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UPPS 04.04.55 - Recognition of Faculty and Staff Organizations

Recognition of Faculty and Staff Organizations

UPPS No. 04.04.55
Issue No. 4
Effective Date: 8/25/2010
Next Review Date: 8/01/2020 (E10Y)
Sr. Reviewer: University Attorney


    1. Texas State University-San Marcos recognizes and respects the right of its faculty, staff, and students to organize and express themselves and understands that the exercise of this right sometimes leads to the establishment of faculty and staff organizations.

    2. This UPPS establishes policies for recognition of faculty and staff organizations.


    1. To be eligible for recognition, an organization’s members must be any combination of Texas State faculty, staff, students, or their families.

      1. A faculty or staff organization is an association of individuals in which a majority of its members are Texas State faculty, staff, or their families.

      2. The university attorney’s Web site will include a current list of currently recognized faculty and staff organizations and the contact information for the organizations’ liaisons.

    2. The university will recognize faculty and staff organizations that:

      1. are established for lawful purposes;

      2. affirm in advance their willingness to adhere to federal and state law as well as policies of the Board of Regents and the university;

      3. will not disrupt university classes or other programs;

      4. do not discriminate on any basis prohibited by law; and

      5. are compatible with the mission of the university.

    3. A faculty or staff organization may not state or suggest that it acts with the authority as an agent of Texas State. Each organization is a separate entity and not a part of the university itself. The university will act as a co-sponsor of an organization’s activities only upon express written agreement to act as co-sponsor. Members of an organization should state or imply university co-sponsorship of an activity only with the express written permission of the university. A faculty or staff organization may not use the university’s tax identification number for its purposes.

    4. Each recognized organization will designate a member as its liaison with the university, and university representatives may assume that the liaison has authority to speak for the organization and to bind the organization to agreements with Texas State.

    5. The special assistant to the president will distribute annually, at the beginning of the fall semester, a list of approved faculty and staff organizations to the LBJ Student Center (Information/Reservations Center), Housing and Residential Life, the Registrar’s Office, Office of Sponsored Programs, Mail Services, vice president for Information Technology, and any other offices that receive on-campus space/service requests.

    6. Texas State is not responsible for any obligation, including legal and financial obligations of any faculty or staff organization, even if the organization is recognized under this policy.


    1. The advantages of official university recognition of faculty and staff organizations include:

      1. use of campus facilities in accordance with the Regents’ Rules and university policies;

      2. use of designated campus bulletin boards to post notices in accordance with the manner authorized in Regents’ Rules and university policies;

      3. authorization to hold meetings and functions on campus in accordance with the manner authorized in Regents’ Rules and university policies, including limitations on joint sponsorship as outlined therein;

      4. solicitation privileges as provided in the Regents’ Rules and university policies;

      5. use of the campus mail and e-mail systems in a manner consistent with state law and university policy, including the prohibition of the use of state resources for political activity; and

      6. authorization to host a Web site for the organization, in accordance with campus acceptable use relevant university policies, including

        UPPS No. 04.01.07, Appropriate Use of Information Resources, and UPPS No. 04.01.08, Texas State Internet Domain Name Policy.

    2. Official university recognition of faculty and staff organizations does not authorize employees who are members to receive release time from their positions to attend the organization’s meetings or to conduct the organization’s business during work hours nor does it authorize financial support from the university for the operations of a recognized organization. Members of the President’s Cabinet may invite recognized organizations to participate in projects sponsored by the university and may, at their discretion, authorize appropriate support for those projects.


    1. A faculty or staff organization may apply for official university recognition to the special assistant to the president. The special assistant will review the application to determine whether the organization appears to meet the minimum criteria for recognition outlined in this UPPS and will refer the application to President’s Cabinet for consideration and comment. Following a satisfactory review by the President’s Cabinet, the special assistant will approve the application and inform the organization of the decision. The university will not disapprove an application unless the organization or its activities violate law or university policies or are incompatible with the university’s mission.

    2. The Application for Recognition of Faculty or Staff Organization is the form that an organization will use to apply for initial recognition and to apply annually for continuing recognition.

    3. Recognition is subject to annual renewal. An application for renewal of recognition must include updated information about the organization’s liaison and verification of continuing compliance with federal and state law as well as policies of the Board of Regents and the university. The university may, by written notice, withdraw recognition of an organization that fails to maintain the requirements for recognition or that abuses the privileges noted in Section 03.01.

    4. The special assistant may withdraw recognition of a faculty or staff organization if he or she determines that the organization has violated an applicable law or a rule of either the university or its Board of Regents. Before determining whether to withdraw recognition, the special assistant will provide the organization with notice of the violation and an opportunity to respond.


    1. Reviewers of this UPPS include the following:

      Position Section
      University Attorney August 1 E10Y
      Director, LBJ Student Center August 1 E10Y
      Chair, Faculty Senate August 1 E10Y
      Chair, Staff Council August 1 E10Y

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    University Attorney; senior reviewer of this UPPS

    Special Assistant to the President