Student Organizations: Rules & Regulations

Rules & Regulations

Our student organizations are governed by the UT System Board of Regent's Rules and Regulations pertaining to registered student organizations. 

Community Fair AMWA

Registration Renewal

Annual registration renewal is required for all student organizations. The registration renewal will take place from July 1 - August 31, 2023

Registration renewal has two parts:
An online registration form
Risk Management training

Student organizations that do not complete both parts of the renewal process will lose their REGISTERED status and can no longer be active on campus - including making rooms reservations, conducting fundraisers, participating in the Welcome Back Week Community Fair, etc.

Annual Registration Renewal

Eligibility & Membership

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

Limitations on Representation

Naming: No student organization may use the name of the University or an abbreviation of the name of the University as part of its name

Location: A student group or organization may use terms such as “campus” or “UTMB campus” or [Name of Org] at the University of Texas Medical Branch

Branding: No student organization may advertise or promote any event or activity in a manner that falsely suggests that the event or activity is sponsored by the University

 UTMB Interest Group
 Interest Group at UTMB

Fundraising & Solicitation

Registered student organizations are permitted to hold fundraisers on campus. To hold a fundraiser: Email for approval and reservations.

Fundraising Regulations:

Rules and Regulations

  • Fundraising Guidelines
    • All fundraisers must be authorized and approved by Student Life
    • Fundraisers cannot be co-sponsored by non-UTMB affiliated organizations
    • Fundraisers cannot be conducted for the private gain of an individual, association, organization, corporation, or group of individuals. 
    • Fundraisers cannot be held more than once per month, or they could be subject to Texas State Sales Tax.
  • Exemption from Texas State Sales Tax
    • Student organizations are permitted one fundraiser per calendar month without being subject to Texas State Sales Tax.
    • Organizations that hold additional fundraisers in the same month will be responsible for collecting and remitting sales tax on taxable items, and paying those taxes directly to the state comptroller. 
    • The one day per calendar month is:
      • Defined as 24 consecutive hours
      • Considered the day an organization delivers item 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.
  • Tax Exemption Status
    • Student organizations are NOT tax exempt via the university
      • Purchases cannot be made tax-free
      • Donors cannot receive tax write-offs
    • Organizations that are hoping to apply for 501(c)3 Non-Profit Status should contact Student Life
  • Additional Solicitation Guidelines
    • Membership dues may only be collected inside academic buildings
    • Raffles of any kind are prohibited on campus (per the UTMB Compliance Office)
      • Door Prizes are permitted, so long as no cash is exchanged for tickets and every attendee has an equal chance at winning
    • 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

Finances & Bank Accounts

Registered student organizations are permitted to open bank accounts and/or create money-exchanging app accounts.

Managing Your Money:

Rules and Regulations

  • Opening a Bank Account
    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
      • Allows you to open account without a Social Security Number
      • Application Walkthrough is linked below
      • Give Student Life a copy of your EIN paperwork to keep on file
    • Bring a copy of minutes from your last meeting with officers names and positions
    • If possible, have two officers signed onto the account
  • Money-Exchanging Apps
    Along with, or in lieu of, opening a bank account, student organization are permitted to create money-exchanging app accounts (Venmo, PayPal, Cash App, etc.)
    • Accounts can be passed from former to new officers each year
    • Does not require an Employer Identification Number

Faculty Advisors

Organizations are required to have a Faculty Advisor. We have put together a Faculty Advisor Overview to assist with expectations and regulations.

Faculty Advisor Overview

Office of Student Life

301 University Boulevard
Lee Hage Jamail Student Center
Second Floor
Galveston, TX
(409) 772-1996