Student Organization Programming Policies

Any student organization wishing to be recognized by the College must first go through the recognition process determined by the OSE. Each student organization granted recognition receives:  

• Membership in the respective governing body (Inter-Club Council, Inter-Society Council, Media Council, or Diversity Council) based on its mission and purpose
• A Poet email account
• A College budget account
• The ability to use the name and image of Whittier College (see publicity policy and College style guide). See Use of Whittier College Name or Symbols Policy
• Access to a faculty or staff member who serves in the role of student organization advisor
• The ability to promote and publicize on campus
• Access to the use of Whittier College facilities for meetings and/or events through the Event Management System or EMS
• Access to funding from the student activities fees managed by the Associated Students of Whittier College
• Opportunity to participate in College events, such as but not limited to the student activities fair and admitted students reception
• The ability to order club-branded stoles for graduating members at Commencement
  • A club's stole policy must be included in their Constitution and shared with the OSE. This stole policy outlines the qualifications that a club member must meet to be eligible for a club stole. 
  • For Associated Students of Whittier College (ASWC) and Program Board, the stole can only be awarded to a senior currently in the organization and who has good conduct and ethical standing, deemed so by the board and advisors. 
  • Examples of stole policies can include, but are not limited to paying club dues, holding an e-board position during the duration of their club membership, being a club member for a certain amount of time, or being formally inducted into a club, organization, or society.
  • To streamline the ordering process given we cannot reimburse vendors directly, OSE will oversee all club and organization.

After official registration approval, the recognition or consideration of good standing is dependent on:

• Hosting at least one advisor, executive board, and general meeting each semester
• Submitting required documents to OSE
• Hosting at least one social event each semester
• Tracking events on Engage
• Participation and engagement with the respective council

• It is the policy of Whittier College that all student organizations be approved and certified by OSE. Only officially recognized organizations are granted privileges on campus including access to college facilities and services. 
• Participating as a member of a club or organization that has been denied official recognition by the college, suspended by the college, or that has never sought recognition from the college is a violation of college policy. Whittier College does not provide any form of support, oversight, or advisement to members of unrecognized clubs and organizations. Affiliation with such groups is a violation of college policy and will subject students to conduct proceedings.  

• No student, student organization, or advisor is authorized to enter into any contractual agreement or sign contracts for any service or entertainment booking at any time, for any reason. All contractual agreements are to be reviewed and signed only by the Director of OSE staff. The contract is not considered valid until it is read, approved, and signed by the OSE.
• In speaking to agents/managers, entertainers, and other negotiators, never make a verbal contract. A verbal agreement can be binding; DO NOT agree to anything more than “consideration” of the offer. A written agreement is necessary to assure the full rights of the student organization and the College. 
• Because student organizations are a part of the College, the actual contract is binding between the College and the provider of the service, and not with the student club & organization. For example, if the Surf Club wants to bring a band on campus for a concert, since the Surf Club is recognized by the College, and receives funding from the College, technically, it is a branch of the College.  Therefore, the performance agreement is between the College and the band, even though the students in the Surf Club are responsible for planning the event. This is why it is important to involve faculty/staff advisors in every stage of the planning and negotiating process. For more information, please see the OSE Staff.
   

Once a student organization is recognized by the College they can maintain that status through the annual registration process determined by the OSE. A student organization may become inactive if they do not abide by the following requirements of a registered organization:  

• If they do not register by the deadline set forth by the OSE.
• If they do not remain in good standing with their respective governing body
• If they do not remain in good standing with the College, including full compliance with any conditions, stipulations, or restrictions placed upon organizational recognition.
• If they do not operate in a manner consistent with the mission and goals of the College and/or the governing documents of the organization.
• If they do not consult with the appropriate College departments, offices, or representatives or abide by procedures established when planning large, unusual, or potentially complex events.
• If they do not keep the OSE informed of changes to organizational leadership or governing documents in a timely fashion.
• If they do not ensure continuity in leadership from year to year by training newly selected leaders/advisor, and maintaining good records.

An organization that fails to abide by the OSE procedures or with policies listed in the Student Code of Conduct, and may be subject to loss of privileges and/or disciplinary action at the discretion of the OSE Director or designee.

Recognized student organizations and societies at Whittier College exist for the benefit of currently enrolled students and must be governed by currently enrolled students. The purpose of this policy is to ensure that leadership authority remains with students and that alumni or community partners serve only in advisory capacities. The Office of Student Engagement reserves the authority to determine leadership eligibility, require documentation of student status, approve interim leadership structures, and enforce this policy.

This policy supersedes any organizational constitution, bylaw, tradition, alumni governance structure, or practice that conflicts with the requirement that recognized student organizations and societies be student-led and student-governed.

All recognized student organizations and societies must be led and governed by currently enrolled Whittier College students.

To hold an executive board position, an individual must:

• Be currently enrolled as a Whittier College student.
• Remain enrolled throughout their term of office.
• Meet any additional eligibility requirements established by the College.
• Meet OSE training and event requirements for student leaders.

Executive board positions include, but are not limited to:

• President
• Vice President
• Treasurer
• Secretary
• ASWC/Council Rep
• Risk Manager
• Social Chair

Any position with decision-making authority on behalf of the organization.

Alumni may not hold executive board positions, officer positions, or voting leadership roles within any recognized student organization or society. Societies without actives can have an alumni rep with the approval of OSE.

Alumni are prohibited from:

• Serving as president, vice president, treasurer, secretary, or any executive officer.
• Voting on organizational business.
• Approving budgets or expenditures.
• Managing membership decisions.
• Exercising authority over organizational operations.
• Representing themselves as organizational officers.

Alumni may serve as reps, volunteers, mentors, advisors, or supporters when permitted by College policy and organizational governing documents.

If a society or organization no longer has active student members and initiates a new membership intake process, the organization must establish interim student leadership.

Prior to the completion of membership intake, newly affiliated students shall elect or appoint an Interim President from among currently enrolled Whittier College students.

The Interim President shall:

• Serve as the primary organizational contact with the OSE.
• Ensure compliance with College policies.
• Oversee organizational operations until a formal election can occur.
• Facilitate the transition to a fully elected executive board.

Under no circumstances may an alumnus/a assume or retain the role of president, interim president, or any executive board position due to the absence of active student members.

When executive board positions become vacant, organizations must fill those positions with eligible currently enrolled students within a time frame established by the OSE.

The OSE may require a special election, appointment process, or leadership transition plan to ensure continued student governance.

Organizations that fail to maintain student leadership may be subject to:

• Corrective action plans.
• Recruitment or intake restrictions.
• Organizational probation.
• Temporary suspension of organizational activities.
• Loss of recognition.

Internal Policies and Procedures

Chartered clubs and organizations may develop and implement appropriate policies and procedures governing operations, activities, and the conduct of members.  The officers therein shall inform members of such policies and procedures, including the potential consequences if violated.  Internal Policies and Procedures refer to those listed in the Club & Organization Constitution. Internal policies and procedures cannot supersede College policies and procedures. All constitution changes must be communicated with OSE. At the discretion of OSE, the department can decide to edit or change constitution phrases that misalign with federal, local, and campus regulations and are deemed harmful.   

The enforcement of policies and procedures shall be exercised by the respective officers of the chartered group in accordance with the group’s constitution.

Non-Discrimination

Whittier College is committed to fostering an inclusive, equitable, and respectful community in which all students have the opportunity to participate fully in campus life. Recognized student organizations and clubs are expected to uphold these values and comply with all applicable College policies, as well as federal, state, and local laws.

No recognized student organization, club, society, or affiliated group may discriminate against, harass, exclude, or deny participation to any student on the basis of a protected characteristic, including but not limited to race, color, ethnicity, ancestry, national origin, citizenship or immigration status, age, disability, medical condition, religion, creed, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender, gender identity, gender expression, marital status, veteran status, genetic information, or any other status protected by applicable law.

Recognized student organizations must provide equal access to membership, participation, leadership opportunities, programs, activities, and benefits consistent with the organization's purpose and applicable law.

Harassment, discrimination, retaliation, intimidation, bullying, and other conduct that creates a hostile environment or interferes with a student's ability to participate in College programs or activities are prohibited. Student organizations are responsible for maintaining environments that are welcoming, respectful, and free from unlawful discrimination and harassment.

Allegations of discrimination, harassment, retaliation, or exclusion may be referred to the appropriate College office for review and resolution. The College will administer complaints consistent with applicable federal and California law and may impose interim measures or sanctions when warranted.

Violations of this policy may result in disciplinary action against individual students and/or the student organization, including educational interventions, loss of privileges, suspension, derecognition, or other sanctions deemed appropriate by the College.

External Policies and Procedures

Clubs and Organizations are accountable to their organizations’ members and the institution. This responsibility includes remaining aware of, and up to date on, all policies and procedures pertaining to their Charter. Charter governance does not supersede the internal regulations of WC.

Registered student organizations and societies at Whittier College are committed to creating safe, healthy, and inclusive environments for all students. The purpose of this policy is to ensure that student organizations act in compliance with federal laws related to Title IX and to empower student leaders to take active roles in fostering safe communities.

Title IX is a civil right that prohibits discrimination based on sex in education programs and activities. This law applies to all students, regardless of gender identity and expression. Whittier College’s Title IX & Nondiscrimination Policy (2020) also covers race, ethnicity, religion, national origin, citizenship status, age, ability, and more. Examples of the types of discrimination that are covered under Title IX include but are not limited to: sex-based harassment; sexual violence; stalking; dating or intimate partner violence; domestic violence; pregnancy discrimination; the failure to provide equal athletic opportunity; sex-based discrimination in a school’s science, technology, engineering, and math (STEM) courses and programs; discriminatory application of dress code policies and/or enforcement; attitudinal and implicit discrimination; microaggressions; rape culture; and retaliation.

A bystander passively observes wrongdoing, while an upstander actively intervenes to support fairness, justice, or the victim. Be an upstander, not a bystander.

1. Be an upstander and ACT when you witness sexual harassment, microaggressions, and attitudinal or implicit bias.
   1. Ask: When you hear someone tell a joke that belittles others or use a word that is demeaning, ask, “Do you know what that word means? Did you intend to be hurtful?”
   2. Choose: Being an upstander is a choice, just as being a bystander is a choice—but doing or saying nothing in the face of injustice implies that you agree.
   3. Teach: Teach by example of how you live your life. “Upstander” is a verb, as well as a noun. Inspire others to be upstanders themselves by being a model for appropriate behavior.
       
2. Understand the 5 D’s of Bystander Intervention and know which one is appropriate for your situation.
   1. Direct. Directly intervene between the perpetrator and impacted individual(s).
   2. Distract. Interrupt or create a distraction to safely separate the impacted individual(s).
   3. Delegate. Ask for help or enlist someone to assist you with intervening.
   4. Delay. Check in with the impacted individual(s) afterwards and refer them to resources.
   5. Document. When it is safe for you to do so, record the incident by submitting a CARE report. 

If your peer shares an incident with you, approach them with kindness, empathy, and sensitivity.

Here is what you can say:

• “I’m glad you told me about this.”
• “This is important to me.”
• “I want you to be safe.”
• “Let’s make sure you get the help you need now.”
• “How can I help you?”

Do not make jokes, question their behavior or actions before or after the incident, or ask why they did not report the incident sooner.

Here is what you can do:

• Express concern. Ask them if they need help. Affirm that this situation is important to you.
  Center their feelings over yours. Listen without judgment or trying to “fix” the problem. Allow them to make their own decisions.
• Offer your comfort and support. Reassure them that you believe them and tell them that they are not to blame.
• Enlist allies. Seek out a professor, staff member, or advisor that you trust. If you feel in danger, call 911 or Campus Safety 562.907.4911.
• Be an upstander. If you know the perpetrator and feel safe, consider intervening and asking them to stop. Refer the impacted victim/survivor to supportive resources.
• Take care of yourself. Being an upstander can be scary and stressful. Only act if you feel safe doing so, and do not act if you feel it will put you in danger. Keep yourself safe and make sure you get the help you need. 

Club and organization leaders are not obligated to report discussions or reports of possible violation of the Title IX & Nondiscrimination Policy (2020) to anyone, but if they witness a violation while hosting a club program or event, need to complete a Title IX and Discrimination Reporting Form so that impacted parties can access supportive measures. You may submit this form anonymously and redact your personal information or information about the parties involved yet are encouraged to share the details of the event you hosted as a club leader and document and share as much as possible.

Some Title IX procedural elements to note and help your peers understand what it means to file a Title IX report:

• Even if a Title IX report is filed, the impacted individual(s) still have the agency to choose whether they want to pursue an informal resolution, file a formal investigation, or not respond to outreach from the Title IX office.
• Most Title IX reports lead to informal resolutions.
• Formal investigations occur only after a formal complaint is made.
• Title IX reports and investigations are separate from the involvement of any law enforcement agency. 
• The Title IX formal investigation includes hearing, sanctions, and appeals processes.

Private Resources vs Confidential Resources

Private resources, which include the Title IX office, will only share information with a limited group of people on a “need to know” basis to assist in the investigation, resolution, or supportive measures process. Examples of “need to know” groups could include:

• Consulting with the Housing and Residential Life Director if you are requesting to move residence halls
• Advocating on your behalf to a professor to extend the deadline for an assignment
• Coordinating with investigators and advocates to support with the investigation or adjudication process

Confidential resources, which include the Counseling Center and Student Health and Wellness Center. Confidentiality is a legal privilege, and these professionals generally cannot disclose what is shared with them without the individual’s expressed consent, except in limited circumstances (e.g., threats to self or others, child protection laws).

If your peer does not want to file a report with the Title IX office but would like to speak with a confidential resource instead, you may refer them to the Counseling Center or the Student Health and Wellness Center.

Student organizations and clubs should use the Engage platform to register events and meetings. For additional assistance, please e-mail ose@whittier.edu.

• The Office of Student Engagement must coordinate scheduling and approve all student-sponsored social events.
• Student organizations must submit an event request within the Event Management System (EMS). Contact the OSE to receive a log in ID and password.  
  • EMS reservations are determined on a first come, first serve basis.
  • EMS is open for reservations at least a month prior to the following semester.
  • Once the event is reviewed based on location, time, day/date, as well as the risk management profile, the OSE staff will determine whether or not additional meetings need to occur or whether or not the event is approved.

• ASWC/Club/Council events can only be held within the academic opening and close of terms, review the academic calendar to see class start and end dates. No summer events are permitted.
• All events are subject to College and municipal noise policies. An event can be canceled at any time due to noise.
• Events may not be held during the College designated final examination period, or during any College designated break.
• Events may not be held during established breaks or finals, Orientation, Homecoming/Whittier Weekend, Family Weekend, Helping Hands Day, Board of Trustees Meeting Weekend(s), or Commencement Week (additional dates may be identified at the discretion of the Dean of Students or designee).
• Large-scale events that require at least four professional staff members should typically last 4 hours
• Large-scale events must end by 1:00am when off-campus or in the Campus Center

• All outdoor events must not disturb classes in nearby academic buildings, neighbors of the College, and other regular business that may take place during any day of the week and the weekend.
• Due to constraints in sound and security, all outdoor events with amplified sound and/or more than 100 people must end no later than 10 p.m. on weeknights (Sunday through Thursday), and 12 a.m. on weekend nights (Friday and Saturday). This applies to all events on the Upper and Lower Quads, the Amphitheatre, various patios of College facilities, and College parking lots. Host organizations may be asked to work with Campus Safety in notifying neighbors prior to the outdoor event.

• The event must be contained within the space for which the event was approved.
• The event area used must be enclosed and have controllable points of entry and exit.
• If an event is proposed to take place off-campus the following may be required based on the risk management profile:  
  • An initial site visit must occur with a Whittier College professional staff
  • For all attendees/participants to complete a Student Activity Release Waiver
• Any off-campus venue must have the following to be approved:  
  • Be closed to outside guests at least 2 hours prior to the event start until the conclusion of the event
  • Provide 4-6 security officers to assist the Whittier College staff working the event
  • Add Whittier College as additionally insured up to $2 million
  • Do a security check of all outside vendors working the event [i.e. DJ and guest(s), photographer(s)]
  • Designate a certain type of container for alcoholic beverages different from non alcoholic beverages (if applicable)
  • Report any potential problems, disturbances and/or questionable behavior from event attendees to the Whittier College professional staff working the event for follow-up
• Certain venues may be determined unsuitable for hosting a Whittier College sponsored event. No personal homes may be used to host Whittier College events for clubs/organizations (including alumni houses). This information can be found in the OSE.
• Certain events may require City of Whittier Permits. The OSE Staff can assist in obtaining these permits prior to the event.
• The Tobacco Free Policy as Smoking is not permitted.

• Attendees are considered any member of the hosting organization, guests, and/or Whittier College student.
• The number of attendees will be determined at the discretion of the OSE and Campus Safety, based on facility occupancy ratings and type of event.
• If an event is on-campus with an anticipated attendance of over 150 people then food may be required to be served after the event at the expense of the host organization. Note: This food is being served to lessen the potential impact to the surrounding community as attendees will hopefully disburse in smaller groups and be quieter as they return home. 
• Procedures must be in place to ensure the attendance does not exceed the approved maximum attendance.
• Attendees are required to have in their possession during the event a valid student ID or government issued photo ID if they are a non-Whittier student.
• Whittier College has the right to refuse entry to any attendee to a College sponsored event, including but not limited to, if the attendee is deemed intoxicated or under the influence.
• Whittier College personnel can ask a disruptive attendee to leave an event and/or campus.
• Based on the risk management profile the following policies may be applied to the attendees of the event:
  • Attendees must go through security checks by Campus Safety or designated security company prior to entry for on campus events
  • No outside food or drink allowed in the event
  • Once you have left the event you cannot reenter
  • If the event is off campus all attendees must take a bus to the event from a designated parking lot on-campus.
  • Only the pre-approved non-Whittier College guests will be allowed in the event 

• Guests are considered any invited individuals or groups who are not current Whittier College student, faculty, or staff members (i.e. Whittier College alumni, Whittier Community partners, etc.)
• One guest per Whittier College student is allowed to attend an event.
• The Whittier student is responsible and will be held accountable for their guest’s actions during their visit.
• Guests (including alumni) may not participate in athletic or high risk events on or off campus that are sponsored by a Whittier student group.
• Whittier College has the right to refuse entry to all non-Whittier College individuals to a College sponsored event if they are deemed intoxicated or under the influence.
• Whittier College personnel can ask a disruptive guest to leave an event and/or campus.
• Student groups may invite other affiliated groups from other campuses for certain events as long as a signed contract is on file and the facility manager and OSE are provided with a guest list.
• Additional insurance is required for events that are open to guests. This insurance must be procured at least 3 weeks prior to the event and the cost will be charged to the organization’s budget account.
• Guests may be charged an entrance fee at the discretion of the sponsoring organization or the OSE as an event management tool.
• If guests violate any campus policies or state/federal laws during the event, student host will be sent through the conduct process on their guests behalf.
• Host organizations are responsible for the safety and security of all their guests (Whittier College and Non-Whittier College) for the duration of the event.
• If the host organization fails to adhere to the policies and/or procedures disciplinary action for individuals and/or the host organization may occur.

• Host Organization Event Coordinators are considered members of the student organization who are taking responsibility for hosting the event.  
• Host Organization Members Working an Event are considered members who have been designated by the Event Coordinators to represent the student organization and abide by all policies and procedures set forth for that event.
• Host Organization Member Working an Event Must:  
  • Be present during the entire event
  • Assume responsibility for noise complaints
  • Ensure that the Whittier College student's IDs and/or guest's government issued photo ID or attendees are checked.
  • Verify the host and guest on the approved guest list
  • Monitor entrances and exits to ensure that uninvited attendees do not enter, and/or that alcohol does not enter the event location/site
  • Inform Whittier College personnel of: excessive drinking, disorderly behavior, or over-intoxication
  • Not consume or be under the influence of alcohol, drugs, or substances before or during the event. Whittier College personnel reserve the right to verify sobriety of a Host Organization member working the event prior to or during the event.
• Based on the (i.e. OSE or Residential Life staff member) may be required to be present during the event. If the event requires more than 2 professional staff, then the host organization is responsible for paying $25 per hour per staff member. Note: At least an hour before and risk management profile, a professional member of the student life staff after an event may be deemed necessary for officers to work. Additional time may be charged depending on situations needing to be addressed as a result of the event. 

• The Department of Campus Safety, at their discretion, may require security officers at any event including, but not limited to events with: a large number of people, live bands, amplified music, a history of disturbance, multiple organizations sponsoring it, or when off-campus guests are in attendance.
• The Department of Campus Safety will determine the required number of security officers for events held on-campus.
• The Director of the OSE in consultation with Campus Safety will make decisions about the number of officers assigned to monitor an event based on the anticipated attendance, past history with the event, and the anticipated risk/liability associated with the plans for the event. For certain off-campus events Campus Safety officers may be required during the loading of buses from campus.
• The host organization is responsible for paying for the officers that will work the event at a rate of $25 per hour per officer. Note: At least an hour before and after an event may be deemed necessary for officers to work. Additional time may be charged depending on situations needing to be addressed as a result of the event.
• The OSE will make requests for Campus Safety coverage 

• As a service to the student body, the Office of Student Engagement (OSE) will accept proposals from vendors (i.e. businesses, financial institutions, non-profit groups, or other organizations not affiliated with Whittier College) who wish to solicit business on the Whittier College campus.
• All solicitation and business must be conducted from the designated location provided by the College at a location approved by the OSE. Vendors may not set up additional displays, tables, or machinery (including those that dispense food or provide entertainment) without the prior approval of the OSE. Vendors are prohibited from entering the residence halls for solicitation purposes without the approval of the Director of the OSE. See also the Solicitation Policy.
• Vendors may be on campus only during the specified hours for which they are invited.
• If approved by the OSE, vendors must provide to the OSE, one week in advance of the vendor activity, a $2,000,000.00 liability policy that specifically lists Whittier College as additionally insured.
• Whittier College and the OSE reserve the right to limit the number and type of vendor(s) allowed on campus.
• Vendors who do not adhere to these guidelines will not be given the privilege of returning to the College, and solicitation rights may be terminated at any time. In addition, those vendors and organizations that exhibit threatening, unruly, aggressive, or unseemly behavior will not be allowed to return to Whittier College for any purpose.

Food

• In order for a catering quote or order to be generated an EMS confirmation number must be generated.
• All catering forms must be signed by the OSE to make the agreement final (as all catering forms are considered contractual agreements).
• Student organizations that do not coordinate food orders through Bon Appetit at least a month in advance will not be considered for special requests. Special requests include authenticity tastings.

Alcohol at Events

• In accordance with California law, alcohol cannot be consumed at student events by any person under the age of 21 years. Any person under the age of 21 years who has any alcoholic beverage in their possession on any street or highway or in any public place open to the public is guilty of a misdemeanor (Business and Professional Code, Section 25658 & 25662).  
• It is a crime to be intoxicated in a public place (California Penal Code 647(f)).
• Shots, drinking games, or other activities that encourage inappropriate drinking behaviors are prohibited.
• Devices designed for rapid consumption (i.e. beer bongs or funnels) are prohibited.
• College officials can confiscate alcohol due to 
  • (1) underage possession
  • (2) sharing alcohol with an underage person.
• Alcohol permits: no alcohol permits will be issued, nor approvals granted for students for events that involve alcohol off campus. The only permissible location to host alcohol for student club/organization events is in Villalobos and Club 88. We encourage booking Bon Appetit for bartending service, or a vendor approved by OSE, and only they can serve. Only beer or wine is permitted to be served. 
• Clubs/Organizations must request approval for alcohol at events/programs 14 business days before the event date.
• Organizations and individuals are expected to take affirmative steps to address issues of liability and safety by arranging a planning meeting with OSE to get event approval. Substance-free events and utilizing our third-party vendors (Bon Appetit) help limit an organization’s and individual’s exposure to risk. More detailed guidelines for party planning are available in the OSE. 
• For student organizations that get approval from OSE to host an event for those of legal drinking age in CA, an OSE approved chaperone at entry is required to check identification for those of the age of 21 or older.
• The College and/or host organizations reserve the right to deny entry to any event by individuals deemed intoxicated or under the influence. Individuals may be asked to leave an event if they are overly intoxicated or disorderly.
• If under 21 and if determined an individual has consumed alcohol or participated in the event, the individual will be referred to conduct. 
• Depending on the nature and duration of the event, OSE can determine a drinking minimum or limit to ensure safety for all involved.

Music

• All amplified music especially when in public outdoor settings is restricted to the clean radio-version only. Permission to play non-radio version can be granted by the OSE Director.
• Amplified music can only be played when classes are not in session and require approve by the Director of OSE after 10:00 p.m. (in accordance with the City ordinance).
• DJ Service can be requested by KPoetRadio.

Films/Movies at Events

• A public viewing license must be purchased for all films and videos screened on campus for showings that are other than personal viewing.
• Videos rented, streamed, or from your personal collection are “for private or home use only,” meaning that they cannot be shown for entertainment in a venue open to the College community is prohibited.
• For more information on how to rent a film, video, or DVD with a public viewing license, please contact the OSE.

Rental / Novelty Equipment at Events

• Rental / Novelty equipment includes but is not limited to dunking booths, inflatable fun houses, slip and slides, portable sport courts or equipment, or other entertainment items. 
• See Vendors at Events Policy
• The Director of  the OSE, Dean of Students, and Vice President of Human Resources will give the final approval before the rental may be arranged as they are required to sign all contracts for such rentals.
• The host group is responsible for any damage to property that may be caused by the installation or use of such equipment.
• Participants will be required to complete a Student Activity Release Waiver prior to participating in such activity.

Event Promotion 

• All clubs, organizations, and societies interested in posting physical flyers for events and advertisements must receive an approval stamp on their flyer. To submit a flyer for approval, club leaders can email a copy of the flyer to ose@whittier.edu or bring a printed copy of the flyer to the OSE during business hours. The OSE approval stamp is effective for both on-campus and residence hall bulletin boards.
• In keeping with Whittier College values, student media should refrain from advertising events that pertain to:
  • Alcohol
  • Firearms
  • Sexually explicit events
  • Tobacco
  • Online gambling
  • Drugs and drug paraphernalia
  • Adult entertainment
  • Ticket scalping
  • Any products/events/activities that are deemed harmful to the Whittier College community
• No posting is permitted on walls, windows, and doors. Publicity items can only be posted on bulletin boards labeled, “For Student Events Only.” 
• Postings will be approved for a maximum of 14 days and must be removed within 24 hours after an event. Extensions may be granted by the OSE Director for official College business only. 
• The following phrase may be required on event advertisements: “Whittier College reserves the right to deny entry to or request that students or guests exit an event if deemed intoxicated, under the influence, or are being disruptive.”
• See the Publicity Policy and Copying Policy for additional information
• The OSE Resource Center is available for student organizations to design and edit graphics, posters, banners, and more. Stop by during business hours.

Funding for Events 

• Student organizations wishing to request funding from the Associated Students of Whittier College must adhere to the ASWC Governing Documents and Procedures.
• Student organizations wishing to do fundraisers with food must use individually wrapped nationally branded items. All other food fundraisers must be approved by the Office of Student Engagement.
• Student organizations inviting vendors on campus that serve food or beverages must require the vendor to adhere to the vendor policy which requires liability insurance (See Vendors at Events Policy).
• Student organizations wishing to ask alumni, local businesses, or corporations to donate to your program/event/organization should consult the College Advancement Office for clarification on from whom your organization can solicit and how best to go about it. This will also ensure that the donator receives tax credit for their donation if applicable.
• The Whittier College Bookstore has been given the “exclusive retailing rights” on campus. As a result, no office, department, student group, or individual may sell items carried in the bookstore, or any item in its “class.”

Event Termination 

• Any Campus Safety officer or Whittier College personnel may terminate an event if a complaint of excessive noise, vandalism, disorderly conduct, drinking or any other violation of College policy or City noise ordinance warrants such action.
• In the event of a termination, student conduct action may be imposed on the individual(s) and/or the host organization.

Whittier College does not allow the purchase or reimbursement of gift cards, prepaid cards, or digital gift cards to promote or incentivize event attendance or participation in outreach, initiatives, and activities.

Conducting these prohibited actions may result in: 

• Denial of reimbursement claims.
• Requirement for personal repayment if gift cards are purchased using College or grant funds.
• Loss of purchasing or p‑card privileges.
• Corrective action under College policy.
• Additional scrutiny during internal or external audits.

To support student engagement and programmatic needs, clubs and organizations may use non‑cash tangible items, including:

• Branded Whittier College merchandise (e.g., apparel, school supplies).
• Tangible gifts or goods that support program participation.
• Event‑based incentives such as food, activities, or experiences directly tied to student engagement.
• Non-cash alternatives should not exceed $100.

1. Register Trip 
   • Register the intended off-campus event online using Engage Travel Agenda Form. 
2. Complete Forms 
   • Forms required for travel are available on the OSE website, on Engage, or in the OSE office.
   • All student participants must complete the Student Activity Release Waiver, at least 24 hours before the activity/trip.
   • Any individual not enrolled at Whittier College who is participating in a Whittier College event must complete a Non-Whittier College Participant Form.
   • If any Whittier College student, staff or faculty will be driving on behalf of the College, an American Driving Records or ADR must be completed and turned into Human Resources 48 hours prior to the trip in order for a report to be run. The driver and faculty/staff overseeing the trip will be notified if the person is approved to drive on behalf of the College.
3. Submit Forms 
   • The student organization leader or advisor is responsible for collecting all the signed forms from the students and submitting them altogether to the OSE on or before the day of the trip, or by 4pm Friday for trips that occur over the weekend. 

Forms to travel with: 

• The completed Travel Agenda & Roster must remain with the faculty/staff member overseeing the trip/activity. 

Vehicle Rental

• The College does not own vehicles available for student use during events; therefore a separate company must be used.
• Whittier College requires the driver of the rental vehicle to be at least 25 years old (which is the standard for most regional companies).
• Whittier College prohibits the rental of 15 passenger vans for student programs/events. A 12 passenger van is the greatest capacity allowed.
• Whittier College is not responsible for damages or repairs due to an act of negligence on the part of the drivers or passengers.
• Bus rentals must be coordinated through the OSE.

Use of Personal Vehicles for Registered Trips 

• Each personal vehicle used must be insured and proof of insurance must be submitted to the OSE and/or Human Resources during the event registration process.
• Drivers must have a valid License.
• Drivers should be given accurate directions and caravan together as much as possible.
• Whittier College is not responsible for the cost of repairs to the personal vehicle in the event of an accident.
• Whittier College is not responsible for damages or repairs due to an act of negligence on the part of the drivers or passengers.
• Whittier College is not responsible for the liability of passengers due to an act of negligence on the part of the driver.
• See also Student Transportation Policy 

In keeping with Whittier College values, student media should refrain from advertising events that pertain to:  

• Alcohol
• Fire arms
• Sexually explicit events
• Tobacco
• Online gambling
• Drugs and drug paraphernalia
• Adult entertainment
• Ticket scalping
• Any products/events/activities that may be deemed harmful or offensive to the Whittier College community.

In accordance with the no open flame policy, the use of the campus fire pits is not permitted.

1. Whittier College and the Associated Students of Whittier College Media Council support free speech and reserve the right to determine time, place and manner of free speech indiscriminate of content.
2. California Education Code Section 94367 (also known as the Leonard Law), provides that:  
   1. “Nothing in this section prohibits an institution from adopting rules and regulations that are designed to prevent hate violence.”
   2. “Nothing in this section prohibits the imposition of discipline for harassment, threats, or intimidation, unless constitutionally protected.”
   3.  “No private postsecondary educational institution shall make or enforce any rule subjecting any student to disciplinary sanctions solely on the basis of conduct that is speech or other communication that, when engaged in outside the campus or the facility of a private postsecondary institution, is protected from governmental restriction by the First Amendment to the United States Constitution or section 2 of Article 1 of the California Constitution.”

1. All photographers must adhere to the contractual terms regarding any performing arts, entertainment, athletics or hired act whether on or off campus.
2. Photographs to be published in print (newspaper, magazine, yearbook, etc.) or digitally (web, video, etc.) must be truthful and factual if used to represent actual situations.
3. Photographs may not be digitally altered in any manner other than retouching the quality of the photograph, but not the subject matter.
4. Photographs used for student media may not violate the Harassment Policy, be derogatory or be defamatory.
5. Staff photographers 
   1.  Photographs taken on assignment by students employed by the student media groups are the property of the student publication and Whittier College and may not be used, sold or distributed to any organization outside Whittier College without the written permission of the student publication’s editor and the OSE.
   2. Photographs taken on assignment may be used in a student’s portfolio with the permission of the publication editor and the OSE.
   3. Photographers must wear an approved press pass when on assignment on or off campus. Press passes are available through the OSE.
6. Independent Contractors/Photographers
   1.  Independent photographers are welcome on campus if invited by a Whittier College department or student organization.
   2. Independent photographers must carry ID at events and be issued a temporary press pass through the OSE.
   3. The Director of the OSE must approve the contract with the independent photographer, even if a monetary compensation is not included in the contract.
   4. Subject matter waivers are required for any photographs taken that will be used in publications not produced by or for Whittier College.
   5. Photographs purchased from an independent contractor are the property of Whittier College.
   6. Photographs taken at private events may not be distributed outside Whittier College without expressed permission.

California is an all-party (two-party) consent state under Penal Code § 632, meaning every participant in a confidential conversation must give permission before it can be recorded, whether in person, by phone, or electronically. Violations can result in criminal penalties (up to one year in jail or more for felony cases) and civil damages of at least $5,000 per violation. In accordance with California law, Whittier College students are prohibited from recording confidential conversations without the consent of all involved parties. 

Examples of private spaces where recording is restricted or prohibited due to a reasonable expectation of privacy: 

• Private residences: Homes, apartments, and their surrounding curtilage (yards, patios) 
• Restrooms and changing rooms: Any area designed for private activities like changing clothes or using the toilet 
• Private offices: Enclosed offices where conversations are conducted behind closed doors 
• Medical facilities: Examination rooms and treatment areas in hospitals and clinics 
• Hidden cameras (i.e. Ring cameras or security cameras) in dorm rooms, restrooms, changing rooms, and offices

Examples for when consent is required: 

• A closed-door meeting 
• A private phone call or video call (i.e. FaceTime, Zoom, etc.) 
• A conversation in a dorm or office 

Videography for social media or promotional materials

Whittier College students must receive consent to film or record videos that will be posted online for social media or promotional materials. 

• Ask the individual(s) you are hoping to film for consent prior to recording. 
• Inform them of what the nature of the video will be (i.e. quick interview, question and answer, silent video clip, etc.) 
• Specify what the video will be used for and where it will be posted (i.e. promoting a club event on Instagram, Welcome to Whittier Campaign for first-year students, etc.) 
• For photography/videography at events: Clubs and organizations are highly encouraged to put up "Notice of Filming and Photography" signs so that attendees are aware. These signs can be rented from the OSE. 
• Whittier College students are strictly prohibited from using video and audio recordings for defamation purposes.

1. Whittier College only recognizes and allows one radio station to operate on campus and represent Whittier College and that is the Whittier College Radio or KPOETradio.com. 
2. Regardless of broadcast signal or strength the radio station must adhere to all FCC regulations for broadcast media.
3. The radio station will report to Broadcast Music, Inc. (BMI), the American Society of Composers, Authors, and Publishers (ASCAP), and the Society of European Stage Authors and Composers (SESAC) as required. 

At Whittier College, club, organization, and society accounts are not official college accounts. While the college does not administer them, they are still subject to college policies and can affect the college’s image among students, alumni, employers, and the public. Thus, club, organization, and society social media accounts are subjected to general oversight by the OSE and must follow the College’s social media policy.

• Registration
  • New and current account credentials must be shared with OSE, and the club emails should be used to register new accounts after the club has approval for a charter. 
  • Chartered clubs and organizations must meet with OSE for social media policies and cannot use the Whittier College logo, name, or image without approval from OSE/WC.
• Abide by platform-specific Terms of Service, Whittier College’s Student Code of Conduct, and Constitutional Law.
  • Social media networks (e.g., X, Instagram, TikTok) are private entities and are generally not bound by the First Amendment. They can legally ban, shadowban, or delete any content that violates their specific user agreements, including profanity, misinformation, or sensitive topics.
  • Club social media accounts must follow the Office of Marketing and Communications’ Guidelines for Specific Social Media Platforms. 
  • Club and organization social media accounts represent the entire group and are expected to avoid personal commentary and posts that do not align with the mission and purpose of the organization. 
  • Club and organization social media accounts must abide by Whittier College’s Student Code of Conduct. See Whittier College’s Student Code of Conduct section on Protected Speech and Online Behavior.
  • Social media postings on club and organization accounts that violate the Student Code of Conduct may be subjected to undergo the Club Conduct process, in which the club or organization as an entity will be held responsible for the post. 
• Content guidelines
  • Tag @whittiercollege in your profile’s bio and indicate that it is “student-run.”
  • OSE has the authority to request that clubs or organizations remove content that is threatening, harassing, or offensive, including hate speech, threats of violence, harassment, bullying, discriminatory remarks, and any content that encourages harm against individuals or groups based on race, ethnicity, religion, gender, sexual orientation, disabilities, or any other characteristic.
  • Doxxing, or publishing personal and confidential information online, is prohibited in alignment with federal FERPA and HIPAA regulations. OSE can request the removal of content that violates FERPA, HIPAA, or student privacy guidelines.
  • Clubs and organizations are prohibited from collecting Personally Identifiable Information (PII) that violates FERPA or Protected Health Information (PHI) that violates HIPAA, which includes Social Security Numbers, health information, behavioral or disciplinary records, and attendance and academic performance records.
  • Do not post content that:
    • shows (or may be perceived to show) someone getting hurt, attacked, or humiliated;
    • might be considered racist, bigoted or demeaning to a particular group of individuals;
    • depicts activity that is (or may be perceived to be) illegal (i.e. drug or alcohol use)
    • could otherwise put the College in a bad light. 
    • provides access to, displays, communicates, or solicits messages/images that are sexual in nature, depict graphic violence, or which may offend or harass on the basis of race, sex, religion, color, national or ethnic origin, age, disability, military service, sexual orientation, gender identity or gender expression, that are protected by the College’s “Title IX & Nondiscrimination Policy” found here. 
    • share confidential information related to Whittier College, such as personnel actions, internal investigations, or student information.
    • require personal information from users.
    • infringes copyright or trademark.
• Be respectful and see your platforms as a community.
  • Look out for policy violations. Campus policy violations will be referred to the Conduct Office.
  • Be inclusive and use gender-neutral pronouns.
  • Ask your members/participants for permission to share their photos or let them know that the photos you took will be used for.
  • Using inclusive language is required and expected on all social media platforms (including ability status).
  • For visual impairment, include image texts in the caption and closed captions for videos.
  • Respect copyright and fair use. Credit or obtain permission for any third-party content.
  • Interact with your online community in a welcoming, respectful, and positive manner. Abide by Whittier College’s Title IX and Nondiscrimination Policy (2020) and Student Code of Conduct.

Using AI for the following is prohibited:

• Cyberbullying
• Doxxing
• Deepfake creation/distribution
• Non-consensual image sharing
• AI-generated harassment
• Impersonation through digital means
• Unauthorized recording
• Generating written or visual content for leadership position applications and submitting as your own work

• No posting is permitted on walls, windows, and doors. 
• Publicity items can only be posted on bulletin boards labeled, “For Student Events Only.” 
  All student organization publicity on student event bulletin boards must be approved and stamped by an OSE staff member. 
• Postings will be approved for a maximum of 14 days and must be removed within 24 hours of an event. 
• Extensions may be granted by the OSE Director for official College business only. 
• The OSE stamp is also needed for approval to post in the residence halls. 
• Please contact the OSE if you are experiencing any concerns or difficulties. 
• If OSE staff members are not available in person to approve fliers, please leave flyers for approval in their mailbox and check back the next day or email ose@whittier.edu. 

FAQs (Frequently Asked Questions) 

Do departments need a stamp?
No, as long as the department name/logo is on the flyer, and it does not have threatening or incorrect items. Outdated flyers will be removed. 

Do clubs need a stamp for both the campus and residence halls? 
No, the OSE stamp will suffice for both locations. 

What will happen if we post on walls, doors, or windows? 
After an initial warning and policy reminder, the documentation will be sent to the Student Conduct Office for their review and process. This includes violating the painting of the Rock policy as well.
 

The guidelines for charges and hearings set by the Student Conduct Code Procedures will be followed.

The charge letter that states the alleged offenses with specific reference to the policies violated and the date and time of the hearing will be sent to the student organization Poet email and the head of the organization at the time. Please see the Student Conduct Board Procedures and Guidelines for a complete explanation of the Student Conduct Board process.

The hearing is an informal proceeding not comparable to a criminal trial. Because the hearing is an administrative process and not a court proceeding, people in attendance may be limited to Whittier College community members.Should a Hearing Board Committee for a Student Organization be necessary, the committee may include the following individuals/parties: 

 Potential Hearing Board Members 

1. Director of the Office of Student Engagement (hearing chair)
2. Associate/Assistant Director of the Office of Student Engagement (recorder) 
3. Associate Dean of Students or designee (observer)
4. Faculty/Staff Advisor for the student organization in question (observer)

Potential Sanctions

The following sanctions may be imposed upon any student organization found to have violated the Student Code:  

1. Warning: A written warning to the student organization of violations of policies, expectations, or agreements.
2. Restitution: Compensation for loss, damage, or injury. This may take the form monetary or material replacement.
3. Fines: For violations where other sanctions singly or in combination seem insufficient. Fine money would be given to support student needs on campus and would escalate with repeated offenses. 
4. Work assignments and other reasonable and/or related penalties. Work assignments shall not be less than one hour nor more than twenty hours per member.
5. Education activity(ies): The group may be required to participate in a specific activity as a method to educate members about an issue or behavior related to the violation.
6. Loss of Privileges: Exclusion from designated privileges such as access to on-campus housing, financial support from the College or the student government/governing bodies for group activities, or use of College facilities for meetings and activities.
7. Social Inactivity: A group that is placed on social inactivity may not host, sponsor, co-sponsor, or participate in any social activities on or off campus during the period of privileges loss. The group may not participate in any co-curricular activities, including but not limited to intramurals, Homecoming, Dub Sync, or dances. Failure to comply with the conditions or restrictions of Social Inactivity will result in an immediate recommendation for the withdrawal of recognition by the College. Social Inactivity is imposed for a minimum of two weeks to a maximum of one year.
8. Withdrawal of recruitment and new member privileges: A group may not participate in the recruitment of new members.
9. Suspension of all activities as a group for a specified period of time.
10. Withdrawal of recognition by the College for a specified period of time (to include permanent withdrawal of recognition).
11. Other sanctions as deemed appropriate.

Damages 

1. If a student organization recognized or otherwise, damages campus or rental facilities, property, or equipment, the entire membership of the group will be responsible for compensating for the damages.
2. If the student organization has funds available in a College account, they may choose to use these funds to pay for the damages or divide the costs among the student members.
3. If the student organization does not have a College account the cost may be billed directly to the student accounts of the student organization’s membership.

The Whittier College Student Code of Conduct applies to both individual students and student organizations. Leaders and members of student groups are encouraged to read and understand their obligations to the Code of Conduct as both individuals and as an organization.

Read the information for both internal and external constituencies regarding the Whittier College policies on hazing within student groups, which includes all student organizations, Societies, and athletic teams. Members of the College community who witness or are a party to hazing behavior are strongly urged to complete a hazing reporting form.

Purpose

This policy establishes the procedures and requirements for society recruitment and new member education by alumni when there are no current active students. The intent is to ensure that recruitment and new member activities are conducted in a fair, transparent, safe, and inclusive manner in alignment with college policies.

Scope

This policy applies to all recognized societies at Whittier College. For societies to be able to recruit they must be recognized by OSE and have an advisor and approval from alumni relations and OSE to serve as the society representative. The policy and process outlined applies to all recruitment, selection, and new member education activities, whether formal or informal, on or off campus.

Policy Statement

1.     Approval Requirement

• All recruitment and new member education activities must be approved in advance by the Office of Student Engagement (OSE). For some high-risk activities, OSE may require the advisor to be present and attend. 
• Any alumni participating in the recruitment and new member education process must be approved by OSE, be in good standing with their society, and have no campus restrictions.
• No recruitment, pledging, or initiation events may occur without authorization from OSE.

2.     No Current Active Members

•  As no current undergraduate active members exist, society recruitment and pledging shall be facilitated in partnership with OSE and the designated alumni representative.
• Alumni advisors, are not synonymous with the alumni representative, may assist with planning and oversight but may not conduct recruitment or pledging activities independently of OSE. Alumni advisors are not trained and selected like the representative but must complete required training and get approval from OSE.

3.     Formal Recruitment

• Formal recruitment periods will be established by OSE in consultation with recognized societies in ISC. 
• Recruitment events must be open, equitable, and consistent with the college’s nondiscrimination policy.
• All publicity, invitations, and event schedules must be reviewed and approved by OSE.
• Informal recruitment by alumni representatives is limited. Consult OSE for approval of informal recruitment events. Events that are not considered informal recruitment include dances, stags, and festivals.

4.     Pledging or New Member Education

• New Member Education activities must be conducted in compliance with NME handbook, programming policies and code of conduct to promote student safety, academic success, and well-being.
• Hazing in any form is strictly prohibited and will result in immediate disciplinary action, up to and including loss of NME privileges.
• New member education programs must be submitted to and approved by OSE prior to implementation, and any changes must also be communicated as they occur.

5.     Training and Compliance

• Alumni representatives and any PM or New Member Educator involved must participate in OSE-led training on recruitment, inclusive practice, hazing prevention, and risk management.
• Failure to comply with this policy may result in loss of recruitment or NME privileges. 

Enforcement

The Office of Student Engagement is responsible for monitoring compliance with this policy. Violations may result in sanctions including—but not limited to—loss of event privileges, suspension of recruitment activities, or revocation of new member education.

Purpose

Whittier College is committed to fostering a safe, inclusive, educational, and values-based experience for all members of recognized societies. The purpose of this policy is to ensure that all membership intake, new member education, and mentorship programs occur in a manner consistent with College policies, California law, and the educational mission of Whittier College.

Prohibition of Underground Pledging

Whittier College prohibits all forms of underground pledging, pre-pledging, unofficial new member education, or any membership process that occurs outside of an approved and registered recruitment or new member education period.
No student, alumnus/a, chapter officer, active member, or advisor may organize, facilitate, encourage, participate in, or knowingly permit underground pledging activities.

The prohibition applies regardless of:

• Whether participation is voluntary.
• Whether the activity occurs on or off campus.
• Whether the activity occurs in person, online, or through social media.
• Whether the activity is referred to as "bonding," "education," "preparation," "interest meetings," "associate membership," "little sibling training," or any other term.

For NME and Little Brother/Little Sister Programs

All membership recruitment and education activities must:

• Be approved by the Office of Student Engagement.
• Occur only during designated recruitment periods.
• Follow the guidelines outlined in the NME handbook.
• Be included in a submitted and approved new member education plan.
• Be educational in nature and aligned with organizational values.
• Be accessible and respectful of students' academic, personal, and employment responsibilities.

Prohibited Activities

The following activities are prohibited during any society-related activity, including recruitment, new member education, and Little Brother/Little Sister programs:

• Physical or psychological hazing.
• No pledging events can have alcohol or drugs.
• Sleep deprivation.
• Forced exercise or physical activity.
• Forced consumption of food, beverages, alcohol, drugs, or other substances.
• Blindfolding or confinement.
• Personal servitude.
• Public embarrassment or humiliation.
• Threats, intimidation, or coercion.
• Required attendance at unapproved meetings.
• Secrecy regarding activities from the College.
• Any activity that interferes with academic success or student well-being.
• Any activity that violates College policy, local law, state law, or federal law.

Reporting Obligations

All members, officers, advisors, and alumni who become aware of potential underground pledging or hazing activities are expected to report the concern to the Office of Student Engagement.
Failure to report known violations may be considered a policy violation and may result in disciplinary action.

Violations of this policy may result in one or more of the following:

• Educational sanctions.
• Membership intake restrictions.
• Suspension of recruitment activities.
• Loss of privileges.
• Organizational probation.
• Organizational suspension.
• Revocation of College recognition.
• Individual student conduct action.
• Referral to law enforcement when applicable.

Acknowledgment

All society officers, new member educators, advisors, and participants in Little Brother/Little Sister programs must comply with this policy.

OSE requires societies submit a NME Education Plan and a Big/Little Program Registration Form each semester outlining dates, activities, learning outcomes, and participant rosters, with an agreement that event registration and off-campus event policies will be followed. If OSE gets a suspicion of hazing report for NME or the little sibling process, it can halt or stop the process at any time and any activities or communications that happen without their approval are considered underground pledging.

Purpose

Whittier College recognizes that student involvement should be a positive and voluntary experience. Students maintain the right to end their affiliation with a recognized society at any time and for any reason. This policy supersedes any society's constitution, bylaw, tradition, membership agreement, financial obligation, membership contract, or internal disaffiliation process. This policy supersedes any conflicting society policy, constitution, bylaw, membership agreement, financial agreement, tradition, or practice. No society may establish requirements that limit, delay, prevent, or penalize a student's ability to voluntarily disaffiliate from membership.

Right to Disaffiliate

Any student may voluntarily disaffiliate from a society at any time by notifying the Office of Student Engagement (OSE) in writing.

Students are not required to:

• Obtain approval from society leadership.
• Complete a society-specific disaffiliation process.
• Participate in an exit interview.
• Provide a reason for leaving.
• Meet additional requirements imposed by the society.

The student's written notification to OSE shall serve as the official and final notice of disaffiliation.
Disaffiliation becomes effective on the date the student submits their written notification to OSE unless otherwise requested by the student.

Upon disaffiliation, the student shall:

• Cease participation as a member of the organization.
• No longer be subject to society membership requirements, obligations, or expectations.
• No longer be required to attend meetings, events, recruitment activities, new member education activities, or membership-related functions.

The Office of Student Engagement may:

• Meet with students considering disaffiliation.
• Assist with refund determinations.
• Coordinate the return of organizational property.
• Address concerns regarding hazing, harassment, discrimination, retaliation, or policy violations.
• Facilitate restorative conversations when appropriate.

Refund Eligibility

Students who disaffiliate may be eligible for a refund of membership dues, fees, deposits, apparel payments, event payments, or other financial contributions.

• OSE will review refund requests on a case-by-case basis considering:
• The timing of the disaffiliation.
• Payments already made by the organization on behalf of the student.
• Whether goods or services have already been received.
• Documentation of expenditures.

Societies may not withhold refunds as retaliation for disaffiliation. The Office of Student Engagement reserves the authority to determine the appropriate refund amount.

Return of Property

OSE will coordinate with the student and society regarding the return of any organization-owned property, including but not limited to:

• Apparel and uniforms
• Membership pins or insignia
• Keys or access cards
• Equipment
• Supplies
• Ritual materials or manuals owned by the organization

Students shall be provided a reasonable time frame, generally no fewer than ten (10) business days, to return organization property.

Prohibition on Retaliation

No society, member, officer, advisor, alumnus/a, or affiliate may retaliate against a student for choosing to disaffiliate.

Prohibited retaliation includes:

• Harassment or intimidation.
• Social media targeting.
• Public disclosure of private information.
• Threats of financial penalties.
• Refusal to return personal property.
• Interference with participation in other student organizations.
• Pressure to rescind the disaffiliation decision.

Reports of retaliation may be addressed through the Student Code of Conduct and/or organizational conduct process.

Students may not be charged future dues, fines, assessments, alumni obligations, apparel costs, or other fees after the effective date of disaffiliation unless the student has failed to return organization property or owes a documented debt incurred prior to disaffiliation.

Sometimes, students are not sure about whether their event would be perceived as a group/club/organization event or as a private individual’s event. To help you think through this process, please consult the checklist below.  The following questions are intended as a guide to help you as you consider whether an event could be considered a student group/club/organization event by a reasonable observer. If you answer “yes” to one or more of these items, the event may be considered a student group/club/organization event to a reasonable observer, and you should consult with the Office of Student Engagement staff for guidance.

• Is the space where the event is being held reserved in the name of your group/club/organization or the alumni/alumni associations of the group?
• Does the venue of the event have visible group/club/organization insignia (e.g. flags, pictures, crests, banners, letters, etc.) inside or outside?
• Is the event being hosted in a residence where most residents are members or alumni of the group? Reminder events in personal residences are not permitted.
• Is the event being hosted or planned by one or more members of the group/club/organization and supported by the officers?
• Is the event being financed by the group/club/organization or by its members?
• Is the event being hosted or planned by one or more members and supported by members/new members?
• Do the officers have prior knowledge of the event?
• Is the event listed or advertised on the group’s website or social media accounts?
• Do online invitations reference the group/club/organization
• Is the event listed on the group’s calendar?
• Does the event need to be registered with the College according to policy?
• Will the event be announced and/or discussed at a group/club/organization meeting?
• Will officers, especially executive board members, be in attendance?
• Will the event be discussed over the group’s listserv or group chats?
• Are members attempting to rename the event to give the appearance that it isn’t associated with the group?
• If guests stopped on their way to the event, would they say they were going to the group’s event?
• Is the event actively or passively endorsed by most of the active group/club/organization?
• Is the group/club/organization or its members involved in planning any portions or the event or encouraging members to attend?
• Has the event been communicated, planned, or advertised through chapter-wide communication platforms?
• Are the attendees wearing group-affiliated apparel (letters, t-shirts, etc.)?
• Is the group/club/organization using event or program operations procedures or protocols (i.e. off campus event process, vendor COIs, etc.)

Whittier College respects the rights of all members of the student community to freely express, explore and discuss matters which are of interest and concern to them. The ability to freely express ideas and viewpoints is vital to a liberal arts education. This may include expressing these opinions publicly and joining together to demonstrate those concerns in an orderly fashion. Whittier College protects the right of voluntary assembly, will make its facilities available to students for peaceful demonstrations, welcomes guest speakers and will try to protect them from disruption and interference. Whittier College also respects the rights of each student and community member to be free from coercion, harassment, and personal targeting, especially with respect to personal beliefs and characteristics.

Expression is considered respectful and responsible when it meets the following guidelines:

Whittier College, by law, has the right to determine reasonable time, place, and manner for all sponsored activities and events. Protests are not permitted within campus buildings. Encampment, tents, and structures are prohibited without prior authorization. Protests should end by 11 pm, and cannot include amplified sounds, lights, or unruly crowds. Crowds must disperse when instructed by College officials.   

Individuals/organizations planning on hosting or participating in a protest, rally, or demonstrations are encouraged to consult with the Office of Student Engagement and the Dean of Students for additional guidance and referral for support:

• Dean of Students Office: Campus Center, 562-907-4233, deanofstudents@whittier.edu   
• Office of Student Engagement: 562-907-4909, osestudent@whittier.edu  

Expression through written means not affixed to anything (i.e., signs, posters, leaflets) is welcomed if the material falls within the above guidelines of being respectful and responsible. Expression through written means that is affixed (i.e., signs in ground, chalking, etc.), must first be approved by OSE. Actions that violate this policy expose participants to both disciplinary and financial recourse (costs experienced by the College will be charged to involved students). The Director of Communications and/or designee will serve as the official College spokesperson. All media inquiries should be directed to this office.

General Procedures

It is the responsibility of faculty, staff, and students to immediately report any situation that could possibly result in harm to anyone at the College. Any member of the campus community may become aware of troubling actions or a situation that is causing serious anxiety, stress, or fear and if so, the information should be forwarded immediately to the Director of Campus Safety or the Dean of Students.  

Any demonstration planned in consultation with any Student Life or Academic Affairs department should be made known to the Administration before the event (or as soon as possible when noted).

The Director of Campus Safety and the Dean of Students will evaluate the plan or report of any demonstration and, if appropriate, convene an Event Safety Planning Meeting.

When information is received about an unplanned or spontaneous demonstration, staff and Administration members will attempt to work with participants to ensure a safe environment for both protestors and community members.

Campus Safety officers will stand by to provide safety and protection for all individuals. If needed, WPD will be involved for additional support. Campus Safety will be available until the demonstration disperses.

Chalking Guidelines

If an organization wants to use chalk to publicize an event it must be cleared by the OSE Office in advance.   

• Chalk must be designated as appropriate for use on sidewalks
• Chalking is limited to paths within the interior of the campus
• Chalking is prohibited on the red bricks, public streets (Earlham, Painter, or Philadelphia), and around Mendenhall
• Chalking should be removed after 3 days
• Students are responsible for washing the chalk off after their event with water and biodegradable soap (so it does not kill the landscaping).