Student Affairs

03:25:00 Student Organizations

1. The following policy provides minimum standards for the registration and conduct of student organizations at Chattanooga State Community College. Student organizations may be either organizations sponsored by Chattanooga State, such as student government organizations, associated student body organizations, professional and honor societies, or organizations officially registered by the College. Registration of a student organization by Chattanooga State will neither constitute nor be construed as approval or endorsement by the College of the purposes or objectives of the organization. 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. Special interest groups (political, religious, etc.)
2. General Provisions
   1. No student organization may carry on any activity at the College unless the organization has been officially registered. All registration of student organizations will be through the Director of Student Life.
   2. Chattanooga State will not be responsible for injuries or damages to persons or property resulting from the activities of student organizations, or for any debts or liabilities incurred by such organizations.
   3. No student organization will deny membership to any person on the basis of age, race, color, gender, religion, sexual orientation, disability or national origin.
   4. The College will not discriminate against or deny recognition to a student organization, or deny access to programs, funding, or facilities otherwise available to another student organization on the basis of:
      1. The religious content of the organization’s speech including, but not limited to worship; or
      2. The organization’s exercise of its rights pursuant to subsection 5.
   5. A religious student organization may determine that the organization’s religious mission requires that only persons professing the faith of the group and comporting themselves in conformity with it, qualify to serve as members or leaders.
   6. No student organization or individual will engage in or condone any form of hazing. Hazing will include, but is not limited to the following:
      1. Any action taken, or situation created intentionally, to produce mental or physical discomfort, embarrassment or ridicule.
      2. 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.
      3. Excessive demands on a student’s time so as to interfere with academic performance are prohibited.
      4. Threatening in any manner or form for the purpose of cajoling individuals into secrecy in regard to breaches (planned, threatened, attempted, or perpetrated) of hazing violations is also prohibited.
      5. Hazing activity which is in violation of any other institution regulation such as misuse of alcohol, drugs, or property, etc., is strictly forbidden.
   7. Student organizations will 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.
   8. No person, group, or organization may use the name of the College 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 College without the prior written approval of the president of the College.
3. Registration Criteria of Organizations
   1. Any proposed student organization will be open to all current students of the College who otherwise meet membership requirements. Membership in the organization will be limited to currently enrolled students; provided that organizations may include faculty and staff of the College, alumni, 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 those 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 (TBR) and the College, and with all federal and state laws and regulations.
   4. The proposed organization must not:
      1. Have illegal aims and goals;
      2. Propose activities which would violate regulations of the TBR or the College, or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of the College; or
      3. Advocate incitement of imminent lawless action which is likely to produce such action.
   5. The proposed organization must have the minimum number of charter members designated by the College, 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 College may grant temporary registration to an organization for a limited period of time.
   6. 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.
   7. The organization must provide for the distribution of all funds and assets in the event of dissolution.
4. Procedure for Registration of Organizations
   1. To become officially registered as a student organization, a group must meet the criteria set forth in the previous section, and must provide the College a minimum of the following:
      1. An application or request to form the organization. Applications are provided by the Office of Student Life.
      2. The proposed constitution and bylaws of the organization, which must clearly contain the following: the name; purpose; proposed activities and rules of membership; officer titles, descriptions, 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. (At least ten charter members are recommended for an organization to be registered.)
      4. The names of the faculty advisor(s) and/or the administrative officers of the College who will sponsor the organization. All student organizations will have a faculty member, staff member or administrative officer as sponsor.
      5. A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies and procedures of the TBR and the College and with all federal and state laws and regulations.
5. Documents
   1. The foregoing documents must be presented to the Director of Student Life for review and recommendation to the Dean of Student Engagement and Support Services. The Dean of Student Engagement and Support Services will review the documents and, in turn, make recommendations to the Vice President of Student Affairs. Registration approval by the Vice President of Student Affairs is necessary before the organization can be officially registered.
      1. An organization may be required to clarify any materials or information provided in the registration process, to resubmit the application or request with 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.
      2. Nature and Conditions of Registration
         1. Registration of a student organization for other than temporary period will be on an annual basis only, effective until the beginning of the next fall term, and will be subject to annual renewal for each ensuing year.
         2. Annual renewal of registration of an organization will be dependent upon the organization’s demonstration of compliance with the following:
            1. Adherence 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 the College and all federal and state laws.
            4. It must submit all changes in the constitution and bylaws to the College for approval.
            5. It must maintain a current list of officers, faculty advisers, and sponsors on file with the College.
6. It must have submitted all required financial and year end reports to the Director of Student Life.
7. Probation, Suspension, and Withdrawal of Registration
   1. An organization may be placed on probation, suspension, or registration may be withdrawn by the Vice President of Student Affairs for any of the following reasons:
      1. The organization fails to maintain compliance 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 in violation of rules and regulations of the College, or federal or state laws.
      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 will cease to exist as an organization.
      1. In the event an organization is placed on probation or suspended, or registration is withdrawn, the organization will be afforded the opportunity for a hearing before the Student Affairs Committee.
      2. No student who is under academic or social suspension from the College will be eligible to become, or maintain the status of, an officer of an organization.
8. Fiscal Procedures
   1. Each organization will 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 the College Business Office at any time and appropriate financial records will be maintained for the purposes of audit.
   2. Each organization will designate an officer of the organization who is responsible for the collection and disbursements of funds and the maintenance of books and records.
9. Programs and Activities
   1. The use of any college property or buildings by an organization will be subject to the rules and regulations of the TBR and the College concerning use of property and facilities. (Reference TBR Policy No. 3:02:02:00; Chattanooga State Policy No. 05:14:01.) All organizations registered pursuant to this policy will be “affiliated organizations” for the purpose of college and TBR policies concerning use of campus property and facilities.
   2. Except for routine meetings of the organization, no on-campus program or activity will be engaged in unless approved by the Director of Student Life. Prior approval must be secured for off-campus activities of an organization. For off-campus activities it must be demonstrated that adequate security will be provided and that an adequate number of college personnel will be present.
   3. Any fund-raising activity on campus will be for the benefit of the organization as a whole or a charity, and no funds will be distributed to the officers or members of an organization for personal profit or gain.
   4. No guest speakers will be invited to the campus except pursuant to TBR and college policies on off-campus speakers. (Reference TBR Policy No. 3:01:10:00; Chattanooga State Policy No. 03:30:00)

Submitted to Policy Review Committee on 2019.02.18

Submitted to Policy Review Board on 2019.04.08

Approved by Policy Review Board on 2019.04.24