Criteria for Approval
Overview
The following criteria are considered in approving new student groups. When evaluating new group requests, staff consider the degree to which the proposal meets each of the established criteria. Those proposals that best meet all the criteria listed below will most likely be approved.
Criteria
1. Complement the university's mission
Explanation
Groups recognized by the University through Office of Student Engagement operate in the name of Stanford and Stanford's educational mission. Broadly speaking student groups must support the university's mission of teaching, education and research. Registered student organizations (RSOs) should support activities that are of primary interest to students, and activities that reflect and support the variety of student interests and enrich the overall student experience.
2. Have a clear purpose that is best met through a voluntary student organization
Explanation
Students regularly generate new ideas for groups and projects each review cycle. Given that neither Stanford nor ASSU has unlimited resources, we look for the strongest proposals that drive a need to exist for years to come as a vibrant and active organization. Not all interests and ideas need to be a university recognized to occur. Informally you can meet with others and explore an interest. Or, if an individually based project, perhaps you can find a faculty sponsor and do independent credit?
For this application, your proposal should have a clear definable purpose, clear outcomes and activities that can’t exist without ongoing support of a cadre of student members, ASSU funding and other institutional support such as space and staff resources. The purpose should clearly and succinctly state your purpose, scope and activities that distinguishes your group and activities from other student groups and university departments and programs. Your group should have clear and regular activities that your group plans and executes on behalf of your own organization. Student organizations that wish to serve as "granting agencies" for other student organizations and activities will not be approved since this is the role of ASSU. And, remember that without recognition you will not be able to use the Stanford name or resources- - - though don’t let this stop you from gathering informally.
Additionally, it is important that your proposed purpose and activities must largely be based at Stanford so that the largest number of students can benefit from your organization. Typically this means that your group's activities should show that the activity is broadly available and accessible to Stanford students. Some activities, such as community service in the local community or an outdoor experience in northern California cannot readily occur on campus, but the rationale for off-campus activiites must be clear, compelling and meet ASSU funding guidelines.
3. Demonstrate a broadly recognized need that is not currently being met
Explanation
The university currently has close to 700 recognized student groups that are actively involved on campus. Stanford is fortunate to have an engaged student body that creates a rich and vibrant student life although the high level of student activity creates challenges. For example, Stanford has a a moderately-sized student body and finite space, money and time so it is not possible to to support every good idea. We also highly value collaboration and have a commitment to maintaining and strengthening existing student groups.
With these goals as a foundation new groups must demonstrate a broadly recognized need that is not currently being met on campus and does not duplicate an existing student group or campus department.
4. Demonstrate sustainability for at least a two to three-year period
Explanation
It can take considerable time and resources to create and support student groups on campus. The goal of a Stanford-sponsored student group is to create a purpose and structure that lives beyond the involvement of the group’s founders. Sustainability is an important aspect of any student group proposal and must be demonstrated in your plan. Consider:
- An idea that is broad enough that it can continue for a period of years.
- An idea attractive enough to Stanford students that the group will be able to recruit members beyond the founding group.
- A structure that provides clear leadership transition.
- Orientation and training activities for members.
- A realistic budget with ready ways to achieve and maintain funding from year to year.
- Realistic plan for other university resources needed to support a group including availability of space and staff resources.
- A good mix of students from different years.
- Note: Given their short time left on campus, seniors cannot easily be the main driving force for a new student group proposal. However, they can assist in forming new groups.
5. Comply with all local, state and federal laws and university policies
Explanation
The group and its activities must comply with all laws and university policies. For the most relevant policies see the complete list of policies that relate to student groups. Some important policies to review include: high impact events, complicated projects, local autonomy, benefit fundraisers, membership, nondiscrimination, off-campus fundraising, co-sponsorship, travel, and youth programs.
6. Involve activities that do not create undue risk or liability
Explanation
Groups and activities that are done in the name of Stanford can create undue risk to our students and others which the university cannot support as sponsored activities. Most of these activities involve some level of physical activity or travel that may be difficult to supervise. By policy the university will not allow bungee jumping and sky driving. Other group proposals that have not received university recognition include kiteboarding and a gymnastics club team.
7. Possess committed currently registered student members
Explanation
Stanford requires a group of committed students who are prepared to support the group for a period of time which must include at least ten students including three that are willing to assume and maintain a key leadership role. Additionally, you are expected to identify three separate individuals who will be able to serve as an authorized representative (president, co-president and financial officer) for three quarters.
8. Create a name that clearly represents the function of the group
Explanation
Your group name should provide a clear sense of your group's purpose and activities and can anchor the group's activities for years to come and assist in recruiting new students. New groups should avoid names or acronyms that might cause confusion with existing Stanford groups, departments or programs.
Qualifications
Budget
If your proposed organization foresees programming activities that exceed $3,000, we ask that you also include a budget with estimated income/expenses. Please refer to the budget template here.
University Space
This approval process cannot guarantee ongoing access or assignment to university space for work projects, storage or specialized activities. It is not easy to obtain specialized spaces for an individual group and any such space arrangements are outside the purview of the new organization recognition process. That said, the university will make every attempt to accommodate access to regular meeting spaces on campus as available.
Speakers
Groups wishing to hosts speakers may do so but these speakers are limited to speakers with minimal honoria costs. Speakers that charge more than a few thousand dollars in fees should be referred to ASSU Speakers Bureau. ASSU Speakers Bureau's mission is to sponsors popular, high cost speakers.
University Advisor
Depending on the level of complexity and scope of a group's activities, the university may require a specifically identified university advisor, either a faculty or staff member.
Competitive Travel
There are restrictions on the amount of on-campus funding a student organization can expect for travel competitions. First, on-campus funding (whether by ASSU, TSF or other campus sources) is limited and not guaranteed. Generally, only Club Sports and other long-standing collegiate competitions that involve an activity critical to the group's core mission can receive ASSU or TSF funding. It is possible for limited "non-funded" competitive travel within the Bay area, California, or is some cases, the US, to be approved provided that the travel comes from other on-campus sources such as a department. Limited off-campus fundraising is permissible after the org's one-year probation period has ended, although significant off-campus funding is not often successful.
Conference Travel
There are limits on the level of student organization sponsored travel to conferences outside of the Bay Area. Due to local autonomy, national or parent organizations cannot require a Stanford student organization to attend a conference at the expense of the university or ASSU.
International Travel Programs
Student organizations cannot be approved to conduct international travel programs because the resources and oversight required are beyond the scope of a voluntary student organization.
Non-Profit 501(c)3 Organization
A recognized student organization cannot also be a non-profit 501(c)3 organization founded, lead or actively involving current Stanford students. With review, it is possible for organizations to be affiliated with long-standing national non-profit organizations that make provisions for campus chapters, support local autonomy and provide adequate insurance for organization activities.
Consulting Services
Organizations with the primary purpose of providing consulting services for entities outside Stanford are not permitted. Organizations that have a consulting aspect to the group's activities may be permissible if they provide open membership and involvement for all students and are carefully reviewed and approved by the university. Most successful are proposals that are designed to support on-campus projects or non-profit organizations without fees.