Student Group Recognition

Students who wish to gain recognition for a new or inactive Student Group must make a presentation to the Harvard Griffin GSAS Student Council (GSC) deans. Prospective Student Group leaders must work with the Student Center staff to prepare and submit materials before presenting. This news article details how to form or reactivate a Student Group. 

Recognized Student Groups at Harvard Griffin GSAS are permitted to: 

• use “Harvard Griffin GSAS” in their group name (see naming policies) 
• use the Harvard Griffin GSAS shield (see logo policies) 
• receive an Engage organization on the Harvard Griffin GSAS Engage website 
• request us of space on campus, including in Lehman Hall 
• apply for GSC Funding 
• be added to Harvard’s Buy2Pay system 
• apply for a sponsored bank account at the Harvard Federal Credit Union 
• apply for an FAS Sponsored email account 

Annual Student Group Registration 

Student Groups at Harvard Griffin GSAS that wish to remain recognized must complete the Annual Student Group Registration process with the Student Center staff every fall. The Student Center staff will communicate with all leaders listed on the group’s Engage organizations in advance. Instructions also will be posted on the Student Leader Resource Hub. 

If the Registration process is not completed by the fall deadline, then the Student Group will lose its recognized status.  

Loss of Recognition 

Student Groups that lose their recognized status will:  

• no longer be a recognized Student Group  
• not be able to use Harvard Griffin GSAS in the group name  
• not be able to use the Harvard Griffin GSAS shield  
• be removed from Engage website 
• not be able reserve spaces on campus 
• not be able to receive GSC Student Group grants 
• not be able to receive the Student Engagement Fund grants 
• not have access to the Student Group’s Harvard Federal Credit Union bank account  
• not be able to use an FAS sponsored email 

Leadership  

1. All Student Group officers must be registered students at Harvard Griffin GSAS.  
2. Each Student Group must have at least two officers. 

Membership  

1. There must be at least 10 members in a Student Group (Student Group officers do not count toward this number). 
2. The majority of members must be registered students at Harvard Griffin GSAS. 
3. Student Groups shall not discriminate on the basis of race, creed, religion, color, sex, sexual orientation, gender identity, or physical abilities. 

Name Use   

Group Titles  

"Harvard Griffin GSAS" needs to be in each group’s title, and groups can choose from one of these three options:  

1. Harvard Griffin GSAS XX Student Group/Club/Association  
2. XX Student Group/Club/Association at/of Harvard Griffin GSAS   
3. XX, a Harvard Griffin GSAS Student Group   

Examples:  

• Harvard Griffin GSAS Biotechnology Club 
• Graduate Christian Fellowship, a Harvard Griffin GSAS Student Group  

Groups may use the words “Harvard” or “GSAS” only in conjunction with “Griffin”.

Examples:  

• Harvard Griffin GSAS Biotechnology Club 
• Graduate Christian Fellowship, a Harvard Griffin GSAS Student Group     

Groups must clearly identify themselves as an officially recognized Student Group of Harvard Griffin GSAS in all print and electronic materials (including web and social media sites) that are created to represent their student organization and its activities.  

Insignias (Using the Harvard Shield)  

All Student Groups at Harvard Griffin GSAS must comply with all policies of the Harvard Trademark Program, including without limitation the University’s use-of policy.  

1. Provided it is in conjunction with the Student Group name, Student Groups can use the Harvard Griffin GSAS shield in documents but cannot alter or edit the shield. 
2. Student Groups cannot use Harvard University’s shield. 

 For more information, see the Policy on the Use of Harvard Names and Insignias and the Guidelines for Ordering Internal Insignia Items (“SWAG”) for Harvard Schools, Departments, Units, and Officially Recognized Student Organizations and Affiliates, which explains the process for ordering SWAG items bearing any University trademarks via an online form.  

 Groups first need approval from the Communications Office at Harvard Griffin GSAS before submitting any requests to the Trademark Program. See this news article about the process of seeking approval for group branded “swag” items. 

 Website/Social Media Guidelines  

1. Student Groups at Harvard Griffin GSAS must follow Harvard University guidelines and best practices for using social media. Here is a link to the University’s communications guidelines and best practices and, specifically, its social media guidelines and best practices. 
2. Student Group websites must add a Trademark Notice, usually as a footer: “The Harvard Griffin GSAS name and/or shield are trademarks of President and Fellows of Harvard College and are used by permission of Harvard University.” 
3. If a Student Group uses the tagline of “Student Group at Harvard Griffin GSAS,” it must be placed in a prominent location on the Student Group’s website (typically in conjunction with the Student Group’s name) and in a font size comparable to other fonts being used on the website.   

 Relation to Harvard University  

1. Until officially recognized, a Student Group is not permitted to use the “Harvard Griffin GSAS” name, or imply through its title or otherwise a connection with the University. 
2. No Student Group may be connected with any advertising medium that uses the Harvard name 
3. No Student Group shall, in any manner or media, purport to represent the views or opinions of Harvard University, Harvard Griffin GSAS, or Harvard’s student body. 
4. No Student Group is permitted to sign a contract on behalf of Harvard University or Harvard Griffin GSAS.  A Student Group may sign a contract only on its own behalf. 
5. No Student Group is permitted to appear on a commercially sponsored radio or TV program unless permission is granted in advance by the Student Center staff. 
6. Student Groups must apply for their own Tax Employer Identification Number (EIN).  
7. Student Groups are not part of Harvard University and are not covered by Harvard University’s tax-exempt status; Student Groups therefore must use their own EIN number on any W-9 or other tax documentation and are not permitted to use Harvard’s EIN number. 
8. All Student Groups are required to operate as independent organizations that do not generate income for individuals and/or the organization itself and must independently comply with federal and state laws, including tax laws and filing requirements both at the federal and state levels. Student Groups, however, are not automatically registered as 501(c)3 organizations and do not, therefore, automatically receive tax-exempt status.  
9. See this Engage news article on financial resources, as well as a memorandum providing general information from the Harvard University Office of the General Counsel (Student Organizations at Harvard: Incorporation and Tax Status). 
10.  Student Groups are not covered by Harvard’s insurance. 
11. If Student Groups update their constitution or by-laws outside of the Annual Student Group Registration, these documents should be sent to stugroups@fas.harvard.edu for review. 
12. When Student Group officers change, the Student Groups needs to edit its Engage rosters. See this news article for Engage resources. 

Faculty or Staff Advisor  

Student Groups may have advisors. While they are not required, some Student Groups benefit from having a faculty or staff member serve as an advisor. Advisors can help guide the group and transfer historical knowledge. Advisors:  

• must be a Harvard faculty or staff member  
• should be familiar with the policies and resources for Student Groups 
• are not directly responsible for the conduct of the Student Group they support  
• have no legal responsibility for Student Group finances, including any debts owed by the Student Group.