Student Organizations

  1. Scope (0240-2-4.01). The University fosters student organizations in order to make learning relevant to the orientation, purpose, and interests of its students. The following policies provide minimum standards for the registration and conduct of student organizations at Tennessee Technological University and are consistent with our governing board regulations.
  2. Types of Student Organizations (0240-2-4.02)
    1. Student organizations may be either organizations sponsored by the institution, such as Student Government Association, University Programming Council and professional and honor societies, or organizations officially registered by the institution. Organizations which may be registered to operate on campus include the following:
      1. honors and leadership organizations and recognition societies
      2. departmental organizations and professional fraternities and sororities;
      3. social fraternities and sororities; and
      4. special interest groups (political, religious, hobby, etc.).
    2. Registration of a student organization by the institution shall neither constitute nor be construed as approval or endorsement by the institution of the purpose or objectives of the organization.
    3. Registered social fraternities and sororities report to the Office of Orientation & Greek Life. All other registered campus organizations report to the Office of Student Activities.
  3. General Policies on Student Organizations (0240-2-4.03)
    1. No student organization may carry on any activity on the campus unless the organization has been officially registered by the University.
    2. The University shall not be responsible for injuries or damages to persons or property resulting from activities of student organizations, or for any debts or liabilities incurred by such organizations.
    3. No student organization shall deny membership to any person on the basis of age, sex, race, religion, disability, veteran status or national origin, provided that social fraternities and sororities may have sex restricted membership and a religious student organization may determine that the organization's religious mission requires only persons professing the faith of the group and comporting themselves in conformity with it qualify to serve as members or leaders.
    4. No student organization shall engage in, or condone, any form of hazing, including but not limited to harassment of any person by exacting unnecessary, disagreeable or difficult work, by banter, ridicule or criticism, or by abusive or humiliating acts.
    5. Student organizations shall be vicariously responsible and liable for the conduct and actions of each member of the organization while acting in the capacity of a member or while attending or participating in any activity of the organization.
    6. No person, group, or organization may use the name of the University in any matter, provided that registered student organizations may use the name of the University following the name of the organization. No person, group or organization may use the seal or any symbol of the institution without the prior written approval of the President of the institution or his designee.
  4. Criteria for Registration of Organizations (0240-2-4.04)
    1. Any proposed student organization shall be open to all students of the University 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 interests 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 with a specific purpose to further these illegal aims and goals.
    3. The proposed organization must agree to comply with all policies, regulations and procedures established by the Tennessee Board of Regents and the University, and with all federal, state, and local laws and regulations.
    4. The proposed organization must not: (a) have illegal aims and goals, (b) propose activities which would violate regulations of the Tennessee Board of Regents or the University or federal or state or local laws and regulations or materially and substantially disrupt the worth and discipline of the University or (c) advocate incitement of imminent lawless action which is likely to produce such action.
    5. The proposed organization must have a minimum number of fifteen charter members, (unless waived by the Student Affairs Committee) and there must be a demonstration of continuous interest in the purposes of the organization sufficient to afford registration on a long-term basis. In the event there is not sufficient interest to warrant long-term registration, the University may grant temporary registration for a limited period of time.
    6. The organization must provide for the distribution of all funds and assets in the event of dissolution. Funds must be designated to a University department, committee, or scholarship fund.
  5. Procedure for Registration of Organizations (0240-2-4.05)
    1. In order to become officially registered as a student organization, a group must meet the criteria set forth in sectionfour (4), and must provide to the University a minimum of the following:
      1. A request to form the organization.
      2. 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.
      3. The names and signatures of the charter members of the organization.
      4. The names of faculty advisor and/or the administrative officers of the University who will sponsor the organization, attend meetings and activities and be cognizant of plans and activities of the organization.
      5. A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies and procedures of the Tennessee Board of Regents and the institution and with all federal and state laws and regulations.
      6. A letter from a proposed full time faculty or administrator indicating willingness to serve in the capacity of advisor. Professional employees may not serve as advisors.
      7. A statement justifying the need for such an organization on the campus.
      8. Names of off-campus organizations with which the petitioning groups intends to affiliate, or a statement that no affiliation with other groups is contemplated. In case of future affiliation the petition must originate with the student group and must be approved before commitments to the off-campus organizations are made.
      9. For social fraternities and sororities, a letter of support from the Office of Orientation & Greek Life.
    2. Two copies of the proposed constitution, one copy of the proposed constitution on disk in Microsoft Word, and one copy of the other preceding documents must be submitted to the Director of Student Activities Room 122 of the Roaden University Center for review and referral. Requests regarding approval of a proposed organization will be forwarded to the Student Affairs Committee for approval and then forwarded to the Administrative Council for final approval as a university recognized organization.
    3. The Student Affairs Committee and/or its Sub-Committee on Organizations may require the sponsors to clarify any materials or information provided in the registration process, to re-submit the applications or request with nonconforming materials or provisions deleted, or to appear at a hearing for the purpose of obtaining additional information and testimony concerning the purpose, aims or proposed activities of the organization.
  6. Nature and Conditions of Registration (0240-2-4.06)
    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 semester of the University, and shall be subject to annual renewal by the University 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:
      1. it must adhere to the purposes, aims and activities as stated in the approved constitution and by-laws;
      2. it must continue to meet all requirements for initial registration;
      3. it must have remained in compliance with all rules and regulations of the University and all federal and state laws;
      4. it must submit all changes in the constitution and by-laws to the University for approval;
      5. it must maintain a current list of officers, faculty advisors and sponsor on file with the University; and,
      6. it must have submitted all required financial and other reports to the University.
  7. Reports (0240-2-4.07). The University requires all organizations to submit an annual report concerning its programs and activities during the preceding year. This report shall be reviewed by the appropriate director as specified in Section 2, and shall be a requirement for renewal of registration.
  8. Probation, Suspension, and Withdrawal of Registration (0240-2-4.08).
    1. The Student Organization Sub-committee and/or the appropriate institutional committee(s) shall adjudicate all organizational offenses that are presented and shall make recommendations as appropriate to the Student Affairs Committee. However, the Tennessee Uniform Administrative Procedures Act, T. C. A. 4—507-527, may be applied to cases involving a student organization’s conduct when such conduct is sufficiently serious to warrant suspension/revocation of official registration by the University. These procedures will be available to an officially registered student organization only upon its election. An organization may be placed on probation, be suspended, or registration may be withdrawn by the Student Affairs Committee for any of the following reasons.
      1. the organization fails to maintain compliance with initial requirements for registration:
      2. the organization ceases to operate as an active organization;
      3. the organization requests withdrawal of registration;
      4. the organization operates or engages in any activity in violation of rules and regulations of the institution or federal or state laws: or,
      5. 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. An organization which is placed under suspension may not engage in or sponsor any activity or program, and may not hold meetings. When 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 8(1)(d), the organization shall be afforded the opportunity for a hearing before the appropriate institutional representative or committee.
  9. Officers of Student Organizations (0240-2-4.09). No student who is under academic or social suspension from the institution shall be eligible to become, or maintain the status of, an officer of an organization.
  10. Fiscal Procedures (0240-2-4.10).
    1. Each organization shall maintain a sound financial system related to the collection and disbursement of revenues in accordance with generally accepted accounting principles. An organization may be subject to audit by representatives of the University 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.
  11. Programs and Activities (0240-2-4.11).
    1. The use of any campus property or buildings by an organization shall be subject to the rules and regulations of the University concerning use of property and facilities. All organizations registered pursuant to this policy shall be “affiliated organizations” for the purposes of any University policies concerning use of campus property and facilities (See Regulations: Use of Campus Property and Facilities).
    2. Except for routine meetings of the organization, no on-campus or off-campus program or activity shall be engaged in unless approved by the appropriate office as specified in Section 2. Prior to approval, the University may require a specific 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.
    4. No guest speakers shall be invited to the campus except pursuant to policies of the University concerning guest or off-campus speakers.
    5. The Directors within the division of Student Affairs will not approve any activities which are not legal or which require licensing by the group until such license is presented.
    6. The Directors within the division of Student Affairs will approve only those activities which are not in conflict with some regular constitutional agency of the University, e.g., University Food Services.
  12. 12. Privileges.
    1. Reserving and utilizing University facilities for meetings, activities. etc.
    2. Sponsoring special events and projects for the University community (See Off-campus Speaker Policy).
    3. Publicizing events and activities through regular campus media such as the Oracle, WTTU, and bulletin boards.
    4. Sponsor money making activities as outlined in the Roaden University Center Solicitation Policy.
    5. Obtaining coverage in the Eagle annual as outlined in editorial policy.
    6. Mailing letters, as outlined in campus post office regulations.
    7. Conducting fund raising projects, as described in item 13 (fund raising) of these regulations.
    8. Banking money in the Business Office:
      1. required of organizations funded by the University.
      2. optional for other organizations.
  13. Fund Raising. Any student organization wishing to raise funds in any way other than by assessment of its membership must complete the form entitled “Request for a Fund-Raising Project” and submit it to the appropriate office as specified in Section 2 for approval. The request must contain a statement describing the need, the project and the plans for raising the funds: and be submitted seven days prior to the event. The request must be approved by the appropriate Director as specified in Section 2 who may require additional administrative approval, when appropriate. Approval for fund raising projects will not be given to an individual student except when he is acting on behalf of one of the officially registered organizations; this includes advertising, selling, soliciting, the distribution of free materials, etc. Faculty advisors shall submit to the appropriate office as specified in Section 2 the names of persons authorized to solicit the business community for advertising funds.
  14. Off-Campus Speaker Policy (0240-2-5.01). Tennessee Technological University recognizes the right of officially registered student and faculty organizations and groups to hear off-campus or outside speakers. However, there is no absolute right to assemble or to make a speech at any time or place regardless of the circumstances, content of speech, purpose of assembly, or probable consequences of such meeting or speech, and the issuance of invitations to off-campus or outside speakers for any meetings, activities or events on campus shall be limited in the following particulars:
    1. A request to invite an outside speaker will be considered only when made by an officially registered student organization, faculty organization, or other campus organization.
    2. No invitation by such an organized group shall be issued to an outside speaker without the prior written approval of the President or such person as may be designated by him (hereinafter referred to as his authorized designee): provided that the President may authorize organizations to invite guest speakers for meetings of the organization without prior approval where attendance at the meetings will be limited to members of the organization and where no fee or compensation from state funds will be paid to the speaker.
    3. Any student, faculty or campus organization meeting for which an outside speaker will be invited will be limited to members of the organization provided that a request to invite an outside speaker may include a request to permit students or faculty members who are not members of the organization initiating the request, and/ or other designated guests, to attend the meeting.
    4. A request to invite an outside speaker to whom any payment would have to be made from college or university funds is subject to the availability of funds specifically programmed for that purpose, and no payment of any funds shall be made except pursuant to the Tennessee Board of Regents’ Guidelines for Personal Service, Professional Service, and Consultant Service Contracts. In the event any college or university funds are approved for payment, the meeting for which the outside speaker will be invited should be open to all students or all faculty members, or both, unless otherwise designated on the approval of the request.
    5. Any speaker request shall be made in writing by an officer of the student, faculty or other organization desiring to sponsor the proposed speaker not later than ten (10) days (excluding holidays and weekends) prior to the date of the proposed speaking engagement; provided that the President or his authorized designee may approve exceptions to the minimum notice requirement in appropriate cases; and further provided that in the event a proposed outside speaker will be paid a total fee and expenses in excess of $2,500, the request must be submitted no later than thirty (30) days prior to the date of the proposed speaking engagement. The request shall contain the name of the sponsoring organization, the proposed date, time and location of the meeting, the expected size of the audience, the name and address of the proposed speaker, and the topic of the speech. Any request not acted upon by the President or his authorized designee, within five (5) days (excluding holidays and weekends) prior to the event shall be deemed denied.
    6. Any speaker request is subject to the availability of the requested meeting place for the meeting time and date requested. In the event the space requested is not available for the requested time and date of the meeting, or is otherwise inappropriate for the proposed meeting or the requested speaking engagement would cause substantial interference with the normal activities of the institution if conducted at the time and place requested, alternative meeting space which is available may be offered by the institution, or the sponsoring organization is free to request a more suitable date. Any space which is approved for a meeting is subject to limitations on the number of persons who may attend in accordance with appropriate building and fire codes and safety standards.
    7. A request for an outside speaker by a registered organization may be denied if the President, or his authorized designee, determines that the proposed speech is obscene, where past performance is contrary to the University’s educational goals, or will constitute a clear and present danger to the institution’s orderly operation by the speaker’s advocacy of such actions as:
      1. The violent overthrow of the government of the United States, the State of Tennessee, of any political subdivision thereof; or
      2. The willing damage of destruction or seizure and subversion, of the University’s building or other property; or
      3. The forcible disruption or impairment of, or interference with, the institution’s regularly scheduled classes or other educational functions; or
      4. The physical harm, coercion, intimidation, or otherwise invasion of lawful rights of the University’s officials, faculty members or students; or
      5. Other campus disorder of a violent nature, provided such advocacy would prepare the group addressed for imminent action and steel it to such action, and further provided there is a reasonable apprehension of such imminent lawless action. In determining the existence of a clear and present danger, the President of the University, or his authorized designee, may consider all relevant factors, including whether such speaker has, within the past five (5) years, incited violence resulting in the destruction of property at any assembly, or has caused the forcible disruption of regularly scheduled classes or other functions at any college or university.
    8. In the event that a request for an outside speaker is denied, any sponsoring organization thereby aggrieved shall have the opportunity to appeal from the denial. A written appeal to the President, or his authorized designee, must be submitted within twenty-four (24) hours from the initial denial to be provided a hearing within two (2) days (excluding holidays and weekends) following the filing of its appeal before an impartial committee designated by the President (or his authorized designee). The committee shall be authorized to make appropriate findings of fact related request, and shall make and transmit such findings to the President within said two (2) day period. The President shall review the findings of the committee, and solely on the basis thereof, shall grant or deny the request within twenty-four (24) hours (excluding holidays and weekends) from receipt of the findings of the committee.
    9. In the event of a proposed meeting which will be attended by strong emotional feelings, or where there is a reasonable possibility that a speaker, members of an organization, or others may violate federal, state, or local laws or campus regulations in the course of meeting, the President or his authorized representative shall prescribe reasonable conditions for the orderly and scholarly conduct of the meeting. Such conditions may include, but are not limited to, limiting the audience to the inviting organization’s membership, appointing one or more officials of the University to preside over the meeting, and such other conditions as the institution deems appropriate.
    10. The representative of the organization inviting the speaker shall at the time of the invitation provide the speaker or his or her agent, with a copy of this speaker policy and campus regulations. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law or campus regulation committed by him or her while on campus.
    11. Any meeting, assembly or other activity to which an outside speaker may be invited is subject to all requirements, conditions and approvals set forth in any policy of institution concerning use of campus property and facilities.
    12. The provisions of Section 1 shall not apply to invitations by academic units to guest lecturers for any classes, but such invitations shall be subject to any policies of the University, the school, the division and/or the department involved.
    13. Procedure For Securing Approval Of Off-Campus Speakers
      1. Requests for obtaining off-campus speakers of student organizations shall be made to the appropriate office as specified in Student Organizations Section 2, located in the Roaden University Center.
      2. All appearances of guest speakers on campus shall be registered in the appropriate office as specified in Student Organizations Section 2 for approval and scheduling purposes.