Appendix 4

Student Organizations

Faculty/Staff Handbook Appendix 4: Student Organizations

I. General Policies Related to All Student Organizations
II. Criteria for Registration of All Organizations
III. Procedures for Registration of Organizations
IV. Nature and Conditions of Registration
V. Reports
VI. Probation, Suspension, and Withdrawal of Registration
VII. Officers of Student Organizations
VIII. Fiscal Procedures
IX. Programs and Activities
X. Off-Campus Speakers

A. No student organization may carry on any activity on or off campus unless the organization has been officially registered by Nashville State.

B. Nashville State is not responsible for injuries or damages to persons or property resulting from activities of student organizations, or for debts or liabilities incurred by such organizations.

C. No student organization shall deny membership to any person on the basis of age, race, sex, religion, handicap or national origin, provided that social organizations may have sex restricted membership.

D. No student organization or individual shall engage in or condone any form of hazing. Hazing shall include, but is not limited to: any action taken, or situation created intentionally, to produce mental or physical discomfort, embarrassment or ridicule; any form of verbal or physical harassment or abuse; and engaging in public stunts, morally degrading or humiliating behavior or games, whether on or off campus.

E. Excessive demands on a student's time so as to interfere with academic performance are prohibited.

F. Student organizations shall be 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.

G. No person, group or organization may use the name of Nashville State in any manner, provided that registered student organizations may use the name of the College following the name of the organization. No person, group or organization may use the seal or any symbol of the institution without prior written approval of the President or the Vice President of Academic Affairs or designee.

II. Criteria for Registration of All Organizations

A. Any proposed student organization shall be open to all students of Nashville State 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 College, and/or spouses of students, faculty and staff, and provided further professional organizations may include members of the professional and business community as members.

B. 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 those illegal aims and goals.

C. The proposed organization must agree to comply with all policies, regulations and procedures established by Nashville State and the Tennessee Board of Regents, and all federal and state laws and regulations.

D. The proposed organization must NOT: (a) have illegal aims and goals; (b) propose activities which would violate regulations of Nashville State or the Tennessee Board of Regents, or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the College; (c) advocate incitement of imminent lawless action which is likely to produce such action.

E. The proposed organization must have a minimum of eight (8) members, 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 numbers or interest to warrant a long-term registration, Nashville State may grant temporary registration to an organization for a limited period of time.

F. New organizations may be denied registration where the purposes are within the scope of a currently registered organization. No organization may use the same name, or a name which is misleading and similar to the name of a currently registered organization.

G. The organization must provide for the distribution of all funds and assets in the event of dissolution.

III. Procedures for Registration of Organizations

In order to become officially registered as a student organization, a group must meet the criteria as set forth in “Criteria for Registration of Organizations”, and must provide to the Nashville State a minimum of the following:

A. Complete a Request for Registration to form the organization.

B. The proposed constitution and bylaws of the organization, which must clearly contain the following: the name, purpose, proposed activities, and rules of membership and 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.

C. The names of faculty advisers and/or the administrative officers of Nashville State who will sponsor the organization.

D. A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies and procedures of Nashville State, the Tennessee Board of Regents, and with all federal and state laws and regulations.

Three (3) copies of the foregoing documents and information must be submitted to the Office of Vice President of Academic Affairs or designee to review and make recommendations concerning proposed organizations. Recommendations regarding registration of a proposed organization must be forwarded from the Coordinator for Student Activities to the Vice President of Academic Affairs or designee for approval; and approval by the Dean is necessary before the organization can be officially registered. At this point, the proposed organization may require sponsors to clarify any materials or information provided in the registration process, to resubmit the application or request non-conforming materials or provisions deleted, or to appear at a hearing for the purpose of obtaining additional information and testimony concerning the purposes, aims or proposed activities of the organization.

IV. Nature and Conditions of Registration

A. 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, and shall be subject to annual review by the Vice President of Academic Affairs or designee for each ensuing year.

B. Annual review 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 bylaws;
  2. It must continue to meet all of the requirements for initial registration;
  3. It must have remained in compliance with all rules and regulations of Nashville State and all federal and state laws;
  4. It must submit all changes in the constitution and bylaws to Nashville State for approval;
  5. It must maintain a current list of officers, faculty advisers and sponsors on file with Nashville State; and
  6. It must have submitted all required financial and other reports to Nashville State.

V. Reports

A. Nashville State requires all organizations to submit an annual report concerning its programs and activities during the preceding year. This report will be reviewed by the Vice President of Academic Affairs or designee and shall be a requirement for renewal of registration.

B. All organizations are required to file an annual financial report reflecting all revenues received and disbursed by the organization, and, the report must include any fund raising activities of the organization. The submission of this information is a requirement for renewal of registration.

VI. Probation, Suspension, and Withdrawal of Registration

A. An organization may be placed on probation, be suspended, or registration may be withdrawn by the Vice President of Academic Affairs or designee for any of the following reasons:

  1. The organization fails to comply with the 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 which violates the rules and regulations of Nashville State, or federal and state laws;
  5. The organization fails to submit any required reports;
  6. The organization fails to comply with policies and procedures of operation as set forth by Nashville State.

B. 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 suspensions may not engage in or sponsor any activity or program, and may not hold meetings. Where registration of an organization is withdrawn, it shall cease to exist as an organization.

C. In the event an organization is placed on probation or suspended, or registration is withdrawn on the basis of item VI.A. above, the organization shall be afforded the opportunity for a hearing. The organization requesting a hearing may appeal the ruling within 48 hours (two working days). A written appeal must be filed with the Coordinator for Student Activities. Within three (3) working days after receipt of the written appeal, an impartial committee will hear the appeal.

VII. Officers of Student Organizations

No student under academic or social suspension from Nashville State shall be eligible to become, or maintain the status of, an officer of any organization. In order to serve as an elected official of the organization, a student must have a grade point average of 2.0, except in the case of honors organizations, which have higher grade point average standards by their nature and function.

VIII. Fiscal Procedures

A. Each organization shall maintain a sound fiscal system related to the collection and disbursement of revenues in accordance with generally accepted accounting principles. The Vice President of Academic Affairs or designee, at any time, may require an audit of any organization, and appropriate financial records shall be maintained for the purposes of audit.

B. Each organization shall designate an officer of the organization to be responsible for the collection and disbursement of funds and the maintenance of books and records.

IX. Programs and Activities

A. The use of any campus property and/or buildings by an organization shall be subject to the rules and regulations of Nashville State. All organizations registered pursuant to this policy shall be “affiliated organizations” for the purposes of policies concerning use of campus property and facilities.

B. Except for routine meetings of the organization, no on or off campus program or activity shall be engaged in unless authorization has been provided by the Vice President of Academic Affairs or designee. Prior to approval, Nashville State may require a specified number of officials or security officers for any event, activity or program.

C. Any fund-raising activity 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.

D. No guest speakers shall be invited to the campus except pursuant to policies of Nashville State or the Tennessee Board of Regents.

E. At no time will organizations be permitted to provide give-away gifts, participate in drawings, raffles, or provide door prizes. Such activities violate Nashville State and Tennessee Board of Regents policies and state law.

X. Off-Campus Speakers

Nashville State recognizes the right of officially recognized student organizations 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 meeting, activities or events on campus shall be limited in the following particulars:

A. A request to invite an outside speaker will be considered only when made by an officially registered student organization.

B. No invitation by such an organization shall be issued to an outside speaker without prior written approval by the Vice President of Academic Affairs or designee; the Coordinator for Student Activities may authorize organizations to invite guest speakers for meetings of the organization without prior approval where attendance at the meeting will be limited to members of the organization and where no fee or compensation will be paid to the speaker.

C. Any student or campus organization meeting for which an outside speaker will be invited will be limited to members of the organization, provided that a written 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.

D. A request to invite an outside speaker to whom any payment would have to be made from any institutional 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 guidelines established by Nashville State and the Tennessee Board of Regents. In the event funding is approved, the meeting for which the outside speaker will be invited should be open to all students, faculty, or both, unless otherwise designated on the approval request.

E. Any speaker request shall be made in writing by an officer of the student 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 the Vice President of Academic Affairs or designee may approve exceptions to the minimum notice requirement in appropriate cases. 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 Vice President of Academic Affairs or designee within five (5) days (excluding holidays and weekends) prior to the event shall be deemed denied.

F. The representative of the organization inviting the speaker shall at the time of the invitation provide the speaker or his/her agent with a copy of this policy and campus regulations. By acceptance of the invitation, the speaker shall assume full responsibility for any violation of law or campus regulations committed by him/her while on campus.

G. 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 Nashville State and/or the Tennessee Board of Regents concerning the use of campus property and facilities.