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Publication Date: June 15, 1998

Chapter 4

Personnel - General

4.23 Registration of Faculty or Staff Organizations

The University of Texas at San Antonio permits the orderly use of its facilities by registered faculty or staff organizations.

The following guidelines and procedures apply to the registration of faculty and staff organizations, and the requests for use of campus facilities by such organizations. This section supplements Regents' Rules and Regulations, Part One, Chapter III, Section 34.

  1. Only faculty and staff organizations registered in accordance with the regulations contained herein are entitled to use facilities or property of the University. This includes, but is not limited to, use of meeting rooms, auditoriums, equipment and solicitation space on the grounds of the University.

    An organization is eligible to apply for registration if (a) members of the organization are full-time or part-time employees of The University of Texas at San Antonio, and (b) the purposes of the organization are not in conflict with any applicable Regents' Rules and Regulations.

  2. Each organization shall file with the Vice President for Business Affairs (non-faculty organizations) or the Provost and Vice President for Academic Affairs (faculty organizations) a Faculty or Staff Organization Registration form containing the following information:

    1. Name of the organization.

    2. Complete list of the names and addresses of all persons who are officers or representatives of the organization. Indicate the person or persons who are authorized to speak for or represent the organization in its relations with the institution and who are authorized to receive for the organization any official notices, directives or instructions from the institution.

    3. Qualifications for membership.

    4. General statement of the purpose of the organization.

    5. Any national or state affiliations.

    6. Statement that the organization does not restrict membership on the basis of race, color, national origin, religion, sex, age, veteran status or disability.

    7. Affidavit that the organization does not presently have, nor during any period of registration will it have, as a member any person who is not a member of the faculty or staff of the institution.

  3. At the time of application for registration and at the beginning of each semester that an organization is registered as a faculty or staff organization, each such organization shall file with the appropriate Vice President an affidavit executed by the appropriate official of the organization stating that the organization does not presently have, nor during any period of registration will it have, as a member any person who is not a member of the faculty or staff of the institution. (A sample affidavit is included with this policy.)

    If the appropriate Vice President determines that the statements in such affidavit are false, registration shall be denied, or if it is determined that such affidavit has become false during any period of registration, such registration shall be canceled.

  4. Each organization must register annually at the beginning of the fall semester. This required information shall be kept current during any period of registration. If at any time during a period of registration it is determined by the appropriate Vice President that such information is not current and the organization does not make such information current within ten (10) days after being notified of such deficiency, registration shall be canceled.

  5. Registered organizations shall be permitted the use of University facilities on a nondiscriminatory basis for meetings and events attended by University employees. This use is subject to the availability of facilities; the priority of regularly scheduled teaching or other official business activities; and the following restrictions/limitations:

    1. Under normal circumstances faculty and staff organizations should not schedule meetings during working hours.

    2. Campus mail facilities cannot be used by registered organizations.

    3. If University facilities are being used, Request for Facility Reservation form must accompany the request for approval to post notices.

    4. Notices and flyers, filed with the appropriate Vice President prior to distribution, may be distributed by staff and faculty organizations if it does not disrupt work. No organization has the right to disrupt the work environment, to solicit memberships in the work environment, or to force themselves into the work area.

    5. Notices shall not be posted on University bulletin boards without prior approval of the appropriate Vice President.

    6. Registered organization may invite outside speakers and guests in accordance with the Rules and Regulations of the Board of Regents, The University of Texas System.

  6. Reservations for use of University facilities should be coordinated through the office designated for reserving space (see Section 8.6 of this Handbook). The Request for Facility Reservation form must be completed at least 3 working days in advance of scheduled use of the facility.

  7. A reasonable service fee may be charged for use of any University facility.

  8. Registration in accordance with these regulations in no way indicates official University endorsement or recognition of registered faculty or staff organizations, nor does it indicate approval or sanction of any actions taken or recommended by such organization.

    A faculty or staff organization shall not use the name of The University of Texas at San Antonio or the name of The University of Texas System as part of the name of the organization, and it shall neither display the seal of either The University of Texas at San Antonio or The University of Texas System in connection with any activity of the organization nor use such seal or seals as part of any letterhead, sign, banner, pamphlet, or other printed material that bears the name of the organization.

  9. Registration of an organization may be repealed and authorization to use University facilities withdrawn if an organization:

    1. damages University property;

    2. violates University regulations or policy, State or local laws on University property; or

    3. fails to pay any applicable charges or fees to the University.

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