Events and Policies
This policy includes any event, meeting or activity that an organization may schedule (professional, social, fundraising, or philanthropic) held either on-campus or off-campus or virtually. University policy requires student organizations to complete and submit the Event Registration Form through JagSync for approval of the event.
- Definition of a university-sponsored event:
- Any event on campus sponsored by a recognized student organization.
- Any student event off campus funded by university monies or sponsored by a recognized student organization.
- University approval may be provided only for events sponsored by recognized student organizations and must be scheduled in accordance with paragraph D of this section. It is the policy of the university to permit the expression of a full range of ideas as long as there is no violation of federal, state, and local laws or university policies and regulations.
- Student organizations officers and members are responsible for observing all federal, state, and local laws and university policies and regulations. The university assumes no liability for individual actions that occur during an event sponsored by a recognized student organization.
- Events, including scheduled student organization meetings, must be approved by Student Involvement through the submission of Event Registration on JagSync.
- Requests by student organizations for the use of university facilities must be filled through the University Calendar or proper outlet. Please see Section 9 of the Student Organization Handbook for more detailed information.
- Scheduled upcoming events will be made public to the university and Victoria community via the University Calendar.
Paragraph D, including regularly scheduled meetings, must be submitted through the Event Request Form. There are several reasons for this requirement: (a) students routinely ask about organizations’ regular meetings - if a request has not been filed, it is extremely difficult to track those meetings and relay meeting information to interested students; (b) above requires Student Involvement to publicize organizations’ events, which is difficult to do if forms have not been filed; (c) the total activities of student organizations, particularly of events which might be eligible for SGA funding, are taken into consideration when requesting SGA funds; and (d) organizations that are actively meeting and hosting a variety of events are eligible for various awards at the Student Organization and Leadership Banquet.
EXAMPLES of typical student organization events:
- Speakers (including UHV faculty and staff)
- Entertainers (band, dance group, disc jockey, etc.)
- Workshops and seminars
- Meetings
- Socials and recruiting activities
- Field trips
- Fundraising activities
- Travel to a conference
All these events require an Event Request Form to be completed.
Speakers/Performers/Workshops
University departments, academic programs, and recognized student organizations may invite a speaker to presents on any subject to students, faculty, staff and the public, provided that:
- An Event Registration form has been completed and approved on JagSync.
- Proper arrangements for facilities and supervisory personnel have been made.
This category of events includes workshops and seminars to which a single speaker or a panel of speakers may be invited. This category also includes performers such as musicians, dancers, bands, and disc jockeys. This category applies whether the event is held on or off-campus.
Contracts are required for all speakers or performers requesting a fee and student organizations are planning to use university funds. Student organizations must consult with Student Involvement staff regarding contracting with speakers and performers, at least four weeks in advance.
Socials and Recruiting Activities
This category includes any event for the purpose of socializing with current or prospective members or for recruiting prospective members, whether held on or off-campus. Examples include parties, banquets, picnics, potluck dinners, concerts, trips to a sports program or movie, coffee and cookies at an information table on campus to attract prospective members, etc.
Travel
Organization members may be invited to tour a facility or participate in a field study for certain academic disciplines. In addition, students who are meeting in one central location to travel together for this type of event must sign a Release and Indemnification Agreement Form (Travel Waiver Form) before departure. Forms can be picked up from Student Involvement or on the UH Legal Affairs website.
Fundraising Events
Fundraising events, whether conducted on or off-campus, must be approved by Student Involvement. Examples include, but are not limited to, the following:
- Bake sales (must complete a UHV Temporary Food Dealer's Permit/Request Form)
- Item sales
- Contests
- Ticket sales for organization events
Raffles
In accordance with the Texas State Legislature (Article 179f, title 6, sections 2-6, of the 71st Legislature, effective January 1, 1990), UHV student organizations do not meet the criteria to conduct raffles, as defined by the State of Texas.
Events that Require a Contract
Consult in advance with Student Involvement staff regarding contracting with speakers or performers. Contracts are required for all services and/or fees using university funds. Student organizations do not have authority to enter into contract for services without prior approval from Student Involvement. Contracts must be prepared by Student Involvement staff, based on information you and the speaker or performer must provide. If an organization enters into a contractual agreement, with or without consulting Student Involvement, they are responsible for the services and remitting payment in a timely fashion.
In accordance with UHV policies, contracts must be completed and processed for approval at least four weeks prior to the speaker or performer’s appearance. Therefore, it is imperative that you pay attention to the request for contract information and submit it in a timely manner to the Student Involvement staff member who must complete the contract. Contract information received after the established deadline will not be processed and the speaker or performer will not be paid.
Hazing Statute
Hazing is any intentional or reckless act by one person alone or acting with others that endangers the mental or physical health of a student. Hazing may occur on or off campus and often takes place in connection with obtaining membership in or holding office in a student organization. “Student” includes all persons presently enrolled, accepted for admission, and those intending to enroll after a period of vacation.
A person commits the offense of hazing if the person engages in hazing, solicits, encourages, aids or attempts to aid another in hazing, knowingly permits hazing to occur, or has firsthand knowledge that a specific hazing incident has occurred or may occur and fails to report the act to the proper authority.
A student organization which knowingly engages in or encourages hazing may also be charged with the offense of hazing.
This offense is punishable by a fine and/or confinement in jail. Furthermore, all acts of Hazing are a violation of the Student Code of Conduct and will be addressed accordingly. It is not a defense to a charge of hazing that the person at whom the act was directed consented to or acquiesced in the hazing activity.
If you have knowledge that a person or organization is planning or has committed an act of hazing, you must report the information to the Director of Student Involvement or the Vice President of Student Affairs. The full text of the act is published in the Texas School Law Bulletin 4.51 (Texas Education Agency, 1990).