Student Organization Handbook Policy : 3:00:00:11

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Responsible Officers: Dean of Students, Director of Student Life and Activities 

Responsible Executive: Executive Vice President for Student Success 

I. PURPOSE

The following Motlow State Community College (Motlow State) policy provides minimum standards for the registration and conduct of student organizations at Motlow State, pursuant to the Tennessee Board of Regents (TBR) Policy 3.01.01.00. 

II. SCOPE

Motlow State is dedicated to holistic student development and the opportunity for a wide variety of co-curricular experiences.  There are many opportunities for involvement, including membership in a variety of clubs and organizations. 

III. TYPES OF STUDENT ORGANIZATIONS

  1. Student organizations may be either organizations sponsored by Motlow State, such as the student government association, associated student body organizations, professional and honor societies, or organizations officially recognized by Motlow State.  
  2. Organizations which may be recognized to operate on the campus include the following: 
    1. Honors and leadership organizations and recognition societies; 
    2. Departmental organizations and professional fraternities and sororities; and 
    3. Special interest groups (political, religious, athletic, etc.).
  3. Registration of a student organization by Motlow State shall neither constitute nor be construed as approval or endorsement by Motlow State of the purposes or objectives of the organization. 

IV. GENERAL POLICIES ON STUDENT ORGANIZATIONS

  1. No student organization may carry on any activity on any campus of Motlow State unless the organization has been officially registered by Motlow State.   
  2. Motlow State is not responsible for injuries or damages to persons or property resulting from the activities of student organizations, or for any debts or liabilities incurred by such organizations. 
  3. No student organization shall deny membership to any person on the basis of age, race, sex, religion, disability, or national origin, provided that social fraternities and sororities may have sex restricted membership, subject to the following exceptions: 
    1. No TBR institution, such as Motlow State, that grants recognition to any student organization shall discriminate against or deny recognition to a student organization, or deny to a student organization access to programs, funding, or facilities otherwise available to another student organization, on the basis of: 
      1. The religious content of the organization’s speech including,  but not limited to, worship; or 
      2. The organization’s exercise of its rights pursuant to subsection   
    2. A religious student organization may determine that the organization’s religious mission requires that only persons professing the faith of the group and comporting themselves in conformity with it qualify to serve as members or leaders. 
  4. No student organization or individual shall engage in or condone any form of hazing.  
    1. Hazing means any intentional or reckless act, on or off the property, of any higher education institution by an individual acting alone, or with others, which is directed against any other person(s) that endangers the mental or physical health or safety of that person(s), or which induces or coerces a person(s) to endanger such person(s) mental or physical health or safety. Hazing does not include customary athletic events or similar contests or competitions and is limited to those actions taken and situations created in connection with initiation into or affiliation with any organization. 
    2. Allegations, information, or concerns of hazing should be reported to the Dean of Student, through Just Report It. 
    3. Reports of hazing will be investigated and resolved in accordance with 3.02.00.01, General Policy on Student Conduct & Disciplinary Sanctions. 
    4. Prevention and awareness programs are identified on Exhibit 1. 
    5. Hazing shall include, but is not limited to: 
      1. Any action taken, or situation created intentionally, to produce  mental or physical discomfort, embarrassment, or ridicule;  
      2. Any form of verbal or physical harassment or abuse; and 
      3. Engaging in public stunts, morally degrading or humiliating   behavior or games, whether on or off campus. 
      4. Excessive demands on a student’s time so as to interfere with  academic performance is prohibited. 
      5. Threatening in any manner or form for the purpose of cajoling  individuals into secrecy in regard to breaches (planned,    threatened, attempted, or perpetrated) of hazing violations   also is prohibited. 
      6. Hazing activity which is in violation of any other institution   regulation such as the misuse of alcohol, drugs, institution  property, etc., is strictly forbidden. 
  5. Student organizations shall be vicariously responsible and liable for the conduct and actions of each member of the organization while acting in the capacity of a member or while attending or participating in any activity of the organization. 
  6. No person, group, or organization may use the name of Motlow State in any manner, provided that registered student organizations may use the name of Motlow State following the name of the organization.   
  7. No person, group, or organization may use the seal or any symbol of Motlow State without the prior written approval of the president of Motlow State or their designee. 

V. CRITERIA FOR REGISTRATION OF ORGANIZATIONS

  1. Any proposed or registered student organization shall be open to all Motlow State students who satisfy the organization's membership requirements and applicable College nondiscrimination policies.   
  2. Membership in the organization shall be limited to currently enrolled students; provided that organizations may include faculty and staff of Motlow State, and/or spouses of students, faculty and staff, and provided further that professional organizations may include members of the professional and business communities as members. 
  3. A proposed organization must represent the interests of the members, and the control of the organization must be with the local campus group.   
  4. The organization must not have an affiliation with an organization possessing illegal aims and goals, with a specific purpose to further those illegal aims and goals. 
  5. The proposed organization must agree to comply with all policies, regulations, and procedures established by the TBR and Motlow State, and with all federal and state laws and regulations.  
  6. The proposed organization must not: 
    1. Have illegal aims and goals; 
    2. Propose activities which would violate regulations of the TBR or Motlow State, or federal or state laws and regulations, or materially and substantially disrupt the work and discipline of Motlow State; or 
    3. Advocate incitement of imminent lawless action which is likely to produce such action. 
  7. The proposed organization must have the minimum number of five (5) charter members, and there must be a demonstration of continuous interest in the purposes of the organization sufficient to afford registration on a long-term basis.   
    1. In the event that there is not sufficient interest to warrant long-term registration, Motlow State may grant a temporary registration to an organization for a limited period of time. 
  8. New organizations may be denied registration where the purposes are within the scope of a currently registered organization.   
  9. The organization must provide for the distribution of all funds and assets in the event of dissolution.  
  10. No organization may use the same name, or a name which is misleading and similar to the name, of a currently registered organization. 

VI. PROCEDURE FOR REGISTRATION OF ORGANIZATIONS

  1. In order to become officially registered as a student organization, a group must meet the criteria set forth in section V, and must provide to Motlow State a minimum of the following: 
    1. An online application to form the organization must be submitted to the Director of Student Life and Activities. 
    2. The proposed constitution and bylaws of the organization, which must clearly contain the following:  
      1. The name, purpose, proposed activities, and rules of membership of the organization, the officers, their terms and methods of selection, the proposed nature and frequency of meetings and activities, and the financial plans of the organization, including any proposed fees, dues and assessments. 
      2. The names and signatures of the five charter members of the organization. 
      3. The names of the faculty advisor and/or the administrative officers of Motlow State who will sponsor the organization. 
      4. A statement of assurance of compliance by the organization that it will comply with all rules and regulations, policies and procedures of Motlow State and TBR and with all federal and state laws and regulations. 
  2. One copy of the foregoing documents and information must be submitted to the office of the Dean of Students for review and recommendation concerning proposed organizations.   
  3. The proposed organization must be recommended for registration by the Director of Student Life and Activities, Dean of Students, the Student Government Association and Executive Vice President of Student Success to the President of Motlow State or authorized designee; registration by the President or designee is necessary before the organization can be officially registered.   
  4. Any official or body responsible for reviewing or registering proposed organizations may require the sponsors to clarify any materials or information provided in the registration process, to resubmit the application or request with non-conforming materials or provisions deleted, or to appear at a hearing for the purpose of obtaining additional information and testimony concerning the purposes, aims or proposed activities of the organization. 

VII. NATURE & CONDITIONS OF REGISTRATION

  1. Registration of a student organization for other than a temporary period will be on an annual basis only, effective until the beginning of the next fall term of Motlow State, and shall be subject to annual renewal by the institution for each ensuing year. 
  2. Annual renewal of registration of an organization shall be dependent upon the organization’s demonstration of compliance with the following: 
    1. It must adhere to the purposes, aims, and activities as stated in the approved constitution and bylaws; 
    2. It must continue to meet all of the requirements for initial registration;  
    3. It must have remained in compliance with all rules and regulations of Motlow State and all federal and state laws; 
    4. It must submit all changes in the constitution and bylaws to Motlow State for approval;  
    5. It must maintain a current list of officers, faculty advisers and sponsors on file with the institution; and 
    6. It must have submitted all required financial and other reports to the institution. 

VIII. PROBATION, SUSPENSION & WITHDRAWAL OF REGISTRATION

  1. Motlow State may require any and all organizations to submit an annual report concerning its programs and activities during the preceding year.  If required, this report shall be reviewed by the Director of Student Life and Activities and the Dean of Students and shall be a requirement for renewal of registration. 

IX. PROBATION, SUSPENSION & WITHDRAWAL OF REGISTRATION

  1. An organization may be placed on probation, be suspended, or registration may be withdrawn by the Dean of Students for any of the following reasons: 
    1. The organization fails to maintain compliance with the initial requirements for registration; 
    2. The organization ceases to operate as an active organization; 
    3. The organization requests withdrawal of registration; 
    4. The organization operates or engages in any activity in violation of rules and regulations of Motlow State or federal or state laws; or 
    5. The organization fails to submit any required reports. 
  2. An organization which is placed on probation may continue to hold meetings but may not sponsor any activity or program.   
  3. An organization which is placed under suspension may not engage in or sponsor any activity or program and may not hold meetings.   
  4. Where registration of an organization is withdrawn, it shall cease to exist as an organization. 
  5. In the event an organization is placed on probation or suspended, or registration is withdrawn on the basis of IX.A.4, the organization shall be afforded the opportunity for a hearing before the Student Affairs Committee.  The Student Success Committee will make their recommendation to the Executive Vice President for Student Success, who will make the final determination.  

X. OFFICERS OF STUDENT ORGANIZATIONS

No student who is under academic or social probation from the institution shall be eligible to become, or maintain the status of, an officer of an organization. 

XI. FISCAL MANAGEMENT  

  1. All financial operations of clubs and organizations are coordinated by the Dean of Student’s office.  All fiscal arrangements (fund raising, ticket sales, etc.) must be approved by the Dean of Student’s office two weeks in advance of planned event. 
  2. Each organization shall maintain a sound financial system related to the collection and disbursement of revenues in accordance with generally accepted accounting principles.  All organizations are subject to audit by representatives of Motlow State or the TBR at any time, and appropriate financial records shall be maintained for the purposes of audit. 
  3. Each organization shall designate an officer of the organization who is responsible for the collection and disbursement of funds and the maintenance of books and records. 

XII. PROGRAMS & ACTIVITIES

  1. Except for routine meetings of the organization, all events sponsored by student organizations must receive prior approval by the Director of Student Life and Activities office.  The Event Request Form serves as approval when signed by the appropriate Motlow State officials and should be submitted to the Dean of Students at least one (1) week prior to the date of the planned event.  Events requiring special arrangements for space should be made as far in advance as possible. 
    1. Refer to the Motlow State calendar online or contact the Campus Engagement Director to see if the facility is available on the desired date. 
    2. If the facility is available, complete the Event Request Form. 
    3. Should the event be disapproved, the Dean of Students will notify the organizations within five days of receiving the form. 
  2. No guest speakers shall be invited to the campus without prior approval of the Dean of Students. 
  3. Any fundraising project to be conducted by an organization must be approved through the office of the Dean of Students and follow all Motlow Business policies related to fundraising. 
  4. The use of any campus property or building by an organization shall be subject to the rules and regulations of the TBR and Motlow State concerning use of property and facilities.  All organizations registered pursuant to this policy shall be “affiliated organizations” for the purposes of any TBR or Motlow State policies concerning use of campus property and facilities. 
    1. Depending upon the nature of the event, special attention should be given to avoid conflicts with exam dates, holidays, and athletic schedules.   
    2. The college calendar of student events and the Dean of Students' office will assist in promoting any event where applicable.   
    3. Signs may be placed on bulletin boards with approval by the Dean of Students' office. 
    4. Signs must not be placed to painted surfaces or doors and should not be placed on windows so that they impair visibility. 

Sources

CORRESPONDING POLICIES  

TBR Policy 3.01.01.00  

History

Leadership Council Approved: February 3, 2017 (Replaced by the Institutional Oversight Committee) 

Revised: November 10, 2008; February 3, 2017; October 16, 20241; July 14, 2026 

Institutional Oversight Committee Approved: July 27, 2026 

President’s Cabinet Approved: August 4, 2026 

Effective Date/Approved: February 3, 2017; August 4, 2026