Co-Sponsorship and Area Use for Honors Student Organizations in the Honors Quad Posting
Honors student organizations who would like to advertise to the residents of ABC are permitted to submit flyers to the Carothers front desk for approval and distribution. Generally, the organization may provide between 4 and 19 copies of the flyer, depending on how widely the organization wants them to be distributed.
Students should be aware that they are not allowed to post flyers throughout the halls on their own and staff will immediately take down any flyers that are not approved. Additionally, unapproved flyers are often hung with adhesive that damage the walls and doors. Thank you for your help with this!
In order to better serve the residents of the Honors Residence Halls and make the process for co-sponsorship and use easier for the associated Honors student organizations, the following policy has been developed in addition to the DHFS Co-Sponsorship Policy (included below).
For any Honors student organization wanting to hold an event in Andrews, Blanton, or Carothers or in the courtyard between these buildings, the initial point of contact should be Tim Rogers, the ABC Hall Coordinator at TRogers@austin.utexas.edu or 471-5255 (for events in the Joynes Reading Room, the online reservation form or Matt Valentine should still be contacted). If the event fulfills the other co-sponsorship requirements, Tim will serve as the liaison between the halls and the group. This is to allow the student groups a little more leeway with planning.
Any event occurring in these areas must fulfill these requirements for consideration:
• At least 75% of the anticipated attendees live in one of the UT Residence Halls (not just ABC, but any of the DHFS halls).
• Any residents of ABC would be able to attend and participate if they wanted
If this is a program involving food or other refreshments and it would be difficult for the group to handle the possible financial load of the possibility of this many people, the groups can approach the hall council through the regular co-sponsorship process and request funding and help with the event planning from them. Tim can also serve as a contact between these groups.
Please note, these guidelines are only to be used for onetime events – recurring meetings and other such things cannot be held in these areas.
We want to have the best relationship possible between the Honors Halls and the student groups from the Honors groups to serve our students to the best of our ability. However, we need all of those groups to adhere to these guidelines in order to preserve the home of our residents.
The Division of Housing and Food Service considers co-sponsorship to include endorsement, responsibility, support and a shared financial responsibility for the activities of the co-sponsored group. Co-sponsored programs must be for the benefit of the residence hall population. In addition to following Co-sponsored program
Only DHFS staff and Residence Hall Council officers may reserve space in the residence halls. Any reserved space must be used for programs or training benefiting the residence hall community.
Any co-sponsored activity must also comply with institutional rules listed below. Refer to the Institutional Rules on Student Services and Activities for complete policies addressing co-sponsorship and solicitation.
DHFS Procedures for Co-sponsorship
The co-sponsorship relationship can work in both directions:
1) The sponsoring Residence Life staff member or Residence Hall Council may seek support and resources from a UT department or student organization that would benefit the residence hall population. Per Section 13-304 of the Institutional Rules on Student Services and Activities, written approval must be obtained from the Associate Director of Residence Life for co-sponsorship that involves an off-campus person or organization.
2) A UT department or student organization may approach interested Residence Life staff or Residence Hall Councils to co-sponsor a program that would benefit the residence hall population.
Co-sponsorship of programs cannot:
1) Be used to bypass existing policies on who is eligible to use residence hall facilities.
2) Be used to bypass University solicitation policies.
3) Be discriminatory in terms of participation in the program.
4) Be used to bypass room rental policies for non-qualifying groups.
5) Be used for organizational meetings of no-residence hall affiliated groups.
6) Be used to bypass existing policy on student organizations.
Co-sponsored programs must:
1) Be comprised of 75% residence hall students as the intended population.
2) Be beneficial to the residence hall population.
3) Include “Co-sponsored by the DHFS” on all advertisements.
4) Involve shared planning and/or shared financial responsibility.
5) Be monitored by sponsoring staff or RHA member during entire event.
6) Be approved by hall coordinator/RHA advisor.
Staff/RHC Responsibilities of Co-sponsoring a program:
1) The sponsoring staff or RHC shall assume full responsibility for complying with all DHFS and university policies related to co-sponsoring a program.
2) The sponsoring staff or RHC shall be the primary liaison with DHFS staff and DHFS departments in planning and coordinating all aspects of the co-sponsored program.
3) The sponsoring staff or RHC will incur and share any set-up/cleaning costs associated with the program.
If a group does not meet the above co-sponsorship criteria, the department, student organization or outside group may be eligible to reserve a room and pay use charges.
University Policy on Co-Sponsorship
Sec. 13-304 - Co-sponsorship (Institutional Rules on Student Services and Activities)
Neither registered student, faculty, or staff organizations, nor individual students, faculty, or staff, may cosponsor any event on campus with an off-campus person or organization. Only academic or administrative units with authority delegated from the president of the University may cosponsor events with an off-campus person or organization.
a. An event is a prohibited co-sponsorship if an individual or a student, faculty, or staff organization
1. Depends on an off-campus person or organization for planning, staffing, or management of the event; or
2. Advertises the event as cosponsored by an off-campus person or organization; or
3. Operates the event as agent of, or for the benefit of, an off-campus person or organization, except for solicitation of charitable contributions under the authority of section 13-205(b)(1); or
4. Distributes any proceeds of the event to an off-campus person or organization, except for
A. the proceeds of charitable contributions solicited under the authority of section 13-205(b)(1); or
B. payment of a fair market price for goods or services provided to the University person or organization; or
5. Reserves a room or space for the use of an off-campus person or organization; or
6. Engages in any other behavior that persuades the dean of students that an off-campus person or organization is in fact responsible for the event, in full or in substantial part.
b. The following facts do not, in and of themselves, indicate a prohibited co-sponsorship:
1. That a University person or organization endorses an off-campus person or organization or its message;
2. That a University person or organization sells, distributes, or displays literature prepared by an off-campus person or organization or containing contact information for an off-campus person or organization;
3. That a University person or organization has purchased goods or services from an off-campus provider;
4. That a registered student, faculty, or staff organization has invited a guest speaker under subchapter 13-1000;
5. That a registered student, faculty, or staff organization has received financial contributions to support the event from an off-campus donor.
c. The purpose of this rule is to preserve the limited space on campus for the use of students, faculty, and staff, and the rule shall be interpreted to serve that purpose. It is not the purpose of this rule to prevent students, faculty, or staff from exercising their right to associate with other persons or organizations holding views similar to their own.
Questions: ABC Hall Coordinator