http://osa.tamuk.edu/organizations/

Registered Student 

Organization Handbook

 

 

 

2008 - 2009 Edition

 

 

The Memorial Student Union and Student Activities

Mission Statement

 

The Department of the Memorial Student Union and Student Activities operates in a partnership with students, faculty, and staff, providing a community center for Texas A & M University - Kingsville through educational programs, services, conveniences, and amenities needed in daily campus life. The department contributes to the University's educational mission by providing opportunities for personal and intellectual growth through co-curricular programs, student organizations, employment, and self-governance.

This manual has been compiled as a resource for student organization officers and advisors.  With this manual, information on the Student Activities web site (http://osa.tamuk.edu), and the student handbook, you should have most and probably all the information you need.  It is the purpose of these materials to help each A&M-Kingsville organization function smoothly and effectively.  

Should any questions or concerns arise at any time during the year, please feel free to contact:

 

              Office of Student Activities
            Memorial Student Union Building - Office 301
            Phone: (361) 593-2760
            Mail: MSC 133 - 700 University Blvd
                     Kingsville, TX 78363-8202

 

 

Best of luck to you and your organization!  

 

Table of Contents

 

Student Organizations and the University

Affirmative Action Statement

Accessibility Statement

Use of University Logos

Grade Checks

Free Speech Area

Student Right of Expression

Leadership Development Opportunities

Recognition for Student Organizations

Recognition Renewal 

Privileges of Recognition

Responsibilities of Recognition

Categorization of Organizations

Types of Organizations

Greek Organizations

Recognition for Greeks

            Expansion of the Greek Community

            Greek Councils

Financial Information

            Student Organization Forum Committee Guidelines

Disbursement of Funds

Travel and Funding

Reimbursements

            Agency Accounts

Record Keeping

Tax Exempt Status

Fundraising

Student Travel Guidelines

            General Application

            Travel Regulations and Planning

            Modes of Travel

            Risk Management and Travel

            Accidents

            Travel Forms

Hazing and Sexual Harassment

            Hazing: Q&A

            Sexual Harassment: Q&A

Event Planning Information 

            Guidelines for Guest Speakers, Lecturers, and Presentations

            Contracting Speakers & Presentations

            Scheduling University Facilities

            Food Service

            Social Event Policy

                        Legal Liability

                        Notification of Social Events with Alcohol

                        Organization Events

                        Open & Closed Events

                        Advertising Guidelines with Alcohol

                        Guidelines for Alcohol Service (BYOB and Cash Bar)

                        Guidelines for Events Without Alcohol

Organization Management

            Advisor Selection/Change of Advisor

            Organization Meetings

            Retention

Advertising & Publicity on Campus

            University Bulletin Board

            Publicity Considerations

            Promotional Ideas

Constitutional Guidelines

Sample Constitution

 

 

 

Student Organizations and the University

 

Affirmative Action Statement

The Texas A&M University System serves people of all ages, regardless of socioeconomic level, race, color, gender, gender identity, sexual orientation, religion, disability or national origin.

 

Accessibility Statement

Announcements of organizational activities should include the following statement:

Participants with disabilities who need an accommodation for the activities listed in this announcement are encouraged to contact (insert name and phone number of a representative of the sponsoring organization)

 

Use of Texas A&M University-Kingsville name and logo

Use of the University name, logo, seal, or mascot symbol must be approved through the Memorial Student Union/Student Activities and the Department of Publications.  You may call 361-593-2760 for additional information.

 

Grade checks

 

Student organizations wishing to obtain the GPA of members must submit a Grade Release form.  The grades will only be released to the president and/or advisor of the organization.  The information is to be kept confidential and should only be used to determine eligibility for office or membership in the organization.  The information is not to be shared with any unnecessary persons or left in an open space for others to see.  Grade release forms may be obtained in Student Activities (MSUB 301) and in this handbook.  Please allow up to two weeks for grade checks.

 

 

Free Speech Area

 

The mall on the north side of the Memorial Student Union Building has been designated as the primary Free Speech Area at Texas A&M-Kingsville.  This area may be used on a first-come, first-serve basis and must be reserved following University procedures established by Event Planning in the Memorial Student Union Building.  Amplified sound requires prior approval by the Director of Memorial Student Union/Student Activities or his/her designee.  The free expression of views and opinions, whether by individuals or by groups, must not violate the rights of others or disrupt the normal functions of the University.

 

 

Student Right of Expression

 

Texas A&M-Kingsville, as an education institution, believes that the right of expression and inquiry is essential to both the pursuit and dissemination of knowledge and truth.  Students, both individually and collectively, are encouraged to take active roles in exercising the rights of expression, conscience, affiliation and peaceful assembly.

 

At the same time, the University also recognizes its responsibility to protect the rights and freedom of those students who wish to pursue their educational interest without interference.  The University is also obligated to protect its property and to prohibit disruption of scheduled activities of the students, faculty and staff and the campus community.

 

Leadership Development Opportunities

Student Organization Leadership Conference

Student Activities sponsors a workshop for all student organizations annually every September.  The presentations cover many topics such as budgeting, leadership development, retreat planning, understanding University rules and procedures, mentoring incoming leaders and more.  Topics vary each year.  There is no fee for this program.

 

Student Organization Forum

At least once a month a Student Organization Forum is organized by the SGA Student Organization Forum Chairperson.  Important information regarding upcoming events, activities and opportunities is presented.  This is a great opportunity for organizations to communicate with SGA and Student Activities.

 

Leadership Conferences

Student Activities sponsors several students to attend various conferences each year.  If you think you may be interested in one of these opportunities, please contact a staff member in Student Activities.

 

South Texas Leadership Conference

Each year, the South Texas Leadership Conference is held.  This conference may have a nominal fee, but is a tremendous opportunity for growth and development.

 

Exposing and Cultivating Emerging Leaders (ExCEL)

ExCEL is a great opportunity for first year students to enhance their leadership skills and prepare them for leading student organizations. 

 

Advisor Training

A series of workshops are available to all student organization advisors.  Each meeting is designed to familiarize advisors with University policies and current events.  Contact Student Activities for a current schedule.

 

Recognition Renewal for Student Organizations

 

Keeping Your Recognition

Student organizations must complete the recognition process every fall semester in order to reserve rooms or facilities on campus, use University resources and possibly receive funding from the University.  Forms and other necessary paperwork are available on the web at http://osa.tamuk.edu or at MyGroups (tamuk.collegiatelink.net) and in Student Activities.  To become a recognized student organization and to maintain recognized status, the following information must be submitted to Student Activities:  

1.      Information Sheet must be submitted every fall and after officer elections (Appendix).  All officers must be currently enrolled students in good standing with the University.

2.      Membership List/Hazing Compliance form must be submitted by the September deadline.

3.      Constitution must be submitted every three (3) years.  It MUST be signed by the president and advisor.

4.      Student Organization Leadership Workshop must be attended every year by at least two members.

5.      Policies and Procedure Meeting must be attended by at least two members (may be combined with number 4).

6.      Organizations must renew each year by September 15th on MyGroups.

 

** Only COMPLETE forms will be accepted **

 

The submission of organization information does not necessarily guarantee University recognition.  The membership, policies and actions of a student organization are subject to a vote of currently enrolled students if a situation so merits. 

No organization will be granted recognized privileges if it is not open to all students without respect to race, religion, gender, age, sexual orientation, disability, class status, national origin or marital status or whose stated purpose violates state, local or federal laws and/or University rules and regulations.  Those organizations which follow the Title IX exclusions, such as fraternities, sororities and men/women only sport clubs, retain the right to be single-gender.

 

Privileges of Recognition

Why be recognized?  Recognition has its privileges.  The following are University resources available to you as a recognized student organization at Texas A&M-Kingsville.  

q       Use of the Texas A&M University-Kingsville name to identify association with the University (Please be aware of ways this can be done as outlined later in this manual).

q       Inclusion in the Official Roster of Recognized Organizations.  Such listings automatically ensure you are included in all “Campus Leaders” mailing lists and other information-sharing networks.

q       Access to campus for recruiting, fundraising, and publicity purposes.

q       Free organizational e-mail address and web site from the University on MyGroups (tamuk.collegiatelink.net).

q       Access to resources provided by University departments and offices.

q       Use of University facilities (either free or at reduced rates) for meetings and events.

q       Free banking in the University Business Office through an agency account.

q       Organization mailbox in Student Activities (MSUB 301).

q       Access to publicity through University publications.

q       Publicizing organizational activities on campus bulletin boards and kiosks.

q       Opportunity to apply for student organization funding through SOFC (Student Organization Funding Committee), with the exception of groups receiving student service fees.

q       Participation in the annual Fall Carnival and the Spring Fling.

q       Access to University-owned technical equipment (i.e. sound system) and assistance in the operation of that equipment for activities of the organization.  Arrangements for such equipment may be made in Event Planning.

 

Responsibilities of Recognition

The privileges of becoming a recognized student organization at Texas A&M University-Kingsville are not extended without careful consideration.  Once recognized, an organization carries the name of Texas A&M University-Kingsville; therefore, the events and activities presented by the organization should reflect the policies and standards of the University.  In order to be recognized and retain official recognition, student organizations must meet certain expectations.  These expectations include:

 

ª       Applying for University recognition annually through Student Activities by September 15.  Recognition must be granted before the student organization may begin operating.  Should an organization fail to do this, they will be issued a notice of impending removal of recognition.  The notice will be sent to the organization’s last listed president and advisor.  The organization will be allotted two weeks, from the date of the notice, to respond prior to losing recognition.

ª       Having at least one designated faculty or staff advisor, who must be an A&M-Kingsville employee as defined by the Human Resources Department, and who must advise at a level consistent with the categorization (sponsored, affiliated, or registered) of the organization he/she advises. 

ª       Adhering to all municipal, state, and federal laws, the Texas A&M University-Kingsville Student Code of Conduct (http://osa.tamuk.edu/dean/studenthandbook) and all University policies and procedures.

ª       Remaining in good standing with the University, including full compliance with any conditions, stipulations, or restrictions placed upon organizational recognition.

ª       Keeping Student Activities informed of changes to organization leadership or governing documents in a timely fashion.

ª       Demonstrating respect for the University community, Kingsville community and other student organizations.     

ª       Operating in a manner consistent with the mission and goals of the University and the governing documents of the organization.

ª       Consulting with the appropriate University departments, offices or representatives when planning large, unusual or potentially risky events.

ª       Consulting with Student Activities regarding the scheduling of events and potential conflicts with other University programs.

ª       Ensuring continuity in leadership from year to year by training newly selected leaders and maintaining good records.

If you have any doubt about the policies or correct procedures, contact Student Activities at 593-2760.  Failure to follow University policies and procedures will subject the organization to formal review and may result in the loss of recognition or other appropriate judicial actions.

 

Categorizations of Organizations

Each student organization granted recognition by Texas A&M University-Kingsville is classified either as sponsored, affiliated or registered.  The classification is determined by assessing the student organization’s relationship to the University, the scope of its activities, and the perceived potential risk to participants and the University.  The privileges and responsibilities associated with each category are outlined below.

 

Sponsored Organizations

Sponsored organizations are those considered to be critical to the mission and culture of the University.  There organizations are inherently linked to the University because of their role in representing the University or in presenting events that are considered to be an integral part of the University.  Sponsored organizations routinely present events for the campus and broader community, and typically have a close relationship with a University department or office.  The activities and events of these organizations are considered to involve a higher level of complexity because of their scope and perceived association to the University.  A brief listing of sponsored organizations: Student Government, CAB, Cheerleading Team, and the Interfraternity Council & the National Panhellenic Council.

In addition to the University resources available to all recognized student organizations, sponsored organization shall have:  

q       A full-time professional staff member whose job description designates them as the primary advisor to the sponsored organization.

q       Designated office or workspace provided by the University.

q       Access to funding from University revenues and student fees.

q       A University fiscal account and accounting support staff.

q       Priority consideration for reserving University facilities, such as meeting rooms.

q       Review of contracts by the A&M-Kingsville Purchasing Department.

q       Benefits for student leaders, such as regular interaction with the Dean of Students or Vice President of Student Affairs, other key administrators and appointment to University committees.

q       Priority consideration for participation in University publications and new student orientation programs.

q       Ability to use the University name prior to their name (i.e. Texas A&M University-Kingsville Student Government Association).

 

In addition to the responsibilities of all recognized student organizations, sponsored organizations must also meet the following expectations:

q       Sponsored organizations routinely present events for the campus and broader community, and are expected to work closely with the appropriate University department or office in planning these events.

q       Officers of sponsored organizations must complete student leader training on topics in the areas of event planning, accountability, and organizational development.  Training will be in conjunction with the annual Student Organization Leadership Conference.

q       Sponsored organizations that serve as governing bodies for affiliated or registered organizations are responsible for providing appropriate levels of support and oversight for these organizations.

q       Must submit membership rosters and consent to having the University monitor its membership and/or officer grade point averages.

 

Registered Organizations

Registered organizations are all those that do no meet the sponsored organization requirements.  Registered organizations play an important role in hosting events and providing an opportunity for members to actively engage in the mission and purposes of the organization.

 

In addition to the University resources available to all recognized student organizations, registered organizations shall:

q       Select it’s own advisor provided, that this person is a faculty member or professional staff member.

q       Use the University’s name following their name connected with the word ‘at’ (i.e. Geosciences at Texas A&M University-Kingsville).

 

In addition to the responsibilities of all recognized student organizations, registered organizations must also meet the following expectations:

q       Prior to hosting events beyond the membership of the organization, it is the responsibility of these organizations to develop an event plan and review it with the organization’s advisor.

q       Registered organizations will be assessed during the recognition process to determine whether the organization must meet additional requirements, such as developing an operations manual and/or carrying additional liability insurance.  The organization is responsible for complying with any conditions, stipulations or restrictions placed on recognition.

q       Officers of registered organizations must complete student leader training on topics in the areas of event planning, accountability, and organizational development.  This will be done at the annual Student Organization Leadership Conference.

q       May submit membership rosters and consent to having the University monitor its membership and/or officer grade point averages.

 

Types of Organizations

Texas A&M University-Kingsville has established a system of typing organizations in order to help students identify the purpose & goal of the organizations.  By understanding the organization type, one will gain a better understanding of the organization’s goals, the members’ interests, and how the organization fits in at Texas A&M-Kingsville.  At times, groups may fall into more than one type.  For our purposes, we focus on the group’s primary purpose.  

Academic	Groups associated with a department, major, or subject area, membership is open to all who are interested.
Campus Service	Groups interested in providing service to the University community.
Community Service	Groups interested in providing service to the community at large.
Cultural/International	Groups with interest in a particular culture or group of cultures.
Faith-based	Groups affiliated with a particular denomination or belief system.
Fraternities/Sororities	Male and female social/service fraternities and sororities. These are connected with the National Panhellenic Conference, the National Interfraternity Conference, the National Pan-Hellenic Council or the National Association of Latino Fraternal Organizations.
Health & Recreation	Groups focused on activities that center around health, wellness, and recreation.
Honor	Groups associated with a particular academic area. Membership is limited to those who meet certain academic requirements.
Performing & Visual Arts	Groups that assemble for performances in the areas of fine or visual arts.
Professional	Organizations that exist to promote the professional development of its members; may be affiliated with an international organization.
Social & Political Issues	Groups affiliated with a particular political party or social action.
Special Interests	Variety of groups assembled to pursue a particular interest.
Spirit & Traditions	Groups that foster, create and keep spirit and traditions alive.
Sports	Sport enthusiasts competing, recreating and interacting on non- divisional competition levels.
Student Governance	Governing council that represents all or part of the student body. Permission to form a governing council must be granted by the department which is vested in the interest of those being governed.
Campus Media	Student run, student-based media in a variety of formats ranging from printed mediums to web-based mediums.

 

The information in this section pertains to social Greek chapters whom are affiliated with the National Panhellenic Conference, North-American Interfraternity Conference, National Pan-Hellenic Conference or the National Association of Latino Fraternal Organizations.  

 

Greek Organizations

 

Recognition for Greeks  

1.      The recognition of each Greek organization at Texas A&M-Kingsville must be maintained by adherence to all rules and regulations maintained by the University, including but not limited to the Student Code of Conduct, the Student Organization Manual and the appropriate Greek governing council constitution and bylaws.

2.      Greek organizations must file all student organization registration forms with Student Activities each year and keep a current roster on file.  The roster must be updated when members withdraw from the organization or when new members/pledges/associates are accepted.

3.      TAMUK may suspend or remove the recognition of any fraternity or sorority as necessary.  Suspension or removal shall mean the loss of all rights and privileges further explained in this manual.  TAMUK may suspend certain privileges of recognized Greek organizations as necessary.

4.      Membership in a Greek governing council: All NPC, NPHC, NIC and NALFO organizations must belong to one of the recognized Greek governing councils.  Membership in a Greek governing council requires that the organization be in compliance with all rules and regulations of the council and fully involved in all activities of that council. 

5.      Auxiliary organizations: TAMUK does not allow and will not recognize nor support the formation or existence of auxiliary organizations (little/big sisters/brothers).  Recognized fraternities and sororities are prohibited from recruiting members for, continuing support of and recognizing auxiliary organizations.

6.      Academic requirements:  TAMUK will hold the recognized Greek organizations accountable to reasonable standards of academic performance as stated in the Greek governing council constitutions and bylaws.  This will include minimum requirements for active members, associate/new members and prospective members. 

a.      If a chapter’s active or associate/new member term GPA falls below a 2.00 in any given regular semester, it will be placed on probation and must complete the following requirements to be removed from this status.  Failure to complete the terms of probation will result in the suspension of social privileges for the following semester.

                                                   i.      Schedule a meeting with the governing council to discuss chapter scholarship program and new member/associate program. Design of both programs should focus on enhancing academic performance.

                                                 ii.      Revise or create a written scholarship and new member education program (as appropriate).  These programs must be submitted to the governing council for review by a date to be determined by that council.

                                                iii.      Achieve a new member/associate term GPA that meets or exceeds a 2.00.

                                               iv.      Greek organizations whose chapter term GPA falls below a 2.00 in a long semester will be placed on chapter probation and must complete the above requirements and those listed below in order to be removed from probation.  Failure to complete the terms of probation will result in chapter suspension.

1.      The chapter’s social calendar will be limited to one social function, with the exception of alumni events and founder’s day celebrations.

2.      The governing council’s judicial board may add additional sanctions.  Please refer to the Judicial Board bylaws for more information.  

Review of Recognition

1. If the University determines that there is a cause for a review of recognition of a Greek chapter, the chapter will schedule a meeting with a judicial officer.  At this time, the chapter may present evidence that would justify their continued recognition on campus.  The inter/national organization and the chapter advisor on file will be notified of the review meeting.
2. The review of recognition will include, but is not limited to:
1. The disciplinary record of the organization for the previous 3 years
2. The academic record of the organization for the previous 3 years
3. The judicial officer will recommend to the Dean of Students that a chapter be placed on probation, suspension or lose its University recognition based on the information presented in the review meeting.  The Dean of Students will have the final decision in these cases.
4. When membership in a chapter falls below the number required by this document, the chapter president and advisor will meet with the Greek Advisor to determine a course of action.
1. A chapter recruitment and public relations plan will be developed.
2. Monthly meetings will be held with the chapter president and the chapter advisor will be invited to attend.  If possible, the meeting should be scheduled with the president and advisor present, but when scheduling conflicts do not allow this to happen, the president will be the main contact.
3. A contract will be developed between the chapter and the University which details specific goals and deadlines in order to continue recognition.  If these goals are not met and membership is still below the specified number, the chapter will be placed on inactive status until a sufficient number of members exist.

 

Expansion of the Greek Community

Please Note:  Expansion for a Greek Organization is not automatic.  Expansion must be approved by the Coordinator of Leadership and the Director of Student Activities and the respective Greek Governing Council.  “Campus crashing,” or forming an interest group without approval from Student Activities and the governing council and the inter/national office in not tolerated.

 

1.         All Greek Letter social organizations must be registered through Student Activities.  For initial review and advice, please consult the Program Coordinator-Leadership.

2.         Expansion will be granted at the discretion of the Program Coordinator-Leadership and the appropriate Greek Governing Council.  It is understood that any group will become affiliated with the appropriate Greek Governing Council.

3.         Upon recommendation of the Program Coordinator-Leadership, the group will be referred to the Director of Student Activities for a written petition to an international or national Greek organization.  This communication is imperative in the process due to the partner relationship between the University and the Chartering Authority.

4.         Should an international or national Greek organization wish to make a presentation to the campus, such request shall be made through the Program Coordinator-Leadership, who in turn will forward the request to the appropriate Greek Governing Council.  Should the petitioned international or national Greek organization not wish to make a presentation, the expansion halts.

5.         Information presented will then be reviewed by the Program Coordinator-Leadership and the respective Council to determine the viability of expansion.  If expansion is granted, groups would follow the steps below.  If expansion is denied, interested persons will receive written notification from the appropriate council.  Once a decision is made, it may not be appealed.

6.         Per recommendation from the respective Greek Council and the Program Coordinator-Leadership, the group shall complete necessary paperwork with the Department of Student Activities.  This information is then forwarded to the Student Government Association for registration.  If any revisions are needed, the group will submit these changes, prior to a vote of the SGA General Assembly.

7.         Upon approval by the Student Government Association, the group immediately becomes affiliated with the respective governing council.  The group will receive notification of approval through written correspondence.

8.         Local fraternities and sororities will not be allowed to form.   Psi Theta Upsilon is granted the only exception.

 

Greek Councils

Student Activities will provide education, counseling, programming support and administration for the activities of the Greek governing councils and the individual student leaders of these councils. Texas A&M-Kingsville will provide office and meeting space, administrative supplies and equipment and administrative guidance and support, as available.

Each Greek governing council shall maintain an approved constitution, by-laws and rules, which must be reviewed and approved by the Greek Advisor each time they are changed.

Student Activities will decide the structure and membership of each council.  Input will be solicited and considered from the chapters.

Each year, the Student Organization Forum Committee proposes that student service fees be allocated to assist student organizations with their activities. The amount of funding allocated for this purpose varies each year and no student organization is guaranteed funding, nor is the amount of funding received guaranteed from year to year.  Funding shall be determined through the Student Organization Forum Committee Guidelines. Student organizations should always have an alternate plan (e.g. Fundraising, Sponsorship) in the instance that funding is not allocated to the organization.

 

Financial Information

 

Student Organization Forum Committee Guidelines

Section 1 – General Provisions

A.       The purpose of the Student Organization Forum Committee (SOFC) is to provide limited funds for recognized organization to use for activities including the following:

1.       Registration fees for conferences

2.       Travel and meals for student participants

3.       Fundraising supplied ($150 maximum)

4.       Printing, i.e. brochures, programs, announcements

5.       Speakers, i.e. honorarium, travel expenses, etc.

6.       Workshops sponsored by the organization

7.       Organization award banquets </