This year, student-led clubs at Upper Campus will have to face increased regulation.

   The new rules require clubs to have a minimum of eight active members, with at least four consistently attending all meetings. Meeting minutes and a photo of meeting attendees must be logged on a template and emailed to Jennifer Bates, Dean of Students, after each meeting. 

   In addition, a faculty advisor must attend all meetings and club activities, and the advisor must be copied on club-related communications. 

   Bates said that the updated rules were designed to shift responsibility from administrators to students.

   “What I was really trying to do was streamline the process and make the leadership more student-centered instead of me doing all the paperwork,” Bates said.

     Clubs must host at least one club-specific activity or event per semester. Clubs can do this by inviting a speaker, hosting a community event, or offering a volunteer service opportunity.

   Bates sees potential for increased student leadership a result of the new requirements. 

   “The agenda is how I know [club] meetings are real and efficient, and I love reading them,” Bates said. “I’m learning about all the amazing things clubs are doing.”

   Bates added that in addition to asking students to take a more active role, she encouraged leaders to rely on faculty advisors to run clubs effectively and efficiently.

   “I’m trying to reinforce that leaders include their advisors in every step,” Bates said. “It teaches the right way to run a group.”

   For students like Climbing Club co-founder, junior Rishi Chen, the adjustments have meant increasing the club’s event schedule and rethinking how it operates. Chen believes that these changes are reasonable and logical. Climbing Club is already planning a service project this semester.

   “Attendance hasn’t been a problem,” Chen said. “We had 32 signups at the [community] fair. The new requirements just keep things more organized.”

   Other leaders are also changing their club’s structure to meet the requirement. For junior Sophie Saibi, who co-leads Astronomy Club with junior Elizabeth Liang, it’s about pushing her club beyond just hosting large events a few times a year.

   “Meeting once a month means I’ll add more discussion meetings—things like exoplanets or solar observations instead of just big events,” Saibi said. 

   This will further boost interest among club members, according to Saibi. One of their events, the summer observation night on the Pinewood field, drew more than 20 participants.

   Faculty advisors such as Elaina Tyson have been helpful to Saibi in terms of the organizational aspects of events.

    “Tyson has been super supportive. She always shows up to events and gives us the materials we need,” Saibi said.

   Bates emphasized that the intention with the changes is not to discourage new clubs but to provide structure.

   “I think the program is going really strong. I’m excited to see the creativity in the events students are planning this year,” Bates said.

   Chen doesn’t think that the requirements are discouraging for students and that students who have a desire to start a club should do so.

   “I think if a student is motivated to start a club, I don’t think the rules would deter them at all, because people who start clubs do so for fun,” Chen said.