Recognized Student Organization Handbook
The purpose of the Registered Student Organization (RSO) Handbook is to provide guidance on university expectations, policies and procedures for student organizations officially recognized by the institution. Tarleton values the important contribution RSOs make to the student experience.
The Office of Student Involvement, is located in the Thompson Student Center Suit 105. The department oversees RSO recognition, provides RSO officer and advisor training, and supports overall operations for organizations. If you need assistance please contact this office at (254) 968-9490 or email involvement@tarleton.edu
Student Organizations
All information related to Recognized Student Organizations (RSOs) is managed through Tarleton’s approved software, TexanSync. To register or access organizational data, go to Google and type in “TexanSync.” Click on the first link that appears. In the top right corner, click “Sign In” and use your Tarleton credentials (first.last@go.tarleton.edu). This will allow you to create and maintain an organization, submit event recognition forms, and more.
Reminder: It’s important to update TexanSync whenever there’s turnover within an organization to ensure accurate membership and leadership roster information.
Club Sports
A Club Sport is defined as a group of activity fee-paying students, voluntarily organized for futhering their common interests in a physical activity through participation and competition. Membership and tryouts are open to all currently enrolled students of Tarleton State University. Each Club Sport athlete must maintain a minimum 2.0 grade Point Average (GPA). Potential members must read and sign a release indicating that they understand the risks and responsibilities assumed in participation. Information can be requested through the Tarleton Campus Recreation Club Sports page.
Recognized Student Organizations
What is a Recognized Student Organization?
An RSO is a group of Tarleton State University (Tarleton) students organized with a common purpose who have completed formal recognition processes and received approved status from the university.
Recognized Student Organization Benefits
Use of University Facilities, Equipment, and Technology
- All equipment standard to reserved university room or building may be used without an additional cost; however, activities requiring work orders from the university contractors may incur additional costs to the organization.
Use of University Logos/Branding
- RSOs have the ability to request university branding materials. Organizations using Tarleton branding must adhere to university brand standards, which can be found at the Marketing & Communications Webpage. Any RSO using the Tarleton logo, or its likeness, for print, promotional materials, and apparel must utilize a licensed vendor.
Available University Resources
- Professional advising and event planning assistance;
- Educational Programs;
- Leadership Development Programs;
- Service Opportunities;
- TexanSync organization page;
- Participation in campus-wide organization fairs;
- Print and design services available through the on-campus printing services, The Source;
- If hosting a special event or high risk event must fill out the Special Event Insurance found on the Risk Management & Safety page.
Expectations of Recognized Student Organizations
Operate in a manner consistent with the mission and goals of Tarleton State University and the governing documents of the organization.
Adhere to all municipal, state, and federal laws, as well as Tarleton State University rules.
Keep the Office of Student Involvement informed of any changes to governing documents, organizational leadership, and advisor(s) within 15 days.
Demonstrate respect for the university community and other student organizations.
Consult with the appropriate university departments, offices, or representatives when planning large, unusual, or potentially complex events.
Establish transition plans for officer/leader transitions.
Maintain thorough and accurate records and materials.
Ensure that membership requirements adhere to university rules, policies, and regulations, as well as local, state, and/or federal law.
Recognition Requirements
Each year, recognized student organizations are expected to fulfill specific requirements in TexanSync in order to maintain their ‘recognized’ status. These include (but not limited to):
- Identification of President, Treasurer, Risk Management Chair, and an Advisor
- Updated Officer and Advisor contact information
- Annual Risk Management Training Modules by identified deadline
- Updated organizational public profile on TexanSync
- An approved organization constitution/bylaw
RSOs on TexanSync
All RSO information is managed through Tarleton’s approved software, Texan Sync. To register or access organizational data, utilize the Tarleton homepage, follow the ico, “Login” found in the upper right corner of the page, and scrolling down to “TexanSync.” Input requested credentials which will provide access to create/maintain an organization, submit event recognition forms, and more.
Reminder: If an organization has turnover at any time throughout the year, the TexanSync must be updated to reflect accurate membership and leadership roster information.
Organization Status
Within TexanSync, each student organization will categorized under one of the four organization statuses.
Active: A student organization that has met all the requirements to maintain active status
Frozen: A student organization that has not met the requirements to remain active
Locked: A student organization that is temporarily suspended due to violation of conduct or failure to complete requirements
Inactive: A student organization that has failed to meet the requirements to maintain active status.
Starting a New Organization
To initiate the recognition process, students should complete a New Student Organization Request via TexanSync. The criteria for becoming a new organization are as follows:
Complete the application process via TexanSync, documenting:
- A clearly articulated organization’s purpose and objectives;
- Three (3) Currently enrolled Tarleton State University students as members;
- Officer names (Outlines below in Requirements to be a Recognized Student Organization (RSO));
- A drafted constitution and bylaws;
- The name of a Tarleton State University full-time employee as an advisor;
- A proposed organization name that aligns with the missions and purpose of the organization
A new RSO cannot duplicate an existing RSO. Please review active RSOs in Texan Sync prior to submitting an organization request.
Upon submission of the above information, schedule an appointment with the Office of Student Involvement staff. Officers and Advisor should attend.
Create an organization page in Texan Sync
Apply for an Employee Identification Number (EIN) and submit W-9 form; EIN is required to start a student organization bank account. (optional)
The Office of Student Involvement staff will review the submitted materials and provide feedback to the requesting parties. Once approved, organizations must complete an annual process to maintain status.
Reminder: The organization President will receive an email regarding the renewal of the student organization with its deadline and information on how to renew on TexanSync.
Requirements to be a Recognized Student Organization (RSO)
Any student organization who wishes to be recognized or remain in good standing by the university must meet the following requirements for official recognition.
- Organization name and clearly defined purpose
- RSO Advisor
- Advisor must be a full-time Tarleton employee
- Advisor must agree to serve as an advisor
- Expectation: When advisor role is appointed as part of their job description
- Advisor agreement submitted annually
- Attend annual advisor meeting hosted by the Office of Student Involvement
- Must update TexanSync of any change in advisor
- Advisor must be a full-time Tarleton employee
- Membership
- Must have at least 3 active and currently enrolled Tarleton student members
- Required officers include:
- President
- Treasurer
- Risk Management Officer
- Additional positions may be created to divide duties and lessen the workload of other officers if the organization desires.
- If no funds are being collected by the organization, the position of Treasurer can be substituted with the Vice President position.
- Constitution and Bylaws
- Must maintain current version within TexanSync on organization’s page under documents
- What is in TexanSync must be abided by
- Must be resubmitted during the annual registration process
- Must maintain current version within TexanSync on organization’s page under documents
- RSO Training
- The President, risk management officer, and advisor must complete the annual RSO leadership training
Constitution and Bylaws of RSOs
In brief, an organization’s constitution outlines the purpose, structure, and limits of the organization. An organization’s foundation is built upon a strong constitution. A Constitution checklist can be found on the Campus Life organization page under the document section and review other organizations for guidance.
Each registered student organization at Tarleton is required to have a current constitution and bylaws on file with the Lance Zimmerman Department of Campus Life and Family Engagement. If any revisions are made to the organization’s constitution, an updated version must be uploaded to the document section of the organization’s page.
Reminder: An organization’s constitution is required to be resubmitted during the annual registration process. Any changes to the constitution must be voted on and agreed upon by the organization’s members.
The following information must be included in the constitution submitted to the office of Student Involvement in order to gain approval and/or maintain recognition:
- Organization’s name;
- Organizations description and purpose;
- Officer descriptions and removal process (and election/appointment process);
- Officers must maintain a minimum GPA requirement of 2.0 and 12 credit hours (undergraduate) or 6 credit hours (graduate) per semester. (Expectation can be made from students graduating within one semester);
- General membership requirements;
- New member intake process and procedures, if applicable (Note: Intake must be completed within 8 weeks or less);
- All new member plans (intake, education, etc.) must be filed within TexanSync;
- Required statements:
- Nondiscrimination Clause:
- (Insert organization) in accordance with applicable federal and state law, prohibits discrimination, including harassment, on the basis of race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity or any other classification protected by federal, state or local law.
- Anti-Hazing Clause:
- (Insert Organization Name) will not participate in, or permit to occur, any act of hazing, as defined by section 5.7 of the Tarleton Student Conduct Code and Chapter 37 of the Texas Education Code. Hazing includes any act that endangers the mental or physical health or saftey of a student, or that destroys or removes public or private property; and/or assisting, directing, or in any way causing other to participate in degrading behavior and/or behavior that causes ridicule, humiliation, or embarrassment; and/or engaging in conduct which tends to bring the reputation of the organization, group, or University into disrepute for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a group or organization; or as part of any activity of a recognized student organization, student group, and university program. (Insert organization name) and its members recognize that consent is never a valid defense to hazing.
- Accommodations Clause
- (Insert Organization Name) will make reasonable accommodations in coordination with Disability Services to support participation of the members who have a documented disability. If fill physical participation in some club activities is limited, this will not negatively impact the participant’s membership in the organization.
- Nondiscrimination Clause:
Student Organization Advisor
Who is a Student Organization Advisor
An advisor is a Tarleton State University employee who provides support and guidance to officers and members of a student organization. The advisor not only serves as a representative of the group in an official capacity, but also serves as a student advocate.
An advisor agrees to be an educational resource and consultant for an organization and its members. The advisor should have a genuine interest in the organization and their activities, as well as the time and ability to provide appropriate support and guidance for the group. The chosen advisor remains an employee of the University while engaged in their advisory role, with all applicable reporting duties of university staff, including duties arising under applicable University Policies and Rules, as well as System Regulations governing potential civil rights violations.
Advisor Eligibility
All advisors of recognized student organizations must be a Tarleton State University employee, employed at levels consistent with the organization’s classification:
- Registered: Faculty member, professional or associate staff member.
- Sponsored: Full-time professional staff member whose job description designates them as the primary advisor to the sponsored organization.
Advisor Eligibility Checks
Advisor Eligibility checks will be conducted annually by the Department of Student Involvement, in coordination with the Division of Human Resources. Should an advisor not meet the employment requirements for the organization. Should an advisor not meet the employment requirements for the organization they advise, both the president and advisor will be notified via email and given 30 days to address the issue before being “Frozen” status.
RSO Branding/Marketing Guidelines
Use of Symbols and Indicia
Any use of the university’s trademarks for use in commerce is made with the express approval and consent of the university through the Office of Marketing and Communications (Marketing and Communications), part of the Division of University Relations, and only under circumstances benefiting the university, its students and personnel, or educational mission.
Student Organization Logo Use Guidelines
Governing Policy:
In accordance with Texas A&M University System Policy 09.02 (Use of System Names and Indicia) and Tarleton State Standard Administrative Procedure 09.02.99.T1 (Licensing and Use of University Name, Logos and Trademarks).
Licensing and Trademark Standards and Guidelines and information on submitting requests, including the Licensed Vendor List, are located on the university’s website at https://www.tarleton.edu/licensing/.
Student Organization Ordering Process:
All organizations and student groups must be a licensed vendor to produce any product bearing the university name and/or logos, other trademarks, this applies to the following:
- Organizational items (team shirts, gear, competition shirts)
- Items given away from promotional purposes
- Items to be sold for fundraising
How to Obtain Approval for Student Organization Merchandise
Step 1: Choose a licensed vendor- Find a licensed vendor at: https://clc.com/license-search/
Step 2: Choose your mark
- Student organizations that need assistance creating a design should contact a licensed vendor or Student Engagement & Success Marketing. Direct logo and design questions should be directed to licensing@tarleton.edu. All logos bearing the Tarleton State name/image/likeness must follow our Branding Guidelines. For assistance with student organization logo use, contact Kei Bermea bermea@tarleton.edu.
- Club Sports
- Prior to ordering items, Tarleton State club sports teams must contact the Club Sports Coordinator for approval. Policies regarding logo use can be found in the Branding Guidelines.
- Club sports teams that have an NCAA counterpart must use “Club” or something similar on all items, including but not limited to jerseys, promotional pieces, travel gear and marketing, advertising and social media accounts.
- Club Sports
Step 3: Obtain an art proof from the licensed vendor
Have the licensed vendor provide you with a .jpg, .png or .pdf version of the design in question.
Step 4: Submit your merchandise request form in TexanSync with art proof
https://texansync.tarleton.edu/submitter/form/start/620584
Step 5: Receive e-mail approval from Licensing
Forms will be reviewed within 48 hours. Allow at least a week to start on an apparel/merchandise project so a vendor can price, source and decorate items. Contact your group’s adviser for assistance.
Step 6: Order merchandise
An approved merchandise request is the green light to order.
Student Organization Logo Guidelines
- The use of the seal is limited to the Office of the President and official documents and contracts.
- Tarleton State University retains the right to protect their name/image/likeness. This includes both logos and campus landmarks. Neither logos or landmarks associated with Tarleton State are to be altered from their original appearance. Logos are to be used as a whole, never with part of the logo cut off. No other letters, words or images should intrude upon the logo in any way.
- Reminder: University trademarks and names should not be used to promote political parties, illicit or illegal activities or any other action/group that does not uphold the mission and values of an institution of higher education.
RSO Name Guidelines
Student Organization Identity Guidelines
Student organizations are able to identity with Tarleton State University subject to the following guidelines:
- The student organization has RSO status. The RSO should not be confused with a university department, program or initiative; and the student organization does not interfere with the integrity of Tarleton State University’s trademarks or intellectual property.
Student Organization Names
Registered student organizations including club sports may use the Tarleton State name so long as there is a distinction demonstrating the group’s status as a separate entity from Tarleton State University. The name must identify the organization as a student-based organization, and not a Tarleton State University department, program or initiative.
Any RSO may choose one of the following
Include “at Tarleton State” after the name (e.g., Chess at Tarleton State). Include “Club,” “Students for …,” “Chapter,” “Association,” “Society,” “Fraternity,” “Sorority” or “Organization (e.g., Tarleton State Chess Club, Tarleton State Student Gymnastics, Tarleton State Archery Society) NOTE: “Tarleton State” is preferred over “Tarleton” if there is space to do so.
Use of the Word “Team”
To prevent giving the false impression that Tarleton State officially has launched a particular athletics program, “Team” can only be included in the name if there is not an NCAA equivalent. If there is, “Club” or another separating word must be used in place of or in conjunction with “Team.” Email bural@tarleton.edu to confirm if a sport or event is NCAA sanctioned. Send the confirmation to licensing@tarleton.edu.
- e.g., NCAA: Tarleton State Women’s Soccer Club, Tarleton State Club Tennis, Tarleton State Lacrosse Club Team
- e.g., not NCAA: Tarleton State Rodeo Team, Tarleton State Meats Judging Team
Use of the Word “Texans”
Student organizations may use the word “Texan(s)” in their organization name, but it may not be formed in a way that could be construed that the university has taken an official position. Neither Tarleton State nor Texan(s) can be used in a way to suggest that all Tarleton State students/employees partake or agree.
- Acceptable: Texan Republican Club, Texan Knitting Club
- Not Acceptable: Texans for (political candidate), Knitting Texans
Recreation Sports Names
If a Rec Sports team opts not to use “at Tarleton State” or a separating word like “Club,” or “Intramural,” they are permitted to use “Texan” before their sport name.
- e.g., Texan Ultimate Frisbee, Texan Flag Football
All names must be approved by the office of Licensing and Trademarks. Abuse of this policy (e.g., poor representation of Tarleton State University, and/or failure to follow branding guidelines and policy in obtaining permission to use university marks) could result in disciplinary action and removal of “Tarleton” or “Texan(s)” from club name.
Student Organization Logos & Visual Identity
Student organizations are encouraged to create their own unique logo and design to brand their organization. Logo options are outlined below.
- Option 1: Create an original student organization logo;
- Option 2: Create a student organization logo with the main university mark;
Option 1: Create an original student organization logo
Purple and white are encouraged but not required; Texan imagery and Texan Rider imagery should be approved by Student Engagement and Success Marketing, the Assistant Director of Student Connections and Risk Management; The words “Tarleton,” “Tarleton State,” or “Tarleton State University” are allowed if coming at the end of the club’s name; and all logos must be approved by the manager of licensing and trademarks, the Assistant Director of Student Organizations and Risk Management, and the organization’s advisor prior to use.
Exception: Student organizations must use the main university mark on all official apparel worn during competitions on behalf of the university. For example, the Meat Judging Team must use the main university mark with Meat Judging Team underneath on all official apparel worn during judging competitions.
Option 2: Create a student organization logo with the main university mark
Student organizations who choose to use the main university mark will need to follow the guidelines listed below when using the mark:
- Must be an officially registered student organization in order to use the main university mark.
- Must adhere to University Guidelines for logo use.
- When using the mark, please maintain a border or clear space around the perimeter of the mark. No other graphic elements shall enter the clear space around the logo. The mark cannot be stretched or altered in any way.
- The university mark should not be placed over photography or a patterned background that will interfere with readability of the mark.
Logo and Wording FAQs
When, and in what format, can student organizations use the following logos and words?
Words (Any Font)
| Trademarks | Marketing or Websites | Club Logo | T-shirts/Merchandise |
| Tarleton State University | Yes | Yes | Yes |
| Tarleton State | Yes | No | Yes |
| Tarleton | No | Yes | Yes |
| Tarleton Texans | Yes | Yes | Yes |
| Texans | No | Yes | No |
| TSU | No | No | No |
University Marks/Logos
| Trademarks | Marketing or Websites | Club Logo | T-shirts/Merchandise |
| Vintage or Old University Marks | No | No | No |
| University Signature Mark | Yes, with permission from Marketing & Communications | No | Yes, with prior permission from Marketing & Communications |
| University Mark | Yes | Yes | Yes |
Events
All RSO Events are Required to be submitted for review in TexanSync at least five (5) business days before the event. This includes events that require use of University Spaces or held off campus at other venues.
An organized event is defined as an event if it meets any of the following qualifications:
- The event relates to the student organization;
- The attendance will consist of the student organization members and/or utilization of
organization;
- Advertisements indicate it is an organization sponsored event;
- The public perceives the event to be associated with your organization.
Prior to hosting events, individuals within the organizations should develop an event plan and review it with the organization’s advisor. An organization hosting an event meeting one or more of the event review criteria must schedule a meeting with a professional staff member from the office of Student Involvement no less than 5 business days prior to the event. The purpose of the review is to audit risks associated with the event.
Event Review Criteria
- Requires a contract with a third-party vendor;
- Alcohol will be served (If yes, also see the Social Host Policy event check list);
- Additional insurance required;
- Fundraiser that will potentially generate $1,000+;
- Open to the public
- Events with Animals
- Requires Liability Waivers
Restricted Activities
A restricted activities period is enforced each long semester, beginning prior to the start of final examinations and continuing through the last day of final examinations. During the restricted activities period, no examinations may be administered other than finals, no major assignments may be due, and no student events may be scheduled through the University.
TexanSync Event Requests
- Log into https://texansync.tarleton.edu/ (Needed credentials: NTNET an Password);
- Select Organization Page bubble on left hand side;
- Then select manage home;
- After select create event;
- Create title for even and complete necessary detail fields;
- Please be detailed in descriptions and explanations
If you are unable to access your organization page or the events section of the page, please contact the office of Student Involvement at (254) 958-9490 or email invovlement@tarleton.edu.
Room Use Policy
Restore all rooms to original condition prior to leaving the building.
- This means the white boards need to be cleaned.
- Remove any personal items.
- Chairs and Tables returned to original state
Trash must be collected and disposed of in designated area after meeting/event
- The organization may use one of the trash bags in the room, but cannot leave any trash in your meeting space.
- Once all the trash is collected, please take the trash to the receptacles outside of the building.
Restrooms need to be left in good condition.
Registered Student Organizations should log out of all computers, sound, and projectors need to be turned off, and the screen needs to be put up.
Student should adhere to the Smoking and Tobacco Use Policy 34.05.99.T1.
Fundraising
Raffles
According to state law, raffle means the awarding of one or more prizes by chance at a single occasion amount a single pool or group of persons who have paid or promised an item of value for a ticket that represents a chance to win a prize.
Texas Law (Occupation Code, Title 13. Sports, Amusements, and Entertainment; Subtitle A. Gaming, Chapter 2002. Charitable Raffles; Subchapter A. General Provisions) allows only certain charitable and nonprofit organizations to conduct raffles to support their charitable causes. Only the following entities which meet certain qualifications are permitted to hold raffles:
- Religious societies (this doesn’t include religious student organizations);
- Volunteer emergency medical service providers;
- Volunteer fire departments;
- Qualified nonprofit organizations in existence for three preceding years (student organizations are not a qualified nonprofit like a 501(c) 3).
Please reference the Texas Attorney General website for any questions concerning requirements to conduct an authorized raffle.
Bingo
Texas Law (Occupation Code, Title 13. Sports, Amusements, and Entertainment; Subtitle A. Gaming, Chapter 2001. Bingo; Subchapter A. General Provisions) allows only certain charitable and nonprofit organizations to conduct bingo games to support their charitable causes. Only the following entities which meet the certain qualifications are permitted to hold bingo events:
- Religious societies (this doesn’t include religious student organizations);
- Volunteer emergency medical service providers;
- Volunteer fire departments;
- Qualified nonprofit organizations in existence for three preceding years (student organizations are not a qualified nonprofit like a 501(c) 3).
Please reference the Texas Lottery Commission website for any questions concerning the requirements to conduct an authorized Bingo event.
For other fundraising opportunities, please contact the office of Student Involvement.
Policies
SAP No. 09.01.02.T0.01 Animals On Campus
- Campus Sponsored events shouldn’t have animals present, unless they are service animals
SAP No. 08.99.99T1 Expressive Activity on Campus
- Review how to promote your organization on campus.
Publicity and Socialization Policy
- These guidelines provide for the use of university space or property to advertise, promote, distribute, or sell any goods, services, activities, programs, or printed materials. These guidelines apply to any individual, organization, group, or administrative department who wishes to solicit and/or post or distribute printed materials.
Off-Campus Speakers
All student organizations should identify any off-campus speakers (speakers from outside the University community) when requesting events in TexanSync.
Political Campaign Events
As a state institution of higher education, Tarleton State University is required to remain neutral in partisan political activities. Individual faculty, staff, and students enjoy all constitutional rights and privileges concerning freedom of speech and participation in political events. Such events, however, on the Tarleton campus are subject to reasonable time, place and safety restrictions.
Use of Facilities
- Any individual, university organization, or political party desiring to use Tarleton facilities for campaign or related political events must make a formal request to the Office of the President or designee. The use of Tarleton facilities may require a rental fee.
- Applications for use of facilities under this rule by student, faculty, or staff organizations that have been officially recognized and/or approved by Tarleton State University will be processed as specified in SAP No.99.99.T0.03: Event Space and Facilities Use Guidelines. These groups are eligible to request the use of facilities.
Should Tarleton property or facilities be approved for use by political candidates or parties, a sign with the words that follow must be displayed near the event:
- “By policy, Tarleton State University is required to remain neutral in political activities. The use of Tarleton facilities and property by candidates and political organizations does not imply or indicate support for any candidate or political party.”
Alcohol
Tarleton State University recognizes that high risk or dangerous alcohol consumption, and associated conduct, undermine the intellectual climate of the university. Moreover, high risk or dangerous alcohol use inhibits the opportunity for maximum intellectual development, respect for the rights of others, and a sense of community and citizenship. Therefore, student organizations must select the check box in the Event Submission Process if alcohol will be present to be reviewed in the reviewal process.
Student Organization Event Policy
It is the expectation of Tarleton State University that all student organizations will conduct all events, meetings, and interactions in alignment with the university’s mission and goals and (sponsored, authorized, sanctioned, and/or financed) reviewed by the group’s advisor. Depending on the magnitude of the event, additional reviews may be required. The student organization is responsible for assuring that alcohol consumption does not detrimentally affect the health and well-being of those directly or indirectly involved in the event.
Any activity or event sponsored or endorsed by a student organization, regardless of location, must comply with the following:
- Texas A&M System, Tarleton State University, and any organization national affiliation policies/rules when applicable. No person under the legal drinking age may possess, consume, provide, or be provided alcoholic beverages.
- Alcoholic beverages must be:
- Provided and sold on a per-drink basis by a licensed and insured thirdparty vendor (e.g., restaurant, bar, caterer, etc.); or
- Brought by individual members and guests through a “bring your own beverage” (“BYOB”) system. The presence of alcohol products above 15% alcohol by volume (“ABV”) is prohibited at any organization’s event, except when served by a licensed and insured third-party vendor.
- The use and/or dispensing of alcohol from sources of bulk quantities (i.e. kegs), which are not being served by a licensed and insured third party vendor, are prohibited.
- Alcoholic beverages must not be purchased with organizational funds or funds pooled by members or guests (e.g., admission fees, cover fees, collecting funds through digital apps, etc.).
- An organization must not co-host or co-sponsor, or in any way participate in, an activity or event with another group or entity that purchases or provides alcohol.
- An organization must not co-host or co-sponsor an event with a bar, event promoter or alcohol distributor.
- Any student organizational event or activity related to the new member joining process (e.g., recruitment, intake, rush, etc.) must be substance-free. No alcohol or drugs may be present if the event, activity, ritual, or ceremony is related to new member activities, meetings, or initiation into an organization, including but not limited to “bid night,” “big/little” events or activities or “family” events or activities.
- The organization, members or guests must not permit, encourage, coerce, glorify or participate in any activities involving the rapid consumption of alcohol, such as drinking games.
- University Advertisement Rules Regarding Student Organization-Sponsored Events with Alcoholic Beverages must be consistent with the educational philosophy of Tarleton and follow the Publicity and Solicitation Policy:
- Promotion/Marketing is not permitted to advertise or promote the use of alcohol, tobacco, firearms, or illegal substances. (This includes images, drink specials, liquor/beer logos, etc.).
- Advertisement for such events may not be publicly posted outside of the university community
- The messages conveyed in the promotion of any event must not encourage any form of misuse of alcohol.
- The message may not promote discriminatory, subversive, or unlawful behavior
- Publicity must not convey that consumption of alcohol is the purpose or reason for the event.
- Promotion must not refer to the amount/quantity of alcohol.
- Advertisements for events must not portray drinking as a solution to personal or academic problems nor as necessary to social, sexual, or academic success.
- Alcoholic beverages must not be provided as awards, door prizes, or giveaways to individuals, or campus organizations.
- Publicity must include the individual or organization name, date of event, and contact information.
- Promotions must be reviewed and approved by Student Affairs Marketing & Communications prior to display or distribution. Additional approvals may be required.
- Non-alcoholic beverages must be available at the same place as the alcoholic beverages. Food and non-alcoholic beverages must be featured as prominently as the alcoholic beverages.
- Sober Monitor Guideline: At a minimum per 50 people estimated to attend, two members from each sponsoring organization must be sober monitors and must complete the Social Host Responsibility Training session coordinated by the Lance Zimmerman Department of Campus Life & Family Engagement along with personnel in Student Counseling Services. For every additional 25 attendees, one additional sober monitor from each sponsoring organization is expected.
- Sober monitors shall refrain from the consumption of alcohol until the completion of all duties as set out in the below subsection (iv).
- At least half (50%) of the sober monitors from each sponsoring organization must be in an officer/executive position or have been a member for over one academic year.
- At least one sober monitor from each sponsoring organization must be at or above the minimum legal drinking age.
- The Sober Monitor’s duties shall be:
- To be present at all times during which alcoholic beverages are served or consumed;
- To provide a safe social environment by following risk management policy;
- To notify hired security (if applicable) if they see a situation that equires attention; and notify organization advisor for any and all alcohol related incidents followed by UPD for emergencies and subsequently the Lance Zimmerman Department of Campus Life and Family Engagement.
- To check identification cards and guestlist upon entry to the event and use some identifiable system for members and guests who are over the legal drinking age (i.e., 21 + years old).
Food Distribution
Student Organization events should note if food will be served on the event request form. The request will be reviewed by Risk Management and/or the Office of Student Involvement in the reviewal process.
External Food Vendor Protocol
Requests to bring external food vendors to campus requires the approval from the office of Student Involvement:
- The organization must file for review of the proposed event via Texan Sync at least 10 business days prior to the event.
- The event must be sponsored by an RSO or University Department
- The requestor must provide the following information
- Event description (stand alone or in conjunction with larger event)
- Date(s) of event
- Requested location
- Times
- Type of food to be provided (food cannot be sold)
- The office of Student Involvement will notify the University’s Food Service Provider that the request has been made.
- The Food Service Provider has the right of first refusal. (An allotment of three (3) business days shall be allowed for response from vendor.)
- If the Food Service Provider approves the external vendor, the office of Student Involvement will confirm:
- That the event location and times as approved by the Food Service Provider;
- The vendor meets all licensing and insurance requirements prescribed by the Office of Risk Management; and
- That the vendor adheres to all food safety procedures established by the Office of Risk Management.
External Food Vendor Restrictions
- No operation on campus between 7am-1pm Monday-Thursday;
- No operation near the Thompson Student Center 7 AM-8 PM Monday-Saturday (Special permission can be requested for street dances or other events that start prior to 7 PM);
- No operation near the dining hall 7 AM-8 PM Monday-Friday or 10 AM-6 PM on weekends;
- The event must be a closed event (not open to the public); and
- In the event of inclement weather, food vendors will NOT be allowed to relocate into facilities where there would be direct competition with the current food service provider unless permission was obtained prior to booking the external food vendor.
NFPA-1 Section 50.7 Requirements for Food Trucks
Vehicle Safety: Wheel chocks must be used to prevent mobile and temporary cooking units from moving.
Separation: Mobile or temporary cooking operations are required to be separated from buildings or structures, combustible materials, vehicles, and other cooking operations by a minimum of 10 feet.
Tent: Mobile or temporary cooking cannot not take place within tents occupied by the public.
Seating: Seating for the public shall not be located within any mobile or temporary cooking vehicle.
Fire Department Access: Mobile or temporary cooking operations cannot block fire department access roads, fire lanes, fire hydrants, or other fire protection devices and equipment.
Fryers: All fat fryers shall have a lid over the oil vat that can be secured to prevent the spillage of cooking oil during transit. This lid shall be secured at all times when the vehicle is in motion.
Fire Safety
Open Flame
- A fire extinguisher of at least a 3A:40B rating is required on site for events using an open flame or grill on campus. a fire extinguisher is required.
- No open flames and outdoor grills shall be located within 25 feet of a structure or combustible material.
- Open flames and outdoor grills shall be constantly attended by a competent person until the fire is completely extinguished. Tarleton State University provides loaner fire extinguishers for events if needed.
- Tarleton State University shall have the authority to prohibit any or all open flames, candles, cooking fires or other sources of ignition or establish regulations on use where circumstances make such conditions hazardous.
Fire Extinguishers
- Most fire extinguishers provide operating instructions on their label; however, the time to learn about fire extinguishers is not during a fire. Registered Student Organization representatives must know how to operate a fire extinguisher.
NOTE:
Portable fire extinguishers are located throughout all university facilities. They are mounted in readily accessible locations such as hallways, near exit doors, and areas containing fire hazards. When using a fire extinguisher to fight or control a fire, aim the spray nozzle at the base of the fire. Because most extinguishers only work for a short time, employ a sweeping motion and work quickly to control the fire.
IMPORTANT:
Do not attempt to fight a fire unless it is small and controllable. Use good judgment to determine your capability to fight a fire. When fighting a fire, always maintain an escape route. Never allow a fire to block your egress.
Travel
Student Travel
Tarleton State University (Tarleton or university) travel involving students participating in a university sanctioned activity or event that is located more than 25 miles from the originating campus location, center, institute, or facility (student travel) requires all travelers to follow all established laws and system and university policies, regulations, rules and procedures when the travel is:
- Funded by the university; or
- In a university-owned, leased or rented vehicle; or
- Organized and/or sponsored by a Tarleton student organization; or
- Organized and/or sponsored by a university employee and/or under the scope, direction, or election of a college, department, university office, learning community, study abroad program, etc.
In addition to applicable international, federal and/or state laws and using sound judgment when traveling, student travel participants must follow all provisions of system policies and regulations and provisions outlined in Tarleton Rule 13.04.99.T1 Student Travel, Tarleton’s Student Travel Page, Tarleton’s Foreign Travel Procedure and Study Abroad webpage.
Travel Registration
Prior to Trip
- Develop a detailed itinerary. Information needed:
- Purpose and destination
- Date and time for departure and arrival
- Primary route with alternate in case of unforeseen circumstances
- Planned stops (if any)
- Designated driver(s) – verify drivers have current license, registration, and insurance
- Establish seating assignments within identified vehicles
- If traveling by means other than vehicle, have flight number or other identification number
- Hotel contact information and address
- Trip coordinator name, email, work and cell phone numbers
- Traveler name(s), UIN, emergency contact information
- Tarleton release form (waiver, identification, and medical treatment authorization form) for each participant. Take a copy on the trip and leave provide a copy in the sponsoring department and to organization advisor.
Examples of Trips to Register:
- Class field trip or service-learning project;
- Trip associated with an academic course;
- Recognized student organization activities such as socials, service, and conferences
- Trip associated with your membership in a student organization;
- Individual Student Travel;
- Trip associated with an internship, student teaching, research and conferences beyond academic course requirements;
- Other university-affiliated group;
- University travel that falls outside the above categories
Travel Safety
Safety Requirements
Drivers and passengers must act responsibly and use sound judgment when traveling. Further, drivers must:
- Obey all traffic laws and regulations, including posted speed limits;
- Not drive under the influence of alcohol or illegal drugs or transport or possess alcoholic beverages, illegal drugs, unauthorized firearms, or other types of weapons;
- Wear seat belts at all times. The number of occupants in the vehicle must not exceed the number of seat belts (may not be applicable in some foreign destinations);
- Not exceed the vehicle manufacturer’s recommended load capacity (see owner operating manual for specific instructions);
- Avoid horseplay, racing, or other distracting or aggressive behavior
Safety Recommendations
Drivers are encouraged to follow the safe driving practices provided below:
- Begin the trip well rested;
- Notify a designated contact person upon departure and arrival;
- Avoid driving when conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Be prepared to stop the trip and check into a motel when fatigue or travel conditions warrant;
- Plan routes in advance, and carpool and caravan when possible;
- Divide the trip into segments, stopping for rest proactively;
- Carry at least one cellular telephone or other two-way communication devices in each vehicle for emergency purposes. Driver should not use a cell phone while driving;
- Establish a reasonable departure and arrival time to and from the activity or event;
- Avoid driving between midnight and 6 am;
- Whenever possible, on extended trips using university owned or leased vehicles, have at least one other approved university driver in the vehicle. It is recommended that drivers rotate every two hours. A passenger or second driver should ride in the front passenger seat and remain awake at all times to help the driver maintain alertness;
- Carry a flashlight, medical supply kit, and approved fire extinguisher;
- Avoid taking medication prior to driving, especially if the label warns against operating a vehicle while taking the medication.
Risk Management
Education
Mandatory risk management education is required as part of an organization’s recognized status. President, Vice President and/or Risk Management Chair and Advisor will receive training through the Lance Zimmerman Department of Campus Life & Family Engagement or their supervisory department. Identified officers will present the training to all members of the organization and provide report of attendance sheet by identified deadline to their supervisory department. Failure to meet the deadline of completion of Risk Management Training will result in suspension of student organization for the remainder of the semester until training requirements are met in the following semester.
Additional training may be offered throughout the year and will be announced through council meetings, TexanSync alerts, or Student Organization Newsletters. Tarleton Student University reserves the right to make additional training mandatory, especially if a significant change in law, state requirements, university rules, or policies takes place or such a meeting is deemed necessary. Failure to complete required trainings and/or present information to entire organization membership.
Organizations that are planning large-scale events or those where additional risks may be present are strongly encouraged to meet with their advisor and the Lance Zimmerman Department of Campus Life & Family Engagement or Campus Recreation to review potential risks and to develop a plan of action to address those risks. 30 days before events.
Risk Management Plan
While student organizations are advised to plan activities and events in such a way as to mitigate risks, it is important to proactively plan how to respond to a crisis should one occur. Intentional development of a risk management plan, prior to an event or activity, will empower the organization to effectively respond. Educating members prior to a crisis is crucial. All organization members must know who is in charge and must be prepared to follow the plan.
General Risk Management Plan
- Asses the possible risks related to your organization and/or event: Student organizations must consider risks in the following five categories:
- Physical risks – these involve harm or injuries to the physical body
- Reputation risks – these apply to the reputation of the individual officers and members present, the reputation of the student organization, and the reputation of the university as a whole;
- Emotional risks – these pertain to the thoughts and feelings of the organization’s members, participants or attendees, and any other constituents of the event or activity;
- Financial risks – these involve both the budget for the specific event and the overall financial health of the student organization;
- Facilities risks – these include both the safety of the facilities used for your members/participants and the maintenance of the facilities used by your members/participants.
- Develop a crisis response strategy based on the risks already identified for the organization’s event, prior to the event or program.
- Create a step-by-step process for what to do in case of each risk.
- Designate organizational officers and crisis team who can take charge if a crisis does occur.
- Review your risk management plan on a regular basis and update the plan as needed.
- Inform and/or educate organizational members of your risk management plan at least once per semester.
Discrimination
Tarleton State University in accordance with applicable federal and state law, prohibits discrimination, on the basis of race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity or any other classification protected by federal, state or local law. No individual will, on the basis of race, color, sex, religion, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other classification protected by federal, state or local law be excluded from participation in, or be denied the benefit of or be subjected to discrimination under any University program or activity.
Hazing
Tarleton State University is a community committed to the pursuit of our Texan Core Values of Integrity, Excellence, and Respect. Hazing is a violation of each of these values, as well as a violation of the Tarleton State University Student Code of Conduct, student organization policies, and Texas State law. As a part of its efforts to end hazing in our community, and in accordance with requirements of the Texas Education Code §51.936(c), Tarleton State University is hereby distributing a summary of the provisions of Chapter 37, Subchapter F (§§ 37.151-157) of the Texas Education Code, which prohibits hazing in Texas public or private high schools. Texas Education Code §51.936 applies the Chapter 37, Subchapter F prohibition on hazing to institutions of higher education.
Disciplined Organizations
Texas Education Code §51.936(c) also requires the distribution of a copy of, or an electronic link to, a report on hazing committed on or off campus by any organization recognized by the university. This report, which includes information regarding each university disciplinary action or court conviction against an organization within the past three years, may be found under the Dean of Students Hazing Resources.
Summary of Chapter 37, Subchapter F
Hazing is a criminal violation under Texas law. The Texas Education Code defines hazing as “any intentional, knowing, 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 an organization.” The statute contains a list of conduct which constitutes hazing, and also specifies that it is not a defense to prosecution that the person hazed consented to the hazing activity.
A person may be found guilty of criminal conduct for engaging in hazing, encouraging, directing, aiding in, or permitting hazing, or having knowledge of the planning of or occurrence of hazing incidents and failing to report in writing their knowledge to the Dean of Students. Both failing to report hazing and hazing that does not result in serious bodily injury are Class B misdemeanors. Hazing that results in serious bodily injury is a Class A misdemeanor, while hazing resulting in a death is a state jail felony.
An organization may be found guilty of a hazing offense if the organization condones or encourages hazing, or if an officer or any combination of members, pledges, or alumni commits or assists in the commission of hazing. Organizations may be fined $5,000 to $10,000 or, for incidents causing personal injury, property damage, or other loss, up to an amount double the loss or expenses incurred because of the hazing incident.
Any person reporting a specific hazing incident to the Dean of Students or other appropriate university official is immune from civil and criminal liability if the person reports the incident before being contacted by the university concerning the incident and cooperates in good faith throughout the university’s process regarding the incident. A person is not immune under the law if the person reports their own act of hazing, or reports an incident of hazing in bad faith or with malice. Texas state law does not limit or affect the university’s right to enforce its own penalties against hazing.
Hazing Resources
For information about hazing awareness, prevention, and campus resources, please visit the Dean of Students Hazing Resources.
Report Hazing
To report suspected incidents of hazing, please submit using the online confidential Incident Reporting Form.
Reports of hazing can also be made by contacting:
Dean of Students Administrative Office: (254) 958-9080
University Police: (254) 968-9901
Organization Hazing Offense
An organization commits an offense if the organization condones or encourages hazing or if an officer or any combination of member, potential new member, or alumni of the organization commits or assists in the commission of hazing.
According to state law, an offense under this section is punishable by:
- A fine of not less than $5,000 nor more than $10,000; or
- If the court finds that the offense causes personal injury, property damage, or other loss, a fine of not less than $5,000 nor more than double the amount lost or expenses incurred because of the injury, damage, or loss.
For additional information, please reference the Texas Education Code Sec 37.152 concerning personal hazing and Code Sec 37.153 concerning organization hazing.
Title IX
By federal law, resources are available for both the victim and the suspect of sexual violence, sexual harassment, dating violence, domestic violence and/or stalking from many offices across campus.
How to Report Title IX
If you believe that you or someone else has been subjected to sexual harassment by a university faculty or staff member, student, or Tarleton State University visitor or any other form of discrimination under Title IX, you may report such misconduct or file a formal complaint with the Title IX Coordinator or the official contact for each situation.
Campus Survivor Advocate
An important resource is the Campus Survivor Advocate. The availability of an advocate allows survivors to seek confidential support if they have been harmed. The advocate can make changes in housing or classes, assist students with seeking accommodations including academic extensions or grades of incomplete, if necessary, help students understand formal reporting options (Title IX and law enforcement) and support students through those processes if a student chooses to engage in them. The Campus Survivor Advocate may be contacted at (254) 968-9044.
Tarleton State University Definition of Consent
Consent is clear, voluntary, positive, and ongoing agreement to engage in a specific sexual act. Persons need not verbalize their consent to engage in a sexual act for there to be permission. Permission to engage in a sexual act may be indicated through physical actions rather than words. A person who was asleep or mentally or physically incapacitated, either through the effect of drugs or alcohol or for any other reason, or whose agreement was made under duress or by threat, coercion, or force, cannot give consent. Incapacitation means the physical and/or mental inability to make informed, rational judgments. States of incapacitation include, but are not limited to, sleep, unconsciousness, and brownouts and blackouts (where an individual is awake but is not forming memories). Where alcohol or other drugs are involved, incapacitation is defined with respect to how the substance consumed impacts a person’s decision making capacity, awareness of consequences, and ability to make fully informed judgments.
Inquiries or complaints about discrimination may also be directed to the United States Equal Employment Opportunity Commission (EEOC) at (869) 669-4000 or the United States Department of Education Office of Civil Rights at (214) 661-9600.
To file a compliant please visit the Tarleton Title IX page.
Title IX Coordinator and Civil Rights
Department of Compliance and Strategic Initiatives
RSO Conduct Review Process
Recognized student organizations have a responsibility to abide by all conditions of these rules and the university’s Student Conduct Code. Actions of all recognized student organizations are subject to review by the Dean of Students or his/her designate. Failure to comply with the rules and/or University Student Conduct Code may lead to the revocation of recognition privileges, probation, suspension, expulsion or any lesser sanction.
Contact Info
For more information, call the Lance Zimmerman Department of Campus Life & Family Engagement at (254) 968-9490.