The regulations in this section apply to all Yale undergraduates. Additional regulations particularly relevant to registered undergraduate organizations appear in Undergraduate Organizations. Other regulations pertaining to social functions, whether sponsored by registered undergraduate organizations or by other students or student organizations in Yale College appear in Social Functions.
A. Registration of undergraduate activities
Any undergraduate organization that conducts meetings periodically or sponsors activities on the campus of Yale University, that provides a service, or that raises funds within the University for charitable purposes must submit an online application for registration or register with the Yale College Dean’s Office each year.1 Registration is an annual requirement. Once approved, an organization’s registration remains valid until the last day of classes of the academic year.
B. Use of the Yale name and trademarks
The Yale name and marks associated with the University are protected by trademark law. Any use by undergraduates of the Yale name or these trademarks in the title or caption of a publication or an organization or the like, on any promotional materials, or on any item or product to be manufactured, distributed, or sold by an individual or an organization, must be approved by the secretary of the University or the secretary’s duly authorized agents, and under such restrictions and explanations as they may impose or require. Applications to use the Yale name must be made to the dean of Student Affairs, 102 SSS.
C. Use of University facilities
If an undergraduate individual, group, or organization wishes to use University space or property for a meeting, lecture, or other activity, the appropriate administrative office in charge of that facility or space must approve the request.1
1 See Manual for Registered Undergraduate Organizations, section J, "Use of University facilities." See also Social Functions. See also Campus Housing and University Facilities, especially section I, "Maintenance of dormitory rooms and campus areas."
Organizers of events and activities using theatrical elements (e.g., scenery, lighting, staging, seating risers, backdrops, tenting, props, and costumes), whether on or off campus, need to file a Notice of Intent with the office of Undergraduate Productions and comply with the regulations for such activities. See http://up.yalecollege.yale.edu/undergraduate-production-regulations.
D. Events on the Old Campus, Cross Campus, or Hewitt Quadrangle ("Beinecke Plaza")
Students who wish to conduct an activity, performance, or event on the Old Campus, Cross Campus, or Hewitt Quadrangle must secure permission in advance from the dean of Student Affairs for an event on the Old Campus, or from the Office of the President of the University for an event on Cross Campus or Hewitt Quadrangle. No permission will be given for the serving of alcoholic beverages in these spaces. Any activity conducted in these spaces should reflect respect for University property and the rights of others. Application for the use of these spaces must be made at least twenty-four hours in advance of a weekday event and forty-eight hours in advance of a weekend event.
E. Events in the residential colleges
The Council of Masters has issued the following guidelines concerning the use of general access areas in the residential colleges:
Events sponsored by Yale students or Yale organizations (registered and unregistered) must comply with the Undergraduate Regulations. Events with an expected attendance of 50 or more people must be registered with the Yale College Dean’s Office. See Social Functions, section M.
G. Fraternity and sorority rush
Many organizations conduct special activities to introduce new members to their groups. Any initiation activities for new members must comply with hazing laws of the State of Connecticut. Fraternities and sororities [1] may not hold rush activities[2] for freshmen during the fall term. Freshmen may not attend rush events during their first term of enrollment at Yale. Fraternities and sororities may not extend a formal or informal offer of membership to freshmen during the fall term and a freshman may not make a formal request to join a fraternity or sorority during the fall term. Fraternities and sororities may not exert pressure on freshmen during the fall term to join a fraternity or sorority during the spring term.
(1) Fraternities and sororities at Yale generally have the following characteristics: their primary purpose is social, they are single sex, admission is selective, admission is not based on specific skills or talents (e.g., singing ability), they are typically affiliated with and pay dues to national organizations, they have a name with Greek letters, they own or rent space off campus for meetings and events, it is not permissible to be a member of more than one such organization, it is not permissible to switch membership from one such organization to another. This list is not exhaustive and not all of these characteristics apply to all fraternities and sororities. The Yale College Dean’s Office reserves the right to determine whether a group qualifies as a fraternity or sorority.
(2) Rush activities are defined as events hosted by fraternities and sororities (or representatives of those organizations) at which individuals are targeted for solicitation of membership. Rush activities occur during a period of time when events are held by fraternities and sororities for the express purpose of selecting new members, and they are exclusive to individuals who are both eligible for and interested in gaining membership to a fraternity or sorority. The following activities are not considered to be rush events, and freshmen may participate in them during the fall term: events that are not limited to freshmen and upperclass members of a single fraternity or sorority, events sponsored by non-Greek organizations or more than one Greek organization, and events that are primarily religious or philanthropic in nature.
All fraternities and sororities must file a rush plan with the Yale College Dean’s Office.
Each registered undergraduate organization, including Student Activities Fee recipients, is fully responsible for its own finances. These responsibilities include the submission of original receipts, invoices, purchase orders, other proofs of purchase, and account reconciliation. The balance of unused funds must be returned to the original award source within three weeks of the date of the event.
I. Solicitation and sales in residential colleges and other buildings
Solicitation and sales in University buildings is limited to two general areas: Commons Dining Hall and the residential college common rooms. Solicitation in the post office and other campus buildings is not allowed. Door-to-door solicitation and sales in the residences are not permitted.
Undergraduate organizations wishing to solicit or sell tickets and/or merchandise in the residential colleges must secure permission from the Office of the Council of Masters at least twenty-four hours in advance. Solicitation and sales for commercial purposes, except those by Associated Student Agencies, is prohibited.
Certain kinds of solicitation and sales in Commons Dining Hall and in residential college common rooms are permitted, among them the following:
Registered student organizations may sell items and solicit funds in the rotunda outside Woolsey Hall, but they must remember that the hallways outside Commons and Woolsey Hall are a war memorial, and the area must be treated with respect. The following rules apply:
No undergraduate may undertake to represent any commercial interest or to operate any business on the campus without securing prior permission from the dean of Student Affairs.
Only student businesses operating in conjunction with the Associated Student Agencies will be considered for space on campus or charging privileges with Student Financial Services. The Agencies are formally recognized and sanctioned by the University officers and trustees. Control is maintained through the Associated Student Agencies Council, which consists of representatives of the faculty, administration, and student body.
All undergraduates interested in employment with existing Agencies or in organizing new enterprises are encouraged to contact the business manager of the Associated Student Agencies at 246 Church Street.
The University has made available appropriate space for postering and expects students to use this space and to respect the inviolability of other University property. Other forms of publicity, such as banners, may not be hung on college or University gates or on the exterior of University buildings. Posters may not exceed a size of 8.5 by 11 inches. Their use must be confined to regular bulletin boards, kiosks, and display cases provided for that purpose. Postering elsewhere is prohibited. No more than one poster announcing the same activity may be placed on the same bulletin board or in the same area. The name of the individual or organization responsible for the poster should be clearly printed on the poster. Postings in the residential colleges must have the approval of the respective masters’ offices. Posters must be removed after the event they announce has taken place, and they may not be posted for a period exceeding two weeks. Posters are expected to announce specific events and activities, not positions or opinions.
Students may use chalk on walkways to advertise events, but those markings must be on areas that are open to the sky and the weather. Walkways cannot be marked under roof overhangs, archways, or other covered areas. Chalk may not be applied to walls or other vertical surfaces. Chalk notices must be limited in size to 4 by 4 feet, and not more than one chalk announcement for a single event may be visible from any single point.
Staples and tape of any variety (e.g., Scotch tape, masking tape, duct tape) are damaging and may not be used on any Yale property. Thumbtacks or pushpins should be used on bulletin boards but may not be used on any interior or exterior woodwork.
Violation of these regulations may result in an organization’s loss of official recognition and consequent loss of funding opportunities. Students or organizations may also be charged for any necessary repairs to damaged University property resulting from improperly posted notices.
Registered undergraduate organizations may be required to maintain liability insurance naming Yale University as additional insured. Detailed information about insurance coverage and requirements can be found in ”Manual for Registered Undergraduate Organizations."
