NYMC > About NYMC > Policies > RSO policy
Dated: August 26, 2024
Supersedes: N/A
Last Review: August 26, 2024
I. PURPOSE
Student organizations, clubs, or affinity groups wherein students join together over common interests such as hobbies, athletics, or academics are an integral part of the experience of higher education. Many student gatherings are informal and are viewed by New York Medical College (“NYMC”) and the Touro College of Dental Medicine (“TCDM”) as private activities of the students. A group of friends, for example, who gather to play bridge in a campus apartment from time-to-time has no official recognition by or support from NYMC or TCDM (together the “College”). On the other hand, student groups who desire to access meeting space on campus and/or funds from the student activities fee must apply to be Registered Student Organizations (“RSOs”). The purpose of this document is to set forth the policies and procedures that apply to the recognition and conduct of RSOs.
II. POLICY
A. Recognition. All student organizations intending to schedule meeting space on campus and/or access funds from student activities fees must register annually, no later than August 15 of each academic year, in accordance with the procedures set forth below. Recognition of a student organization as an RSO does not imply that NYMC or TCDM endorses positions or points of view embraced by members of the RSO. NYMC and TCDM reserves the right to revoke recognition from an RSO that violates this or any other NYMC or TCDM policy.
B. Membership. Only students who are currently enrolled at NYMC or TCDM are eligible for membership in RSOs. No student may be denied membership or office to any RSO because of sexual orientation, nation of origin, race, sex, physical disability, political or religious beliefs, or any other protected classes under federal or state laws.
C. Conduct. All activities of an RSO must be conducted in a peaceful and non-disruptive manner that is consistent with NYMC and TCDM’s mission to educate healthcare professionals and researchers. An RSO may not:
1. Engage in conduct that is outside the scope of its written constitution or that is prohibited by College policies or regulations, including but not limited to those set forth in the Rules for the Maintenance of Public Order and any applicable Student Handbooks.
2. Engage in conduct that obstructs, disrupts, or impedes College operations (including but not limited to riots or other destructive gatherings, creation of “tent cities” or any other form of temporary dwellings on campus property, disruption of classes or clinical care, excessive noise, continually interrupting a speaker, preventing an audience from seeing/engaging with a speaker or participating in an activity, disrupting the viewing of a presentation or speaker, blocking entrances or exits, and/or creation of a potential fire or sanitation hazard).
3. Engage in activity, speech or expression that creates a danger of inciting violence or unlawful behavior; advocates for the physical harm, coercion, intimidation, or invasion of the personal rights of individual students, faculty, staff, administrators, or guests; harasses; creates or fosters a hostile environment; advocates for the willful damage, destruction, or seizure of College buildings; or discriminates against a protected class of individuals.
4. Enter into any agreement on behalf of the College, use the College’s name for any commercial purpose, use the College’s logo without express written permission from the Office of Public Relations, or imply that the College sponsors, controls, or is responsible for the activities of the RSO.
III. SCOPE
This policy applies to all organizations of students from TCDM and any NYMC school that seek to use College resources, including funding and/or space.
IV. DEFINITIONS
A. Registered Student Organization (“RSO”) is a student-led organization with a designated faculty advisor that is recognized by the College, exists to contribute to the overall mission of TCDM or NYMC, and advances the social, moral, cultural, intellectual, or spiritual development of its members and the College community.
B. Designated Official: for all NYMC student organizations is the Associate Dean of Student Affairs for the School of Medicine and for all TCDM student organizations is the TCDM Senior Director of Student Affairs.
V. PROCEDURES
A. Minimum Requirements. To be recognized by the College as an RSO, a student organization must present documentation (as part of a new application, re-registration, or amendment as set forth below) evidence of the following:
- A unique mission statement;
- An executive board consisting of at least a President, Vice President, Treasurer, Secretary, and Events Coordinator;
- A designated member(s) of the organization who is authorized to receive funds disbursed from the student activities fee;
- A written process for the documentation of the use of funds from the student activities fee;
- An advisor who is a member of the TCDM or NYMC faculty;
- A list of a minimum of 12 interested student members; and
- A written constitution and bylaws which set forth the mission statement, the method of electing the executive board, and all rules that members must follow to remain in good standing.
B. New RSOs. Applications by student organizations for new RSO status must be submitted to the Designated Official by August 15 of each year. The College will make best efforts to review new applications within 30 days. Student organizations may not use funds from the student activities fee or reserve space on campus until the College issues written recognition of the organization as an RSO for the academic year. If an application is denied, an applicant organization will be given feedback and an opportunity to revise and resubmit.
C. Re-Registration. Student organizations with approved RSO status for the prior academic year may renew their recognition for the new academic year by submitting a renewal form by August 15 to the Designated Official. A student organization that did not hold approved RSO status in the prior academic year must submit a new application.
D. Amendments. Any RSO may request changes to its (i) name, (ii) faculty advisor, or (iii) constitution or bylaws by submitting a written request to the Designated Official. Such requests may be made at any time, but the request must be approved in writing prior to enacting changes.
E. Campus Events. An RSO that wishes to host an event on campus must register and obtain written approval for the event by the Designated Official. All requests must be made in writing on the designated form at least 30 days before the planned event. All campus events must comply with College policies. NYMC and TCDM retain the right to restrict the times and places of RSO meetings and events on the College’s premises as determined for the best interests of normal College operations.
F. Outside Speakers: Any RSO that wishes to invite an outside speaker to campus must submit a written application to the Designated Official no later than 30 days before the intended event. The application shall include information regarding the space requested, the expected attendance, a biographical sketch of the speaker, the topic of discussion, and notification of whether the speaker’s events have engendered protests or public demonstrations in other venues. The College retains the right of refusal for any reason deemed in the best interests of the College. Club funds may not be used to pay guest speakers; speakers are expected to speak pro bono.
No RSO may commit to inviting a speaker, either verbally or in writing, until approved in writing by the College. Speakers will not be permitted on campus if their presence or participation is deemed by the College administration to impede normal College operations, present a potential risk to safety, violate the law or College policy. Extending an invitation to a speaker does not imply endorsem*nt by the College.
G. Funding Requests: Requests by an RSO for funding may be made to the Designated Official on the applicable application form. College funding may only be used pursuant to the terms of an approved application. No College funds may be used for political purposes, such as advocating on behalf of or in opposition to a political candidate, a public referendum, or in favor or in opposition to domestic or foreign policy. RSOs must comply with all applicable College documentation and accounting policies and purchasing procedures.
H. Disciplinary Actions. The College may impose disciplinary actions on RSOs and/or RSO members, including warnings, probations, suspensions, expulsions, and revocation of recognition of an RSO for one or more of the following reasons:
- Failure to re-register in a timely manner.
- Failure to prudently administer finances.
- Failure to adhere to this or any other applicable NYMC or TCDM policy.
- Any other good cause, as determined by the senior administration of the College.
The College will provide a written notice regarding any disciplinary actions to the Executive Board of the RSO. An RSO may appeal the disciplinary action in writing within ten (10) business days to the NYMC Vice Chancellor for Diversity and Inclusion.
VI. EFFECTIVE DATE
This policy is effective immediately.
VII. POLICY MANAGEMENT
Responsible Executive: Vice Chancellor for Diversity and Inclusion
Responsible Office: Office of Diversity and Inclusion
