EFFECTIVE DATE: November 03, 1999
ISSUE #: 5
PRESIDENT: Max Castillo
PURPOSE
This PS sets forth policies and procedures for establishing
and maintaining student clubs and organizations on campus
and furnishes guidelines for operation of on-campus
student activities at the University of Houston-Downtown
(UHD).
POLICIES/PROCEDURES
2.1 Student Organization Registration Procedures
2.1.1 The Office of Student Activities coordinates the
process by which student organizations are registered at
UHD. Registration information and applications are
maintained at the Office of Student Activities.
2.1.2 A minimum of eight students who desire
membership is required before a student organization can
register.
2.1.3 To register, a group must submit an organization
registration application, with a constitution or a statement
of purpose consistent with the aims of the University, the
criteria for membership, and the names, student ID
numbers, addresses, and phone numbers of its officers and
members.
2.1.4 Organizations are required to have a UHD
faculty/staff advisor(s). In case a potential faculty/staff
advisor is unknown to the organization, the Director of
Student Activities assists in identifying one. The name(s)
and office number (s) of an organization’s advisor(s) are
submitted with the application.
2.1.5 New organizations are required to submit a
proposed constitution to the Director of Student Activities
within sixty days of completing the registration process.
During the sixty day period an organization's registration is
"conditional" pending receipt of the constitution. An
organization may be asked to resubmit a proposed
constitution with changes suggested by the director.
2.1.6 The Director of Student Activities confirms or
denies registration within thirty days of receiving
completed registration documents. Copies of the approved
application are kept by the organization and the Office of
Student Activities to verify official registration.
2.1.7 Should the Director of Student Activities
determine that an organization does not meet the criteria
established in this policy for registration, the Dean of
Student Affairs is notified of the reason(s) for the denial. A
written copy of the decision is furnished to the organization
involved. Appeal of the decision may be submitted to the
Dean of Student Affairs.
2.2 Members and Officers of Registered Organizations
2.2.1 The right of organizations to establish standards
for membership is acknowledged, provided that all
students are given equal opportunity to meet those
standards. Therefore, discrimination on the basis of race,
sex, sexual orientation, ethnic origin, religious faith,
veteran status, disability, or age is prohibited. The
prohibition against sex discrimination shall not apply to
social fraternities and sororities which are excluded from the application of Title IX of the Education Amendments
of 1972. (20 U.S.C. sec 1681 et seq.)
2.2.2 Membership in registered student groups is
restricted to currently enrolled UHD students, faculty, and
staff.
2.2.3 Student organizations are free to set qualifications
and procedures for how their organization is structured,
including the election of officers and terms of office, with
the following restrictions:
2.2.3.1 All officers must maintain a 2.5 cumulative UHD
GPA and be active members of the organization. All
general members must maintain a 2.0 cumulative UHD
GPA.
2.2.3.2 Hazing--endangering the physical or mental
health or safety of a student--is prohibited.
2.3 Renewal of Registered Status
2.3.1 Student organizations seeking renewal must attend
the first Council of Organizations meeting of the academic
year. They must submit a new registration application and
a current list of names, student ID numbers, addresses and
phone numbers of officers, and the name(s) and office
number(s) of faculty/staff advisor(s). An updated
constitution is submitted if applicable.
2.3.2 The Director of Student Activities maintains a
current list of registered organizations.
2.4 Maintenance of Registered Status
2.4.1 Attendance at all Council of Organizations
meetings is mandatory. An organization must designate at
least one (1) member to serve as the official representative
to the Council of Organizations. Failure to attend all
Council of Organizations meetings will result in the
organization being placed on probation by the Office of
Student Activities. Probation guidelines are maintained at
the Office of Student Activities.
2.4.2 Organizations must notify the Office of Student
Activities of any programs, and fundraisers at least two (2)
weeks prior to each event.
2.4.3 An organization must submit an updated
constitution every three (3) years to the Office of Student
Activities.
2.4.4 At any time, any UHD student, faculty, staff
member, or administrator who believes that a registered
organization has acted in a manner inconsistent with the
group's constitution or with the aims of the university or its
existing policies may request an inquiry into the alleged
violation by the Judicial Review Board of the Council of
Organizations. The Council of Organizations will establish
a process to consider the alleged violation in a reasonable
period of time.
2.4.5 Decisions resulting from the inquiry may be
appealed to the Director of Student Activities. All appeals
must be submitted in writing.
2.4.6 Organizations found in violation of University
policy may lose their registered status.
2.5 Fundraising Guidelines for Student Organizations
2.5.1 Only registered student organizations are eligible
to hold fund-raising activities on campus, including the
collection of dues.
2.5.2 Student organizations may maintain a "private
account" with a local bank or the University for the deposit
and withdrawal of funds realized through fundraising, dues,
and contributions. The University will not be held
responsible for the funds maintained in a private account
with a local bank.
2.5.3 Before a student organization conducts an oncampus fund-raising event, it submits a request form for
approval by the Director of Student Activities.
2.5.4 Fundraising activities are restricted to the time,
place, and manner approved. Personal solicitation of
individuals is prohibited.
2.5.5 All money realized during fund-raising activities
must be deposited to the organization's account.
Reimbursement of expenses to individuals must be made
from the account after submission of proper receipts.
2.5.6 State law allows registered student organizations
an opportunity to conduct two raffles or lotteries as
fundraising events during a calendar year.
2.5.7 Failure of a student organization to comply with
any of the procedures outlined in 2.5 may result in the
denial of permission for fund-raising activities.
2.6 Organization Funding and Allocations
2.6.1 The Council Finance Committee is charged with
the responsibility for reasonable and equitable allocation of
funds to all registered student organizations that do not
have dedicated student service fee budgets.
2.6.2 All student organizations must follow the funding
policies and procedures set by the Council of
Organizations.
2.7 Expression of Opinion and Off-Campus Speakers
2.7.1 Members of student organizations are free to
discuss questions of interest to them and to express
opinions publicly. Members of student organizations may
not, however, state or imply that they are speaking for
UHD. If a student organization is contacted by the media
they are to be referred to the Office of Communications
and Marketing.
2.7.2 Members of student organizations may support
causes in which they are interested by orderly means which
do not disrupt the regular and normal operations of the
University and which comply with university policy.
2.7.3 The UHD President or designee may cancel an
invitation to an off-campus lecturer or performer if he feels
that the proposed event or speech constitutes a clear and
present danger to the University and/or is not consistent
with the aims and mission of the University.
REVIEW AND RESPONSIBILITIES
Responsible Party (Reviewer): Dean of Student Affairs
Review: As needed
POLICY HISTORY
Issue #1: 04/07/83
Issue #2: 05/22/85
Issue #3: 04/02/86
Issue #4: 10/09/89
