Student Organization Rights, Responsibilities and Recognition

I.       Scope

This policy applies to William & Mary as a whole university.

II.     Purpose

Recognized Student Organizations (RSOs) at William & Mary (the University) are influential for creating vibrant student life opportunities and for fostering a sense of belonging amongst the student community.  The University holds the authority to grant recognition to student organizations.  The recognition process exists to provide a structure through which students may associate in pursuit of a common purpose or goal that enhances community at William & Mary. The policy further outlines responsibilities, privileges, and revocation of student organization recognition.

III.   Definitions

Advisor means a non-student that provides support and guidance to the RSO.

Campus Advisor means a person who is employed by William & Mary and supports the RSO as part of their job duties and/or volunteers to support the RSO.

External Advisor means a person who is not employed by William & Mary.

Annual Renewal  means a process in which RSO’s must confirm their intention to retain their status as an active RSO which includes the completion of records with Student Leadership Development.

Campus Security Authority means an individual employed or contracted by the University who are designated annually because their job functions obligate them under the Clery Act Compliance Policy to notify William & Mary Police Department of alleged Clery Act Crimes observed by or reported to them in good faith.

Classification means a designation assigned by Student Leadership Development.

Affiliated Organization means RSOs that engage primarily in activities that benefit their own membership but may periodically engage in activities that benefit the larger campus community.

Campus Recreation Sport Clubs means RSOs that have a specifically established and sponsored relationship with the Department of Campus Recreation and shall be known as Sport Clubs or Club Sports. 

Sponsored Organization means RSOs considered to be critical to the mission and culture of the university.  These organizations have a substantial relationship with W&M because of their role in representing the university or in presenting events that are considered to be an integral part of the institution. 

Member means a student who meets the stated membership requirements of the RSO

Mandatory Reporter means a faculty or staff (including some student staff such as Resident Assistants and Teaching Assistants) of the university who is obligated to share knowledge, notice, and/or reports of sexual harassment, gender-based harassment, and sexual misconduct as defined in the Discrimination Policy or Title IX Policy with the Title IX Coordinator. 

Student means, for purposes of this policy, a currently enrolled individual at William & Mary.
Recognized Student Organizations (RSO): Student-run groups officially recognized by the university through Student Leadership Development.

Recognition Process means the procedure(s) established by Student Leadership Development for students seeking recognition as an RSO.

University Property means land the university owns, leases, or controls for use in connection with its educational mission and related activities.

IV.      Policy

A.  RSOs Statement of Responsibility

• Operate in compliance with local, state, and federal laws and university policies.
• Conduct all activities in a manner consistent with the educational mission of the university.
• Abide by and uphold the constitution of the organization.
• Conduct all activities in a manner that contributes to the positive personal growth of all members.
• Be responsive to communications and requests for information/action from Student Leadership Development and other university offices.

RSOs lack the authority to investigate and adjudicate alleged violations of university policy, including, but not limited to, violations of the W&M Student Code of Conduct or Honor Code, W&M’s Policy Prohibiting Discrimination, Discriminatory Harassment, Retaliation & Sexual Misconduct, and W&M’s Policy Prohibiting Title IX Sexual & Gender-Based Harassment. Suspected violations of those policies should be reported to the appropriate university officials.

B.  RSO Privileges with University Recognition

RSOs are eligible for privileges/resources including, but not limited to:

• Reserving campus space/facilities for events and activities
• Advertising and promoting events and activities through university resources
• Inclusion in the university directory of RSOs
• Eligibility to apply for funding through appropriately designated processes/funding bodies
• Participation in university sponsored events

C.  RSO Responsibilities & Annual Renewal

Recognition is a privilege and is subject to review by the University for failure to comply with any of the above criteria.  All RSOs are expected to comply with university policies and procedures and always act in good faith when conducting organizational business including compliance with any financial and contracting procedures.  Recognition does not imply that the university assumes liability or legal responsibility for the actions of any group.  Recognition of a group does not deprive the university of any of its rights to act for the welfare of an individual or the community.

Continuation of recognition is dependent upon the fulfillment of intent and demonstrated ability to abide by the RSOs constitution and the university's educational purposes. In order to maintain their status, RSOs must participate in Annual Renewal.

D.  University Recognition Process and Requirements for Recognition

Recognition Process
To establish a new RSO, students must complete the requirements for the designated recognition process managed by Student Leadership Development including, but not limited to, eligibility requirements.  Final approval and recognition are provided by Student Leadership Development.

• A constitution in compliance with university expectations
• Initial Membership of at least 10 (ten) enrolled students
• A mission and purpose statement distinct from existing RSOs

Reactivating a Previously Recognized Student Organization
Dormant, but previously recognized student organizations, may be activated by completing the reactivation requirements set forth by Student Leadership Development.

Affiliation with an External/National Organization
If an organization is affiliated with an external or (inter)national organization, the group must ensure the organization’s policies are compliant with all university policies and procedures.  Additional documentation from a national organization may be required prior to the granting of university recognition.

E.  RSO Advisors

RSO advisor requirements are based on their University Recognition Categories.  Sponsored Organizations are required to have an advisor employed by the University.

Advisors shall assume different responsibilities depending on the needs of their organization. The primary role of an advisor is to maintain regular contact with the RSO, provide guidance, and to support the group in complying with the RSO constitution/bylaws and all university policies and guidelines.  Advisors shall complete any requirements, inclusive of training or advisor agreements, as set forth by Student Leadership Development.   Advisors employed by William & Mary maintain all Mandatory Reporter and Campus Security Authority obligations as a university employee in their advisory capacity to an RSO.

Groups may additionally have external advisors not employed by William & Mary to support their organization.  The names of these contacts should be submitted to Student Leadership Development through the Annual Renewal Process.  External advisors may not act on behalf of the university and, while not employees of the University, may have obligations in accordance with federal and/or state law, including, but not limited to participation in anti-hazing training.

F. University Recognition Classifications

Each student organization granted recognition by William & Mary shall be designated as one of the following organization types.  Classification is determined by assessing the student organization's relationship with William & Mary; the purpose, scope and complexity of its activities; and the perceived potential risk to participants and the university.

Sponsored Organizations

Those considered to be critical to the mission and culture of the university.  These organizations have a substantial relationship with the university because of their role in representing the university or in presenting events that are considered to be an integral part of the institution.  These organizations have a defined relationship with a university department or office and must have advisory support.  The activities and initiatives of these organizations are considered to be more complex because of their scope and perceived association with the university.  The organization's primary purpose and impact serves a broad segment of the campus community, not just its membership.  Sponsored Organizations may use the “William & Mary” name in the organization name.

Affiliated Organizations

RSOs that contribute to and are consistent with the mission and culture of the university.  These organizations engage primarily in activities that benefit their own membership but may periodically engage in activities that benefit the larger campus community.  Due to the variety and scope of RSOs at William & Mary, Affiliated Organizations shall be further assessed as either Affiliated-Green or Affiliated-Gold.  Determinations shall be made based on the purpose, scope, complexity of activities, and perceived potential risk to participants and the university.

• Affiliated-Green: Typical activities and initiatives of these organizations are considered to carry moderate level of complexity in relation to their nature and/or scope including, but not limited to, affiliation with an external entity, travel, risk associated with mission-aligned activities or operations, and fiscal assets or obligations.  These organizations may have a close relationship with a university department or office.  It is strongly recommended that these organizations identify a campus advisor for support.  These groups have the opportunity to balance the interests of both their membership and possibly the larger campus community.
• Affiliated-Gold: The activities and initiatives of these organizations are considered to carry a lower level of complexity due to their narrower scope.  These organizations primarily serve the interests of their members and are capable of operating with minimal support.

Campus Recreation Sport Clubs

RSOs that have a specifically established and sponsored relationship with the Department of Campus Recreation shall be known as Sport Clubs.  As activities and initiatives of Sport Clubs are more complex due to their relationship with Campus Recreation, their representation of the University, and their potential risk factors, Sport Clubs must meet both the eligibility requirements of this policy and meet additional requirements set forth by Campus Recreation.  This additional level of recognition includes access to identified privileges only available to RSO's classified as Sport Clubs.  Sport Clubs must maintain dual recognition with both Student Leadership Development and Campus Recreation to maintain Sport Club privileges.  If a Sport Club does not maintain recognition with Campus Recreation and the ability to refer to itself as a Sport Club, the group may retain status as an RSO and the rights and responsibilities of an RSO as outlined in this policy. 

V.                 Compliance with Policy

A.     Student Organization Conduct and Accountability

RSOs are subject to university policies and procedures and may be held accountable for violations through established university procedures ranging from educational interventions to formal accountability processes.

Violations related to the Student Code of Conduct or the Honor Code shall be referred to Student Accountability & Restorative Practices.  Violations of other University polices and/or procedures shall be addressed consistently with the established procedures of the designated policy authority.

B.      Change to University Status and Loss of University Recognition

Student Leadership Development has the authority to revoke recognition, modify RSO status or classification, or suspend privileges of a RSO in circumstances, including, but not limited to, the following:

• Failure to renew through the annual renewal process.
• Failure to comply with university procedures, in consultation with the designated policy authority, in which repeated violations have occurred and educational interventions have been exhausted.
• Failure to maintain a substantive relationship with William & Mary, a university department, and/or maintain a campus advisor, as outlined in RSO classification.

Student Accountability & Restorative Practices has the authority to revoke recognition, impose sanctions, or suspend privileges of an RSO as outlined in the Student Handbook.

C.    Reporting a Concern or Report

General concerns related to RSOs at William & Mary should be directed to Student Leadership Development or the appropriate supporting unit.   Concerns related to compliance with other university policies should be reported to the Office of Compliance and Equity or the designated policy authority.  The William & Mary Police Department should be contacted for incidents that need immediate action.

D. Prohibition of Retaliation

An individual who reports a concern related to compliance with university policy reported to the Office of Compliance and Equity or participate in a university complainant process is protected from retaliation under the university’s Whistleblower Policy.

VI.   Approval & Amendment

This policy was approved on April 17, 2026 by the Senior Vice President for Student Affairs & Public Safety, who has authorized the Associate Vice President for Student Engagement & Leadership or a designee to make minor, technical amendments to this policy, such as to update contact information.

VII. Related Policies