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Student Organization Resources

WELCOME STUDENT ORGANIZATIONS

It is our mission as SOC to provide the support and direction to your student organization. Please review this page thoroughly as everything you need to be a successful student organization is here!

This page includes the following resources:

  1. Student Organizations Handbook
  2. New Student Organization Registration
  3. Renewing Annual Student Organization Registration
  4. Updating Officer and Advisor Information
  5. Student Organizations' Responsibilities & Policies
  6. SOC Funding
  7. Risk Management
  8. Student Organization Leadership Workshops
  9. Helpful Documents and Links
  10. Coke Product Request

Please let us know by email us at SOC@txstate.edu, if you have any questions or how we can better support you.


 

1. Student Organizations Handbook

Please review the Student Organizations Handbook. This handbook has all the information you could need to effectively lead a successful student organization.

Student Organizations Handbook 2018-2019


 

2. Starting a New Student Organization

Steps to Start Your Own Organization

A potential new student organization will need to:

  • Complete the New Student Organization Online Registration
  • Electronically sign the Hazing and Diversity Agreements. Agreements will be sent via email  to all listed officers once you submit your online registration form.
  • Submit a Constitution to the front desk of Student Involvement: For your reference, please see Constitution Guideline & Checklist
  • Have a minimum of three (3) officers who can speak on behalf of the organization
    • The officers must maintain a Texas State GPA of 2.25 or higher.
  • Find an faculty or staff advisor
  • Complete Risk Management Training Session
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  • Starting a New Student Organization FAQ

    • Students can start a new student organization at any time. However, it is ideal to start a new student organization near the beginning of the semester. That way your student organization may complete the risk-management training sessions, which are usually held in the first month of each semester.

    • There are 13 categories to choose from.

      1. Academic: Student organizations seeking to further study, discuss, or experiences an academic, interest, major, or field through lectures, field trips, meetings, or other related activity.
      2. Chartered: Student organizations are groups that have been organized to support ongoing interests of the university and are sponsored by a department. These organizations are serve to coordinate programs and services or serve as umbrella organizations for a large number of constituencies. To become an official chartered student organization, please see the SA/PPS No. 07.04
      3. Greek: Social Greek-lettered organizations are under one of the four Greek governing council: Interfraternity Council, Multicultural Greek Council, National Pan-Hellenic Council, Panhellenic Council.
      4. Honors: Nationally recognized honors organizations are typically affiliated with a specific academic major, department, or campus activity.
      5. Multicultural: Students organize to celebrate and support the interests of one or many different cultures, races, or ethnicity
      6. Political: Students organized to promote affiliation with a political party or support of one or more political views.
      7. Professional: Student organizations comprised of students pursuing similar goals and prepare for the professional world.
      8. Recreational: Student organizations participating informally or through competition in one more recreational activities.
      9. Religious: Student organizations celebrating and supporting the interests of one or many different religious or religious studies.
      10. Residence Hall: Representative boards of student leaders for Texas State residence halls are recognized by the Department of Housing and Residential Life.
      11. Service: These student organizations contribute to the campus, San Marcos community, national or global initiatives though community service and philanthropy.
      12. Special Interest: Student organizations pursuing special interests pertaining to lifestyle, social, or societal issues.
      13. Sports Club: Student organizations involve a specific sport, are recognized by the Department of Campus Recreation and are organized under the Sports Clubs Advisory Council. Sports Clubs which compete with clubs from other colleges and universities must belong to the Sports Clubs Advisory Council.
    • There are three required forms that need to be completed before becoming an official Registered Student Organizations with Texas State. You will need to complete the following forms:

      1. Submit the New Student Organization Online Registration Form
      2. Electronically sign 2 agreements: Diversity Agreements, Hazing Agreements. The agreements will be sent via email after you submit the online registration form.
      3. Submit a hard copy of your organization constitution to the front desk of Student Involvement.

       

    • We recommend reaching out to any professors that you have had a class with or have an academic relationship with them.

      SOC also has a current database of faculty and staff who are interested in becoming an advisor. However, it is more likely a faculty/staff member will be willing to advise an organization that they have familiarity with the students.

      SOC recommends reaching out to any of the officers' former or current professors.

      Please contact SOC at soc@txstate.edu if you would like an advisor from our database.

       


3. Renewing Annual Registration

This section will aid you in the new student organization and annual registration process, provide information on university policies, and provide you with forms for a successful event. 

All registered student organizations must re-register with Student Involvement each academic year. Re-registration usually opens at the beginning of April.

Upon logging into the system, please select your organization from the drop down menu. 

Registration for 2018-2019 is now open.  Click here to register.

Steps to Renew Student Organization's Annual Registration

  1. Complete the online registration form.
  2. Electronically sign the hazing and diversity agreements. Agreements will be sent via email to all listed officers once you submit your online registration form.
  3. Submit an updated constitution. Constitution must be updated at a minimum of three years or when any updates occur.
  4. Complete Risk Management.

 

4. Updating Officer and Advisor Information

If any of your officers or advisor change, please update your annual registration form. Changes include names of newly elected officers and advisors. Once you update the form, please email to notify the Assistant Director of Student Involvement, Kimberly Duncan-Ashley (kad120@txstate.edu) about the change.

Update Officers and Advisors


 

5. Student Organizations' Responsibilities & Policies

General Information

Registered Student Organizations (RSOs) are afforded access to campus resources and in turn agree to comply with regulation and procedures established for the governance of all student groups. Co-curricular experiences enhance the learning and development of the individual student and help create a sense of belonging. A wide range of groups and levels of organization structures exist to define the status of organizations and encourage unity among similar organizations.

 

  • Active Student Organizations' Responsibilities

    • All registered student organizations must re-register with Student Involvement each academic year. Re-registration usually opens at the beginning of April.

      It is the responsibility of the previous officers to remind the upcoming new officers to renew the student organization's registration.

      For more information, please click the following link:

      Annual Registration

    • The organization must maintain accurate and up-to-date records of officers (including contact information), members, and constitution with Student Involvement. To update officer, please resubmit your annual registration with the new officer Net ID.

      Please submit your constitution to the front desk of Student Involvement.

    • Registered Student Organizations must have a Faculty/Staff advisor who is employed by the University at least on a half-time basis (20 hours or more per week). For more information on the advisor's role, please see the advisor handbook.

    • The following officers, or their equivalent, of a Registered Student Organization must have and maintain a 2.25 Texas State cumulative grade point average: President, Vice President, and Treasurer.

      Also the treasury of the Registered Student Organization must be under the control of the student members with the close supervision of the advisor(s).

      Dues and other membership fees must be utilized for the express benefit of the organization and in fulfillment of its purpose.

      Off-Campus bank account titles must be transferred over to the next presiding officer of the organization before the end of the academic year.

    • Risk Management training is mandatory for all Registered and Chartered Student Organizations. The president and an additional officer of each organization are required to attend. Graduate student organizations are required to be represented by the president, however, other officers are encouraged to attend. 

      Two officers of each organization only need to attend one session individually.  Upon sign in you will state which organization you are representing.  Individuals can only represent two organizations.

      For a list of upcoming Risk Management Training Sessions, please click here.

    • Each Registered Student Organization is accountable for the conduct, safety, and general welfare of its members and their guests whenever they represent the organization or are participating in organizational activities.

    • Membership may only be offered to currently enrolled students who are in good academic standing with Texas State and to Texas State Faculty or Staff, unless offering special membership to a local citizen who has made a significant contribution.

      Registered Student Organizations are encouraged to provide:

      • Support and assistance for the academic development of their members.
      • As is appropriate for the activities and programs of the organization, a minimum of two health education programs (i.e. Alcohol/Drug Education, AIDS, sexual assault, etc.) should be presented through a Texas State department (i.e. Counseling Center or Health Promotion Services in the Student Health Center) to their membership each year. One of the two recommended programs should address Alcohol/Drug Education.
      • Anticipation in a minimum of one community service project per semester and verification of project completion through the Student Volunteer Connection (SVC) online reporting processes. (www.lbjsc.txstate.edu/svc)
      • Provide organization members exposure to issues of diversity (i.e. multicultural campus programs, collaboration with other organizations, lectures, etc.)
      • Collaborate with other student organizations throughout the year and support the spirit and interests of the University.

       

  • Student Organization Policies

    • Campus Access Form - Please utilize these forms to access campus areas for distribution of literature, recruitment, solicitation, and special events.

      If you have any questions please contact Student Involvement at 512-245-3219 or visit the Student Involvement Suite on the 4th floor of the LBJ Student Center.

    • Find all the posting guidelines here!

    • Food Safety - Registered student organizations wishing to distribute and/or sell food on-campus will be required to attend the Food Safety Training. More information and training dates will be coming soon.

    • Registered Student Organizations that use Texas State in their title must use the following format: (Name of Organization) at Texas State. Organizations may not use “Texas State (Name of Organization)” unless it is a Sport Club.

    • Off-Campus Affiliation - Registered student organizations who are affiliated with an off-campus organization are required to indicate their status and complete the Off-Campus Affiliation form. Please submit the form to the front desk of Student Involvement located on the fourth floor of LBJ Student Center.

    • Risk Management-Risk Management training is mandatory for all Registered and Chartered Student Organizations. The president and an additional officer of each organization are required to attend. Graduate student organizations are required to be represented by the president, however, other officers are encouraged to attend. 

      Two officers of each organization only need to attend one session individually.  Upon sign in you will state which organization you are representing.  Individuals can only represent two organizations.

    • Travel Policies - The purpose of this UPPS is to provide the university community and specifically, students and student organizations, with procedures and safety guidelines for student, student organization and sponsored program participant travel that is twenty-five or more miles away from campus, and is sanctioned by the University.

      Student Travel Forms must be turned in ten (10) business days prior to the travel date to Student Involvement. Students will also be placed on the Excused Absences System Calendar that they can share with professors if necessary.


6. SOC Funding

The Student Organizations Council can provide financial assistance to registered student organizations who meet the requirements set forth by the SOC Constitution and By Laws for programming or conference registration through reimbursement.

Each registered student organization must request funding assistance from the SOC by submitting an application, providing all relevant information about the program or event, and present their program ideas and funding request to the SOC board.

For more information on SOC Funding, please click the following link:

SOC Funding

7. Risk Management

Risk Management training is mandatory for all Registered and Chartered Student Organizations. The president and an additional officer of each organization are required to attend. Graduate student organizations are required to be represented by the president, however, other officers are encouraged to attend. 

Two officers of each organization only need to attend one session individually.  Upon sign in you will state which organization you are representing.  Individuals can only represent two organizations.

For more information on Risk Management and to see the upcoming training sessions, please click the following link:

Risk Management Training Sessions

8. Student Organizations Leadership Training

The PALM Leadership Program provides opportunities for members of the Bobcat community to reach their full potential. We create and facilitate individually designed leadership experiences that develop skills such as self-awareness, ethical decision making, organizational development, problem-solving and conflict resolution.

For more information, please click the following link:

PALM Leadership Program

Helpful Documents and Departments

Helpful Departments

  • Student Involvement @ LBJSC provides guidance and answers for important student organization questions. Here you can find information about solicitation, ACT, bus advertising, homecoming, and so much more.
  • Career Services can help your organizational members develop professionalism. Career advisors can facilitate workshops on resume building, cover letters, interview skills, among other topics. This tool is amazing, useful, and best of all free.
  • Counseling Center is here for you! Texas State University staffs a wonderful group of counselors focused on improving mental and physical health. Presentation topics include the how-to's of coping with college life, self-improvement programs, and suicide prevention. Remember a healthy bobact is a happy bobcat!  
  • LBJ Student Center is our home away from home. This resource has everything you need from reservations to a directory of staff members, dedicated to ensuring LBJSC is supplying you with all the tools needed for the job.
  • Dean of Students strives to set standards of excellence in the delivery of student services and to foster a welcoming environment that is inclusive, safe and conducive to learning.
  • Planning Assessment Leadership and Marketing (PALM) complements the collegiate experience by empowering students through opportunities, resources, and meaningful involvement. They promote self discovery, social justice, and ethical leadership to develop competent global leaders that effectively serve our communities.
  • Attorney for Students Does your organization need some legal advice? This office gives free legal advice to any current student. Whether it is organization or legal risk, they can help! They are also available as speakers about legal matters.
  • The Leadership Institute provides resources to build leadership skills. From workshops, a film series, to conferences and free speakers you'll have more than you'll ever need. Enjoy learning, growing, and impacting others here!

 

Coke Product Request

Student Organizations can apply for Coke Product Request. For more information on deadlines and how to apply, please refer to the following link:

Coke Product Request

Student Organization Email Adddress Request

Student Organization Email Address Request