Due to COVID-19, there are new regulations pertaining to student organizations. For more information on meeting guidelines, please view the Reservations and Premium Zoom Access tabs under Resources or view our Meeting Guidlelines PDF.


About Student Organizations

UTMB currently has over 90 registered student organizations on campus! These organizations range from professional interest groups and service alliances to cultural organizations and recreational clubs. Each year these organizations continue UTMB’s tradition of community service, civic engagement, and cultural celebrations by organizing hundreds of projects for the campus and the Galveston community.

 

Resources

About Student Organizations

As a registered student organization, you can:
  • Feature your organization's information on our website, including your mission, activities, and officer contact information
  • Reserve University facilities for meetings and events
  • Conduct fundraising activities on campus
  • Promote meetings, events, and activities on our bulletin boards, social media, and weekly student newsletter
  • Borrow Student Life equipment, free of charge
  • Receive up to 250 copies
  • Join our Welcome Week Community Fair, free of charge
  • Apply for Student Government Association funding for travel or events

We highly encourage that you continue to meet virtually, when possible

Safety Guidelines

  • View our Meeting Guidelines PDF here.
  • Reserved rooms may only be filled to 50% capacity - for a full list of rooms on campus with their updated capacities, please visit: https://utmb.us/4fd.
  • Classroom Services has taped off seats in all rooms in accordance with current social distance policy - do not remove any tape or barriers for any reason.
  • Masks must be worn at all times, by all meeting attendees - including officers and speakers.
  • Off-campus speakers are prohibited at this time; UTMB faculty or staff are permitted as speakers.
  • Absolutely no food is allowed at meetings.
  • You will be required to record the names of all attendees at your meetings and send them to Student Life.

Making Reservations

  • Student Life must approve all meetings and events, including general meetings.
  • Student Life must make all reservations for your organization - faculty and staff from other departments are not permitted to make your reservations.
  • To make a reservation, please fill out our Room Reservation Request Form here: https://utmb.us/4fl.
  • Reservations must be made at least one week in advance.

Approvals

  • Some meetings/events may require special approval by Student Life and/or the Provost.
  • If you are planning an event other than a general meeting, please submit an Event Proposal Form here: https://utmb.us/4g5.
  • Proposals can take anywhere from 2-8 weeks to be approved, depending on the size and scope of the event.

Life may randomly drop-in to student organization meetings to ensure safety guidelines are being observed. Failure to adhere to our guidelines may result in the inability to make future reservation and/or discontinuation of your organization.

Student Organizations can request use of the Student Life premium Zoom account. Requests must be made at least 2 weeks in advance. To request the account, email student.life@utmb.edu with the following information:

  • Will the event be a Meeting or Webinar? (You can read about the differences here.)
  • Meeting Name:
  • Description (Optional):
  • Date/Time/Duration of Meeting:
  • Will registration be required? (Do attendees need to register for the event via Zoom before receiving the link and password.)
  • Who will be the new host?

We will create your meeting on our account and send you the meeting access information. Once the meeting begins, we will assign an officer of your choosing to be the host of the meeting. The new host will be able to assign as many co-hosts as they want - the host/co-hosts will have full administrative privileges to run the meeting.

As a registered student organization, you can request to check-out any of the following equipment, free of charge:
  • Coolers
  • Tables (6ft)
  • Chairs
  • Projector & Screen
  • Presentation Clicker
  • Lawn Games
    • Corn Hole
    • Giant Jenga
    • Giant Connect Four
    • Ladder Ball
    • Tug-o-War Rope
    • Board Games
Get the word out for your upcoming meeting or event in the following ways:
  • Bulletin Boards
    • Flyers must be stamped in our office before posting
    • Boards in Jamail, Moody/Graves, Levin Hall, SHP/SON Building, and CSA
  • Student Life Facebook Page
    • Send us a png/jpg file + a description for your post or,
    • Send us a link to a post on your own page that we can share
  • Student News and Notes

 

Student Org Navigation

  • Officer Update Form

  • Submit an Announcement

  • Reservation Request Form

  • Event Proposal Form

Rules and Regulations Overview

About Student Organizations

Organizations are required to renew their registration annually between June 1 - August 31.

Annual registration consists of TWO parts:
  • Online Registration Form
  • Risk Management Training
    • Required attendance by at least two officers
    • Scheduled in July & August
Organizations are eligible for registration if:
  • Two or more students are authorized officers     
  • Membership is limited to students, faculty, and staff of UTMB
  • It does not deny membership on the basis of race, color, religion, national origin, gender, age, disability, citizenship, veteran status, sexual orientation, gender identity, or gender expression
  • It conducts its affairs in accordance with local, state, and federal laws, the Regents’ Rules and Regulations, University regulations, and administrative rules
According to Rule #50202, Section 3 of the UT System Board of Regents Rules and Regulations:
  • No student org (or unregistered group) may use the name of the University or an abbreviation of the name of the University as part of its name
  • A student, group, or organization may use terms such as “campus” or “UTMB campus” or [name of organization] at the University of Texas Medical Branch as part of its name
  • No student org may advertise or promote any event or activity in a manner that falsely suggests that the event or activity is sponsored by the University
To hold a fundraiser on campus, it:
  • Must be authorized by Student Life
  • Cannot be co-sponsored with a non-UTMB affiliated organization
  • Cannot be conducted for the private gain of an individual, association, organization, corporation, or group of individuals
  • May be subject to Texas State Sales Taxes
    • Collect and remit sales tax on taxable items
    • Pay sales tax directly to the state comptroller
Exemption from Texas State Sales Tax:
  • One day per month
    • Defined as 24 consecutive hours
    • Considered the day an organization delivers items to the customers
      • Example: Your organization wants to sell t-shirts to raise funds. After getting the design approved by student life, you can take pre-orders over a set period of time. When your pre-sale ends, you can order the number of shirts you need, plus a surplus to sell on your fundraising day. On your designated fundraising day, you can give out all of your pre-ordered shirts, and sell the surplus that you ordered. Any shirts left over will need to be sold at your next month's fundraiser.
Additional solicitation rules:
  • Membership dues may only be collected inside academic buildings
  • Raffles of any kind are prohibited on campus (per the UTMB Compliance Office)
  • Organizations must fully disclose all sources and amounts of money obtained from fundraising and solicitations on their annual registration renewal - We recommend keeping a detailed record of ALL fundraising activities throughout the year
Student Organizations are free to open a bank account, should they choose to do so. To open an account: 
  • Use any bank of your choosing
  • Apply for an Employer Identification Number from the IRS
  • Bring a copy of minutes from your last meeting with officers names and positions
  • If possible, have two officers signed onto the account
Tax Exemption:
  • Organizations are NOT tax exempt via UTMB
    • Purchases cannot be made tax-free
    • Donors cannot receive tax write-offs
You must make it clear that the organization invited the speaker and that the views expressed by the speaker do not necessarily represent the views of the University.

Guest Speakers may not:
  • Distribute literature to persons who did not attend the meeting or event
  • Address potential listeners who have not chosen to attend the meeting or event
  • Help staff student organization tables or exhibits
  • Solicit for their off-campus business, organization or service

2021Risk Management Training Video

Check out our recorded Risk Management Training for the 2021 Academic Year.

View the Training

Risk Management Training Presentation

Just want to view the presentation? You'll find a pdf copy of our powerpoint here!

View the Presentation

Board of Regents' Rules & Regulations

Interested in where our policies come from? Check out the BoR's Rules.

View the Rules

Faculty Advisor Overview & Expectations

Are you a student organization faculty advisor? Check out an overview here!

View the Overview

Office of Student Life

Second Floor
Lee Hage Jamail Student Center
Galveston, TX 77555-1316
(409) 772-1996