Membership Dues and Subscriptions Policy: 4:10:09:00

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Responsible Executive: Executive Vice President for Business and Finance 

I. PURPOSE

The following policy explains the limitations on membership dues and subscriptions paid for at Motlow State Community College (Motlow State), pursuant to Tennessee Board of Regents (TBR) Guideline G-080.  Campus libraries are exempt from the policy, and its corresponding guideline, in its entirety. 

II. DEFINITIONS

For purposes of this policy, the terms below are defined as follows: 

    1. Membership Dues or Subscriptions.  Any expenditure from state funds by Motlow State, which entitles subscription of material or membership, associate membership, or participation in activities of an organization. 
    2. Organization -A group (public or private), association, or society whose purpose is to promote common interests and share information. 
    3. Publication Directly Related to the Mission.  A publication without which the mission of the institution would be impossible or difficult to perform. 

III. APPROVAL

  1. Membership dues and subscriptions must be approved by the appropriate Executive Vice President or President.  The Executive Vice President or President shall make their determination based on the criteria below. 
  2. Membership dues and subscriptions related to the Athletic Department must be approved by the President or designee. 

IV. CRITERIA

  1. Motlow State 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. Motlow State may not pay the membership dues or subscription of an individual unless: 
    1. Motlow State does not permit institutional membership or where an individual membership (in the name of a Motlow State representative) is less expensive than an institutional membership.   
    2. However, memberships necessary to maintain or enhance an employee’s professional status 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 Motlow State 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. Motlow State shall not subscribe to political publications other than for instructional purposes. 
  7. Motlow State may subscribe to newspapers within its service area for public information and instructional-related purposes only.   
  8. Newspaper clipping services must be approved by the President.  The need for the service shall be clearly set forth in writing.  The written justification should address the following points: 
    1. The subjects to be clipped. 
    2. The type of clipping service requested. (For example, statewide, all daily newspapers.) 
    3. The use of information provided by the service. 
      1. Who the clippings are circulated to within Motlow State.   
      2. How the clippings benefit Motlow State.  
    4. A statement that the clipping service is the most economical means of fulfilling Motlow State’s needs. 
  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 Motlow State to endorse or promote a divisive concept as defined by T.C.A. § 49-7-1902. 

V.  EXCEPTIONS

Exceptions to these guidelines must be approved by the Chancellor.  

Sources

T.C.A. § 49-8-203 

T.C.A.  § 49-7-1902 

Corresponding Policies

TBR Guideline G-080

History

December 20, 2005; Reviewed – February 20, 2007; approved by the Leadership Council on December 9, 2016 

Revised: October 21, 2024; May 30, 2026 

Institutional Oversight Committee Approved: June 24, 2026 

President’s Cabinet Approved: July 14, 2026 

Effective Date: January 1, 2017; July 14, 2026