Dec 19, 2024  
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Student Handbook

Registration of Student Organizations

Conditions for Registration

  1. Students wishing to register a new student organization with the Texas Tech University Health Sciences Center must first submit an Intent to Form Request found on HSC Net under the FORMS tab. The purpose and activities of the organization shall be lawful and not in conflict with the regulations published by the Office of Student Life. After submitted, the student will be contacted by a staff member of the Office of Student Life to schedule a training. Once the student has attended a training the student will be able to register the new organization on HSC Net. HSC Net is facilitated and managed by the Office of Student Life.
  2. The registration shall contain, but not be limited to, the following information:
    1. A statement of the organization’s purpose
    2. Roster of all current members, officers, and advisor(s)
    3. Any present relation the organization may have to any other local, state, or national organization
    4. Contact information for the organization’s officers (President and Treasurer Required)
    5. Contact information for a full-time faculty or staff advisor
    6. A copy of the current organization’s constitution/bylaws
    7. A copy of the constitution/bylaws of any related organization, if any
  3. The student organization constitution and/or bylaws should include a minimum of these areas:
    1. Name & Purpose
    2. National & Affiliate Organizations
    3. Membership Requirements
    4. Officer List & Duties (President and Treasurer Required)
    5. Officer Election & Removal Processes
    6. Financial Procedures
    7. Faculty/Staff Advisor Responsibilities
    8. Annual Programs/Activities
  4. Membership in the organization shall be open only to students enrolled at Texas Tech University Health Sciences Center without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, disability, age, citizenship, veteran status, or national origin, except in cases of designated fraternal organizations which are exempted by federal law from Title IX regulations concerning discrimination on the basis of sex. Faculty and staff may hold adjunct memberships in accordance with the organization’s constitution.
  5. The organization shall not duplicate the purposes and functions of a previously registered organization, unless need for such duplication is substantiated.
  6. All funds allocated to the organization from TTUHSC controlled sources must be maintained in a TTUHSC account.
  7. The organization shall show promise of effectively meeting its stated purpose, be free from control by any other organization, and be lawful and peaceful in its activities.
  8. The organization shall not use the name of the Texas Tech University Health Sciences Center, logotype, or symbols of TTUHSC as part of its name or in its publications. In addition, the organization shall not advertise or promote events or activities in a manner, which suggests sponsorship by TTUHSC. Requests to use logos or symbols protected by TTUHSC, Texas Tech University or the Texas Tech University System shall be submitted to amanda.a.graham@ttuhsc.edu.
  9. Registration of an organization results from compliance with these regulations; it does not imply TTUHSC approval of the organization or its activities.

Faculty or Staff Advisor

Each registered student organization shall have a TTUHSC full-time faculty or staff advisor to be available to the officers and members for consultation about the organization’s affairs, to attend organization meetings and functions as often as possible, to certify the expenditures of the organization by reviewing credits and debits in HSC Net to offer suggestions regarding the operations of the organization and to oversee adherence to TTUHSC regulations and the organization’s constitution and bylaws. The advisor will be required to ensure that the current officers are updated and identified in the HSC Net student organization roster.

Conditions for Maintaining Registration

In order to maintain its registration, a student organization shall comply with the following requirements:

  1. The organization shall update changes in officers and advisor within 10 business days on their HSC Net organization roster throughout the year.
  2. The organization shall submit the annual re-registration on HSC Net by the designated deadline each spring for the Office of Student Life to review. All updates made to documents or processes, such as revisions to constitution or bylaws, statement of purpose, or membership requirements will need to be submitted during this process.
  3. The organization shall maintain its funds in accordance with Section A of this part and be in good standing with the Texas Tech University Health Sciences Center.
  4. The organization shall demonstrate by its activities that it is conducting business to achieve its purpose as stated on the original application or Intent to Form Request.
  5. The organization shall conduct its affairs in a lawful manner, in accordance with the constitution and bylaws it has on file, and in accordance with applicable Texas Tech University Health Sciences Center regulations and state statutes.
  6. The organization shall be responsible for the observance of all applicable TTUHSC regulations by off-campus individuals or organizations whose appearance on campus is sponsored by the organization.
  7. The Office of Student Life may withdraw the registration of an organization for non-compliance with University policies and procedures.

Denial of Registration

  1. No student organization will be officially registered with the Texas Tech University Health Sciences Center if the Office of Student Life determines that the organization’s actions or activities are detrimental to the educational purposes of the University or not in accordance to the Student Handbook.
  2. If registration is denied, the designated president and advisor of the applying organization shall be notified of the decision by the Office of Student Life in writing. The applying organization may appeal in writing to the Associate Provost for Student Affairs within five (5) business days from the date of the denial letter. The decision of the Associate Provost for Student Affairs is final.