Benefits and Responsibilities
- Use of the University of Houston-Victoria name in all information, publicity, and references.
Use of the UHV logo is also permitted, but organization must have items using the logo reviewed by the Department of Student Life and the Marketing and Communications Department professional staff to ensure that the logo, which is copyrighted, is being used correctly.
- The services of the Department of Student Life, including assistance in planning, implementing and evaluating activities and programs, and assistance in making the organization more effective and efficient.
These services may include one-on-one advising, but the primary source of information and assistance is provided in the trainings hosted by the Department of Student Life throughout each semester. Organizations are strongly encouraged to participate in these trainings. In addition to gaining valuable information, officers have opportunities to network and interact with officers from other UHV student organizations. Included in these services is the use of the Department of Student Life office, The Den and mail services. See Section 1.5 of the Student Organization Handbook for more information.
- Access to campus facilities.
Student organizations are allowed to use designated university rooms, buildings, facilities, and supplies subject to proper scheduling procedures. Please refer to Section 2.3 in the Student Organization Handbook for more information.
- Use of campus news and publicity media.
Assistance through the Marketing and Communications Department is provided to organizations for the use of design services, campus news and publicity, but also includes assistance in publicizing events through off-campus news media. There is a fee associated with utilizing the Marketing and Communication Department for printed items. More information can be found in Section 2.4 of the Student Organization Handbook.
- Privilege to invite off-campus speakers and artists to appear for regular scheduled meetings and assemblies (subject to scheduling in accordance with the proper procedures).
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. University programming committees, academic program areas, and recognized student organizations may invite any speaker to speak on any subject to an audience of students, faculty, and staff to which the public is invited, provided that (a) proper event forms have been approved though Student Life (b) proper arrangements for facilities and supervisory personnel have been made aware. If choosing to invite an off-campus speaker or artist, please contact the Department of Student Life for the proper paperwork.
- Distribution of literature relating to the organization’s purpose and activities in those areas authorized by UHV posting policies.
There are limited places to post materials on campus. As such, it is important for officers to understand the posting policies and procedures. The university permits the posting and distribution of information for student organizations on campus. These are detailed in Section 2.4 of the Student Organization Handbook. Student organizations’ primary posting space are the assigned bulletin boards is in the front hallway of Jaguar Hall. Bulletin boards are assigned on a first come, first serve basis every year during the organization re-registration process.
- Sponsorship of profit-making activities and solicitation of funds for organizational activities in accordance with university policies and regulations.
There are restrictions on certain types of fundraising activities. Please refer to Section 1.3 and 2.1 of the Student Organization Handbook. In addition, there is protocol and procedures to follow for soliciting and reporting donations to the organization from individuals or companies. Please carefully review these policies before soliciting donations.
- Representation in the Student Government Association
The Student Government Association (SGA) is composed of a representative of all recognized UHV student organizations who choose to participate. SGA is a great place to network with other organizations and to share information and resources with one another.
- Petition to the Student Government Association for funding for program development purposes.
Student organizations can request funds from the SGA, which is derived from student services fees, to assist student organizations in hosting a variety of engaging and developmental programs. These funds are processed through the Student Organizations Funding Committee (SOFC). Section 2.5 of the Student Organization Handbook addresses funding details, including restrictions on use of the funds and procedures for requesting and the receiving of funds.
- To manage itself and carry out its activities stated within its own constitution. This includes abiding by all local, state, and federal laws, and university policies and regulations.
Organization officers will want to carefully review this Handbook to understand the university policies and procedures affecting student organizations. Policies are embedded in the procedures, so compliance with the standard operating procedures as described in this Handbook will ensure compliance with university policies. If there are specific state or federal laws affecting student organizations, those laws are noted in the appropriate sections. In addition, the officers will want to review the organization’s constitution at the beginning of each academic year. The constitution is treated as a “legal” document and will prevail in cases of disputes as to operational procedures. The constitution tells “who you are” and how you operate as an organization, so you want to be sure it accurately reflects the current officers’ and members’ needs and wishes.
- To conduct its activities and fiscal operations in accordance with standards of good business management practice.
Good business management practice includes a number of factors, including fiscal responsibility and financial management, effective planning and decision-making, ethical leadership, and much more. Membership in a student organization provides opportunities for officers and members to develop and build these skills.
- To be aware of the special role the organization holds as an integral part of the academic community of UHV and to act accordingly in the best interest of its members and the university, as well as the surrounding community.
The business and educational community sees each UHV student organization as a part of the university, whether the organization is soliciting corporate donations, purchasing supplies, recruiting speakers, attending a professional presentation off-campus, or enjoying an off-campus social event. Therefore, everything the organization does, positively and/or negatively, reflects on UHV. The organization will thus want to be professional and positive in all its’ dealings, off and on-campus, to protect its’ own name as well as the university’s name.
- To be aware of and to be in compliance with all organization information distributed through the student organizations mailboxes and officer emails.
The Department of Student Life staff distributes a great deal of official information through the organizations’ mailboxes and officer emails, especially throughout the fall and spring semesters. This might include event and recognition paperwork, informational flyers about upcoming events or opportunities, reminders of important events and deadlines, and information to share with organization members and classmates. The mailboxes are also a great way for organizations to communicate with one another. When organizations have scheduled speaker meetings or other events that may interest other student leaders, it is recommended that they distribute flyers in all the mailboxes and ask officers to share this info with their members.
- To deposit the organization’s funds into an account at a public banking facility.
Organization student officers must obtain an EIN number and open a bank account for all their banking needs. Two officers’ signatures are required on all checks for an organization and that records are kept for each transaction and semester. See Section 1.3 of the Student Organization Handbook for more detailed information.
NOTE: Organizations funded by university monies (including Student Government Association funding allocations or funding from any program or office within the university) may disburse such monies only in accordance with state and university regulations. Such monies may be disbursed via regular university purchasing procedures. These requirements in no way preclude the right of the organization to solicit funds or disburse monies that are not derived from the university, according to the organization’s bylaws.
The university assumes no liability for the financial transactions of a given student organization and strongly recommends that each organization establish whatever controls it deems necessary via the organization’s constitution and/or bylaws.
- To work cooperatively with the Department of Student Life staff in conducting organization operations and activities. An assigned Student Life staff member will serve in an administrative capacity to all recognized student organizations.
The professional staff are educated and trained in various aspects of organization operations, business management, organization development, leadership development, event planning, assessment, and many additional areas. One of the primary responsibilities of Student Life is to advise student organizations on these processes to ensure effectiveness and efficiency.
- To update any of the information supplied to the Department of Student Life within two calendar weeks of the change. This includes changes in the constitution, officers, membership requirements, and/or needs of the organization.
It is the responsibility of the student organization to notify the Department of Student Life of any changes in officers throughout the year, and especially at the beginning of each semester, to ensure that there is a current list of officers or contact persons who are authorized to speak/sign for the group, and who are to receive official notices or information from the university.
Important Notice: Student organizations that fail to maintain current files in the Department of Student Life jeopardize their status as a recognized UHV student organization.