Copyright Issues

Examples of situations requiring a special license or permission from copyright holder:

  • Use of cartoons or logos for flyers or party themes
  • Showing movies at a club or residence hall activity
  • Staging a published play
  • Sharing computer software or music
  • Use of music for events, performances and the distribution and/or sale of video with music.


The Fair Use Doctrine (1978) of the Copyright Act governs the making of photocopies of copyrighted material. Photocopies may be made for purposes such as criticism, comment, news reporting, teaching, scholarship, or research as long as the reproduction or distribution is made without any purpose of direct or indirect commercial advantage. Middlebury College will follow the federal law in dealing with violations of the copyright code.


DVDs may be shown, without license, in the home (or dorm room) or in certain narrowly defined face-to-face teaching activities. Non-classroom use in public places (i.e. TV lounge, classroom), regardless of whether an admission fee is charged, requires a license (see below). Willful infringement for the purposes of commercial or financial gain is a federal crime and is punishable as a felony. Even inadvertent violations are subject to substantial civil damages.

Films or videos screened for entertainment purposes, or for which the College has non-theatrical public performance rights, may be advertised and promoted only on campus (which includes WRMC-FM, the Campus, and the alumni magazine). None of this promotion may say that the public is invited, nor will there be separate admission prices for ID and non-ID card holders. In general, all off-campus promotion is prohibited, including posters and flyers, unless for those specific titles for which the College has obtained rights.


When recording a CD, it is required that a group pay a statutory fee (Compulsory Mechanical Recording Right) through the Harry Fox Agency.  Only after paying this fee can a group legally sell the songs on the CD.  Check out for more information.


Use of the College's Name, Logos, Images, and Other Service or Trademarks

Middlebury College has obtained service mark and trademark registrations on a variety of College names and logos such as Middlebury College, Middlebury College Panthers, Bread Loaf, Bread Loaf School of English, etc. 

Only recognized and registered student organizations may use the Middlebury College name in their title.

Student organizations wishing to use the College's name or logo must use either the College Bookstore, Forth and Goal or another approved vendor.  Please check with Student Activities before purchasing.  

Whenever these marks are used, they should be noted as being registered marks and vendors must obtain permission to produce items bearing these marks and images. It is recommended, but not required, that marked or logo'ed merchandise be purchased or ordered through the College Book Store.

If you are planning on using any of these logos or marks in communications, please check with the Communications Office in advance.

The Assistant Treasurer and Director of Business Services Office at x5504 is responsible for monitoring the use of these marks and protecting the College's registrations. Should you need to obtain permission to use the College's name and images for promotional purposes, please contact this office.


Contact: JJ Boggs—x3103



How To Reserve the Proctor Banner:

  • complete the online room reservation request found at   go/scheduling.
  • Banner location can only be reserved for 2 consecutive days
  • Each organization is responsible for supplying the material & supplies necessary to create banner.  Contact for access to the SGA Arts and Crafts space
  • When spray painting a banner students must place a protective layer between banner and surface in which they are painting on
  • Individual organizations are responsible for  hanging and removing their banner in a timely fashion
  • Only 1 banner can be hung at a time
  • Signing up for the banner location is based on the order in which the requests are submitted.  We will not bump groups to give priority to anyone



Contact: Tammy Grant—x3147

Becoming a New Student Organization

Student organizations can be started at any time between October and April. An important question to ask yourself as you follow this process is “What does this organization give/do for Middlebury College that no other organization does?


Listed below is an overview of the process you will need to follow:


  1. Download a copy of the Middlebury College student organization constitution template. This template includes some mandatory sections for your constitution. The Constitution Committee has plans to start reviewing applications the second week of October.
  2. Organize your first meeting of interested students. At the meeting, discuss the purpose of your organization and possible events and draft your constitution and a proposed budget for the academic year.
  3. Find an adviser for your group from the full-time faculty or staff members of the College.
  4. Log into MiddLink (go/middlink).  Click on the “Organizations” tab at the top and then click on “Register a New Organization” (on the left).  You will need to include a proposed constitution, proposed events, tentative budget, and roster of interested students.
  5. Your submitted application will be reviewed by the SGA Constitution Committee.  If your organization seem viable, you will be invited to make a presentation.  Please note:  proposed service and volunteer organizations will be directed to the Service Cluster Board before meeting with the SGA Constitution Committee.
  6. Meet with the Constitution Committee. After the meeting, the committee will vote to accept your club as an official student organization.
  7. Make any necessary changes in your constitution, e-mailing the changes to the Director of Student Organizations.
  8. Meet with JJ Boggs in Student Activities (SA) to finalize paperwork, receive training, and access resources.
  9. After meeting with JJ Boggs, you can set up a meeting with the Finance Committee. The proposed budget template is on the Finance Committee Website. Funding is not guaranteed.

Please contact Dan Tenner, Director of Student Organization and Chair of the SGA Constitution Committee, at with questions about the process of becoming a new student organization.

Helpful Hints

Following this list of advice will help decrease the amount that your constitution will have to be revised after meeting with the SGA Constitution Committee. If you have any questions or would like to see example constitutions, please contact the Director of Student Organizations.

Your purpose is the most important part of your constitution.
  • If your purpose considerably overlaps with that of another organization, you will probably not be approved.
  • It helps the Constitution Committee answer questions about how your club fits in on campus.
  • The Finance Committee will compare each activity listed in your budget against the purpose you stated in your constitution. If the two do not match, you may not receive funding for that particular activity.
  • Your purpose does not need to be in the numbered format shown in the constitution template form. However, do not submit long-winded purposes as they are unmanageable. If you would like to submit more than the basics of your club’s purpose, feel free to include an addendum or appendix to your formal constitution that includes anything you wish future leaders to know.

Things you must include that are frequently forgotten:
  • Mandatory Forms- Anything marked this way on the template should be copied and pasted into your own constitution.
  • Voting Membership- You must define what constitutes a voting member (especially if the qualifications are different than a regular member).
  • Election Process- This includes quorums, whether it is a meeting or by e-mail, what happens if a leader steps down, etc.
  • Please do not include names of your adviser or current leaders in the constitution. This is so that in future years, your constitution does not have to be extensively altered.
  • You may include articles not in the template, however if the constitution is too convoluted or lengthy, you may be asked to change the articles to appendices.


Information for Student Organization Leaders

Student Organization Review:

A. All student organizations will be reviewed after three years, on a rotating basis.

B. The current leadership will be sent a copy of the constitution to be revised, amended and ratified by the current membership. The revised constitution must be uploaded into the organization's documents folder in MiddLink and followed by an email confirmation to

C. If any changes have been made in requirements for organizations, the group must change their constitution to reflect these changes. Any questions about these changes can be sent to the DSO

D. If no leadership is available, the club will be classified as inactive.

E. If necessary, the highest ranking leader of the club will be contacted to meet with the committee to discuss the club and how the organization is meeting the guidelines.

F. If any major changes are made (to the purpose, leadership style, or anything else that the DSO decides is vote-worthy), the group must be re-approved by majority vote of the Constitution Committee. If they are not approved, the group is classified as inactive.

Student Organization Policies and Principles:

Middlebury College ("Middlebury") complies with applicable provisions of state and federal law which prohibit discrimination in employment, or in admission or access to its educational or extracurricular programs, activities, or facilities, on the basis of race, creed, color, place of birth, ancestry, ethnicity, national origin, religion, sex, sexual orientation, gender identity or expression, age, marital status, service in the armed forces of the United States, positive HIV-related blood test results, genetic information, or against qualified individuals with disabilities on the basis of disability and/or any other status or characteristic as defined and to the extent protected by applicable law. Middlebury also complies with all other anti-discrimination protections that might be provided by particular states in which it operates educational programs; questions about the scope of any such protections should be addressed to the Dean of the College and/or the on-site administrative representative for the particular program at issue. The Dean of the College coordinates Middlebury's efforts to comply with any and all federal and state laws that prohibit discrimination on the basis of one or more of the protected characteristics listed above. Discrimination complaints are processed in accordance with the procedures set forth in Middlebury's Anti-Harassment/Discrimination Policy.

Any student organization that discriminates on the basis of any of the aforementioned qualities or characteristics is antithetical to the mission of the College and is not appropriate as a model for society at large.

a. All student organizations are subject to College policies.

b. All student organizations must have constitutions that have been approved by the Constitution Committee of the Student Government Association. The Constitution Committee may not approve a constitution in violation of Handbook policy.

c. Approval of a constitution does not guarantee funding.

d. No student organization may discriminate in its membership, programs, or activities on the basis of race, color, ethnicity, national origin, religion, sex, sexual orientation, age, marital status, place of birth, Vietnam veteran status, or against qualified individuals with disability on the basis of disability.

e. When allegations arise that a group’s beliefs and practices have resulted in actions that discriminate against an individual or group, the procedure outlined in item h. below should be followed.

f. A student organization may require candidates for leadership positions or offices to fulfill certain prerequisites prior to election or selection, and may restrict leadership roles and voting to those members with demonstrated prior affiliation with the organization. Such procedures, including all prerequisites, restrictions, and nomination requirements, must be consistent with Handbook policy, including anti-discrimination language, and must be stated in detail in the organization's constitution.

g. An organization may express in its constitution ideals or preferences regarding beliefs its leaders might hold, as long as no potential leader is being discriminated against.

h. Students who believe themselves to be the victims of discrimination by an individual or a group on the basis of the aforementioned qualities or characteristics, or who believe an organization has violated College policy, may submit a written complaint to the Dean of the College, who initiates the investigative process through established judicial procedures. The Dean of the College may refer the complaint to appropriate administrators for investigation. The Dean of the College has the authority to adjudicate and enforce College policies for student organizations.

i. Failure to comply with College policy may result in disciplinary action against an individual or group, up to and including expulsion of students and/or revocation of an organization's constitution.

Student Organization Rights and Responsibilities
When a student organization has been approved by the Constitution Committee, registered with Student Activities and continues to update its new officers and adviser annually, the organization is subject to the following rights and responsibilities:


  1. To use the name of the College in the title of the organization.
  2. To apply for funding through the SGA Finance Committee.
  3. To charge purchases from approved local vendors to their organization account.
  4. To obtain a student organization e-mail and voicemail account.
  5. To be listed in the official directory of student organizations.
  6. To use campus facilities for meetings and activities.
  7. To apply for office space on campus.
  8. To participate in the bi-annual Activities Fair.
  9. To be extended an invitation to participate in the Student Leadership Award Ceremony.
  10. To obtain a long-distance code to send and receive faxes.


  1. To update the organization’s registration with Student Activities every April. This includes adding names of newly elected officers, adding any advisers/coaches to the bi-annual roster update and submitting updated rosters and waivers.
  2. To comply with all College rules and regulations as found in the Handbook and those developed by Student Activities and the SGA.
  3. To respect and honor the College’s nondiscrimination policy.
  4. To adhere to the purpose of the organization as stated in the constitution.
  5. To provide programs to the College that contribute to the educational, spiritual, recreational, cultural, and social environment of the College community.
  6. To maintain close communication with the adviser, keeping him/her informed of the organization’s progress towards its goals and objectives as well as reporting any dangerous or prohibited activities engaged in by anyone associated with the organization.
  7. To have periodic meetings with Student Activities to keep the office informed of planned activities and any potential problems or violations.
  8. To attend Student Activities sponsored workshops and seminars where fiscal, safety, College, or programming procedures are explained and discussed.
  9. To prohibit members from practicing any physical or psychological hazing, illegal activity, and violations of College policy.
  10. To prohibit members from using their position or affiliation for financial or individual gain.


Student Activities reserves the ability to suspend or revoke any organization’s registration, affiliated members, advisers and/or coaches at any time, in its sole discretion, during the year for any abuse or violation of the outlined rights and responsibilities, or any reasonable cause deemed to be in the best interest of the organization. Student Activities with the assistance of the SGA Constitution Committee may approve renewal of an organization status at the beginning of the academic year if the organization met agreed upon criteria.

Booths and Exhibits

 A booth refers to a table or any other temporary structure installed for distributing petitions, handbills, or literature; soliciting tangible items, or for other forms of expression

Organizations that would like to have a booth/exhibit on campus must first get approval from the office of the Dean of Students (Student Activities). Organizations assume full responsibility for their booths or temporary structures, including all injuries or hazards that may arise from their presence on the campus. The College is not liable for damage that may occur to booths or temporary structures. Prior approval is required for booths /exhibits to stay overnight.

Booths are allowed for recognized student organizations only. Outside vendors must operate through Middlebury student organizations or offices (see Vending Policy)

Booth/exhibit requests will be approved if it:

  • identifies the sponsor, and the proposed location is available and appropriate for the intended use;
  • does not unreasonably obstruct pedestrian or vehicular traffic;
  • will not disrupt or disturb regular academic and institutional programs or other approved activities;
  • will not have amplified sound without prior permission;
  • will not result in damage or defacement of property;
  • will not be used for solicitation or for the distribution of material that is obscene, vulgar, or libelous;
  • meets fire, health, and safety standards.
  • will be staffed at all times by a Middlebury College student, faculty, or staff member.

Contact: JJ Boggs—x3103