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The Texas Exes
Appendix C. Institutional Rules on Student Services and Activities
Chapter 6. Student Organizations
This chapter was revised after publication. The changes incorporated below are effective 12 February 2003.
Sec. 6-101. Definitions
In this chapter, unless the context requires a different meaning,
- "authorized representative" means a person designated to represent an organization as required in subsection 6-303(a);
- "dean of students" means the dean of students or any delegate or representative of the dean of students;
- "hearing officer" means a person appointed by the president of the University to conduct hearings of alleged violations of a regents' rule, University regulation, or administrative rule;
- "organization" means a student group holding a valid registration under this chapter;
- "student" means a person who is currently enrolled in residence at the University, or who is accepted for admission or readmission to the University, or who has been enrolled at the University in a prior semester or summer session and is eligible to continue enrollment in the semester or summer session that immediately follows.
- "University" means The University of Texas at Austin;
- "weekday" means Monday through Friday except for official University holidays; "day" means calendar day.
Sec. 6-201. Registration Required
Any group of students that wants to exercise any of the rights and privileges listed in section 6-301 shall apply to the dean of students to be registered as an organization.
Sec. 6-202. Eligibility
An organization is eligible for registration if
- three or more students sign its application for registration;
- it limits membership to students, faculty, and staff of the University;
- it does not deny membership on the basis of race, color, national origin, religion, sex, age, disability, or veteran status (but an organization created primarily for religious purposes may restrict the right to vote or hold office to persons who subscribe to the organization's statement of faith);
- there are no financial bars against the organization;
- it is not under disciplinary penalty prohibiting registration; and
- it conducts its affairs in accordance with local, state, and federal laws, the Regents' Rules, University regulations, and administrative rules.
Sec. 6-203. Application
A group of students that wants to become a registered student organization shall apply on a form prescribed by the dean of students. The form shall include
- the name of the proposed organization;
- the names of at least three students and any required signatures;
- a description of each prior application for registration and the action taken on it;
- an official statement of the proposed organization's purpose and activities; and
- any other information reasonably required by the dean.
Sec. 6-204. Use of University Name or Sponsorship
- Only an organization that is officially sponsored by the University may use the name of the University or an abbreviation of the name of the University or any of the University's trademarks or service marks as part of or in conjunction with its group name.
- No student, unregistered group, or registered student, faculty, or staff organization may use the name of the University or an abbreviation of the name of the University as part of its name. A student, group, or organization may use terms such as "campus" or "Texas campus" as part of its name.
- No student, unregistered group, or registered student, faculty, or staff organization may advertise or promote events or activities in a manner that falsely suggests that the event or activity is sponsored by the University.
Sec. 6-205. Action on Application
- In considering a completed application, the dean of students shall not pass on the merits of the proposed organization's purpose, but shall register the applicant unless it is ineligible under section 6-202.
- The dean approves the registration of an organization by signing the application form and placing it on file.
- If an organization is refused registration, the dean shall provide the applicant with a copy of a written statement of the reasons for refusal, and the applicant may appeal in accordance with section 6-504.
Sec. 6-301. Recognition and Activities
An organization is entitled
- to be listed as a registered student organization;
- to sponsor or present a guest speaker on University property in accordance with subchapter 13-1000;
- to raise funds or make other permissible solicitations on University property under section 13-205;
- to reserve the use of University facilities under subchapter 10-200; and
- to hang banners under section 13-504.
Sec. 6-302. Membership
- An organization must restrict its membership to students, faculty, and staff of the University, but it may not deny membership on any basis that violates subsection 6-202(3).
- Membership within groups registered as student governance organizations is limited to individual groups that are registered student organizations.
Sec. 6-303. Obligations
Every registered student organization shall furnish to the dean of students at the beginning of each semester a complete list of officers or other members of the organization who are authorized to speak for or represent the organization in its relations with the University and who are authorized to receive for the organization official notices, directives, or information from the University. Each list shall be kept current and accurate throughout the semester by the organization, and it shall be conclusively presumed that the officers or members whose names are on the list most recently filed by the organization are authorized to speak for and represent the organization in its relations with the University and are authorized to receive for the organization official notices, directives, or information from the University.
At the beginning of each semester, each registered student organization must file with the dean of students a written statement that the organization does not, and will not during the semester
- have as a member any person who is neither a student nor a member of the faculty or staff of the University, or
- deny membership on any basis prohibited by subsection 6-202(3).
If an organization fails or refuses to file the required statement, or if the dean determines that the statement is or has become false, disciplinary proceedings shall be initiated by the dean, after providing notice. The dean or the hearing officer may cancel the registered status of the organization or may impose other appropriate penalties.
No organization may re-register or use the facilities of the University as long as it owes a monetary debt to the University and the debt is considered delinquent by the crediting University agency.
Each semester every registered student organization must sign a statement acknowledging that the organization does not engage in activities that involve the subjection of a probationary member of the group to dangerous, harmful, or degrading acts. The Regents' Rules and Regulations (Part One, Chapter VI, Section 3.28) state that such acts are a violation with or without the consent of the probationary member.
Sec. 6-401. Accounting Procedure
- An organization shall deposit in the dean of student's office all funds collected on the campus, unless such receipts are deposited in a regular University account. An authorized representative of the organization shall personally deposit all money.
- An organization shall make deposits weekly unless receipts exceed $50 a day, in which case it shall make deposits daily.
- Within thirty days after the beginning of each semester, the organization shall file with the dean of students a final report, signed by an authorized representative of the organization, fully disclosing the sources and amounts of money obtained from solicitations during the preceding semester or summer session, the purposes and amounts of the expenditures made during the preceding semester or summer session, and any other information required by the dean about solicitation activities during the preceding semester.
- Authorized banking representatives must comply with all banking procedures as published by the dean of students.
Sec. 6-402. Ticket Sales
- An organization shall order through the dean of students tickets connected with fund-raising. Each ticket shall show the purchase price and shall be prenumbered unless it reserves a specific seat for a specific performance.
- In accordance with section 6-401, an organization shall deposit all money and checks received from ticket sales.
- On or before the eleventh weekday after ticket sales end, an organization shall file in the dean's office a final report including
a list bearing the name of each recipient of a complimentary ticket;
- all unused tickets.
Sec. 6-501. Organizational Responsibility for Violations
- An organization violates a regents' rule, University regulation, or administrative rule when
- one or more of its officers or authorized representatives acting in the scope of their organizational capacities commit the violation;
- one or more of its members commit the violation after the action that constitutes the violation was approved by majority vote of those members of the organization present and voting;
- one or more members of a committee of the organization commit the violation while acting in the scope of the committee's assignment;
- a member of an organization acting with apparent authority of the organization commits the violation;
- one or more members of an organization or its officers permit, encourage, aid, or assist any of its members in committing a violation;
- one or more members of an organization or its officers, under circumstances where such persons knew or should have known that an action constituting a violation was occurring or about to occur, fails to prevent that action; or
- one or more members of an organization fail to report to appropriate University or civil authorities promptly their knowledge or any reasonable information about a violation.
- When the dean of students receives information that an organization has allegedly violated a regents' rule, University regulation, or administrative rule, he or she shall investigate the alleged violation. Upon completing the investigation, the dean may
- dismiss the allegation as unfounded; or
- summon the authorized representative(s) of the organization for a conference at which the organization can respond to the charges and, after conferring with the representative(s),
- dismiss the allegation; or
- find the organization in violation and impose a penalty.
- The dean of students may impose one or more of the penalties under section 6-502 when an organization fails, without good cause, to comply with a summons under subsection (b).
- Notwithstanding any other provision of this chapter, the dean of students or the president of the University may take immediate disciplinary action, pending a conference, against an organization that violates a rule or regulation of the University or The University of Texas System when, in the opinion of the official, the interest of the University or the University of Texas System would be served by interim action.
- A student may be disciplined for a violation under Chapter 11 even though the organization of which the student is a member is penalized under this subchapter for the same violation or for a violation growing out of the same factual transaction.
Sec. 6-502. Penalties
- The dean of students, acting pursuant to section 6-501, or the hearing officer, after a hearing under this subchapter, may impose one or more of the following penalties for violation of a regents' rule, University regulation, or administrative rule:
- place the organization on probation for not more than one calendar year;
- suspend for not more than one calendar year the organization's right to do one or more of the following:
- publicly post signs;
- set up a table or exhibit;
- publicly assemble or demonstrate;
- publicly raise funds or make a solicitation;
- reserve the use of University rooms or spaces;
- participate in intramural sports tournaments and events; or
- maintain a University Web site.
- require restitution, educational seminars, and community service;
- suspend for not more than one calendar year the organization's registration; or
- cancel the organization's registration for not less than one calendar year.
- The dean or the hearing officer may impose conditions related to the offense and failure to meet the conditions will be considered an additional violation.
Sec. 6-503. Notice
- The dean of students shall notify the accused organization by letter of his or her decision. The dean may send the letter to any authorized representative of the organization.
- The letter shall
- concisely describe the dean's findings, identifying any violations and any charges on which no violation was found;
- state the penalty imposed, if any; and
- if any violation is found or any penalty imposed, advise the organization of its rights to appeal in accordance with section 6-504.
Sec. 6-504. General Procedures for Appeal
An organization that has not had its registration suspended or canceled may appeal to the vice president for student affairs.
An organization that has had its registration suspended or canceled may appeal to the vice president or to a hearing officer.
1. To appeal any decision, an authorized representative of the organization must give written notice of appeal to the dean of students within ten days after the day on which the decision or action being appealed is mailed to the organization. But if the decision is mailed between semesters, the notice of appeal is due on the tenth calendar day of the following semester.
2. The notice of appeal may be informal, but shall contain the organization's name, the date of the decision or action, the name of the organization's representative, and the reviewing authority to which the appeal is being made.
Notice of appeal timely given suspends the imposition of penalty until the appeal is finally decided, but interim action may be taken as authorized under subsection 6-501(d).
The organization must file all relevant documentation from the previous decision, including written arguments when appropriate, with the reviewing authority within twenty-one days after notice of appeal is given.
The action of each reviewing authority shall be communicated in writing to the organization and the dean. The decision of the vice president shall be the final appellate review.
Sec. 6-505. Appeal to the Vice President for Student Affairs
- In the case of an appeal to the vice president for student affairs, arguments either against or in support of the decision will be considered and, at the discretion of the vice president, will be presented in writing rather than orally.
- The vice president may approve, reject, or modify the decision in question, or may require that the original decision be reopened for the presentation of additional evidence and reconsideration of the decision.
Sec. 6-506. Appeal to a Hearing Officer
- An authorized representative of the organization may challenge the hearing officer's alleged lack of fairness or objectivity, but is not entitled to disqualify the person from serving. It shall be up to the challenged person to determine whether he or she can serve with fairness and objectivity. If the challenged person disqualifies himself or herself, another hearing officer shall be appointed.
- The hearing officer will review written arguments and then meet with both parties together to ask questions, seek clarification, and hear any final comments by the parties. The dean of students shall set the date, time, and place for this meeting and notify the organization.
- The hearing officer's meeting with the parties is informal and is closed, except that, upon request of the organization, the meeting may be open. With the consent of or by invitation of the representative of the organization, the following persons may attend and may obtain (at their own expense) copies of the written documents submitted to the hearing officer:
- one or two representatives of the Student Government;
- one or two staff members of the Daily Texan; and
- not more than five members of the organization.
- The criteria on which the hearing officer's decision will be based are fairness, reasonableness, and compliance with Institutional Rules. The hearing officer may approve, reject, or modify the dean of student's decision.
- Either the organization or the dean may appeal the decision of the hearing officer to the vice president for student affairs. The party appealing shall give notice of appeal and file the documents from the earlier decision as provided in section 6-504. If the dean is the appellant, the notice of appeal shall be filed with the vice president, and on the same day, a copy shall be given or mailed to the organization.