Student Group Recognition Process

New Student Group Recognition Process

Students at Hampshire College have the opportunity to start new student groups contingent on the Student Engagement staff evaluating the following: type of activity, similarity to existing groups, their detailed mission statement, proposed community engagement, risk and safety concerns, as well as the viability of the group determined by potential conflict with Norms for Community Living and Policies.  

Students who are wanting to create a new student group on campus are able to do so at any time by following the outlined process below:

• Student groups must complete the New Student Group Registration form located in the Organizations tab of HampEngage 
• Student groups must have 3 signers 
• New groups with 3 graduating Div 3 students will not be approved
• The student group must have at least two other active members in their HampEngage roster 
• The 3 signers must meet with Student Engagement Staff at least three times before they are a fully registered organization 
• Intake & signer training 
• Event planning 
• Evaluation and future planning 
• The student group must host at least one outreach event to promote their organization; tabling, meeting, social, etc.
  

After completion of all steps listed above and approval from the Student Engagement staff, the new student group will have full HampEngage privileges, a meeting food account, a general expenses account and the ability to request funds from the SAF.

In addition to the New Student Group Recognition process, these groups must follow the same student group and signer expectations outlined below.

Regardless of where New Student Groups are in their recognition process, they must complete the Spring Re-registration to be active for the next academic year.

Returning Student Group Recognition Process

The student group recognition process is held in the spring semester for the next academic year's recognition.  All groups, new and established, are required to complete and submit a registration form each year.

Student Engagement staff evaluate all applications to determine if additional information is necessary, and if approved, the group is recognized for the next academic year.  Consideration will be given to the type of activity, similarity to existing groups, their detailed mission statement, proposed community engagement, risk and safety concerns, as well as the viability of the group determined by potential conflict with Norms for Community Living and Policies.

Groups may be asked to have a faculty or staff advisor, and/or submit a self-risk activity assessment. Once recognized, all participating members of the group must complete a student activities risk waiver.

If a registration form is not submitted, or supplemental information is not provided, the registration will not be approved. 

Unrecognized student groups are not eligible to receive direct funding from the student activities fund (SAF), nor have an active HampEngage page.

Student Group Expectations:

• All student groups must have three trained signers in order to maintain recognition.
• Student groups must host one event or program open to the Hampshire community per semester in order to maintain recognition. A program can be active, such as an event, or it can be passive educational outreach, for example an informational campaign or a publication.

• Student groups must register their meetings on HampEngage via the event registration form.  Failure to do so will make your group ineligible to receive funding.  All group meetings must occur in public spaces.

• All participating members of the student group must complete an online student activities risk waiver.
• Student groups will notify Student Engagement in writing of any intent to change to the name of the student group, mission statement, or group signers.

• All members of student groups are expected to conduct themselves, both on and off campus, as responsible members of the Hampshire Community.

• All student groups shall be responsible for adhering to the above expectations as well as policies outlined in the Student Handbook.

Signer Expectations:

• All student group signers are required to attend signer training and at least two additional leadership training sessions organized by student engagement staff each semester.  In the event that a signer cannot attend a training the student must notify student engagement staff in writing and send a representative of the student group in their place or attend a makeup session; failure to do so will impact the recognition status of your group and its ability to receive funding.
• Signers are responsible for submitting all of the following on HampEngage:
• SAF funding request forms
• Purchase request forms for food, services, and supplies
• This includes second signing purchase requests
• Event forms for group meetings and events
• Trip registration forms
• Contract request forms for outside performers/speakers/vendors

• Signers are responsible for picking up purchase orders from student engagement staff and returning receipts in a timely manner, within 48 hours of purchase.
• Purchasing Card Usage: 
• Registered student groups have the opportunity to check out a Student Engagement Purchasing Card to make purchases with approved funding and purchases. In order to utilize the card, student groups must do the following: 
• Secure funding from the SAF following the Signer Guidelines and By-Laws 
• Submit a purchase request on HampEngage marking they need to use the card and have it second signed one week prior to needing the card. 
• Schedule a time 3 days in advance to complete paperwork and purchasing with Student Engagement Staff. 
• One student signer for the group must sign the Hampshire College Student Group Cardholder Delegation form and take on responsibility for the card and purchases while in their possession 
• Once the form is signed and expectations are discussed, students are able to do their shopping. 
• The Purchasing Card and receipt(s) must be returned immediately upon finishing shopping. 
• If any of the expectations or guidelines are not followed, student groups are subject to the following tiered warning system: 
• Warning 1:
• Revocation of the privilege to use the Purchasing Card for one semester.

• Warning 2:
• Student group is financially frozen and placed on probation.
  
  
• Warning 3:
• Student Code of Conduct case opened and/or criminal charges being filed with the appropriate authorities.

• Deposits:
• Signers must inform student engagement staff of any cash deposits or fund transfers from inter-departmental accounts.

• Duplications:
• Signers must have all duplication charges approved by the student engagement staff prior to making any copies.

• All signers of student groups are expected to conduct themselves, both on and off campus, as responsible members of the Hampshire Community.
  

Maintaining Your Student Group Recognition.
These recognition requirements will be reviewed both mid-year and as part of the annual recognition process to determine eligibility for continued group recognition. Groups may be moved to a frozen status if they do not fulfill these specific requirements.

For additional information on becoming a recognized group visit leadership.hampshire.edu.