Your guide as a student org leader
Whether you're planning events, managing your organization's budget, or navigating YaleConnect, this resource is your definitive guide to leading a successful student organization at YSPH.
Whether you're planning events, managing your organization's budget, or navigating YaleConnect, this resource is your definitive guide to leading a successful student organization at YSPH.
Membership
Membership is limited to currently enrolled YSPH students and approved GSAS partners.
Because YSPH student organizations are funded with school-specific resources, clubs are intended to primarily serve YSPH students. If your organization plans to include members from other Yale schools, please contact the Assistant Director of Student Life at brian.ibarra@yale.edu to discuss the appropriate club structure.
Student Organization Advisor
Student organizations are required to have a faculty/staff advisor, who works within YSPH.
YSPH faculty and staff are eligiabe to serve as advisors to Student Organizations. If a faculty/staff member agrees to serve as a Student Org Advisor, the term for this positon will be one full academic year. Faculy/staff on leave or sabbatical cannot serve as advisors.
Role of Advisors:
The role of advisors to student organizations is varied, depending on the specific needs and mission of the student organization.
Advisor roles are not to:
Student Leadership & Transition
Each student organization must have at least two elected student leaders who are returning, full-time enrolled students in good academic standing:
• President/Chair
-Serves as the primary contact between the organization and Student Affairs.
-Oversees the organization's activities, programs, and leadership team.
• Treasurer/Budget Officer
-Manages the organization's budget and financial transactions.
-Ensures the organization remains within its allocated budget and follows all purchasing policies.
-Maintains financial transparency and accountability.
Please use the Student Officer Guide on how to best use your YaleConnect "Campus Groups"
Student Org Elections
All elected leaders must commit to leading the student org one academic year, and must be a full-time enrolled student in good academic standing.
Student orgs decide the following year's leadership in early-to-mid Spring. The election process starts in January and ends late-March. You will then report the names of the new leaders to the Assistant Director of Student Life, Brian Ibarra. These deadlines will be communicated to current student org leaders via email and meetings.
Leadership Transition
Outgoing student org leaders are responsible for assisting and advising new leaders until the end of the academic year. In Fall of the new academic year, incoming student org leaders officially assume their roles and responsibilities.
Newly elected leaders must attend mandatory training sessions organized by OSA, (outlook invites sent by end of May.)
New Club Formation
Each student organization must have at least two elected student leaders who are returning, full-time enrolled students in good academic standing:
Yale School of Public Health's Office of Student Life (OSA) welcomes applications for new student organizations.
While new student orgs help form the YSPH student community, students are equally and strongly encouraged to pursue their goals within the framework of existing student orgs.
To be recognized as an official Club, a new Club proposal must be reviewed and approved by OSA.
Proposals will only be approved for Groups that present a well-researched, thoughtful argument about how their mission and vision distinctly separates them from existing clubs at YSPH. It is also important that student interest in the club will sustain year to year.
Note: Only new Groups that cannot fit within existing clubs will be approved.
Yale School of Public Health's Office of Student Life (OSA) welcomes applications for new student organizations. If you conclude that your goals and activities cannot be met through an existing club and you would like to establish a new club, you must work through the steps below.
New Club Steps
1. Have a Conversation with OSA:
Schedule time with [your name/booking link], Assistant Director of Student Life, to discuss your new group's goals and other details.
2. Complete the Application:
[Submit your new club application here — link], following your discussion with OSA. Provide as much information as possible. Deadline: [add deadline].
3. Setup, Training, and Development:
Once OSA reviews and approves your application, congrats! You will then be asked to go through setup and training with the OSA team. Your entire new leadership team should be present for this. We will set up your YaleConnect page, and provide training on how to plan events at YSPH, funding, and policies to be aware of.
4. Your First Year:
Focus in your first year as an established club on building your membership, hosting small and meaningful events/gatherings, and developing your goals and energy of the club!
Developing a Name & Logo
If you are a new group registering with the student affairs office and wish to use Yale in your name/logo, you are required to indicate in your name/logo that you are a student organization. To accomplish this, we suggest using words such as – undergraduate, undergraduate organization, graduate student, student organization, student alliance, student partnership, student society or student association. Note, other organizations trademarked logo’s may not be used or altered, in conjunction with any Yale logo.
Examples:
“Yale Connect – an Undergraduate Organization”
“Yale Student Alliance for Gun Safety”
“Yale Graduate Student Consulting Club”
Use of “at Yale”
Please note the words “at Yale” alone do not convey student status. If you wish to use the words “at Yale” in your name, you must also include language indicating your status as a student organization. Example: “A Leg Even at Yale – an Undergraduate Organization”
Use of Logos
Logos that include the word “Yale” must also indicate that your group is a student organization.
Check Yale Trademark Licensing website to learn more about Yale branding guidelines for student-run organizations.
Finding a Date for Your Event
Before you begin, some important notes:
-All events must be hosted under a Student Organization, i.e. no individual events.
-All events must be hosted on Yale Connect using the create event form. (Go to the group you lead, click on events, then click "create event")
-No events can take place during breaks, reading periods, or examination periods, check academic calendar.
-Clubs should check Yale Chaplain's Office Multi-Faith Calendar before setting up a date.
Other things to consider:
Always consider several dates as backup
It's best to have a backup plan - YSPH is a busy community, be prepared and be open to flexibility in your planning!
Confirm Speakers only after confirmed date & space
It happens so often; a Club confirms a high-profile speaker, then realizes there's no space - avoid that moment and get your space confirmed first! You also need to have the speaker approved before reaching out
See what other clubs are doing before you plan?
It may be of interest to see what other clubs are doing; perhaps there's a chance for collaboration and co-hosting
Room Reservations and Facilities Requests
Students may request room reservations for their events by reviewing the 25Live 'Room Reservation System' website and submitting the online room reservation form accordingly. If there are challenges with finding/reserving a room, students should email the Student Affairs Office at ysph.studentaffairs@yale.edu for assistance.
Upon reserving a space, if a Facilities request for the event is necessary for the purpose of clean-up, extra garbage cans, sanitizer stations, etc., please email ysph.studentaffairs@yale.edu.
Haven't booked a space using Yale Connect?
Watch this tutorial on how to get started creating your event!
Accommodations for Virtual Meetings & Programming
Some degree programs at YSPH are conducted through online learning. If an online-only degree seeking student wishes to participate in organization meetings or events, student leaders must provide virtual accommodations when reasonably available. Please email ysph.studentaffairs@yale.edu to assist with logistical questions in any such cases.
Movie Screening Rights
Policy from General Counsel Office of Yale.
Screening rights are required to show films and live events. This includes streaming services (Hulu, Netflix, Amazon) and TV broadcasters. Written permission from the film or show's producer must be provided to OSA when completing the YaleConnect event request form. No room bookings will be confirmed until this approval is provided.
There are a variety of options for screening that do not require viewing rights:
-Some Distribution companies will grant exceptions/waive fee for educational purposes (E.g. Spyglass Media Group & Swank Motion Pictures)
-Some Netflix Originals have an exception for one-off events
-Yale Film Study Center offers viewing with very limited rights on a majority of the films in their collection
Catering
Before you confirm any catering, you must have your budget approved by OSA! Catering charges will not be covered without budget approval.
Yale Hospitality:
Hospitality is a good option for large scale events, and typically know the campus well which reduces stress on setup. But cost can be a big deciding factor when working with Hospitality.
Discuss with the OSA team if you want to explore this route. It may or may not be the best route to take for your catering!
External Caterers:
There are plentiful caterers in the New Haven and surrounding areas. Many of them work with YSPH on a regular basis and so know the general logistics of our spaces and 9/10 times are cheaper than in-house Hospitality options, depending on your event.
YSPH Alcohol, Posters & Publicity, Policy
The YSPH Office of Student Affairs requires that all registered student organizations offer alcohol responsibly should they choose to serve it at their events on or off-campus. Student organizations must follow all Yale rules and state laws regarding the provision and consumption of alcoholic beverages. Connecticut state law holds legally responsible those hosts who serve alcohol to underage persons, in public or private gatherings, and even in private homes and apartments. Failure to follow these laws and rules puts the organization, its leadership, members and any guests attending events at risk and can result in serious penalties and prosecution. Given the seriousness of these issues, student leaders may be required to discuss group events in advance with the Associate Dean and Director of YSPH Student Affairs, and other administrators as appropriate. Transgressions may result in revocation of group recognition, rescinding of any current or future funding, and possible disciplinary action.
Per YSPH Policy, if an event hosts more than 50 people and/or is open to persons under 21 years of age, the student organization must ensure there is a licensed bartender serving alcohol and that food and non-alcoholic beverages are provided. If a group intends to host an event that fits these criteria during the coming academic year, one of the group’s leaders should complete the online bartender training accordingly. Groups should account for this bartender training fee in their budget for the year, if a need is expected.
Alcohol and Restrictions around Funding
ID checking:
Whether hosting events on-campus or off-campus, student organizations must have policies and practices to prevent the serving of alcohol to those under 21 years of age, and to safeguard guests from over-consumption or from drinking and driving.
Alcohol Tips:
Group leaders should carefully review information from Alcohol and Other Drugs Harm Reduction Initiative (AODHRI) on risk reduction and the responsible use of alcohol at events. In addition, their website offers an alcohol education program.
Some tips for responsible event planning if alcohol will be served:
-Mention other beverage options available (“beer, wine, & soda served” or “alcoholic and non-alcoholic beverages available”).
-Notices should also state “21 and over with government photo ID required” as needed.
Tailgating parties at home football games at the Yale Bowl:
For safety and legal compliance, Yale strictly controls areas and rules for individual and group pre-parties or “tailgating” at the Yale Bowl area for home football games. Groups must follow the tailgating rules regarding alcohol, equipment and vehicles.
Posters & Publicity Policy:
Flyers or advertisements cannot be posted on any walls or surfaces on campus, due to potential damage of painted surfaces.
Custodial will remove any flyers left taped or placed on walls, window ledges, or communal areas.
Purchases, Finances & Taxes
For purchases in connection with approved student organization activities or events, students should obtain approval for event expenses by submitting the SAYPH funding and reimbursement request form. All student organization budget officers are responsible for reviewing SAYPH Funding Guidance provided by the Office of Student Affairs at the start of the academic year and following appropriate deadlines, rules, and regulations when submitting requests. Only budget officers are eligible to submit the SAYPH funding request form.
When it comes to financial records and taxes, all graduate organizations are expected to comply with both Yale and School regulations and US federal and state tax laws. Graduate student groups may reference the Financial Guide for undergraduate student organizations from Yale College for a summary of some of the basic tax laws affecting organizations.
Yale’s Tax Exempt Certificate may NOT be utilized for your personal purchases.
The "PCard"
You must only use OSA's purchasing card (or PCard). Do not use your personal credit card - we cannot reimburse you!
You should request to use the PCard from Brian on the day you plan to make the purchase. PCards may not be taken out and must be used at the OSA office. Use the link to schedule a time to use the PCard with Brian Ibarra.
When you meet with Brian, you will be checked against the budget you have been approved for and it will be checked you have created the event on Yale Connect. You may be provided with a copy of the tax exempt certificate if needed.
Rules of Purchasing
Legal & Risk Management Issues
Fundraisers, Raffles & Prizes
Many student groups want to raise funds to support their events or for charitable purposes, but groups need to be very careful when doing it. The State of CT closely regulates charitable raffles or prize drawings for cash or prizes, and of course gaming or gambling of any kind - poker tournaments, casino gaming, bingo. Groups can do some of these things, but leaders must consult the CT state rules and get permits if necessary.
In general, most University offices and funding group do not give University cash to groups to be used directly for charitable purposes. While not donating to the charity directly, some campus funders may allow student groups to request funds for food or supplies for the group’s fundraising event.
Fundraising for Cause
Student organizations sometimes wish to raise funds for a cause that their organization supports. This is possible as long as the organization follows these guidelines:
1. Eligibility
2. Recipients of contributions
3. Collection of funds
4. Locations
Political Campaign Activity & Elections
During election seasons, groups considering engaging in political activity or engaging with candidates should consult the University Guidelines on Political Campaign Activity. Please contact the Yale Office of Federal Relations with any questions.
Risk Management Issues - Insurance, Travel, and Driving
Group leaders and event planners should carefully review the resources and guidelines from Yale Risk Management for making student group activities safer and reducing your risks and liability.
Non-Permissable Items
Items that cannot be funded under Student Orgs in any circumstance.
Items that are limited to funding under Student Orgs.
Video Tutorials
As part of our ongoing goal to make managing a Club easier for you, the OSA team have been working on providing some helpful video tutorials that you can follow on some of the most basic items of Club Management on Yale Connect.
Club Officer Training: A General Overview
CampusGroups 101:
Officer Bootcamp: An Overview of Group Management:
Events:
Event Creation and Attendance Tracking:
Event Attendance Tracking:
Emails and Newsletters:
Emails: Email Builder & Tracking Metrics:
Drag & Drop Builder: Create Emails (and Websites):
Forms and Surveys:
Forms: Forms, Surveys and Workflows:
Other Features on Yale Connect:
Website Builder:
Tracks & Checklists:
