Student Organizations Policy

Reviewed 10/13/21
Updated: 7/25/22
Contact: Student Life Office

William Jewell College recognizes that students bring to campus a variety of interests and develop new interests as members of the community. Therefore, students are free to organize and promote their common ideas. Students shall have the right to assemble as long as they do not:

a) violate the civil law or college policy
b) destroy property
c) disrupt classes and any other regular and essential operation of the college
d) in any way infringe upon the rights of other individuals or organizations

Any student organization may petition for official college recognition if all the following are true:

  • its purpose is consistent with William Jewell’s mission and values
  • the group has a special purpose and/or objectives beyond mere affiliation
  • membership requirements are clearly defined and documented
  • the group meets an area of interest not already served by an existing organization

Leadership from the organization requesting college recognition must submit application to the Student Life Office to confirm basic eligibility requirements and recommend changes regarding organizational issues. Specifics requirements of this document include but are not limited to the proposed organization:

  • Name
  • Membership
  • Mission Statement
  • Constitution
  • Finances
  • Affiliations (local, national or international)
  • Principles
  • Leadership (officers)
  • Objectives
  • Advisor(s) to the organization

An organization’s initial and continued recognition is contingent upon the organization having an approved advisor. The approved advisor must be a current employee of the College or pre-approved by the Student Life Office. The Student Life Office may require that an approved advisor complete training on issues concerning the organization that include but are not limited to alcohol and drug abuse, sexual harassment and violence and campus safety. The training required may vary by organization. An approved advisor’s failure to complete the required training may result in denial or revocation of the organization’s recognition.

The Student Life Office shall present eligible applications to the Dean of Students and VP of Marketing, Enrollment and Student Life for review to grant or deny recognition status. The final document must include signatures of the organization advisor, the Student Life staff member responsible for student organizations oversight, the Dean of Students and VP of Marketing, Enrollment and Student Life.

Each organization will be reviewed annually by the Student Life Office or more often if the VP of Marketing, Enrollment and Student Life or Dean of Students, in their sole discretion, finds cause to believe an organization is no longer following the mission statement in the application, does not have an approved advisor, or has fulfilled its purpose or usefulness. If such a finding is made, the organization shall file the new application for recognition which shall be processed as a new application. Recognition shall be continued while a new application is processed unless the VP of Marketing, Enrollment and Student Life or Dean of Students finds that the best interest of the college requires recognition to be suspended until the new application has been submitted and approved. If an organization is inactive for one year, reapplication is required for recognition.

The yearly review shall be made by the Student Life Office. With exception of an organization’s ritual, the review process is considered public. All review information will be available for review by persons currently associated with the college. Information related to any organization’s ritual will not be made public.

The college policy regarding recognition of student organizations acknowledges that student groups, whether recognized by the college or not, are free to organize under previously stated terms. If a group’s mission or purpose is deemed inconsistent with the mission of the College by the VP of Marketing, Enrollment and Student Life or Dean of Students, the group may request that the VP appoint a committee of faculty, staff, students, and Trustees to meet with the group of students requesting recognition to hear their request. This does not mean that College/Trustee policy would change but instead would mean that the College and Board are responding appropriately in terms of being sensitive to certain developmental needs of the students making the request while also being open to having an educationally supportive conversation.

Events
In order to host an event on or off campus, the sponsoring organization must add the event to Presence and submit any additional paperwork for approval as required by the Student Life Office. Events are not permitted to occur unless approved by the Student Life Office.

Fundraising
The Office of Advancement must formally approve all fund-raising efforts that involve solicitation of private businesses or individuals outside of William Jewell College by student organizations. The fundraising form is on Jewell Central, see Advancement under the Departments drop-down menu. The Office of Advancement requires adequate time to review an application before the proposed event date to approve. Not all events are approved due to ongoing fund-raising activities and sponsorships.

Individual vs. Student Organization Responsibility
William Jewell College is a community that exists to promote educational and academic goals. The standards of behavior set forth for students and organizations within this community may be higher than those found elsewhere in society. Upon registration or recognition by the college, each student organization becomes responsible for acting in accordance with the provisions of the Standard of Conduct and all other college policies. Official college action will be taken when behavior of members of a student organization violates college policy or interferes either with the College’s educational purpose or with its duty to protect individual health, welfare, and property. This action will be administered through a formal hearing before the appropriate judicial body.

William Jewell College has published the following policy to ensure that leaders and members of student organizations understand and accept responsibility for the actions of their organization and all members. The following policy applies to all recognized or registered student organizations. Student organizations may be held responsible for the actions of individual members when:

  • a member of an organization violates local, state, or federal law or college policy and other members present, by failing to discourage such activity, tacitly condone the behavior.
  • the actions grow out of or are directly related to the student organization’s activities or an environment created by the organization.
  • the actions are those of guests of an organization or by persons authorized or perceived to represent themselves as connected with the organization.
  • an organization places prospective members in a subordinate status prior to achieving full membership or imposes any kind of probationary period prior to full membership and hazing occurs.

Liability of student organizations may be mitigated if members take reasonable steps to prevent infractions of college policy by fellow members. Such steps include but are not limited to clear establishment of written standards, documented education of members as to the established standards and documented written endorsement of standards to offending members when violations occur. The specific steps necessary to avoid liability and mitigate organizational responsibility may vary according to the circumstances of the situation, the seriousness of the behavior and the possible harms that could have resulted from the behavior. When more serious behavior or harm is in question, student organizations have the duty to take clear and firm action that is reasonably calculated to prevent and/or stop the behavior in question.

Every member of any student organization is obligated to respond to the conduct of other members when engage in behavior, which violates the law or college and/or organizational policies. The degree to which an organization is responsible for the activity of its members is not necessarily dependent upon the number of members engaging in the activity but depends upon whether the activity is related to the organization as described in the four previously mentioned categories, in contrast to being the private activity of individuals who happen to be members. Factors to be considered include whether the activity is normally part of the student organization and whether the atmosphere in the organization encouraged or condoned the activity in question. It is the duty of every organization to create an atmosphere that makes misconduct during its activities inconsistent with membership in the organization.

This duty not only applies to members directly involved in the activity but also to passive participants and members who have knowledge of the activity. For example, a member who knows about and protects the identities of members involved in illicit activities can be held culpable for the misconduct. All members must be on notice that their misdeeds may result in sanctioning of their student organization through the appropriate judicial body. In addition to the group being held culpable, members and officers may be cited and held responsible as individuals for their roles.

In summary, William Jewell College’s policy is that every student organization member has the duty to take all reasonable steps necessary to prevent infractions of college policies growing out of or related to the student organization. This policy pertains, but is not limited to, incidents involving hazing, vandalism, theft, alcohol, or substance abuse, dishonesty, disorderly conduct, violence, misuse of organizational and/or College funds or any violation of Title IX policies. Title IX violations will be referred to the Title IX Coordinator. Specific policies governing student behavior are outlined in the Honor Code, Standard of Conduct and Students Rights and Responsibilities.

Student Organization Disciplinary Procedures
The College Conduct Committee (CCC) is solely responsible for the adjudication of student organization policy violations separate from Greek related discipline. The Greek Judicial Council (GJC) is responsible for the adjudication of policy violations by a Greek Organization. However, if a Greek organization’s actions call for organizational recognition to be reviewed, the College Conduct Committee (CCC) may call for a recognition review of organizational status in conjunction with the actions of the GJC. Alleged violations of Title IX policy will be referred to the Title IX Coordinator.

Greek Life
Fraternities and sororities are independently chartered social organizations recognized by William Jewell College as a viable part of the educational tradition. Guidelines for student affiliation with any Greek organization are established by the Interfraternity and Panhellenic Councils and are subject to college approval.

Students living in Greek housing are subject to all residential policies as well as their respective National/International policies and guidelines. Students living in Greek housing are expected to adhere to all college policies. First-Year students completing their first full year at the college are not eligible to reside in Greek housing until the fall semester of their sophomore year.

If college regulations are not enforced and/or violations of policy are tacitly condoned, the Greek Judicial Council (GJC) may call for a disciplinary hearing and/or review of organizational status. The Board of Trustees gives the Student Life Office the responsibility to share any information related to alleged violations with the GJC.

William Jewell College reserves the right to prohibit a student from living in Greek housing due to the student’s disciplinary history. The William Jewell College Greek system has established minimum academic standards for activation and continued membership. According to National Panhellenic and Interfraternity Council guidelines, only full-time students (12 credit hours/semester) with a minimum 2.50 cumulative grade point average (GPA) may become or remain active members in a Greek organization. Some Greek organizations may impose higher academic requirements to become a member and/or remain an active member.

In accordance with national fraternity and sorority policy, William Jewell College prohibits any physical or mental harassment of students as part of pledging or initiation procedures for any student organization. All new member education programs must be outlined and provided to the Office of Student Life prior to the start of each academic year. In addition, all initiation week times and activities shall be registered with the Office of Student Life.

Greek activities where alcohol or illegal substances are present is a major concern, not only of the college staff, but also of the national officers of each fraternity and sorority. It is expected that Greek organizations adhere to all risk management guidelines; federal, state, and local laws; William Jewell College policies; and individual chapter policies outlined by the National/International headquarters. It is the responsibility of the Greek organization officers and alumni advisors to ensure compliance.

Student Publications
As an institution of higher learning, William Jewell College is committed to the highest professional and academic standards. The endeavors of all who choose to associate with the college are expected to reflect a serious commitment to these obligations. Accordingly, it is expected that student publications adhere to the rules of professional journalism, avoiding libel, pornography and invasion of privacy. Editorials, news features or advertising columns shall not encourage violation of William Jewell College policy or local, state and/or federal laws. Dissent and criticism, while an acceptable dimension of the educational experience, are to be phrased with courtesy and respect and are to be presented in a responsible manner. Additionally, freedom of expression is not interpreted to include the public use of obscene language or profane expression.

Non-college sponsored publications by individual students or student groups are considered unofficial. Distribution of unofficial publications is not permitted on campus.