Establishing a New or Reactivating an Organization
The Office of Student Activities is responsible for all recognized student organizations. The purpose and activities of any student organization must not be in violation of university, regent, local, state, and/or federal laws and must not disrupt the university or its academic process. If you have any questions or need assistance please contact the Office of Student Activities, Thompson Student Center, Room 103, 254-968-9256. We're here to help!
Steps to Becoming a Recognized Student Organization
- File A Constitution - All recognized student organizations must have a copy of their constitution on file with the Office of Student Activities. If the organization is affiliated with a national organization, the national constitution must also be submitted. If you need assistance in writing a constitution, we will be happy to help. The Director of Student Activities will review the constitution and will consult with the organization's representative regarding any necessary changes prior to final approval. Any time a constitution is changed an updated version must be filed with the office of student activities. Organizations should review their constitution every 5 years.
- File an Update Form - An Update Form must be completed and returned to the Office of Student Activities at the beginning of the fall and spring semesters. This form contains information on officers, addresses, meeting times, etc. There is also a discrimination and hazing statement that must be signed by the organizational president and advisor. Any changes in this information throughout the year must be submitted to the Office of Student Activities as soon as possible.
- Select a Faculty/Staff Advisor - All recognized student organizations must have a faculty or staff advisor who is a full time employee at Tarleton State University. Organizations may have more than one advisor but at least one must be employed by the university. If an advisor resigns or is removed, privileges of the student organization will be suspended until a new advisor is named.
- File for a Tax ID Number - All recognized student organizations must have a tax number on file. The Office of Student Activities can assist in filing the proper paperwork.
- Attend Risk Management Training - All recognized student organizations are required to attend risk management training annually. Contact the Office of Student Activities for training details.
- File a Risk Management Policy - All recognized student organizations are required to have a copy of their risk management policy on file with the Office of Student Activities. A risk management template is available to assist organizations in developing the policy. Any time a risk management policy is changed an updated version must be filed with the Office of Student Activities. Organizations should review their constitution every 5 years.
A Sample Organizational Constitution
(Name of Organization)
The name of the organization.
The purpose of the organization.
Include requirements for membership, absence policies, and policies for removing members.
Include office name, terms of office, duties of officers and policies for removing officers. Every organization must have a risk management officer or assign those duties to an office.
Include how often meetings are held and how special meetings are called. (Do not list specific times or places.)
List all committees and the duties of each.
List provisions for making amendments to the constitution.
Signatures and Date
There should be a signature and date line for the Organizational President, Organizational Advisor, and Director of Student Activities.
The Texas Legislature enacted a law prohibiting hazing by a person(s) against a students(s) at an educational institution. The law also prohibits the knowing, intentional or reckless failure to report hazing to university authorities. Failure to comply with the specific provisions of the law will result in criminal penalties and fines. A copy of the law, in its entirety, is available from the Office of Student Life or from the Office of Student Activities.
"Hazing" means any intentional, or reckless act, occurring on or off the campus of an educational institution, by one person alone or acting with others, directed against a student, that endangers the mental or physical health or safety of a student for the purpose of pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization whose members are or include students at an educational institution. "Hazing" includes, but is not limited to, any type of physical brutality or physical activity, that subjects the student to unreasonable risk or harm or that adversely affects the mental or physical health or safety of the student. (i.e. sleep deprivation, exposure to the elements, calisthenics); activity involving consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance which subjects the student to an unreasonable risk of harm or which adversely affect the mental or physical health or safety of the student; activity that intimidates or threatens the student with ostracism, that subjects the student to extreme mental stress, shame or humiliation, or that adversely affects the mental health or dignity of the student.The aforementioned activities are exemplary of specific hazing offenses only. Any type of activity which falls within the general definition of hazing is prohibited under the hazing law. Consent of the individual subjected to the hazing is not a defense to prosecution of an offense under the hazing law. Organizations which are covered under this law include a fraternity, sorority, association, corporation, order, society, chorus, cooperative, corps, club or service, social, or similar group, whose members are primarily students at an educational institution. A "student" includes an individual accepted for admission at an educational institution or an individual who is on vacation from an educational institution and intends to attend that institution during any of its regular sessions after that period of scheduled vacation.Specific criminal penalties which may be imposed against an individual or organization guilty of an offense under the hazing law include the imposition of fines ranging from $5,000-$10,000 and/or confinement in the county jail for a period of time ranging from 90 days-two years. The specific penalty imposed for a hazing offense depends on the seriousness of the offense and whether or not bodily injury or death to an individual resulted from the hazing incident.
A person commits an offense under the hazing law if that person:
- Engages in hazing;
- Solicits, encourages, directs, aids or attempts to aid another person in engaging in hazing
- Intentionally, knowingly, or recklessly permits hazing to occur; or has firsthand knowledge of the planning of a specific hazing incident involving a student in an educational institution or firsthand knowledge that a specific hazing incident has occurred, and knowingly fails to report said knowledge in writing to the Office of Student Life or other appropriate officials of the institution.