned accreditation status from the previous academic or calendar year.
• Chapters on an academic year cycle are notified of their status in April, and chapters on a calendar year cycle are notified in December.
• Chapters deemed unaccredited by Fraternity and Sorority Life are subject to the assignment of additional requirements or interventions to restore their accredited status.

Chapter Finances

FSL chapters must adhere to all financial processes and procedures that are required of registered student organizations.

Additional Financial Considerations

• As council dues and other fees from councils and FSL are processed through Engage, chapters must proactively plan and ensure that their Engage revenue accounts have sufficient funds to avoid a negative balance.
  Chapters must engage in the contract process even if they are paying with funds from their outside bank account. (Note: external accounts must be approved by the Division for Student Affairs)
   

Anti-Hazing Education (FSL Community)

In accordance with the Stop Campus Hazing Act and Virginia’s Anti-Hazing Law (Adam’s Law), every potential new member (PNM), active member, and advisor must receive hazing prevention training every year. 

Every potential new member (PNM), active member, and advisor must receive hazing prevention training every year.

Current Member Education

For the 2025-2026 academic year, current FSL members and advisors will be required to complete a two-part training.

• Completion of the Hazing Prevention and Education module by October 1, 2025.
• Attending one of the four provided Hazing Prevention in Practice sessions in the Spring 2026 semester. The schedule will be published on the Fraternity and Sorority Life website.

Potential New Member Education

• During formal recruitment cycles, PNMs will attend an in-person Hazing Prevention and Education session during their PNM Orientation.
• During informal recruitment cycles, PNMs must complete the Hazing Prevention and Education module before their eligibility grade check can be completed.

Recruitment Information

Students interested in joining the Fraternity and Sorority Life community must engage in the Recruitment process. To be eligible for the Recruitment process, students must:

• Have at least a 2.5 high school or collegiate GPA
• Complete the grade release form
• Complete the FSL 101 module
• Complete anti-hazing education

Graduate Opt-in Umbrella Organizations - Additional Information

Graduate Opt-in Umbrella Organizations

Graduate Opt-in Umbrella Organizations are organizations that represent all sub-organizations within their respective graduate school. Each umbrella organization must have at least five sub-organizations to qualify for this status. Organizations that do not maintain five active sub-organizations are subject to revocation of umbrella status and associated benefits.

Recognition and associated benefits require approval by the Division for Student Affairs New Organization Committee, the Student Government Association, and the respective graduate school. Prospective sub-organizations must complete the new organization process and also receive approval from the appropriate umbrella organization.

There are currently six approved Graduate Opt-in Umbrella Organizations:

• Elliott School Graduate Board (ESGB) | Elliott School of International Affairs
• Graduate Business Association (GBA) | School of Business
• GSEHD Student Council | Graduate School of Education and Human Development 
• Medical Center Student Council (MCSC) | School of Medicine and Health Services
• Student Bar Association (SBA) | Law School
• Public Health Student Association (PHSA) | Milken Institute School of Public Health

Organizations have the option to “opt-in” to receive a lump sum allocation of their respective students’ SGA fee. If receiving a lump sum, umbrella organizations are responsible for allocating funds to their sub-organizations.

The Student Organization Handbook applies to both umbrella organizations and their associated sub-organizations. Differences in operations are highlighted in relevant sections of this handbook (e.g., Finances, re-registration). If you have any questions, please contact Org Help.

Honor Societies - Additional Information

Honorary Societies Email Invitation Guidelines

Student Involvement will send email invitations for membership on behalf of student organizations if the following conditions are met:

1. Invitations are sent to a select group of students based on FERPA-protected data such as GPA;
2. The student organization is categorized as Honorary;
3. The student organization is a chapter of a national organization; and
4. The national organization provides content for the email invitation, including directions for how recipients should contact the national organization to seek membership.

Organizations wishing to take advantage of this opportunity may make a request to their staff advisor. They should include clear criteria for generating the list of recipients. Organizations are limited to one mailing per semester (fall, spring, and summer).

At this time, the Division for Student Affairs is able to provide mail-merge services (i.e. individualized invitations) for honor organizations.

The emails will include the following disclaimer:

You are receiving this message because you meet the eligibility requirements for a national honor society whose GW chapter is a registered student organization. The national honor society is an independent entity and is not an agent, partner, or employee of the George Washington University. This email implies no endorsement of the national honor society's views or actions. You are under no obligation to take any action unless you wish to seek honor society membership through the means identified in this email.