The University of Texas at Arlington
Student Organizations Handbook
Student Governance and Organizations E. H. Hereford University Center Box 19350 (817) 272-2293 mavorgs@uta.edu http://www.uta.edu/studentgovernance
September 2005 Table of Contents
« Membership in student organizations can be an especially enriching aspect of the collegiate experience. Working with others to achieve common goals and programs and developing one’s individual potential are important benefits of participating in out-of-class activities. « Student organizations often find that it is very difficult to be aware of all the services, regulations, and intricacies of the University. This Handbook provides a "hands-on" reference for the procedures and services that are most commonly used by student organizations. The Handbook is based on the University's "Handbook of Operating Procedures" and "Regents' Rules." It is made available to all student organization officers and their advisors. It can be viewed online at www.uta.edu/studentgovernance. « If you have any questions after examining this Handbook, please direct them to the Office of Student Governance and Organizations located in the Lower Level of the University Center. The Office of Student Governance and Organizations will be pleased to assist you in interpretations of policies or in program planning.
How to Organize A Campus Organization « Students, faculty and staff with similar interests are encouraged to form campus organizations to share information, provide programs for the group, as well as the University-at-large, and to advance the interests of its members. « Students interested in starting an organization on campus should take the following steps: 1. Contact the Student Governance and Organizations Office to acquire the necessary forms. 2. Schedule and hold up to three open organizational meetings to recruit at least ten members. As per Regents' Rules, these members must be students, faculty, or staff members at UTA. Eight of the ten members must be registered students, two may be faculty or staff. 3. At each of these meetings, a prescribed number of outside resource people may be present. These off-campus individuals are not permitted to recruit, solicit, or act in any manner other than that of a resource person. All such individuals must be identified to the Director of Student Governance. The Director may limit the number of such individuals. The application process requires the group to secure an advisor from the faculty or staff. 4. The group must write and ratify a constitution, as well as select officers and advisors. Also, please note that the organization may not preface its name with UTA: (Regents' Rule Chapter VI 4.3) 5. Return a list of members, constitution, national constitution (if applicable), and an Organizational Update Form to the Student Governance and Organizations Office within 30 days of the first organizational meeting date. The University will not register like purpose organizations. There must be clear and significant differences between any existing organization and one that is proposed. Prospective organizations may only attempt to organize once during successive semesters. « After these steps have been completed, the group will be referred to the Committee on Student Organizations for approval. All organizations, whether newly organized or re-organized after a period of inactivity, must be approved.
Committee on Student Organizations « The Committee is appointed by the President and is made up of three faculty members, three staff members, three students and the Student Governance and Organizations Office delegate as an ex-officio member. « The Committee meets periodically on matters involving student organizations. It approves the registration of new student groups, deactivates disbanding groups, serves as a hearing body for infractions of rules and advises the Vice President for Student Affairs on areas of concern to student organizations. All decisions made by the Committee may be appealed to the Vice President for Student Affairs.
Choosing a Faculty/Staff Advisor « In order to register and remain active as a campus organization, each group must have a member of the faculty or staff serving in an advisory capacity. This person serves as a source of continuity, program ideas and experience. The advisor should be kept abreast of the organization's activities by attending selected functions and meetings. « Aside from being the person who signs financial statements, various forms and room reservations, the advisor can be the difference between a mediocre organization and an excellent one. Officers can often utilize their advisors in solving problems such as recruitment, internal strife, and lack of funds. The advisor is important to your organization. « Following is a list of possible roles/duties that a Student Organization Advisor may be involved with: / Provide the organization with information about its past. / Enforce University policies (alcohol, outside membership in student organizations, solicitation regulations, and event registration procedures.) / Interpret the University's policies and regulations to organization members. / Ensure that minutes are maintained. / Ensure the accuracy of financial reports. / Approve expenditures and/or countersign checks. / Attend organization's business meetings. / Attend organization's special functions and programs. / Work with officers to maintain standards and behavior. / Explain procedures and the appropriate channels to follow. / Respond to emergency situations. / Arbitrate disputes that arise within the organization. / Train new officers. / Review details when projects are being planned. / Point out additional resources within the University and the outside community. / Suggest ways in which the organization could better attain its established goals. / Assist the leadership in learning more effective ways to manage the organization. / Point out new perspectives and/or directions to the group. / Supply expert knowledge and the insights of experience. / Assist in the identification and development of new leadership. / Assist in the development of the members' interpersonal skills. / Assist in the groups' development of long-range plans. / Provide information regarding the techniques and responsibilities of good leadership and fellowship. / Provide opportunities for the practice of classroom-acquired skills, concepts, and/or principles. / Cultivate responsibility in group members. / Contribute to the intellectual development of group members. / Introduce new program ideas with an intellectual flavor. / Consult with students who appear to have personal concerns. « A student organization may have more than one advisor. Often two or three advisors prove advantageous to a student organization.
Alumni and Other Special Advisors Alumni or other special advisors serve unique purposes in campus organizations. The University recognizes the need for such individuals, particularly when they are mandatory according to some national charters. Organizations should indicate the names of special advisors on the "Organizational Update Form." Alumni and other special advisors/consultants cannot vote, hold office, or participate regularly in organizational activities.
Membership by Non-University Individuals Regents' Rules state "membership in student organizations shall be limited to students, faculty, and staff." This rule is verified and attested to by the president and advisor of each student organization at the beginning of each semester on the "Organizational Update Form."
Title VI and Title IX "Title VI" is the federal law prohibiting discrimination of any form on the basis of race, color, national origin, religion, age, disability or veteran status.
No student organization shall be registered that denies membership on any basis prohibited by applicable law, including but not limited to, race, color, national origin, religion, sex, age, disability, or veteran status. However, an organization created primarily for religious purposes may restrict the right to vote or hold office to persons who subscribe to the organization’s statement of faith. Single gender organizations may be permitted if they satisfy relevant legal requirements such as those in Title IX.
"Title IX" prohibits discrimination on the basis of sex in educational institutions. For clarification regarding these federal regulations, consult the Office of Student Governance and Organizations. Please take special note of the following:
Effective 9/1/05
Remaining Active as a Campus Organization « Student organizations may be placed on inactive status for several reasons. An organization may be placed on either permanent or temporary inactive status. Permanent inactive status means the organization must resubmit an application to the Committee on Student Organizations for registration. Temporary inactive status means the organizations need only remedy the circumstance that was the cause for such classification. Generally, the cause for inactive status can be attributed to the lack of attention to University Regulations or the Regents' Rules. It is, therefore, imperative that you be familiar with these regulations and keep abreast of any changes. Some general requirements to be aware of are as follows:
/ Organizational Update Form --The Regents require this form to be submitted within ten (10) days of the beginning of each long semester regardless of any changes. The same form is required ten (10) days after an organizational election or other change of officers. Thus, it is quite possible to submit this form twice in the same semester. (Summer terms are excluded.) Failure to submit this form for three (3) consecutive semesters will automatically place the organization on permanent inactive status. / Outstanding Debts--If an organization is past due on any debts to an office of the University, the organization will be placed on temporary inactive status pending payment of their debts. / Profit/Loss--If an organization has any campus activity for which there is a charge, a "Profit/Loss Statement" must be submitted to the Student Governance and Organization Office no later than five (5) class days after the event. Failure to do so will result in temporary inactive status. / Minimum Membership--All student organizations must maintain a membership total of eight students each semester. Should an organization fall below eight members, it will have two long semesters (one calendar year) in which to increase its membership to eight. During this probationary period, certain restrictions may be placed on the organization. Failure to achieve eight members within the allotted time will subject the organization to being placed on Permanent Inactive status. / University Regulations--Each student organization is expected to adhere to applicable University regulations as they are set forth in this document, the Handbook of Operation Procedures, and the Regents' Rules. / Constitutions--University approval is required for any changes in an Organization's Constitution or bylaws. Submit the proposed amendments to the Office of Student Governance and Organizations.
« It is the purpose of University regulations to protect the individual student organization and the University from decisions that are "capricious or arbitrary." It is in this vein that the regulations should be interpreted. In addition, it is important to note that only organization officers and/or their advisors are empowered to conduct official organizational business with the University. « If any questions arise, be sure to consult the Office of Student Governance and Organizations for clarification.
Q/A: What happens if my group becomes inactive? « Temporary Inactive Status The organization will be removed from the on-line list of student organizations. The organization will be unable to make room reservations or have flyers/banners stamped, utilize their on-campus account. Essentially, the organization is denied those university privileges accorded to registered student organizations. Once the issue is remedied (i.e., an update form is turned in or a debt to the University is paid), the organization will be listed on-line once again and reservation privileges will be returned. Flyers/banners will be stamped again.
« Permanent Inactive Status Organization information is referred to the Committee on Student Organizations. Once the Committee declares the group to be permanently inactive, the advisor is notified and the organization is removed from the on-line list of student organizations. Activities will be limited to those necessary to re-start the organization (essentially, completing the same steps required to start a new organization.) Any funds remaining in an on-campus account are swept to a general holding account.
« If any questions arise, be sure to consult the Office of Student Governance and Organizations for clarification.
Q/A: Why does my organization have to complete a Profit/Loss form? The Handbook of Operating Procedures requires that this information be collected. (See HOP 3-306 C).
University Accounts University accounts are available to organizations who wish to take advantage of the opportunity. There are no service charges for university accounts. Although Accounting and Business Services and the Bursar’s Office work with Student Governance and Organizations on these accounts, transactions take place through the Bursar’s Office.
/ To Establish an Account 1. Fill out a “Request for Student Organization University Account” form, or a “signature card.” These are available in the Office of Student Governance and Organizations. You may indicate on the request the requirement of one or more signatures of the organization’s officers, in addition to the University requirement of the signature of the organization’s sponsor (advisor), to authorize expenditure of funds. Submit it to the Office of Student Governance and Organizations for approval. 2. Student Governance and Organizations will send the approved request to the Business Office for assignment of an account number. Two copies of the request will then be returned to the Student Governance and Organizations, one copy for distribution to the student organization advisor and one copy to be retained by the Office of Student Governance and Organizations. The Bursar’s Office will keep one copy for quick reference. 3. Deposit of funds may then be made to the assigned account number by going to the Bursar’s Office in Davis Hall. You must know your account number in order to deposit monies in the Bursar’s Office. Any officer or member may deposit monies in an organizational account. Deposit slips are available in the Office of Student Governance and Organizations and near the Bursar’s Office in Davis Hall.
/ To Withdraw Monies from the Account 1. A two-part “Payment Approval Voucher” is used to withdraw funds from the account. These vouchers are available from the Office of Student Governance and Organizations as well as Davis Hall near the Bursar’s Office. It should be submitted to the Bursar’s Office for payment after securing the required signatures. The signature of the Director of Student Governance and Organizations may be obtained if the sponsor (advisor) is unavailable to sign the voucher. 2. Vouchers may be prepared in either of two ways as indicated below: a. Vouchers may be made payable to an individual within the organization for cash. That individual should present the voucher to the Bursar’s Office. It will either be certified as a cash voucher, allowing it to be cashed, or a check will be made and mailed. Up to $300 of cash may be withdrawn on a single day. b. Vouchers may also be made payable to a third party, where upon a check payable to that party will be made and given to the representative of the organization for their disbursement. If you wish a check to be written, please allow ample time.
/ General Account Rules 1. Monthly ledger sheets on all student organization accounts will be mailed to the Office of Student Governance and Organizations for their distribution to the Advisors for the individual organizations. 2. All student organizations with University accounts are expected to always maintain positive balances. Failure to do so may result in the loss of University registration of the organizations.
Fundraising and Solicitation Registered student organizations often need to raise funds on campus. It is important that organizations realize the importance of being recognized as educational entities and the need to direct their solicitations toward charitable causes--either inside the organization, the University, or the community-at-large. A registered student organization may advertise or sell merchandise, publications, food, or nonalcoholic beverages, or request contributions for the benefit of the organization, for the benefit of another registered student, faculty, or staff organization, or for the benefit of a non-profit 501(c )(3) organization. (Regents’ Rules and the Handbook of Operating Procedures have very specific rules re. solicitation on campus. If an organization contacts you re. solicitation on campus, please do not hesitate to contact the Office of Student Governance and Organizations.) Please note: Student Organizations may not serve as a joint sponsor for fundraising activities. « In order to conduct a fund-raising activity, an organization should: 1. Plan the activity (date, time, place, and purpose). 2. Come by the Office of Student Governance and Organizations and fill out a "Campus Events Information Sheet" for the activity, taking care to indicate that there is a charge. Please note that this must be done at least five (5) class days prior to the event in order to insure that the event is properly scheduled. 3. After getting the "Campus Events Information Sheet" approved, schedule the necessary facility and equipment for the activity. 4. After the event, submit the completed "Profit/Loss Statement" which was distributed with the "Campus Events Information Sheet" to the Office of Student Governance and Organizations no later than five (5) class days after the event. Failure to submit the "Profit/Loss Statement" may cause an organization to be placed on temporary inactive status.
« While planning an activity, organizations should take care to note that the event must not: 1. Disturb or interfere with the regular academic or institutional programs being carried on in campus buildings. 2. Interfere with the free and unimpeded flow of pedestrian or vehicular traffic on sidewalks, streets, and places of entrance and exit from buildings. 3. Harass, embarrass or intimidate the person or persons being solicited. 4. The University reserves the right to regulate time, manner and place of all solicitations.
Program Assistance Funds Student Congress has funding available for registered student organizations. These are supplemental funds that organizations may apply for in three areas: educational programs, activities or travel. Applications and more information are available in the Office of Student Governance and Organizations. Corporate Donations to Student Organizations If your organization is sponsoring an event in which a significant amount of the funds are being donated, see the Office of Student Governance and Organizations for procedures regarding Internal Revenue Service Policies prior to accepting the donations.
Tax-Free Sales Texas law allows a registered student organization to be relieved from state sales tax liability for one fund-raising sale per month. All proposed sales events are subject to the Regents' Rules and to other institutional policies concerning the time, place, and manner of solicitation. The sales must be for the benefit of the registered organization or a non-profit organization. The items offered for sale may not be items that the organization has obtained on consignment. Food Sales Campus Dining Services has the exclusive responsibility to provide food and beverage service on the campus. However, it is understood that from time to time, registered student organizations may wish to conduct food sales as fundraising activities. Individual organizations may conduct such sales for a maximum of (10) ten days each long semester. Events involving the sale of hot food items must be approved via a food waiver form. Food Waivers must be completed 5 class days before the event.
Bake Sales Bake sales do not require a food waiver. However, no vending machine items: specifically cokes, potato chips, candy bars, etc is permitted for sale. All sales must be registered with the Office of Student Governance and Organizations. Bake sales held in the Business Building, and Science Hall are handled through the constituency councils. Contact the respective constituency council (Business: bcc@uta.edu, Science: scc@uta.edu) to hold a bake sale in those buildings.
« Student organizations may not enter into joint sponsorship with off-campus entities. An event is a prohibited joint sponsorship if an individual or student, faculty, or staff organization: 1. depends on an off-campus person or organization for planning, staffing, or management of the event; or 2. advertises the event as joint-sponsored by an off-campus person or organization; or 3. operates the event as a agent of, or for the benefit of, an off-campus person or organization, except for solicitation of charitable contributions under the authority of Section 6-400 of the Handbook of Operating Procedures; or 4. distributes any proceeds of the event to an off-campus person or organization except for solicitation of charitable contributions under the authority of Section 6-400 of the Handbook of Operating Procedures; or 5. reserves a room or space for the use of an off-campus person or organization; or 6. engages in any other behavior that persuades the Office of Student Governance and Organizations that an off-campus person or organization is in fact responsible for the event, in full or substantial part. « The following facts do not, in and of themselves, indicate a prohibited joint sponsorship: 1. a University person or organization endorses an off-campus person or organization or its message; 2. a University person or organization sells, distributes, or displays literature prepared by an off-campus person or organization or containing contact information for an off-campus person or organization; 3. a University person or organization has purchased good or services from an off-campus provider; 4. a registered student, faculty, or staff organization has invited a guest speaker under Subchapter 4-300 of the Handbook of Operating Procedures; 5. a registered student, faculty, or staff organization has received financial contributions to support the event from an off-campus donor. « The Regents’ Rules and Regulations do not permit the use of University Facilities other than Special Use Facilities by non-University individuals, groups, associations, or corporations. Freedom of inquiry and discussion are basic and essential to intellectual development. However, to insure that such activity does not disrupt the regular academic and institutional programs, we request that notification of intended use of a mall area be given to the Office of Student Governance and Organizations. Any person using or occupying a room or space without a reservation must yield control of the room or space in time to permit any organization with a reservation to begin using the space promptly at the beginning of its reserved time. Events at which amplified sound will be present require a reservation of University space.
University persons and organizations may respond to the speech, expression, or assembly of others.
1. Responders may not damage or deface signs or exhibits, disrupt public assemblies, block the view of participants, or prevent speakers from being heard.
2. Means of response that are permitted in many locations and without advance permission or reservation, such as signs, tables, distribution of literature, and public assembly without amplified sound, may be used immediately and in any location authorized in this policy.
3. Means of response that require advance permission or reservation, such as banners, A-frames, exhibits, and amplified sound, may be used as soon as the needed permission or reservation may be arranged. Banner space and some amplified sound areas may be unavailable on short notice because of earlier reservations, but the Office of Student Governance and Organizations shall expedite approval of A-frames, and available banner space and amplified sound areas where necessary to permit appropriate response to other speech, assembly, or expression.
4. Means of response that are confined to authorized locations, such as banners and amplified sound, may be used only in those locations. It is not possible to respond to amplified sound with amplified sound in the same location; similarly if an exhibit or public assembly is in a location where amplified sound is not permitted, it is not possible to respond with amplified sound in that location. In either case, it is possible to respond with amplified sound in another location and to use signs or distribution of literature to advertise the response at the other location.
« There are five (5) display cases in the west hall of the University Center across from the Gallery. Each case is approximately 8' x 4' x 15". « A display case may be reserved only by a registered student organization or University department. The Office of Student Governance and Organizations will not be held responsible for loss or damage to any of the items displayed in the cases. / Regulations Governing Use of Cases 1. The intent of the display cases is to provide a large, visible and locked space where registered student organizations and University Departments can communicate information of a significant nature to the campus community. 2. No student organization may display a sign that involves unauthorized commercial solicitation; that is obscene, libelous, or directed to inciting or producing imminent lawless action and is likely to incite or produce such action; that advocates the deliberate violation of any federal, state or local law; that advertises an event involving the illegal use of alcohol. 3. An organization must put in a display covering only its activities, may not assign its case to another group, and may only have the case one time per semester unless special permission is granted by the Office of Student Governance and Organizations. 4. The University Center has a limited number of cases; so for maximum use, organizations and departments may reserve a case for one two-week period per semester. A rotation list is maintained for additional usage. 5. In order for all to have a fair chance, the cases will rotate every two (2) weeks.
/ Procedure for Reserving a Display Case 1. Cases will be reserved on a "first-come, first-served" basis; in November for Spring and April for Summer and Fall. A Display Case sign up day is designated as the first day to reserve display cases. Organizations and Departments will be notified via letter, or e-mail, a few weeks prior to that day. 2. Come to the Office of Student Governance and Organizations between 8 a.m. and 5 p.m. Cases may not be reserved by telephone. 3. The reserved case must be occupied by 3:00 p.m. on the first day requested, otherwise the reservation will be canceled and the organization next on the rotation list will be notified. The cases must be vacated by 3:00 p.m. on the last day requested. 4. Persons requesting the unlocking of cases will need to provide some form of identification.
University persons and organizations may erect exhibits. The location is to be determined by the Office of Student Governance and Organizations, based on the nature, size, and structural quality of the exhibit. In locations administered by the Office of Student Governance and Organizations, each exhibit may be displayed for fourteen days. The exhibit must be removed at the end of each day and re-erected each morning. Overnight exhibits may be authorized. A Campus Events Information Sheet must be completed (indicating purpose and description of the exhibit). Exhibits should not interfere with the free and unimpeded flow of pedestrian or vehicular traffic on sidewalks, streets, and places of entrance and exit from buildings. An A-frame sign is an exhibit.
At campus events in which food is to be served, Campus Dining Services must be given the first opportunity to provide such services. Except for bake sales, if an outside food source is to be used, written approval must be secured through the Food Waiver Form. Food Waiver Forms are available in the Office of Student Governance and Organizations. * See BANKING and FUNDRAISING for more information about sales.
« One of the most common types of events sponsored by student organizations as well as faculty and staff organizations involves an off-campus speaker. This individual is either used to address group membership or the campus-at-large. Individuals may not host guest speakers. « In both instances, complete a "Campus Events Information Sheet" in the Office of Student Governance and Organizations Office at least five (5) class days prior to the event. Be sure to include as much information about the qualifications of the speaker as possible. After the form is approved, take it to the person in charge of the facility you wish to reserve and complete the reservation. « Some Important Points to Remember: 1. Registered student organizations may sponsor a specific candidate for public office. The speaker may not be co-sponsored with an off-campus interest and the audience must be limited to members of the organization or their personally invited guests. 2. No person shall be permitted to engage in speech, either orally or writing, which is directed to incite or produce imminent lawless action and is likely result in such action. 3. The speaker represents his/her own views and not those of the University. 4. A registered student organization may reserve either outdoor or indoor space and invite a specific speaker. Sponsoring speakers at an outdoor location requires a least one member of the organization to be present at all times. The organization must post its sponsorship of the speaker/event. The speaker may distribute literature to those attending the event only, and may not accost potential listeners or help staff a table or exhibit.
« Listserv is the software package that manages the lists hosted at The University of Texas at Arlington. The University of Texas at Arlington maintains criteria for the creation of a list: it should provide service to a faculty or staff of the university in the performance of their duties, provide a non-commercial service to the local community, provide a means of distributing useful information to be used in scientific research, or provide a means for furthering the cause of intercultural and interracial relations and understanding. Lists may not be used for sales, advertising, etc. Owners will manage the lists. This means resolving bounced or rejected postings, answering questions from subscribers, dealing with requests to be subscribed or removed from the list. Each list requires a monitor/editor. List moderation requires that the editor be able to re-send or "bounce" messages back to the Listserv server. This is different from forwarding.
« Online training exists at http://listserv.uta.edu/qs.html. We will be happy to meet with the person "owning" the list to answer questions and "run through" the program.
« Publicity is often the key to the success of programs planned by organizations. Because of the frequency of programs on campus, th | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||