| 1. |
Scope
(0240-2-4.01). The University fosters student organizations in order to make learning
relevant to the orientation, purpose, and interests of its students.
The following policies provide minimum standards for the registration
and conduct of student organizations at Tennessee Technological University
and are consistent with our governing board regulations. |
| 2. |
Types
of Student Organizations (0240-2-4.02) |
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(1) |
Student organizations may be either organizations sponsored
by the institution, such as Student Government Association, University Programming Council and
professional and honor societies, or organizations officially registered by the institution.
Organizations which may be registered to operate on campus include the following: |
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(a) |
honors and
leadership organizations and recognition societies |
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(b) |
departmental organizations and professional fraternities
and sororities; |
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(c) |
social fraternities and sororities; and |
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(d) |
special interest groups (political, religious, hobby, etc.). |
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Registration
of a student organization by the institution shall neither constitute
nor be construed as approval or endorsement by the institution of the purpose
or objectives of the organization. |
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(2) |
Registered
social fraternities and sororities report to the Office of Orientation & Greek
Life. All other registered campus organizations report to the Office of Student
Activities. |
| 3. |
General
Policies on Student Organizations (0240-2-4.03) |
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(1) |
No student organization may carry on any activity on the
campus unless the organization
has been officially registered by the University. |
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(2) |
The University shall not be responsible for injuries or damages
to persons or property
resulting from activities of student organizations, or for any debts
or liabilities incurred by such organizations.
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(3) |
No student organization shall deny membership to any person
on the basis of age, sex,
race, religion, disability, veteran status or national origin, provided
that social fraternities and sororities may have sex restricted membership.
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(4) |
No student organization shall engage in, or condone, any
form of hazing, including but not
limited to harassment of any person by exacting unnecessary, disagreeable
or difficult work, by banter, ridicule or criticism, or by abusive or humiliating acts.
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(5) |
Student organizations shall be vicariously responsible and
liable for the conduct and actions
of each member of the organization while acting in the capacity of
a member or while attending or participating in any activity of the organization.
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(6) |
No person, group, or organization may use the name of the
University in any matter,
provided that registered student organizations may use the name of
the University following the name of the organization. No person, group or organization may
use the seal or any symbol of the institution without the prior written approval of the
President of the institution or his designee. |
| 4. |
Criteria for Registration
of Organizations (0240-2-4.04) |
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(1) |
Any proposed student organization shall be open to all students
of the University who
otherwise meet membership requirements. Membership in the organization
shall be limited to currently enrolled students; provided that organizations may include
faculty and staff of the institution, and/or spouses of students, faculty and staff, and
provided further that professional organizations may include members of the professional
and business communities as members. |
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(2) |
A proposed organization must represent the interests of the
members, and the control of the
organization must be within the local campus group. The organization
must not have a knowing affiliation with an organization possessing illegal aims and
goals with a specific purpose to further these illegal aims and goals.
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(3) |
The proposed organization must agree to comply with all policies,
regulations and
procedures established by the Tennessee Board of Regents and the University,
and with all federal, state, and local laws and regulations.
|
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(4) |
The proposed organization must not: (a) have illegal aims
and goals, (b) propose activities
which would violate regulations of the Tennessee Board of Regents or
the University or federal or state or local laws and regulations or materially and substantially
disrupt the worth and discipline of the University or (c) advocate incitement of
imminent lawless action which is likely to produce such action.
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(5) |
The proposed organization must have a minimum number of fifteen
charter members,
(unless waived by the Student Affairs Committee) and there must be
a demonstration of continuous interest in the purposes of the organization sufficient
to afford registration on a long-term basis. In the event there is not sufficient interest to warrant
long-term registration, the University may grant temporary registration for a limited period
of time. |
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(6) |
The organization must provide for the distribution of all
funds and assets in the event of
dissolution. Funds must be designated to a University department, committee,
or scholarship fund.
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| 5. |
Procedure for Registration
of Organizations (0240-2-4.05) |
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(1) |
In order to become officially registered as a student organization,
a group must meet the
criteria set forth in sectionfour (4), and must provide to the University
a minimum of the following: |
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(a) |
A request to form the organization. |
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(b) |
The proposed constitution and bylaws of the organization,
which must clearly contain the
following: the name, purpose, proposed activities, and rules of membership
of the organization, the officers, their terms and methods of selection, the
proposed nature and frequency of meetings and activities and the financial plans of the
organization, including any proposed fees, dues and assessments.
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(c) |
The names and signatures of the charter members of the organization. |
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(d) |
The names of faculty advisor and/or the administrative officers
of the University who will
sponsor the organization, attend meetings and activities and be cognizant
of plans and activities of the organization.
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(e) |
A statement of assurance of compliance by the organization
that it will comply with all
rules and regulations, policies and procedures of the Tennessee Board
of Regents and the institution and with all federal and state laws and regulations.
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(f) |
A letter from a proposed full time faculty or administrator
indicating willingness to serve in the capacity of advisor. Professional employees may not serve as
advisors. |
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(g) |
A statement justifying the need for such an organization
on the campus. |
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(h) |
Names of off-campus organizations with which the petitioning
groups intends to affiliate, or a statement that no affiliation with other groups is contemplated.
In case of future affiliation the petition must originate with the student group and
must be approved before commitments to the off-campus organizations are made. |
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(i) |
For
social fraternities and sororities, a letter of support from the Office
of Orientation & Greek Life. |
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(2) |
Two copies of the proposed constitution, one copy of the
proposed constitution on disk in Microsoft Word, and one copy of the other preceding documents must
be submitted to the Director of Student Activities Room 122 of the Roaden University Center
for review and referral. Requests regarding approval of a proposed organization will
be forwarded to the Student Affairs Committee for approval and then forwarded to the Administrative
Council for final approval as a university recognized organization. |
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(3) |
The Student Affairs Committee and/or its Sub-Committee
on Organizations may require the sponsors to clarify any materials or information provided in the registration
process, to re-submit the applications or request with nonconforming materials
or provisions deleted, or to appear at a hearing for the purpose of obtaining additional information
and testimony concerning the purpose, aims or proposed activities of the organization. |
| 6. |
Nature and Conditions
of Registration (0240-2-4.06) |
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(1) |
Registration of a student organization for other than
a temporary period will be on an annual basis only, effective until the beginning of the next fall semester
of the University, and shall be subject to annual renewal by the University for each ensuing
year.
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(2) |
Annual renewal of registration of an organization shall
be dependent upon the organization’s
demonstration of compliance with the following: |
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(a) |
it must adhere to the purposes, aims and activities as stated
in the approved constitution
and by-laws;
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(b) |
it must continue to meet all requirements for initial
registration;
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(c) |
it must have remained in compliance with all rules and regulations
of the University and
all federal and state laws;
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(d) |
it must submit all changes in the constitution and by-laws
to the University for approval;
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(e) |
it must maintain a current list of officers, faculty
advisors and sponsor on file with the University; and, |
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(f) |
it must have submitted all required financial and other
reports to the University. |
| 7. |
Reports
(0240-2-4.07). The University requires all organizations to
submit an annual report concerning its programs and activities during
the preceding
year. This report shall be reviewed by the appropriate director as specified
in Section 2, and shall be a requirement for renewal of registration. |
| 8. |
Probation,
Suspension, and Withdrawal of Registration (0240-2-4.08). |
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(1) |
The Student Organization Sub-committee and/or the appropriate
institutional committee(s) shall adjudicate all organizational offenses that are presented and
shall make recommendations as appropriate to the Student Affairs Committee.
However, the Tennessee
Uniform Administrative Procedures Act, T. C. A. 4—507-527,
may be applied to cases
involving a student organization’s
conduct when such conduct is sufficiently serious to warrant suspension/revocation of official registration
by the University. These procedures will be available to an officially registered student
organization only upon its election. An organization may be placed on probation, be suspended,
or registration may be withdrawn by the Student Affairs Committee for any of the following
reasons. |
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(a) |
the organization fails to maintain compliance with initial
requirements for registration:
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(b) |
the organization ceases to operate as an active organization;
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(c) |
the organization requests withdrawal of registration; |
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(d) |
the organization operates or engages in any activity in
violation of rules and regulations of the institution or federal or state laws: or, |
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(e) |
the organization fails to submit any required reports. |
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(2) |
An organization which is placed on probation may continue
to hold meetings but may not sponsor any activity or program. An organization which is placed
under suspension may not engage in or sponsor any activity or program, and may not
hold meetings. When registration of an organization is withdrawn, it shall cease to exist
as an organization. |
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(3) |
In the event an organization is placed on probation or
suspended, or registration is withdrawn on the basis of section 8(1)(d), the organization shall
be afforded the opportunity for a hearing before the appropriate institutional representative
or committee. |
| 9. |
Officers
of Student Organizations (0240-2-4.09). No student who is under
academic or social suspension from the institution shall be eligible to become,
or
maintain the status of, an officer of an organization. |
| 10. |
Fiscal
Procedures (0240-2-4.10). |
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(1) |
Each organization shall maintain a sound financial system
related to the collection and disbursement of revenues in accordance with generally accepted accounting
principles. An organization may be subject to audit by representatives of the
University at any time, and appropriate financial records shall be maintained for the
purposes of audit. |
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(2) |
Each organization shall designate an officer of the organization
who is responsible for the collection and disbursement of funds and the maintenance of books
and records.
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| 11. |
Programs
and Activities (0240-2-4.11). |
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(1) |
The use of any campus property or buildings by an organization
shall be subject to the rules
and regulations of the University concerning use of property and
facilities. All organizations registered pursuant to this policy shall be “affiliated organizations” for
the purposes of any University policies concerning use of campus property and facilities
(See Regulations: Use of Campus Property and Facilities). |
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(2) |
Except for routine meetings of the organization, no on-campus
or off-campus program or activity shall be engaged in unless approved by the appropriate office
as specified in Section 2. Prior to approval, the University may require a specific
number of officials or security officers for any event, activity or program. |
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(3) |
Any fund-raising activity on campus shall be for the benefit
of the organization as a whole or a charity and no funds shall be distributed to the officers or members
of an organization for personal profit or gain. |
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(4) |
No guest speakers shall be invited to the campus except
pursuant to policies of the University concerning guest or off-campus speakers. |
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(5) |
The Directors within the division of Student Affairs will
not approve any activities which are not legal or which require licensing by the group until such
license is presented.
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(6) |
The Directors within the division of Student Affairs will
approve only those activities which
are not in conflict with some regular constitutional agency of the
University, e.g., University Food Services. |
| 12. |
Privileges. |
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(1) |
Reserving and utilizing University facilities for meetings,
activities. etc. |
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(2) |
Sponsoring special events and projects for the University
community (See Off-campus Speaker Policy). |
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(3) |
Publicizing events and activities through regular campus
media such as the Oracle, WTTU, and bulletin boards. |
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(4) |
Sponsor money making activities as outlined in the Roaden
University Center Solicitation Policy.
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(5) |
Obtaining coverage in the Eagle annual as outlined in
editorial policy. |
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(6) |
Mailing letters, as outlined in campus post office regulations. |
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(7) |
Conducting fund raising projects, as described in item
13 (fund raising) of these regulations. |
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(8) |
Banking money in the Business Office: |
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(a) |
required of organizations funded by the University. |
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(b) |
optional for other organizations.
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| 13. |
Fund
Raising. Any student organization wishing to raise funds in any
way other than by assessment of its membership must complete the form entitled “Request
for a Fund-Raising Project” and submit it to the appropriate office
as specified in Section 2 for approval.
The request must contain a statement describing the need, the project
and the plans for raising the funds: and be submitted seven days prior
to the event. The request must be approved by the appropriate Director
as specified in Section 2 who may require additional administrative approval,
when appropriate. Approval for fund raising projects will not be given to an individual
student except when he is acting on behalf of one of the officially registered
organizations; this includes advertising, selling, soliciting, the distribution
of free materials, etc. Faculty advisors shall submit to the appropriate
office as specified in Section 2 the names of persons authorized to solicit
the business community for advertising funds. |
| 14. |
Off-Campus Speaker
Policy (0240-2-5.01). Tennessee Technological University recognizes
the right of officially registered student and
faculty organizations and groups to hear off-campus or outside speakers.
However, there is no absolute right to assemble or to make a speech at any time or
place regardless of the circumstances, content of speech, purpose of assembly, or probable
consequences of such meeting or speech, and the issuance of invitations to off-campus
or outside speakers for any meetings, activities or events on campus shall be limited in
the following particulars: |
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(1) |
A request to invite an outside speaker will be considered
only when made by an officially
registered student organization, faculty organization, or other campus
organization. |
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(2) |
No
invitation by such an organized group shall be issued to an outside
speaker without the prior written approval of the President or such person as may be
designated by him (hereinafter referred to as his authorized designee): provided that the President may authorize organizations to invite guest
speakers for meetings of the organization without prior approval where attendance
at the meetings will be limited to members of the organization and where no fee or compensation
from state funds will be paid to the speaker. |
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(3) |
Any
student, faculty or campus organization meeting for which an outside
speaker will be invited will be limited to members of the organization provided that
a request to invite an outside speaker may include a request to permit students or faculty
members who are not members of the organization initiating the request, and/ or other
designated guests, to attend the meeting. |
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(4) |
A
request to invite an outside speaker to whom any payment would have
to be made from college or university funds is subject to the availability of
funds specifically programmed for that purpose, and no payment of any funds shall be made
except pursuant to the Tennessee Board of Regents’ Guidelines for Personal
Service, Professional Service, and Consultant Service Contracts. In the event
any college or university funds are approved for payment, the meeting for which the
outside speaker will be invited should be open to all students or all faculty members,
or both, unless otherwise designated on the approval of the request. |
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(5) |
Any
speaker request shall be made in writing by an officer of the student,
faculty or other organization desiring to sponsor the proposed speaker not later
than ten (10) days (excluding holidays and weekends) prior to the date of the proposed
speaking engagement; provided that the President or his authorized designee
may approve exceptions to the minimum notice requirement in appropriate cases;
and further provided that in the event a proposed outside speaker will be paid
a total fee and expenses in excess of $2,500, the request must be submitted no later
than thirty (30) days prior to the date of the proposed speaking engagement. The
request shall contain the name of the sponsoring organization, the proposed
date, time and location of the meeting, the expected size of the audience, the name
and address of the proposed speaker, and the topic of the speech. Any request not
acted upon by the President or his authorized designee, within five (5) days (excluding
holidays and weekends) prior to the event shall be deemed denied. |
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(6) |
Any speaker request is subject to the availability of the
requested meeting place for the
meeting time and date requested. In the event the space requested is
not available for the requested time and date of the meeting, or is otherwise inappropriate
for the proposed meeting or the requested speaking engagement would cause substantial interference with the normal activities of the institution if conducted
at the time and place requested, alternative meeting space which is available may be
offered by the institution, or the sponsoring organization is free to request a more
suitable date. Any space which is approved for a meeting is subject to limitations on
the number of persons who may attend in accordance with appropriate building and
fire codes and safety standards. |
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(7) |
A request for an outside speaker by a registered organization
may be denied if the
President, or his authorized designee, determines that the proposed
speech is obscene, where past performance is contrary to the University’s educational
goals, or will constitute a clear and present danger to the institution’s
orderly operation by the speaker’s advocacy of such actions as: |
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(a) |
The
violent overthrow of the government of the United States, the State
of Tennessee, of any political subdivision thereof; or |
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(b) |
The
willing damage of destruction or seizure and subversion, of the University’s building or other property; or |
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(c) |
The
forcible disruption or impairment of, or interference with, the institution’s regularly scheduled classes or other educational functions; or |
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(d) |
The physical harm, coercion, intimidation, or otherwise invasion
of lawful rights of the
University’s officials, faculty members or students; or |
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(e) |
Other campus disorder of a violent nature, provided such
advocacy would prepare the
group addressed for imminent action and steel it to such action, and
further provided there is a reasonable apprehension of such imminent lawless action.
In determining the existence of a clear and present danger, the President of the University,
or his authorized designee, may consider all relevant factors, including whether
such speaker has, within the past five (5) years, incited violence resulting in
the destruction of property at any assembly, or has caused the forcible disruption of
regularly scheduled classes or other functions at any college or university. |
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(8) |
In the event that a request for an outside speaker is denied,
any sponsoring organization
thereby aggrieved shall have the opportunity to appeal from the denial.
A written appeal to the President, or his authorized designee, must be submitted within
twenty-four (24) hours from the initial denial to be provided a hearing within two (2)
days (excluding holidays and weekends) following the filing of its appeal before an
impartial committee designated by the President (or his authorized designee). The committee
shall be authorized to make appropriate findings of fact related request, and
shall make and transmit such findings to the President within said two (2) day period.
The President shall review the findings of the committee, and solely on the basis
thereof, shall grant or deny the request within twenty-four (24) hours (excluding holidays
and weekends) from receipt of the findings of the committee. |
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(9) |
In the event of a proposed meeting which will be attended
by strong emotional feelings,
or where there is a reasonable possibility that a speaker, members
of an organization, or others may violate federal, state, or local laws or campus regulations
in the course of meeting, the President or his authorized representative shall prescribe
reasonable conditions for the orderly and scholarly conduct of the meeting. Such
conditions may include, but are not limited to, limiting the audience to the inviting
organization’s membership, appointing one or more officials of the University to preside
over the meeting, and such other conditions as the institution deems appropriate. |
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(10) |
The representative of the organization inviting the speaker
shall at the time of the
invitation provide the speaker or his or her agent, with a copy of
this speaker policy and campus regulations. By acceptance of the invitation to speak, the
speaker shall assume full responsibility for any violation of law or campus regulation
committed by him or her while on campus. |
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(11) |
Any meeting, assembly or other activity to which an outside
speaker may be invited is
subject to all requirements, conditions and approvals set forth in
any policy of institution concerning use of campus property and facilities. |
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(12) |
The provisions of Section 1 shall not apply to invitations
by academic units to guest lecturers
for any classes, but such invitations shall be subject to any policies
of the University, the school, the division and/or the department involved. |
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(13) |
Procedure For Securing Approval Of Off-Campus Speakers |
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(a) |
Requests for obtaining off-campus speakers of student organizations
shall be made to the
appropriate office as specified in Student Organizations Section
2, located in the Roaden University Center. |
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(b) |
All appearances of guest speakers on campus shall be registered
in the appropriate office
as specified in Student Organizations Section 2 for approval and
scheduling purposes. |
