Policies & Procedures

Student Organziation Operating Procedures

The College recognizes:

1. The importance of organized student activities as an integral part of the total educational program of the college.

2. College learning experiences are enriched by student organizational activity.

3. Organizations provide a framework for students to develop their own special talents and interests.

4. The purposes and activities of organized student should be consistent with the main objectives and formal organization of the college.

5. All student organizations must comply with the procedures and policies regarding recognition and operation as set forth by this document.

1. To assist students with like interests and talents to become better acquainted.

2. To provide an opportunity to extend classroom experiences into the academic life of the campus.

3. To develop social interaction among students.

4. To assist students in developing leadership qualities.

5. To provide profitable use of leisure time.

"Advisor" or "sponsor" means a full-time member of the faculty or administrative staff who counsels the members and guides activities of an organization sponsorship and implies the willingness to support the aims of the organization.

1. "Class day" means any day during which classes or examinations are regularly scheduled.

2. "Director" means the Dean of Student Development, his/her delegate or representative;

General policies concerning student activities have been promulgated for the purpose of providing uniformity and consistency in making decisions affecting students at Lone Star College–Montgomery. The director is the administrative officer responsible for the development and administration of the policies relating to students in the areas assigned to him/her.
Students are expected to recognize constituted authority and to recognize the rights and privacy of others. Disorderly conduct including damaging of public property and disobeying college officials subjects the individual or organization to disciplinary actions.

Any individual student, group of students, or student organization may petition the Board of Trustees on any matter relating to the policies and regulation set forth in this document through the Dean of Student Development.

Registration procedures as specified in the following section are to be followed by any group of students eligible to propose a new student organization.

A proposed constitution must be submitted to the Student Development Office for review by the Student Activities Director not later than 30 days after the date the application is submitted, unless waived.

Upon fulfillment of procedural requirements and upon approval of its constitution by the Dean of Student Development, the organization will be officially registered to function on the campus of Lone Star College–Montgomery. The constitution will be kept on file in the Office of Student Development.

Individuals or groups who wish to organize a new club or organization (or reactivate one) shall make application to the Dean of Student Development. The application requires the group to secure an advisor or sponsor from the full-time faculty or administrative staff to submit a copy of the proposed constitution and to prepare a list of proposed activities and at least five members.

1. During the organizational period, activities will be limited to those necessary to organize and establish the group. This period may not exceed 45 days unless it is officially extended.

2. Approval of the organization shall be the responsibility of the Dean of Student Development. Upon receipt of the following forms, the Dean of Student Development will determine the status of the organization:

a. Completed application for Student Organization.
b. Submission of a copy of proposed constitution.
c. Naming of full-time Faculty Advisor or Administrative Advisor.

3. Recognition does not constitute endorsement of its program or purpose, but is a charter to exist on the college campus and may be withdrawn by the Dean of Student Development if the organization deviates from the basic objectives for student organizations.

4. No organization shall be registered at the college that:

• prohibits anyone from membership on the basis or race, color, creed, national origin, or religion;
• includes procedures inconsistent with the purposes and policies of the college;
• conceals any of its purposes or practices from its members or from the academic community or whose actions or activities are immoral to the educational purposes and value statements of the institution, or
  includes hazing, with or without the consent of the student, as a practice.

For the purpose of subsection (4) "hazing" is construed to involve dangerous, harmful, or degrading features, including "walks" or "paddling" (according to section 4.19, Texas Education Code).

General:

a. The program of student organizations will be governed by the following standard promulgated by the Southern Association of Colleges and Universities:

"…The extent to which student activities add to the educational efficiency of an institution or detract from it will determine their value. The entire program should be under faculty or administrative supervision. The participation at such activities should be based on the maintenance of satisfactory academic standards of work. The financial programs of all extra curricular activities should be audited, reported to students and faculty and be assured of careful management."

b. Organizations that become directly or indirectly afflicted with organizations on the United States Attorney General, a list of subversive or continuing registration, along with those organizations whose purposes, objectives, and activities violate or advocate the violation of federal and state laws.

a. A registered student organization may function as long as it complies with the following:

1. has college affiliated advisor or sponsor;
2. confines membership to students of the college, or staff, or both, and faculty members;
3. schedules all on-campus programs through the Dean of Student Development:
4. observes college regulations; and
5. communicate through its officers with the Dean of Student Development.

b. The Dean of Student Development may revoke registration or deny subsequent application to any student organization failing to comply with their own constitution, college regulation or both. The first year of an organization’s existence constitutes a probationary period. If at any time during the first year the organization does not maintain status as specified above, registration may be revoked following a formal hearing.

Lone Star College–Montgomery funding:

a. Organizations may request partial funding for programming which is for the student body in which admission is not charged. However, depending on the college’s budget, funds may or may not be available. To an extent that funds are available, a limit will be placed on the maximum allowed. This request must be in the annual organization budget or submitted as a mini-grant request by stated deadlines and approved by the Dean of Student Development.

b. The college does not assume responsibility for funding organizational expenses including honorariums, travel, registration fees, state or national dues, equipment, or materials for either students or faculty advisors. These expenses must be assumed by the individual organizations.

Fund Raising:

a. No organization or student group will be permitted to hold or sponsor any activity for the purpose of raising funds without administrative approval. Request for permission to sponsor such fund raising activities shall be submitted through the Dean of Student Development. Fundraising activities may be authorized under the conditions set out in this section.

b. The following commercial solicitations including the sale, contact of sale, disposition of or contract to dispose of any item of personal property, the inducement of any person or group. Organizations can not contract with any party with regard to any item of personal property, service or organizational offer. The solicitation of funds or personal property may be authorized upon obtaining prior approval from the Dean of Student Development:

1. commercial solicitations on the campus that have been approved by the Dean of Student Development subject to applicable Board of Trustees Rules and Regulations:
2. any commercial solicitation made pursuant to a contract or agreement between the college and the vendor;
3. any commercial solicitation necessary for the normal administration, operation, and maintenance of the college as an educational institution.

c. Non commercial solicitations may be permitted in accordance with the following stipulations:

1. approval may be granted for charity;
2. approval may be granted for public benevolent purposes:
3. approval may be granted subject to regulatory provisions of time, place, procedure, financial reporting, and accountability;
4. approval shall not be granted for the personal benefit of an individual, group or registered student organization; to pay for monetary indebtedness incurred by an individual group or registered student organization or to pay any fee, fine, or other charge arising from a violation of federal, state or local law; or
5. A registered student organization may solicit or raise funds from its own members for the benefit of the organization, provided such solicitation occurs at official meetings of the organization.

d. The Dean of Student Development may regulate the time place and manner of fundraising activities and may require financial reporting and accountability.

Safekeeping of Funds:

Funds for registered student organizations must be deposited in the Business Office of the college. Student organizations desiring to keep funds off campus must obtain administrative approval.

a. Financial commitments shall not be made by any student organization without written approval by the organization’s sponsor. The sponsor’s signature shall appear on all the organization’s requests.

b. When an organization becomes inactive, that organization’s account shall be closed. After two years, the defunct organization’s account will be placed in a loan fund or some other fund designated by the Director with the concurrence of the President. In certain cases, funds of organizations with national office. The organization may not open an off-campus account without permission from the Dean of Student Development. An agreement form concurring with the policy is part of the administrative processing required for student organizations to become officially registered.

The receipt of dues, fees, and other income or property by student organizations and any disbursements shall be under the supervision of the advisor or sponsor of the organization. These records will be subject to audit by officials of the college at any time.

Receipt books should be maintained by the organization maintaining accounts. All purchase orders, check request, and petty cash reimbursement forms must be signed by a student officer, a sponsor, and the Dean of Student Development.

Membership in student organizations shall be limited to currently enrolled Lone Star College–Montgomery students, staff, and faculty members.

Meetings and Assemblies:

In keeping with institutional purposes and policies as outlined in the Board of Trustees policies, conduct at all social functions, meetings and assemblies shall be orderly and shall not interfere with academic or administrative functions or activities.

a. All on-campus social functions, meetings, and assemblies must be registered in the Dean of Student Development office prior to the scheduling of any public announcement of the event.

b. Space assignments for meetings must be obtained from the Office of Instruction, or the Office of Student Development, depending on accommodations needed.

c. Sponsors must be notified well in advance of all meetings and social functions and are encouraged to attend such activities.

d. The organization is responsible for the conduct of its members and guests at its meetings, social functions, and assemblies. Only organization members invited guests may attend social functions of the organization, unless other personnel are authorized through the Office of Student Development.

e. Speakers from off campus may be obtained with the permission of sponsor/advisor and the Dean of Student Development. 

The selections of the advisors of sponsors will be left to the organizations, provided that the individual selected is a full-time college faculty or full-time professional staff member.

General Provisions
Philosophy and Limitations:

Freedom of inquiry and discussion are basic and essential to intellectual development. Students and registered student organizations have the right; therefore, to present speakers, to petition, to post signs, to setup booths or tables, and to demonstrate peacefully on campus, all in accordance with local, state, and national law and in accordance with applicable trustees’ rules and institutional regulations. Such activities shall not disrupt or disturb the regular academic and institutional program and shall not result in damage to or defacement of property.

a. The college reserves the right to establish reasonable, nondiscriminatory regulations concerning the time, place, and manner of speech, advocacy, and assembly. The director is the administrative officer primarily responsible for the development and administration of such policies.

b. It shall be made clear to the academic and to the larger community that in their public expressions and demonstrations, students and student organizations speak only for themselves, since the college does not endorse any statement or activity that does not represent official college student.

c. Section 5, article 8889-3A, Vernon’s Texas Civil Statues, is quoted as follows to serve as a regulatory statement to indicate that there is coupled with the right of freedom of speech and assembly the responsibility for each individual to support and defend the Constitution of the State of Texas and the United States. "It shall be unlawful for any person knowingly or willfully to …advocate, abet, advise, or teach by any means under such circumstances as to constitute a clear and present danger to the security of the United States, or of the State of Texas, or of any political subdivision of either of them.

d. Persons having no legitimate business on college property may be refused access to such property and persons who engage in discipline behavior may be ejected from the campus.

Recognized student organizations exist on the college campus on the assumption that their activities and programs contribute to the educational, civic, and social development of the students involved.

Specific Rights:

a. The right of using the name of the Lone Star College–Montgomery in all information, publicity, and references.

b. The right of using the services of the campus activities office, including the assistance in planning, carrying out and evaluating activities and programs, and assistance in making the organization more effective and efficient.

c. The right of using college rooms, buildings, and facilities, and using college equipment (subject to proper scheduling procedures, and prior needs of the college itself).

d. The right of using campus news and publicity media.

e. The right of inviting off-campus speakers and artists to appear for regularly scheduled meetings and assemblies. Meetings and speakers must be scheduled in accordance with proper procedures and the college speaker policy.

f. The right of distributing literature relating to the organization’s purpose and activities in those areas authorized by the distribution policies.

g. The right of holding profit-making activities and of soliciting for funds for organizational activities in accordance with college relations.

Specific Responsibilities:

a. The responsibility to manage itself and carry out its activities within its own constitution, all local, state, and federal laws, and all college regulations and policies.

b. The responsibility to conducts it business and fiscal operations in accord with normal standards of good business management and practice including, but not limited to prompt discharge or all obligations