Student Handbook

Student Life Policies


AIDS


AIDS is an acronym for Acquired Immunodeficiency Syndrome and is a disease caused by a virus that breaks down part of the body's immune system, impairing a person's natural defenses against a variety of illnesses, many life-threatening. HIV is a medical term for the virus that breaks down the body's immune system. HIV is found in many body fluids and secretions of people who are infected, but respected medical authorities have determined that its transmission is solely through blood, semen, and female genital secretions. Current medical knowledge indicates that students and employees with HIV infection do not pose a health risk to other students and employees in an academic setting. The Public Health Service states that there is no risk created by living in the same place as an infected person, casual kissing, or swimming in the same pool with an infected person.

There is as yet neither a vaccine to prevent HIV infection nor curative therapy for infected persons. Even though knowledge about limiting the consequences of established HIV infection is meager, what is presently known should be communicated through education consistent with the morals espoused by a Christian institution.

Policies Regarding HIV/AIDS

1.  Individual Rights. The individual rights of all people in the Houston Baptist University Community shall be safeguarded. Therefore,
a. the uninfected should be protected from undue risk of exposure to the disease,
b. the infected should be protected against prejudice and denial of the reasonable opportunity for an education at the University,
c. and the University condemns any and all actions of physical or emotional harassment toward the infected or those suspected of infection.

 
2.  Policy Implementation -As stated above, current medical knowledge indicates that people with HIV infection do not pose a health risk to others in an academic setting. Therefore, until medical knowledge indicates a contrary conclusion, or unless health regulations or other laws require a different response, the policy of Houston Baptist University will conform to the following:
a.  Admissions. No otherwise qualified individual will, solely by reason of his or her HIV/AIDS status, be denied admission to the University.
b.  Attendance. Students with HIV/AIDS may attend regular classroom sessions. The University reserves the right to restrict a student on a case-by-case basis if a student has a contagious disease (including those associated with or arising from AIDS) or if the individual's behavior is disruptive or endangers the safety of health of other persons. Departments will establish safety guidelines for the handling of blood and bodily fluids in classroom settings in which analysis of these substances may be a part of the coursework, such as in nursing or biology classes.
c.  Access to University Housing and Facilities. Students with HIV/AIDS will have access to University housing and facilities. Restrictions will only be imposed on the basis of medical recommendations.


Alcohol Policy


Computer Use Policy


The University believes that establishing and maintaining adequate computer hardware and software for both academic and administrative purposes is foundational to the University's goal of becoming a premier Christian academic University. The University makes its computing facilities and network available for the use of undergraduate and graduate students, faculty, and staff of the university. The use of university computing facilities or network is considered a privilege afforded members of the university community. The continued use of the network and computing facilities of the university is available to those students and employees who abide by university policy and procedures related to the use of computing facilities, software and the network.

Copyright Infringement


Dance Policy - Students


  1. Dances must be sponsored by registered student organizations or University departments and may be attended by all currently enrolled HBU students and guests of the HBU student attending the dance. HBU identification cards will be required of all currently-enrolled HBU students. Guests must show picture identification. Identification will be required of all attendees.
  2. Dances must be calendared with Student Life at least one month in advance. Paperwork must be submitted online at https://orgsync.com/36574/forms/33608.
  3. No dances may be scheduled on a Sunday. Dances that begin on Friday or Saturday evening must end by 1:00 a.m. the following morning. Any dances held Monday through Thursday must end at midnight. Only one on-campus dance will be allowed per week.
  4. University staff members will determine reasonable capacities for all facilities to be used during on-campus dances. These capacities must be strictly enforced. They may require limiting admission of latecomers until an appropriate number of persons currently in attendance at an event have departed. The University will determine the nature and extent of security required for each dance scheduled on campus by a student organization. The sponsoring organization shall reimburse the University for the cost of staffing and security, including overtime pay as required. The organization is responsible for security for the event, including issues related to tickets, parking, etc. The number of police needed will be based on the size of the facility and the number of people expected. The guideline to be used will be one officer for every 100 people or potential audience members. At least one officer is required for any event in the Morris Center.
  5. Representatives of the student organization sponsoring a dance must meet with the staff of University Events and Conferences prior to the event and must agree to adhere to any special requirements that are imposed. Those present at the meeting should include, but should not be limited to, the president and faculty advisor of the organization, the Chief of HBU Police, and the Director of Student Involvement. Failure of the organization to comply with pertinent University requirements, rules, and regulations, including those involving security and financial obligations related to the event, may result in the forfeiture of the privilege of scheduling events on campus.
  6. Signage with the rules of the dance must appear at every entrance. On the signs, there must be special notice that no alcohol or other drugs will be permitted.
  7. At the beginning of each dance, the student leaders and faculty advisor of the organization sponsoring the dance will introduce themselves to the police officers on duty and go over any special procedures for the given event. They will cover notification procedures in case of emergencies or incidents needing assistance. Members of the organization will be responsible for cleaning the facility at the close of the event.
  8. If an attendee or organization violates a University policy, the sponsoring organization leaders and advisor will inform the violator to leave. If ignored, then the HBU Police officers can order departure or the violator may be arrested for criminal trespass. If anyone chooses to violate state laws (e.g., fighting, intoxication, trespass, refusal to leave upon order of the HBU Police), he or she may be arrested and transported to jail. Appropriate reports will be filed with the criminal courts system and the University.
  9. All participants will conduct themselves in a manner consistent with the Christian mission and purpose of the University. Attire must be modest and not sensual in any way. All dancing (individual, couples, group/line, etc.) shall be in good taste and should not be sexually suggestive, profane, or in any other way inappropriate. Students and/or their guests will be asked to leave for non-compliance. Students' actions may also be addressed via the University disciplinary process.
  10. The faculty advisor and student leaders of the organization must be present for the duration of the dance.
  11. The sponsoring student organization will be held responsible for the conduct of all attendees.
  12. An appropriate covering for the floor must be used for all indoor dances, regardless of the location of the dance. The sponsoring organization is responsible for contacting University Events and Conferences to secure the University's 16' x 16' dance floor or to rent a larger dance floor.
 

Drug Policy


Facilities


University facilities are well-maintained and their security given consistent attention in the interest of students, staff, and faculty. Cultural, educational, professional, and athletic events are held in University facilities that are open to the public. Other facilities such as the Bookstore, Library and HBU Dining Services are likewise open to community visitors.

At our campus, academic buildings are open from 8 a.m. until 10 p.m. and administrative buildings are open from 8 a.m. until 5 p.m. Monday through Friday. Student organizations are to terminate their meetings held on weeknights by 10 p.m. Academic buildings are scheduled to be open on weekends only as needed. Access to individual classrooms and laboratories is limited to those enrolled and scheduled on the University’s Master Calendar. Access to University Residence Colleges is limited to residents through a code lock or keycard system. During the times that the University is officially closed, University buildings are locked and only faculty, staff, and students with proper ID are admitted. Clearance to others is granted through the University Police Office.

Use of University Facilities

HBU recognizes a fundamental responsibility to its community and, therefore, when possible, leases its available facilities when not required for use or work by the University. Recognized student organizations may schedule space without cost. Non-university sponsored events may include:
  • legally established organizations for presentation of educational, professional, cultural, and musical programs
  • conferences, workshops, seminars
  • individual recitals, weddings, receptions
  • camps, athletic events

HBU complies with all applicable federal and state non-discrimination laws and does not engage in prohibited discrimination on the basis of race, nationality, ethnic origin, gender, age or disability in either employment or the provision of services. All events on campus must be in alignment with the vision, mission, and purpose of the University.

With the exception of classroom assignments facilitated by the Provost, ALL use of campus facilities must be scheduled on the University Master Calendar. If there is any damage to the scheduled facility (conference rooms, classrooms, athletic complexes, buildings, grounds, etc.) during the event, the individual or organization will be held liable for costs incurred by the University to make repairs. The University is not liable for items lost during or in connection with these activities. Aramark Higher Education Food Services has exclusivity on campus and must be given first right of refusal for any and all food service on campus at events. Organizations or individuals hosting events that involve food of any kind must submit an online Aramark food approval form. Organizations without approval will be fined $50.

For an external group or a student hosting a personal event, the Office of University Events and Conferences provides the following services:
  • reservations on the University master calendar for all use of campus space when not in use by academic courses, or University initiatives*
  • event planning and consultation
  • assistance with arranging services for events
  • coordination of event logistics, including:
    • Aramark Services
      • Food service, catering, linens*
      • Custodial 
    • Media Services (audio/visual)*
    • Operations (facility set up, equipment rental, summer lodging)*
    • Police support (parking, security coverage)*
    • Information Technology
    • Maintenance (a/c and heating or issues related to repairs)

*Fees are charged for facilities, food service, equipment rentals and set-ups, media service and extra police support.

Scheduling of Facilities

All facilities and meeting spaces on campus are calendared and scheduled through the Office of University Events and Conferences. Student events must be approved by the Office of Student Life prior to receiving confirmation on the University Calendar. Student events must be requested at least two weeks in advance. Student organizations should calendar their meeting space each semester, and all regularly scheduled student organization meetings should be held in classrooms or conference rooms. Special events may be scheduled in one of the custom halls.

Calendar requests are to be made at least five working days in advance.

  1. Calendar Request - When planning an event/meeting, you must first calendar the event on the University Master Calendar.
    • The calendar request form may be accessed at http://my.hbu.edu . After logging in, the University calendars box is the third box on the right-hand side. The last link in the box is "Submit your calendar event requests." When you click on the link the first time, you will need to select "H" as the campus. From there, you will be prompted to "Start your event request here," which will take you through a series of screens to facilitate the scheduling of a facility. A tutorial is also available to the right of that link
    • At the top of the www.hbu.edu website is a link for "Calendar." On the "University Calendar" page is a blue link to "Schedule an event." When you click on the link the first time, you will need to select "H" as the campus. From there, you will be prompted to "Start your event request here," which will take you through a series of screens to facilitate the scheduling of a facility.
  2. Notification of change/cancellations should be made by calling the Office of University Events and Conferences at 281-649-3047 or e-mailing a notice to events@hbu.edu .
  3. Facility Set-up Request - This request is made in addition to the calendaring for any event requiring special arrangements/set-up. The facility set-up request form is available on the MY.hbu.edu portal, under "HBU forms" and must be submitted to the Office of Events and Conferences at least five working days prior to the event. Specialized set-up forms have been created for all Morris Center event spaces and the Bradshaw Fitness Center. All other spaces may use the general set-up form. Your event must be confirmed on the calendar before this document can be turned in to the Office of Events.
  4. Media Request - Student organizations must have their faculty/staff sponsor make arrangements through Media Services for any audio visual need. Faculty or staff sponsors may use this link to make requests: https://hbu.service-now.com.
  5. Food Services/Table Linens - Contact ARAMARK Services Catering at 281-649-3366. ARAMARK Service has exclusivity on campus and must be given first right of refusal for any and all food service at events on campus. Organizations or individuals hosting events that involve food of any kind must submit an online Aramark food approval form. Organizations without approval will be fined $50.00.
 

Family Educational Rights and Privacy Act (FERPA)


In compliance with the Family Educational Rights and Privacy Act (FERPA), HBU cannot release personally identifiable information to any person other than the student, unless written permission is given for the University to do so. Students may give permission for their educational records to be released to designated parties by completing the "FERPA Authorization to Release Education Records" in the Registrar's Office.

In general, no personally identifiable information from a student's education records will be disclosed without written consent from the student. This includes, but is not limited to, grade reports, academic schedule information, and transcripts. Two exceptions may, however, be made: (1) directory information may be released unless the student requests that it be withheld, as explained in the section below; (2) records may be disclosed to parents of students who depend upon them as defined by Internal Revenue Code 1986, Section 152.

HBU has designated the following student information as public or "directory information:" name; local and permanent addresses; telephone numbers; e-mail addresses; date and place of birth; classification; major field(s) of study; classification; dates of attendance; degrees, honors, and awards received; most recent educational institution attended; participation in officially recognized sports and activities; weight and height of athletic team members; and photographs.

At its discretion, the institution may disclose such information for any purpose. Any new or currently enrolled student who does not want his/her directory information disclosed should notify the HBU Registrar in writing by using the FERPA Request to Withhold/Release Directory Information form. Such notification must be received by the end of the first full week of classes for any term to ensure that the student's directory information is not released except to officials with legitimate educational purposes as authorized by FERPA.

The request to withhold directory information will remain in effect as long as the student continues to be enrolled or until the student files a written request with the HBU Registrar to discontinue the withholding. To continue nondisclosure of directory information after a student ceases to be enrolled, a written request for continuance must be filed with the HBU Registrar during the student's last term of attendance.

HBU assumes that failure on the part of any student to specifically request the withholding of categories of "directory information" indicates individual approval for disclosure. 


Grievances


Houston Baptist University seeks to be aware of and try to resolve problems concerning its students.
  • For academic concerns, refer to the Academic Grievance Policy managed by the Office of Academic Affairs.
  • For concerns related to facility issues (custodial or maintenance), financial services, or food operations contact the Office of the Vice President for Financial Operations.
  • For concerns about student involvement, residence life, campus recreation, Spiritual Life, student conduct policies, or other areas in Student Life, contact the Vice President of Student Life at studentlife@hbu.edu.
  • To report another student for unacceptable behavior, refer to the Student Code of Conduct and/or contact the Vice President of Student Life in Brown 289.
  • For concerns about non-academic employees contact the supervisor of the employee or the Human Resources Department.
  • Students who wish to file a grievance or lodge a complaint but are unable to determine what procedure to follow should write the Vice President of Student Life at studentlife@hbu.edu who will refer action to appropriate personnel.


Hazing


Hazing refers to any intentional, knowing, or reckless act by one or more persons that occurs on or off campus, and is directed against a student for the purpose of joining, being initiated into, or maintaining full status in a group. Such acts include, but are not limited to, the following: any type of physical brutality, such as, beating, striking, branding, sleep deprivation, exposure to the elements, calisthenics, any activity involving the consumption of a food, liquid, alcoholic beverage, drug, or other substance or any other activity that subjects the student to unreasonable risk or harm or that adversely affects the mental or physical health or safety of the student or any activity that intimidates or threatens the student or that subjects them to extreme mental stress, shame, or humiliation. Consent to hazing is not a defense against hazing. Hazing is a violation of both HBU policy and Texas State Law and may subject a violator to both criminal prosecution (punishable by fines and/or jail time) and HBU disciplinary action.


Health Records

Please refer to the HBU web site Health Services for current information on immuniza­tion and health record requirements. Students requesting a copy of meningitis vaccine records should contact the Office of the Registrar.

Student health records for any on-campus Health Clinic visits may be obtained by contacting the Neighborhood Health Center at 7600 Beechnut, suite A, phone 713-456-4280.

 

Noise

In a community environment, the right to participate in or enjoy a particular activity ends when that activity or by-product infringes on the rights of others, particularly their right to sleep, study, or spend time in a peaceful setting. It expected that students be aware of how their actions may be affecting others and maintain reasonable noise levels 24 hours a day. Thus, music and noise may not be projected from residence hall rooms, classrooms, or vehicles to any other area of the building or to the outside of the building unless permission has been granted from the Office of University Events and Conferences or the Office of Student Life.

 

Parking Regulations

General Regulations
Houston Baptist University has adopted a parking and traffic program to create an orderly traffic flow and equitable parking conditions on campus. Your personal safety, the recognition of the needs of others, campus appearance, and applicable laws were considerations in the formulation of these regulations. The program is administered by the Houston Baptist University Police Department. Every vehicle on campus must be registered. Short-term registration is available through the University Police Department. For details on permit fees and registration process click here.

Possession of a parking permit is not a guarantee of a parking place in a specific lot. To park on University property you must have a permit. You may park only where your permit allows. A faculty/staff permit allows you to park in any available, unassigned space. Parking regulations are enforced Monday-Friday from 6 a.m. to 8 p.m.

Visitor parking is available in several locations. Failure to display either a permanent or temporary permit does not allow parking in visitor places. License plate numbers of vehicles parked in visitor parking will be monitored and citations for parking in a visitor space and failure to secure a parking permit will be issued to vehicles belonging to students or their families.

Handicapped parking is available in designated parking spaces. Parking in handicap parking places is not allowed without the handicap permit. A University permit is also required where the vehicle is issued special handicap identification by the state.

No Parking Areas include the loading dock behind the M.D. Anderson Student Center, fire lanes, no parking zones, the grass, sidewalks, along curbs or any spot that would disrupt pedestrian or vehicular traffic.

Emergency Call Boxes are located in lots 1, 2, 3, 5 and 6. You may use Emergency Call Boxes for auto assistance as well as emergencies. For assistance, please call ext. 3314. Only construction personnel may park in construction areas.

Vehicle Registration
Anyone (except visitors) who operates a motor vehicle on Houston Baptist University property must register that vehicle. Motorized wheelchairs and authorized University vehicles and equipment are exempt.

Special Areas
  • Sharp Gym - Parking is restricted to special permits issued by the Athletic Director. All others are subject to towing.
  • Glasscock Center - Parking behind the Glasscock is restricted to maintenance personnel only. All others are subject to towing.
  • Loading Zones -These areas are reserved for loading and unloading objects into and from your vehicle. All loading zones are restricted to a maximum 20-minute time limit. Student or faculty usage requires prior approval from the University Police; call 281-649-3314 to request approval.
  • Bicycles and Motorcycles must be parked in designated areas.

Campus Traffic
  • Sidewalks -Only emergency and University vehicles authorized by the University Police are permitted access to the sidewalks. Policies pertaining to vehicular use of sidewalks are in effect 24 hours per day, seven days per week.

Enforcement
University police officers have the authority to issue citations 24 hours per day, seven days per week. Citations can be a warning citation or a University citation. Both warning and University citations are recorded in the Police Office. Citations can be issued for any of the following violations:


Typical Parking and/or Traffic Violations and Associated Fines

Group A - Fine $100
  • Fire lane zone
  • Handicapped zone

Group B - Fine $30
  • Faculty/staff restriction
  • Proper permit not displayed

Group C - Fine $50
  • Loading zone
  • No parking zone
  • Blocking traffic way
  • Blocking two spaces
  • Parked on grass, sidewalk

Group D - Moving Violations

Violation Fine
Unsafe operation $100
Failure to stop at stop sign $50
Driving wrong direction on one-way road $50
Speeding $75
Driving on sidewalk or grass $75

Towing
University Police Officers are authorized to have a vehicle towed at the owner's expense for the following reasons:
  1. Vehicles which block the access or egress of others
  2. Parking in one location in excess of 30 days
  3. Parking of other than a conventional vehicle without University Police approval
  4. Unauthorized parking in handicapped zone
  5. Excessive unpaid violations
  6. Parking which creates a hazard

Additional Violations

  1. Changing, damaging, or moving any University traffic sign or signal
  2. Removing citations from other vehicles
  3. Providing false information on vehicle registration documents
  4. Disobeying traffic direction given by a police officer
  5. Failure to obey traffic signs or barricades.
     
Fines levied by citations must be paid within 10 ten working days. Failure to do so will result in a doubling of the fine and a charge for the higher amount will be placed on the student or staff member's account. All fines are paid in the Financial Services.

Appeal Procedures

Any citation may be appealed by completing an appeal form in writing available from the University Police Department. Appeals must be filed within 10 working days of the issuance of the citation. Appeals will be reviewed by the Chief of Police or designee. A grace period of 10 working days will be allowed for the payment of citations where the appeal is denied. The University reserves the right to withhold the issuance of grade reports, verification of enrollment, or University transcript until arrangements have been made with Financial Services for the payment of citations.


Poster/Flyer Posting


  1. All brochures, flyers and posters must be “poster-approved” through Office of Student Involvement, located on the second floor of M.D. Anderson Student Center.
  2. ONLY Student Life staff will be allowed to post flyers. Flyers will be posted in appropriate bulletin board spaces only. For posting, all flyers must be delivered to the Student Involvement Office by Monday afternoon each week.
  3. Posters/signs should be in good taste as deemed appropriate by the Student Involvement staff and not include references to alcohol, sexual innuendos, or offensive language of any kind.
  4. Posters/signs should have accurate information regarding events (place, date/time), reflecting the same information that is on the University calendar.
  5. Student Organizations must post information about events on Huskysync for their event prior to the flyers being posted.
  6. Because of limited space, keep the sign/poster to a maximum size of 8 ½” by 11” letter size paper.
  7. Banners (maximum size of 4’ x 8’) may be posted in Hinton and the M.D. Anderson Student Center, hung on the cable along the upstairs railing. All banners must be approved by the Office of Student Involvement before posting.
  8. Use of yard signs, display boards and other large scale signage is prohibited except for use by HBU departments and fee-funded organizations.
  9. Distributing flyers on car windshields is prohibited. Police should be notified immediately if this rule is broken.
  10. Chalking may be done only in open, uncovered areas. (Do not chalk anywhere rain cannot reach.)
  11. If these policies are consistently violated, student organizations will lose the privilege to advertise on campus. 


Search and Seizure


Institutional searches may be authorized by the Vice President of Student Life if there is reason to believe that it is more likely than not that items which are in violation of University policy (re. drugs, alcohol, master keys, guns, weapons, stolen property, etc.) are present in a specified location. The University also reserves the right to use a search warrant issued by civil authorities if deemed necessary or appropriate.

Sexual Harassment


What is sexual harassment?

Sexual harassment is a form of discrimination in violation of Title VII of the Federal Civil Rights Acts of 1964. Such behavior has the potential of threatening an individual's academic performance, economic livelihood, career advancement, psychological and spiritual well-being, as well as Houston Baptist University community life. The Federal Equal Opportunity Commission guidelines clearly define sexual harassment:

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
  • submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic advancement,
  • submission to or rejection of such conduct by an individual is used as the basis for employ­ment decisions or academic decisions affecting such individual,
  • such conduct has the purpose or effect of unreasonably interfering with an individual's work or academic performance or creating an intimidating, hostile, or offensive working or learning environment.

Sexual harassment most often occurs in situations where one person abuses the power he or she has over another person, thereby violating the boundaries and trust implicit in that relationship. However, harassment can also occur between equals (i.e., student to student). Any member of the Houston Baptist University community is a possible victim of sexual harassment, although historically women are most often victimized.

Sexual harassment can involve: 
  • Professor and professor
  • Professor and student
  • Supervisor/superior and employee
  • Employee and employee
  • Student and student
  • Other relationships among colleagues, peers, and co-workers

Sexual harassment can take many forms: 
  • Verbal harassment may include innuendo, humor, and jokes about sex or gender-specific traits and implied or blatant verbal threats.
  • Physical harassment may include offensive contact (patting, pinching, brushing against the body, etc.), blocking movement, attempted or actual fondling or kissing, or any other form of coerced sexual contact. (A separate section on sexual assault follows the harassment information.)
  • Non-verbal harassment may include insulting whistling, gestures, or leering.

How to deal with a sexual harassment situation:
 

HBU takes sexual harassment complaints by students, faculty, administration, and staff very seriously. Sexual harassment hurts our whole community when it occurs. In addition to violating the law as well as University policy, it violates the University goal of developing a community where relationships are based on trust and mutual respect.

Any student who believes he or she is being harassed, or who otherwise feels in need of advice or support, is encouraged to immediately see one of the following people:

Faculty, administrators, and staff who believe they are being harassed or feeling in need of advice are encouraged to see the University General Counsel or appropriate personnel in the Office of Human Resources as soon as possible, preferably within three work days. Students are encouraged to seek assistance even if they are unsure that what they are experiencing is sexual harassment. Do not allow sexual harassment to jeopardize your rights and opportunities as a student here at Houston Baptist University for work or education. The University wants to work with students to attempt to resolve sexual harassment issues but cannot do so unless reports are received by the appropriate personnel listed above.

Reprisals or retaliation towards any person for alleging sexual harassment or for filing a sexual harassment complaint or charge is illegal and a violation of University policy. Any person who retaliates against a complainant will be subject to disciplinary action up to and including, in the case of a student, expulsion, and in the case of an employee, termination of employ­ment. Knowingly making false allegations of sexual harassment or providing evident with the knowledge that it is false is also a violation of University policy and will subject a person to disciplinary action up to and including expulsion or dismissal. Those persons responsible for investigating and resolving complaints of sexual harassment will make reasonable efforts to protect the privacy of both the complainant and the respondent. All complaints of sexual harassment, investigation documents, and documents relative to the resolution of the complaint will remain confidential. In cases in which it is determined that sexual harassment occurred, the University will take appropriate action with or without concurrence from the complainant.

Sexual Assault

http://www.hbu.edu/About-HBU/General-Information/Consumer-Information/Campus-Policies-and-Security/Sexual-Assault-Policy.aspx

Smoke Free Campus


The University has elected to strengthen the Smoke Free Campus Policy. Effective September 1, 2006, the policy prohibits smoking anywhere on University premises except for the confines of private vehicles.


Student Organizations Relationship Statement


Section 1. Purpose Statement

  1. Houston Baptist University (HBU) is strongly committed to providing students opportunities for involvement in student organizations operating on campus. By maintaining a statement of relationship between the University and the student organization, the University establishes a clear set of privileges and responsibilities for student organizations to foster their success.
  2. These policies and procedures shall conform to the policies and regulations of Houston Baptist University.

Section 2. Definitions

  1. Fee-Funded Student Organization: A student organization created by a University depart­ment or division to support the on-going interests of the University community and is considered to be critical to the mission and culture of the University and routinely presents events for the University and surrounding community. A fee-funded student organization has an advisor that is paid by the University to specifically advise the organization. Other privileges may be granted to a fee-funded student organization by the sponsoring University department or division, which may or may not be extended to other student organizations.
  2. Honors Groups: Organizations requiring individuals to meet a certain set of criteria for membership. Though these groups operate under the Student Involvement umbrella, they are also under the primary supervision of specific departments or faculty members.
  3. Student Organization Leader: The University reserves the right to hold student organizations accountable to reasonable standards of academic performance of the group, its student organization leaders, and its members. A person meeting all of the following criteria shall be officially recognized as a student organization leader:
    • An undergraduate or graduate student enrolled in at least one course at the University; the student need not be enrolled during the summer semester.
    • A member in good standing of a student organization currently registered with the University.
    • A student whose name appears in a student organization's registration materials as an officer or authorized representative.
    • A student who is in good scholastic and disciplinary status with the University at the time of selection and during the term of the position.
    • The student must relinquish the position should he / she fail to maintain the above requirements.
  4. Faculty/Staff Advisor: A person meeting all of the following criteria shall be officially recognized as a Faculty/Staff Advisor:
    • Must work for the university at least part -time (20 hours).
    • Must not advise more than 2 student organizations unless it is otherwise stated in his/ her job description.
    • Must not be on sabbatical.

Section 3. Process for University Recognition for New Organizations

 Registered status will be considered for any student organization that meets the following criteria:
  1. Membership is limited to HBU students, or combination of students, faculty, and/or staff.
  2. The petitioning group’s purpose, actions, or activities do not conflict with the Christian or educational missions of the University; in particular, they do not conflict with the Preamble or the University’s bylaws.
  3. The petitioning group can meet three (3) times to create a constitution & bylaws & to secure a faculty/staff advisor.
  4. Submit initial request including constitution, bylaws, preliminary roster, purpose of organiztion and faculty/staff advisor contact information to the Director of Student Involvement via HuskySync. The Department Chair and Dean must submit approval for Academic groups to the Director of Student Involvement. All submissions must be done via HuskySync (OrgSync).
  5. Paperwork will be forwarded to the Student Government Association (SGA) for comment.
  6. SGA will forward comments and paperwork back to the Director of Student Involvement for review with the Vice President of Student Life.
  7. The Office of Student Involvement will notify in writing the petitioning group of the final decision. Notifications will be done via HuskySync (OrgSync).
  8. If the group is granted recognition, the three (3) highest ranking officers must attend an Organization Training and Risk Management Training.
  9. General Social Greek Organizations: The HBU Expansion Policies for Social Greek Organizations may be obtained through the Office of Student Involvement.

Section 4. Appeal process for New Student Organizations Denied Recognition

In the event that the request for recognition is denied the following steps can be followed:
  1. Notify in writing the Vice President of Student Life of the intent to appeal and resubmit the initial Recognition packet.
  2. The Vice President of Student Life will meet with representatives from the group along with their faculty/staff advisor.
  3. After consulting with members of the President's Executive Council, the Vice President of Student Life will render a final decision.
The Vice President of Student Life is the final appellate review.

Section 5. Privileges of Recognition
 
Privileges extended to student organizations in good standing with the University and currently registered with the Office of Student Involvement include the following:
  1. Recruitment: Student organizations may conduct activities on campus to recruit new HBU students in accordance with University policies and procedures regarding the use of campus facilities and solicitation.
  2. Publicity and Promotion: Student organizations have access to the Student Life e-newsletter, HuskySync (OrgSync), and may utilize all posting areas on campus in accordance with the posting policies.
  3. Fundraising: Student organizations may raise funds on and off campus.  If raising funds on campus, the activity must comply with all posting and solicitation policies.
  4. Use of Campus Facilities: Student organizations may use University facilities for meetings, functions, programs, and other activities provided that the organization completes the appropriate facility reservation process and the activities do not intrude upon or interfere with the academic programs and administrative processes of the University.  Failure to comply with facility use guidelines may restrict an organization from the use of such facilities.
  5. Use of the On-Campus Account System: Student organizations may establish an on-campus account to procure University services, to purchase items and services from off-campus businesses and individuals, and to reimburse individuals for organization-related expenses.  Improper use of the on-campus account may result in the loss of the account and the use of services requiring payment via the account.  No student organization may use University services, facilities, and equipment while it owes a monetary debt to the University and the debt is considered delinquent.
  6. Participation in University-sponsored Events: Student organizations are eligible to participate in all University-sponsored programs and activities involving student organizations (e.g., Organization Fair, Husky Fest, and Homecoming).  Student organizations must comply with the sign-up procedures and rules established for the event or face exclusion from such events.
  7. Funding: A student organization may apply for student organization funding through the Student Government Association.
  8. Use of Student Involvement Services: Student organizations are eligible for all services provided by the Office of Student Involvement.
  9. A student organization may state that its membership is composed of HBU students, or a combination of students, faculty, and / or staff, but it shall not suggest or imply that it is acting with the authority or as an agency of the University.  Student organizations are not official entities of the University and may not represent themselves as such.
  10. Student organizations cannot use the words “Houston Baptist University” or “HBU” as part of the name of the organization, and it cannot display the seal or logo as part of any letterhead, sign, banner, pamphlet, or other printed material that bears the name of the organization.
  11. Student organizations may indicate existence at the University by adding the phrase “at Houston Baptist University (or HBU).”
  12. Fee-funded student organizations may incorporate the name, seal and logo of the University in accordance with University communication, policies and guidelines established by the sponsoring University department or division.
  13. Other privileges may be granted to Fee-funded student organizations by the sponsoring University department or division that may or may not be extended to other student organizations.

Section 6. Responsibilities of Recognition
 
  1. It is the student organization’s responsibility to provide names and contact information about the Officers, members, and advisors of the organization to the Office of Student Involvement by maintaining an updated HuskySync profile.
  2. Student organizations must attend all organization trainings and risk management trainings scheduled by the Office of Student Involvement.
  3. It shall be conclusively presumed that the authorized officers/representatives whose names are most currently on-file with the Office of Student Involvement are authorized to represent the organization in its relationship with the University.
  4. In addition, general social Greek organizations must also provide the name, address, and phone numbers of the alumni/recruitment/graduate advisor(s).
  5. Student organizations must have a faculty or staff advisor who is employed by the University at least one-half time (20 hours) and not be on sabbatical.
  6. Student organizations must keep an updated organizational constitution on file with the Office of Student Involvement at all times.  Constitutions are submitted via HuskySync. Constitutions should follow the following guidelines and must include those components indicated as being required:
     
    1. The date of creation and revision [required]
    2. The official name of the organization [required]
    3. A detailed declaration of purpose of the organization [required]
    4. Criteria for selecting membership [required]
    5. Establishment of authority structure, including:
      a.      Officer/representative positions, duties, and authority [required]
      b.      Description of officer/representative eligibility, including academic requirements meeting or exceeding those stated in
      Section 6 of this document [required]
      c.      Procedure for selection and removal of an officer/ representatives [required]
    6. Procedures for decision-making (i.e., voting) in the control of organizational activities and finances, including a definition of quorum [required]
    7. Provision for disbursement of organization assets should the organization become defunct [required]
    8. Description of standing (permanent) and ad hoc (temporary) committees, including a list of responsibilities [recommended]
    9. Description of the amendment process [recommended]; and
    10. Provision for the selection and removal of faculty / staff advisor [recommended].
       
  7. Student organizations are accountable for the conduct of their members wherever individual actions are abetted by the organization.  “Abetting” may be defined as, but not limited to, organizational sponsorship, sanctioning or condoning of the event or activity.
  8. Any student organization is subject to disciplinary action or revocation of recognition as a student organization for violation of a rule or regulation of the University.
  9. Fee-funded student organizations are subject to all laws, rules, regulations, and policies that govern the sponsoring University department or division.
  10. The University reserves the right to hold student organizations accountable to reasonable standards of academic performance of the group, its student organization leaders, and its members.  A student officially recognized as a student organization leader must meet the following academic requirements to receive and maintain such status:
     
    1. Be in good scholastic and disciplinary status with the University at the time of selection and during the term of position.
    2. The student must relinquish the position should he/she fail to maintain the above requirements.
       
  11. A general social Greek organization whose initiated and new member semester GPA falls below a 2.5 in any long-term semester will be placed on academic monitoring for the following long-term semester. The organization must meet the following requirements to be cleared of academic monitoring:
     
    1. The initiated and new members semester GPA must meet or exceed a 2.5 at the end of the probationary semester;
    2. The organization must develop and implement a chapter academic enhancement program in conjunction with, and approved by, the Director of Student Involvement prior to the end of the second week of the probationary semester;
    3. The organization must meet monthly with the Director of Student Involvement to discuss the implementation and progress of the academic enhancement plan.
       
  12. Failure to meet the above requirements during the monitoring semester will result in academic probation for the following long-term semester.  The organization must meet the following requirements to be cleared of academic probation:
     
    1. The initiated and new members semester GPA must meet or exceed a 2.5 at the end of the probationary semester.
    2. The organization must continue to meet monthly with the Director of Student Involvement to discuss the implementation and progress of the academic enhancement plan;
    3. The organization must sponsor or attend an academic workshop during the probationary period requiring mandatory attendance of not less than 95% of the chapter members;
    4. The organization may not host any social events for the probationary semester; and,
    5. Any additional requirements as determined by the Director of Student Involvement.
       
  13. Failure to meet the above requirements during the probationary semester will result in suspension, for a minimum of two long semesters, of University recognition and all privileges associated with such recognition.

 

Section 7. Additional Social Responsibilities of Social Greek Organizations
 
  1. The Office of Student Involvement may impose additional requirements upon general social Greek organizations.
  2. Every semester, general social Greek organizations must provide updated rosters of their most current membership to the Director of Student Involvement.  Information required for every member includes: full name, H#, and membership status.
  3. At the end of every fall semester, general social Greek organizations must submit their most current constitution and by-laws, new member program, and risk management policy to the Director of Student Involvement.
  4. General social Greek organizations are subject to regulations from the University, their (inter) national offices, umbrella organizations and their governance councils.  All general social organizations must abide by all regulations to which they are subject.

Section 8.  Student Organization Discipline

  1. The University encourages and expects its students to act responsibility at all times, whether on or off campus.  As a minimum, students are expected to comply with all local, state and federal laws, and to engage in conduct which reflects a positive image of the University as a Christian institution of higher education.
  2. Currently registered student organizations may not co-sponsor any event, program, socialize or solicit with a suspended or unrecognized organization or any of its affiliates (alumni).  Groups who choose to participate will be held to the judicial process.
  3. Independent of sanctions imposed by national governing bodies, student conduct boards, and/or other legal entities, the University may impose sanctions on organizations which engage in misconduct.  Individual student conduct is governed by the Code of Student Conduct found in the Student Handbook and will be handled separately, although individual conduct may also be associated with group misconduct when viewed in relation to the total facts in each separate case.


Student Organizations Events

 
Student Organizations must adhere to the following when planning an event.
 
  1. If a student organization event meets any of the following criteria, an officer of the group must meet with an advisor within the Department of Student Involvement prior to reserving space. Prior to meeting, the appropriate paperwork must be submitted via HuskySync (OrgSync) at https://orgsync.com/36574/forms/33608.
    • the event has a target audience from off campus
    • the event will be outdoors
    • the event is a dance
    • the event will have over 60 people
    • the event will be funded with university money (i.e. SGA funding or other funding from campus)
  2. All events must be calendared with The Office of University Events and Conferences at least two weeks in advance.
  3. No events may be scheduled on a Sunday before 1:00pm. Events on Friday and Saturday evening must end by 1:00 a.m. the following morning. Any event held Sunday through Thursday must end at midnight.
  4. University staff members will determine reasonable capacities for all facilities to be used during on-campus events. These capacities must be strictly enforced. They may require limiting admission of latecomers until an appropriate number of persons currently in attendance at an event have departed.
  5. Based on the site reserved for an event, specific facility related policies must be adhered to. These may include decorating guidelines, floor covering requirements, furniture set up options, food and beverage restrictions, etc. The Office of University Events and Conferences oversees these details and student organizations are expected to follow all requirements stipulated by this office.
  6. The University will determine the nature and extent of security required for each event scheduled on campus by a student organization. The sponsoring organization shall pay for the cost of staffing and security, including overtime pay as required. The organization is responsible for security for the event, including issues related to tickets, parking, etc. The number of police needed will be based on the size of the facility and the number of people expected. The guideline to be used will be one officer for every 100 people or potential audience members.
  7. No alcohol is allowed on the HBU campus or at events held on campus. Student Organiza­tions are not allowed to have alcohol at any event on or off campus. 
  8. All participants will conduct themselves in a manner consistent with the Christian and educational mission and purpose of the University. Examples include but are not limited to:
    • Attire must be modest and not sensual in any way.
    • All dancing (individual, couples, group/line, etc.) shall be in good taste and should not be sexually suggestive, profane, or in any other way inappropriate.
    • Language must be appropriate. No foul language or profanity will be acceptable at events.
  9. The student leaders of the organization must be present for the duration of the event. In some cases the organization's faculty/staff advisor may also be required to attend the event (to be determined in meeting for events described in No. 1 of this policy).
  10. The sponsoring student organization will be held responsible for the conduct of all attendees.
  11. Members of the organization will be responsible for cleaning the facility at the close of the event.
  12. Failure of the organization to comply with pertinent University requirements, rules, and regulations, including those involving security and financial obligations related to the event, may result in the forfeiture of the privilege of scheduling events on campus.
  13. Students and/or their guests will be asked to leave for non-compliance of HBU policies and standards. Students' actions may also be addressed via the University disciplinary process.
  14. HBU Police has authority for enforcing HBU policies, local, state and national law as appropriate. Violators and uncooperative attendees are subject to arrest. Appropriate reports may be filed with the criminal courts system and the University.

Space and Event Requests

  1. Space requests include all outdoor activities, as well as tables/space in any campus building.
  2. The Office of University Events and Conferences is located in the Morris Cultural Arts Center. 
  3. Requests must be made at least two weeks in advance to ensure adequate time for the approval process and to give facilities and catering adequate time to service your event.
  4. Please do not reserve other service providers (i.e. catering, media services, etc.) prior to event approval.   
  5. Calendar/event requests may be submitted on-line via the HBU Portal by selecting Event Requests.
  6. Calendar request:
    • Go to my.hbu.edu and log-in.
    • On the right-hand side of the homepage, check the University Calendar to see if anything is already scheduled for the date and room you may want to use.
    • Click "Submit Your Calendar Event Requests" (on-line version of the calendar request).
    • Complete the form with all necessary information then press the "submit" button only once.
    • Notification of change/cancellations should be made by contacting University Events and Conferences.
  7. After you receive your confirmation (make sure that you get a "Notification of Room USE" email), return to my.hbu.edu and the HBU Forms link, using the above steps to complete any remaining forms, i.e. catering, Media Services, and set-up requests. Groups that do not cancel and room is opened for them are held accountable for the room during the hours it is booked for them should damage occur.
  8. Aramark Higher Education Food Services has exclusivity on campus and must be given first right of refusal for any and all food service on campus at events. They also must serve as supervisors of events that are catered through other means. Organizations hosting events that involve food of any kind must submit an online Aramark food approval form.  Organizations caught having food without approval will be fined $50.00.
  9. Each organization’s faculty/staff advisor will need to submit Media Requests. Students are not allowed to submit Media Requests.

Facility Set-up Request

  1. From HBU Forms go to University Events.
  2. Click on the Facility Set-up Request Form.
  3. The Facility Set-up Request form is a working .pdf document. Fill out the form on-line and print. Or print the Form and hand-write the requested information. You may complete the request, print it and submit it to University Events in the Morris Cultural Arts Center.
  4. All Set-up Request forms may be submitted to University Events at least 5 working days prior to the event.
  5. Groups who do not adhere to this policy will receive a one-time warning.  Further incidents will result in a loss of scheduling privileges for an amount of time to be determined by University Events in partnership with the Office of Student Involvement. Note that University Events is under no obligation to accommodate late set-up requests.
  6. Set-ups are only done in non-class rooms. (University classrooms are to be used "as is.")
  7. In the event of cancellation, please notify University Events ASAP (ext. 3047).  Cancellation of events must be done in a timely manner.  Groups who neglect to notify University Events will receive a one-time warning.  Further incidents will result in a loss of scheduling privileges for an amount of time to be determined by University Events in partnership with the Office of Student Involvement. 
  8. Remove all items from room at the conclusion of your event. Materials or supplies left in the room after the event are subject to discard. Failure to return the room to its prior condition may result in a "cleaning fee" that is charged to the organization’s account. Student Organizations are responsible for any damages to University space/property.
  9. If a spill occurs on a fabric chair or carpeted floor, contact University Events immediately so that it can be cleaned in a timely manner. 
     

Student Organizations Travel

 
Questions on liability related to field trips should be directed to the Director of Student Involvement in the Student Involvement Office. All organizations taking any off-campus trip should calendar the event AND complete a "Field Trip Form" providing the following:
 
  1. List of students attending event
  2. Emergency contact information
  3. Location/phone number of where the group is staying

Forms are available for submission online at https://orgsync.com/36574/forms/33612.
 

University Vehicles - Scheduling

University-owned vehicles are available on a first-come, first-served basis provided the request for use has been made in a timely manner and in accordance with the guidelines established by Campus Police and Parking Services. When multiple requests have been made, priority will be given to the time stamp on the received request, whether via e-mail or in person.


Guidelines


University-owned vehicles are available for activities initiated or required by the University. The use of University Vehicles is restricted to approved drivers who have completed the required training and certification and have filed a current copy of their driver's license including their H number with Campus Police. An approved driver is a faculty/staff member or currently enrolled student that is a member of the requesting organization or student worker. Passengers of the vehicles must be employees or students, not family members or hitchhikers unless special permission has been granted in writing by the Vice President of Student Life or Director of Parking and Police Services.

  1. The organization must reserve a vehicle no later than 5 working days prior to travel by submitting a written request in person, via Campus mail or via e-mail to Police dispatch.
  2. The request must include date(s) of travel, type of vehicle requested, approved driver(s), and destination.
  3. When you receive your confirmation email, download and submit a "Travel Log" to the dispatch 24 hours before your departure.
  4. All drivers must be at least 21 years of age to drive a vehicle, whether HBU-owned or rented.
  5. A reservation may be made when the following criteria are met:

         a. A copy of the individual driver's license and H number is on file in Police dispatch.
         b. The driver has taken and passed an online driving test, and
         c. The driver has a clear Motor Vehicle Record (will be run by HBU Police)
  6. If the trip exceeds 200 miles, a minimum of two approved drivers per vehicle is required.
  7. Drivers will obey all federal, state and local laws, ordinances, etc. in operation of University vehicles. Any questions should be directed to Police Dispatch at 281-649-3314.