Texas Southern University Campus Organization Handbook by SyrKent

Texas Southern University Office of Campus Organizations

Campus

Organization Handbook

Coke and TSU…

The Real Thing! 2

Table of Contents Letter From The Director......................................................2 Numbers You Should Know.................................................2 About Campus Organizations..............................................3 About Campus Organizations.............................................4 Purpose of This Handbook.................................................6 Requirements For New Organizations................................6 Campus Organizations at Texas Southern University..........7 Texas Southern University Campus Organizations..............8 Rights and Responsibilities of............................................11 Recognized Campus Organizations Advisor Responsibilities ...................................................12 Rights and Privileges........................................................13 Responsibilities ...............................................................13 Membership Intake Procedures........................................14 Community Service..........................................................15 University Requirements of Intake For Candidates............17 University Policies and Procedures....................................19 State of Texas Policy Prohibition Hazing...........................20 Disciplinary Action............................................................21 Purpose Of The Ernest S. Sterling Student Center ...........22 Reservation Procedures For Events Of Campus ..............22 Reservation Regulations ..................................................23 Student Life Center Social/Dance Regulations..................24 Campus-Wide Facility Use...............................................25 Vendor Policy ..................................................................25 Traveling ..........................................................................25 Catering...........................................................................26 Posting Policy..................................................................27 Appendices........................................................................29 Sample Facility Request Form..........................................30 Sample Community Service Form....................................31 Sample Travel Form..........................................................32

ITY ERN UNIVERS TEXAS SOUENTT H ES CTIVITI OF STUDENT A DEPARTM

ANIZA DEAR CAMPUS ORG

HOUSTON, TEXAS

TIONS,

lcome each Activities, to we ent of Student rtm your pa d an De u the yo ve e, on behalf of are happy to ha It is my pleasur University. We ern uth So s e. xa nc Te experie organization to ole student life a part of the wh organization as onal rt of the educati t a significant pa rsonal growth tivities feels tha pe Ac , t ive en sit ud po St t of t a feel tha The Departmen ies to develop as campus life. We many opportunit involvement in “Life @ TSU” s will offer you process is your of thu ets d an fac , ce ive an sit t to ch in all the po this should not be lef become involved nities offered at courage you to ucational opportu ed the of person. We en fit ne y gain the full be so that you ma on. uti tit ins ic tor his value of your iversity and the u are at the Un yo oved y pr wh ap d of an rst ion iat u should unde for ding and apprec As a student, yo ld be a hallmark n. An understan ou tio sh iza d an an org st ur mu yo a membership in oper decorum is ganization pr Or ing us tat mp dic Ca es edur iliar with the d in the policies and proc to become fam ganizations locate ent. I urge you e of Campus Or fic rvices to Of se every TSU Stud on the m on fro ati orm is available nd ll provide you inf wi ty’s It rsi Handbook which ive or. un Flo ing the t Life Center, 2 d rules concern Sterling Studen ll as policies an we as n tio iza an support your org izations. respective organ can be expectations for udent Services th Division of St wi ial ted dic cia Ju so e as lud its its inc fice and other un mpus. These un The Director’s Of e Student oughout the ca Th r, thr s nte ing Ce ild g bu lin of the ent Counse tion, found in many Placement, Stud rnment Associa r Planning and r, Student Gove seeing all nte to Ce rd Services, Caree on wa ati for cre k loo The Student Re the Family. We on s, r itie nte tiv Ce Health Center, ac e s Th rsity’ r, Housing and ge all the Unive Recreation Cente ing full advanta tak d an ed olv t inv TSU students ge offer. ources it has to programs and res

Numbers You Should Know Office of the Vice President �� 713-313-1038 for Student Services & Dean of Students Director of Student............................... 713-313-7759 Activities/Events Office of Campus Organizations �� 713-313-4233 Publications.......................................... 713-313-1976 (Yearbook/The Herald) Director of Sterling Student �� 713-313-7068 Life Center Student Government Association........ 713-313-7182 Veteran’s Affairs.................................... 713-313-7862 Center On The Family........................... 713-313-7870 University Program Council.................. 713-313-1968 Campus Event Services �� 713-313-1000 Recreation & Wellness Center �� 713-313-6810 Residential Life & Housing �� 713-313-7206 Food & Catering Service �� 713-313-1919 Health Center........................................ 713-313-7173 Counseling Center................................ 713-313-7804 Center On The Family........................... 713-313-7870

oussard Shannon D. Br Activities and Campus Events t ector of Studen Dir

Athletics................................................ 713-313-7271 www.tsu.edu/Life_at_TSU

About Campus Organizations A publication of the Office of Campus Organizations

the

campus

Texas

Southern

University,

campus

organizations and clubs represent the most visible and accessible avenues to student involvement and campus life. There are over 80 organizations and clubs available to meet the interests and needs of our very diverse student body.

These include, but are

not limited to, professional, social, multi-cultural, political, and community service organizations.

Opportunities are provided to

benefit students for a lifetime and enrich their higher education experiences

integrating

academic

accomplishments

with

extracurricular activities. Involvement in a TSU campus organization prepares its members for productive careers, builds character, develops leadership skills, contributes to their marketability and establishes lifelong bonds with fellow students.

PURPOSE OF THIS HANDBOOK

STEP 2

Since the mid 1970’s, student organizations have been at the epicenter of student activities on Texas Southern University’s campus. They are a cross-section of the varied social, intellectual, and cultural interests of the student population. Additionally, these organizations serve as a practical training ground for future leaders and often influence the perspective of the student body. Moreover, they have a major impact on the image of the university. Because of their significance to the university community, Texas Southern University (TSU) has outlined the policies and procedures in this manual to ensure that student organizations operate in a manner representative of TSU, and engage in practices conducive to a thriving student culture on our campus. After reading this handbook, you will have a general overview of the following:

Once the registration packet is submitted, it will be reviewed by a committee which includes the Director of Student Activities, Assistant Director of Student Activities, Coordinator of Campus Organizations and student organization representatives.

• The responsibilities associated with being a student organization • Your rights as a student organization • Rules for using campus facilities and services • The resources available to your organization • The benefits of being a recognized organization at TSU Once you gain a working knowledge of this information, this handbook should be used as a reference for University operating procedures throughout the academic school year.

Requirements for New Organizations The following criteria are required to establish a student organization:

STEP 1 • A minimum of four students currently enrolled at Texas Southern University • At least two full-time faculty or staff to serve as Advisors • By-laws/constitution or a set of rules with organizational structure • A written letter of permission to charter (if starting chapter/branch of National/ International organization) • Completed registration packet submitted by the Fall or Spring Deadline set by Student Activities

STEP 3 After the registration packet has been reviewed, the organization will receive a letter of acceptance or denial. Modifications may be required of an organization (e.g., changes to the constitution) before it is recognized as an official campus organization.

STEP 4 Upon receipt of the required registration fee (as well as the completion of any recommendations made by the review committee) the organization will be recognized by the University.

Campus Organizations at TExas Southern University 7

Texas Southern University Campus Organizations 100 Collegiate Black Men 100 Collegiate Black Women Administration of Justice African Pharmacy Student Association African Student Association Alpha Kappa Alpha Sorority Inc. Alpha Lambda Omega Christian Sorority, Inc. Alpha Phi Alpha Fraternity Inc.

Delta Sigma Theta Sorority Inc.

International Students Organization

American Pharmacist Association

Dietetics Club

Iota Phi Theta Fraternity, Inc.

American Marketing Association

Divine Unity One

Kappa Alpha Psi Fraternity Inc.

Association for Childhood Education International

Environmental Health Science Club

Kappa Delta Chi Sorority Inc.

Epsilon Gamma lota Inc.

Association of Muslim Students

Gay Straight Alliance

Kappa Kappa Psi National Honorary Band Fraternity, Inc.

Association of Texas Professional Educators

Golden Key International Honor Society

Kappa Psi Pharmaceutical Fraternity Inc.

Graduate Student Association

Kappa Psi Omega

Baptist Student Ministry

Habitat For Humanity

Lambda Iota Tau

Health & Kinesiology

Latin Dance Club

Health Occupation Students for America

Life Change

Hispanic Student Association

Living Testimony Gospel Ministry

HOSA (Health Occupation Student Association)

LULAC Council

Chemistry Club Chi Sigma Iota

Institute of Transportation Engineers

Men’s Basketball Club

Chinese Student& Scholar Association

Intelligent Transportation Society

NAACP

Boxing Club California Club Campus House of Prayer Catholic Student Organization

Martime Student Association

National Association of Black Engineers

Pre-Alumni Association

Society of Urban Mathematicians

National Association of Black Social Workers

Pre-Health Professions Club

Sociology Scholars Association

Pre-Optometry Professional Society

Sports Studies and Leadership Association

National Society of Collegiate Scholars

Public Affairs Club

Student Health Executive Association

National Pan-Hellenic Council

Rho Chi Psi Recruitment & Retention

Students in Free Enterprise

Omega Delta Phi Fraternity, Inc.

Rho Chi Society

Omega Psi Phi Fraternity Inc.

Sigma Gamma Rho Sorority Inc.

Student National Pharmaceutical Association

Pi Delta Phi

Sigma Lambda Beta International Fraternity, Inc.

Student Planning Organization

Sigma Lambda Gamma International Sorority, Inc.

Student Society of Health-System Pharmacists Studio TSU

Political Science Club

Sigma Pi Alpha Forensic and Dialectical Symposium (Debate Team)

Power Lifting Club

Social Work Organization

Phi Beta Sigma Fraternity, Inc. Phi Delta Chi Phi Lambda Sigma Pi Alpha Alpha Honor Society

Student Psychological Association

Tau Beta Sigma National Honorary Band Sorority, Inc. TSU Art Club TSU Counseling Association TSU Dance Company TSU Dancing Tigers TSU Hip-Hop Society TSU Men’s Soccer Club TSU Spirit Crew University Players Theater Organization

Tiger’s Liar

Hours: Monday - Friday 11:30 a.m. - 1:30 p.m.

Urban Financial Services Coalition Wesley Foundation Women’s Basketball Club Young Republicans of TSU Zeta Phi Beta Sorority, Inc. List at time of printing

Hours: Monday - Thursday 11:00 a.m. - 8:00 p.m. 10

Making every day a better day

Friday: 11:00 a.m. - 5:00 p.m.

Rights and Responsibilities of Recognized Campus Organizations 11

Advisor Responsibilities All student organizations are required to have two advisors. Advisors are current full-time members of TSU’s faculty or staff who voluntarily agree to mentor student organizations on their purpose and operation throughout the school year. They serve as a liaison between the university and organization interpreting university policy and procedures. They are also an integral part of ensuring the organization’s success and longevity on TSU’s campus. The Advisor’s major responsibilities are as follows: 1. To assist the organization in finding optimal ways of implementing its programs. 2. To serve as role models and mentors to the organization and its individual members 3. To keep the organization abreast of university policies.

4. To periodically meet with the organization to remain informed of its activities. 5. To attend and remain for the duration of all functions sponsored by the organization. 6. To represent the organization when required by the University or overall best interest of the organization. 7. To authorize (via signature) all paperwork and transactions concerning the organization.

Qualities of a Good Advisor • She/he adheres to the responsibilities above • She/he encourages members to implement their ideas • She/he strongly encourages academic achievement

• She/he takes the role seriously (but not too seriously) • She/he facilitates student members in leadership roles • She/he holds herself/himself as well as members accountable for the organizations successes and failures

Resources Available to the Advisor Student Code of Conduct: This publication issued by the Office of the Dean of Students is a detailed guide on policies and procedures governing student behavior. Office of Student Activities: The Director and Assistant Directors of Student Activities as well as the Program Advisor located in the Student Life Center are available for consultation on organizational matters.

Rights and Responsibilities of Recognized Student Organizations All duly registered organizations of Texas Southern University are guaranteed the following basic Rights & Privileges:

5. Inviting off-campus speakers and artists to appear for scheduled meetings and assemblies.

Rights & Privileges

6. Distributing literature relating to the organization’s purpose and activities in those areas authorized by university distribution policies.

1. Using the name of Texas Southern University in conjunction with its name in all information, publicity and references. 2. To have representation in the Student Government Association and rights afforded to student organizations as outlined in the Student Government Association Constitution and Bylaws. 3. Use of the Student Life Center, rooms and equipment (subject to proper scheduling procedures, and prior needs of the university) for meetings at no charge as well as other functions at discounted rates (security, maintenance, and any other special service fees will be assessed based on published rates). 4. To publish and be recognized in student media (i.e. The Herald Newspaper and The Tiger Yearbook) as well as other university media as deemed appropriate.

7. Promoting profit-making activities and soliciting funds for organizational

Responsibilities Being associated with Texas Southern University carries the responsibility of exhibiting exemplary standards of behavior that not only maintain, but build upon the integrity of the university name. 1. The responsibility to manage itself and carry out its activities within the parameters of its constitution/by-laws as well as local, state and federal laws, and all applicable university regulations and policies.

activities in accordance with University regulations. 8. Use of the University cafeteria at no rental charge for fund raising activities. 9. Use of an assigned mailbox (located in the Ernest S. Sterling Student Life Center) in order to receive internal and external correspondence.

and practices, especially in the area of discharging all financial obligations 3. The responsibility of being cognizant of the special role each organization enjoys as an integral part of the academic community of Texas Southern University, and act accordingly in the best interest of its members and University. 4. To assure that persons not enrolled or employed at the University hold no office nor direct any organizational activities unless authorized by Student Activities.

5. To engage in only those activities which 2. The responsibility to conduct its are consistent with the objectives, goals business and fiscal operations within and overall mission of the University. normal standards of sound management

Membership Intake Procedures

To ensure the safety and well-being of students applying for membership in fraternal or related rites-of-passage organizations with any form of membership intake (e.g., initiation activities) Texas Southern University has a set of standards that organizations and prospective members must comply with in order to qualify for membership intake. Texas Southern University has a spring only membership intake policy. This means that all organizations who wish to admit new members must only do so during the period specified by the university during the spring semester. Requests for intake during other semesters must be submitted in writing to the Coordinator of Campus Organizations and approved by the Department of Student Activities. The following are the procedures that must be followed by all organizations for New Membership intake: • All documentation concerning intake must be handled by the advisor • All documentation from national offices must be submitted to the Assistant Director of Student Activities for processing

• Attend the Annual Informational Seminar on Membership Intake • Complete the intake grade/disciplinary status forms for all potential candidates • Assure that all candidates sign the nonhazing document • Submit to the Office of Campus Organizations a final roster of candidates who have met the university and organization’s requirements • Assure that all candidates meet with the Coordinator of Campus Organizations along with the respective Advisor prior to the intake period begins

• Comply with the schedule of intake activities stipulated by the university These Procedures must be followed as outlined. Non-adherence to these policies may prohibit your organization from participating in membership intake activities. To encourage the academic pursuits of its students interested or currently in student organizations, Texas Southern requires that all current members be in good academic standing as defined by the university and adhere to the following guidelines for accepting candidates for the intake process:

Multicultural Greek Council The Multicultural Greek Council, better known as the MGC is the governing body of the 12 internationally and nationally recognized culturally-based fraternity and sorority chapters at Texas Southern University. The primary purpose is to unite its member organizations in order to share ideas and provide a support network for students. Members of the MGC experience Greek life in a very unique way. Each chapter is relatively small in size which provides a very strong family bond.

National Pan-Hellenic Council The National Pan-Hellenic Council, incorporated (NPHC) is composed of nine historically- Black Greek Letter Organizations that evolved at a time when Black Students were denied the essential rights and services afforded to others. Each of the nine NPHC organizations were designed to foster brotherhood or sisterhood and serve as conduits by which action plans could be formulated to influence social action and change in the Black Community

with additional documentation (e.g. pictures, certificates, etc.). Upon completion of the last project, a letter will be sent out to your organization verifying that you have met your Special Projects requirement for the academic year. Each Special Project is to be completed two weeks prior to the end of a semester. If these activities are not completed within the specified timeframe, a penalty in the form of a fine, loss of registration, or similar action may be taken by the Office of Campus Organizations against the offending organization. Note: New campus organizations must complete three (3) Special Projects during the semester of initial registration.

Community Service SPECIAL PROJECTS

• Tutoring school-age children

In its continuing effort to better serve our communities and promote civic responsibility among TSU students, the Office of Campus Organizations will continue to implement the Special Projects Program. This program requires that all student organizations participate in at least two non-paid projects each semester that enhances the campus and/ or surrounding community. Examples include the following:

• Sponsoring a health fair • Campus clean-up • Participating in a school-wide volunteer project Before implementation of a Special Project, each organization should request approval from the Office of Campus Organizations and obtain a Special Projects form. When the project is completed, the form is returned along

University Requirements of Intake For Candidates GENERAL REQUIREMENTS FOR NATIONAL PAN-HELLENIC COUNCIL ORGANIZATIONS • Must be currently enrolled in a minimum of twelve (12) hours at Texas Southern University • Attend the Risk Management Informational Workshop on Membership Intake

GENERAL REQUIREMENTS FOR ORGANIZATIONS OUTSIDE OF THE NATIONAL PAN-HELLENIC COUNCIL • Must be currently enrolled in a minimum of 12 hours at Texas Southern University • Attend the annual Risk Management Informational Workshop on Membership Intake • Must have completed twelve (12) credit hours from the semester prior to intake with a 2.25 GPA (or better) and must have an overall GPA 2.25 (or better)

Example: A student who has a cumulative/ overall GPA of 2.25 or better for the spring

or better for the fall 2010 semester to be

• Must have completed twelve (12) credit hours with a 2.5 (or better) GPA and have an overall/cumulative GPA of 2.5

approved.

2011 semester must have had a 2.25 GPA

overall GPA of 2.5 or better for the spring

• Must have completed twelve (12) hours at Texas Southern University • Must be free of disciplinary infractions and not subject to investigation.

Example: A student who has a cumulative/ 2011 semester must have had a 2.5 GPA or better for the fall 2010 semester to be approved.

• Must have completed twenty-four (24) hours with the last twelve (12) hours from Texas Southern University • Must be free of disciplinary infractions and not subject to investigation

NOTE: THERE ARE NO HONORARY MEMBERSHIPS OUTSIDE OF ACADEMIC HONOR SOCIETIES.

University Policies and Procedures 19

State of Texas Policy Prohibition Hazing

Hazing on the part of students, faculty, or staff is strictly forbidden, whether on-or offcampus. The state law providing penal sanction in the event of a conviction of hazing, is section 4.19, Texas Education code, and provides in part, as it pertains to students, as follows: (A) No student of any state-supported institution of higher education shall engage in what is commonly known as recognized as hazing or encourage, aid or assist any other person thus offering. (B) “Hazing” is defined as follows: a. Any willful act by one student alone or acting with others, directed against any other student of such educational institution, done on the purpose of submitting the student made the subject of the attack committed, to indignity or humiliation, without his consent. b. Any willful act of any one student alone, or acting with other, directed against any other student of such educational institution, done for the purpose of threatening such student with social or other ostracism, or of submitting such student of ignominy,

shame or disgrace among his fellow students, and acts calculated to produce such results; c. Any willful act of any one student alone, or acting with other, directed against any other student of such educational institution, done for the purpose of humbling, or that is reasonably calculated to humble the pride, stifle the ambition, or blight the courage of the student attacked, or to discourage any such educational institution or d. Reasonably to cause him to leave the institution rather than submit to such acts; or e. Any willful act by any one student alone, or acting others, in striking, beating, bruising, or maiming; or seriously offering, threatening, or attempting to strike, beat, bruise, or maim, or to do any student of such educational institution or any assault upon any such student made

for the purpose of committing any of the acts, or producing any of the result, to such student as defined in this section. (C ) No teacher, instructor, members of any faculty, or any officer or director, or a member of any governing board of any state-supported educational institution shall knowingly permit, encourage, aid, or assist any student in committing the offense of hazing, or willing acquiesce in the commission of such offense, or fail to report promptly his knowledge or any reasonable information within his knowledge of the presence and practice of hazing in the institution in which he may be serving to the executive head or governing board of such institution. Any act of omission or commission shall be deemed “hazing” under the provisions of this section. (D ) Any student of any state-sponsored educational institution of this state who shall commit the offense of hazing shall be fined not less than $25 nor more than $250 or shall be confined in jail not less than 10 days or more than three months, or both.

Disciplinary Action An organization that violates TSU’s policies is subject to disciplinary action ranging from a written warning to charter revocation. Student organizations exist at the “pleasure of the university”; thus it is imperative that members of organizations adhere to the policies of the university. If an organization is suspected of a violation, the membership (along with the Advisors) will be called into a meeting with the Assistant Director of Student Activities to discuss the

alleged violation An organization may be suspended at the discretion of the Assistant Director of Student Activities, Director of Student Activities, Director of Judicial Affairs or Vice-President of Student Affairs during an investigation if it is in the best interest of the University and/or the parties involved. Violations such as hazing, forgery, theft and related offenses will not only involve disciplinary action(s) against the offending

organization, but also the individual members. Individual members will be given a hearing by the Office of Judicial Affairs. Sanctions for individual members may range from probation to expulsion from the University. An organization or individual has the right to appeal a sanction within 24 hours via a written letter to the Director of Judicial Affairs. (For more information on disciplinary actions, refer to the Texas Southern University Student Code of Conduct).

growth in individual social competency and group effectiveness. The union’s goal is the development of persons as well as intellects.

RESERVATION PROCEDURES FOR EVENTS OF CAMPUS 1. Special Events request forms are available in the Office of Campus Event Services for all events held on the campus of Texas Southern University.

PURPOSE OF THE ERNEST S. STERLING STUDENT CENTER The Texas Southern University Ernest S. Student Life Center is recognized by the Association of College Unions International (ACUI). Because of this, Student Center policies and procedures are guided by the following ACUI philosophy to ensure our staff provides the best of service to the university community and its guests: “The union is an integral part of the educational mission of the college.”

• As the center of the college community life, the union compliments the academic experience through an extensive variety of cultural, educational, social and

recreational programs. These programs provide the opportunity to balance work and free time as cooperative factors of education. • The union is a student-centered organization that values participatory decision making. Through volunteerism, its boards committees, and student employment, the union offers firsthand experience in citizenship and educates students in leadership, social responsibility, and values. • In all its processes, the union encourages self-directed activity, giving maximum opportunity for self-realization and for

2. Information required: a. Requested facility (i.e. Granville Sawyer Auditorium) b. Date of Activity or Event (second and third requested date may be listed as optional dates) c. A description of the activity or events must accompany the request form. d. All requested resources and equipment must be included on the form (i.e. tables, chairs, AV and/or sound equipment needed) e. All request forms must be signed by one of the organizations listed advisors and by an official of the student activities staff.

3. All scheduling for regular meeting space must be made two weeks (ten working days) prior to the date of the meeting. (The time allotted for regular meetings is limited to four (4) hours). 4. All registered campus organizations will be allowed to hold meetings on the campus starting at 6:00 pm MondayFriday. (exceptions must be requested to the Office Campus Organizations) 5. The organization agrees to abide by the rules and regulations set forth by this application and also the general policies of Texas Southern University. 6. Special events, such as seminars, lectures, forums, conferences, banquets, luncheons, parties, dances, balls, etc., must be scheduled a minimum of three weeks prior to the date of the activity. 7. All signatures must be affixed before the request form is delivered to the Office of Campus Event Services. The Office of Campus Event Services will not accept any incomplete request forms. 8. If there are fees associated with the activity or event the organization must be prepared to assure payment. A

non-refundable 20% deposit is due at the time of the request. The remaining balance is due 72 hours before the event can take place. 9. Any and all fee waiver requests must be submitted to the Director of the Student Center for reconsideration. 10. All furniture should remain in its original setting before and after the organization’s use of the faculty. Organization members may not move “set-ups”. All setups must be submitted at the time of request and listed/ described on the request form.

ERNEST S. STERLING STUDENT LIFE CENTER RESERVATION REGULATIONS 1. All registered campus organizations have the right to schedule basic meetings in the Sterling Student Center at no cost to the organization. 2. Procedures are the same as requesting a special events 3. The events must be concluded at the time period allotted to each organization. Should extra set-up or decorating time

be necessary, arrangements must be approved at the time the request is made. 4. The University reserves the right to cancel any event scheduled with adequate and timely notification. 5. Registered campus organizations are limited to one (1) pay activity per academic semester (exceptions are given to the UPC and SGA). 6. Any speakers brought by an organization must be approved at least three (3) weeks prior to the date of the campus appearance. 7. University police, parking and extra custodial services may be required for certain activities and/or events. Sponsoring organizations shall assume the financial responsibility if police, parking and extra custodial services are required. 8. Any events held in the Student Center that require catering must be obtained through the on-campus food service provider (Sodexho) or contracted from an off-campus vendor approved by the university.

9. All events on campus that entail food (festivals, barbecues, bake sales, etc.) require a special events permit from the Department of Environmental Health and Safety. Permit forms can be obtained from the Office Campus Organizations 10. Food or beverages are not permitted, brought to, or consumed, in facilities not designated for that purpose.

STUDENT LIFE CENTER SOCIAL/ DANCE REGULATIONS The university reserves the right to limit activities to those it believes are in keeping with the educational goals and objectives of the university. • A valid TSU Student I.D. Card is required for attendance to all university approved affairs. • All activities sponsored by registered TSU campus organizations are limited to attendance by TSU students and university approved guests. • Advisors are required to be present for the duration of all activities sponsored by the organizations they advise. • The dress and decorum requirements

for activities held must be in accordance with university policy and in line with a favorable image for the university. • Individuals may not engage in any form of stepping or activity that resembles such before during or after a dance function in student life center facilities. • The possession and/or consumption of alcohol on the campus of Texas Southern University is prohibited. • The possession of knives, firing, or displaying guns, or other objects that can be used to harm others or destroy property is prohibited at university functions.

The possession, use, buying, selling or being in the presence of others possession, using, buying or selling, illicit drugs, narcotics controlled substances and related paraphernalia on TSU property or while attending activities sponsored by campus organizations is prohibited. • Students must refrain from the use of language which may be offensive or embarrassing to others (i.e. profanity, obscenities or vulgarity) • All advertisement must be approved and stamped before being posted. The dissemination of advertisement is limited to TSU campus locations. • Rules and regulations governing admission to activities must be printed on flyers, banners and handbills. • Music provided for an activity should represent normal standards of good taste and should not be offensive to the majority of attendees. • All persons wishing to attend an activity must be screened with a metal detector before entering that activity. • Loitering in areas outside of a sponsored activity is prohibited.

• Smoking during student sponsored activities is not permitted.

Notes: Violations of these rules may result in one or more of the following:

• Disciplinary action of the organization and/or individuals in the organization • Arrest and criminal charges against those involved

CAMPUS-WIDE FACILTIY USE 1. The Texas Southern University Office of Campus Event Services regulates the use of facilities on campus for special events. 2. Registered organizations may use designated facilities at a discounted rate. 3. To reserve a facility, a request form must be completed and submitted to the Office of Campus Event Services for approval. (Refer to reservation procedures) 4. Contracting organizations are subject to the written rules for facility use as designated by the Office of Campus Event Services. 5. Facilities are to be strictly used for the designated purpose indicated on the request form.

6. Some events may require approved security or maintenance personnel whose fees will be the sole responsibility of the contracting organization. 7. Additional sound/video equipment, furniture, and any other special arrangements must be indicated on the request form (additional fees maybe required). 8. For additional information contact the Office of Campus Event Services at: 713-313-1000.

VENDOR POLICY In compliance with the contractual requirements of the Barnes & Noble operated bookstore, all soft good sales by vendors and other individuals are limited to the Barnes & Noble Book Store. Exceptions: registered student organizations may sell soft goods (i.e. caps, shirts, jewelry, candy, sun glasses, etc.) as a fundraising project. Authorization of these sales must be approved three (3) weeks in advance by the director of the Sterling Student Life Center or his/her designee. Sales will be limited to special events, holidays,

homecoming, spring festival, etc. Vendors are encouraged to contact Barnes & Noble stores to distribute and sell merchandise. No other exceptions will be granted.

TRAVELING Because the university is liable for any student that travels under its auspices, all students and student organizations are required to complete a travel form before attending such events. Forms can be obtained from room 215 and 218 of the Student Life Center. This form requests information such as: • Who to contact in case of an emergency • Proposed destination • Reason for travel • Departure and return times Completing this form ensures the likelihood of a safe event and assists the university in accessing pertinent information during emergencies. Contact: Office of Students Activities at 713-313-7068 or The Dean of Students 713313-1038 for more information.

CATERING SERVICES Sodexo Campus Services is committed to making your event a success. Our team of catering professionals is available to assist you with planning every aspect of your event. Our culinary team has designed a variety of menus to fit a wide range of tastes and budgets, including regional ingredients, university favorites and specialty items. Should you desire a customized menu for your event, we will be happy to meet with you to create a special menu for your specific needs. Our goal is to provide you with the freshest selections of food items, beautifully displayed, served professionally by our highly trained staff as we strive to exceed the expectations of every single guest. In the event that you require a customized menu for your event, we will be happy to meet with you to do so. Contact us at 713-313-1919.

Reservations

Billing

Please contact the catering department at 713-313-1919 at least fourteen business days prior to your event. We will need the general details of the event, please include the date, time, location, number of people and type of service.

All University functions need to be guaranteed through a purchase requisition or on the P-Card. All forms of payment must be received prior to the event. All payments should be made to Sodexo Campus Services by cash, cashier’s check, money order or credit card.

Confirmation

Miscellaneous

Once the details of your event have been finalized, you will receive a confirmation sheet to be signed and returned at least three business days prior to the event. This process helps to ensure the successful completion of the event according to your individual specifications.

• Your event is NOT confirmed until we receive a signed copy of the quote. • The time limit on service is two hour serving time from designated start time.

Hours: Monday - Thursday 11:00 a.m. - 8:00 p.m. Friday: 11:00 a.m. - 5:00 p.m.

• If event is NOT cancelled in 72 hrs there will be a $50.00 Cancellation Fee Making every day a better day

Posting Policy

4. Materials may not include advertising for personal or commercial gain.

These regulations are designed to permit maximum orderly use of university property by Texas Southern University students, faculty, staff, alumni, university departments, and registered student organizations for publicity purposes. Additional regulations may apply to Student Government Association elections, which are governed by the Student Election Code.

5. Materials from other campuses, non-profit organizations or those not affiliated with the University which advertise student, university, or community programs registered student organization may be posted with special approval from the Director of Campus Activities.

POSTING POLICY A. General Posting Policies 1. All materials must be sponsored or cosponsored by a registered student organization or a university department. 2. All materials must include the full name of the sponsoring department or student organization, and all content must be printed or translated in English. 3. Materials may not be posted on any undesignated areas, including doors, glass, walls, car, windshields, or over previously posted materials.

6. Failure by a student organization to comply with regulations in this policy may result in suspension of posting privileges for one semester (15 school weeks). Continuing to post while privileges are revoked can result in the suspension of the student organization. B. Special Requirements for Posters and Flyers 1. A “poster” as used here is any printed or pictorial matter displayed on university property inclusive of, but not limited to, flyers, table, tents, etc. 2. Posting is permitted on general university bulletin boards. Use of departmental or special area boards

requires that permission be obtained from the related office. 3. All general University bulletin boards are cleared before 2 p.m. on the first and third Friday of each month. 4. Poster size cannot exceed 14 inches by 22 inches. 5. Only one posting per event, idea or product is allowed per bulletin board. 6. The University may remove and discard any posters displayed on campus property which are in violation of these policies. 7. With prior approval from the area coordinator offices, signs may be posted at designated areas in university residence hall locations. Poster size in the residence halls may not exceed 8 ½ inches by 14 inches. 8. In case of shortage of bulletin board space, the Director of Operations for the Student Center shall assign priority and determine removal date. 9. The Director may, in certain instances, authorize extended posting periods for certain items of an academic or administrative issue.

Items approved for extended posting must be stamped by Director’s Office. These are the only postings that will not automatically be removed on the first and third Friday of each month. C. Special Requirements for Banners 1. A “banner” as used here is defined as paper, cloth or vinyl advertising matter displayed on university property. 2. Banners are permitted in the Student Center with a confirmed reservation from the Campus Events Office. Banners may only be placed directly in the opening from the second floor. The Student Center does not oversee the approval process for banners to be

posted in other buildings or locations. To obtain permission for other areas, see the appropriate dean or area coordinator for that building. 3. The Director’s office will issue a confirmed reservation for all banners to be displayed in the Student Center. Time limitations for banners are two weeks or until one day following the event advertised whichever is sooner. 4. Banner size cannot exceed 3 by 5 feet. Approval for decorating the Student Center is made by the Director of the Student Center. 5. Registered student organizations may have two banners up at one time if one

banner covers general information and the other one is for scheduled activities. 6. Student organizations are responsible for removing banners on the expiration date. Failure to remove banners on due date may result in revocation of banner posting privileges. 7. Space is available on a first-come, firstserve basis. 8. The Student Center does not assume responsibility for loss or destruction of banners. 9. The Student Center may remove and discard any banner without a current reservation.

Appendices 29

Appendix A: Sample Facility Request Form 1. The Texas Southern University Office of Special Events regulates the majority of facilities on campus. 2. Registered organizations may use designated facilities at a discounted rate. 3. To reserve a facility, this request form must be fill out and submitted to Student Services for approval. Any fees required for a facility are due at this time. 4. Requests for facilities should be made two weeks prior to planned use. 5. Some events may require approved security or maintenance personnel whose fees will be the sole responsibility of the contracting organization. 6. Additional sound/video equipment, furniture, and any other special arrangements must be indicated on this request form (additional fees may be required)

Appendix B: Sample Community Service Form This form is used to log the volunteers that participated in a specific event. Please submit a copy of this form to the Campus Organization Office for community service when the event is over.

Appendix C: Sample Travel Form If your organization is traveling away from the university, you must submit information about your trip to the Office of Campus Organization. This form can be downloaded at www.tsu.edu/ Life_at_TSU and must be received at least 48 hours in advance of your trip.

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