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Chapter 6. Student Organizations

Subchapter 6–100. General Provisions

Sec. 6–101. Definitions

In this chapter, unless the context requires a different meaning,

  • (1) "authorized representative" means a person designated to represent an organization as required in subsection 6–303(a);
  • (2) "dean of students" means the dean of students or any delegate or representative of the dean of students;
  • (3) "hearing officer" means a person appointed by the president of the University to conduct hearings of alleged violations of a Regents' rule, University regulation, or administrative rule;
  • (4) "organization" means a student group holding a valid registration under this chapter;
  • (5) "student" means a person who is currently enrolled in residence at the University, or who is accepted for admission or readmission to the University, or who has been enrolled at the University in a prior semester or summer session and is eligible to continue enrollment in the semester or summer session that immediately follows, or who is attending an educational program sponsored by the University while that person is on campus, or who engaged in prohibited conduct while he or she met the above criteria.
  • (6) "University" means The University of Texas at Austin;
  • (7) "weekday" means Monday through Friday except for official University holidays; "day" means calendar day.

Subchapter 6–200. Registration

Sec. 6–201. Registration Required

Any group of students that wants to exercise any of the rights and privileges listed in section 6–301 shall apply to the dean of students to be registered as an organization.

Sec. 6–202. Eligibility

An organization is eligible for registration if

  • (1) three or more students sign its application for registration;
  • (2) it limits membership to students, faculty members, and staff members of the University;
  • (3) it does not deny membership on the basis of race, color, national origin, religion, sex, sexual orientation, age, disability, or veteran status (but an organization created primarily for religious purposes may restrict the right to vote or hold office to persons who subscribe to the organization's statement of faith);
  • (4) there are no financial bars against the organization;
  • (5) it is not under disciplinary penalty prohibiting registration; and
  • (6) it conducts its affairs in accordance with local, state, and federal laws, the Regents' Rules and Regulations, University regulations, and administrative rules.

Sec. 6–203. Application

A group of students that wants to become a registered student organization shall apply on a form prescribed by the dean of students. The form shall include

  • (1) the name of the proposed organization;
  • (2) the names of at least three students and any required signatures;
  • (3) a description of each prior application for registration and the action taken on it;
  • (4) an official statement of the proposed organization's purpose and activities; and
  • (5) any other information reasonably required by the dean.

Sec. 6–204. Use of University Name or Sponsorship

  • (a) Only an organization that is officially sponsored by the University may use the name of the University or an abbreviation of the name of the University or any of the University's trademarks or service marks as part of or in conjunction with its group name.
  • (b) No student, unregistered group, or registered student, faculty, or staff organization may use the name of the University or an abbreviation of the name of the University as part of its name. A student, group, or organization may use terms such as "campus" or "Texas campus" as part of its name.
  • (c) No student, unregistered group, or registered student, faculty, or staff organization may advertise or promote events or activities in a manner that falsely suggests that the event or activity is sponsored by the University.

Sec. 6–205. Action on Application

  • (a) In considering a completed application, the dean of students shall not pass on the merits of the proposed organization's purpose, but shall register the applicant unless it is ineligible under section 6–202.
  • (b) The dean approves the registration of an organization by signing the application form and placing it on file.
  • (c) If an organization is refused registration, the dean shall provide the applicant with a copy of a written statement of the reasons for refusal, and the applicant may appeal in accordance with section 6–504.

Subchapter 6–300. Rights and Duties

Sec. 6–301. Recognition and Activities

An organization is entitled

Sec. 6–302. Membership

  • (a) An organization must restrict its membership to students, faculty members, and staff members of the University, but it may not deny membership on any basis that violates subsection 6–202(3).
  • (b) Membership within groups registered as student governance organizations is limited to individual groups that are registered student organizations.

Sec. 6–303. Obligations

  • (a) Every registered student organization shall furnish a list to the dean of students during the registration period set by the dean of students. This list should include at least three officers or other members of the organization who are authorized to speak for or represent the organization in its relations with the University and who are authorized to receive for the organization official notices, directives, or information from the University. Each list shall be kept current and accurate throughout the semester by the organization, and it shall be conclusively presumed that the officers or members whose names are on the list most recently filed by the organization are authorized to speak for and represent the organization in its relations with the University and are authorized to receive for the organization official notices, directives, or information from the University.
  • (b) During the registration period, each registered student organization must file with the dean of students a written statement that the organization does not, and will not during the semester,
    • (1) have as a member any person who is neither a student nor a member of the faculty or staff of the University,
    • (2) deny membership on any basis prohibited by subsection 6–202(3), or
    • (3) engage in activities that involve the subjection of a probationary member of the group to dangerous, harmful, or degrading acts. The Regents' Rules and Regulations, Series 50101, Number 2, Section 2.8 state that such acts are a violation with or without the consent of the probationary member.
  • If an organization fails or refuses to file the required statement, or if the dean determines that the statement is or has become false, disciplinary proceedings shall be initiated by the dean, after providing notice. The dean or the hearing officer may cancel the registered status of the organization or may impose other appropriate penalties.
  • (c) No organization may re-register or use the facilities of the University as long as it owes a monetary debt to the University and the debt is considered delinquent by the crediting University agency.

Subchapter 6–400. Fiscal and Accounting Procedures

Sec. 6–401. Accounting Procedure

  • (a) An organization shall deposit in the dean of student's office all funds collected on the campus, unless such receipts are deposited in a regular University account. An authorized representative of the organization shall personally deposit all money.
  • (b) An organization shall make deposits weekly unless receipts exceed $50 a day, in which case it shall make deposits daily.
  • (c) Within thirty days after the beginning of each semester, the organization shall file with the dean of students a final report, signed by an authorized representative of the organization, fully disclosing the sources and amounts of money obtained from solicitations during the preceding semester or summer session, the purposes and amounts of the expenditures made during the preceding semester or summer session, and any other information required by the dean about solicitation activities during the preceding semester.
  • (d) Authorized banking representatives must comply with all banking procedures as published by the dean of students.

Sec. 6–402. Ticket Sales

  • (a) An organization that sponsors an event to which admission is charged, or that sponsors a raffle, must order tickets through the dean of students. Each ticket shall show the purchase price and shall be prenumbered unless it reserves a specific seat for a specific performance.
  • (b) In accordance with section 6–401, an organization shall deposit all money and checks received from ticket sales.
  • (c) On or before the eleventh weekday after ticket sales end, an organization shall file in the dean's office a final report including
    • (1) a list bearing the name of each recipient of a complimentary ticket;
    • (2) all unused tickets.

Subchapter 6–500. Discipline

Sec. 6–501. Organizational Responsibility for Violations

  • (a) An organization violates a Regents' Rule, University regulation, or administrative rule when
    • (1) one or more of its officers or authorized representatives acting in the scope of their organizational capacities commit the violation;
    • (2) one or more of its members commit the violation after the action that constitutes the violation was approved by majority vote of those members of the organization present and voting;
    • (3) one or more members of a committee of the organization commit the violation while acting in the scope of the committee's assignment;
    • (4) a member of an organization acting with apparent authority of the organization commits the violation;
    • (5) one or more members of an organization or its officers permit, encourage, aid, or assist any of its members in committing a violation;
    • (6) one or more members of an organization or its officers, under circumstances where such persons knew or should have known that an action constituting a violation was occurring or about to occur, fails to prevent that action; or
    • (7) one or more members of an organization fail to report to appropriate University or civil authorities promptly their knowledge or any reasonable information about a violation.
  • (b) When the dean of students receives information that an organization has allegedly violated a Regents' Rule, University regulation, or administrative rule, he or she shall investigate the alleged violation. Upon completing the investigation, the dean may
    • (1) dismiss the allegation as unfounded; or
    • (2) summon the authorized representative(s) of the organization for a conference at which the organization can respond to the charges and, after conferring with the representative(s),
      • (A) dismiss the allegation; or
      • (B) find the organization in violation and impose a penalty.
  • (c) The dean of students may impose one or more of the penalties under section 6–502 when an organization fails, without good cause, to comply with a summons under subsection (b) .
  • (d) Notwithstanding any other provision of this chapter, the dean of students or the president of the University may take immediate disciplinary action, pending a conference, against an organization that violates a rule or regulation of the University or The University of Texas System when, in the opinion of the official, the interest of the University or the University of Texas System would be served by interim action.
  • (e) A student may be disciplined for a violation under chapter 11 even though the organization of which the student is a member is penalized under this subchapter for the same violation or for a violation growing out of the same factual transaction.

Sec. 6–502. Penalties

  • (a) The dean of students, acting pursuant to section 6–501, or the hearing officer, after a hearing under this subchapter, may impose one or more of the following penalties for violation of a Regents' Rule, University regulation, or administrative rule:
    • (1) place the organization on probation for not more than one calendar year;
    • (2) suspend for not more than one calendar year the organization's right to do one or more of the following:
      • (A) publicly post signs;
      • (B) set up a table or exhibit;
      • (C) publicly assemble or demonstrate;
      • (D) publicly raise funds or make a solicitation;
      • (E) reserve the use of University rooms or spaces;
      • (F) participate in intramural sports tournaments and events; or
      • (G) maintain a University Web site.
    • (3) require restitution, educational seminars, and community service;
    • (4) suspend for not more than one calendar year the organization's registration; or
    • (5) cancel the organization's registration for not less than one calendar year.
  • (b) The dean or the hearing officer may impose conditions related to the offense, and failure to meet the conditions will be considered an additional violation.

Sec. 6–503. Notice

  • (a) The dean of students shall notify the accused organization by letter of his or her decision. The dean may send the letter to any authorized representative of the organization.
  • (b) The letter shall
    • (1) concisely describe the dean's findings, identifying any violations and any charges on which no violation was found;
    • (2) state the penalty imposed, if any; and
    • (3) if any violation is found or any penalty imposed, advise the organization of its rights to appeal in accordance with section 6–504.
  • Sec. 6–504. General Procedures for Appeal

    • (a) An organization that has not had its registration suspended or canceled may appeal to the vice president for student affairs or the vice president's designee.
    • (b) An organization that has had its registration suspended or canceled may appeal to the vice president or to a hearing officer.
    • (c) (1) To appeal any decision, an authorized representative of the organization must give written notice of appeal to the dean of students within ten days after the day on which the decision or action being appealed is mailed to the organization. But if the decision is mailed between semesters, the notice of appeal is due on the tenth calendar day of the following semester.
      • (2) The notice of appeal may be informal, but it shall contain the organization's name, the date of the decision or action, the name of the organization's representative, and the reviewing authority to which the appeal is being made.
    • (d) Notice of appeal timely given suspends the imposition of penalty until the appeal is finally decided, but interim action may be taken as authorized under subsection 6–501(d).
    • (e) The organization must file all relevant documentation from the previous decision, including written arguments when appropriate, with the reviewing authority within twenty-one days after notice of appeal is given.
    • (f) The action of each reviewing authority shall be communicated in writing to the organization and the dean. The decision of the vice president shall be the final appellate review.

    Sec. 6–505. Appeal to the Vice President for Student Affairs

    • (a) In the case of an appeal to the vice president for student affairs, arguments either against or in support of the decision will be considered and, at the discretion of the vice president, will be presented in writing rather than orally.
    • (b) The vice president may approve, reject, or modify the decision in question, or may require that the original decision be reopened for the presentation of additional evidence and reconsideration of the decision.

    Sec. 6–506. Appeal to a Hearing Officer

    • (a) An authorized representative of the organization may challenge the hearing officer's alleged lack of fairness or objectivity, but is not entitled to disqualify the person from serving. It shall be up to the challenged person to determine whether he or she can serve with fairness and objectivity. If the challenged person disqualifies himself or herself, another hearing officer shall be appointed.
    • (b) The hearing officer will review written arguments and then meet with both parties together to ask questions, seek clarification, and hear any final comments by the parties. The dean of students shall set the date, time, and place for this meeting and notify the organization.
    • (c) The hearing officer's meeting with the parties is informal and is closed, except that, upon request of the organization, the meeting may be open. With the consent of or by invitation of the representative of the organization, the following persons may attend and may obtain (at their own expense) copies of the written documents submitted to the hearing officer:
      • (1) one or two representatives of Student Government;
      • (2) one or two staff members of the Daily Texan; and
      • (3) not more than five members of the organization.
    • (d) The criteria on which the hearing officer's decision will be based are fairness, reasonableness, and compliance with Institutional Rules. The hearing officer may approve, reject, or modify the dean of student's decision.
    • (e) Either the organization or the dean may appeal the decision of the hearing officer to the vice president for student affairs. The party appealing shall give notice of appeal and file the documents from the earlier decision as provided in section 6–504. If the dean is the appellant, the notice of appeal shall be filed with the vice president, and on the same day, a copy shall be given or mailed to the organization.

    Chapter 7. The Division of Recreational Sports

    Subchapter 7–100. General Provisions

    Sec. 7–101. Purpose

    The University seeks to promote and conduct officially organized sports activities and athletic recreation programs for men and women. The purpose of these programs is

    • (1) to provide students at the University with an opportunity for interesting and rewarding sports competition and recreation;
    • (2) to present a varied program of sports and recreational activities so that every student has the opportunity to participate regardless of athletic ability;
    • (3) to provide a competitive, recreational, and instructional program for members of the faculty and staff; and
    • (4) to present opportunities for use of recreational facilities to student spouses and dependents, spouses and dependents of faculty and staff members, Austin community members, and special guests of the University.

    Sec. 7–102. Definitions

    In this chapter, unless the context requires a different meaning,

    • (1) "student" means a person enrolled in residence at the University or a person accepted for admission or readmission to the University while that person is on the campus;
    • (2) "University" means the University of Texas at Austin;
    • (3) "director" means the director of the Division of Recreational Sports; and
    • (4) "division" means the Division of Recreational Sports.

    Subchapter 7–200. The Recreational Sports Committee

    Sec. 7–201. Membership

    • (a) The Recreational Sports Committee has fifteen members. The members are
      • (1) six members from the General Faculty, appointed by the president for two-year terms;
      • (2) two staff members appointed by the president for two-year terms;
      • (3) two students, a male and a female, designated by the Councils of Recreational Sports and appointed by the president for one-year terms;
      • (4) two other students, a male and a female, designated by Student Government and appointed by the president for one-year terms;
      • (5) one staff member designated by the Nonstudent Program and appointed by the president to serve as a member without vote for a one-year term; and
      • (6) two members from the Faculty Council, appointed by the chair of the Faculty Council for one-year terms.
    • (b) The director of Recreational Sports shall serve as administrative adviser without vote.

    Sec. 7–202. Duties of Committee

    The Recreational Sports Committee shall

    • (1) advise on and approve matters of policy for the conduct of the division programs;
    • (2) hear appeals of decisions of the Intramural Sports Council and the University of Texas Sport Club Association Council; and
    • (3) promulgate regulations designating the categories of persons who are entitled to participate in the nonstudent programs.

    Sec. 7–203. Quorum

    A majority of the committee constitutes a quorum and a majority of the quorum rules.

    Sec. 7–204. Appellate Jurisdiction

    The committee may appoint subcommittees to hear appeals other than appeals from action taken under section 7–301.

    Subchapter 7–300. Participation in Recreational Sports Programs

    Sec. 7–301. Group Eligibility

    • (a) A group is eligible to participate in recreational sports programs if
      • (1) its membership is not denied to anyone on any basis prohibited by applicable law, including but not limited to, race, color, religion, national origin, gender, age, disability, citizenship, veteran status, or sexual orientation; and
      • (2) it is not under a disciplinary penalty prohibiting participation.
    • (b) The application form for participating in recreational sports shall set out the provisions of subsection (a)(1). By submitting an application, a group affirms that it is in compliance with the policy against discrimination.

    Sec. 7–302. Individual Eligibility

    An individual is eligible to participate in recreational sports programs if he or she is not under disciplinary penalty prohibiting participation and if he or she meets the requirements of rules governing the specific recreational sports program.

    Sec. 7–303. Reservation of Recreational Sports Facilities

    • (a) An individual or group eligible to participate in recreational sports programs may reserve facilities through the office of facility operations.
    • (b) The provisions of Subchapter 10–200 do not apply to the use of recreational sports facilities for athletic purposes.

    Subchapter 7–400. Administration of the Recreational Sports Programs

    Sec. 7–401. The Director of the Division of Recreational Sports

    • (a) The director
      • (1) shall establish and maintain effective working relations with other University departments, with faculty and staff members, with students and student groups, and with outside groups and special services that utilize recreational sports facilities and programs;
      • (2) shall formulate, plan, and administer, with approval of the Recreational Sports Committee, the following kinds of programs:
        • (A) a program of organized intramural competition in various sports;
        • (B) a recreational program to provide leisure-time activities;
        • (C) the outdoor recreation program;
        • (D) a faculty-staff competitive, recreational, and instructional program; and
        • (E) the University of Texas Sport Club Association;
      • (3) shall receive written complaints of Intramural Sports Honor Code violations and refer these complaints to the Intramural Sports Council for action;
      • (4) is responsible for developing program innovations in recreational sports, providing for program expansion, providing for acquisition of additional intramural sport and recreational facilities, and supervising program staff;
      • (5) is responsible for the maintenance, repair, use, and security of all facilities and equipment used in division programming; and
      • (6) is responsible for enforcing the eligibility requirements of Subchapter 7–300.
    • (b) The director is administratively responsible to and shall report periodically to the vice president for student affairs.

    Sec. 7–402. The Intramural Sports Council

    • (a) The Intramural Sports Council has ten members. The members are
      • (1) the director or the director's delegate; and
      • (2) nine student members, representing the participants in the intramural program.
      • (3) The director or the director's delegate shall serve as administrative adviser without vote.
    • (b) The council shall
      • (1) elect a student chair to facilitate the business of the council;
      • (2) participate in the designation of one student, either male or female, to be appointed to the Recreational Sports Committee for a one-year term;
      • (3) assist the intramural staff in formulating intramural program policies;
      • (4) rule on protests, individual or group eligibility, and related matters;
      • (5) formulate and compile an Intramural Sports Honor Code; and
      • (6) hear all alleged violations of the Intramural Sports Honor Code referred to it by the director. The burden of proving each allegation rests with the individual or group making the charge and all allegations must be presented in writing. A decision may be based on a violation of the spirit as well as the letter of the rules.
    • (c) A majority of the council constitutes a quorum and a majority of the quorum rules.

    Sec. 7–403. The University of Texas Sport Club Association Council

    • (a) The University of Texas Sport Club Association (UTSCA) Council has ten members. The members are
      • (1) the director or the director's delegate; and
      • (2) nine student members, representing the participants in the sport club program.
      • (3) The director or the director's delegate shall serve as administrative adviser without vote.
    • (b) The council shall
      • (1) elect a student chair to facilitate the business of the council;
      • (2) participate in the designation of one student, either male or female, to be appointed to the Recreational Sports Committee for a one-year term;
      • (3) assist the sport club staff in formulating sport club program policies;
      • (4) hear appeals of decisions of the sport club program administrators; and
      • (5) make recommendations on student organizations that have completed the application process for UTSCA membership.
    • (c) A majority of the council constitutes a quorum and a majority of the quorum rules.

    Subchapter 7–500. Areas of the Division

    Sec. 7–501. The Intramural Sports Programs

    • (a) The program of organized student sports competition for men provides the opportunity for competition among individual students and among teams representing student groups or organizations such as fraternities, clubs, and residences, and/or graduate or undergraduate teams organized solely for the purpose of competing in a tournament or event.
    • (b) The program of intramural sports competition for women provides the opportunity for organized competition among individual students and among teams representing student groups or organizations such as clubs, sororities, and residences, and/or graduate or undergraduate teams organized solely for the purpose of competing in a tournament or event.
    • (c) A program of coed intramurals provides the opportunity for men and women students, faculty members, and staff members to form mixed teams for intramural competition. Tournaments are offered in dual and team sports.
    • (d) The purpose of these programs is to provide the opportunity for competition among students and to foster the physical, social, and emotional benefits of participation in sports activities, accompanied by a sense of sportsmanship.

    Sec. 7–502. The Informal Recreation Program

    • (a) The informal recreation program provides an opportunity for students, faculty members, staff members, and their families to participate in unstructured recreational activities when facilities are not scheduled for formal programming.
    • (b) The purpose of the program is to assist the participant in developing beneficial and satisfying leisure-time sports activities.

    Sec. 7–503. The Outdoor Recreation Program

    • (a) The outdoor recreation program provides equipment rental and supervised trips in a variety of activities such as backpacking, camping, canoeing, horseback riding, kayaking, nature hiking, and rock climbing. It is open to men and women students, faculty members, staff members, and their spouses, and the general public.
    • (b) The purpose of the outdoor recreation program is to provide an opportunity for men and women to experience outdoor, wilderness activities in safe, educationally oriented, supervised events.

    Sec. 7–504. The Fitness/Wellness Program

    • (a) The fitness/wellness program offers fitness and mind/body classes, wellness workshops, massage service, personal training, fitness assessment, fitness clinics, and instructional programs. It is open to men and women students and Recreational Sports members, including faculty and staff members who purchase memberships to Recreational Sports.
    • (b) The purpose of the program is to provide participants with the opportunity to improve and maintain physical fitness and to engage in leisure-time activities.

    Sec. 7–505. The University of Texas Sport Club Association

    • (a) The University of Texas Sport Club Association is composed of sport or physical-activity–related student organizations sponsored by the Division of Recreational Sports.
    • (b) The purpose of the University of Texas Sport Club Association is to promote interest in specific sport activities and to provide the opportunity for students to compete among themselves and in extramural competition with students from other colleges and universities, or with other approved sources of competition.
    • (c) The association offers sport club members opportunities for the development of leadership and organizational skills as well as opportunities for social interaction.
    • (d) The University of Texas Sport Club Association operates under the administration of the division.

    Chapter 8. The Texas Union

    Subchapter 8–100. General Provisions

    Sec. 8–101. Purpose

    The union provides cultural, educational, social, and recreational programs as well as related goods, services, and facilities for the University and greater community.

    Sec. 8–102. Definitions

    In this chapter, unless the context requires a different meaning,

    • (1) "board" means the Board of Directors of the Texas Union;
    • (2) "chancellor" means the Office of the Chancellor of The University of Texas System;
    • (3) "director" means the director of the Texas Union;
    • (4) "president" means the chief administrative officer of the University of Texas at Austin;
    • (5) "student" means a person enrolled in residence at the University;
    • (6) "union" means the Texas Union;
    • (7) "SEC" means the Texas Union Student Events Center;
    • (8) "University" means the University of Texas at Austin; and
    • (9) "vice president" means the vice president for student affairs at the University of Texas at Austin.

    Subchapter 8–200. The Board of Directors of the Texas Union

    Sec. 8–201. Membership

    • (a) The board has nine voting members. The members are
      • (1) three members of the faculty, appointed by the president for three-year overlapping terms, one to be appointed each year, effective May 1; and
      • (2) six students, including the Student Government president, the SEC president, and four others as follows:
        • (A) two students registered for at least six semester hours during each long-session semester of service, to be selected by the president of Student Government after announcement of the position opening in the Daily Texan and other appropriate media; appointments shall be ratified by a majority vote of the Student Assembly and shall become effective May 1 for two-year overlapping terms; and
        • (B) two students registered for at least six semester hours during each long-session semester of service, to be elected for one-year terms by the student body during Student Government elections each year.
    • (b) The vice president, or the vice president's delegate, and the director are members of the board without vote.

    Sec. 8–202. Officers

    The officers of the board are the chair, the vice chair, and the director. The chair shall be elected each year from the student membership of the board by the voting members of the board to serve a term to extend from the first official board meeting of the fall semester until May 15 the following year or until a new chair is elected. To qualify for election as chair, a student shall have at least one year's experience on either the SEC or the board. This qualification may be waived by a two-thirds vote. Both outgoing and new board members shall be eligible to vote for chair. The vice chair of the board shall be a student member, chosen each semester by the elected chair. The Student Government president and the SEC president cannot serve as chair of the Board of Directors. The officers of the board shall perform the usual duties of their respective offices.

    Sec. 8–203. Meetings

    The board shall meet once a month during each long session, setting its own dates for meetings, formulating its own rules of procedure, and setting up and appointing such committees as it may deem necessary and desirable for the proper use of the facilities of the union consistent with the Regents' Rules and Regulations.

    Sec. 8–204. Executive Committee

    • (a) The board may authorize three of its voting members to serve between meetings as an executive committee.
    • (b) An executive committee may act for the board only during the period beginning May 15 of each year and ending the first day of registration for the fall semester, or during official University semester breaks or holiday periods. All actions taken by the executive committee are subject to ratification by the board.

    Sec. 8–205. Duties

    The board shall

    • (1) recommend rules, regulations, and procedures regarding the operation and use of the union;
    • (2) approve the SEC budget, appointment of SEC officers, all changes in the SEC by-laws, and the addition or deletion of any SEC committees;
    • (3) advise the president, through the vice president, on the selection of the union director;
    • (4) be involved in the future development of the union.

    Subchapter 8–300. Review of Board Action

    Sec. 8–301. Review by the President

    • (a) The board shall deliver promptly to the president at least two copies of the minutes of each board or executive committee meeting.
    • (b) No recommendation of the board or executive committee shall have any force or effect until said recommendation has been approved by the president and has received such other approval as required.
    • (c) Every action of the board or of a committee or subcommittee of the board is subject to review by the president. The president may approve, reverse, or modify each such action.
    • (d) Not later than ninety days after the close of each union fiscal year, the director shall furnish to the president at least two copies of a complete report of the fiscal affairs of the union during the preceding year to be distributed as the president may direct.
    • (e) No budget or budget amendment adopted by the board is effective until it is approved by the president through normal budget procedure.
    • (f) No expenditure shall be made by the board unless it is made pursuant to a budget item that has been adopted by the board and has received final approval from the president.

    Subchapter 8–400. The Director of the Texas Union

    Sec. 8–401. Duties of Director

    • (a) The director is administratively responsible to and shall report periodically to the vice president, serves as the chief executive official in the union, and is responsible for the operation of the union building and its programs and activities. The director shall
      • (1) coordinate all functions involving union facilities and the interests of the various groups served by the facilities;
      • (2) consult with the board regarding the employment of appropriate staff members;
      • (3) employ, supervise, and direct the work of all subordinate employees; and
      • (4) be a member of all committees without vote.
    • (b) Annually, on or before November 15, the director shall submit to the board a report of union activities for the year. Copies of the report shall be distributed to the president and to others as the president may direct.

    Subchapter 8–500. The Texas Union Student Events Center

    Sec. 8–501. Purpose

    The SEC is chartered by the Texas Union to organize and present a program of activities and events for the University student body in areas of general interest.

    Sec. 8–502. Members and Officers

    • (a) The SEC is composed of the various committees, their chairs, and the officers of the SEC.
    • (b) The SEC has a president elected by the student body in the general student elections in the spring of each year and such other officers as approved by the Texas Union Board.

    Sec. 8–503. Duties

    The SEC is the decision making, coordinating, evaluating, and recommending body of the union's activities and events program. The SEC shall

    • (1) coordinate the union's activities and events program;
    • (2) evaluate the union activities and events program, and recommend changes to its components; and
    • (3) recommend to the board actions, policies, and procedures affecting the union activities and events program.

    Sec. 8–504. Review of SEC Actions by the Board

    All actions of the SEC are subject to review by the board.

    Subchapter 8–600. Union Facilities

    Sec. 8–601. Reservation and Use of Union Facilities

    • (a) Union facilities are reserved primarily for use by students, faculty members, and staff members. Union activities financed in whole or in part by the union fee are limited to activities in which all students are eligible to participate.
    • (b) In accordance with recommendations developed by the board, the director or the director's representative may permit special persons, groups, or organizations to reserve and use portions of the union building when the intended use does not interfere with regular union programs or activities. The director may charge a reasonable rental fee for the use of union property or facilities by such persons, groups, or organizations. The director shall permit persons, groups, or organizations officially designated as guests of the University by the president, the chancellor, or the Board of Regents to use union facilities without cost. All requests for the use of union facilities are subject to prior reservations; for that reason, requests should be made as early as possible.

    Sec. 8–602. Policy against Discrimination

    No person or organization shall be excluded from participation in or denied the benefits of union facilities, services, and programs on any basis prohibited by applicable law, including, but not limited to, race, color, religion, national origin, gender, age, disability, citizenship, veteran status, or sexual orientation.

    Chapter 9. Educational Records

    Subchapter 9–100. General Provisions

    Sec. 9–101. Purpose

    The student educational records maintained by the University fall into two general categories: directory information and student records. The purpose of this chapter is to describe various kinds of educational records and to state the permissible uses of these records. These policies and procedures are in full accord with the final regulations implementing the Family Educational Rights and Privacy Act of 1974 (FERPA).

    Sec. 9–102. Confidentiality of Records

    • (a) Directory information: That part of a student's educational record defined as directory information in section 9–201 is public information and will be made available to the public except as noted in subsection 9–201(a).
    • (b) Student records: Student records include all educational records except for directory information and are not public records. The University will maintain the confidentiality of these student records as indicated in section 9–202.
    • (c) Information in a student's educational record may be released by the University as directed by the president in an emergency if the information is necessary to protect the health or safety of the student or other persons.

    Sec. 9–103. Information Not Recorded

    No record will be kept that reflects a student's political attitudes, beliefs, or activities.

    Sec. 9–104. Definitions

    In this chapter, unless the context requires a different meaning,

    • (1) "educational record" means the official record of a student which is maintained by the University for use by the University and includes directory information and student records. "Educational record" does not include the personal records of University personnel which are maintained in the sole possession of and for the sole use of the maker thereof or a temporary substitute for the maker; the records of law enforcement units which are maintained solely for law enforcement purposes; employment records related exclusively to an individual's employment capacity; medical and psychological records; thesis or research papers; or records that only contain information about an individual after the individual is no longer a student at the University.
    • (2) "student" means a person enrolled on or after the first class day of the initial semester of attendance or formerly enrolled at the University;
    • (3) "president" means the president of the University of Texas at Austin; and
    • (4) "University" means the University of Texas at Austin.

    Subchapter 9–200. Directory Information and Student Records

    Sec. 9–201. Directory Information

    • (a) "Directory information" is defined as a student's name, local and permanent addresses, electronic mail addresses, public username, telephone listing, date and place of birth, major field(s) of study, participation in officially recognized activities and sports, weight and height if a member of an athletic team, dates of attendance, enrollment status, degrees, awards and honors received (including selection criteria), the most recent previous educational institution attended, and other similar information. Other similar information includes a student's classification and expected date of graduation, the names and addresses of former students who are credited with funds remaining in their general deposit, and student parking permit information.
    • (b) Directory information is public information and will be made available to the public except as noted in subsection 9–201(c).
    • (c) A currently enrolled student may request that all directory information not be made public by completing an appropriate request form in the Office of the Registrar during the first twelve class days of any semester or the first four class days of any summer term. This request will remain in effect until revoked by the student. In the event of such a request, this information will be treated as student records information, subsection 9–202(a)(1), and, in response to public inquiries, the University will state that it has no information to provide regarding the person about whom the inquiry has been made.

    Sec. 9–202. Student Records

    • (a) Student records include educational records maintained by the University except for directory information. Student records include
      • (1) official University academic and personal records relating to scholastic, disciplinary, [2] and fiscal matters, as well as records maintained by University offices and agencies providing services sought voluntarily by individual students. The University shall not permit access to or the release of personally identifiable information contained in these records without the written consent of the student to any party other than the following: [3]
        • (A) appropriate University administrators, faculty members, or staff members and appropriate administrators or staff members of the Texas Exes who require access to educational records in order to perform their legitimate educational duties, when such records are needed in furtherance of the educational or business purposes of the student or University;
        • (B) officials of other schools in which the student seeks or intends to enroll, upon request of these officials, and upon the condition that the student be notified and receive a copy of the record if desired;
        • (C) federal, state, or local officials or agencies authorized by law;
        • (D) in connection with a student's application for, or receipt of, financial aid;
        • (E) accrediting organizations or organizations conducting educational studies, provided these organizations do not release personally identifiable data and provided they destroy such data when it is no longer needed for the purpose for which it was obtained; [4]
        • (F) the parents of a dependent student as defined in section 152 of the Internal Revenue Code of 1954, provided a reasonable effort is made to notify the student in advance;
        • (G) in compliance with a judicial order or subpoena, provided a reasonable effort is made to notify the student in advance unless such subpoena specifically directs the institution not to disclose the existence of a subpoena; or
        • (H) to an alleged victim of any crime of violence or a nonforcible sexual offense, the results of the alleged perpetrator's disciplinary proceeding may be released.
    • (b) Upon written request, the University shall provide a student access to his or her records described in subsection 9–202(a)(1), except for
      • (1) financial records of the student's parents or guardian; and
      • (2) confidential letters of recommendation where the student has signed a waiver of right of access to letters of recommendation which were placed in the educational records of the student after January 1, 1975, or confidential letters of recommendation placed in the educational records of the student prior to January 1, 1975.
    • (c) The official custodian of records at the University is the vice president and chief financial officer. Since the University does not maintain a central repository for student records, inquiries for access to specific student records should be made to the University office or agency concerned with the particular record. Requests for assistance in locating individual student records should be directed in writing to the custodian of records.
    • (d) A student may obtain copies of his or her records described in subsection 9–202(a)(1) at a cost of ten cents per page, except for an official transcript of academic record, $10, and an unofficial copy of the permanent academic record, $10. Educational records covered by the Family Educational Rights and Privacy Act of 1974 (FERPA) normally will be made available within forty-five days of the request.
    • (e) The contents of a student's educational record may be challenged by the student on the grounds that the record is inaccurate, misleading, or otherwise in violation of the privacy rights of the student by submitting a written statement to the custodian of records. If the dispute cannot be resolved by informal proceedings, the student may request a formal hearing. The request must be made in writing to the custodian of records who, within a reasonable period of time after receiving such request, will inform the student of the date, place, and time of the hearing. A student may present evidence relevant to the issues raised and may be assisted or represented at the hearing by one or more persons of the student's choice, including attorneys, at the student's expense. The hearing officer who will adjudicate such challenges will be appointed by the president. Decisions of the hearing officer will be final, will be based solely on the evidence presented at the hearing, will consist of written statements summarizing the evidence and stating the reasons for the decision, and will be delivered to all parties concerned. The educational records will be corrected or amended in accordance with the decision of the hearing officer, if the decision is in favor of the student. If the decision is unsatisfactory to the student, the student may place with the educational records statements commenting on the information in the records or statements setting forth any reasons for disagreeing with the decision of the hearing officer, or both. The statements will be maintained as part of the student's records and released whenever the records in question are disclosed. Students who believe that the adjudications of their challenges were unfair or not in keeping with the provisions of FERPA may request, in writing, assistance from the president.
    • (f) Complaints regarding alleged failures to comply with the provisions of FERPA may be submitted in writing to the Family Policy Compliance Office, U S Department of Education, 400 Maryland Avenue, SW, Washington DC 20202-4605.
    • (g) In addition to the procedures described in subsection 9–202(e), general categories of educational records are periodically reviewed and obsolete information is removed and destroyed in accordance with an established record retention schedule.

    Sec. 9–203. Official Transcripts of Records

    • (a) The Office of the Registrar shall send, issue, or release a student's official transcript of record only
      • (1) at the student's written request;
      • (2) after formal authentication of the student's identity; or
      • (3) in accordance with subsection 9–202(a)(1).
    • (b) A transcript of record shall contain only the information described in section 9–402 and shall not be furnished either in part or with information omitted or deleted.
    • (c) The registrar shall maintain a "Register of Requests for Official Transcripts." The register of requests is part of the student record.
    • (d) Withholding of an official transcript or degree may be imposed upon a student who fails to pay a debt owed the University, and the penalty terminates upon payment of the debt.
    • (e) The dean of students, the president, or the Office of the Chancellor may withhold the issuance of a transcript or a degree pending a hearing against a student who violates a rule or regulation of The University of Texas System or the University when, in the opinion of the official, the interest of The University of Texas System or the University would be served by interim action.

    Subchapter 9–300. Disciplinary Records

    Sec. 9–301. Disciplinary Record [5]

    • (a) The University shall maintain a permanent written disciplinary record for every student assessed a penalty of suspension, expulsion, denial or revocation of a degree, and/or withdrawal of a diploma. A written record of any other penalty assessed shall be maintained for at least five years. The disciplinary record shall reflect the nature of the charge, the penalty assessed, and any other pertinent information.
    • (b) The contents of a student's disciplinary record may be made available by the president or the president's delegate to appropriate University officials who have a legitimate educational interest.
    • (c) The contents of a student's disciplinary record may be made available to persons outside the University only upon written request of the student, or in accordance with state and federal law.

    Subchapter 9–400. Official Transcripts

    Sec. 9–401. Office of the Registrar

    The registrar compiles, maintains, and administers official transcripts of record.

    Sec. 9–402. Content of Transcripts

    Each student's official transcript of record contains the following information:

    • (1) name of the student;
    • (2) birthdate;
    • (3) name and city of high school attended and date of graduation (unless admitted as a transfer student);
    • (4) transfer credits, if any;
    • (5) courses taken, hours completed, grades received, grading system, and grade point average;
    • (6) for undergraduate students, a symbol showing scholastic probation or dismissal, if any, during the period of probation or dismissal; for graduate students, a symbol showing scholastic dismissal;
    • (7) type of degree granted by the University and honors received; and
    • (8) date of graduation from the University.

    Chapter 10. Use of University Property, Rooms, and Spaces

    Subchapter 10–100. General Provisions

    Sec. 10–101. Purpose and Application

    • (a) The University permits the orderly use of rooms and spaces on its property, as provided in this chapter, to further the educational process. The University does not endorse any statement or activity that does not represent official University action.
    • (b) This chapter authorizes and regulates the reservation of University rooms and spaces; the identification of persons present on University property; and the use of alcoholic beverages on University property. Speech, assembly, and expression by students, faculty members, and staff members on University property are further protected and regulated in chapter 13.
    • (c) No person or organization may use a University facility for any purpose other than in the course of the regular mission of the University or the University of Texas System unless authorized by the Regents' Rules and Regulations. Any authorized use must be conducted in compliance with the provisions of the Regents' Rules and Regulations, the approved rules and regulations of the University, and applicable federal, state, and local laws and regulations.

    Sec. 10–102. General Definitions—Categories of Speakers and Users

    As used in this chapter, unless the context requires a different meaning,

    • (1) "Academic or administrative unit" means any office or department of the University.
    • (2) "Faculty member and staff member" includes any person who is employed by the University.
    • (3) "Registered student, faculty, or staff organization" includes a registered student organization under chapter 6, a faculty or staff organization under the Regents' Rules and Regulations, Series 40201, and Student Government and any unit or subdivision thereof.
    • (4) "Registered student organization" includes a student organization registered under chapter 6; the phrase also includes Student Government and any subdivision thereof.
    • (5) "Student" means a person who is currently enrolled in residence at the University, or who is accepted for admission or readmission to the University, or who has been enrolled at the University in a prior semester or summer session and is eligible to continue enrollment in the semester or summer session that immediately follows, or who is attending an educational program sponsored by the University while that person is on campus.

    Sec 10–103. Other General Definitions

    As used in this chapter,

    • (1) "dean of students" means the dean of students or the dean's delegate or representative;
    • (2) "room or space" includes any room or space, indoors or outdoors, owned or controlled by the University;
    • (3) "University" means The University of Texas at Austin; and
    • (4) "weekday" means Monday through Friday, except for official University holidays; "day" means calendar day, except for days on which the University is officially closed.

    Subchapter 10–200. Reservation of a Room or Space on University Property

    Sec 10–201. Permission to Use

    • (a) Academic and administrative units, and registered student, faculty, and staff organizations, may reserve the use of a room or space on University property for purposes permitted by the Regents' Rules and Regulations. Academic and administrative units of the University shall have priority in reserving the use of rooms and spaces, except that they shall not have priority in the use of weekday amplified sound areas defined in section 13–802. Organizations may not reserve the Main Plaza between 8:00 am and 5:00 pm on weekdays; during that time, it is reserved for University-sponsored events and for unscheduled uses.
    • (b) An organization with a reservation has the right to the reserved room or space for the time covered by the reservation. Any person or organization using or occupying the room or space without a reservation must yield control of the room or space in time to permit any organization with a reservation to begin using the room or space promptly at the beginning of its reserved time.
    • (c) Reservations are not required but are strongly encouraged. An organization planning to use a room or space without a reservation may find the facility locked or in use by another person or organization. The University Police rely on a list of scheduled events, and a large group without a reservation is likely to attract their courteous but inquiring attention.

    Sec. 10–202. Application

    • (a) (1) All organizations wishing to reserve an outdoor space, including academic and administrative units, shall apply to the dean of students on a form prescribed by the dean.
      • (2) Registered student organizations wishing to reserve a general purpose classroom shall apply to the dean of students on a form prescribed by the dean. Faculty and staff members, registered faculty and staff organizations, and academic and administrative units wishing to reserve a general purpose classroom shall apply to the registrar on a form prescribed by the registrar.
      • (3) Reservations for rooms and spaces controlled by academic or administrative units other than the registrar and the dean of students shall be made through the unit that controls the room or space. These rooms and spaces controlled by other units include Special Use Facilities (the Texas Student Union, the Performing Arts Center, the Erwin Special Events Center), athletic facilities, classrooms that are not general purpose classrooms, many conference rooms, reception areas, and the like, and other specialized rooms and spaces. Some of these rooms and spaces are dedicated to special purposes and are subject to special rules. Academic and administrative units are encouraged to make the rules and procedures for reserving rooms and spaces, and a list of the rooms and spaces that may be reserved, readily available on a Web site or on a flyer or pamphlet conveniently available at the unit's office.
    • (b) The dean of students shall maintain, on a Web site or on a flyer or pamphlet conveniently available at the dean's office,
      • (1) the procedures for reserving outdoor spaces, or for registered student organizations reserving general purpose classrooms, and any additional rules applicable to such reservations; and
      • (2) a list of general purpose classrooms.

    Sec. 10–203. Consideration of Application

    • (a) The dean of students shall approve a properly completed application to reserve an outdoor space, and shall facilitate a properly completed application to reserve a general purpose classroom, unless the dean finds that
      • (1) the proposed use of the room or space would violate one or more of the general rules in subchapter 13–200 and subchapter 13–300;
      • (2) another event or exhibit has been scheduled for the proposed time and location, or so near that there is a practical conflict;
      • (3) the room or space requested is inadequate to accommodate the proposed use;
      • (4) the proposed use of the room or space would violate reasonable and nondiscriminatory fire, health, or safety standards;
      • (5) the proposed use of the room or space would constitute an immediate and actual danger to students, faculty members, or staff members or to the peace or security of the University that available law enforcement officials could not control with reasonable effort;
      • (6) the applicant is under a disciplinary penalty prohibiting reserving the use of a University room or space, or prohibiting the proposed use of the room or space; or
      • (7) the applicant owes a monetary debt to the University and the debt is considered delinquent by the crediting agency.
    • (b) If the dean does not approve an application under subsection (a), upon request he or she shall give the applicant a written statement of the grounds for refusal within three weekdays.

    Subchapter 10–300. Regulations Applicable to University Property

    Sec. 10–301. Identification

    • (a) Any person shall identify himself or herself when requested by an institutional representative while on any property or in any building owned or controlled by the University or the University of Texas System. A person identifies himself or herself by
      • (1) giving his or her name and complete address substantiated by a current driver's license, voter registration card, or other official documentation; and
      • (2) stating truthfully whether he or she is a student or employee of the University or University of Texas System.
    • (b) An "institutional representative" is any regent, executive officer, administrative officer, attorney, peace officer, or security officer of the University or of the University of Texas System.
    • (c) Any person who refuses to identify himself or herself in accordance with subsection (a) may be convicted of a misdemeanor punishable by a fine of not more than $200.
    • (d) Any student, faculty member, or staff member who refuses to identify himself or herself in accordance with subsection (a) is subject to disciplinary action, including expulsion from the University in the case of a student.

    Sec. 10–302. Use of Alcoholic Beverages

    The use of alcoholic beverages is prohibited on property and in buildings and facilities owned or controlled by the University or the University of Texas System. However, the chief administrative officer of the University or the System may waive this prohibition with respect to any specific event sponsored by the University or the University of Texas System. Meetings or events sponsored by registered faculty, staff, or student organizations are not events sponsored by the University or the University of Texas System. State law relating to alcoholic beverages will be strictly enforced at all times on property controlled by the System and its component institutions.

    Subchapter 10–400. Appeal

    Sec. 10–401. Procedures for Appeal

    • (a) An organization aggrieved by a decision under this chapter is entitled to appeal to the vice president for student affairs by giving written notice to the dean of students on or before the fifth weekday after the day the decision is announced. The notice may be informal but shall contain the organization's name and mailing address, a concise description of the decision complained of, the organization's reasons for disagreeing with the decision, and the date the decision was announced.
    • (b) When timely notice of appeal is received, the dean of students shall prepare and send to the vice president for student affairs a copy of the written statement of the reason given for the dean's decision. The vice president shall provide the organization with an opportunity for a hearing and the organization shall be notified at least one weekday before the date of the hearing.

    Sec. 10–402. Further Review by Petition

    The dean of students or the organization may petition in writing through the vice president for student affairs to the president of the University to review the decision being appealed. The president may establish an ad hoc committee to review the appeal and make recommendations regarding it. The president reviews appeals solely at his or her discretion.

General Information, 2007-2008

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