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Group and Organization Recognition

Policy Statement

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¶¶Òõ̽̽, through the University and University Officers' Manual, recognizes official governance and advisory groups including but not limited to: the Faculty Senate, the Student Government Association, the Staff Council, and the Graduate Student Senate. The University recognizes other student, faculty and staff groups and organizations in accordance with procedures and criteria set forth in this Policy and other governance documents.

Why do we have this policy?

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This Policy fills the need for a uniform set of criteria and guidelines by which campus groups and organizations will be formally recognized.  This Policy also sets forth the privileges of recognition.

Who needs to read this policy?

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This policy applies to all University of Vermont faculty, staff, and students.

What else do I need to know?

Definitions
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None.

Criteria for Recognition
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Student Organizations 

  1. Undergraduate Student Organizations: Except as provided in Section A.1.d and A.1.e below, undergraduate student organizations are recognized and annually re-registered by the Student Government Association (SGA) in accordance with the criteria outlined in the SGA Constitution and Bylaws and SGA Student Organization Handbook. 
  2. Graduate Student Organizations: Except as provided in Section A.1.d, Graduate Student Organizations are recognized by the Graduate Student Senate (GSS) in accordance with its Constitution and Bylaws.  
  3. Larner College of Medicine (LCOM) Student Groups: Except as provided in Section A.1.d, Larner Medical Student  Groups are recognized by the LCOM Student Council, pursuant to a delegation of authority from the Dean of the College of Medicine or designee, and shall be carried out in accordance with the terms of that delegation. 
  4. Academic Honorary Societies: Academic honorary societies are recognized by the Provost on the basis of educational merit and such other criteria as the Provost reasonably may devise. 
  5. Student Fraternities and Sororities: Social Fraternities and Sororities with local chapters are recognized by the Vice Provost for Student Affairs, or designee, in cooperation with the Interfraternity Council (IFC) and Panhellenic Council (Panhel) in accordance with the criteria outlined in ¶¶Òõ̽̽ Fraternity and Sorority Recognition Handbook and annually re-registered through the accreditation process. 

Employee Groups and Organizations 

Except as otherwise provided in this statement, a group or organization is recognized by the Provost when the group or organization is comprised almost exclusively of ¶¶Òõ̽̽ faculty and staff, does not have a legal identity distinct from the University, and is determined to enhance the educational, cultural, social, health, or recreational opportunities of the University community members in a manner that also benefits the University in view of its mission, purposes, and goals. 

Procedures and Requirements for Initial and Continuing Recognition
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To apply for recognition, a group or organization must submit to the appropriate University official or body as designated above, in writing, its name; a statement of purpose and operations consistent with applicable criteria and requirements (and copy of its charter or similar document, if existing); a list of officers; and a list of current membership or membership eligibility if not included in its charter. The designated officer or body will respond to the application, in writing, within thirty days of its receipt. Appeal of an adverse decision may be taken to the President; the decision on appeal shall be final. 

Officially recognized groups and organizations must operate in conformance with their charters, similar governance documents, or statements of purpose as provided upon application in the absence of a charter or similar document. They must promptly advise the office of the official from whom recognition is obtained of changes in groups or organization officers and material changes in their purpose or operations. Group or organization officers are responsible for assuring compliance with general University policies and procedures and for fulfilling the reasonable administrative requests of appropriate University officials. All student organizations, except academic honorary societies, must identify in writing to the approving body or official, a currently active ¶¶Òõ̽̽ faculty member, staff person, or graduate student as an advisor. Advisors for academic honorary societies are limited to currently active ¶¶Òõ̽̽ faculty members, or a current faculty member and professional staff member may serve as co-advisors. 

Failure to comply with general University policies or procedures or the provisions of this statement may result in the suspension or revocation of recognition by the officer or body from whom recognition is obtained, or by the Vice Provost for Student Affairs, or designee, for all student organizations.

Privileges of Recognition
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Officially recognized groups and organizations may: 

  • use the name of ¶¶Òõ̽̽ and other indicia of association, subject also to the approval of the University Licensing Program 
  • use University buildings and grounds without a rental charge. Charges will only be assessed for the cost of services (event labor, custodial, trucking, security, and similar expenses) provided in support of an event 
  • use University mail services on an unstamped basis, subject to the requirements of the U.S. Postal Service and the ¶¶Òõ̽̽ Manager of Mail Services 
  • obtain a voicemail account, on a fee basis 
  • obtain an e-mail account, subject to the requirements of Enterprise Technology Services  and/or Larner College of Medicine Technology Services
  • establish an agency account with the University to accept revenues and pay expenses of the group or organization, subject to requirements associated with such accounts; accounts may not elsewhere be established using the name "University of Vermont" or similar characterization

Officially recognized groups and organizations may not authorize or allow other parties to use any privileges of recognition, and may not make space reservations on behalf of external groups or individuals.

Is there any education available?
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Training will be provided on an as-needed basis as determined by the Approval Authority or the Responsible Official.

What if I still have questions?

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Questions concerning the daily operational interpretation of this policy should be directed to the following (in accordance with the policy elaboration and procedures):

Title(s)/Department(s):Contact Information:
Provost (for Honorary Societies or employee groups) 

(802) 656-4400

 

Director of Student Life (for fraternities, sororities, and SGA groups)

(802) 656-2060

 

Dean of the Graduate College (for GSS and postdoctoral groups)

(802) 656-3160

 

Associate Dean for Students, Office of Medical Student Education, Larner College of Medicine (for LCOM student groups)

(802) 656-0722

 

Version History

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Responsible Official:Provost and Senior Vice President
Policy Number:V. 2.17.4
Approval Authority:President
Effective Date:May 16, 2017
Revision History:
  • V. 3.0.4.2 effective November 9, 2007
  • V. 2.17.3/V. 3.0.4.3 effective November 12, 2012
  • Reaffirmed February 24, 2021
  • Minor Revisions December 3rd, 2024

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