Handbook of Operating Procedures

Employee or Student Organizations

Policy Number: 110

Subject:

Organizations formed by employees or students

Scope:

Employees and students

Date Reviewed:
May 2008
Responsible Office:
Office of Academic and Research Affairs; Office of Legal Affairs
Responsible Executive:
Executive Vice President for Academic and Research Affairs; Vice President and Chief Legal Officer

I. POLICY AND GENERAL STATEMENT

Students and employees are encouraged to develop collegial relationships through the formation of organizations. Organizations formed by those affiliated with The University of Texas Health Science Center at Houston ("university") must follow the requirements of this policy.

Organizations registered with the university may state their membership is composed of students, faculty and staff of the university but they will not suggest or imply they are acting with the authority or as an agency of the university. Accordingly, a registered organization will not use the name of the university or the name of The University of Texas System ("UT System") as part of the name of the organization. An organization cannot display the university logo or the seal of either the university or UT System in connection with any activity of the organization or use such marks as part of any letterhead, sign, banner, pamphlet or other printed material that bears the name of the organization. (For use of the university's name or seal on merchandise, refer to HOOP Policy 8 Use of the University's Name or Seal on Merchandise.) A registered organization may not have any person as a member who is not either a registered student or a member of the university's faculty or staff.

If the President believes an organization advocates imminent violence or has a history of or proposed to commit imminent violence, he or she may prevent the organization from registering.

Any registered organization that violates a rule or regulation of the university or of UT System is subject to disciplinary action or revocation of registration. Organizations are governed by campus-wide policies on solicitation, use of university facilities and speech and assembly. (Refer to HOOP Policies 165 Solicitation on Campus, 11 Use of University Facilities, and 174 Speech and Assembly.)

Organizations may not use university facilities if they have a delinquent debt with the university.

II. PROCEDURE

A. University-Wide Organizations

An organization or group whose focus is university-wide may register its organization by submitting to the President a statement of the purpose, composition and bylaws through the Office of Academic Affairs.

As a condition of being a registered organization or group, the following information must be filed with the Office of Academic and Research Affairs at the time of original application and at the beginning of each fiscal year:

  • A complete list of the names and addresses of all officers of the organization as well as all person(s) authorized to speak for, represent, or receive official notices, directives or instructions from the university on behalf of the organization. The list must be kept current and accurate throughout the year.
  • A written statement that the organization or group does not have as a member any person who is not either a registered student, a faculty member or a staff member of the university. If the organization or group fails or refuses to file the required statement or if the President determines the statement is false, the President, after providing notice, may cancel the registered status of the organization or group or impose other appropriate penalties.

B. School-Based Student Organizations

An organization or group that is school-based may register its organization by submitting a statement of the purpose, composition and bylaws to the Dean of that school for approval.

As a condition of being a registered organization or group, the following information must be filed with the applicable Dean's Office at the time of original application and at the beginning of each semester:

  • A complete list of the names and addresses of all officers of the organization as well as all person(s) authorized to speak for, represent, or receive official notices, directives or instructions from the university on behalf of the organization. The list must be kept current and accurate throughout the year.
  • A written statement that the organization or group does not have as a member any person who is not either a student, a registered faculty member or a staff member. If the organization or group fails or refuses to file the required statement or if the Dean determines the statement is false, the Dean, after providing notice, shall begin disciplinary proceedings. The Dean may cancel the registered status of the organization or group or impose other appropriate penalties.

The Dean’s Office will forward this information to the Office of Academic and Research Affairs annually.

For information regarding the recognized student organizations, contact the Student Affairs Office in each school.

C. Tax-Free Sales

A registered student organization may be relieved from state sales tax liability for fund-raising sales occurring no more than one day per month.

All proposed sales events are subject to the Rules and Regulations of the Board of Regents of The University of Texas System and other university policies concerning the time, place and manner of solicitation (refer to HOOP Policy 165 Solicitation on Campus). The sales must be for the benefit of the registered organization and may not involve another entity not authorized to solicit under the Rules and Regulations of the Board of Regents of The university of Texas System.

D. Publications

Only organizations registered in accordance with this policy may publish and/or disseminate information using university resources. For university wide organizations, the President must approve the use of university resources for a publication. For school-based student organizations, the appropriate Dean of Student Affairs must approve the use of university resources for a publication.

The registered organization must make clear that it does not speak for the university and the content of the publication reflects only the group’s opinions or positions on an issue. All publications must follow the university's Graphic, Editorial and Web Standards.

III. CONTACTS

ContactTelephoneEmail/Web Address
Office of Academic and Research Affairs 713-500-3082

https://www.uth.edu/evpara/contact.htm

http://www.uthouston.edu/academics/

Office of Legal Affairs 713-500-3268

legal@uth.tmc.edu

https://inside.uthouston.edu/legal/contact-us.htm