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Roane State Community College

RSCC Policies & Guidelines
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RSCC Policy GA-30-01; Memberships and Subscriptions

Roane State Community College
Policy Number: GA-30-01
Subject: Memberships and Subscriptions
  1. Purpose
    The following guidelines will be followed when requesting approval for institutional memberships and subscriptions for Roane State Community College (RSCC). Memberships or subscriptions purchased with restricted gift, grant, or contract funds are not subject to this policy. Campus libraries are exempt from this policy.
  2. Policy
    1. The president or designee must approve all memberships and subscriptions prior to ordering.
    2. The requesting unit head will be required to submit the appropriate Membership or Subscription Approval form (located on the Business and Finance web page) and documentation that the membership or subscription is directly related to the goals and mission of the college or department. Directly related to the mission means a membership or publication subscription without which the mission of the college or department would be impossible or difficult to perform.
    3. Roane State will not pay membership dues or subscriptions of an individual when the membership is primarily to enhance an employee's professional status. This is considered the responsibility of the employee and the association dues considered a personal expense.
    4. Duplicate memberships and subscriptions should be avoided; if a duplicate membership or subscription is requested, documentation must be submitted justifying the need for duplication.
    5. The college will not pay for memberships in civic organizations.
    6. Subscriptions to political publications will not be approved except in the library.
    7. RSCC will not pay the membership dues or subscription of an individual. An exception may be granted in instances where an organization does not permit institutional membership or where an individual membership (in the name of an institutional representative) is less expensive than an institutional membership.
    8. Where membership dues are included as part or all of the expense of an organization meeting for which RSCC pays the expense of an employee to attend, the appropriate expenses shall be considered membership dues and subject to the approval process outlined herein. The only exception to this provision is for those instances where the registration fee including the membership is less costly than the non-member registration fee. In such instances, the amount paid will be considered a registration fee and no part shall be considered a membership fee.
    9. RSCC may subscribe to newspapers within its service area for public information and instruction related purposes.
    10. Newspaper clipping services must be approved by the president or designee.
      1. If utilized, the Public Relations Office will keep on file the justification for the clipping service.
      2. The file shall include: (a) the subjects to be clipped; (b) the type of service requested (daily newspapers, etc.); (c) the use of the information provided by the service including to whom the clippings are circulated within the college; (d) how the clippings benefit the college; and (e) evidence that the clipping service is the most economical means of meeting the institution's needs.
    11. State funds may not be used to pay fees, dues, or subscriptions in conjunction with the membership, meetings, or activities of an organization if participation or membership in the organization requires an employee of the institution to endorse or promote a divisive concept as defined by T.C.A § 49-7-190.

Revision History: 07/01/1990, 04/01/1996, 02/07/2000, 11/11/2003, 11/10/2008
TBR Policy Reference: G-080
Revision Date Effective: 02/03/2025
Revision Approval By: Christopher L. Whaley, President
Original Date Effective: 06/19/1989
Original Approval By: Sherry L. Hoppe, President
Office Responsible: Vice President for Business & Finance
Reviewed: 01/02/2025

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