COSO Policies & Expectations

Directories and Mailing Lists

Posting Materials

Posting and Banners in Collis

Film and Photos for Media

Buildings and Facilities

Chalking

COSO recognized organizations and their members are expected to abide by all College Policies.

Some relevant policies include: 

Standards of Conduct

Policy on Sexual and Gender-Based Misconduct

Student Organization Accountability 

Group Accountability Statement

Hazing

Freedom of Expression and Dissent

Fundraising

Asking for Money

You must bring any gifts received to your recognizing department to ensure that they are properly recorded and that a tax receipt is sent to the donor. Remember to also send a prompt thank-you note.

• From alumni/parents: This is not allowed. The College forbids broad-based solicitation of alumni/ae and/or parents by student organizations.

  • If you know specific individuals, however, that have shown an interest in your organization, you are welcome to keep them informed about your organization's activities. If this should prompt an individual to offer you a donation you may accept it. Checks should be made payable to Dartmouth College. Bring any donations to your recognizing department immediately, and send a timely thank-you note.

• From local businesses: You are free to ask local merchants for donations in the form of checks or merchandise. Bear in mind, though, that local vendors have been solicited for donations repeatedly – so be professional, ask for a manager, have a written proposal, and remember to follow up with a thank-you note within a week.

• From national corporations: Offices or stores of national (or international) corporations may be approached at the local level (an example would be asking the store manager of Starbucks for a donation). 

Using Da$h

To sell items or ask for donations using DA$H, you will need the appropriate department's DA$H sheets. After your event, you will need to manually enter amounts into the system to obtain funds from student accounts. They will then be transferred to the organization account. You must make an appointment to input DA$H. 

• For Collis and COSO groups, contact the Treasurer's Corner in Collis 301. 

• For Tucker groups, contact the Finance Manager. 

• For Greek Life organizations, contact the Greek Life Offices.

Please note: If you are planning to sell something that will display the word Dartmouth, D, or any trademarked images, your design must be approved by the Office of General Counsel prior to marketing your merchandise, collecting any DA$H or selling and printing the merchandise. You must use an "Approved Vendor" when printing/selling any student organization merchandise with Dartmouth trademarks or name. Before submitting any orders, email COSO@Dartmouth.edu with your design. 

T-Shirt Sales

Dartmouth follows fair labor practices for its vendors. To order t-shirts for an event or as a fundraiser, the company you order from must be an approved vendor. If you are unsure if a vendor is on the approved list, check with the Office of General Counsel for the most current list. 

To use the Dartmouth name or its logos on a t-shirt, you must obtain permission from the College's General Counsel. 

Sponsorship

Corporate Sponsorship Policy

Student organizations who wish to receive financial or in-kind support or sponsorship from an outside company or corporation must follow these guidelines:

• Prior approval is required before engaging with outside company/corporation/entity. If your organization wishes to seek or accept corporate sponsorship, submit this form to start the approval process.  Organizations will be asked to provide information about the amount they hope to raise, names of corporations and contacts therein, and nature of the event/activity.

• Sponsorship must be in line with the mission of your organization, educational in nature, and event-specific. Requests for general organization sponsorship will not be considered.

• No alumni, foundations, or nonprofits may be solicited for sponsorships. 

• Student organizations may not share resume books or email lists with outside companies or other external groups. 

• Student organizations may not sign any contracts or agreements with outside sponsors.

• Student organizations may not include corporate logos in publicity, web advertising or emails, or any printed materials. 

• Students cannot sell corporate speaking opportunities at events or provide email lists to companies. 

Depending on the nature of the request, organizations may be referred to the Office of Corporate and Foundation Relations or the Center for Professional Development for further discussion, as appropriate.We also encourage student organizations to contact the Center for Professional Development with details about your event. They may be able to support your event or provide additional guidance to working with specific corporations.

Co-Sponsoring an Event with a Non-Affiliated Group

Student organizations hosting events with a non-Dartmouth organization must follow these guidelines:

• The student organization must be the primary source of funding for the event. No funding will be accepted from an outside organization that is more than 50% of the cost of the event.

• All finances must be run through the student organization Dartmouth account. The student group organization accepts responsibility for event finances, including but not limited to those of the non-Dartmouth co-sponsoring organization should it fail to meet its commitment.

• The student organization must be involved in all areas of event planning, event promotion and event execution.

• The student organization will be the primary decision maker at events.

• The student organization is encouraged to collaborate with the Student Involvement Office, as needed, in order to develop contracts or others matters pertaining to the event.

• The student organization remains accountable to Dartmouth for the actions of the non-Dartmouth organization with which it is hosting the event.

Annual Renewal

Each fall, organizations must complete the Annual Renewal to maintain their active status for the year. 

To qualify for renewal, organizations must:

1. Have at least 10 undergraduate students.
2. Have officers -- COSO organizations are expected to have at LEAST a President and Treasurer (or your group's equivalent of these positions) listed on their Organization's Page.
3. Have officers who are undergraduate students.
4. Have a staff or faculty advisor.
5. Have a constitution on file and uploaded to Dartmouth Groups. 
6. Have an email account.
7. Have a Dartmouth Groups page.
8. Be in good Standing with COSO. Organizations with a deficit in their account will not be renewed until resolved. 

Big Policy Meetings/Organization Trainings

Organizations are expected to attend the Big Policy Meeting/Organization Training at the beginning of each term. 

Name and Constitution Changes

Participation in Student Organizations

Dartmouth College prohibits any form of discrimination on the basis of age, color, disability, ethnic origin, familial status, gender expression, gender identity, marital status, national origin, race, religion, sex, sexual orientation, gender identity, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other category protected by applicable law. This statement is taken from Dartmouth's Nondiscrimination and Anti-Harassment Policy and Resolution Procedures ("Nondiscrimination Policy"), available here https://policies.dartmouth.edu/policy/nondiscrimination-and-anti-harassment-policy-and-resolution-procedures.

Membership

• Non-Selective (Open) Organizations: Membership in a COSO-recognized non-selective (open) organization shall be open to all Dartmouth undergraduates
   
• Selective (Closed) Organizations: Membership in COSO-recognized selective (closed) organizations is limited to individuals satisfying specified skills-based membership criteria. Selective organizations, where membership is limited, are permitted only under the following conditions:
   
  • Selective status is determined and approved by COSO at the time of an organization's recognition. If an organization wishes to change their status from selective to open, or from open to selective, please contact COSO for next steps.
  • The standards used to select members (the "selection criteria") must support the mission of the organization as specified in the organization's COSO-approved constitution and must operate in accordance with Dartmouth's Nondiscrimination Policy.
  • Selection criteria must be skills- or talent-based (e.g., singing, dancing, acting, writing, comedy, etc.) and must be in accord with Dartmouth's Nondiscrimination Policy.
  • Selection of members must be based on skills- or talent-based auditions or submissions.  Auditions or submission deadlines must be advertised and open to all undergraduate students.
  • Selection criteria and the timeline for the selection process must be outlined clearly in the organization's COSO-approved constitution.

Selective organizations are not eligible for COSO funding unless the funding is for an event open to the entire campus. 

Members

• An organization must have at least ten (10) undergraduate members. In no event shall more than twenty-five percent (25%) of the members be non-undergraduate Dartmouth students.
• A complete and up-to-date roster of members must be maintained in the organization's Dartmouth Groups portal.
• All Dartmouth students, including students on, or partaking in, a Leave Term "L", Transfer Term "T," Off-Campus Program "O," or Exchange Program "X" may be active (voting) members of COSO organizations.
• Dartmouth students who are withdrawn or separated from the College may not participate in COSO organizations.

Officers

• All officers must be Dartmouth undergraduates.
• A complete and up-to-date roster of officers that includes term dates must be maintained in the organization's Dartmouth Groups portal.
• Only currently-registered Dartmouth students can hold office or act officially on behalf of an organization. A student on or, partaking in, a Leave Term "L", Transfer Term "T," Off-Campus Program "O," Exchange Program "X," or on academic or College probation may not hold leadership or officer positions in any recognized COSO organization.

Outlining Membership Expectations

• Membership expectations, such as organization commitment requirements (e.g., number of events members must attend), conduct expectations of members, etc., must all be clearly presented in your organization's COSO-approved constitution.
• The organization's constitution and member expectations should be available to members before they join and accessible to them throughout their time with the organization.
• Organizations are expected to follow their constitution and reference it if any questions arise regarding membership requirements.

Member Removal Policies & Procedures

• Interim, Temporary, or Permanent Removal of a Member from the College
  • A member of a COSO organization who has been removed from the College on an interim, temporary, or permanent basis, shall not participate in organization meetings or activities and cannot represent Dartmouth on or off-campus is any activity, performance, or competition until/unless they are reinstated to Dartmouth.
• Non-Voluntary Member Removal
  • Members of COSO-recognized organizations may be removed from an organization only at the discretion of the COSO Board or COSO Advisor. Organizations who have concerns about a member's continued participation should raise the issue with the COSO Board or COSO Advisor.
  • Student organizations may not exclude persons from membership or participation, deny persons the benefit of membership or participation, or subject persons to discrimination on the basis of that person's alleged misconduct or alleged policy violations. Student leaders navigating these situations are strongly encouraged to communicate with a COSO advisor in the Office of Student Life.
  • Student organizations are not permitted to investigate or adjudicate alleged misconduct in place of College disciplinary processes. Allegations of misconduct or policy violations should be reported to the Department of Safety and Security, which will route those allegations to other Dartmouth offices as appropriate.
  • Student organizations are prohibited from taking interim measures against any member due to Title IX allegations (meaning, allegations of conduct that falls within the scope of the College's Policy on Sexual and Gender-Based Misconduct), regardless of whether there is a Title IX matter pending. Interim measures include but are not limited to suspension or removal from the organization and restrictions on participation in organizational activities.  If there is an issue or concern, members should contact titleix@dartmouth.edu or 603.646.0922 and/or connect with a COSO advisor. Click here for more information about the College's Policy on Sexual and Gender-Based Misconduct.
  • If an organization feels a member is a danger or threat to their group or the community, organization leadership should consult with Dartmouth Safety & Security or the Hanover Police.

Student Organization Membership Policy

Privileges of Recognition

COSO organizations have:

• The right to use the name of Dartmouth College in the activities and publications of the organization and to be the recognized representative of the College at all functions in which the organization participates.
• The right to utilize the facilities, property, and services of Dartmouth College. 
• The right to use the facilities of COSO, including the provision of accounting services and administrative support from the Student Involvement Office. 
• The right to request financial assistance from COSO to further the activities of the organization. Recognition does not guarantee financial support. Each request will be judged on its merit and will be evaluated in terms of criteria such as the organization's ability to supplement classroom education and extra-curricular activities, the nature of the proposed activity, the financial support (if any) received from the membership, attendance at previously held activities, the extent to which the College community may participate in some of its programs, and the amount of COSO funds available for distribution at any given time.

Responsibilities

COSO organizations have the responsibility to:

• Respond promptly to COSO requests for budgets or other information concerning the status of the organization, and the responsibility to inform COSO of changes in the officers or advisors, or any other development that might affect the status of the group as a recognized student organization.
• Comply with the requirements of the organization's constitution and by-laws, all applicable rules and policies of Dartmouth College, and all applicable local, state, and federal laws.
• Use College funds and facilities responsibly and in the manner for which their use is authorized. Student organizations are not allowed to have outside bank accounts. 
• Comply with College/COSO policies on fundraising, accounting, and solicitations for funds.
• Conduct group activities in a manner consistent with Dartmouth's mission and Principle of Community.
• Use funding responsibly and for the purpose for which it was intended. Organizations must be in good standing with COSO to receive funding. 
• Notify COSO by updating in Dartmouth Groups any changes in leadership/officers. 
• Adhere to the publications code for student organizations

Expectations

• The Organization shall notify COSO (via Dartmouth Groups) of officers immediately following election. 
• The organization shall not participate in hazing activities. 
• The officers of the organization shall review the statement of aims of objectives and the responsibilities and privileges granted by recognition, and shall submit a yearly report of the activities, officers, membership programs, and the name of the advisor to COSO during the annual renewal process each Fall. 
• The officers of the organization shall accept responsibility for College accounts and shall maintain no outside bank accounts. 
• The officers of the organization may enter into no contractual obligations in the name of the organization or the College. COSO may deny or withdraw recognition on the basis of affiliations with outside groups. 
• The organization may neither directly nor indirectly utilize College resources in support of any candidate for public office except as permitted by College policy.
• The organization may not utilize the resources of the College for the intended benefit of any external affiliate(s) of the organization through the exercise of the right to request the use of College space for programs sponsored by student organizations. 
• The organization may not: (1) utilize the organization for the financial enrichment of any officer, member or affiliate. (2) solicit funds outside the College without the express approval of the Development Office at Dartmouth College. (3) lend or give College funds to any individual, group, or other organization. Organizations may sponsor fundraising activities for charity or organizational support upon approval by the Collis Center for Student Involvement. 
• The Student Involvement Office must approve any program to be co-sponsored by an external affiliate.

Privileges and Expectations for Recognized Student Organizations

Dartmouth Copyright Policy & Guidelines

Sponsorship of Events 

Sponsored Visits of/by Political Candidates

Outdoor Event Reservation Policy

Contracts

Co-Sponsorship

Public Film Screening

Outside Speaker

Alcohol and Other Drug Policy

COSO Organization Event Registration

Travel Policy

Any Dartmouth Entity (department, program, or unit) organizing, administering, or funding Dartmouth Travel is responsible for ensuring their travelers are compliant with Dartmouth's Travel Safety Policy. For Dartmouth programs that include people who are under age 18, read through Dartmouth's Policies and Resources for Programs involving Minors.

The goal of this policy is to encourage safe travel to events and activities at venues other than on-campus by recognized student organizations. The following policy applies to all recognized student organizations traveling on behalf of Dartmouth.

All travel must be reported prior to departure to the Student Involvement Office via the travel contact form. In addition, please review requirements on the Global Dartmouth website as they have recently been updated. Failure to do so could result in loss of group privileges and/or reimbursements for group travel expenses. 

Read through section IV of Dartmouth's Travel Safety Policy for information on the oversight responsibilities of Dartmouth Entities including ensuring compliance with the policy; communicating emergency response plans; maintaining records of signed risk acknowledgement and release of liability forms, travel itineraries, emergency contacts, and on-site contact details; and issuing academic credit.

Definition of Travel

Travel is defined as any member of the Dartmouth community that travels for programs or activities related to COSO activities. COSO activities include any organization traveling off-campus where Dartmouth resources are utilized. This includes, but is not limited to, events or activities that support the mission of an organization, representing Dartmouth at conferences and academic team competitions, or any time that Dartmouth financial accounts are used to support the travel experience.

Travel by Vehicle for Organization Business

• Students driving for their organization, whether in personal, rental, or university vehicles, must comply with Dartmouth's Student Driver Policy.
• There is a fee to become an approved driver which can be charged to the organization.
• For more information about becoming an approved driver, please visit the Transportation office page.
• Dartmouth works with Enterprise for car rental services. For more information, please visit the Vox/Enterprise page. There is a daily/weekly charge in addition to a mileage fee.

International Travel

Planning for international travel requires additional time and support. The following must be completed, in addition to the general travel requirements, for international travel:

• In addition to completing the Travel Contact Form, register your trip through the Global Dartmouth Travel Registry
• Dartmouth's Travel Risk Management Policy prohibits the use of Dartmouth funds to support travel to a country or region under a U.S. State Department warning. If traveling to a "high-risk" region, a Travel Waiver is required.
• Dartmouth provides International SOS, an emergency travel support provider for all students.  International SOS provides access to 24/7 worldwide emergency assistance as well as medical, security, and travel advice.
• For more information, please visit the Global Dartmouth website.

Use of Dartmouth College Trade Names and Trademarks

Institutional Statements vs. Individual Statements

Dartmouth Policies and Resources for Programs involving Minors