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Approved by VPSA: June 1997; Updated November 2010
Section 1: Purpose Statement
1.1 The University of Texas at San Antonio is strongly committed to providing students opportunities for involvement in student organizations operating on campus. By maintaining a statement of relationship between the University and the student organization, the University establishes a clear set of privileges and responsibilities for student organizations to foster their success.
1.2 These policies and procedures shall conform to The University of Texas System Board of Regents' Rules as well as the student policies and regulations as published in The University of Texas at San Antonio Student Guide, Handbook of Operating Procedures, and Administrative Memoranda.
Section 2: Definitions
2.1 Student Organization: A separate, independent entity from the University whose membership is composed of UTSA students, or a combination of students, faculty, and staff; which has complied with the registration procedures to be officially registered (granted approval to operate on campus) by the University.
2.2 Sponsored Student Organization: A student organization created by a University department or division to support the ongoing interests of the University community. A sponsored student organization is considered to be critical to the mission and culture of the University and is inherently linked to the University due to their role as University representatives; thus a sponsored student organization is an integral part of the institution and routinely presents events for the University and surrounding community. A sponsored student organization has an advisor that is paid by the University to specifically advise the organization. Other privileges may be granted to a sponsored student organization by the sponsoring University department or division, which may or may not be extended to other student organizations. To be considered a sponsored student organization, the student organization must complete the process outlined in the Student Organization Relationship Statement, Section 3.3.
2.3 Student Organization Leader: A person meeting each and all of the following criteria shall be officially recognized as a student organization leader:
2.4 Student: An undergraduate or graduate enrolled in at least one credit hour and has paid all applicable tuition and fees.
2.5 A General Social Greek organization is a men's or women's fraternity (or sorority), meeting the following criteria:
Section 3: Process for University Registration
3.1 Registered status will be granted to any student organization that meets the following criteria: a) membership is limited to UTSA students, or combination of students, faculty, and/or staff; b) the organization complies with the established registration procedures; and, c) the organization's actions or activities do not conflict with the educational mission of the University.
3.2 General Social Greek Organizations: The University reserves the right to extend an invitation to a(n) (inter)national fraternity/sorority to register a local chapter as a recognized general social Greek organization. The University, in consultation with the campus Greek governing body impacted, will make the final decision on the addition of any Greek organization to the UTSA Greek community. The expansion procedures will be followed when determining to invite a(n) (inter)national fraternity/sorority to register a local chapter. These procedures may be obtained through the Student Organization Handbook or the Program Advisor for Greek Life.
3.2.1 Any new general social Greek organization seeking recognition by the University must first obtain initial written approval from the University. Before a(n) (inter)national fraternity/ sorority may colonize and officially recognize a general social Greek organization at UTSA, it must receive written approval from the University. There is no allowance for interest meetings before written approval has been received.
3.3 Upon the recommendation of the Office of Student Activities, a student organization may be considered a sponsored student organization, if the organization meets the definition (Section 2.2) and criteria of a sponsored student organization and completes the sponsored student organization approval process. The Vice President for Student Affairs gives the final approval.
3.3.1 A sponsored student organization must meet the following criteria:
3.3.2 Sponsored student organization approval process:
3.33 Formal proposal to become a sponsored student organization: A completed proposal should address the following thoroughly and should include appropriate supporting documentation:
Section 4: Academic Requirements
4.1 The University reserves the right to hold student organizations accountable to reasonable standards of academic performance of the group, its student organization leaders and its members.
4.2 A student, officially recognized as a student organization leader, must meet the following academic requirements to receive and maintain such status:
4.2.1 The student must relinquish the position should he/she fail to maintain the above requirements.
4.2.2 Academic requirements to be eligible for a student organization leader position that meet or exceed those stated above must be included in the student organization's constitution and/or bylaws.
4.3 A student selected for membership in a sponsored student organization must maintain at least a 2.00 UTSA cumulative GPA (or 3.0 for graduate student) to maintain membership. Academic requirements to be eligible for membership in a sponsored student organization that meet or exceed a 2.00 UTSA cumulative GPA must be stated in the sponsored student organization's constitution and/or bylaws.
4.4 A general social Greek organization whose initiated or new member semester GPA falls below a 2.25 in any long-term semester will be placed on academic probation for the following long-term semester. The organization must meet the following requirements to be cleared of academic probation:
4.4.1 Failure to meet the above requirements during the probationary semester will result in suspension, for a minimum of one long-term semester, of University recognition and all privileges associated with such recognition.
Section 5: Privileges of Recognition
5.1 Privileges extended to student organizations in good standing with the University and currently registered with the Office of Student Activities include the following:
5.1.1 Recruitment: Student organizations may conduct activities on campus to recruit UTSA students in accordance with University policies and procedures regarding the use of campus facilities and solicitation.
5.1.2 Fundraising: Student organizations may raise funds on and off campus. If raising funds on campus, the activity must comply with all posting and solicitation policies.
5.1.3 Use of Campus Facilities: Student organizations may use University facilities for meetings, functions, programs, and other activities provided that the organization completes the appropriate facility reservation process and the activities do not intrude upon or interfere with the academic programs and administrative processes of the University. Failure to comply with facility use guidelines may restrict an organization from the use of such facilities.
5.1.4 Use of the On-Campus Account System: Student organizations may establish an on- campus account to procure University services, to purchase items and services from off- campus businesses and individuals, and to reimburse individuals for organization-related expenses. Improper use of the on-campus account may result in the loss of the account and the use of services requiring payment via the account.
5.1.5 Participation in University-sponsored Events: Student organizations are eligible to participate in all University-sponsored programs and activities involving student organizations (e.g., Involvement Fair, Best Fest, Fiesta UTSA, Homecoming). Student organizations must comply with the sign-up procedures and rules established for the event or face exclusion from such events.
5.1.6 Use of Campus Services: Student organizations have access to campus services. Use of these services requires payment via an on-campus account unless other payment arrangements are approved by the service provider. Improper use of campus services may result in the loss of the use of those privileges.
5.1.7 Use of Student Activities Services: Student organizations are eligible for all services provided by the Office of Student Activities.
5.2 No student organization may use University services, facilities, and equipment while it owes a monetary debt to the University and the debt is considered delinquent.
5.3 A student organization may state that its membership is composed of UTSA students or a combination of students, faculty, and/or staff but it shall not suggest or imply that it is acting with the authority or as an agency of the University. Student organizations are not official entities of the University and may not represent themselves as such.
5.3.1 Student organizations cannot use the words "The University of Texas at San Antonio" or "UTSA" as a part of the name of the organization, and it cannot display the seal or logo as part of any letterhead, sign, banner, pamphlet or other printed material that bears the name of the organization.
5.3.2 Student organizations may indicate existence at the University by adding the phrase "at The University of Texas at San Antonio (or UTSA)".
5.3.3 Sponsored student organizations may incorporate the University's name into the name of the organization.
5.3.4 Sponsored student organizations may use the name, seal and logo of the University in accordance with University communication, policies and guidelines established by the sponsoring University department or division.
5.4 Other privileges may be granted to sponsored student organizations by the sponsoring University department or division that may or may not be extended to other student organizations.
Section 6: Responsibilities of Recognition
6.1 Student organizations must complete the registration process with the Office of Student Activities each semester. If the established procedures for registration or the deadlines are not adhered to, the student organization will lose all privileges of recognition until they comply.
6.2 Student organizations must keep on file with the Office of Student Activities a list of five officers and/or representatives who are authorized to act on behalf of the organization. Information to be included: Name, Title, Banner identification number, phone number and email address.
6.2.1 It shall be conclusively presumed that the authorized officers/representative whose names are most currently on-file with Student Activities are authorized to represent the organization in its relations with the University.
6.2.2 In addition, general social Greek organizations must also provide the name, address and phone numbers of the alumni/graduate advisor(s) and house board corporation president (if applicable).
6.3 Student organizations must have a faculty or staff advisor who is employed by the University at least one-half time (20 hours) and not on sabbatical.
6.4 Student organizations must keep an updated organizational constitution on file with the Office of Student Activities at all times. Constitutions should follow the following guidelines and must include those components indicated as being required:
6.5 As a requirement of the registration process the authorized officer/representative and faculty/staff advisor of the student organization must sign the Legal Responsibilities Affidavit for Student Organizations. This affidavit includes: Statement as to Make-up of Members, Prohibition of Hazing and Disclosure of Solicitation.
6.6 Student organizations are accountable for the conduct of their members wherever individual actions are abetted by the organization. "Abetting" may be defined as, but not limited to, organizational sponsorship, sanctioning or condoning of the event or activity.
6.7 Any student organization is subject to disciplinary action or revocation of recognition as a student organization for violation of a rule or regulation of the University.
6.8 Sponsored student organizations are subject to all laws, rules, regulations, and policies that govern the sponsoring University department or division.
6.9 Additional requirements may be imposed upon general social Greek organizations.
6.9.1 Twice each semester, general social Greek organizations must provide updated rosters of their most current membership. Information required for every member includes: full name; banner identification number and membership status.
6.9.2 At the end of every fall semester, general social Greek organizations must submit their most current constitution and by-laws, new member program, and risk management policy to the Program Advisor for Greek Life.
6.9.3 All general social Greek organizations are required to apply for, obtain, and retain membership in one of the Greek governing councils. Membership in a Greek governing body requires that the organization be in compliance with all rules and regulations of that body and fully involved in all official activities of that body.
6.9.4 General social Greek organizations are subject to regulations from the University, their (inter) national offices and their governance councils. All general social organizations must abide by all regulations to which they are subject.
6.9.5 General social Greek organizations are required to be in compliance with the Greek Expectations and Accreditation Review (GEAR). The development and implementation of the review process, review criteria, and recommendations and/or expectations will be coordinated by the Assistant Director for Student Organizations in consultation with the general social Greek organizations. The GEAR program policies and procedures may be obtained through the Program Advisor for Greek Life or the Assistant Director for Student Organizations.
Section 7: Student Organization Discipline
7.1 Organizational Responsibility for Violations: An organization violates a Regents' Rule, University regulation, or administrative rule when
7.3. Disciplinary Penalties:
7.5. General Procedures for Appeal