Regulations Governing Clubs & Organizations
All student clubs and organizations must support the educational mission of the College and be approved by the Office of Student Affairs. Most student clubs and organizations have been granted funding by the Student Senate, through the Student Finance Board, and are subject to its regulations. Groups which are self-supporting, while still requiring approval by the Dean of Students for their existence, do not fall under the governance of the SFB. Both funded and independent groups are equally valuable to the campus community.
Access individual club and organization web pages through the Activities link on the Student Life web page.
I. Policy on Recognition of Clubs and Organizations
The Student Senate transacts all student body business and, as far as such powers are delegated to it by the faculty and trustees, it has legislative jurisdiction over various phases of student campus life. One such area involves the recognition of funded clubs and organizations on the Hampden-Sydney campus. Thus, the Student Senate reserves the right to refuse recognition to any group when, in the Senate’s judgment, the group does not meet the purpose and mission of Hampden-Sydney College.
Procedures For Initiating a Club
- All clubs and organizations must be student-led.
- Organizers should meet with the Assistant Dean responsible for Clubs and Organizations to discuss their plans to establish a club or organization.
- Organizers should schedule an organizational meeting to assist in assessing interest.
- A written proposal must be submitted to the Assistant Dean requesting the formation of a club or organization. Included with this proposal should be the following items:
- Goals and objectives;
- A list of interested students with email addresses;
- The name, campus phone, email address, and box number of an advisor.
- Upon receipt of an organization’s proposal, the Assistant Dean will review the material. If the proposal is complete, and if the organization wishes funding from the SFB, he shall contact the Chairman of the Student Senate to ask the Senate to review the organization’s proposal. If the organization does not request funding from the SFB, he will forward the proposal to the Dean of Students for approval.
- The Senate shall, with an organization representative present at the meeting, discuss the proposal and then, in private, vote on recognition for said organization.
- A copy of the proposal and supporting documentation shall be retained by the Assistant Dean responsible for Clubs and Organizations when a club’s establishment is approved by the Student Senate.
- All clubs and organizations are governed by the Senate Judiciary Committee, which has the power to impose sanctions over clubs and organizations for behaviors that fail to represent student life in a positive manner. Possible sanctions for such shenanigans are outlined in Article Ⅲ, Section 7, of the Student Government Constitution.
Requirements for Active Status
The following items are required of all funded clubs and organizations at Hampden-Sydney College. Failure to comply with these regulations may result in financial penalties, loss of College privileges, or revocation of “recognized status” by the Student Senate.
- Membership and participation within a Club or Organization must be free from discrimination based upon race, ethnicity, religion, age, national origin, handicap, or veteran status, pursuant to the College’s Policy on non-discrimination.
- Every Club and Organization is required to have a constitution which governs its organization. It must be on file with the Assistant Dean responsible for Clubs and Organizations.
- Each year at least one Club and Organization Fair is held. Usually held in early September, and sometimes in January, the Fair provides each organization the opportunity to showcase its organization and disseminate information to members of the Hampden-Sydney community. Organizations are expected to have at least one member of the group present throughout the entire fair.
- Each club or organization must have a faculty/staff advisor actively involved with the group. This includes, but is not limited to, having the advisor review and sign the Student Finance Board Allocation Request, oversee the financial dealings of the organization, and provide guidance and counsel to the officers and other members.
- It is expected that each organization balance its financial books with the financial statement and immediately contact the Business Office if inconsistencies develop or if questions arise. It is the policy of Hampden-Sydney College to prepare and maintain a balanced budget. The College and the Student Finance Board will not tolerate negative balances from any organization without the rare written authorization of the Assistant Dean responsible for Clubs and Organizations.
- Each year the College website and The Key, the College’s student handbook, are revised. Each Club and Organization is responsible for submitting revisions to that material as it pertains to its organization.
- Each Club and Organization is expected to send a representative to all meetings of the SFB when requested and return all required paperwork on time.
- New officers shall be elected and in office by April 1 of each year. A complete listing of officers must also be sent to the Assistant Dean responsible for Clubs and Organizations by that date.
Provisions for Inactive Status:
- Any club or organization which fails to satisfy the above Requirements for more than one semester shall be declared Inactive.
- Inactive Status means a club or organization surrenders the balance of its SFB account to be placed in the SFB general account.
- Any club or organization that has become Inactive by failing to comply with the above Requirements may appeal its Inactive Status in a meeting attended by the club officers, its faculty/staff advisor, and the SFB.
II. Licensing Policy
Hampden-Sydney College has a licensing arrangement that protects the use of the College’s trademarks and other symbols that are associated with the College. Merchandise must be purchased/manufactured using an approved licensee. The licensee is responsible for submitting the product/artwork to our licensing partner, Licensing Resource Group. For more information about our licensed vendors, please visit:
III. Square Card Reader Device Policy
Article I. Square Card Reader Availability
Section 1. Authorized Users
a. Student Government leaders, including the following:
(1) Student Government President
(2) Student Court Chairman
(3) Student Senate Chairman
(4) College Activities Committee Chairman
(5) Secretary-Treasurer of the Student Government
(6) Inter-Fraternity Council Chairman
b. Presidents and chairmen of organizations, including:
(1) All social and academic fraternities
(2) All actively chartered clubs, verified by the master list in the Business Office
c. Any other individuals deemed acceptable to be authorized by the Student Government officials noted in Part a.
Article II. Terms of Usage
Section 1. Checking out the device
a. Devices may be checked out by authorized users from the cashiers at the Business Office on campus.
b. By signing the card agreement provided by this policy, the user understands that he is liable for any unauthorized charges that occur during the time of his organization's possession.
c. Only one organization can check out any one device on a singular day.
Section 2. Payment
a. The Business Office will process all payments through the College's bank account, and will direct money into individual club accounts. However, it is the responsibility of the officers of the organization using the device to settle their account at the end of each business day to verify that the sales total is accurate.
b. Square charges 2.75% (rate subject to change) on every transaction, so users must factor in the cost and expect that they will be receiving 97.25% (amount subject to change) of their total sales.
Section 3. Returning the device
a. It is the responsibility if the organization's leader to settle the transactions at the end of the day, and to keep track of sales on their own in case of a dispute.
b. Readers must be returned to the Business Office at the end of each business day.
c. If a reader is lost or stolen, it must be immediately reported to the Business Office and the Secretary-Treasurer of the Student Government.
Section 4. Penalties
a. Misuse, including fraudulent activity, destruction or loss of a device may result in the revocation of an organization's ability to use a reader or receive funding from the Student Finance Board for the foreseeable future.