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Procedure and Protocol for Registered Student Organizations (RSOs)

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Faculty/Staff Advisor Information

Introduction

Groups developed, created, and maintained by New School Students are entirely separate entities from The New School (“University”) and its respective departments, offices, colleges, and academic programs. Registration by the University allows organizations and students to access university resources, support, and opportunities through the Office of Student Engagement (OSE) in the Division of Student Success.

Scope

These procedures apply to all members of the New School community. If anything within this procedure and protocol document is in conflict with overarching university policy or guidelines, the University Policy, Protocol, or Procedure takes precedence. If there is a conflict - is likely due to a recent update in University Policy or law.

Definitions

OSE: Acronym for the Office of Student Engagement. Previously the Office of Student Leadership, Involvement and Transition Experiences (SLI-TE).

USS: Acronym for the "University Student Senate".

Good Academic Standing: A cumulative GPA (across semesters) of at least a 2.0 GPA for Undergraduate Students and a 3.0 for Graduate/PhD Students. (All RSO officers must maintain Good Academic Standing)

Good Disciplinary Standing: Not currently in a disciplinary probation or standing sanction that would make their participation/leadership in a Student Organization non-compliant. (All RSO officers must maintain Good Disciplinary Standing).

National Organization: To be understood as an external, national, or international group, collective, partnership, corporation, association, company, fund, trust, or foundation; regardless of formal incorporation or registration, identified to have associated and organized unified action on any subject or subjects.

Types of Student Groups:

  • Student Group: An independent or general collective, led and organized by students, that has yet to begin (or chooses not to engage with) the university registration process.
  • Provisional Student Organization: A student group that has submitted their registration or re-registration request, but has not completed all of the requirements.
  • Registered Student Organization (RSO): A student group that has completed all of the requirements of registration as determined by the University. Organizations, based on certain eligibilities, have levels of privileges and permissions through a Tier system ranging from Tier 3 to Tier 1.

Responsibilities

The Office of Student Engagement (OSE) is responsible for the administration of Registered Student Organizations including but not limited to review and approval of Provisional and Registered Student Organizations, RSO renewal and changes of status, distribution of associated RSO privledges, training and ongoing support for all Student Officers and Advisors, and supporting compliance.

Registration:

Register a Student Organization

The New School supports organizations that have been developed, created, and maintained by New School Students in order to enhance and contribute to the educational, recreational, and cultural experience offered to the New School Community.

Student groups who seek privileges afforded by our office must meet the below eligibility requirements for registration. Registration of a student group through the Office of Student Engagement (OSE) does not constitute approval or endorsement by The New School or any of its Colleges, Departments, or Offices of the group's purposes, objectives, or activities.

  1. Naming: A group will not be recognized/registered through the Office of Student Engagement (OSE) if it utilizes the university’s name or the name of a college, major, department, or program name in any manner. This includes promotional materials or social media platforms.
  2. Academic Overlap: Student Groups that are determined to require major support or have major overlap with an academic program or department may not be eligible for registration. This determination is made by the Office of Student Engagement (OSE) and takes the below into consideration:
    1. If a Student Group requires the utilization of a major resource or space of a respective major/department/college for its core mission to function (e.g. Making Center, rehearsal spaces, specialized equipment/instruments).
    2. If a Student Organization or Group is affiliated with a National Organization of a respective discipline (e.g. an illustration club pays a ‘chapter’ fee to the National Society of Illustrators, a member is required to pay an annual membership fee, and there is a BFA illustration program)
      1. If the requirements of the chapter or membership require the pursuit of a specific degree or discipline (ex: Members must be pursuing a degree focused on communication design, graphic design).
  3. In order to operate, a Student Group requires or mandates the expertise or resources of faculty or staff to operate outside of their normal job function (e.g. a metalsmithing club as a core part of their mission needs a welder who is on staff to be present at every meeting outside of their studio hours and exceeds their normal job responsibilities).

Organizations that are determined to have major overlap or require major support from an academic department should be seeking privileges support from the affiliated academic department. Appeals can be made to the Office of Student Engagement through appointment.

  1. Officers: All RSOs must have at least three student officers who are currently enrolled at the University. These students must be currently enrolled as students in a New School certificate or degree program and be in Good Academic Standing and Good Disciplinary Standing.
  2. Officers must accept the terms and conditions sent to them through narwhal nation. The terms and conditions state: “The below link takes you to the Current Academic Year's RSO Policy:***Current Years Protocols and Procedures for Registered Student Organizations (RSOs)***By accepting the role of a Student Officer of a Registered Student Organization: I acknowledge that I have access to and can see the above policies.
  3. Officers must complete the most recently developed canvas module.
    1. A copy of previous canvas modules can be found here.
  4. Advisors: All RSOs must have an advisor who is a current/active faculty or staff member and consents electronically to advisement via a Narwhal nation form.
  5. Advisors primary role on campus cannot be a role that is dependent on their status as a current student.
  6. Active Advisors cannot be on sabbatical or leave.
  7. External Organizations: RSOs that affiliate with external chapters or organizations must be maintained and supported in the same manner and structure as independently developed Student Organizations. Registration for a Chapter of a National Organization must be brought by current New School students and not by external parties, faculty, or staff. The Registered Student Organization on campus is treated as an entirely separate entity as the external organization, with the external affiliated organization treated as another external partner and collaborator.
    1. The External Organization, if they seek to have a presence on campus to work with our Registered Student Organization, will need to work with Student Success Operations to process and fill out a Memorandum of Understanding (MOU).
    2. See External Guest Procedure under Events for further information about campus access.
  8. Compensation: If compensation (stipend, salary, scholarship, lodging, remuneration) is provided to any student officer for their participation or involvement in an organization's activities on campus through an external party, this external party must be disclosed and the compensation must be described through the registration process. In addition, the external party must provide the institution with a Certificate of Insurance.
  9. Charter/Constitution: Each potential and current RSO must provide a Constitution detailing the mission, goals, and procedures of the organization. For purposes of the Office of Student Engagement (OSE), a valid Constitution must:
    1. The group’s name, mission, rules, and guidelines must benefit all students at The New School. The group must be open and inclusive for all interested students to participate. This must be in alignment with The New School’s obligations to equal access and The Office of Student Engagement’s (OSE) guidelines around inclusivity.
    2. State the purpose and mission of the group.
    3. State the requirements and privileges of group membership and the criteria and process for member removal.
    4. State the process for electing, appointing, and removing officers, at least three in total, and the contact information of the current officers.
    5. State the frequency of group meetings and indicate how meetings will be initiated.
    6. State the process for introducing and adopting amendments to the Constitution.
    7. Indicate agreement via written or digital signatures of three officers and two member witnesses.
  10. Membership Eligibility: No student may be denied membership to an RSO on the basis of protected classes, major, department, college, anticipated graduation date/class/cohort, program (e.g. seniors in Lang only), or native language proficiency/fluency (e.g. must have native proficiency or be fluent in in Klingon). New School staff, faculty, or alumni may attend RSO meetings and events, but may not be voting members during elections nor may they hold an officer position.
  11. Policy and Law Compliance: To maintain registration status, All RSOs must demonstrate compliance with all applicable local, state, federal, and international laws. RSOs must also abide by University policies to maintain registration status. See the Enforcement section for more detail.

All student organizations seeking registration and recognition will be ‘provisional’ until all requirements of registration are complete.

Requirements of Registration and Registration Procedure:

  • Submit registration or re-registration materials through Narwhal Nation, which include:
    • Three student officers, who accept the terms and conditions through the organization’s registration and the Narwhal Nation roster functionality.
    • Uploading of an eligible and verified Constitution. the Office of Student Engagement (OSE) manually reviews the constitution for eligibility.
      • While we provide a helpful TEMPLATE, the uploaded constitution doesn’t require the use of this template.
    • Provide the name and contact information of a faculty/staff advisor, who will then confirm and consent to be your advisor through Narwhal Nation.
  • Three Student Officers identified through the Roster on Narwhal Nation complete and pass the required training canvas module with at least a 70% grade.

Re-Registration

Registration must be renewed annually. If the core registration information initially provided by the RSO changes within the academic year (e.g. change of officers listed, constitution amended, name change, mission change), the organization should notify OSE with the change(s) in a time-sensitive manner. In specific circumstances, a Student Organization's administrative support or access to privileges offered by OSE may be, ‘Paused’ or placed, ‘On Hiatus’ if lack of timely notification negatively impacts student outcomes or safety.

Tiers, Privileges, & Permissions:

To best support Registered Student Organizations, a tier system is in place to on-ramp new student officers and organizations to the administrative requirements and operations of campus support.

The tiers and privileges afforded therein are not meant to disincentivize new registered to organize events without administrative support; rather, to incentivize collaboration with established organizations and metered learning of campus systems, processes, and operations. All newly registered student organizations are required to begin as a Tier 3 Student Organization. After an Organization's first year, they are eligible to upgrade to a Tier 2 or Tier 1 Organization.

Privileges afforded to Registered Student Organizations by The Office of Student Engagement (OSE) through tiers and registration are subject to restrictions and sanctions in response to an investigation into or a determined violation of the Student Code of Conduct. These sanctions and restrictions are individualized based on the concerns being raised and the violations in question. The appropriate amendments/sanctions would be determined through the formal processes identified within the Student Code of Conduct, facilitated by the Office of Student Conduct and Community Standards.

Tier 1

Tier 1 is for large-scale organizations that expect to hold major events and utilize significant campus resources, and therefore have more extensive requirements than Tiers 2 and 3. These larger requirements are held in the processes and needs for the use of larger rooms/facilities, required trainings, as well as the need for more meetings with their Advisor(s). This Tier is reserved for returning Registered Student Organizations or organizations with demonstrated success who have been on campus for at least 1 year.

Demonstrated Success

Tier 1 requires that the Organization demonstrate at least 6 of any of the below bullets through the submission of documentation. Documentation can either be submitted at the time of registration through the Student Organization Registration Form or anytime through emailing The Office of Student Engagement at studentorgs@newschool.edu

Efficient and effective use of Narwhal Nation:

  • All Events and Meetings are published and requested of through Narwhal Nation
  • Use of Narwhal Nation’s RSVP and Check-In Features.
  • Use of Narwhal Nation’s News Feature to Promote Organization’s Updates, Events, and Resources.
  • 50 or more current students in your Organization’s Narwhal Nation Roster.
  • Check-Ins on a Narwhal Nation event that exceeds 50 attendees (Not just RSVPs)
  • Recurring weekly, bi-weekly, or monthly meetings on Narwhal Nation.
  • Use of the ‘form’ or ‘election’ function to support the operations of an organization, examples include:
    • Voting for incoming officers via ‘elections’.
    • Exhibition curation (submitting portfolio to an exhibition submission via forms ).
    • Survey via ‘form’ for upcoming events and programs.
    • End-of-year feedback.

Demonstrated Fiscal Responsibility:

  • Clear, clean, and consistent requests of purchases. This can include:
    • The independent Tracking and linking of itemized receipts.
    • Purchases made through OSE Budget Systems are clearly identified and affiliated with a Narwhal Nation published event and program
  • Prior to purchasing static equipment - demonstrated exploration and utilization of rental equipment across the New School or New York City.
  • Pursuit of Tax-Free/Exempt Purchasing through means provided by The New School (MyNewSource, EZCater, AmericatoGo, Office-Affiliated Accounts)
  • More than 60% of the organization's institutional budget is through means that are not reimbursement.
  • Utilization of acceptable generative fund efforts to generate funds for Organizational initiatives, which enables a level of self-sufficiency that allows for continued improvement and growth with baseline funding provided by the University.

Effective Collaboration and Coalition Building:

  • Documented Success in Collaboration with other Clubs, Offices, or Departments.
  • Provides appropriate executive summaries and assessment data to both The University Student Senate and/or The Office of Student Engagement (OSE) When sponsored by the University Student Senate - clearly indicates their sponsorship on promotion materials.

Tier 2

This Tier is reserved for returning Registered Student Organizations or organizations who have been on campus for at least 1 year. Unless manually overridden, returning registered student organizations should baseline seek Tier 2.

This Tier is a good fit for a student group or organization that intends on utilizing a fair amount of campus resources and budget but does not intend on extensive off-campus programming or meetings that welcome external guests or attendees exceeding 100 individuals. These larger requirements are held in the processes and needs for the use of larger rooms/facilities as well as the need for more meetings with their Advisor(s).

Tier 3

All New Registered Student Organizations begin as Tier 3 organizations in order for Student Officers and organizers to gain a better understanding of campus processes, policies, and procedures.

Demonstrated success and time on campus makes these student organizations eligible for Tier 2.

Being a Tier 3 Student Organization may be of interest for any low-maintenance student group that seeks to have a standard/routine presence on campus (ex: weekly meetings with food, no programming exceeding 50 participants, no programming with external guests, attendees, or visitors).

They may be supported in implementing larger-scale on campus or off-campus programming via collaborations with Departments, Offices, or higher-tiered Registered Student Organizations.

Provisional Student Organization:

An organization that has submitted their registration or re-registration request, but has not completed all of the requirements will be given a ‘provisional status’ until all requirements are completed. Permissions and benefits are limited until all requirements are fulfilled.

RSO Officer Responsibilities, Requirements, & Trainings

Registered Student Organization (RSO) Officers are responsible for the day-to-day operations of the RSO including drafting and upholding the organization's charter/constitution, member recruitment/management, programming, representation of the organization at University events, and management of any awarded university funds.

RSO Advisor Responsibilities, Requirements, & Trainings

The role of the Registered Student Organization (RSO) Advisors varies by organization, but they are generally responsible for providing guidance related to operations of the RSO (e.g. financial, scholarship) and supporting meetings and events. The role of an advisor is a volunteer role and is uncompensated.

An advisor must be a staff or faculty member of The New School. Faculty on sabbatical cannot advise a student organization. Advisors cannot be a Teacher's Assistant, Research Assistant, Resident Assistant, or any member of the community whose employment is contingent on their role as a student. Advisor roles are volunteer positions and are not compensated.

As the role of Advisor is a volunteer position - Advisors and prospective student officers should discuss openly the type of role the advisor would play with the organization, as the level of involvement and participation is at the discretion of the Advisor. Some organizations have a pool of advisors to assist them with different aspects of the organization (financial, scholarship, expertise, programming, etc.). Some advisors have a high level of involvement with every aspect of the organization; others have a very limited role. It is up to the organization and the advisor to set the parameters of involvement.

If a faculty or staff member ultimately consents to be an advisor to a Student Organization seeking registration:

Advisors may be asked to support meetings and events by the RSO as a Chaperone (incoming policy), On-Site coordinator, or as a Responsible Party. If present at an event as a responsible party, chaperone, or on-site coordinator - the advisor should plan to be on call via a phone when needed, and be knowledgeable about emergency protocol and procedure.

Enforcement

Report a Law or Conduct Violation

Student Code of Conduct

Students have specific rights and privileges afforded to them by International Law, the United States of America, New York State Student Bill of Rights(which includes New York City), The University’s Affirmation of Student Rights, and University Policies that enshrine the Free Exchange of Ideas and Freedom of Artistic Expression.

With this - Violations of University Policy, or International/Federal/State/City law could result in an organization receiving a suspension, probationary status, or immediate revocation of their registration status. Investigations and Conduct Review concerning university violations are done by The Office Student Conduct and Community Standards, which is detailed here.

City, State, Federal, and International Law

Registered Student Organizations must adhere to the laws wherein which they operate. Possible Violations of International, Federal, State, and City law should be reported to the Office of Student Conduct and Community Standards for investigation and review.

University Policy

Registered Student Organizations must adhere to all policies and rules of The New School, including, but not limited to:

Inclusion

The purpose and goals of the student organization must benefit the students of The New School and be open and provide opportunities for all within the New School student community. This along with the University Policy on Harassment, Discrimination, Prohibited Relationships, and Title IX, and non-Title IX Sexual Harassment and Misconduct means that no student may be denied membership to an organization based on protected classes. This includes but isn’t limited to: race, color, religion, religious practices, gender, sexual orientation, national or ethnic origin, physical or mental disability, age, marital status or other personal attributes. All student organizations must be open and inclusive for all interested students to participate.

Pauses, Hiatuses, Restrictions

Important: A pause, hiatus, or restriction is not a suspension or registration revocation (interim or general) implemented by The Office of Student Conduct and Community Standards - but can be in alignment with one. When a Student Organization's administrative support by the Office of Student Engagement (OSE) are, ‘Paused’ or ‘On Hiatus’, or given specific “restrictions” this provides a moment of respite that allows the prioritization of the well-being of the student officers, members of the club, and the preservation of the mission and vision of an organization.

A Pause, Hiatus, restriction can be requested or activated by:

  • ⅔ of identified Student Officers
  • By 50.1% or more of student organization members. This proportion needs two methods of verification:
    • Member is listed on the Student Organization’s Roster on Narwhal Nation.
    • Student reflects and holds the appropriate membership eligibility as indicated on a Student Organization’s constitution.
  • A lapse in registration requirements (A common example is an unexpected absence/departure of a Student Officer or a Faculty/Staff Advisor until another Officer or Advisor is identified.)
  • A request In conjunction with an interim or general suspension or registration revocation implemented by the Office of Student Conduct and Community Standards.

A Student Organization on ‘pause’ or ‘hiatus’ or with “restrictions” maintains its status as a Registered Student Organization - but is limited in its administrative privileges as matters impacting individuals and operations are addressed and resolved. The determination of what administrative privileges are paused can be determined by the Office of Student Engagement, The Student Organization, or if applicable - The Office of Student Conduct and Community Standards through the formal processes identified within the Student Code of Conduct, facilitated by the Office of Student Conduct and Community Standards.

When possible, this pause and hiatus is communicated with existing (or remaining) student officers and the Faculty/Staff Advisor of the Student Organization (if applicable)

Measures can be altered or resolved at the discretion of the Office of Student Engagement (OSE), the Student Organization (If self-initiated), or at the prompting of The Office of Student Conduct and Community Standards at the conclusion of an investigation or resolution of a sanction.

Pause/Hiatus/Restriction in Conjunction with a Student Conduct Investigation:

The below policy is in relationship with the Student Code of Conduct, and not the Student Code of Conduct itself, please refer to the Student Code of Conduct for information specific to Student Organizations.

Important: A student under investigation, probation, or sanctions is different from a Registered Student Organization under investigation, probation, or sanctions. Organizations receiving disciplinary sanctions do not affect an individual students’ disciplinary standing (students may still be charged separately as individuals).

When The Office of Student Conduct and Community Standards (SCCS) receives a complaint against a student organization concerning a possible violation of the Student Code of Conduct, the Office of Student Conduct and Community Standards could, “suspend activities” of a Student Organization on Campus. Concurrently with this SCCS suspension, the Office of Student Engagement (OSE) would implement the , ‘On Pause/Hiatus’ status.

Organizations on Pause or Hiatus, when aligned with an Interim Suspension and SCCS Suspension, should be meeting with the Office of Student Conduct and Community Standards in a timely manner. Once an investigation has been completed, organizations on pause/ on hiatus are either returned to their original tier and registration (if deemed not responsible) or provided a sanction/probationary status which comes with specific and customized procedures and guidances provided to The Office of Student Engagement by the Office of Student Conduct and Community Standards.

Deemed Responsible: Probationary Status or Removal

Important: A student under investigation, probation, or sanctions is different from a registered student organization under investigation, probation, or sanctions. Organizations receiving disciplinary sanctions do not affect an individual students’ disciplinary standing (students may still be charged separately as an individual)

If a Student Organization is deemed responsible and in violation of the Student Code of Conduct, the appropriate sanction will be determined through the formal processes identified within the Student Code of Conduct, facilitated by the Office of Student Conduct and Community Standards.

Sanctions are held by Registered Student Organizations or organizations with Registration history across academic years and semester cycles (Ex: If an organization is required to be on probation until a following registration cycle - the probation is not reset or rescinded at the re-registration period)

For full language surrounding investigations and the Student Code of Conduct as it pertains to Registered Student Organizations, please see the Student Code of Conduct.

Open Discretion to Revoke Registration and Privileges

As registration and collaboration with The New School is a privilege provided to independent groups developed by students, the Office of Student Engagement (OSE) retains the right to revoke privileges or registration status provided to Registered Student Organizations at its discretion, independent of The Office of Student Conduct and Community Standards. Reasons could include but aren’t limited to:

  • Continued in-adherence to timelines, protocols, or procedures affiliated with finances or events that impact vendor relationships or interdepartmental relationships.
  • Interpersonal conflict within the Registered Student Organization that impacts the student experience of members within the organization that do not escalate to conduct violations, but Student Officers refuse to engage in any informal mediation process to remedy the conflict.
  • Misrepresentation of the Student Organization’s relationship with The New School or improper use of The New Schools Imprimateur.
  • The Registered Student Organization’s primary activities are in the interest of an individual or small cohort of students’ academic projects connected to a grade or academic credit.
  • The Registered Student Organization’s primary activity demonstrates more benefit to external parties than current New School Students with little to no focus or emphasis on community-to-student interdependence, integration, or engagement.

Appeals to OSE revocation of privileges or registration of this nature can be made by appointment.

Registered Student Organizations - Events

Emergency/Crisis/Dilemma Protocol for Student Organization Events:

Defining Emergency/Crises:

The Office of Student Engagement (OSE) is committed to the safety and success of student-run events and organizations. An emergency or crisis is anything that impacts the holistic safety of a person (ex: physical harm, behavior reflected/outlined in the Student Code of Conduct).

Administrative barriers to the success of an event or program are not emergencies or crises and do not warrant a crisis level of response. (Ex: a locked room, a room conflict, the delay/absence of a delivery/food/supply). Appropriate planning and preparation that reflects institutional deadlines or time frames would ensure a reduction in these kinds of administrative barriers.

After any emergency or crisis - Staff or Faculty who are identified as an On-Site coordinator, chaperone, or Indicated Responsible Party at an event should submit an Incident Report to the Division of Student Success (via fearona@newschool.edu) within 24 hours of the event and incident. Students who need to submit an incident report should do so through the PAVE SUITE platform.

Emergency Contact Information:

In the event of a crisis or emergency at a Registered Student Organization Event,

On-Campus

Off-Campus (Domestic):

Off-Campus (International):

  • If a critical emergency/crisis is occurring where the health and safety of a New School Community member is at risk, members should follow the protocol listed in the Study Abroad Emergency contact process listed here.
  • Off-Campus Identified Responsible Parties or On-Site Coordinators should have on-hand copies of Attendee’s Emergency Contact Forms (Provided by the Office of Student Engagement (OSE) through their submission on Narwhal Nation)
  • Staff or Faculty who are identified as an On-Site coordinator, chaperone, or Indicated Responsible Party should submit an Incident Report to the Division of Student Success (via fearona@newschool.edu) within 24 hours of the event and incident. Students who need to submit an incident report should do so through the PAVE SUITE platform.

Defining Dilemmas and Dilemma Policy

A dilemma, as defined by the Office of Student Engagement (OSE), is a situation where no satisfactory outcome is possible for a Student Organization’s Event, Program, or Meeting. Determination of an event, program, or meeting reaching the state of dilemma is made by the Dean of Students.

The determination of an event, program or meeting reaching a state of dilemma can be made due to the below factors:

  • More likely than not, harm is determined to be imminent to:
    • Guest Speakers
    • Participants
    • New School Community Members
    • The General Public
  • More likely than not, a major interruption to The New School’s commitment to Free Speech and Free Exchange of Ideas is determined to be imminent.
  • More likely than not, a major Interruption of the School’s Academic Mission and Mandate is determined to be imminent.

Once an event, program, or meeting is determined to reach this state of dilemma by the Dean of Students:

  • The event as it is currently organized is immediately postponed until further notice.
    • The Notification of postponement and the process of accommodation by the Office of Student Engagement (OSE) must be expedient and accessible.
      • Expedient: This notification should be illustrated within the hour of the determination of postponement.
      • Accessible: Notification is shared to the Identified Organization’s Officers, The organization’s Faculty/Staff Advisor(s), and any staff and faculty who are identified chaperones, responsible parties, or on-site coordinators.
        • From there, documented Invited Guests would then be notified through the platform of registration.
    • Accommodations must ensure that the event or program achieves at least 1 desired outcome that was illustrated prior to the postponement (Ex: within the event form request on Narwhal Nation or description of the event)
      • Approval of the postponed event is contingent upon appropriate measures being in place by both the University and the Registered Student Organization to ensure safety from harm, the continuance of the educational mission, and the preservation of free speech & exchange of ideas.

For general information about event cancellation - check the Office of Student Engagement (OSE) office's policies on Event Cancellation

Registered Student Organization Events Procedure:

On-Campus Events:

Registered Student Organizations are able to request and host events and programs on campus. Requesting a room for an event or program is done through creating an event on Narwhal Nation through their Organization page.

Tabling

Registered Student Organizations are permitted to table to encourage student participation and engagement within their organization across campus lobbies. Tabling is managed, maintained, and enforced in the same manner as Events and Programs. Tabling in Lobbies is reservable through the same mechanisms as rooms for Registered Student Organizations.

External Guests:

External Guests (Attendees, Speakers, Panelists) are permitted at On-Campus Student Organizational Events. Guests and Organizations must adhere to the Campus Visitor Policy.

If an event is intended to be open to the public, the event must be published and RSVPS must be collected on the New School Splash platform (which is requested through the Narwhal Nation Event Form). The attendance list must be accessible, viewable, and given enough time for Campus Safety to review prior to doors opening.

For internal events that anticipate inviting a limited number of guest lecturers, guests, panelists, and speakers - their attendance at this event must be communicated in the appropriate time frame to allow for their entrance and accessibility to campus buildings and facilities. Communication can be through any of the below means:

  • Their attendance is given advance notice by being emailed to the Office of Student Engagement (OSE) via studentorgs@newschool.edu prior to the meeting within the appropriate time frame

Large Room Requests and Events

Auxiliary Operations within Facilities defines the below rooms on campus as ‘Large Rooms’

  • Tishman (U 100)
  • Starr Foundation Hall (U L102)
  • Old Tishman (A 106)
  • Theresa Lang Student Center (I 202)
  • Wollman Hall (B 500)

There are additional parameters for the use of these rooms defined by Facilities, Events IT, as well as The Office of Student Engagement.

Rooms with 130+ occupancy:

  • Requests and reservations of these rooms are done earlier than smaller rooms and classrooms. No reservations can be requested or made of these rooms outside of these timeframes/deadlines.
  • All requests and reservation of large rooms require at least 1 hour of set up and breakdown. No exceptions.

Tishman Auditorium (Occupancy 600+)

Requesting and receiving approval to use Tishman Auditorium requires multiple items to be in place. These include:

  • 1 Office or Department Collaborator
  • 3 or more Student Organizations as collaborators
  • $5,000 available for the funding of Event IT and Campus Safety support.
  • The identification of at least 5 volunteer placements assigned to provide check in and wayfinding support for the duration of the event.

Events brought by National Organizations or External Collaborators:

Events that are disproportionately funded, planned, organized, hosted, sponsored by or paid for by national organizations, regardless of Student Organization Affiliation, must work through the Venue Leasing process. Registered Student Organizations may work with external collaborators and National Chapters to host events and programs external of the venue leasing process, but these events must be:

  • A proactive, self-generated effort by the Registered Student Organization
  • An event and program primarily for either the members of the student organization, or the New School campus community as a whole.

This eligibility will be determined on a case-by-case basis by the Office of Student Engagement through the review of the event’s Narwhal Nation Event Submission.

Event Cancellation and Postponement Policy

Rarely, a determination will be made that an event organized by a Registered Student Organization needs to be canceled or postponed.

Criteria

A determination of cancellation or postponement can be made by the Registered Student Organization, the Office of Student Engagement (OSE) or other relevant parties (Campus Safety, Building Operations and Facilities, Division of Student Success)

  • Safety Concerns: Events could be canceled if there are safety concerns for participants or attendees, including but not limited to severe weather conditions, natural disasters, or public health emergencies. (See Dilemma policy)
  • Attendance/Impact: If expected attendance falls significantly below projections, impacting the event's purpose or objectives.
  • Forces of Nature: Unforeseen circumstances beyond the control of the student organization or their university administrative support may necessitate event cancellation. (See Dilemma policy)

Appropriate Steps:

  • Timely Notification: Student organizations must notify the university administration and all registered participants/attendees as soon as the decision to cancel/postpone an event is made.
    • Notification should include the reason for cancellation, rescheduling plans (if applicable), and any refund or reimbursement details**. It is recommended that as many communication channels (email, narwhal nation) are used to ensure information reaches all stakeholders promptly
  • Rescheduling Events:
  • Procedure: If possible, student organizations are encouraged to reschedule canceled events rather than cancel outright. This can be done by changing the details of an existing narwhal nation event.
  • Approval: Any rescheduled event must be re-approved through the Narwhal Nation Event submission procedure.

Financial Considerations:

**Refunds:

Registered Student Organizations should:

  • Develop their own refund policies prior to the planning of a ticketed event or fundraising initiative.
  • Review finance policies illustrated in New School Finance and Business documents.
  • Review financial information and procedure held within contracts and invoices affiliated with the event.
    • Refunds from vendors/service providers may depend on the timing of cancellation and any non-recoverable expenses already incurred (e.g., venue deposits, contracted services).

Summer and Winter Session Operations

The privileges provided by a Student Organization’s registration is only applicable during the Fall and Spring Semesters. Use of campus facilities and support during the Summer or Winter session is limited and at the discretion of staff within the Office of Student Engagement (OSE). All financial transactions and paperwork intended for use during summer and winter sessions must be completed before the previous semester’s Budget Reconciliation deadline.

Equipment

If a piece of equipment is procured with the use of University funds - those items are property of The New School. If an organization ever dissolves, the equipment returns to the Office/Department/Program that provided the funding for future student/group use.

Storage of Supplies and Equipment:

A Registered Student Organization and their officers are the individuals primarily responsible for the secure storage and care of procured equipment and items. The Office of Student Engagement (OSE) cannot guarantee the safe or secure storage of items for a Registered Student Organization and may deny funding requests for items that would require ample or excessive storage needs. While the office will hold supplies or items for a Registered Student Organization for temporary windows (ex: when something is delivered, in close proximity to an event), these are stored in unsecure and inaccessible locations on campus. An RSO provides these items to the Office of Student Engagement (OSE) at their own discretion and risk.

Prohibited Materials, Equipment:

All materials and equipment to be utilized for an event must be permissible by local codes as determined by Buildings, Campus Operations, and Safety.

Common items requested by students that aren’t permissible include (but aren’t limited to) :

  • Linens, furniture, or fabric that are not certified to be bed-bug free or fire-treated.
  • Wood or construction material that is not appropriately certified or fire-treated.
  • Fog Machines or Bubble Machines.
  • Cooking or Food Warming Equipment (griddles, waffle makers, induction countertops, sternos).
  • Hazardous or Restricted Materials (Ex: Spray Adhesive, Ceramic Glaze Chemicals) outside of designated making spaces.

Technical Equipment that is to be connected to New School Technical Systems requires review and approval by the Events IT Team through a scheduled walkthrough prior to an event within the appropriate timeframes.

Social Media, External Websites.

As Student Organizations are independent organizations who receive privileges from the school, they may have external websites and social media accounts for their organization's initiatives. Please refer to the Policy on External Websites and Blogs for Important and relevant information.

Off-Campus Events, Excursions, and Strenuous Activities:

Safety in Excursions:

The Office of Student Engagement will not provide administrative support or access to New School systems or resources to Registered Student Organizations who seek to use those systems or resources for excursions to areas or locations that have active, permanent, dominant, or pervasive police or military operations, and/or areas that have special, or beyond a Level 3 Travel Advisory Warning by the US State Department. Registered Organizations who independently or with support from other collaborators travel to such areas do so at their own risk and as independent organizations without endorsement or affiliation with The New School. The New School requires that student organizations adhere to the Laws wherein which they operate.

Transportation and Lodging

All New School Funded Travel Expenses (Lodging, Transportation) must be done in accordance with the campuses Business Travel Policy which is coordinated after funding is approved through campus-approved platforms (Ex: SAP Concur, Manually in conjunction with Business & Operations)

Students are not permitted to rent cars for any reason for a School Affiliated Event or Program (See campus travel policy). Students are able to utilize Ride-share programs (ex: Lyft/Uber). Students are allowed to procure and utilize school-funded public transportation tickets/cards.

Emergency Contact Forms and Liability Waivers:

Programs and events off-campus or with increased risk of physical harm (regardless of locale) require the submission of a Liability Waiver Form and an Emergency Contact Form .

Registered Student Organization Finance:

At the successful completion of Registration - Student Organizations are able to utilize university funding through the support of the Office of Student Engagement (OSE). The sources of this funding can vary year to year. Most University funding, if not utilized by the end of the academic year and financing deadlines, is reset at the Budget Reconciliation deadline at the end of the Spring Semester. Privileges affiliated with institutional funding are not accessible until Student Groups have completely registered.

General Procurement:

The Office of Student Engagement (OSE) will make every effort to pursue fiscally responsible requisitions and purchases on behalf of Registered Student Organizations. Prior to the approval of any purchase, we will provide due diligence to ensure:

  • Tax-exempt procurement avenues have been explored prior to having to pay unnecessary tax (The New School, as a 501 c-3, is a tax exempt organization)
  • Avenues for the use of existing resources on campus have been explored.
  • To eliminate the need for long-term storage or security of equipment - affordable/accessible rentals have been researched.

Forms of Payment/Funding Accessible to Registered Student Organizations:

To Receive Funds:

TouchNet:

TouchNet Marketplace is an eCommerce platform for creation, management, and operation of online registration and secure payment pages. OSE will work with an organization to provide appropriate items an organization wants to sell or distribute online on our Office’s Touchnet Marketplace.

Splash

Splash powers the University’s events calendar. This platform manages event registration, ticketing, attendee check-in, event email marketing, and reporting with the functionality to support any and all events. A Splash rsvp platform is required for events open to the public, and provides ticketing functionality where organizations can sell tickets and receive funds. OSE will work with an organization to publish a splash page if it is requested through the Narwhal Nation Event Submission form.

Petty Cash/Cash Box/Check:

Any cash being used or requested for payment should be secured. If utilizing cash during an event, it must be secured in a locked cash box and brought to the OSE office for deposit into your Account. Please make sure you request the appropriate Worktags from the OSE office to properly disperse the funds to your organization.

  • You must track all cash transactions by way of a receipt booklet (available for pick up through the OSE Office) and log funds raised.

Check Payments

Any payment by an external vendor or partner (Ex: Ticket Revenue as determined in an approved contract) to a Registered Student Organization with the intent of it being managed by the University should be sent by check to New School’s respective lockbox at the address below. Please add identifying information about the payment on both the envelope and the ‘note’ section of the check.

Address:

The New School

ATTN: Office of Student Engagement - RSO - (RSO NAME)

PO Box 411392

Boston, MA 02241-1392

Note section of the check:

ATTN: Office of Student Engagement - RSO - (RSO NAME)

Ticketing for Events

Internal Ticketing:

For large-scale events, ticketing is allowed and can be set up through the New School’s Splash Platform (similar to Eventbrite). OSE Staff will support the ticketing setup on Splash for your event. Splash permits for individuals outside of the institution to pay for tickets.

External Partner Ticketing and External Ticket Platforms:

OSE does not permit the use of external ticketing platforms (such as Eventbrite) if it is operated by a student, advisor, acquaintance, or member of the Registered Student Organization. External ticketing hosted or required by an external vendor is permitted as long as the protocol fits within the larger scope New School Finance Policies. This commonly occurs if a vendor’s contract mandates the use of their personal systems or a universal ticketing platform.

Once the event concludes and the total payment has been processed, the accumulated funds will be maintained by OSE and reflected into a Student Organization’s budget. Funds obtained must be used by the end of the fiscal year in accordance with institutional deadlines. Generated funds through events and programs are not considered donations and are not held year-to-year.

Off-Campus Bank Accounts

Recognized student groups may not hold or use off-campus bank accounts to conduct business related to their student group. Under no circumstance may student groups establish bank accounts in the University’s name or with the University’s Employer Identification Number (EIN) and/or Tax Identification Number (TIN).

Fundraising

All fundraising at The New School is managed by The New School’s Development & Alumni Engagement Office. All money received from fundraising, sponsorships or donations received by Development and Alumni Engagement can be used across the academic years. Registered Student Organizations can receive donations through The New School.

Individual members of the University, including members of Registered Student Organizations, can make private donations to any charitable organization of their choice, however, those donations are not to be made under the auspices of The New School. For more information, please review the “Ways to Give”

Donating to Other Charities

The New School does not make donations to charitable organizations. Doing so would mean the University is taking a position in awarding these funds, which as a 50​​1​(3)(c)​ organization, the University cannot. Under the current policy, Registered Student Organizations, through New School mechanisms or infrastructure, are not permitted to raise funds for donations to external charitable organizations.

Generating Profit for Individuals or a Business

A Registered Student Organization cannot generate funds for the function of profit-making for any individual student or for-profit entity. This includes the freelance or small-business operations of individual students.

Fundraising Platforms

Student Organizations may not collect funds via mobile payment services. These services include but are not limited to: Venmo, Square, Paypal, Cash App, Zelle, GoFundMe, Kickstarter, or any similar platform used for collecting funds or making financial transactions. Individual students may fundraise on behalf of their Student Group or Organization, but those initiatives need to be clearly identified as an initiative by an individual person, but not the entity that is the Student Organization. This individual can then donate funds to a Registered Student Organization through GiveCampus.

Self-Funding for your Organization:

Student organizations may raise funds for the purpose of funding their OWN activities as a student group or any other New School-sponsored initiative, project or program or that will directly benefit students (ex. athletics club wants to go skiing; social justice club wants to raise funds for an on-campus initiative).

Sponsorships:

Depending on the extent of the sponsorship, a Sponsorship Agreement may be needed. Outside of minimal sponsorship benefits listed below, if there are specific terms for the sponsorship, this would need to be reviewed for possible need of the agreement.

Sponsorship benefit examples:

  • Logo to appear on your poster and program brochure
  • Flyers/coupons within the brochure
  • Promotion video to be played before the event/program starts

If you have a sponsorship inquiry, please send the following information to studentorgs@newschool.edu

  • Sponsors' full contact info
  • Sponsorship amount
  • Sponsorship details
    • What is the purpose of the sponsorship?
    • How does the sponsorship and/or organization align with your student group’s mission?
    • What is the sponsor seeking in return (i.e. what will your student group offer in return, if anything)?
    • What are the details of your student group’s event/program?
    • How will the sponsorship funds be used?

Cross-Campus Co-sponsorships

A co-sponsorship is when a New School department or other Registered Student Organization gives financial support to a Registered Student Organization to offset the cost of an event or program. The funds will be made available to the organization and charged to the New School Department. For co-sponsorships, please email studentorgs@newschool the following:

  • Department/Group Name
  • Contact person’s name, email, and phone number
  • Initiative being sponsored and applicable details (i.e. date, time & purpose)
  • The amount to be received if known

Sponsorships, Donations, or Gifts from an External Party:

Charitable Donation:

A Charitable Donation is where a person or organization providing the donation is not looking for anything in return. The sole purpose is to give the money to the organization to use for a Registered Student Organizations’ initiatives.

Monetary Donations would need to be sent to the University Development and Alumni Relations Office to receive a charitable receipt.

Donations are done in a variety of different ways:

  • Online:
    • Individuals can give directly to a Registered Student Organization through the GiveCampus platform.
    • Donors can coordinate other means by contacting annualfund@newschool.edu
  • Check: Mail a check to the Development and Alumni Engagement Office
    • IMPORTANT: Please remember that we will need all checks to be made out to The New School and either noted in the check memo or on the attached paperwork the purpose of the gift (I.e For the Office of Student Engagement: (Student Org Name)
    • Checks should be mailed to:

The New School

Development and Alumni Engagement

Attn: Gift Administration (for checks and donations)

55 W 13TH ST

NEW YORK NY 10011-7958

Note section of the check:

ATTN: Office of Student Engagement - RSO - (RSO NAME)

  • Phone: By calling the Development and Alumni Relations Office (Gift Administration) and giving a credit card number over the phone:
    • 646-909-3991

Gifts In Kind

Instead of monetary gifts, it is understood that goods or products from an organization are given free of charge, with no contracts or agreements and with nothing expected in return.

Government Sponsors:

The New School cannot accept donations on a Registered Student Organization’s behalf by the governments or government representatives of other countries or nations.

To Utilize Funds:

Narwhal Nation Forms

Through Narwhal Nation Forms - Registered Student Organizations can individually request funding and submit information necessary for purchases for their normal operations or for specific events.

The Tier Funding system ($500, $1000) is not a baseline funding model; rather, the maximum amount a Registered Student Organization can ask for by OSE for each given academic year. Funding for events, operations, and programs are on a first-come, first-serve basis and are not guaranteed or guaranteed distributed funds. This is to incentivize advanced planning and the full utilization of funds awarded to us by the institution.

In order to utilize their funding - student organizations must complete their registration and have all their officers complete the appropriate training. Funding to Registered Student Organizations is not limitless: Funding is on a first-come-first serve basis and may be depleted prior to the end of the fiscal year.

NewCards

Registered Student Organizations are able to request and refill Non-Person NewCards on behalf of their Registered Student Organizations. The overarching policies around NewCards are maintained by Campus Card Services

  • The responsible party who is responsible for securely storing and utilizing the NewCard should be the identified to OSE
  • As Campus Card Services indicates - a lost NewCard can be replaced for a fee of $25 dollars. This cost is to be paid for and provided by the Student Organization's Budget.
  • NewCards can only be utilized at identified NewCard Merchants
    • OSE Recommends that an RSO should TEST their card prior to using it to ensure proper event planning and management. (ex: going over to CVS and purchasing a small thing prior to the day you want to purchase a lot; Going to the restaurant you want to go to earlier in the day to check if their NewCard machine is working prior to a social outing)

The Office of Student Engagement (OSE) does not permit or administratively support large transfers of remaining funding onto an Organization’s NewCard prior to any financial deadlines to skirt the reset of university budgets. Transfer of funds onto an NCard should be directly connected to specific events, meetings, and programs.

EZCater

Registered Student Organizations must utilize EZCater to request catering for their events and programs. If needed, this guide is here to support you in making an order.

  • To send your order to the OSE Office - at the payment page, copy/paste the link provided and send to studentorgs@newschool.edu to have your catering order processed.
  • Only cultural, dietary, or ethical exceptions will be made if a catering order is requested or needed outside of the EZCater Platform.

Payments to External Organizations/Companies/Individuals

External Websites, Social Media, and Accounts Funding:

If the Office of Student Engagement (OSE) provides payment for the website, service, or domain - OSE must receive the website link and login information for any external websites that are created. If no funding is identified or attained to maintain a current website funded by OSE - the website will then be put offline. This includes if payment is used for promotion or outreach that stems from an external social media account (ex: Instagram promotions, Facebook Ads)

National Organization Dues:

Student Organizations affiliated with a National Chapter are eligible to use requested funding towards chapter dues. Organizations must specify if their payment encompasses the entire student organization or solely specific Officers/Members. The name of those members must be provided along with the dates of coverage for the memberships.

Recurring Monthly/Annual Payments:

Registered Student Organizations are allowed to maintain payments of memberships for digital services. If possible, these memberships will be pursued in an annual payment structure, rather than monthly. Proper planning must be implemented to account for the cycling of the academic year and the cycling of both office and Institutional Funding (Fiscal Year ends in June, begins again in July).

Contracts, invoices, or Licenses

All Contracts, Invoices, or Licenses must go through MyNewSource - the central processing platform of the institution. No student may independently procure, sign, or provide funds (for reimbursement) for any Contract, Invoice, or License seeking funding or Administrative Support by The New School.

All service providers must register as an identified supplier with The New School through MyNewSource and Fill out the Service Provider Questionnaire.

All contracts or invoices submitted for Registered Student Organization events and programs must be addressed to:

Gilles Stromberg

ATTN: Office of Student Engagement

The New School

66 West 12th Street

New York, NY 10011

Invoices and Contracts from Students, Faculty, or Staff:

The Office of Student Engagement cannot and will not process or pay Invoices or Contracts from Students, Faculty, or Staff for services rendered unless the invoice is sourced from a business with a separate business EIN Number independent from their Personal Identification Number (ex: Social Security Number); these Invoices and Contracts should be in alignment with the New Schools Financial Conflict of Interest Policies.

Honorariums, Guest Lecturers, and Speakers.

No student organization may seek to provide an Honorarium, Guest Lecturer, or Speaker Award to a Student, Faculty, or Staff.

An honorarium is a gift, and as such, is not subject to the terms and conditions found in a contract. The funding cap of honorariums can be found through Finance and Procurement Information. An honorarium will not be processed by OSE if an honoree requires a formal agreement, terms, or conditions to be met by the university; If an honoree requires a formal agreement, you will need to submit a contract for review and go through the Independent Contractor/Supplier Registration Process.

Honorariums are processed through our The New School Procurement System which can take up to 30 days for the process to be completed and a check to be sent to the individual. To avoid delays and to ensure prompt processing of payments, please provide all information and/or paperwork required before the event affiliated with the Honorarium.

The procurement system (MyNewSource) will send an online registration for the individual to complete. Please inform the individual(s) that they will be receiving a registration via email from The New School eProcurement@newschool.edu email address. IMPORTANT: OFTEN THIS EMAIL IS FOUND IN AN INDIVIDUALS SPAM FOLDER. It is very important that the registration is completed in a timely manner. Accounts Payable cannot issue payment to the individual until the registration is completed.

Payees should be notified that checks are mailed to the address they provide on the required forms.

Payees with Special Circumstances:

International Payees:

Awardees or Payees who are categorized in the United States tax system as a, ‘Foreign National’, are required to fill out tax forms in order to receive this any form of payment.

Payments can be made in foreign currency, if requested. There are specific statuses of foreign nationals who are not eligible for honorariums or payments such as individuals who are currently on specific student VISAs.

Incarcerated Payees:

Specific Federal, State, and City Laws may impact The New School’s capacity or ability to provide Honorariums to incarcerated speakers and individuals. Because of this, we are unable to guarantee or affirm that funding or payment or in any form can be fulfilled or gifted to an incarcerated speaker.

Licensure (Movies, Theatre Productions)

Organizations must purchase the rights (licenses) from a movie or theater company to obtain permission to show or produce a movie or theater production.

Please refer to the timeframes chart for appropriate time frames for a License Procurement.

Movie Screening:

Please review the following protocols for film screenings:

  • Student Organizations cannot use Zoom, Twitch, Discord, or other social platforms to share screen and stream an unauthorized licensed movie via their personal New School account (Netflix, Tv provider login, DVD, etc).
  • Licensed films screened for educational purposes are only able to be shown without the procurement of a license if all of the below criteria are met:
    • A teacher or instructor is present, engaged in face-to-face teaching activities.
    • The institution must be an accredited, nonprofit educational institution.
    • The showing takes place in a classroom setting with only the enrolled students attending.
    • The movie is used as an essential part of the core, required curriculum being taught. (The instructor should be able to show how the use of the motion picture contributes to the overall required course study and syllabus.)
    • The movie being used is a legitimate copy, not taped from a legitimate copy or taped from TV.

Because Student Organizations cannot be directly tied with any academic department or program and cannot have a credit-eligible curriculum or syllabus; more often than not, a license needs to be procured.

  • Registered Student Organizations with support from OSE are able to utilize the below groups to procure Film Licenses:
  • Swank Motion Pictures (Typically Major Films)
  • Janus Films (Criterion Collection Source)
  • Criterion Pictures U.S.A (Second most likely for Major Films)
  • Netflix: Educational Screenings of Documentaries
  • Motion Picture Licensing Corporation (MPLC)
  • International films may have separate license companies (ex: Yasraj Films for South Asian films). OSE can work with groups to identify and procure a screening license.
  • Student Groups must reserve the location of the screening prior to the procurement of a license.
  • Direct consent by an artist concerning a licensed film does not qualify as the procurement of a license, (Note: This is because the artist may not retain the copyright and their consent may not suffice)

Theatre and Music Performance Licenses

The Office of Student Engagement defines a Theatre or Music Performance as an event on campus, where any members of the general public are invited to view the performance.

  • No Registered Student Organization is permitted to produce a licensed play, musical, or music performance if a license isn’t appropriately procured.
    • The stipulations and requirements of the license must be adhered to.
    • Location and dates of both auditions, rehearsals, and performances must be confirmed prior to the procurement of a license.
    • Direct consent by an artist concerning a licensed production does not qualify as the procurement of a license, (Note: This is because the artist may not retain the copyright and their consent may not suffice)
  • The Office of Student Engagement requires that for all Auditions, Rehearsals, and performances - an on-site coordinator is present.

Student Groups with support from The Office of Student Engagement are able to utilize the below groups to procure licenses for theater productions

Theatre or Music productions require the administrative support of multiple entities on campus including but not limited to Events IT, Finance and Procurement, Campus Safety, Fire and Safety, Business Operations, Facilities and Buildings, and possibly Venue professionals at The College of Visual and Performing Arts. At many stages, consent and endorsement by these and other possibly identified offices may be required.

Gambling, Raffles, Gifts, and Prizes

Each incentive, gift or prize given to attendees, panelists, lecturers, or guest speakers cannot exceed either $75 or 45% of an event’s operating budget.

Raffles or Bingos that require no cost for participation are permitted to generate interest in an event or program. These styles of incentives may require licensure by New York State, and may warrant an extended timeframe (ex: Bingo and Raffle)

Gambling with institutional money, resources, or funds is strictly prohibited. Playing Gambling-style games (ex: arcade-style ticket-generating games at a venue like Dave & Busters, playing card games like Poker/Blackjack for enjoyment) for no fund generation, incentive, or profit generation is permitted.

Use of university funds for the procurement of, ‘blind box’, or ‘pay to win’ style physical or digital items connected to a larger gaming system is prohibited unless for a demonstrated educational or research purpose (Ex: Game Design/Theory Workshop). Examples include but aren’t limited to : card packs [‘Starter kits’ (ex are allowed), Fortnite/Hearthstone Loot Crates, in-game currency, and in-game ‘pay to win’ shortcuts.

The New School prohibits the purchase or acquiring gift cards or prepaid debit cards.

Reimbursement

The Office of Student Engagement is able to work individually with New School community members to provide reimbursements for specific and eligible out-of-pocket expenses. Any out-of-pocket expense must include a detailed itemized receipt that indicates what specifically was purchased for the Registered Student Organization. Reimbursements should be affiliated with a purchase or funding request that has been already approved on Narwhal Nation either by the Office of Student Engagement (OSE) or The University Student Senate. No reimbursement request will be honored if it hadn’t received prior approval.

The New School does not provide reimbursements for individuals or groups outside of the New School.

The New School does not reimburse Sales Tax over $100.

Employee Reimbursements (Students, Faculty, and Staff):

All employee reimbursements (Student Employees, Faculty, and Staff) must go through the MyDay Expense Report Process. Students who have been employed at anytime by the New School can access this system. We provide a walkthrough of the process on Narwhal Nation

Student Reimbursements (Not Employed)

Students who have never been employed at the new school, in specific circumstances, can be reimbursed for Student Organization Operations out-of-pocket. They should submit a request through Narwhal Nation.

Related Links

Procedure and Protocol Administration

Responsible University Official: Vice Provost of Student Success & Engagement

Responsible Office: Office of Student Engagement (OSE)

Contact Information: studentorgs@newschool.edu

Revision History:

August 3rd, 2026 - Published for Academic Year 2027 (Fall 2026- Spring 2027)

July 7th, 2026 - revision and consolidation. Review and Feedback Period

July 15th, 2024 - Active Draft Published

Related Links

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