Policy Index

Advertising

There are several policies and procedures that play an essential role in student group programming, event planning, and advertising. As a student group leader, it is important that you are aware of the Northwestern Student Affair's Campus Policies and Procedures following advertising policies and procedures that are relevant to your respective group's event, including but not limited to: flyering, chalking, banners, painting, leaflets, handbills, bulletin board, kiosk, and The Rock.

Advisors

All registered student organizations must have a Northwestern faculty, staff, or graduate student advisor. Religious & Spiritual affiliate organizations may have an affiliate advisor, but they must also have a designated representative of Northwestern Religious & Spiritual Life as their university liaison.

Branding and Licensing

For any apparel or publicity that includes licensed properties of Northwestern University, please consult with Northwestern's Trademark Licensing.

Campus Movie Guidelines

For information regarding showing copyrighted materials on campus, visit the Campus Movie Guidelines page.

Conduct

All information about behavior expectations and conflicts can be found on the Student Conduct page here.

Contracts and Vendor Forms

Contracts are used whenever you invite an outside person to campus to provide a service or performance. Visit the Contracts and Vendor Forms page to access these documents.

Event Spaces

RSOs in need of space for their event should visit the Find a Space page for information on space available to them on campus and procedure for utilizing off campus space.

Film Screening

It is the responsibility of student groups to seek out the license-holder and have a contract to screen any media on campus.

SOA has a full page of guidelines regarding this process here.

Flag Services

If an RSO would like to have flags at their event, visit the Flag Services page for more information regarding policies and procedures.

Food

Registered Student Organizations (RSOs) have several options available to them when considering food for their events. Visit the Food page for more information regarding policies and procedures.

Fundraising Restrictions

Please consult the fundraising restrictions on the event planning page of the SOA website.

Hazing Prevention Policy

Northwestern Position Statement:

It is the responsibility of all students/student organizations to encourage an atmosphere of learning, social responsibility, and respect for human dignity and to provide positive influences and constructive development for members and aspiring members. Students/organizations are expected to use good judgment to determine the abilities of individual students as they relate to organization activities and requirements.

If a healthy team or organization is being created and the values and purpose of the organization are being upheld, chances are the organization will not have to worry about whether or not an activity is hazing. Hazing leads to dysfunction within the organization and is ineffective at creating teamwork, respect, and unity, and it is an unproductive and hazardous custom that is forbidden by the University.

For more information please visit the Northwestern Student Affairs Hazing Prevention website.

Officer Transition

Registered student organizations are responsible for appropriate officer transitions as outlined in their organization's constitution. Outgoing leaders are responsible for updating contact information and rosters on Wildcat Connection to ensure continued communication between the group's representation and SOA.

The group is also responsible for completing the leadership transition document as part of annual re-reigstration.

Publicity and Advertising Policies

All posters, flyers, leaflets, and other notices must clearly state the name(s) of the sponsoring student(s) and/or organization(s).

  • Only members of recognized organizations of the Northwestern community are allowed to publicize events on campus.
  • Alcohol and other drugs may not be mentioned or depicted in advertising.
  • All advertising must comply with University policies and procedures.
  • Violators of the publicity policy may be fined and have their publicity privileges suspended.
Recruiting New Members

Student organizations may begin recruiting new members the day of the all-organization fair (typically the first day of classes fall term). Organizations are strictly prohibited from direct, face-to-face recruiting, holding information sessions, auditions, or tryouts, or advertising these events on campus prior to the date of the all-organization fair.

Groups in violation of this policy may have their privileges revoked. For any groups seeking an exception to this policy, email joseph.lattal@northwestern.edu

Theatre Guidelines

If an RSO would like to utilize Norris or Shanley for a performance, please review the Theatre Guidelines page.

University Disruption and Demonstration

This policy addresses the parameters for free expression and peaceful demonstration by members of the Northwestern University community. Click here for the full policy and a list of responsible university officials.

Use of Student Organization Funds

Student organizations are responsible for appropriate management of their assets. Funds must be kept in a SOFO account, and each organization must have a SOFO-trained finance officer or treasurer. If your organization receives an allocation from ASG Student Activity Fee, the group is responsible to their Account Executive or Group Executive for appropriate use of those funds. Groups are also expected to use grant funds appropriately as well.

Any violation of the use of funds will result in their assets being frozen and may result in other consequences.

Use of University Facilities for Political Activities

Although University organizations may sponsor political forums or debates, only recognized student organizations may use University facilities to host an event on behalf of a single political candidate. It applies to activities on any of the University’s campuses and to activities relating to any political candidate, whether domestic or foreign. Click here for the full policy and contact information for any questions.