Student Organization Policies

Advertising

• Advertisements must provide information regarding Duke community activities, events, services, or products
• Advertisements must include the name of the sponsoring organization, business, department, or person responsible
• Posters/flyers must never be attached to doors, windows, trashcans, entryways, exteriors of buildings, interior walls, stairway railings, floors, benches, ceilings, trees, utility poles, windshields of parked cars, or sidewalks
• The use of glue, nails, and duct tape is prohibited
• Chalking is prohibited on any surface, including, but not limited to, sidewalks, archways, and benches

Alcohol and Other Drugs

• All student organizations are expected to adhere to the alcohol and other drugs policy with respect to all organization activities, meetings, events, and gatherings
• Events involving alcohol must be registered via Duke Groups
• Guidelines for events involving alcohol

Banking

• All banking and financial transactions for student organizations must be conducted through Student Organizations & Programming Finance (Student Affairs)

Corporate Presence/Solicitation

• Student organizations are not permitted to front for a non-campus entity
  • Fronting as it relates to student organizations is granting university access and/or benefits to a non-campus entity whose purpose is unrelated to the sponsoring campus organization
• Student organizations may bring off-campus entities to campus if:
  • The entity’s mission directly aligns with the respective student organization
  • The solicitation opportunity is document through the event registration process
  • A member of the respective student organization is always present with representatives from the off-campus entity
  • The representatives from the-off campus entity agree to and abide by all university policies, and local, state, and federal laws.
• Students employed as campus ambassadors/representatives may not solicit or distribute items on behalf of their employer
• Student organizations are responsible for the behavior of the off-campus representatives while on university property

Duke Community Standard

• All student organizations must adhere to the Duke Community Standard

Event Registration

• All student organization events must be registered on Duke Groups. Events that meet any of the below criteria will require additional time for review:
  • Alcohol present
  • Charging admission
  • External corporate representative(s) present
  • Government official(s) and/or candidate(s) for office
  • Minors present
  • Voter registration drives

Hazing

• Hazing is a serious infraction of university regulations and a class 2 misdemeanor under North Carolina state law.
• Hazing is defined as any action taken or situation created, whether on or off university premises, that is harmful or potentially harmful to an individual’s physical, emotional, or psychological well- being, regardless of an individual’s willingness to participate or its bearing on the individual’s membership status.
• Activities and situations include, but are not limited to: calisthenics; pledge/signature books; personal servitude; sleep deprivation or interruption of consecutive sleep hours; acts that disrupt academic instruction or learning of others; expected or forced consumption of food, drink (including alcohol), or other substance; branding; and paddling in any form.

Organization Membership

• All Duke students that hold membership in a recognized student organization are afforded member rights as outlined here.
• All recognized student organizations must have at least 10 members that are currently enrolled students
• Undergraduate organization membership should be comprised of at least 50% +1 currently enrolled Duke undergraduate students
• Undergraduate organization officer positions can only be held by currently enrolled Duke undergraduate students
• Graduate/professional organization membership should be comprised of at least 50% +1 currently enrolled Duke graduate or professional students
• Graduate/professional organization officer positions can only be held by currently enrolled Duke graduate or professional students

Non-Discrimination

• All student organizations must adhere to Duke’s Policy on Prohibited Discrimination, Harassment, and Related Misconduct
• Discrimination and/or harassment based upon race, color, national origin, sex (including pregnancy), gender, gender identity, gender expression, sexual orientation, genetic information, age, disability, or veteran status is prohibited

Recognition

• Student group recognition is managed by Student Involvement & Leadership and is required for access to university support and resources
• Student groups must renew their recognition annually via the annual re-registration process on Duke Groups; anytime between April 15 and September 15
• Student organizations and their activities include, but are not limited to: on campus and off campus meetings, activities, events, programs, and student organization space

Trademark & Duke Licensing

• All purchases using Duke funds must be done via an approved vendor (e.g. promotional items)
  • Duke Licensees
  • Duke Policy

Travel

• Student groups traveling both domestically and internationally on behalf of their organization should register their travel via Duke Groups event registration
• Student groups traveling internationally must register their travel with Global Administrative and Travel Support
  • Register International Travel
  • Duke Policy

Venue Use

• Student organizations must abide by venue-specific policies. Groups should check with venues prior to use to ensure compliance.

Visit the Student Organization & Programming Finance page for additional support.

Banking

• All banking and financial transactions for recognized student organizations must be conducted through the university
  • Groups eligible to receive funds from student government (DSG or GPSG) must conduct all financial transactions through Student Affairs

Contracts

• Students are not permitted to sign external contracts
  • Students can sign contracts for Duke Recreation & P.E., Duke Venues
• Contracts should be signed before services are performed
• Contracts will not be initiated or signed after an event has taken place/the contracted service has already been completed
• Contracts must be signed by an authorized Duke employee
  • For registered student organizations, this is the Director of Student Involvement and Leadership
  • Duke Signature Authority Policy
• Contract requests and review must be processed via Duke Groups.

Donations (Giving)

• Student organizations may only use fundraised money to make donations to external organizations. Allocated funds from student fees are ineligible for donation.

Donations (Receiving)

• Financial gifts to student organizations totaling $1,500 or more need to be approved by Student Involvement & Leadership before the funds can be deposited
• In-kind donations (donation of goods, items, etc) that are customized to include Duke marks in any way, regardless of donation amount, must be approved through the Office of Trademark Licensing

Fundraising

• Student organizations must use an E-Commerce approved method for collecting funds. Apps including (but not limited to) Venmo, PayPal, Square, Cash App, and Zelle are not currently approved methods and cannot be used.
• Duke e-Commerce Policy
• Duke Mobile Payment Acceptance Policy

Gifts and Prizes

• Approval for the use of gifts or prizes for Duke University employees, students, or friends must be obtained from Student Affairs (sopfinance@duke.edu) prior to the purchase
• It is strongly suggested that the value of any gift be kept under $100 due to tax implications
• Prizes and gift cards must be purchased via p-card or IR form. These cannot be reimbursed.

Prohibited Purchases

• AirBnb
• ATM withdrawal reimbursements
• Craigslist
• Custom merchandise from non-licensed vendors
• eBay
• Farmer’s markets
• GigSalad
• PayPal
• Personal hygiene products
• Rental homes
• Redbubble
• Venmo

Additional university-wide policies for University Events and Activities can be found here.

Advertising

• Advertisements must provide information regarding Duke community activities, events, services, or products
• Advertisements must include the name of the sponsoring organization, business, department, or person responsible
• Posters/flyers must never be attached to doors, windows, trashcans, entryways, exteriors of buildings, interior walls, stairway railings, floors, benches, ceilings, trees, utility poles, windshields of parked cars, or sidewalks
• The use of glue, nails, and duct tape is prohibited
• Chalking is prohibited on any surface, including, but not limited to, sidewalks, archways, and benches

Alcohol

• Guidelines for events involving alcohol

Amplified Sound

• Amplified sound is allowed in residential spaces:
  • West Campus
    • Monday through Thursday 5:00-7:00pm
    • Friday 5:00pm-2:00am
    • Saturday 1:00pm-2:00am
    • Sunday 1:00pm-6:00pm
  • East Campus
    • Friday 5:00pm-12:00am
    • Saturday 12:00pm-12:00am
    • Sunday 12:00pm-6:00pm
• Amplified sound is allowed outdoors:
  • Monday through Friday 5:00pm-11:00pm
  • Saturday and Sunday until 11:00pm
• Amplified sound is allowed on the BC Plaza:
  • Monday through Friday 12:00pm-1:00pm
  • Monday through Thursday 5:00pm-7:00pm
• Food trucks are not permitted to emit music or other amplified sound unless pre-approved by Student Involvement & Leadership or Housing & Residence Life

Animals

• No events with animals are permitted at this time

Decorations

• Decorations must be approved by the venue and must comply with safety and fire laws
• All items must be removed at the conclusion of the event by the student organization
• Any damages incurred due to placement or removal of items is the responsibility of the student organization
• Duke Policy

Food

• Food approval is dependent upon the event venue and should be coordinated with the venue directly
• The sale of food by non-Duke Dining entities is prohibited in Campus Center buildings
• Any meeting/event in Brodhead Center must use one of the food service providers located in Brodhead.

Gambling

• It is against North Carolina state law and Duke University policy to gamble.

Movie Licenses

• Organizations or individuals planning non-home showings of videos, films, and DVDs must secure licenses to do so, regardless of whether or not admission is charged

Pickets, Protests, & Demonstrations

• Duke University respects the right of all members of the academic community to explore and discuss questions that interest them, to express opinions publicly and privately, and to join together to demonstrate their concern by orderly means.
• Duke Policy

Political Candidates

• Candidates for political office may speak on campus at the invitation of a recognized student-run organization affiliated with the university as long as they follow these guidelines:

  • Equal speaking opportunities are provided to political candidates seeking the same office. If there are multiple candidates running for one position, all candidates must be extended the same invitation and opportunity to speak.

  • The recognized student-run organization does not indicate any endorsement, support, or opposition of a candidate. This should be stated explicitly when the candidate is introduced, and in any announcements or advertisements of the candidate’s attendance.

  • No political fundraising occurs.

  • Allowable appearance types include: a speech, Q&A session, or similar format typical of an educational activity.

  • Any questions are prepared and presented by a non-partisan and independent panel or individual to not demonstrate an endorsement or opinion of a candidate.

• All invitations and appearances need to comply with the above guidelines and other Duke University policies, as well as applicable laws, regulations and government ethics policies. This guidance is applicable to all Duke-sponsored campus-based events, whether in-person or virtual, held off-campus (i.e., symposiums, receptions, meetings) or in a government facility.
• To ensure events can be approved, student organizations are encouraged to submit their event in Duke Groups as soon as possible for review or to contact leadership@duke.edu to review plans and take adequate steps to ensure compliance.
• For further details, please check the Government Relations Policies page on political activity.

Registration Requirements

• All student organization events must be registered on Duke Groups.
• Indoor events must be registered on Duke Groups at least 5 days in advance
• Student organization events with any of the following criteria will require additional review time:
  • Alcohol present
  • Amplified sound
  • Charging admission
  • Government official(s) and/or candidate(s) for office
  • Minors present
  • Voter registration drives

Security & Emergency Personnel

• In consultation with Duke University Police Department, Student Affairs may assign event security, EMS, and/or administrative staffing for scheduled events if deemed appropriate
• The staffing costs will be the responsibility of the student organization

Space Reservations

• It is the responsibility of the reserving party to read and adhere to the space confirmation instructions
• Program commitments such as contracts, advertisements, tickets, etc. should not be made prior to the receipt of confirmation of the venue

Study Breaks

• Study Breaks are the only events permitted beginning the last day of classes through the end of the exam period each semester.
• Study Breaks must adhere to the following:
  • Under 2 hours
  • Closed to group members only
  • 50 people or fewer
  • No amplified sound

Ticket Sales

• The preferred ticket sales method is through the University Box Office (tickets@duke.edu) at least three weeks prior to the desired ticket on-sale date.
  • This is required for events in Reynolds, Sheafer, and Baldwin.
• 5% of the tickets sales will be taken out for taxes, as per North Carolina sales tax on entertainment activities
• A Duke event may be exempt from sales tax when attendance is limited to a closed group and education is the primary purpose of the event