SGAEC - Student Government Association Executive Council
The SGAEC is composed of the presidents of each of the six UTHSC college student government associations and one person who serves as president of the council. The president of the SGAEC is elected from one of the colleges on a rotational basis and represents all students on the UTHSC campus in a variety of capacities. The SGAEC serves as the official liaison between the Administration and students and is responsible for acting on student-related matters.
Quarterly meetings are held with the Chancellor and weekly meetings are held with the Student Success staff. The structure of the SGAEC, with specific duties and responsibilities, is further explained in the SGAEC Constitution.
APPOINTMENT OF STUDENT COMMITTEES
Each college president appoints students to serve on the following committees. The Office of Leadership and Activities maintains a listing of these committee members. Call the Office of Leadership and Activities at 448-3413 if you need further information about committees.
COMMUNITY SERVICE COMMITTEE
One student from each college whose purpose is to promote community service among the colleges as a whole, such as the blood drive.
STUDENT ENROLLMENT SERVICES COMMITTEE
One student from each college to enhance and encourage open lines of communication between college administrators and the Office of Enrollment Services and Bursar.
FITNESS CENTER ADVISORY COMMITTEE
One student from each college whose purpose is to bring ideas, suggestions, and comments concerning problem areas to the attention of the Associate Director of Campus Recreation and to help support projects and equipment needs as they arise.
STUDENT WELLNESS AND ASSISTANCE COMMITTEE
One student from each college to assist and make recommendations to the Office of Academic Success, Disability Services and Retention.
STUDENT COMPUTER AND TECHNOLOGY COMMITTEE
One student from each college whose purpose is to determine student needs relating to computer technology; to advise Computer Center staff in developing technological support for students; to promote student computer literacy and use.
STUDENT PARKING APPEALS COMMITTEE
One student from each college whose purpose is to hear appeals of campus student parking tickets.
Appointment to Campus-Wide Committees
Students are also appointed to these committees by the SGAEC:
LIBRARY ADVISORY COMMITTEE
One SGAEC member and one other student provides a communication mechanism for faculty and students and the Library; and to serve in an advisory capacity to the Director of Library Operations with respect to Library planning and policy.
PARKING APPEALS
One SGAEC member to develop a parking plan within the available resources for the campus.
STUDENT HEALTH ADVISORY COMMITTEE
One student from each college to help coordinate and develop operations and procedures relating to the University Health Services.
STUDENT-FACULTY DISCIPLINARY APPEALS COMMITTEE
Two students from each college whose purpose is to hear appeals from students who have been judged guilty of violations of student conduct. Appeals may be made on decisions of discipline issued by the Student Conduct Officer.
STUDENT SERVICES ADVISORY COMMITTEE
One SGAEC member and one student from each college to enhance and encourage open lines of communication between the student services areas (Bursars Office, Bookstore, Campus Police, Food Service, Parking Services and Print Shop) and the students.
 Recognition & Conduct of Student Organizations
Student organizations at the University of Tennessee Health Science Center (UTHSC) are voluntary associations of students that are legally separate entities from the University. These organizations are student-initiated and student-led, and while they may engage in activities that align with the University’s mission, they do not represent the University in any official capacity.
To ensure appropriate oversight and alignment with institutional policies, any student group that intends to operate in association with UTHSC must be formally registered and recognized through the Registered Student Organization (RSO) process administered by the Office of Student Life. This includes any group whose activities, purpose, or membership are intended to extend beyond 90 days.
No student group may initiate, promote, or conduct activities-whether on or off campus-that are affiliated with UTHSC without first completing the RSO registration and recognition process. This includes, but is not limited to, meetings, events, communications, fundraising, recruitment, or use of University facilities, branding, or resources.
University recognition does not imply endorsement of the organization’s mission, views, or activities by UTHSC faculty, staff, or administration. It simply affirms that the organization has met the minimum requirements for registration and is authorized to operate within the scope of University policies.
All RSOs must renew their registration annually and comply with all applicable University policies, including those related to risk management, service activities, and advisor responsibilities. Failure to maintain active registration may result in loss of privileges, including access to facilities, funding, and promotional platforms
Student Organization Recognition
Any association of students wishing to have itself officially recognized as a campus organization to utilize University facilities or be approved for events, activities, or solicitation through the prescribed process must be approved.
- The Student Government Association Executive Council may recommend recognition of any student organization to the Office of Leadership and Activities.
- The Office of Leadership and Activities will advise, in writing, the student organization seeking recognition within seven (7) business days, whether or not the recommendation is approved.
- The decision of the Office of Leadership and Activities may be appealed to the Vice Chancellor for Student Success.
- The Vice Chancellor for Student Success will review the appeal and advise the Office of Leadership and Activities of his/her decision.
- Student Organizations must update their registration with the Office of Leadership and Activities annually to maintain recognition.
Obtaining Recognition
- Procedure
Any group seeking recognition must file application with the Office of Leadership and Activities via the Engage platform. The Office of Leadership and Activities in turn must submit to the Student Government Association’s Executive Council for review and recommendation.
- Constitution
Any group petitioning for recognition as a student organization must present a constitution following a standard form to facilitate reference. Professional fraternities may be required to submit the equivalent national affiliation or other pertinent information. The constitution must contain the following information:
- the name of the organization; a statement of purpose for the organization;
- membership eligibility requirements;
- a listing of officers by title, and any special functions of the offices;
- a statement of the terms of the officers, and time and method of election;
- frequency of meetings;
- a statement of any membership dues, including amount of frequency of payment and provision for disposition of any funds in the event of dissolution of the organization;
- the name of the faculty advisor of record for the organization along with a signed form indicating that the faculty member has agreed to provide the expected level of oversight for this organization. [Note that the student organization is responsible for notifying Leadership and Activities if the faculty advisor changes and for ensuring that the new advisor of record completes and returns the faculty advisor form].
- non-discrimination statement;
- any other provision relating to the purpose and function of the particular organization.
- Purpose
The statement of purpose shall be acceptable if it is reasonably clear and specific as to the aims and activities of the organization.
- Size and Continuity
A minimum of five (5) members shall be required for recognition. The group petitioning and the anticipated membership as represented by the eligibility requirements should be sufficient to give reasonable prospects of continuity for the organization, and ability to carry out the purpose stated in the constitution.
- Membership, Eligibility and Records
Voting membership in registered student organizations shall be limited to students of the University except where membership of faculty or other University staff is consistent with the structure and purpose stated in the constitution. Accurate membership records must be maintained in Engage.
- Officers must be full-time students. When an election is held in a registered student organization, the names of the new officers must be transmitted to the Office of Student Life via Engage.
Responsibilities of Faculty/Staff Advisors to Student Organizations
1. Have a working knowledge of campus policies relating to student organizations.
2. Make sure that the student organization is aware of, and in compliance with, any changes to system and campus policies, procedures that might affect the organization.
3. Make sure that the organization complies with all fiscal policies of the University and campus.
4. Provide guidance to ensure compliance with university regulations as they relate to student organization events and activities.
5. Ensure that student organizations complete annual registration with the Office of Leadership and Activities including updated officer rosters and constitution
Questions as to duties and liabilities of advisors should be directed to the Office of Leadership and Activities.
Hazing
UTHSC students and student organizations are prohibited from engaging in hazing activities.
Affiliation
Recognized student organizations may be affiliated with organizations off the campus where such affiliation is:
- Clearly indicated, either by the title of the organization or its constitution at the time of registration, or by specific statements in connection with any activities growing out of a later affiliation.
- Consistent with the purposes set forth in the constitution of the organization, and with the provisions of this document governing student association on the campus.
- Not such as to change significantly the fact that the organization is an association of students, with primary interest on the campus. University facilities may be reserved for organizational and other ad hoc meetings;
- Limited in scope with respect to the level of financial and intellectual support provided, such that the affiliation conforms to the campus “Conflict of Interest Policy” relating external agencies and to campus expectations that student organizations define their own meeting agendas and topics for external speakers.
- In keeping with the principles of this policy and with University regulations, responsibility shall be fixed on the individual or individuals making the request. Groups which have not registered within a reasonable period of activity (normally a period of one year) may be denied any of the privileges accorded student organizations. All temporary groups are required to follow the requirements of this policy for activities on campus, with regard to use of facilities, and the posting and distribution of reprinted materials.
Suspension of Recognition Due to Inactivity
When the organization does not complete annual recertification or show a reasonable amount of activity in promoting the ends and purposes in its constitution, as evidenced by membership, meetings and other activities, recognition may be suspended.
Recognized student organizations are expected to provide a report of their year’s activity to the Office of Leadership and Activities. An organization suspended due to inactivity may be reactivated by application to the Office of Leadership and Activities, subject to review by the SGAEC, by a group reaffirming its existing constitution and showing reasonable prospects of organizational continuity. Recognition shall be withdrawn from any organization suspended as inactive for four (4) years.
Suspension of Committee Recognition for Cause
- Recognized student organizations are expected to conduct their activities in accordance with their constitutions, and with the procedure and limits set forth in this document. Any organization which ignores the procedure or exceeds the limits stated herein shall be warned by the Office of Leadership and Activities. If repeated or flagrant violations occur following such warning, registration of the organization may be suspended, subject to appeal to the Vice Chancellor for Student Success. A suspended organization may not hold meetings on the campus, or otherwise request privileges of a recognized organization.
- The group must petition for re-establishment by submitting a new constitution, or submitting the old one, in order to reactivate the organization.
Denial of Recognition
- A refusal by the SGAEC to recommend, to the Office of Leadership and Activities, recognition for a student organization must be based on one or more of the following:
- If the objectives or purposes are illegal under local, state, or federal laws or do not conform to regular University regulations.
- If the organization would, in the opinion of the SGAEC, constitute a clear and present danger to the continued or proper functioning of the University.
- The SGAEC shall use the following procedures prior to any recommendation that an organization not be recognized:
- If the organization’s constitution does not conform to those requirements set forth in the policies governing student organizations, the council or its representative(s) shall meet informally with the organization in order to explain the violations and how the organization can meet the requirements by revising its constitution.
- If the violations are not eliminated or seen to fall under those criteria listed under Paragraph ‘a’ above, the SGAEC shall hold a hearing to determine whether the organization should be registered.
- Prior to the hearing, the SGAEC shall issue to the organization an order to show cause why recognition should not be denied and stating the reasons for issuance of said show cause order.
- It shall notify the organization in writing of the date, time, and place of hearing before the SGAEC on the show cause order.
- It shall permit the organization to appear at the hearing with an advisor of its choice and to present evidence and argument in its behalf.
- If the SGAEC determines that registration should not be granted, it shall issue a written report, a copy of which must be given to the organization, explaining the reasons for its negative recommendations to the Vice Chancellor for Student Success.
Meetings
- On the Campus
Recognized student organizations are encouraged to hold their meetings on the campus, and University facilities shall be made available to them whenever possible.
- Conduct at Meetings
All meetings should be conducted in an orderly fashion and in compliance with University rules and regulations. When an organization opens a meeting to the public, it has the obligation to see that any portion of the meeting given over to audience discussion is open to all present so far as time permits.
Notices & Other Printed Materials
Notices, placards, pamphlets, and other materials may be printed and distributed by recognized student organizations to further the purposes stated in their constitution, subject to the following limitations:
- Identification and Responsibility
Recognized organizations shall be responsible for notices or printed materials bearing the names of individuals identified thereon as officers or members of the organization. Every notice or printed material must include the name of the organization.
- Libelous, Scurrilous and Inciting Materials
The right to distribute notices and printed materials shall not extend to libelous, scurrilous, or personally defamatory statements. Neither shall this right extend to materials encouraging and promoting violations of the public laws and the public peace, or the regulations of the University.
- Distribution of Printed Materials
Distribution must not invade classrooms, interfere with classes, infringe on facility regulations, or be done in a manner that adds to litter on the campus. Organizations proposing to distribute printed material on the campus must obtain permission from the Office of Student Life. If such permission is not obtained or if materials are posted in areas other than those that are approved, posted materials will be removed. Repeat or serious violations may result in referral to the Office of Student Conduct. The purpose of this permission, with the requirements which may accompany it, is to protect the appearance and the normal operation of the campus, not to censor materials beyond the limits set in “B” above.
Political Activity on Campus
- Printed Materials and Speakers
Recognized student organizations may include among their purposes, an interest in public elections and political parties, which may be expressed through invitations to speakers, printing and distribution of materials, and other activities. Politically related activities of recognized student organizations shall be within the limits set for similar activities in this policy. Materials must include a disclaimer that they do not represent the views of the University of Tennessee Health Science Center.
Temporary Associations
It is natural that informal and temporary associations of students should arise from time to time, for particular purposes. Such temporary groups, including student political groups dedicated to the election of candidates in student elections, should be able to request the use of meeting rooms on a limited basis. All student organization rules and policies apply for temporary associations.
Programs and Activities
Student organizations and groups desiring to have programs and activities shall have such events approved in advance by the Office of Leadership and Activities.
Rules for Student Organizations
- Constitutions
All student organizations must keep a current copy of the organization’s constitutions and/or bylaws on file with the Office of Leadership and Activities via the Engage platform.
- Officers
All student organizations must keep a current copy of the organization’s officers on file in the Office of Leadership and Activities and this listing must be updated each academic year.
- Faculty/Staff Advisors
All student organizations must have a faculty or staff advisor, and the name(s) should be submitted to the Office of Leadership and Activities for each academic year.
- Posting Notices
Organizations may only post notices and/or announcements on the bulletin boards in the GEB, not on walls, glass, wood, or painted surfaces. In the SAC, notices may be posted on the wooden rails on the second and third floors, and on bulletin boards on the first floor. All notices will be removed (which are not posted properly) by the UTHSC Housekeeping staff. Check with building managers in other UTHSC buildings before posting notices. All notices MUST be removed by the student organization on the week day immediately following the event. All notices must be approved by the Office of Leadership and Activities via Engage.
- Banking
Organizations may not include the name “University of Tennessee”. “UTHSC”, or similar in their financial account titles.
- Fundraisers
Requests for approval of any form of solicitation must be made in writing to the Chief Student Affairs Officer not later than seven (7) business days preceding the date of the proposed date of the activity. Special forms for making requests are provided within Engage. The purpose for which the money will be used must be stated before approval will be granted.
- Bake Sales
Student organizations wishing to raise funds through bake sales must follow the same rules as other forms of solicitation outlined in F above.
- Use of Campus Space/Facilities for events involving a Non-UT-Affiliated group/individual
Student organizations must comply with campus regulations involving the use of campus facilities whenever group activities will include non-UT-affiliated groups/individuals. These regulations include neutral time and place restrictions, event registration requirements, and a “no fronting” standard. These regulations in no way abrogate the exercise of First Amendment freedoms by students/student organizations and there are no restrictions on whom a student organization includes in its use of University-controlled property, or chooses not to invite; nor are there restrictions on the topics or points of view expressed by a student organization or non-affiliated person. That said, any student organization that includes a non-affiliated person in its activities shall be responsible for ensuring that the non-affiliated person complies with the restrictions specified in the campus policies. Student organization should register all events involving non-UT affiliated individuals at least seven (7) business days in advance using a form that can be found on Engage.
- Volunteer Service
All organizations are expected to report their volunteer or community service activities to the Office of Leadership and Service through GivePulse (https://uthsc.givepulse.com). In some instances, such reporting must occur prior to the proposed activity to assure that students have proper liability coverage (e.g., when the activity will involve some form of health care in the community) and involve licensed faculty providers. In these cases, notice should be provided at least 7 business days in advance of the proposed activity and the student organization must indicate the name(s) of those faculty members who have agreed to participate. All other events/activities should be reported no later than at the end of each term, indicating the type of activities performed, the number of students participating, the number of hours contributed and estimates of the number of individuals served where relevant. Records of volunteer activities are required by the campus to complete reports for the UTHSC campus and to promote the many positive activities which students are performing during their personal time. With prior knowledge of events, additional assistance and support may also be available. Student organizations completing community activities without prior approval according to this policy will be in violation of the Student Code of Conduct.
- Solicitation
Solicitation of funds from private sources (individuals, corporations, foundations, organizations) must be approved at least seven (7) days in advance by the Vice Chancellor for Student Success and Chief Student Affairs Officer who will determine if approval is also required by the Vice Chancellor for Development and Alumni Affairs. Representatives from student organizations must not represent themselves as officials of the University of Tennessee when soliciting funds. Donations made directly to student organizations are not tax-deductible contributions.
Solicitation of Funds by Student Organizations
”Solicitation” is defined as the seeking of funds or support by a registered student organization from sources other than its members including the procurement of supplies, and other forms of support, and the selling and distribution of items, materials or products and services. Registered student organizations may be authorized to solicit on campus as long as such solicitation is consistent with the aims of the organization and is not for the personal benefit of members.
PROCEDURES
- Necessary forms are returned to The Office of Student Life via Engage 7 days prior to the scheduled event. This includes fundraising events, advertising, and soliciting on campus.
- All reservations are on a first-come, first-served basis.
- A copy of all materials to be distributed will be attached to this form when submitting to the Office of Student Affairs.
- Any give-away item offered by a vendor on campus or any token gift offered in exchange for a purchase must be in good taste and must not promote the use of alcohol, tobacco, or other drugs. Vendors are required to provide examples/photos of their planned giveaways as part of their application to solicit on campus. Promotional materials that celebrate UTHSC are welcome.
REGULATIONS
- Publicity materials (signs, posters, etc.) cannot be posted (taped, stapled, glued or tacked) outside of any university facility including on trees, fences, curbs, fire hydrants, statues, or on any brick, concrete or painted surfaces. Posting of any materials inside of a building requires the express permission of the appropriate building manager and would normally be limited to specific areas (e.g., public poster boards).
- Activities that intend to make use of lottery, raffle, or any similar fundraising measure are not allowed under Tennessee Law (see Chapter 17. Tennessee Charitable Gaming Implementation Law § 3-17-101).
- Activities that mention door prizes, or admission ticket, stub, or any advertisement must have a sample ticket submitted along with solicitation paperwork.
- Student Organizations, who wish to make philanthropic and charitable giving requests to UTHSC alumni/donor MUST contact the UTHSC Alumni Association in advance of the request for approval.
- Student Activities Center (SAC) events: Space permitting- registered student organizations or campus departments may sponsor events (which may include sale or offer for sale of goods or services), in the SAC under the following conditions:
- All items handed out at a solicitation table (Magazines, flyers, coupon books, etc…) must have the name of the sponsoring student organization or department on it.
- A sign with the name of the sponsoring organization or department must be displayed at the solicitation table.
- Items may only be distributed from behind a table (i.e. Solicitors may not walk around the campus or the food court area to sell items or services).
- Table location for the SAC area is at the discretion of SAC administration and may not be relocated without permission. Groups hosting events in the SAC may not interfere with the flow of traffic and must remain in the immediate area of their assigned table(s).
- Amplified sound is NOT allowed in the SAC area.
- Distribution of food or beverages must be approved through the student solicitation process. Request for a waiver of campus food services should be made to UTHSC Catering Services, in conjunction with food sales information sheet.
- Any organization found in violation of policies will be asked to vacate its location and the reservation will be cancelled.
- The SAC administration may make exceptions to the SAC policies to accommodate student programming (i.e. SGAEC, etc.).
- Student organizations holding events on campus who anticipate needing accommodations for students with disabilities should contact the Office of Academic Success, Disability Services, and Student Retention at least two weeks prior to the event.
- Please contact the appropriate personnel below for appropriate facilities scheduling and permissions:
- GEB - Carol Mason (GEB) 901-448-6960
- SAC-Lynn Ivy, SAC Building Manager, at 901-448-7585/ livy@uthsc.edu or 901-448- 8767
- Pharmacy Building- 901-448-6120
- Additional Resources: For further explanation of policies and procedures, please contact:
- Dr. Charles Snyder - Vice Chancellor Student Success 901-448-4939
- Eliane Pater - Student Life Business and Finance 901-448-5610
- Carol Mason - GEB 901-448-6960
University Liability
Fraternities, sports clubs, and other student organizations, even though registered or otherwise permitted to operate on or near University property and even though required to conform to certain prescribed University procedures in some cases, are not in any way or manner operated under the general supervision of the University or its Trustees, officers, administrators, or employees. Neither the University nor any of its Trustees, administrators, officers, and employees are in any way or manner liable for acts or failures to act on the part of such organizations. It is especially noted that the University is not responsible for bodily harm or death to participants in voluntary organizations or activities including voluntary athletics, hiking, karate, judo or other such organizations in which risk is incurred.
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