Rules & Regulations

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

Student Organization Handbook & Resource Guide

While this handbook/resource guide is intended to be a summary of certain matters of interest to student organizations, its readers should be aware that:

It is not a complete statement of all procedures, rules, and regulations of the University;
The University reserves the right to change without notice any procedure, policy, and/or program which appears in this handbook;
Divisions and departments may have their own procedures and policies, which apply to student organizations.

Download the complete handbook or browse by chapter links on the table of contents.
Student Organization Handbook & Resource Guide

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

utmbinterestgroup@email.com
interestgroup.utmb@email.com

Fundraising, Solicitation & Merchandise

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

Fundraising Regulations:

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Fundraising Guidelines
UTMB and The Board of Regents puts the following restrictions on fundraising activities:
- Fundraising cannot be conducted unless authorized by the University entity in charge of authorizing student organization activities (Office of Student Life)
- The use of corporate logos is prohibited.
- Proceeds from fundraising may be subject to state tax laws.
- Fundraisers may not be conducted for the private gain of an individual.
- Fundraisers or solicitation activities may not be conducted on behalf of or for the benefits of any group that is not registered with UTMB.
- Student organizations may not conduct fundraising on behalf of or for the benefit of a non-University System recognized organization or corporation.
- The Office of Institutional Compliance has determined that no entity, department, or registered organization will be allowed to hold a raffle.
- The purpose for which the funds will be raised must be consistent with the purpose of the recognized student organization. The fundraising activity must not violate legal, tax, or corporate restraints upon the University.
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:

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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