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Approving Authority: Board of Governors
Responsible Office: Student Affairs
Responsible Officer: Vice-Provost (Student Affairs)
Date of Most Recent Review : June 24, 2026
Previous Revisions: April 1, 2015, May 2010, April 2006
Approving Authority: Board of Governors Responsible Office: Student Affairs Responsible Officer: Vice-Provost (Student Affairs) Date of Most Recent Review: June 24, 2026 Previous Reviews: April 1, 2015, May 2010, April 2006
1. PREAMBLE
1.1. Student organizations on campus are important members of the University of Guelph (the “University”) community. While these recognized student organizations have significant autonomy their actions reflect upon the University as a whole. Recognized student organizations, as defined solely under the Student Organization Policy (SOP), are required to abide by all University policies and procedures.
2. PURPOSE
2.1. The SOP establishes the relationship and responsibilities between the University and Recognized Student Organizations (as defined in section 6). The purpose of the SOP is to clearly define reporting and accountability requirements for Recognized Student Organizations.
2.2. Student organizations that adhere to the SOP will be considered by the University as a Recognized Student Organization in good standing. The University has ultimate authority in administering the benefits associated with being a Recognized Student Organization.
3. JURISDICTION/SCOPE
3.1. The SOP does not apply to student organizations at the University of Guelph-Humber or Ridgetown Campus.
3.2. The SOP does not apply to University administered student groups, such as varsity athletic teams, nor does it apply to groups that serve students that have separate accountability agreements with the University.
3.3. Fraternities and sororities are not eligible for recognized status in accordance with the University of Guelph Board of Governors motion of 1964.
3.4. The SOP is administered by the department of Student Experience (“Student Experience”) on behalf of the Division of Student Affairs and the University.
4. DEFINITIONS
4.1. Fiscal Year: means May 1st to April 30th.
4.2. Non-Compliance: refers to the failure to abide by the terms of the SOP. Levels of non-compliance are defined below in Section 7.
4.3. Student Rights and Responsibilities Policy: University policy that sets out the University’s expectations regarding student conduct as members of the University of Guelph community.
4.4. Student Events and Risk Management (SERM): refers to a staff and student run process which applies to all Recognized Student Organizations and is used to assess risk and grant approval for Recognized Student Organizations to run events and activities. University insurance coverage of events and activities requires SERM approval.
4.5. Recognized Student Organizations (RSOs): Student Organizations that have been recognized by the University in accordance with the SOP.
4.6. Student Organizations: organizations whose members are currently enrolled students sharing a common goal or interest. Student Organizations include but are not limited to Primary Student Organizations, Accredited Student Organizations, Special Status Groups, and Affiliated Groups defined as follows:
4.6.1. Primary Student Organizations (PSOs): Student organizations (including those that are independently incorporated) that have clearly defined and countable fee-paying constituencies and have the authority, once recognized by the University, to recognize other groups and in accordance with relevant policies and guidelines. PSOs cannot be created unless responding to structural institutional changes that result in the creation of a new college led by a dean. Groups recognized as a PSO include College Governments (one for each of the eight colleges), Residence Student Government (Interhall Council) and Undergraduate and Graduate Student Associations (Central Student Association and Graduate Students’ Association).
4.6.2. Accredited Student Organizations (ASOs): Clubs and Groups representing an area of interest, culture or a hobby, an academic program or academic area of interest, and/or single Residence Community, and including organizations that have membership in more than one college such as the Bachelor of Arts and Science Student Association (BASSA) and the Environmental Sciences Student Executive (ESSE).
4.6.3. Affiliated Groups: Groups housed within an Accredited Student Organization and subject to all applicable policies and guidelines.
4.6.4. Special Status Groups (SSGs): Groups centered around a common lived experience or identity. These groups do not officially represent students through a student government but may sometimes be called upon for their input and expertise as it relates to the common lived experience or shared identity. The Special Status Group category is a legacy category that cannot be extended to new groups. Executive member positions need to be held by currently registered undergraduate or graduate students who are eligible to be a member of the group and more than 50% of the membership in a SSG must be held by currently registered students. The three Special Status Groups are:
4.6.4.1. Guelph Black Student Association
4.6.4.2. Guelph Queer Equality
4.6.4.3. International Student Organization
4.7. Currently Registered Student: For the purposes of the SOP, a student is any individual enrolled in a main-campus-based diploma, undergraduate or graduate program leading to a for-credit credential awarded by the University of Guelph Senate.
4.8. Executive Officer: An appointed or elected student position within a RSO in which a student serves in a student leadership role as outlined by the constitution or governing document of the RSO.
5. BENEFITS OF A RECOGNIZED STUDENT ORGANIZATION STATUS
5.1. RSOs in good standing as determined by the University may have access to several benefits, including:
5.1.1. Access to a university organizational email account for executive/staff members;
5.1.2. Use of University space and facilities for events is subject to space use policies, and may include student organization charge out-rates;
5.1.3. Office space, on a where available basis as determined at the University’s sole discretion;
5.1.4. Access to official University software platforms and publications where appropriate for the purpose of publicizing the nature of the group, its purposes and activities (such as GryphLife and subject to space availability);
5.1.5. PSOs receive access to email listserv lists, the High-Volume Mail Service and/or the student portal as per the Mass E-mail Policy and which are only to be used for legitimate student organization purposes;
5.1.6. Access to student discounts Hospitality Services provides for student organized events open to students;
5.1.7. Access to rentals through Classroom Technical Support, Physical Resources, Athletics, etc., subject to availability;
5.1.8. Advising and support services offered through the department of Student Experience; and
5.1.9. Collection and disbursement of student fees applicable to the RSO.
6. RECOGNITION AND ACCOUNTABILITY OF RECOGNIZED STUDENT ORGANIZATIONS
6.1. Documentation
6.1.1 Status as a Recognized Student Organization brings with it certain requirements and accountabilities that are indicated under this section.
6.1.1.1. Attaining Status: To attain status under the SOP, any group of currently enrolled students must submit documents as required by the University, supporting recognition as a PSO, ASO, or Affiliated Group to Student Experience for approval. A new group must have a unique mission that differentiates it from other RSOs. Applicants for ASO or Affiliated Groups must meet any additional requirements established by the PSO to which they will be accountable. Once the documentation is submitted to Student Experience and approved, notice of approval will be sent to the PSO. This communication will indicate the status the group has been granted. The University has the final determination on the creation of new Recognized Student Organizations and under which PSO they will reside, if applicable.
6.1.1.2. Maintaining Status: To maintain status as a Recognized Student Organization in good standing, the following documentation must be submitted annually upon request and in the format that it is requested by the deadlines as noted. The University reserves the right to request additional information outside of these timelines to demonstrate compliance with organizational constitutions and policies as well as University policies.
6.1.2. Documentation for Primary Student Organizations and Special Status Groups:
6.1.2.1. By no later than the third week of May of each Fiscal Year, the following documentation must be submitted:
6.1.2.1.1. Name of the Organization;
6.1.2.1.2. Names, titles, email addresses of its executive officers;
6.1.2.1.3. Names, titles, student ID numbers, email addresses and confirmation through their University email of its officers with signing authority;
6.1.2.1.4. Name(s) and contact information for the primary summer contact.
6.1.2.2. By September 30th of each Fiscal Year, the following documentation must be submitted:
6.1.2.2.1. The most up to date constitution, written statement of purpose and/or policy, bylaws or other guiding document;
6.1.2.2.2. The process for accrediting ASOs and Affiliates (where applicable);
6.1.2.2.3. A financial report (approved by the Board of the PSO / SSG) including a detailed summary of all receipts and disbursements for the preceding fiscal year (May 1 to April 30) and a copy of the April 30th bank account statement. This includes a comparison of the actual financial results to the budgeted results with an explanation for any significant variances;
6.1.2.2.4. An audited financial statement if required as per 6.3.2.6;
6.1.2.2.5. A projected budget for the current Fiscal Year that has been reviewed and approved.
6.1.2.2.6. The name and confirmation through their University email of the Student Events and Risk Management Representative who is expected to attend Student Events and Risk Management meetings regularly, if applicable.
6.1.2.3. Any changes to the information must be communicated to Student Experience within 10 University working days.
6.1.3. Documentation for Recognized Student Organizations that are Incorporated:
6.1.3.1. By November 30th of each Fiscal Year, the following documentation must be submitted by recognized student organizations that are incorporated under the Ontario Not-for-Profit Corporations Act or the Canada Not-for-Profit Corporations Act, or otherwise incorporated:
6.1.3.1.1. Incorporated RSOs are required to have their own liability insurance coverage that extends to events, services, and individuals who are employed by or are volunteering with the organization. This coverage needs to be extended to any ASOs or affiliates under their structure. Evidence of annual payment of liability premiums is required in the form of a paid invoice.
6.1.3.2. Any changes to the above information must be communicated to Student Experience within 10 University business days.
6.1.4. Documentation for Accredited Student Organizations and Affiliated Groups:
6.1.4.1. By no later than the third week of May of each Fiscal Year, the following documentation must be submitted:
6.1.4.1.1. Name of the Organization;
6.1.4.1.2. Names, titles, email addresses of its executive officers;
6.1.4.1.3. Name(s) and contact information to be used prior to September.
6.1.4.2. By October 31st of each Fiscal Year, any updates to the information submitted under subsection 6.1.3.1 above must be submitted.
6.1.4.3. Other recognition requirements are managed by the respective PSOs.
6.1.4.4. ASOs and Affiliated Groups who have an external bank account and whose accreditation is logistically supported by Student Experience must submit:
6.1.4.4.1. Names, titles, student ID numbers, email addresses and confirmation through their University email of its officers with signing authority;
6.1.4.4.2. A financial report (approved by the Board of the ASO / Affiliate) including a detailed summary of all receipts and disbursements for the preceding fiscal year (May 1 to April 30) and a copy of the April 30th bank account statement for that previous fiscal year. This includes a comparison of the actual financial results to the budgeted results with an explanation for any significant variances;
6.1.5. Limited status may be imposed on a Recognized Student Organization if one or more of the accreditation documents are missing or incomplete. Limited status can result in restrictions on a group’s activity, or additional requirements that must be met to achieve full status.
6.1.6. Upon request, an RSO shall arrange for the issuing entity to send directly to the University any documents or disclosures required under the SOP. Alternatively, at the University’s request, an RSO shall provide, in a timely manner, any consents or authorizations necessary to enable a representative of the University to obtain any documents or disclosures required under the SOP directly from the issuing entity.
6.2. Concerns regarding the recognition or operation of a RSO may be brought forward to the Leadership Education & Development (LEAD) Advisor.
6.3. Executive Officers:
6.3.1. RSOs must have at least 3 executive officers to oversee the operations and mission of the organization, follow the SERM process for events and activities, and follow standard financial practices as applicable.
6.3.2. Students must qualify as a member of a RSO in order to serve in an elected or appointed executive officer position with voting or non-voting rights.
6.3.2.1. The CSA is exempt from this requirement to the extent permitted under its approved governing documents.
6.3.3. Executive officers of a RSO must remain in good standing within their organization and with University as per 7.1.
6.3.4. Students may only serve as the executive of one PSO at a time.
6.3.5. Executive officers of a PSO may not concurrently serve as an executive officer of a student organization recognized by that same PSO.
6.3.6. Currently enrolled students serving as a financial signing authority for a RSO cannot concurrently serve as a financial signing authority for another RSO.
6.3.7. Executive officer roles are volunteer roles that may be recognized with a reasonable honorarium but are not to be salaried or compensated at the rate of an employee.
6.3.7.1. The CSA is exempt from this requirement and may provide salaries to its executive officers to the extent permitted under its approved governing documents.
6.4. Honorariums
6.4.1. If the structure of an organization’s levy fee allows, the RSO may provide honorariums to their officers in recognition of their contribution to the organization. Honorariums are not formal compensation and as such should not be tied to any type of performance evaluation.
6.5. Membership Fees
6.5.1. RSOs are allowed to charge a reasonable membership fee provided the fee does not create a barrier to access and fund use follows the financial responsibility practices outlined within the SOP.
6.6. Financial Responsibility
6.6.1. RSOs must comply with all financial laws, regulations, and reporting obligations applicable to the RSO, and must follow such financial management practices, controls, and procedures as may be determined or approved by the University from time to time to promote sound financial management, accountability, transparency, and appropriate stewardship of funds.
6.6.2. If an RSO maintains a bank account, the account must be held in the name of the RSO. All RSO revenues, deposits, payments, and other financial activity must be processed through, deposited to, or settled into that account, except as otherwise approved by the University.
6.6.3. Specifically, RSOs must:
6.6.3.1. Have an open review and approval process for budgets and financial statements;
6.6.3.2. Have procedures in place to protect them from fraudulent behaviour including dual signing authority and limitations on authority for spending without Board approval;
6.6.3.3. Maintain appropriate action with those students’ fees applicable to the RSO. Examples of inappropriate use of student fees may include, but are not limited to, the following:
6.6.3.3.1. An annual deficit with no explanation of unanticipated financial challenges, and with no plan to remove the deficit in subsequent years;
6.6.3.3.2. An annual surplus with no explanation of unanticipated financial successes, and with no plan to remove the surplus in subsequent years;
6.6.3.3.3. Failure to use the fees consistent with the original purpose as approved by referendum.
6.6.3.4. Maintain a carry-over of monies to support activities in the Fall semester up to when the student fees would be remitted;
6.6.3.5. Retain copies of all bank account statements, financial reports, and support for all receipts and expenditures for a period of seven years from the end of the fiscal year to which the records relate, and make the records available to the Department of Student Experience and/or Office of the Vice Provost (Student Affairs) upon request;
6.6.3.6. All Incorporated RSOs, and RSOs that receive more than $160,000 in revenue (including student fees), must conduct an annual financial audit, performed by an external auditor. Financial reports for those RSOs with revenue less than $160,000 will be reviewed by the Department of Student Experience with assistance from Financial Services if required.
6.6.3.7. The Vice Provost (Student Affairs) has the discretion to mandate a financial audit of any RSO from time to time, or if there is a failure to comply with the documentation and reporting requirements in the SOP. This authority includes the authority to appoint a qualified auditor, who may be internal or external to the University.
6.6.3.7.1. The RSO is responsible for the cost of the audit unless the Office of Student Affairs requests one when not normally required, in which case the University will bear the full cost of the audit.
6.6.4. RSOs may not:
6.6.4.1. Issue tax receipts
6.6.4.2. Have charitable status
6.7. Resolution and Feedback Processes
6.7.1. RSOs are required to have processes in place to manage and respond to complaints and conflicts that may occur in their organization, or that are brought to their organization. If a RSO does not have an established process, they are required to contact Student Experience for guidance on how to move forward should an issue arise.
6.7.1.1. The principles of natural justice and procedural fairness must be embedded in any feedback or resolution processes. These include all parties having the following rights:
6.7.1.1.1. to be made aware of the details of the situation
6.7.1.1.2. to timely communication and to have timelines communicated
6.7.1.1.3. to be provided with a reasonable opportunity to engage in learning and development
6.7.1.1.4. to have their views considered by the person or people making the decision
6.7.1.1.5. to a decision and the rationale for that decision
6.7.1.1.6. to seek support and/or have an impartial decision maker
6.7.1.1.7. to understand and adhere to the bounds of confidentiality within the process
6.7.1.1.8. to have an appeals process.
6.8. Risk Management Processes
6.8.1. The University requires RSOs to manage the risk associated with their events and activities regardless of if the event occurs on or off campus. RSOs must have insurance coverage for their events and activities either through the Student Events and Risk Management (SERM) process or as holders of their own insurance policy.
6.8.2. All RSOs are subject to the Orientation Risk Management Standards if hosting events within the annual Orientation Week.
6.8.3. Failure to provide proof of insurance may result in penalties as outlined in section 8.
6.9. Naming
6.9.1. Where RSOs wish to use the name of the University or College they are representing, it must be clear that it is a student organization.
6.9.2. Use of any University name, trademark, logo, crest or other identifier is at the sole discretion of the University and is subject to the University’s ongoing consent. The University may withhold or withdraw such consent at any time, in its sole discretion.
6.10. External Organizations
6.10.1. Where a RSO has a direct connection with an organization external to the University, the RSO must be a distinct entity from the body outside the University and must abide by the terms of the SOP.
7. NON-COMPLIANCE
7.1. RSOs, and their executive officers and members that do not comply with the terms of the SOP may be deemed by the University as not in good standing or non-compliant.
7.2. There are three levels of non-compliance:
7.2.1. Level 1: Violation of University policies, organizational constitutions and/or approved policies; does not pose a risk to the health or safety of self or another person and/or is easily remedied;
7.2.2. Level 2: Unresolved or persistent Level 1 violation and/or risk to the health or safety of self or another person is present and/or increasing; or
7.2.3. Level 3: Unresolved or persistent Level 2 violation; violation of multiple University policies, organizational constitutions and/or approved policies; significant risk to the health or safety to self or another person; likely harm to University reputation; failure to cooperate with the University.
7.3. Level 1 and 2 non-compliance issues are normally dealt with through Student Experience. Student Experience will be a resource for the group in mitigating and resolving non-compliance issues and may support through training and advising or other activities. Non-compliance at Level 3 is referred to the Vice-Provost (Student Affairs) who will determine a method for resolution.
8. PENALTIES
8.1. Penalties to a RSO found not to be in compliance with the terms of the SOP may include but are not limited to the following:
8.1.1. Suspension or termination of one or more benefits as defined in section 5.
8.1.2. Suspension or termination of Recognized Student Organization status which may indicate that the group is no longer covered by the SOP nor is it recognized by the University or allowed to function at the University.
8.1.3. Downgrading to limited status with parameters for functioning in place.
8.1.4. Re-direction of student fees to a purpose consistent with the original purpose as approved.
8.2. Path to regaining full status will be determined by the Leadership Education and Development (LEAD) Advisor in concert with any affected parties.
9. APPEALS
9.1. Any decision made by the University under the SOP is appealable to the next level of administrative responsibility. For example, if a decision is made by the Leadership Education & Development (LEAD) Advisor, then that decision can be appealed to the Manager, Student Engagement and Leadership and/or the Director, Student Experience. The Vice-Provost (Student Affairs) is the final authority on any appeals, except where the Vice-Provost (Student Affairs) made the initial decision under the SOP. In that case, the Vice-Provost (Student Affairs)’s initial decision may be appealed to the Provost and Vice-President (Academic), whose decision on the appeal is final.
10. RELATED POLICIES, PROCEDURES & DOCUMENTS
10.1. All officers and members of RSOs must abide by all Federal, Provincial, and Municipal (by)laws and are required to stay up to date on and adhere to all University by-laws, policies, procedures and protocols including, but not limited to the following:
• Alcoholic Beverages Policy
• Compulsory Non-Tuition Fees Protocol
• Booking of Outdoor Space: Branion Plaza Policy
• Code of Ethical Conduct for Suppliers and Subcontractors in Relation to Working Conditions and Employment Standards
• Human Rights Policy
• On Campus Advertising Promotion, Sales and Solicitation Policy
• Student Rights and Responsibilities Policy
• Policy for Releasing Student Information to Primary Student Organizations
• Student Email Communications Guidelines and Procedures
• Sexual Violence Policy
10.2. Additional by-laws, policies, procedures and protocols can be found on the University Secretariat website and the Student Affairs Policies and Procedures website.