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Handbook of Operating Procedures

Student Organizations

Policy Number: 110

Subject:

Organizations formed by students

Scope:

Students

Date Reviewed:
December 2017
Responsible Office:
Office of the Executive Vice President & Chief Academic Officer
Responsible Executive:
Executive Vice President & Chief Academic Officer

I. POLICY AND GENERAL STATEMENT

Students are encouraged to develop collegial relationships through the formation of organizations. Organizations formed by students of The University of Texas Health Science Center at Houston ("university") must follow the requirements of this policy.  All student organizations are required to register their organizations annually at the institutional level through the school Student Affairs Office.

Membership of all student organizations is restricted to students, faculty and/or staff of the university.  Student organizations registered with the university may not suggest or imply they are acting with the authority or as an agency of the university. Accordingly, a registered student 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, including in email or website addresses.  A student 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 student 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 a student organization advocates imminent violence or has a history of or proposes to commit imminent violence, he or she may prevent the organization from registering.

Any registered student organization that violates a rule or regulation of the university or of UT System is subject to disciplinary action and/or revocation of registration. Student organizations are governed by campus-wide policies on solicitation, use of university facilities, use of institutional mail, student conduct and discipline, sexual misconduct and speech and assembly. (HOOP 165, Solicitation on Campus, HOOP 11, Use of University Facilities, and HOOP 4, Use of Institutional MailHOOP 174, Speech and Assembly, HOOP 59, Sexual Misconduct, and HOOP 186, Student Conduct and Discipline).

Student organizations may not use university facilities if they have a delinquent debt with the university or have not kept up their annual registration renewal requirements.

II. PROCEDURE

A. Registration of Student Organizations

A student organization must register its organization annually by submitting a student organization application and official organizational bylaws to the Student Affairs of the applicable school for recommended approval to the Office of the Executive Vice President & Chief Academic Officer ("EVP/CAO").

As a condition of being a registered student organization, the following information must be filed with the applicable Student Affairs Office by submitting the Student Organization Renewal Application at the beginning of each fall 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 applicable Student Affairs Office will forward this information with recommended approval to the Office of the EVP/CAO annually.

For information regarding registered student organizations, contact the Office of the EVP/CAO.

B. 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.

C. Publications

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

A registered student 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

    • Office of the Executive Vice President & Chief Academic Officer
    • 713-500-0366
    • https://www.uth.edu/evpara/contact-us/leadership.htm
    • https://www.uth.edu/academics/
    • Applicable Student Affairs Office