Organizations Terms

In short

• An entry is a record of a real student group that already exists at your college, kept by that group's own officers. It is not a chapter of Tillyard. We do not run, fund, supervise or speak for any organization, and no organization speaks for us.
• Only a current officer of the group, who is a member here at the same college, may register it. The entry becomes active when a second officer from the same college confirms it.
• An officer role reaches The Record only after another current officer confirms it. The Record says exactly that, and says that we did not check it ourselves.
• Tell the truth. The group is real, you hold the role you claim, and the dates are right. Confirm only what you know to be true.
• Names appear in text only. No logos, seals, mascots, colours or emblems. Nothing may suggest that a college stands behind an entry or behind us.
• Tillyard is not part of any college. Read what your campus says about outside organizations before you register. Following your campus's rules is your responsibility.
• Being on a roster is visible only to that roster and never appears on The Record. A roster can reveal private things about people, so treat it with care.
• No money moves through an entry: no dues, no fundraising, no sales.
• Disagreements are settled by fixed rules where a rule is safe. Only what the rules cannot settle comes to us, and then we decide only what the site displays, not who is right under the group's own rules.
• An entry goes dormant when the group has not met here for a while and closes after a long dormancy. Roles already recorded stay on the officers' Records with their dates.

If this summary and the full text below ever differ, the full text governs.

1 About these terms

1.1 Who is speaking

Tillyard is an Ohio nonprofit corporation. In these terms we, us and our mean Tillyard.

We are not a school, a college or a public body, and we are not affiliated with or endorsed by any college or university.

1.2 Who these terms apply to

These terms apply to a member when they do any of the following:

1. register an organization;
2. confirm an organization that someone else registered;
3. ask to join a roster, join one, or leave one;
4. record an officer role, confirm someone else's, take back a confirmation, or dispute a role;
5. act as an officer of an entry: set its standing table, post a notice, manage its roster, edit its details, or print its papers.

A person who is not a member cannot take part in an entry. A college, an adviser, a national body or anyone else who wants to raise a concern about an entry can do so under section 12.8.

1.3 How you agree

• Registering. The form asks for three ticks (section 3.3).
• Confirming an organization. The form asks for three ticks (section 4.2).
• Confirming a role. The form asks for one tick: "I know this to be true."
• Joining, recording a role and everything else. By taking the step, you agree that these terms apply to it.

We record which version of the wording you agreed to and when.

1.4 How this fits with our other documents

• The Terms of Use are the master agreement. Their section on student organizations says in outline what these terms say in detail.
• The Community Guidelines govern conduct in an entry, at a standing table and in the officers' thread, as they do everywhere.
• The Trademark and Brand Use Policy governs how an organization's name, a college's name and our name may be used.
• The Hosting Terms and Disclosure Policy applies to a member who hosts an event for an organization as a scheduled table, and to anyone with a tie to us who posts about us.
• The Record and Verification Policy explains what a recorded item is and the wording on its page.
• The Privacy Notice and the Data Retention Schedule say what we keep about entries and rosters and for how long.
• The Messaging and Monitoring Notice covers the standing table and the officers' thread.
• The Disputes and Corrections Policy and the Reporting, Enforcement and Appeals Policy cover disputes and second looks.

Where two documents could cover the same point, the more specific one governs that point. Section 37.5 of the Terms of Use sets the order among all our documents, including the sections of those terms that prevail over every other document. On entries, rosters, officer roles, and an organization's standing table and notices, these terms are the more specific document.

1.5 Words we use

Words that have one meaning in every one of our documents, such as member, visitor, staff, the editor, record item, hold, case and tip, are defined in Definitions. The words below are added for this document's own subject, or repeated from Definitions for convenience. If a repeated meaning ever differs, Definitions governs the meaning of the word.

• A college is a college or university on our list of schools.
• An organization is a group of students at one college that exists apart from Tillyard: a club, a society, a team, a publication, a student government body or the like.
• An entry is the record of one organization on Tillyard. The register is the set of entries.
• An officer is a member whose role in an organization has been confirmed on the entry by another officer. Until then a role is a claim.
• The registrant is the member who registered the entry. The seconder is the second officer whose confirmation makes it active.
• The roster is the list of members who have joined an entry. The roll is a private count of the meetings a roster member came to.
• The standing table is a table in The Shop held for the organization at the same hour each week or every other week.
• A notice is a short message an officer posts on the entry's page.
• The settling period is the short wait between an entry becoming active and its officers' roles reaching The Record.
• Dormant and closed are states of an entry, described in section 13.
• Staff means the owner and any person who works for us under a paid, written contract and holds a staff account. At present the owner is the only member of staff. Members are never staff, and no member is given any power over another member's content or account, whatever title or history that member has.

1.6 "May", "aim", "currently", and numbers that can change

When we say we may do something, we are describing something we are allowed to do and can choose not to do. When we say we aim to do something, we are describing what we try to do, not a commitment about a result or a time. Currently and at present describe how the site works on the date of these terms.

Where these terms give a number and say "currently", that number is a setting we can change. The number shown on the page when you act is the one that applies.

When a document of ours uses the word will for something we do, we mean it as a commitment, and every commitment is listed in Schedule 1 of the Terms of Use. A statement of how the site works describes the site as it is on the date of this document, and we mean it to be true on that date. It is not a promise that the site will stay that way (Definitions, section 2).

2 What an entry is

2.1 A record of a real campus group

An entry records that a student group exists at a college and that its officers keep a table here. It gives the group a page that members can see, a standing table, a roster, a notice board, a thread for its officers, and a way for officer roles to be recorded once another officer confirms them.

The group comes first. An entry describes a group that already exists on its campus, with its own purpose, its own members and its own rules.

2.2 Chapters and affiliation

An entry is not a chapter, branch, affiliate, club or society of Tillyard. We have no chapters and no campus groups of our own. Registering an entry does not create a relationship of any kind between the organization and us.

Nobody may describe an organization as a Tillyard chapter or put our name into an organization's name. The registration form refuses wording of that kind.

2.3 Not run, funded or endorsed by us

We do not start, run, direct, supervise, fund, sponsor, insure or advise any organization. We do not choose its officers or its members, and we have no say in what it does. An entry is not our endorsement of the organization, its purpose or its views, and it is not the organization's endorsement of us.

2.4 Not checked by us

We do not check an entry against a campus directory, with a college, with an adviser or with anyone else. What an entry shows is what its officers told us, and the page says so. Each entry carries a line that says how we know what it says, currently in these words:

"Registered by two students with [college] email addresses on [date]. Tillyard has not checked this group against the campus directory."

2.5 Not recognition by a college

An entry says nothing about whether a college recognizes or has registered the organization. An organization that is new, or that is not a registered student organization, may still have an entry, and the entry says which is the case (section 3.7).

2.6 Not public

At present an entry can be seen only by signed-in members. Nothing about an entry is shown to someone who is not signed in, and entries are kept out of search engines. A member at another college sees only a short card: the name, the kind of group, the college, the description, any open events and the fixed statement in 2.7.

2.7 The fixed statement

Every entry, every printout and every Record statement about an officer role carries a fixed statement, currently:

"[Organization] is a student group at [college]. This entry is a record kept by its officers. It is not a chapter of Tillyard; Tillyard does not run it or speak for it. Tillyard is not affiliated with or endorsed by [college]."

Nobody may remove, cover or contradict that statement.

2.8 The organization is not a member

An organization does not hold an account and has no agreement with us. A member who registers or confirms an entry does so in their own name. By doing so they do not bind the organization to anything with us, and they do not act for us in anything.

2.9 What an entry never includes

An entry has no logo, emblem, picture or colour of its own. It has no public page, no chat for the whole roster, no dues or payments, no import of member lists, and no invitations sent by us to anyone. Section 17 lists more.

3 Who may register an organization

3.1 The conditions

You may register an organization only if all of these are true:

1. you are a member in good standing;
2. the organization is based at the college your account is checked against;
3. the organization already exists there, apart from Tillyard;
4. you currently hold an officer role in it; and
5. the organization's own rules, and any body that governs it, allow you to list it here.

3.2 What you provide

The form asks for the organization's name as it is written on campus, a campus line if your college has more than one campus, the kind of group from a list, the address of its page in the campus directory or the reason there is none, two or three sentences on what the group does, and your own role and term.

3.3 What you confirm

Before you register you tick three statements, currently worded:

1. "This is a real group at [college], and I hold this role in it."
2. "This entry is a record of that group. It is not a chapter of Tillyard, and Tillyard does not run it or speak for it."
3. "I have read what my campus says about outside organizations. Tillyard is not part of any college."

Each tick is a promise that the statement is true.

3.4 One group, one entry

An organization has one entry. The site refuses a name that matches an existing entry at the same college, refuses a directory address already used by another entry, and shows you similar names before you register. If your group is already in the register, join that entry.

3.5 What cannot be registered

Do not register, and we may refuse or close an entry for:

• a group that does not exist, or that was invented to put a role on someone's Record;
• a group created to promote Tillyard, or one whose purpose is to recruit for us;
• a business, a selling scheme, a recruiter or an employer, or a group whose main activity is selling to its members;
• a group that is not made up of students at the college;
• a national or regional body as such. Each campus group is its own entry;
• a group whose purpose or activities would break the law or the Community Guidelines;
• a group that its college has suspended, dissolved or barred from operating, for as long as that stands;
• a body that is part of the college itself, such as an office, a department or a college-run program, as opposed to a group of students;
• a kind of group we are holding back for the time being.

3.6 Limits and lapsing

To keep the register honest, the site limits how many entries one member can register or confirm in a period (currently two of each in 120 days) and allows one open registration at a time. A registration that no second officer confirms within a set period (currently 21 days) is removed, and you are told once. You can withdraw your own registration while it is waiting.

3.7 New and unregistered groups

A group does not have to appear in a campus directory to have an entry. If it does not, you say why from a fixed list: it is new and its campus registration is under way, it is not a registered student organization, or the directory is not public. The entry shows which you chose.

Do not describe a group as recognized, registered or approved by your college unless it is.

3.8 If someone who runs Tillyard is an officer

If the owner or a member of staff is an officer of a real organization, that organization registers like any other. Its entry carries one more fixed line, currently: "An officer of this group also runs Tillyard." We never register an organization ourselves.

4 Confirming an organization

4.1 Who may confirm

An entry becomes active only when a second officer confirms it. You may be that second officer only if:

1. you are a member in good standing at the same college;
2. you currently hold an officer role in the same organization;
3. you are not the person who registered it;
4. there is no block between you and the registrant; and
5. you are within the site's limits. Currently the same two people cannot activate another entry together for 180 days.

4.2 What you are confirming

By confirming, you state two things from your own knowledge: that this is a real group at your college, and that the registrant holds the role they gave. You then give your own role and term and tick the same three statements as in 3.3, worded for you.

Read the entry before you confirm it. If it is not right, do not confirm it. The page has a link to say so.

4.3 What happens when you confirm

The entry becomes active and takes an entry number for its college. The registrant's role is confirmed by you. Your role becomes a claim for another officer to confirm. Both of you are on the roster and connected to each other, and a thread opens for the officers.

4.4 When we look first

We may switch the site so that new entries wait for staff before becoming active. While that switch is on, the page says so. We do not promise a time for that look. A registration that is still waiting after a further set period lapses and is removed, and it can be made again.

4.5 The settling period

Roles in a new entry reach The Record only after a short wait (currently seven days, or fourteen if both founding accounts are very new). During that time the entry is listed for members of the college under a "new" heading with a link to dispute it. If a case is opened about the entry, the wait stops until the case is closed.

The wait is there so that the people best placed to notice an invented group, its own campus, have a chance to say so.

4.6 If nobody confirms

Section 3.6 applies. Nothing is recorded for anyone.

5 Truthfulness

5.1 What you promise each time

Every time you register, confirm, record a role, confirm a role, renew a term or hand a role over, you promise that what you are stating is true to your own knowledge. That promise is the whole basis of an entry. We do not check it for you.

5.2 Confirm only what you know

Confirm a role only if you know that the person holds it and that the dates are right. Do not confirm as a favour, in return for a confirmation of your own, because someone asked you to, or because it seems likely.

5.3 Keep it current

If your role ends, step down on the entry. If you gave the wrong dates, correct them; your confirmations then start again. If the group's directory address changes, update it. If you confirmed something that turns out to be wrong, take your confirmation back.

5.4 What is never allowed

• Inventing a group, a role or a term.
• Recording a role you do not hold, or dates that are not true.
• Registering someone else's group in order to hold its name or to shut its real officers out.
• Pretending to be an officer of a group, or pretending to be another person.
• Using a second account to register, confirm or fill a roster.
• Trading confirmations, or pressing someone to confirm.
• Using a dispute or a report to harass someone or to take over an entry.

5.5 What may happen

If we believe an entry, a role or a confirmation is false, we may withdraw the role from The Record, cancel confirmations, hold or close the entry, and take any other step the Reporting, Enforcement and Appeals Policy allows. A withdrawn role's Record page says that it was withdrawn.

5.6 Why a false role does harm

A recorded officer role is useful to a member only because a reader can trust the words on its page. One invented role lowers the worth of every true one.

6 Names, descriptions and marks

6.1 Text only

An organization's name appears in ordinary type, in the same style as the words around it. An entry has no place for a logo, a seal, a crest, a mascot, a set of colours, an emblem or a picture, so none can appear. Do not try to reproduce one with characters or symbols.

6.2 The group's real name

Give the name the organization uses for itself on campus. If the college's name is part of that name, it may stay, in text only. Do not add words that are not part of the name.

6.3 Words we keep back

A name or description may not include our own names, the names of our titles, or wording that claims standing the entry does not have: "chapter of", "official", "endorsed by", "sponsored by" or "partner of". The form refuses these.

6.4 The directory address

If you give the address of the group's page in the campus directory, the entry shows it as text only, without a link. The entry states, as a fact, whether the address is on the college's own domain.

6.5 Changing the name

An officer can ask to change the entry's name. A second officer must agree, and the name can change only so often (currently once in 180 days). Roles that ended before the change keep the name the organization had when they ended.

6.6 Greek-letter names and national bodies

A national body may own the name, letters or insignia a campus group uses, and may have its own rules about where they appear. Use text only and follow your national body's rules. Each campus group is its own entry. An entry makes no statement about, or on behalf of, a national body.

6.7 The description

Say what the group does, in two or three sentences. Do not use the description to sell, to state prices, or to claim an award, a ranking or a standing that cannot be checked. Descriptions are screened before other members see them.

6.8 Permission to show the name

By registering or confirming an entry you confirm that you are entitled to list the organization's name here, and you give us permission to show the name and the text you wrote, in text only, on the entry, on its printable papers, and on the Record statements of its officers. That permission lasts while the entry is active and, for roles already recorded, for as long as those records stand.

We do not use an organization's name in our own marketing without written permission from someone with authority to give it.

6.9 If someone objects to a name

An organization, its national body, its college or anyone who owns a name can ask us to change or remove it (section 12.8).

7 No affiliation is implied, in either direction

7.1 With a college

An entry does not mean that a college recognizes the organization, approves of its being here, or has anything to do with us. Do not say or suggest otherwise. In particular:

• do not present an entry, a term sheet or a table tent as a document of the college;
• do not use our name in an application to your college for recognition, funding or space;
• do not use a campus office's name, an adviser's name or a professor's name in an entry or a notice without that person's written permission.

7.2 With us

An organization is not our chapter, representative, ambassador or partner.

• Do not put our name in the organization's name, and do not describe the organization as part of Tillyard.
• Do not say or suggest that we sponsor, pay for or back the organization. The one exception is where a written sponsorship agreement signed by the owner says so, and then only in the words that agreement allows.
• Do not register or run a student organization on your campus whose purpose is to promote us.
• Do not use our name or wordmark as if it belonged to the organization.
• Do not use an entry to raise money in our name.

7.3 Your campus's rules

Read your campus's rules on student organizations and on outside organizations before you register, and keep to them. Many colleges limit what a recognized student organization may do with an outside organization. Some require an organization to tell the college about outside connections. Some restrict the use of campus resources, mailing lists, notice boards and rooms for anything connected with a business.

Some groups are closer to the college than others. A student government, a publication the college pays for, a club sport or an honor society may be bound by rules, a charter or a national body that limit where it may list itself. If your group is one of these, ask whoever governs it before you register.

Those rules are between the organization and the college. Keeping to them is the officers' responsibility. We cannot tell you what your campus's rules require, and nothing here is advice about them.

If your college tells you that the group may not keep an entry here, close the entry (section 13.4). Roles already recorded stay on The Record as dated facts unless section 5.5 applies, and an officer who does not want one shown can set it to "only me" or put it away.

7.4 What to tell your members

When you tell your group about its entry, say what this is. One sentence is enough:

"We keep a standing table at Tillyard. It is free to students, and it is not affiliated with or endorsed by [college]."

If you also hold a house title or a perk, or have another tie to us, add your own line. The Hosting Terms and Disclosure Policy says how.

7.5 Printed papers

The site can print a table tent and a term sheet for an entry. Print them as they come. Each already carries the statement that Tillyard is not affiliated with or endorsed by the college. Do not add a college's logo or colours, and do not print them on college letterhead.

Where you may put up a table tent is your campus's decision. Post it only where your campus allows. Nobody is asked to post anything.

A term sheet is a summary prepared by the group's officers from counts kept in our logs. It is theirs to use in their own paperwork. It is not a statement by us about the group and not a recommendation of it.

7.6 We ask nothing of an organization

We do not ask an organization or its officers to recruit, to post about us, to bring a number of people, or to meet here any particular number of times. Nothing is awarded for the size of a roster or the number of meetings. Entries are listed alphabetically and are never ranked. We do not pay organizations, and we never pay for sign-ups.

7.7 The group's views are its own

The register includes many kinds of group, among them groups formed around a faith, a belief, a cause or an identity. An entry is not a statement by us about any group's views, and no group's presence here says anything about ours.

8 Officers and roles

8.1 Roles come from a list

A role is chosen from a fixed list of common offices, such as President, Vice president, Treasurer, Secretary and a number of chairs and similar titles. Each role has a set number of seats in one entry. There is no free-text role, and "President" is not on the list.

8.2 Recording a role

A member on the roster can record a role they hold, with the month it began and the month the term is due to end. Until another officer confirms it, it is a claim, and it is shown only as waiting.

8.3 Confirmation by another officer

A role is confirmed when a current, confirmed officer of the same entry, other than the person who holds the role, presses "Confirm" and ticks "I know this to be true." The confirming officer must be in good standing at that moment. Other officers may add their own confirmations, up to a small number (currently five in all).

An officer who knows a claim is wrong can decline it. The claim is then removed and the claimant is told.

8.4 Claims that nobody confirms

A claim that no officer confirms within a set period (currently 21 days) is removed, and the claimant is told once.

8.5 Past roles

A role that has already ended can be recorded if it ended recently (currently within the last 12 months), and it needs confirmation in the same way.

8.6 When a role reaches The Record

A role is written to the holder's Record when all of these are true: it is confirmed; the entry is active; the settling period in 4.5 is over; no case is open on the entry or the role; and the holder is in good standing.

On The Record an officer role is a recorded item. It never carries the editor's mark, because no one at the company approved or signed it. It is not a house title.

8.7 What the Record says, and what it means

The page for an officer role says who confirmed it. Currently the wording is of this kind:

"Confirmed by 2 officers of the organization. Tillyard did not check this itself."

and the statement on the page reads, in substance, that the member held the named role in the named organization, a student group at the named college, between the stated months, as confirmed by the stated number of its officers, and that Tillyard did not check this itself and is not affiliated with or endorsed by the college or the organization.

"Confirmed by an officer of the organization" means that another member, recorded as an officer of the same entry, confirmed the role on the site. It does not mean that the college, an adviser, a national body or anyone outside the entry confirmed anything, and it does not mean that we did.

A recorded role is a statement about holding an office. It says nothing about how well the office was carried out, and it is not a certificate, a qualification or evidence of proficiency.

8.8 Limits

One member can hold only a few live roles across all entries (currently three), and one entry can have only so many officers at once (currently ten). These are ceilings, not targets.

8.9 Terms and how a role ends

Every role has an end month. Some weeks before it (currently 30 days) the holder is reminded and can choose one of these:

1. Stay on. The holder picks a new end month and another officer confirms it. If nobody confirms within a short period after the old end date (currently 14 days), the role ends on the old date.
2. Hand over. The holder offers the role to a member on the roster from a stated month. If that member accepts, the outgoing role ends with its dates and stays on the outgoing officer's Record, and the incoming role starts confirmed, because the outgoing officer's offer is the confirmation. If the offer is refused, or not answered within a set period (currently 14 days), it ends.
3. Step down. The role ends that month.
4. Do nothing. The role lapses a short time after the term ends (currently 14 days), dated to the end of the term.

A role also ends if its holder leaves the roster, leaves the college, or closes their account.

8.10 What an officer can and cannot do here

An officer can manage their own entry: add people to the roster or take them off, post and remove notices, set or give up the standing table, skip a date, edit the entry's details, ask to rename or close it, make a joining link, keep the handover sheet and print the papers.

An officer cannot hide another member's writing, see reports or who made them, mute anyone, moderate, or do anything outside their own entry. An officer has no authority from us and does not act for us.

8.11 Officers are not our staff

Being an officer of an organization with an entry here is a role in that organization and nowhere else. It is not employment, an internship, volunteering for us or agency, and nothing is paid or promised for it.

8.12 The officers' thread

Each active entry has a thread for its current officers. It follows the officers as they change. It is a thread like any other on the site: what is written there is screened and logged as the Messaging and Monitoring Notice describes, and staff may read it when it is reported or flagged and in the other situations listed in section 6 of that notice.

8.13 The handover sheet

Officers can keep a short checklist and a note for whoever comes next. Only the entry's officers can read it. Do not put passwords, bank details, or personal information about members in it.

8.14 Describing a role to others

Our rule for anything on The Record is this: List it under Publications, Projects, Leadership and activities or Service. It is not employment, so it does not go under Work Experience.

For an officer role, the section that fits is Leadership and activities. Use the wording on the Record page, with its link or code: the role, the organization, the college, the months, and who confirmed it. An example: "Treasurer, [organization] ([college]), September 2026 to May 2027. Confirmed by two officers of the organization."

Do not write that Tillyard confirmed, checked or approved the role. We did not. Do not write that your college did, unless it did and you can show that by other means. Do not describe the role as a role at Tillyard.

If a role is withdrawn, or comes off The Record after a dispute, take the line that points to it off your résumé and your profiles. How to list this on a résumé gives sample lines.

9 The roster

9.1 Joining

A member at the same college can ask to join an entry's roster. An officer adds them or declines, and a request nobody answers lapses (currently after 14 days). An officer can also make a joining link for a meeting, good for a short time and a limited number of people from the same college (currently seven days and 40 people). Anyone who uses it joins without waiting.

Only members can be on a roster, and only members at the entry's college.

9.2 Who can see a roster

The names on a roster are visible only to people on that roster. Everyone else sees a number. When you ask to join, the officers see your name and college.

9.3 A roster never reaches The Record

Being on a roster is not written to The Record, does not appear on your profile, and is not shown on any public page. Anyone can join a roster, so it says little, and it can say too much.

9.4 Treat a roster with care

Which groups a person belongs to can reveal their faith, their politics, their health, their background or other things they may not want known. So:

• do not tell anyone outside a roster who is on it;
• do not copy, export, photograph or post a roster;
• do not use a roster to contact people about anything other than the group;
• if you are an officer, add or remove people only for reasons to do with the group.

We do not use roster membership to describe, sort or rank members, and we do not show it to anyone outside the roster. Staff can see a roster when they need to, for example to look at a report or a dispute. Like anything else we hold, a roster could be the subject of a lawful demand from a court or an agency, which we handle as the Privacy Notice and the Law Enforcement and Legal Requests Policy describe. If that matters to you, bear it in mind before you join a roster, and remember that leaving deletes your row.

9.5 Leaving and being taken off

You can leave a roster at any time without giving a reason. Your roster row is deleted when you leave, and any live role you hold in that entry ends that month.

An officer can take a member off the roster. The member receives one neutral line that names nobody, and must wait a short time before asking again (currently 30 days).

9.6 The roll

For each roster member the entry keeps a count of the organization's meetings here that they came to, and the last month they were present. You see your own. The officers see everyone's. Nothing finer is kept, and the meeting ledger itself keeps counts and not names.

9.7 Who decides who belongs

Who may belong to an organization is the organization's decision, under its own rules, its college's rules and the law. We take no part in it. The roster tools must not be used to harass or shame anyone, and the Community Guidelines apply to how officers and members treat each other.

9.8 Contact between people on a roster

Being on the same roster lets two members exchange a nod, which is the site's ordinary way for two people to agree to be in touch. It does not open private notes by itself. A person who joins is connected with the officer who added them, and officers are connected with each other. A block between two members hides each from the other in every list.

10 The standing table, events and notices

10.1 The standing table

An officer can set a standing table: an evening and hour inside The Shop's posted hours, every week or every other week, with a small number of seats (currently four to eight), open to the roster or to any member. The site reserves the table a day ahead and lists the next few dates. An officer can skip a date. On an evening The Shop is closed, or when it is full, the meeting is marked as not held.

A standing table is a table in The Shop, and the rule there is the same for everyone: Rooms and messages here are logged. What you type is screened by automated safety tools, some run by outside companies working for us, which receive the text. Nothing is end-to-end encrypted. Staff may read a conversation in the cases listed in the Messaging and Monitoring Notice, such as a report or a flag.

The Shop's rules and its report tools apply, and no officer has any power at a standing table that another member lacks.

10.2 The meeting ledger

After each meeting the entry gains one row: the date, how many people came and how many timers were finished. It keeps counts only.

10.3 What a meeting counts toward

A meeting at which at least two people from the roster were present for long enough (currently ten minutes) is recorded as held, and it restarts the dormancy clock in section 13. Standing meetings do not count toward anyone's hosting line or toward any title.

10.4 Events

For a larger or announced meeting, an officer can plan an event as a scheduled table. The Hosting Terms and Disclosure Policy applies to the member who hosts it, and the event counts for that member under those terms.

10.5 Notices

An officer can post a small number of short notices on the entry's page, each with an expiry date and the officer's name. Once a week at most, an officer can have the roster told about a notice. Notices are screened and can be reported. Do not use a notice to sell, to collect money, or to send people elsewhere to avoid the site's rules.

10.6 One perk

The first time a member sits at an organization's standing table, the site may give a one-time stamp. It is a hospitality mark for showing up. It counts toward nothing.

10.7 What happens away from the site

What an organization does in person, on its campus or anywhere else, is outside the service. It is not a Tillyard activity, we have no part in it, and it must not be described as ours.

11 Money

No money moves through an entry. Do not use an entry, a standing table or a notice to collect dues, sell tickets or goods, raise funds, ask for tips or donations, or post payment handles. We hold no money for any organization and keep no treasurer's books.

A tip to Tillyard, by an organization, an officer or anyone else, changes nothing about an entry, a role or a dispute.

12 Disputes

12.1 Most disagreements are settled by fixed rules, without us

Most disagreements about an entry are settled by fixed rules, by the people who know the group, without us. Only what the rules cannot settle comes to staff.

When something does come to us, we decide one thing only: what the site displays. We do not decide who the rightful officers of an organization are under its constitution, who owns its name, or any other question about the organization's own affairs, and nothing we display is a ruling on those questions.

12.2 Taking back a confirmation

An officer who confirmed a role can take that confirmation back. It counts at once. If no other confirmation remains, the role is marked as disputed, its Record page says so, and it comes off The Record after a set period (currently 14 days) unless another officer confirms it.

12.3 Disputing a role

An officer, or a member who has been on the roster for some time (currently 30 days), can dispute a role by choosing a fixed reason: the person does not hold the role, the dates are wrong, or the role has ended. The role is marked as disputed at once. It clears when:

1. an officer who is neither the holder nor the person who disputed it confirms the role; or
2. the holder corrects the dates and is confirmed again; or
3. the holder steps down.

A dispute by itself never removes a role by rule. If the dispute is not settled within a set period (currently 14 days), it goes to staff.

12.4 "This is not a real group"

Any member can report an entry. The report form offers reasons for entries in particular: that it is not a real group at the college, that it pretends to be another group, or that it uses a college's name in a misleading way. During the settling period a report can stop the clock (section 4.5).

12.5 Two entries for one group

If an officer of one entry believes another entry is the same group, they can say so. Both entries then carry a line saying that the two may be the same. The officers of the newer entry can fold it into the older one by agreement (section 13.6). If it is not settled within a set period (currently 14 days), it goes to staff.

12.6 Disagreements among officers

Changing an entry's name and closing an entry each need a second officer's agreement. If officers cannot agree about who holds what, 12.3 applies. We do not choose between rival groups of officers on the strength of who wrote to us first.

12.7 When a dispute reaches us

Staff may look at the entry, its history and who confirmed whom. We may decide that a role stands, that it ended in a stated month, that it is withdrawn, that one entry is folded into another, or that no action is needed. We may also mark an entry dormant, close or reopen it, change a name, release a standing table, add the line in 3.8, or cancel confirmations that should not have counted.

If we do not decide within a longer period (currently 60 days), the rules settle it without us: a disputed role comes off The Record and may be claimed again, and two entries said to be the same both stay, each carrying its line.

We do not promise an outcome or a time. Notices about a decision are worded neutrally and do not name the person who raised the matter.

12.8 Requests from outside

A college, an adviser, a national body, an organization's own officers who are not members, or a person named in an entry can ask us to correct or remove something by using the dispute form at tillyard.org/dispute, which needs no account, or by writing to legal@tillyard.org. Where a request comes from an address we can tie to the organization or the college, we may hide the name or the entry while we look.

12.9 Limits on disputes

Disputes must be made in good faith. The site limits how many disputes and "same group" reports one member can open in a period (currently two in 30 days), and reasons come from a fixed list. Disputing something in good faith never costs you your standing.

12.10 Holds

While a report about an entry is being looked at, staff may put the entry on hold. A held entry cannot be seen by anyone but its officers, its standing table and events are cancelled, its officers' thread is closed, and its officers' recorded roles are taken off The Record. If the hold is lifted, these are put back.

12.11 A second look

A member affected by a staff decision under this section can ask for one second look, as the Reporting, Enforcement and Appeals Policy describes.

13 Dormancy, too few officers, and closing

13.1 Going quiet

An entry is a record of a group that meets here. If no meeting has been held for a while, the officers are warned (currently at 45 days). If none is held after a little longer (currently 60 days), the entry becomes dormant:

• its standing table is released and its reservations are cancelled;
• no new roles are recorded and no confirmations are taken;
• roles already on The Record are not touched.

Dormancy is not a penalty and says nothing against the group. Many groups go quiet over a summer.

13.2 Waking

An officer wakes a dormant entry by setting a standing table. The entry is active again the first time two people from the roster sit down.

13.3 Too few officers

If an entry has fewer than two confirmed officers, the page says so and the roster is told once. Any roster member who holds a role in the group may then record it. If one officer remains, that officer confirms. If none remains, two members who have each been on the roster for some time (currently 30 days) may confirm each other. If the entry still has fewer than two officers after a set period (currently 30 days), it becomes dormant.

13.4 Closing by the officers

Officers can close their entry. A second officer must agree, unless only one officer is left.

13.5 Closing after a long dormancy

An entry that has been dormant for a long time (currently 365 days) is closed by the site. Its roster is deleted, its name becomes free for a new entry, and any roles still live end that month.

13.6 Folding one entry into another

Where two entries are the same group, the officers of the newer one can fold it into the older one. A second officer must agree.

13.7 Holding or closing by us

We may hold or close an entry if we believe it is not a real group, that it was registered or confirmed dishonestly, that it breaks section 3.5, 6, 7 or 11, that its college has suspended or dissolved the group, that a college or a rights-holder has a sound objection to it, or that the law or legal advice requires it. Section 12.11 applies.

We may also stop offering entries altogether, or stop offering them for one kind of group or at one college. If we do, we aim to tell the officers of the entries affected, and section 13.8 applies to roles already recorded.

13.8 What stays after an entry closes

Roles that were recorded while the entry was active stay on their holders' Records with their dates and with the name the organization had. The closed entry's page says when it closed. We keep the closed entry's text for a period afterward, or for as long as a Record item refers to it, as the Data Retention Schedule sets out.

14 What we keep, and who sees it

This is a summary. The Privacy Notice and the Data Retention Schedule govern.

If you close your account, your roster rows and roles go with it. A confirmation you gave to someone else's role stays as a count, with your name removed, so that another member's record does not fall because you left.

15 If these terms are not followed

Depending on what happened, we may ask for a correction, remove a notice, release a standing table, cancel confirmations, withdraw a role from The Record, hold or close an entry, limit a member's use of the register, or take any other step the Reporting, Enforcement and Appeals Policy and the Terms of Use allow. We aim to tell the people affected what we did and why, in neutral words. We do not promise a particular outcome or a time.

16 Responsibility

An organization's activities, decisions, money and members are its own affair and its own responsibility. So is each officer's compliance with the organization's rules, their college's rules and the law.

The sections of the Terms of Use on disclaimers, limits on our liability, the costs you agree to cover, and disputes between members apply to entries and are not repeated here. The governing law and the place where cases are heard are the ones the Terms of Use set.

17 What is not offered

So that nobody plans around something that does not exist: at present the site does not offer a public page for an organization, logos or pictures, a chat for a whole roster, dues or payments, import of a member list, invitations sent by us, confirmation of a role by an adviser or anyone outside the entry, elections, committees, or links between a campus group and a national body. Some of these may be added later. If one is, these terms will be revised first.

18 Common questions

Our club is brand new and not registered with the college yet. Can we have an entry? Yes, if it is a real group with at least two officers who are members here. Say that its registration is under way. Do not call it recognized until it is.

I am the only officer who is a member here. Can I register? You can register, but the entry stays waiting until a second officer from your college joins Tillyard and confirms it. If nobody does in time, it is removed and you can try again later.

Can I record that I was treasurer last year? Yes, if the role ended recently and a current officer who knows it to be true confirms it.

Can our adviser confirm my role? Not at present. Only another officer on the entry can.

Does my name show on the roster to everyone at my college? No. Only people on the roster see names. Others see a number.

Will being on a roster show on my Record or my public page? No.

Someone registered our group who is not one of us. What do we do? Dispute the entry from its page, or use the dispute form. If you are the real officers, register beside it and mark the two as the same group.

We did not meet all summer and the entry is dormant. Have we lost anything? No. Set a standing table and sit down. Roles already recorded are untouched.

Can we call ourselves the Tillyard chapter at our college? No. There are no chapters, and an entry is not one.

Can we collect dues through our page? No. Nothing involving money happens here.

Changes to this document

We may revise these terms. When we do, we change the version number and the effective date at the top. If a change matters to officers, we aim to say so on the site, and we may ask officers to agree to the new version before they register, confirm or record anything further. The version you agreed to is recorded.

Contact

• Questions about an entry, a roster or a role: support@tillyard.org
• A college, an adviser, a national body or a rights-holder with a concern about a name or an entry: legal@tillyard.org
• Accessibility: accessibility@tillyard.org
• To dispute or correct something, with or without an account: tillyard.org/dispute
• By post: Tillyard, 10602 York Rd SW, Etna, Ohio 43062

Questions about this document

support@tillyard.org

Legal notices

legal@tillyard.org

By post

10602 York Rd SW, Etna, Ohio 43062

For anything else, see where to send what.

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