IV. STUDENT ORGANIZATIONS
A. CRITERIA FOR REGISTRATION
(1)Any proposed student organization shall be open to all students of the institution who otherwise meet membership requirements. Membership in the organization shall be limited to currently enrolled students; provided that organizations may include faculty and staff of the institution, and/or spouses of students, faculty and staff and provided further that professional organizations may include members of the professional and business communities as members.
(2) A proposed organization must represent the interest of the members and the control of the organization must be within the local campus group. The organization must not have a knowing affiliation with an organization possessing illegal aims and goals.
(3)The proposed organization must agree to comply with all policies, regulations and procedures established by the Board of Regents and the institution and with all federal and state laws and regulations.
(4)The proposed organization must not:
(a) have illegal aims and goals;
(b) propose activities which would violate regulations of the Board of Regents or the institution or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the institution; or
(c) advocate incitement of imminent lawless action which is likely to produce such action.
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(5) The proposed organization must have the minimum number of charter members designed by the institution and there must be a demonstration of continuous interest in the registration on a long-term basis. In the event there is not sufficient interest to warrant long-term registration, an institution may grant temporary registration to an organization for a limited period of time.
(6)New organizations may be denied registration where the purposes are within the scope of a currently registered organization. No organization may use the same name or a name which is misleading and similar to the name of a currently registered organization.
(7)The organization must provide for the distribution of all funds and assets in the event of dissolution.
B. PROCEDURES FOR REGISTRATION OF ORGANIZATIONS
(1) In order to become officially registered as a student organization, a group must meet the criteria set forth in Section A of this policy and must provide to the institution a minimum of the following:
(a)An application or request to form the organization on the form designated by the institution;
(b) The proposed constitution and bylaws of the organization, which must clearly contain the following: the name, purpose, proposed activities and rules of membership of the organization, the officers, their terms and methods of selection, the proposed nature and frequency of meetings and activities, and the financial plans of the organization, including any proposed fees, dues and assessments.
(c) The names and signatures of the charter members of the organization;
(d) The names of the faculty advisor and/or the administrative officers of the institution who will sponsor the organization;
(e) A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies and procedures of the Board of Regents and the institution and with all federal and state laws and regulations.
(2)The designated number of copies of the foregoing documents and information must be submitted to the Office of the Director of Student Life who is authorized to review and make recommendations concerning proposed organizations.
(3) Any official or body responsible for reviewing or registering proposed organizations may require the sponsor to clarify any materials or information provided in the registration process, to resubmit the application or request with non-conforming materials or provisions deleted, or to appear at a hearing for the purpose of providing additional information and testimony concerning the purposes, aims or proposed activities of the organization.
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C. NATURE AND CONDITIONS OF REGISTRATION
(1) Registration of a student organization for other than a temporary period will be on an annual basis only, effective until the beginning of the next fall term of the institution and shall be subject to annual renewal by the institution for each ensuing year.
(2)Annual renewal of registration of an organization shall be dependent upon the organization’s demonstration of compliance with the following:
(a) It must adhere to the purposes, aims and activities as stated in the approved constitution and bylaws;
(b) It must continue to meet all of the requirements for initial registration;
(c)It must have remained in compliance with all rules and regulations of the institution and all federal and state laws;
(d) It must submit all changes in the constitution and bylaws to the institution for approval;
(e) It must maintain a current list of officers, faculty advisors and sponsors on file with the institution; and
(f) It must have submitted all required financial and other reports to the institution.
(3)Annual renewal of registration of an organization shall be contingent upon the completion of required SGA forms. These forms ensure disbursement of seed money.
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D. REPORTS
(1) Each institution may require any or all organizations to submit an annual report concerning its programs and activities during the preceding year. If required, this report shall be reviewed by the designated bodies or officials of the institution and shall be a requirement for renewal of registration.
(2) Each institution may require any or all organizations to submit an annual financial report reflecting all revenues received and disbursed by the organizations, and/or an interim financial report or such report concerning any fund-raising activity of the organization. If required, this report shall be a requirement for renewal of registration.
E. PROBATION, SUSPENSION, AND WITHDRAWAL OF REGISTRATION
(1)An organization may be placed on probation, be suspended, or registration may be withdrawn by the designated authority or the institution for any of the following reasons:
(a)The organization fails to maintain compliance with the initial requirements for registration;
(b) The organization ceases to operate as an active organization;
(c) The organization requests withdrawal of registration;
(d) The organization operates in any activity in violation of rules and regulations of the institution or federal or state laws; or
(e) The organization fails to submit any required reports.
(2)An organization which is placed on probation may continue to hold meetings but may not sponsor any activity or program. Any organization which is placed under suspension may not engage in or sponsor any activity or program, and may not hold meetings. Where registration of an organization is withdrawn, it shall cease to exist as an organization.
(3)In the event an organization is placed on probation or suspended, or registration is withdrawn on the basis of Section (1) (d), the organization shall be afforded the opportunity for a hearing before the appropriate institutional representative or committee.
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F. OFFICERS OF STUDENT ORGANIZATIONS
(1)No student who is under academic or social suspension from the institution shall be eligible to become or maintain the status ofan officer of an organization.
G. FISCAL PROCEDURES
(1)Each organization shall maintain a sound financial system related to the collection and distribution of revenues in accordance with generally accepted accounting principles. An organization may be subject to audit by representatives of the institution at any time, and appropriate financial records shall be maintained for the purposes of audit.
(2)Each organization shall designate an officer of the organization who is responsible for the collection and disbursement of funds and the maintenance of books and records.
H. PROGRAMS AND ACTIVITIES
(1)The use of any campus property or buildings by an organization shall be subject to the rules and regulations of the Board and institutions concerning use of property and facilities. All organizations registered pursuant to this policy shall be “affiliated or-ganizations” for the purpose of any Board or institution policies concerning use of campus property and facilities. (Reference TBR Policy No. 3:02:02:00, TBR Rules 0230-1-1)
(2)Except for routine meetings of the organization, no on-campus program or activity shall be engaged in unless approved by the designated bodies and/or officials of the institution, and each institution may require approval for off-campus programs and activities. Prior to approval, the institution may require a specified number of officials or security officers for any event, activity or program.
(3) Any fund-raising activity on campus shall be for the benefit of the organization as a whole or a charity, and no funds shall be distributed to the officers or members of an organization for personal profit or gain.
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I. SPORTS ORGANIZATIONS
Student organizations which are formed with an intent to engage in team sports must abide by the following rules and regulations in addition to all other policies of this institution and the Tennessee Board of Regents.
1. Membership
a. Members of a sports club must be currently enrolled students at Volunteer State.
b. A minimum enrollment in six (6) credit hours per semester is required of each member of a sports club at Volunteer State.
c. Each member of a sports club is required to maintain a minimum 2.0 G.P.A. each semester of active membership.
d. Failure of a membership to maintain a minimum of six credit hours each semester and/or maintain a minimum 2.0 G.P.A. each semester will result in a suspension from membership in the sports club.
2. Meetings
a. Sports clubs must establish a regular meeting schedule.
b. Regular meetings must be held: (1) on campus; (2) at least one day each month; (3) in an assigned meeting room.
c. Regular meetings must be given to discussion of the business of the sports clubs. The business of a sport club should include, among other activities, planning special activities and events.
d. Team practices must not be held in lieu of regular meetings.
3. Insurance
a. Each player-member of a sports club must file an Insurance Report with the Director of Student Life each year and prior to his/her participation in a practice or game.
4. Invitations To An Outside Individual Or Group Player(s)
a.The issuance of invitations to off-campus or outside individuals or groups for the purpose of engaging in a practice or game shall be limited in the following particulars:
A written request to invite an outside player(s) must be submitted to the Director of Student Life not later than ten days prior to the date of the proposed game or practice. The request must contain the name of the sponsoring organization, the proposed date, time and location of the game/practice, the name of the outside coach or acting coach who will be present at the proposed game/ practice with the outside player(s) and the signature of the advisor to the sponsoring organization.
No invitation shall be issued to an outside player without the prior written approval of the Director of Student Life.
5. Use of Campus Property and Facilities
a. Each semester sports clubs must secure assignment of a regular meeting room from the Coordinator of Classroom Usage.
b. At least ten days prior to a practice or game, sports clubs must secure approval from the Athletic Director for use of any campus property and/or facilities other than motor vehicles.
6. Travel
a. Students are not permitted to drive any Volunteer State motor vehicles, i.e., bus, vans, wagons, trucks or cars.
b.Approval to use a Volunteer State motor vehicle must be secured from the Director of Student Life.
c. The expense of travel to participate in sports events must be assumed by the sports club.
7. Equipment
a. Special equipment and/or uniforms needed to engage in a practice or game must be purchased by the sports club.
8. Membership Roster
