POLICY 08:20:00

MEMBERSHIPS AND SUBSCRIPTIONS

Please refer to Tennessee Board of Regents Guideline G-080

Purpose

The following policy explains the limitations on membership dues and subscriptions paid from
state funds. Campus Libraries are exempt from the guideline in its entirety.

Definitions

• Membership Dues or Subscriptions – are any expenditure from state funds by an
  institution which entitle subscription of material or membership, associate membership,
  or participation in activities of an organization.
• Organization – is a group (public or private), association, or society whose purpose is to
  promote common interests and share information.
• Publication directly related to the mission – means a publication without which the
  mission of the institution would be impossible or difficult to perform.

1. General Statement
   1. Each president is responsible for enforcement of the provisions below. This
      responsibility may, at the president’s discretion, be delegated to other employees
      of the institution.</li
2. Approval
   1. Each institution shall develop, make known, and enforce a process for approval of
      memberships and subscriptions.
      1. The president or designee(s) shall approve all memberships and
         subscriptions.
3. Criteria
   1. An institution may be a member of an organization or maintain subscriptions if
      the membership or subscription is directly related to the goals and mission of the
      institution.
   2. An institution may not pay the membership dues or subscription of an individual
      unless:
      1. 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.
      2. However, memberships necessary to maintain or enhance an employee’s
         professional status (e.g. American Institute of Certified Public
         Accountants or Bar membership dues) should be considered the
         responsibility of the employee and the association dues considered a
         personal expense.
   3. Duplicate memberships and subscriptions should be evaluated with the intention
      of eliminating unneeded duplicate memberships/subscriptions.
   4. Where membership dues are included as part or all of the expense of an
      organization meeting for which the institution pays the expense of an employee to
      attend, the appropriate expenses shall be considered membership dues under these
      guidelines and should be subject to the established membership approval process.
   5. Faculty and staff membership in civic organizations is encouraged; however, state
      funds may not be used to pay for memberships.
   6. No institution may subscribe to political publications for other than instructional
      purposes.
   7. An institution may subscribe to newspapers within its service area for public
      information and instructional-related purposes.
   8. Newspaper clipping services.
      1. The need for the service shall be clearly set forth in writing.
      2. The written justification should address the following points:
         1. The type of clipping service requested. (For example, all statewide
            daily newspapers.)
         2. The use of information provided by the service.
            1. Who the clippings are circulated to in the institution.
            2. How the clippings benefit the institution.
         3. A statement that the clipping service is the most economical means
            of fulfilling the institution’s need.
   9. 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. § 49-7-1902.
4. Exceptions
   1. The Chancellor is authorized to make exceptions to these guidelines.

Sources
T.C.A. § 49-8-203

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Tennessee Board of Regents Guideline G-080
Approved: Executive Council June 4, 1991
Editorial Changes, May 4, 1993, August 1, 1994
Approved: President Allen G. Edwards, February 19, 1999
Approved: President Allen G. Edwards, January 24, 2005
Reviewed/Recommended: President’s Staff, February 8, 2010
Approved: President Allen G. Edwards, February 8, 2010
Reviewed/Recommended: President’s Staff, September 26, 2016
Approved: President L. Anthony Wise, Jr., September 26, 2016
Reviewed/Recommended: President’s Council, May 23, 2022
Approved: President L. Anthony Wise Jr., May 23, 2022
Reviewed/Recommended: President’s Council, November 27, 2023
Approved: President L. Anthony Wise, Jr., November 27, 2023