Student Organizations Handbook

Student organizations play an integral role in campus life at Lamar University by providing opportunities for students to develop and refine leadership skills and to interact and network with their peers, faculty, and staff. The Office of Student Organization Services is committed to assisting all student organizations in reaching their co-curricular goals.

To effectively and efficiently plan activities, organization leaders should be knowledgeable about available resources as well as university rules and regulations. Several of the policies and procedures for student organizations have been updated. Please thoroughly review this Handbook so that you will be informed.

This Handbook provides information on policies, procedures, forms, and resources available to student organizations and advisors. Also, the Office of Student Organization Services expects the student groups to conduct their affairs in accordance with state/national law and university policy. This Handbook outlines many of these expectations in summary form. Specific policies are found in the Student Handbook and the Code of Conduct.

The Setzer Student Center Staff looks forward to assisting you and members of your organization. The Office of Student Organization Services is here to serve and assist your organization with your out-of-classroom experience at Lamar University.

With Cardinal Pride,
Dr. Terry C. Mena
Interim Director of Student Organization Services


RICHARD W. SETZER STUDENT CENTER

MISSION STATEMENT

The Setzer Student Center provides programs that enhance personal, social, and leadership development to compliment the educational growth of Lamar University students. The Setzer Student Center also serves as the center of campus life and provides a shared home for the university; welcoming students, faculty, alumni, staff, parents, and guests. This mission is accomplished in the following ways:

  • Complement the academic experience through a variety of cultural, educational, leadership, social, and recreational programs.
  • Create an environment that values participatory student-centered decision making.
  • Provide opportunities through volunteerism, advisory boards, student organizations, student employment, and committees for students to take part in the development of policies and procedures for the center.
  • Encourage diversity and multicultural programming throughout the operations of the center.
  • Foster sponsorships with university departments in the development of educational programming.
  • Maintain a safe, clean, and functional facility that enhances the community life of the campus.
  • Develop a communications system to notify students about activities on campus through the website, banners, flyers, newsletters, and intercampus communication systems.
  • Develop programs that award students and student organization excellence.


THE OFFICE OF STUDENT ORGANIZATION SERVICES

The Office of Student Organization Services was established to help coordinate organization services and to aid registered student organizations in any way possible. The Office of Student Organization Services reports to the Director of the Setzer Student Center and works closely with the Committee on Student Organizations. The committee is comprised of students, faculty, and staff who work with a variety of student organizations.

Student organizations play an important role in campus life at Lamar University. Throughout the year, they sponsor a variety of extra- and co-curricular activities for the campus community as well as participate in service projects on and off campus. In addition, student organizations provide a means for student to develop and refine leadership skills and to interact and network with their peers and with faculty and staff.

The Office of Student Organization Services is located in the Setzer Student Center, Room 212. Please stop by or call our office at 409-880-8722 if we can be of service to you throughout the year. We are here to help you!

FACILITIES AND SERVICES

Mailboxes: Every registered student organization has a mailbox in the Office of Student Organization Services, Room 212 of the Setzer Student Center. Through these mailboxes, the university, other organizations, businesses, and students communicate with each of the organizations. These mailboxes are not secure; therefore, exercise discretion in the types of items routed through the mailboxes. Mail should be addressed to:
Organization’s Name
Lamar University
PO Box 10018
Beaumont, TX 77710

Meeting Rooms: Several meeting rooms, including a ballroom, are available on a first-come, first-serve basis for meetings or events in the Setzer Student Center. Organizations should contact the Event Services Office, Room 252, in the Setzer Student Center at 880-8727.

Banner Supplies: Registered student organizations are provided free white banner paper and free use of drawing supplies such as markers, chalk, etc.

Assistance in Planning and Running a Successful Organization: Experienced professional staff can help organization officers plan and implement successful events, as well as help identify problems and suggest approaches for implementing plans. The staff can also assist organization officers in planning for a successful leadership transition.

Information Files & Student Organization Directory: The Office of Student Organization Services maintains accurate records of organizations officers, constitutions, by-laws, and other important documentation on OrgSync, an online communications tool.

Posting Approval: The Setzer Student Center approves all flyers, posters, banners, etc. for display on all public bulletin boards, kiosks, and sign-holders in designated areas on campus. Consult the Event Services Office and the University Posting Policies for more information.

Student Club Accounts: We provide bookkeeping assistance to student organizations. The Student Club Account is a free banking service provided to student organizations. Student organizations are strongly encouraged to bank through this service unless they are dependently responsible to a department or university office. Checks, bank statements, and mail service are provided free of charge. Upon request, a student club account statement is available from the student club account bookkeeper located in SSC, Room 110, or call 409-880-8721.

Co-Sponsorship Funds: Co-Sponsorship Funds are available to registered and chartered student organizations. The Co-Sponsorship Funding Guidelines and Application are available on OrgSync.


EVENTS SPONSORED BY THE OFFICE OF STUDENT ORGANIZATION SERVICES

Student Organization Fair
Each fall and spring semester, the Office of Student Organization Services sponsors Student Organization Fairs to help groups let others know of their accomplishments. This is a good time for students to “show their stuff” and allow others to see what being in a student group is all about. Organizations are encouraged to set up and staff a table displaying flyers and literature to describe the organization, its purpose, its past accomplishments, future plans, and its membership requirements.

Student Organization Workshops
We periodically provide workshops on student club account procedures, co-sponsorship guidelines, OrgSync, and other topics of interest. The Office of Student Organizations, at times, will have mandatory workshops and training sessions. Student organizations will be notified about dates and times of these sessions in advance.

Advisors Training Seminar
At this seminar, student organization advisors are encouraged to participate and exchange information about their organization and their organization’s needs. The Student Organization Services staff provides information regarding policies and services.

Annual Food Drive
Each student organization is encouraged to make contributions to help those who are less fortunate. The donations will be distributed to the Southeast Texas Food Bank. The Office of Student Organization Services will recognize the organization that makes the largest donation of food items at Toast to Leadership Banquet.

Student Organization Awards
The Student Organization Awards are presented during the spring semester. Awards are given to acknowledge outstanding achievement by registered student organizations and their advisors in the following categories:

  1. Organization of the Year
  2. Most Improved Organization
  3. Dr. Melvin F. Brust Advisor of the Year

The recipients are chosen by the Student Organization Awards Committee which is composed of students, faculty, and staff. Awards are presented at the annual Toast to Leadership Banquet.


TYPES OF ORGANIZATIONS

Umbrella Organizations: Umbrella organizations are formed to represent a group of organizations that have been specifically supported by the university to serve such a purpose. The groups have delegated a portion of their power to the larger organization but retain the right to representation. Membership in these types of organizations is usually based on involvement in one of the representative groups and an expressed interest in working with the umbrella organization.

Departmental/Professional Organizations: Departmental or Professional organizations are organized to further develop and promote a student’s learning within an academic department or program. These organizations normally work closely with a university department and are often part of a larger local, state, national, or even international organization. Membership is normally based on an interest in a particular field or discipline that the organization represents.

Honor Organizations: Honor organizations are formed to recognize academic and/or leadership achievements by university students. Membership is based primarily on scholastic achievement, but also may consider character and leadership. All groups have criteria for membership that must be met and some are by invitation only. Most of these organizations are tied to university departments and belong to national organizations.

Mutual Interest Organizations: Mutual Interest organizations are groups that have formed solely on the basis of a group of individuals that have common interests. The large variety of groups in this category focus on a multitude of different topics. Membership is based on sharing the same interests.

Religious Organizations: Religious organizations are formed to provide for a campus community of students who share the same or similar religious faith. Membership in these groups depends on a student’s beliefs and interests.

Service Organizations: Service organizations are groups of individuals whose primary goal is to provide service to the university community or to the community at large. Membership in these groups depends on a student’s interest, but may involve some kind of selection process as well. These groups are often closely affiliated with the university or with a national organization.

Social Organizations: Social fraternities and sororities are groups that are organized primarily for the purpose of social interaction amongst a particular group of students who share common interests. These types of organizations involve themselves in numerous activities including leadership development, community service, and recreational activities. Membership is based on the student’s interest, individual selection criteria, and some form of mutual selection. Although fraternities and sororities are an American invention, each group is designated by a Greek letter name. Members are referred to as Greeks. Chapters are often called Greek letter societies, and all are known collectively as the Greek Council. These groups may be a part of a national or international organization, or be local in nature. The organizations are affiliated with the Interfraternity Council, Panhellenic Council, and the National Pan-Hellenic Council, Inc.

Spirit Organizations: Spirit organizations are organized specifically to promote student spirit for a particular aspect of university life. These groups usually function in a leadership capacity for the student body as a whole. Membership in these organizations depends upon the student’s interests and may involve some kind of selection criteria including some form of competition (i.e., interviews, tryouts, etc.)

Sports Organizations: Sports organizations are formed to sponsor some type of athletic activity on a non NCAA-university level. These types of groups work closely with the Office of Recreational Sports and may work with other types of organizations or groups of students to promote their activities. Membership is based on student’s interest and may involve some form of competition for membership.


BENEFITS OF REGISTERED STUDENT ORGANIZATIONS

There are many advantages to becoming a registered student organization at Lamar University. Advantages and privileges include:

• Being listed as an official registered organization and participating in university events
• Sponsoring or presenting a public performance on university property when a university facility has been properly reserved and university regulations and administrative rules are followed
• Raising funds or making other permissible solicitations on university property in accordance with university rules and regulations
• To reserve the use of university facilities
• To post signs and distribute literature in accordance with University Posting Policies
• To use a student organization mailbox
• To bank in the university Student Club Account
• To have the privilege of recruiting new members from the Lamar University student body
• To be able to apply for co-sponsorship funding through the Office of Student Organization Services. These funds will be typically reserved for leadership training or educational opportunities which have the potential for positively affecting the university community. Temporary, unchartered organizations are not eligible for co-sponsorship funding.
• To have representation in Student Government Association.


STUDENT ORGANIZATION YEARLY REGISTRATION

At the beginning of the fall semester, each student organization that wishes to maintain active status as a registered student organization with all of the privileges involved must complete:

  1. The registration renewal procedures on OrgSync
  2. The Advisor and President must view the Risk Management Presentation
  3. The Advisor and President must complete the Risk Management Survey
  4. The Advisor must complete a new Advisor Agreement Form
  5. The President or Treasurer must submit a new Student Club Account Signature Card (if the organization uses Student Club Account services)

It is the responsibility of the organization officers to update any changes in information about the organization throughout the year by updating their OrgSync portal.


STUDENT ORGANIZATION OFFICER TRANSITION

The transition of leadership is one of your organization’s most important responsibilities. Passing on information to successive leaders insures that new officers are prepared to provide the club with effective leadership.

A proper transition of leadership:

  • Provides the information necessary for the club to function well
  • Minimizes the loss of momentum and accomplishments for the group
  • Increases the knowledge and confidence of the new leadership
  • Provides a sense of continuity from year to year
  • Helps the incoming leadership benefit from the special expertise, organizational knowledge, and learning experiences of the outgoing leadership
  • Allows for budget planning

This transition may take place at the end of the school year, but it is important to keep in mind throughout the course of the year. Encourage a sophomore or junior to take on the role of treasurer so that important financial information is not lost when a senior graduates. Preparing an informative notebook for your successor as the year progresses is strongly recommended.

You should keep track of:

  • Event timelines
  • Contact information for vendors used
  • Questions and problems
  • Ideas and insights
  • Procedures and traditions
  • Publicity samples

RIGHTS AND RESPONSIBILITIES OF STUDENT ORGANIZATIONS

Responsibilities of Student Organizations

  1. To manage and carry out activities within its own constitution; local, state, and federal laws; and university rules and regulations.
  2. To conduct its business and fiscal operations in accordance with standards of good business management and practice.
  3. To be cognizant of the special role the organization holds as an integral part of Lamar University and to act accordingly in the best interest of its members and the university, as well as the surrounding community.
  4. To update the Office of Student Organization Services as soon as possible when changes occur in the organization. This includes changes in the constitution, officers, membership requirements, needs of the organization, and/or authorized signatures for the Student Club Bank Accounts.

Rights of Student Organizations

Student Organizations are recognized on the assumption that their activities and programs contribute to the educational, professional, civic, and social development of the students involved. Neither the student organization nor its representatives may suggest that either is acting with authority or as an agent of Lamar University. Student Organizations have the following rights:

  1. Use of the Lamar University name in all information, publicity, and references.
  2. The services of the Office of Student Organizations, including assistance in planning, carrying out, and evaluating activities and programs, and assistance in making the organization more effective and efficient.
  3. Use of campus news and publicity media.
  4. Use of university facilities free of charge or with a minimal fee.
  5. Invitation of off-campus speakers and artists to appear for regularly scheduled meetings and assemblies (subject to scheduling in accordance with off-campus speakers policies and procedures.)
  6. Distribution of literature relating to the organization’s purpose and activities in those areas authorized by university policy.
  7. Sponsorship of profit-making activities and solicitation of funds for organizational activities in accordance with university regulations.
  8. Representation in the Student Government Association.
  9. To apply for co-sponsorship funding. Temporary organizations are not eligible for co-sponsorship funding.

REGULATIONS GOVERNING STUDENT ORGANIZATIONS

I. GENERAL PROVISIONS - DEFINITIONS

In these regulations, unless the context requires a different meaning:

A. Advisor means a full-time member of the faculty or staff who counsels the members of an organization
B. Class day means a day on which classes or reading periods before semester or summer session final examinations are regularly scheduled or on which semester or summer session final examinations are given
C. Student means a person enrolled or accepted for admission or readmission at the university while present on the campus (i.e. orientation participants, sorority rush week, etc.)
D. "President" means the President of Lamar University
E. "Vice President" means the Chief Student Engagement Personnel Officer, his/her designee, or his/her representative;
F. "Director" means the Director of the Setzer Student Center, his/her designee, or his/her representative;
G. "Organization" means a group holding a valid temporary or permanent recognition certificate;
H. "University" means Lamar University;
I. "University facility" means a classroom, auditorium, residence hall, or any other area of the campus


II. COMMITTEE ON STUDENT ORGANIZATIONS

A. Composition of the Committee

  1. The Committee on Student Organizations is a committee of the Student Engagement Advisory Council and has a membership of faculty, staff, and students.
  2. The Vice President of the SEAC shall serve as the Committee Chairman, who presides over the committee meetings and serves as the committee's chief executive officer. The chairman may appoint subcommittees to carry out committee business. The Director or his/her representative serves the committee as an administrative advisor without vote.

B. Quorum

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

C. Jurisdiction of Committee

Except as provided in subsection 2, the committee has jurisdiction over all organizations. The committee does not have jurisdiction over:

  1. Intercollegiate and intramural athletics;
  2. Organizations where the jurisdiction over which has been transferred by agreement between the Committee on Student Organizations and an Academic Dean or other administrative official and with the approval of the student organization;
  3. Activities in which participation may yield academic credit in degree program offered by the university; or
  4. Any NCAA Regulations pertaining to Lamar University Athletics.

D. General Duties of the Committee

The Committee on Student Organizations shall:

  1. Approve or disapprove all new organizations requesting recognition;
  2. Enforce university rules and regulations relating to organizations; and
  3. Adjudicate allegations that an organization has violated a university rule or regulation concerning organizations, provided the offense is not a breach of conduct as specified in the Student Handbook.

E. Refusal to Recognize

  1. If the committee refuses to grant permanent organization recognition, the applicant organization may petition in writing to the Student Engagement Advisory Council to review the application. The applicant organization shall attach a copy of its application to the petition.
  2. If the Student Engagement Advisory Council, at its discretion, agrees to review the committee's refusal, it shall direct the committee to furnish it and the organization a copy of the written statement of the reason for refusal.
  3. The Student Engagement Advisory Council shall confine its review of the committee's refusal to the petition, application, and committee's statement. The Student Engagement Advisory Council may:
    1. Affirm the committee's decision;
    2. Refer the matter to the committee for rehearing; or
    3. Order the committee to grant recognition.

III. ANNUAL REVIEW OF ORGANIZATIONS

In the Fall of each year, the Director shall review the status of all organizations to determine whether they meet the eligibility requirements. If the Director determines that an organization is ineligible for registration or is inactive, the Director shall notify the organization via OrgSync of its status.


IV. RECOGNITION

A. Recognition Required

  1. A group of students is eligible to be recognized as an organization.
  2. Each group that seeks university recognition shall apply to the Director for recognition as an organization.
  3. No organization or group may be recognized if the actions or activities of the organization or group are adverse to the educational purpose and work of the university.

B. Eligibility

A group is eligible for recognition if:

  1. Its membership is limited to Lamar University students, faculty, and staff;
  2. Its membership is not denied anyone on the basis of race, color, creed, sex, or national origin, except as may be provided by law;
  3. The group has at least five eligible members, two of which must act as officers. Professional/Departmental organizations and Honor societies may be exempt from this requirement upon approval of the Committee on Student Organizations;
  4. It has an eligible advisor;
  5. It is not under disciplinary penalty prohibiting recognition;
  6. It conducts its Engagement in accordance with university rules and regulations and;
  7. Its purposes are in accordance with the stated purpose and goals of the university.

C. Application

A group shall apply for recognition by completing/submitting the following forms and documents:

  1. Application for Recognition as a Student Organization
  2. Grade Release Consent Forms (for all officers)
  3. Student Organization Registration Form
  4. Statement of Compliance
  5. Charter Membership Roster
  6. Advisor Agreement
  7. Organization Registration Confirmation
  8. Intent to Organize
  9. Charter, Constitution, and/or By-laws

D. Action of Application

The committee shall meet when necessary to consider applications for recognition. In considering an application, the committee shall permanently recognize the applicant unless it is ineligible under Section IV.


V. RIGHTS AND RESPONSIBILITIES

A. Eligibility

All organizations shall conform to the university policy on eligibility for extracurricular activity as outlined in the university Catalog and Student Handbook.

B. Recognition and Activities

An organization is entitled to:

  1. Be listed as a recognized organization;
  2. Sponsor or present a public performance on university property when a university facility has been properly reserved;
  3. Raise funds or make other permissible solicitations on university property in accordance with university regulations;
  4. Reserve the use of university facilities;
  5. Use various services on campus at rates set for student organizations;
  6. Post signs and distribute literature in accordance with the regulations concerning student advocacy;
  7. Use a student organization mailbox;
  8. Bank in the university Student Clubs Bank Account through the Office of Student Organizations; and
  9. Apply for Co-Sponsorship funding.

C. Membership

An organization may not deny membership on the basis of sex, race, nationality, or religion except as provided by law and must sign a statement to this effect before approval may be granted and once a year thereafter.

D. Meetings

An organization shall give its members and advisor reasonable advance notice of its meetings. An organization shall conduct its meetings in accordance with its charter and constitution. All disputes shall be appealed to the Student Government Association Supreme Court.

E. Identity Guidelines

All student organizations must adhere to the Student Organization Licensing guidelines and University Visual Standards when using Lamar University trademarks on marketing materials or apparel.

F. Fiscal Procedures

  1. Unless it is financially responsible to a university department or agency, it is strongly encouraged that an organization deposit its funds in a Student Clubs Bank Account through the Office of Student Organizations. Student organizations that maintain residence are excused from this requirement.
  2. Groups that are not chartered by Lamar University but are associated with a university department or university program and have a full time Lamar University official that will act as an official agent of this group may request to be given a non-organizational account in the Office of Student Organizations. The Director will evaluate these requests, and will make the decision to grant these group’s initial requests and as to whether the groups may be continued or not. These groups must comply with all of the requirements of the organizational accounts except in the charter requirement.

G. Requirements

  1. Every recognized student organization shall register at the beginning of the Fall semester by furnishing the Director with a completed Student Organization Registration Form, Organization Registration Confirmation Form, Statement of Compliance Form, Organizational Demographic Information Form, Student Organization Constitution Information Form , Student Club Account Signature Card Form, Advisor Agreement Form, and a Grade Release Form for all officers. All forms 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.
  2. The groups must have at least five eligible members, two of which must act as officers. Professional/Developmental organizations and Honor societies are exempt from this requirement.
  3. No organization, whether registered or not, may 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.

VI. DISCIPLINE AND APPEALS

A. Group Offenses

  1. Student organizations are responsible for conducting their Engagement in a manner that reflects favorably upon themselves and the university. Such responsibilities include:
    1. Compliance with university regulations;
    2. Taking reasonable steps, as a group, to prevent violations of law or university regulations by its members; and
    3. A willingness to deal individually with those members of the group whose behavior reflects unfavorably upon the group or upon the university.
  2. Failure to accept the responsibilities of group membership may subject the organization to permanent or temporary withdrawal of university recognition and/or support, social probation, denial of use of university facilities, or other appropriate action.
  3. The Vice President or his/her designate has responsibility for initiating and expanding disciplinary action in any group offense cases.
  4. A student may also be disciplined for a violation under the Student Code of Conduct even though the organization of which he/she is a member is penalized for the same violation growing out of the same factual situation.
  5. Judicial and appeal procedures are outlined in the university Student Handbook.

B. Non-Compliance with Administrative Rules and Regulations Pertaining to Student Organizations

When the Vice President, Director or Assistant Director receives information that an organization has allegedly violated an administrative rule or regulation, he/she shall investigate. The Assistant Director, Director, or Vice President may then dismiss the allegation or refer it to the Committee on Student Organizations who shall conduct a hearing. An organization violates a university regulation or administrative rule when:

  1. One or more of its officers or authorized members acting in the scope of his/her general responsibilities commits the violation;
  2. One or more of its members commits the violation after the action that constitutes the violation was approved by a majority vote of those members of the organization present and voting;
  3. One or more members of a committee of the organization commits the violation while acting in the scope of the committee's assignment; or
  4. A majority of the members of an organization commit the violation.

C. Penalties

When, after a hearing, the Committee on Student Organizations finds that an organization has violated an administrative rule or regulation, it may:

  1. Suspend for not more than one calendar year the organization's right to do one or more of the following:
    1. Publicly post signs
    2. Publicly assemble or demonstrate
    3. Sponsor or present a public performance
    4. Publicly raise funds or make a solicitation
    5. Reserve the use of university facilities
    6. Participate in intramural athletics
    7. Engage in open or closed rush
    8. Apply for Co-sponsorship funding
  2. Suspend for not more than one calendar year the organization's recognition; or
  3. Cancel the organization's recognition for not less than one calendar year.

VII. REQUIREMENTS TO PARTICIPATE IN STUDENT ORGANIZATIONS

Any student currently registered in good standing with the university with a 2.0 GPA on all coursework completed at Lamar University is eligible to participate in any extracurricular activity. Members who do not meet this requirement will be limited to only meeting attendance and academic improvement programs. University organizations may establish higher individual requirements for GPA and enrollment status. In order to become a candidate for and/or hold student office in an extracurricular organization a student must:

  1. Be a full-time undergraduate student (12 hours or more) or a graduate student taking 6 or more hours, and
  2. Be in good standing (disciplinary, scholastic, and financial) with the university, and
  3. Maintain at least a 2.5 cumulative GPA on all coursework completed at Lamar University.

VIII. STARTING A STUDENT ORGANIZATION

A. MEMBERSHIP

Membership in a Lamar University student organization may not be restricted on the basis of race, color, creed, sex, age, handicap or national origin, consistent with the Assurance of Compliance with Title VI of the Civil Rights Act of 1964; Executive Order 11246 as issued and amended; Title IX of the Education Amendments of 1972, as amended; Section 504 of the Rehabilitation Act of 1973.

B. NON-STUDENT MEMBERS

Only currently enrolled Lamar University students are eligible to hold office in recognized campus organizations. Exceptions may be made to this provision under special circumstances. Provisions for faculty and staff members may be made but non-students may not out number student members in any of the organizations.

C. UNIVERSITY RECOGNITION

To form a student organization, a minimum of five eligible members is required. In addition, the following forms must be completed:

  1. Application for Recognition as a Student Organization
  2. Registration Form
  3. Advisor Agreement
  4. Statement of Compliance
  5. Intent To Organize
  6. Constitution and Bylaws
  7. Grade Release Consent Forms (for all Officers)
  8. Student Club Account Signature Card
  9. Charter Membership Listing
  10. Organization Registration Confirmation Form

After the registration materials are returned, the organization is given temporary status for one semester. During this time the organization has the following privileges:

  1. The right to reserve university facilities for the purpose of holding organizational meetings.
  2. The right to publicize the initial organizational meetings in line with university posting policies.
  3. The right to invite membership.

Within the period of initial formation, the Office of Student Organization Services can provide assistance in acquiring the initial materials and services specific to starting an organization. Once the organization has completed all the remaining forms, the Committee on Student Organizations will meet to approve the group. The Committee meets twice a semester during the academic year.

The student organization will be notified in writing if they have been approved for recognition. The organization’s charter will be presented at the annual Toast to Leadership Banquet during the spring semester.


CHARITABLE RAFFLE GUIDELINES

Gambling is prohibited in the State of Texas as defined by the Texas Penal Code, Section 47.01. Students and visitors of Lamar University are prohibited from participating in any form of gambling on university owned or university controlled property.

Chapter 2002. Charitable Raffles
SUB CHAPTER A. GENERAL PROVISIONS
This chapter may be cited as the Charitable Raffle Enabling Act. Acts 1999, 76th Leg., ch.388 effective September 1, 1999.

2002.055 Ticket Disclosure. The following information must be printed on each raffle ticket sold or offered for sale:
1. The name of the organization conducting the raffle.
2. The address of the organization or a named officer of the organization.
3. The ticket price.
4. A general description of each prize having a value of more that $10.00 to be awarded in the raffle.

2002.056 Restrictions on Prizes
1. A prize offered or awarded at a raffle may be money.
2. Except as provided by Subsection (3), the value of a prize offered or awarded at a raffle that is purchased by the organization or for which the organization provides any consideration may not exceed $50,000.
3. A raffle prize may consist of one or more tickets in the state lottery authorized by Chapter 466, Government Code, with a face value of $50.00 or less, without regard to whether a prize in the lottery game to which the ticket or tickets relate exceeds $50,000.
4. A raffle is not authorized by this chapter unless the organization:
     a. Has the prize to be offered in the raffle in its possession or ownership.
     b. Posts bond with the county clerk of the county in which the raffle is to be held for the full amount of the money value of the prize.

2002.057 Ticket Sale on University Property. An institution of higher education, as defined by Section 61.003, Education Code, shall allow a qualified organization that is a student organization recognized by the institution to sell raffle tickets at any facility of the institution, subject to reasonable restrictions on the time, place, and manner of sale.

Student Organization Raffle Notification

Student Organizations must file a copy of their raffle ticket with the Office of Student Organization Services. Student groups must review guidelines with the Lamar University Police Department before engaging in a raffle on Lamar University.


DECLARATION OF NON-DISCRIMINATORY PRACTICES

The university is required to file with the federal government each year a report declaring its compliance with the Civil Rights Act. Failure to comply could result in loss of support for virtually all of our student financial aid programs, loss of federal funds for buildings, and ineligibility for federally funded grants in support of institutes, conferences, research, and other activities.

The university cannot properly declare its compliance with the Civil Rights Act if it practices discrimination on the basis of race, color, creed, sex, or national origin, except as may be provided by law, including the granting of official recognition to student organizations which practice such discrimination.

We request your cooperation with the following:

Any student organization which practices discrimination, except as provided by law, will be in danger of removal of its charter and withdrawal of university recognition.

This means that any student who presents himself/herself for membership in your organization must be accepted so long as he/she meets necessary requirements as applied to all potential members.

In case of recognized social sororities and fraternities which utilize the Arush@ system, this means that any student who represents himself/herself for participating in rush activities must be accepted for this program and must be treated in exactly the same manner as all others. All requests for literature related to your organization and to rush must be filed without regard to race, color, creed, or national origin.

You are required to submit to the Office of Student Organization Services, on an annual basis, a signed statement on your declaration of non-discriminatory practices. It should be certified by your chief executive officer and the advisor. Failure to submit it may result in removal of your charter and withdrawal of your recognition.

Charges of discrimination will be investigated thoroughly and appropriate action taken.


POLICIES AND PROCEDURES: FOOD / BEVERAGE SALES AND DISTRIBUTION

All food sales must be approved by the Building Coordinator. “Bake Sale” items (cakes, cookies, cupcakes, etc.) may be prepared off campus. No other items may be prepared at other locations and then re-heated or kept cold at the site.

Make arrangements to reserve the area you want to use at least seven (7) days in advance. Reservations for the Setzer Student Center are made in SSC, Room 252. A Reservation Request Form must be completed with the advisor’s signature.

Make an appointment with the City of Beaumont Health Department for a Temporary Food Permit. Call Registered Sanitarian II at 832-7463 located at 2870 Laurel in Beaumont, Texas. (A fee of $33.00 is charged for a temporary Health Permit). The Setzer Student Center Event Services Office must be provided with a copy of each health permit or waiver issued for food sales seven days in advance. A copy will be filed with the Reservation Request Form in SSC, Room 252.

The city health permit must be displayed throughout the duration of the food sale.

All food sales events will be limited to registered student organizations. They must be approved by the faculty/staff advisor(s) and by the president of the organization.

Student organizations must follow the City of Beaumont Health Department Guidelines. If the public is invited, a food permit is necessary to give away food, unless the food is furnished and served by a licensed caterer.

All beverages sold must be Coca-Cola products. The organization responsible for selling or distributing food at an event also must accept responsibility for any illness that may occur from the consumption of the food. Only one organization may sell a specific item at one time.

Guidelines concerning food permits may be picked up in the Office of Student Organization Services, SSC, Room 212.

DO NOT dump hot coals or grease in the grass
DO NOT leave any equipment on the patio overnight


STUDENT ORGANIZATIONS’ TAX STATUS

Student organizations do not automatically have tax-exempt or not-for-profit status under Code 170(b) of the Internal Revenue Service. Organizations are not exempt from paying state sales taxes for the purchase of items of services. Officers who may be accustomed to presenting a Sales Tax Exemption form to merchants should be aware of this change.


GUIDELINES FOR CAMPUS SPEAKERS

The freedom of speech and assembly guaranteed by the first and fourteenth amendments to the United States Constitution shall be enjoyed by the students of Lamar University in respect to the opportunity to hear off-campus (outside) speakers on the campus. Free discussion of subjects of either controversial or non-controversial nature shall not be curtailed.

  1. Since, however, there is no absolute right to assemble or to make or hear a speech at any time or place regardless of the circumstances, content of speech, purpose of assembly, or probable consequences of such meetings or speech or speeches by outside speaker(s), the issuance of the invitations to outside speaker(s) shall therefore be limited in the following ways:
  2. Outside or off-campus speakers are not permitted to speak on campus unless invited to do so by a university group or organization.
  3. A person who has been convicted of a felony must be granted special approval by the Vice President for Student Engagement to speak before a group/organization.
  4. No contract or formal commitment between any recognized group/organization and an outside speaker can be issued to an outside speaker without prior written approval by the Director of the Setzer Student Center, or the Vice President for Student Engagement.
  5. A Speaker Request Form should be completed and returned to the Director of the Setzer Student Center by an officer of the student organization desiring to sponsor the proposed speaker at least ten (10) calendar days prior to the date of the proposed speaking engagement. This request should contain the name of the sponsoring organization, the proposed date, the time, and location of the meeting, and the topic of the address. The request should be turned in to the Setzer Student Center Administrative Office, Room 212 .
  6. By acceptance of the invitation to speak, the speaker shall assume full responsibility for any violation of law committed by her/him while she/he is on campus.
  7. The university reserves the right to assign facilities for all activities on campus.
  8. A request made by a group/organization may be denied for failure to comply with the policy or if it is determined that the proposed speech will constitute a clear and present danger to the institution's orderly operation by the speaker's advocacy of such action as:
    1. The violent overthrow of the government of the United States, the State of Texas, or any political subdivision thereof; or
    2. The willful damage or destruction, or seizure and subversion, of the institution's buildings or other property; or
    3. The forcible disruption or impairment of, or other invasion of legal rights, of the institution's officials, faculty members, staff, or students; or
    4. The physical harm, coercion, intimidation, or other invasion of legal rights, of the institution's officials, faculty members, staff, or students; or
    5. Other campus disorders of a violent nature.
  9. In determining the existence of a clear and present danger, all relevant factors will be considered, including whether such speaker has incited violence resulting in bodily harm to individuals and/or in the destruction of property or has willfully caused the forcible disruption of regularly scheduled classes, educational or service functions at any other institution. Consideration may also be given to the climate of the campus in making a determination of the probability of advocacy prompting a group or individual to action.
  10. If an organization’s request for an outside speaker is denied, the organization shall, upon written application to the Chief Student Personnel Officer, obtain a hearing at the earliest possible time, following the filing of its appeal. The Vice President of Student Engagement shall either uphold or reverse the decision of the Director of the Setzer Student Center.

POLICIES AND PROCEDURES SETZER STUDENT CENTER LATE NIGHT EVENTS

The following policy applies to organizations sponsoring dances which begin or conclude after the regular closing hours. Other university policies may also apply.

A. Admission to Dances

The only persons to be admitted to dances are:

  1. Lamar University students who present a valid identification at the door;
  2. Lamar University student guests who have valid identification that validates their age as eighteen years or older (the number of guests per student must be kept to a reasonable number as the students will be held responsible for the behavior of those guests; sponsors may wish to register their guests by name in order to be fully accountable.) Host organizations will be held responsible for everyone in attendance.
  3. Students with valid identification from other colleges and universities and guests of Lamar University students.

B. Security

  1. Sponsoring organizations will be provided with a metal detector which organization members will use at the door to screen persons admitted to the dance. This precaution will help deter those people attempting to bring weapons into the building.
  2. Five security officers secured through the University Police Department will be required to work for the sponsoring organization. Two officers will monitor the University Avenue parking lot for lingerers, one officer will help keep the crowd from lingering outside the main doors to the Center, one officer will monitor the inside front door to help secure the cash bank for the ticket sales and help with crowd control, and the fifth officer will establish a presence in the Ballroom itself.
  3. Members of the sponsoring organization are responsible for the ticket sales at the door, for the enforcement of these policies, and for the control of the audience admitted to the event.

POLICIES AND PROCEDURES: SOCIAL EVENTS

All social events of university groups or organizations are subject to the following regulations:

A. General Policy Statement

  1. For the purpose of this policy, “groups or organizations” shall be defined as those approved and registered in the Office of Student Organization Services, all approved university committees, and university residence hall groups.
  2. For the purpose of this policy, “social events” shall be interpreted as dances, mixers, receptions, banquets, and rush parties. Business and/or routine meetings are not considered social events unless such meetings in fact become so as a result of the activity itself.
  3. It is the responsibility of the officer(s) of an organization and/or leader(s) of a group to inform the faculty/staff advisor of an organization/group social event; one of the functions of the advisor is to advise the leadership and/or members of an organization/group about the acceptability of a planned course of action; the final responsibility, however, for an acceptable social function and the conduct of those attending an event rests with the group/organization, with the officers of the organization, and with the individual members and guests.
  4. Groups or organizations hosting dances or major social events must provide adequate security service. It is the responsibility of the officers of the organization to advise the police officer(s) of their responsibilities and of special regulations which they are expected to enforce.

B. Occupancy Limits

The following limits will be placed on each venue: (Recommendation based on Square footage)
Ballroom – 600
Ballroom and Arbor – 800, if this venue is selected, there must be a DJ playing in both the Ballroom and Arbor at all times to prevent overcrowding either area.
Women’s Gym – 400

Each person entering the party will be counted against the above limit. Students who exit will not be subtracted from the total.

C. Police Officers

The number of Police officers required for each party will be as follows:
Ballroom – 5
Ballroom and Arbor – 8
Women’s Gym – 5

D. Hours of Social Events

From Sunday to Thursday, the event must end by midnight. From Friday to Saturday, the event must end by 2:00 AM.

E. Admission to Dances

The only persons to be admitted to dances must:

  1. Have a current Lamar or LIT ID
  2. Have a college ID from another university AND proof that they are at least 18
  3. Be approved by the organization’s advisor (Must be 18 and have proper ID)

F. Security

  1. Given the varying types of events, it is impossible to determine which ones will require police officers. It is important that each group see Dr. J. Lambert (Setzer Student Center, 212B) as soon as possible before the event is to take place. Police Officers must be requested no less than 2 weeks before the event and all previous bills must be paid in full.
  2. As a general rule of thumb, an event that will have more than 20 people in attendance and/or is open to non-Lamar constituents will require one or more police officers. In consultation with University Police and after talking specifics with you, the number of police officers required will be determined. If you have any questions, call Event Services at 409-880-8727.
  3. Sponsoring organizations will be provided with a metal detector which organization members are required to use at the door to screen persons admitted to the dance. This precaution will help deter those people attempting to bring weapons into the building. A police officer must be within 5 feet of the door in the event an illegal object is found. If the officer assigned to the door must leave to attend to something else, no one is to be admitted until that officer or a replacement is present.
  4. Members of the sponsoring organization are responsible for the ticket sales at the door, for the enforcement of these policies, and for the control of the audience admitted to the event.
  5. A chapter advisor must be present at each party to ensure that all of the above policies are followed. If the policies are not being followed, the advisor will work with the group to correct the problem. If the group is openly defiant or negligent, the advisor has full authority to shut down the party. At any time, a police officer or university administrator may shut down the party in the best interest of all patrons.

G. Responsibility of Security

  1. The police officers assigned to the event are present to provide protection for the organization and university facilities and to enforce general laws and university policies.
  2. The police officers will report to the individual making the request.
  3. The police officers will report 30 minutes prior to the event and leave 30 minutes after the event. Please make your request time as the official starting and closing time of your event.
  4. The event will not start prior to the arrival of the police officers or go on after the release of the Police officers.
  5. The police officers will assist the Student Organization in the adherence to all applicable laws and policies.
  6. Any incidents or violations of laws or policies will be reported by the police officers in a written report and forwarded to the Building Coordinator of the facility where the event was held.

PROCEDURES FOR ORGANIZATION OFF-CAMPUS EVENTS

Lamar University recognizes the right of university-affiliated groups and organizations to sponsor and hold off-campus events. The university assumes no responsibility for the conduct of participants, nor for the financial and/or contractual obligations associated with off-campus events; however, the university does hold each group/organization and its officers responsible for abiding by all state and local laws.

Sponsoring groups or organizations and their officers are responsible for conducting off-campus events in a manner that reflects favorably upon themselves and the university, and for arrangements for adequate safeguards at these events.

Sponsoring groups or organizations and their officers are responsible for fulfilling all financial and contracted obligations entered into in conjunction with off-campus events.

Violations of law, unacceptable conduct, and/or failure to meet financial or contracted responsibilities may subject a group or organization to disciplinary action by the university.


REQUEST FOR UNIVERSITY POLICE

  1. Bring the completed Reservation Request Form to the Lamar University Police Station a minimum of fourteen (14) days before the event date.
  2. After the event is over, the payment is due to the police station within 72 hours.
  3. The police officers assigned to the event are present to provide protection for the organization and university facilities and to enforce general laws and university policies.
  4. The police officers will report to the individual making the request.
  5. The police officers will report 30 minutes prior to the event and leave 30 minutes after the event. Please make your request time as the official starting and closing time of your event.
  6. The event will not start prior to the arrival of the police officers or go on after the release of the police officers.
  7. The police officers will assist the Student Organization in the adherence to all applicable laws and policies.
  8. Any incidents or violations of laws or policies will be reported by the police officers in a written report and forwarded to the Building Coordinator of the facility where the event was held.

INSUFFICIENT FUNDS CHECKS: Checks written to Lamar University and returned unpaid for any reason will result in a $25 charge plus applicable fees for a delinquent account.

LAMAR UNIVERSITY POLICY ON FIRE ALARMS

When an alarm goes off, all personnel (employees, students and visitors) must evacuate the building immediately, and not re-enter the building until notified that it is safe to do so by the Beaumont Fire Department or the Lamar University Police Department. Any employee failing to evacuate or re-entering without permission may be subject to Lamar University disciplinary action.

When an alarm goes off, the Building Coordinator, Department Secretary or most senior person present should telephone the Police Department as soon as practical at ext. 8311 to confirm that the alarm has been received by the police dispatcher. The call should ordinarily be made from a nearby building or by cell phone to 409-880-8311.

If a fire is evident, after evacuation from the building, the Building Coordinator or most senior person present will make a reasonable attempt to determine that all personnel from the area of the fire are accounted for.

If the building is one that contains hazardous chemicals, employees knowledgeable about the chemicals present will identify themselves to the Lamar University Police or Beaumont Fire Department and remain available to provide any requested assistance.

POLICY ON FIRE ALARM SILENCING/RESETTING: Fire alarms will not be silenced until a visual check has been completed of the location from which the alarm originated, as indicated on the control panel, or, in the absence of usable information, the entire building including all mechanical rooms and custodial closets have been visually checked. Fire alarms will be silenced only by the Beaumont Fire Department, Lamar University Facilities Management, or the Lamar University Police. Fire alarms will not be reset until both the Beaumont Fire Department and Facilities Management (if available) are satisfied that the cause of the alarm has been determined and confirmed. The above policies are applicable to all university Buildings except the Montagne Center. Evacuation and alarm silencing policies for the Montagne Center during an event are included in the Montagne Center Emergency Procedures Manual.

MIRABEAU’S SHOWCASE GUIDELINES

  1. There are eight showcases available for Student Organizations to rent on a semester basis in the Setzer Student Center.
  2. Student groups may rent the showcases for $30 per one long semester and $30 for two summer sessions.
  3. Rental of the showcases would be on a first come basis for registered student organizations.
  4. Student organizations may sign up for a showcase in the Office of Student Organization Services.
  5. Student organization displays must be informative. All groups must follow the Student Code of Conduct.
  6. Student organizations must remove all contents in the showcase at least one (1) week after their rental agreement has expired. If contents are not removed, the Office of Student Organization Services will remove the contents and inform the current president to collect items in Office 212.
  7. Student organizations that would like to renew their rental agreement must resubmit an application to the Office of Student Organization Services. If a showcase is not available, they will be placed on a waiting list.
  8. The Setzer Student Center is not responsible for items that are taken out of the showcase due to theft. We encourage students not to put valuables in the showcase.
  9. Each student organization must keep current information in the showcases.
  10. The showcases were designed for student organizations to display accomplishments, advertise upcoming events, and to be an innovative way to display Cardinal Pride.

LAMAR UNIVERSITY STUDENT TRAVEL PROCEDURES

LAMAR UNIVERSITY WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT

STUDENT CLUB ACCOUNT PROCEDURES

EVENT REQUEST FORM

PERMIT TO SOLICIT FUNDS OFF-CAMPUS

POLICY FOR ADVISORS OF STUDENT ORGANIZATIONS

UNIVERSITY POSTING POLICY

HAZING POLICY

ADVISOR AGREEMENT