Club/Org Responsibility & Member Removal Policy

This policy is intended to reflect Campus Life’s responsibility and interest in promoting its mission in “play[ing] an integral role in the education of the whole person, a ‘process through which students become aware of their interests, community, and purpose in the world.’ We deepen the student experience by providing resources and opportunities to explore interests through involvement in student clubs and organizations, social events and programs, first-year experience programs, skill building workshops, and employment opportunities. An equity and inclusion lens is foundational to our work – we actively aspire to dismantle -isms and -phobias, and partner with students to do the same in their areas of influence.”

Campus Life celebrates and values the diversity of the Bates community, and the identities, backgrounds, and life experiences of all Bates students. This includes the groups, clubs, organizations, and programs that they engage with while at Bates. We strive to work with students in creating an inclusive, accessible and welcoming environment. Our goal is to sustain a campus community in which all individuals can authentically engage, feel they belong, and see themselves in the programs, events, clubs/organizations, and the many leadership opportunities that are supported by Campus Life. To realize these goals as a community, all BCSG-recognized student clubs and Campus Life-advised organizations are open to all enrolled students at Bates.

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Club/Org Expectations | Member Removal | Club/Org Responsibility | Club/Org Leader Responsibilities

Club/Org Expectations

Student clubs/orgs may set membership expectations related to their mission and operations; examples include regular attendance, fulfillment of assigned tasks, practice, and preparation for organizational activities. These expectations must be documented in the club/org’s constitution, and may not conflict with college policies. In situations in which a club/org’s membership expectations are in conflict with college policies, the college policies will supersede them. The determination of whether there is a conflict between club/org expectations and college policies will be made solely at the discretion of college administrators.

Club/org leaders are expected to provide feedback and clear guidance to any members who fail to meet expectations or who are obstructing the club/org’s operations. Even in situations in which this feedback is communicated verbally, written feedback via email must also be provided. If, despite multiple interventions, the member continues to fall short of the club/org’s expectations, leaders may want the member to leave the group. For example, members who miss too many meetings, fail to complete crucial tasks, or significantly disrupt activities, could be informed that their membership is in jeopardy – if the behavior persists, they could lose their membership. Campus Life and the Restorative Practices Program are both important resources for organizations in navigating these situations.

Removing a Member from a Club/Org

Student clubs/orgs may not conduct internal disciplinary processes to address member removal, nor may leaders ask a member to leave the club/org without due process managed by college administrators. Only a finding of a policy violation resulting from an official college process may result in member removal. The removal of a student from a club/org as a result of a college policy violation must meet thresholds set forth in the college policies and is at the sole discretion of college administrators.

Code of Student Conduct and Title IX & Civil Rights Violations

Club/org members have a responsibility to take action to try to prevent violations of college policy, or at minimum, to notify college administrators if they become aware of a potential violation. If club/org members are concerned that a student member has engaged in behavior that potentially violates the Code of Student Conduct, the Equal Opportunity, Non-Discrimination, and Anti-Harassment Policy, the Non-Retaliation Policy, or other college policies, they should bring their concerns to the attention of Campus Life or to a college administrator such as the Assistant Dean of Residence Life and Community Standards, a Title IX Coordinator or Deputy Coordinator, or the Confidential Resource Advisor.

Please note that Title IX Coordinators, Deputy Coordinators, and Confidential Resource Advisors are legally barred from sharing information provided in a report with Campus Life to protect the privacy of individuals involved. If a student club/org would like assistance with navigating interpersonal dynamics and maintaining a welcoming environment in the wake of a report, the leaders of the group should contact Campus Life.

Other Violations

For situations which fall outside of the purview of Community Standards or Title IX and Civil Rights Compliance, leaders should meet with Campus Life staff. Campus Life will review the details of the situation, including any written feedback provided to the member in question. Campus Life may also meet with individuals involved in the situation, including but not limited to club/org leaders, the member in question, and other members. Campus Life will make a determination as to whether the member should be removed. Students may not make a determination as to whether the member should be removed. If a member is determined to be removed, Campus Life and the leaders of the club/org will strategize about the method in which the member is to be informed.

Club/Org Responsibility

Club/Org Responsibility for Club/Org Actions

Student clubs and organizations will be held responsible for club/org misconduct in the following circumstances:

When the club/org fails to comply with a duty imposed by a college policy, including, but not limited to:

Improper membership education of relevant college and club policies;
Failure to comply with applicable health and safety regulations;
Misuse of, including damage to, college property, facilities, and equipment;
Misuse of club/org funds, including spending of funds on items that are not permitted by Campus Life and BCSG Funding & Activities Board (FAB) policies, and overspending the club/org account;
Misuse of fundraised monies, such as spending on purposes not made explicit to donors;
Hazing activities, as defined by the Code of Student Conduct;
Violations of college policies concerning alcohol use, including underage possession and consumption, possession and consumption of hard alcohol, and consumption of alcohol in club office and storage spaces;
Violations of any other rule or policy applicable to clubs/orgs.

Club/Org Responsibility for Individual Acts of Misconduct

A student club or organization will be held responsible for misconduct of one or more of its members when the misconduct arises in the course of or derives from the activities of the club/org. This includes social activities hosted by club/org leaders and/or members both on- and off-campus. For example, an off-campus social gathering hosted by a club/org member at which a substantial number of club/org members are present is considered an activity of the club/org.

Examples of violations for which an club/org may be held responsible include, but are not limited to:

Offenses against persons, including hazing, as defined by the Code of Student Conduct;
Offenses against property;
Possession and consumption of hard alcohol;
Possession of, consumption of, and/or providing alcohol to someone under the age of 21;
Illegal drug use.

Potential Ramifications

In general, violations such as those described above will result in a conduct process administered by the Office of Community Standards and/or the Title IX and Civil Rights Compliance Office. Upon a finding of responsibility, Campus Life will determine appropriate action, including manner and length. This could include, but is not limited to:

Required education and/or training;
Freezing of the club/org’s financial account;
Probation, which would prevent the club/org from hosting events and requesting or spending funds;

And for the most egregious violations:

Suspension, requiring the club/org to cease all operations for a period of time;
Dissolution, requiring the club/org to disband permanently.

Club/Org Leader Responsibilities

BCSG-recognized student clubs and Campus Life-advised student organizations have the privilege and responsibility to develop and implement appropriate internal policies and procedures, governing operations, activities, and the conduct of members. Clubs/orgs shall also be responsible for informing members of such policies and procedures, including the potential consequences if violated. The responsibility for development, implementation, administration, and enforcement of such policies and procedures shall be exercised on behalf of each student club by the club/org’s officers and in accordance with the club/org’s constitution.

By becoming an officer or leader of a BCSG-recognized student club or a Campus Life-advised student organization, students agree to the following statements:

I agree to abide by any and all Bates policies, including College Code of Student Conduct, and Non-Retaliation Policy as well as federal, state, and local regulations.
I accept and will uphold the principles of Equal Opportunity, Non Discrimination, and Anti-Harassment Policy. All Bates students shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity or gender expression.
I understand that as a student club/org leader, I am not able to enter into a contract on behalf of Bates.
I understand that my club/org must operate in accordance with Bates College’s status as a 501(c)(3) educational non-profit.
I understand that all members of my club/org must be currently enrolled at Bates.
I understand that all club/org leaders shall be personally responsible and accountable for the operations of the club/org.