Sas bylaws
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This document outlines the bylaws for the Scripps Associated Students (SAS) for the 2013-2014 academic year. It details the responsibilities and compensation for key SAS leadership positions, including the President, Vice President, and Student Activities Chair. The President oversees the Executive Branch and represents students to administration, receiving a $900 per semester stipend. The Vice President assumes presidential duties in the president's absence and oversees elections. The Student Activities Chair leads the Programming Branch in planning social events and allocating funds, receiving a $900 per semester stipend.
Sas bylaws
- 1. SAS Bylaws 2013-‐2014: I. Composition and Responsibilities Collectively, SAS members are charged with supporting each other in carrying out their individual responsibilities. They are accountable to their respective Branch chairs and all are accountable to the President. Each SAS member, with the exception of the class representatives, has the option of forming and chairing a committee to fulfill the student’s individual responsibilities and carrying out the goals of SAS. These committees are not restricted to SAS members. Outgoing SAS members are charged with preparing incoming SAS members for their positions during the one-‐month transition period. President The President shall retain the title of acting President until the day of Commencement, after which the newly elected President fully transitions into the position. Until then, the newly elected President is to be referred to as President-‐ Elect. Placement: Non-‐voting member of the Executive Branch (EB) Responsibilities: -‐Chairs the EB -‐Motivates SAS members to maximize their individual and collective contributions through individual meetings -‐Reports to EB and the student body -‐Meets with 5C Student Body Presidents monthly -‐Acts as a student representative on the Board of Trustees Student Affairs Committee, Alumnae Council and works to plan networking opportunities with the Trustees as needed -‐Supervises the selection of students to the Board of Trustees -‐Organizes and orchestrates distribution and selection of the SAS Book Fund -‐Meets bi weekly with the Dean of Students and monthly with the College President and at least once a month with other Scripps College staff and administration as needed -‐Attends 5C Budget Hearings -‐Holds office hours for at least one hour a week -‐Sends email blasts to student body to keep the updated on announcements and EB meeting highlights Note: SAS strongly recommends that the President have prior experience with Scripps Associated Students or College Associated Representation on Hall Senate. In order to run for President, the candidate must first speak with current President. Compensation: The President receives a $900 stipend per semester. If the student does not hold a position that is dorm-‐specific (ex. RA, Peer Mentor Team Leader), 1
- 2. the student may have the first choice of any unreserved single on campus, before Hall Draw takes place. Should the student relinquish the Presidency before the end of the elected term, the student may be re-‐assigned and lose the privilege of occupying that room as well as lose their stipend. Vice President (VP) Placement: Voting member of EB Responsibilities: -‐ Assumes the role of President in the case of President’s absence -‐ Serves as the parliamentarian of SAS and deals with SAS personal issues or concerns -‐ Organizes the Student-‐Choice Professor of the Year event -‐ Chairs the Election Committee in the Fall and Spring -‐ Organizes SAS retreats -‐ Facilitates BeHeard forums -‐ Regularly checks and responds to SAS’s beheard@scrippscollege.edu e-‐mail account -‐ Attends 5C Budgeting (as an alternative to the President) -‐Collaborates with Student Union chair and the Motley for BeHeard Forums or any other events where it may be necessary Student Activities Chair (SAC) Placement: Voting member of EB; nonvoting member of PB Responsibilities: -‐ Chairs the PB -‐ Plans and sponsors two 5College events per semester with the 5College Events Chair. Must follow all proper Scripps’ protocol in regards to executing event including attending weekly maintenance meting when necessary -‐ Assists Programming Branch members in planning and executing their events -‐ Sits on the Five College Student Activities Committee -‐ Acts as a liaison to Scripps students looking to host 5College events -‐ Sends out a weekly "SASsy Email” on Thursdays though the SAS-‐L with a summary of social events at Scripps and 5Colleges -‐ Meets weekly with the appropriate SARLO staff to liaise between SARLO staff and students -‐ Attends 5C Budgeting -‐ Allocates SAC Discretionary Fund to fund 5C parties Compensation: The Student Activities Chair receives a $900 stipend per semester. If the student does not hold a position that is dorm-‐specific (ex. RA, Peer Mentor Team Leader), the student may have the second choice of any unreserved single on campus, before Hall Draw takes place. Should the student relinquish the position before the end of the elected term, the student may be re-‐assigned and lose the privilege of occupying that room as well as lose their stipend. 2
- 3. Judicial and Academic Review Chair Placement: Voting member of EB Responsibilities: - Chairs the Judicial Board - Aids in the selection process for Peer Advocates from the SAS Senators. - Trains Peer Advocates in carrying out their duties in following the Judicial Board procedures. - Sits on Committee of Academic Review (CAR) - Organizes informational sessions to acquaint the student body with the steps necessary for: o Filling out petitions to CAR o Creating a self-‐designed major o Planning ahead for study abroad - Hold weekly office hours to help students who need help with CAR petitions and other academic questions. - Meets monthly with the Dean of Students - Maintain knowledge on both academic and non-‐academic policy changes enacted by the Dean of Students and work as a SAS liaison in regard to those efforts. Clubs and Organizations (CLORGs) Chair Placement: Voting member of EB Responsibilities: -‐ Holds CLORGs leaders accountable for registration and other mandatory procedures -‐ Organizes CLORGs registration with SARLO staff -‐ Sits on FAC -‐ Meets monthly with advisers at SARLO -‐ Maintains a list of all active Scripps CLORGs and posts complete contact information on the web, in coordination with SARLO staff -‐ Organizes Scripps CLORGs Budgeting in the spring as well as chairs budget committee -‐ Attends 5C budgeting in the spring -‐ Organizes Mandatory Tea in the Fall for Scripps' CLORGS -‐ Updates CLORG leaders on relevant policy information as needed -‐ Sits on Student Investment Fund (SIF) Distribution Committee Secretary Placement: Voting member of EB Responsibilities: -‐ Introduces the student body to SAS members through various means -‐Keeps the minutes for every meeting of Executive and Programming Board 3
- 4. -‐Ensures that the minutes from every Executive and Programming meeting are distributed to SAS and posted on the website no later than 72 hours after the end of the meeting -‐ Updates the SAS bulletin board in Seal Court and Humanities Courtyard -‐ Communicates with the webmaster to update the website -‐ Distributes all phone lists and other documents as requested by the President and SAC -‐ Chairs the BOT Representatives Selection Committee in the Spring -‐ Assists Vice President with Election Process -‐ Archives SAS minutes from current and previous years and catalogues them so as to create an accessible student/SAS history on the SAKAI site in ‘Network and paper files. Co-‐Treasurers Placement: Voting member of EB and PB Responsibilities: -‐Sit on Presidential Advisory Budget Council -‐ Participate in budget allocation process for 5Colleges and Scripps CLORGs -‐ Chair the Funding Advisory Committee that meets once a week to process funding requests from Scripps students and clubs -‐ Ensure the proper and timely distribution of funds for those approved and reimbursements for those with previous allocations -‐ Participate in allocation of funds from Student Investment Fund -‐ Make a presentation to the student body about the funding process at the beginning of the Fall semester -‐ Make a presentation summarizing SAS funding allocation in the Spring semester to students and the BOT Student Affairs Committee -‐ Work closely with the SAS tax accountant to reconcile accounts and make sure any tax forms are complete -‐ Pay accounting fees and other SAS related bills -‐ Oversee the enforcement of funding allocation guidelines -‐ Accept proposals for unallocated FAC funding from clubs and organizations and announces last date for accepting funding requests -‐ Maintain SAS financial accounts (checking, savings, etc.) and keep financial records up to date -‐ Bring FAC proposals with recommended amounts exceeding $1000 to EB for a vote -‐ Email EB a summary of FAC allocations made; if no objections are raised within 24 hours, FAC decisions pass -‐meets with the Scripps College Treasurer, SAS Advisor, Director of Financial Aid, and Dean of Student Activities as needed Breakdown of Treasurer responsibilities: Treasurer A: i. Sit on the FAC ii. Has check writing abilities and writes all checks for CLORG or SAS expenses 4
- 5. iii. Keeps a log of CLORG and SAS spending and budgeting iv. Attends all EB meetings v. Alternates PB meeting attendance with Treasurer B vi. Attends 5C and Scripps budget hearings vii. Meets with SAS accountant at least twice a year with Treasurer B viii. Meets with Treasurer B in the fall to create a budget for the year. Budget must be approved by SAS EB. ix. Works with Treasurer B to create a presentation of the budget for the BOT in the Spring x. Works with Treasurer B to create budget presentations for students at least once per semester. xi. Sits on Student Investment Fund Selection and Distribution Committee xii. Holds office hours at least once a week in the SAS office xiii. Update CLORG leaders and Chairs of SAS of their budgets Spring semester Treasurer B: i. Maintain monthly bank statements ii. Reconcile accounts iii. Head of the funding advisory committee (FAC) iv. Email FAC decisions to EB members within 24 hours of decisions. Email will contain the individual or group requesting funds, the requested amount, and the amount voted on by FAC. Any EB member may request reconsideration of the amount suggested. This request must be made within 24 hours of receiving the email. The request must contain the FAC voted amount, a new amount for reconsideration, and a rationale for the new amount. The decision will then be up for debate at the next EB meeting. If no request for reconsideration is made, then the FAC decisions are finalized. When decisions are finalized the Treasurer will email the persons requesting funds with the decision on their request. When decisions are finalized treasurer B has 24 hours to email the personas requesting funds. v. At the beginning of each semester contact the Student Accounts Office to request student fees vi. Attends all EB meetings. vii. Alternates PB meetings with Treasurer A viii. Meets with Treasurer A in the fall to create a budget for the year. Budget must be approved by SAS EB. ix. Works with Treasurer A to raise awareness of budgeting process x. May sit on the Student Investment Fund Selection and Distribution Committee depending on Committee size. xi. Holds office hours at least once a week in the SAS office xii. meets with SAS accountant at least twice a year with Treasurer B xiii. Records clubs use of the debit card in Quickbooks so that it is accurately reflected in their budget xiv. Maintains debit card schedule as well as collects receipts and keeps them organized 5
- 6. Note: In order to run for a Co-‐Treasurer position, the candidate must first speak with one of the current Co-‐Treasurers Compensation: The Co-‐Treasurers will each receive a $450 stipend per semester. Should the student relinquish their position before the end of the elected term the student may lose their stipend. Student Union Chair Placement: Voting member of EB Responsibilities: -‐To supply Scripps students and CLORGs with necessary craft materials, functioning computers and printer -‐ Manages Student Union Space in regards to: a) scheduling events and room reservations b) purchasing and organizing supplies for the craft area c) tracking locker sign-‐ups d) replenishing printer paper and updating computers -‐Attends weekly maintenance meetings -‐Member of Facility Planning Committee -‐Makes executive decisions with regards to the direction and decoration of the Student Union Diversity and Inclusivity Chair Placement: Voting member of EB Responsibilities: -‐Sits on SCORE Advisory Board and President’s Advisory Committee on Diversity and Inclusivity (PACDI) as well as any other ad-‐hoc committees dedicated to issues of diversity and inclusivity -‐Arranges meetings between underrepresented groups and Scripps administration and staff -‐Co-‐sponsors events with organizations that serve the needs of underrepresented students on campus, such as SCORE, AASP, AASU, Café con Leche, Family, Wanawake Weusi, DIDA, and SIS, as well as 5-‐C resource centers such as CLSA, OBSA, I-‐Place, and the QRC. -‐Organizes, supports and publicizes events and actions related to issues of identity, difference, and social justice and equity that affect or are pertinent to the Scripps community. -‐Authors annual report in conjunction with other students on the state of diversity at the college, particularly as it relates to campus climate and student experience. Sustainability Chair Placement: Voting member of EB Responsibilities: -‐ Sits on and liaises between Scripps Environmental Club, SAS, and the Sustainability Committee and Food Committee 6
- 7. -‐ Works with administrators, faculty, and student groups to achieve a more environmentally friendly, locally sourced, and sustainable campus and a more sustainability-‐focused campus culture -‐ Makes oneself available to students as a knowledge resource, including making students aware of the local options they have (Farmers Market, CSA, etc.) -‐ Organizes events and programs that relate to environmental initiatives, for example: Student Swap and Trade, locally-‐sourced dinner/dialogue, film screenings, Student Garden Project, composting, recycling in the dorms, etc. -‐ Meets with the Dorm Eco-‐Representatives on a bi-‐weekly basis and relays their dorm updates to SAS and the Scripps community Media Relations Chair Placement: Voting member of EB and PB Responsibilities: -‐ Advertise SAS sponsored events and initiatives through outlets of print and social media (Facebook, website, Twitter, etc). -‐ Responsible for organizing who will write each SAS Voice article, as well as editing the articles before submission -‐ Responsible for the upkeep and advancement of the SAS website -‐ Works with Communications and Marketing for marketing and advertising help -‐ In the event that SAS feels that the Scripps Student Body or the interests of said body are being misrepresented on the Scripps website, it is the Media Relations Chair's duty to communicate this to the director of Communications and Marketing. In this situation, the Media Relations Chair should liaise with the Diversity and Inclusivity Chair -‐ Communicates with Public Relations Webmaster and Director of Information Technology as needed to maintain the site -‐Increases visibility on campus by expanding internet presence, innovative marketing and advertising strategies, and by branding -‐Makes sure that SAS logo, font, and poster template are used fully in all print and Internet publications by SAS -‐Head a committee of Senate Members whose main goal is to come up with creative ideas for publicizing events, ways to market and brand SAS, and to increase overall visibility -‐Hold Wordpress workshops, teaching other SAS members to add information, blog posts, and photos to the SAS website -‐Checks that Secretary uploads minutes onto the website after every meeting, assisting if necessary Dorm Activities Chair (DAC) Placement: Voting member of PB Responsibilities: 7
- 8. -‐Organizes cross-‐dorm events to build dorm community (e.g. Dorm Olympics) -‐Organizes guerrilla study breaks, movie nights, dorm discussions, and other dorm activities -‐Manages and directs Hall Senate programming -‐ Meets monthly with Hall Senate to discuss events going on in the dorms throughout the month and any dorm concerns Campus Activities Chair Placement: Voting member of PB Responsibilities: -‐ Organizes weekly SAS Sunday Snack Night, which may take place in the residence halls, student union or other campus location -‐ Plans activities for the Scripps community and assists other students in planning campus-‐wide events -‐ Plans and executes at least two formal events, one of which much be the Holiday Dinner and the other may include but is not limited a Garden Party 5C Events Chair Placement: Voting member of PB Responsibilities: -‐ Plans and executes at least two social events each semester in collaboration with the SAC Faculty-‐Staff Relations Chair Placement: Voting member of PB Responsibilities: -‐ Plans a Staff/Faculty Appreciation event -‐ Puts on at least two additional events each semester -‐ Plans and executes the SAS Book Club -‐ Meet monthly with the Dean of Faculty -‐ Assist VP in organizing Student-‐Choice Professor/Staff of the Year event Senior Class Representatives Placement: Voting member of PB Responsibilities: -‐ Chair the Senior Class Committee -‐ Organize and execute fundraising activities to fund senior class events that include alcohol -‐ Meet with the President’s Office starting in the Spring semester that they are elected and throughout the year to discuss the commencement speaker selection -‐ Organize the senior class speaker election process (including auditions, voting by senior class and counting of votes) -‐ Coordinate the senior class’ painting of Graffiti Wall (including the submissions of artwork, voting by the senior class, 8
- 9. painting of the wall and signing by senior class) -‐ Organize Senior Thesis party or Senior Spring formal -‐ Coordinate the Senior-‐Faculty mixer with the President’s office and Student-‐Faculty chair -‐ Organize the annual senior class brunch in Margaret Fowler Garden -‐ Plan Senior class events throughout the year, coordinating with the other classes and the other schools -‐ It is strongly recommended that at least one representative be at Scripps during the Spring semester to facilitate transition Junior, Sophomore, First-‐Year Class Representatives Placement: Voting members of PB Responsibilities: -‐Plans and executes at least 2 events each semester that are class-‐specific. These may include but are not limited to: Mocktail Parties in conjunction with the Alumnae office, Senior Thesis Workshops for Juniors, Study Abroad Information Sessions, Candlelight Dinners, First-‐year Night at the Motley, etc. -‐Assists Campus Activities Chair as needed Note: Junior Class Presidents may be asked to begin the search for the Commencement Speaker in conjunction with the Executive Assistant to the President. SAS Hall Senate Placement: Three Senators will be elected by each dorm1 to represent the constituents of that dorm in monthly SAS Senate Meetings. The Senators must live in the Hall that they represent. Two Senators will be elected to represent students that live off-‐campus and these representatives must live off-‐campus as well. Senators will vote on decisions that are brought to the Senate and are required to sit on at least one SAS committee. There are three standing committees (Judicial Advisory Committee, Sustainability Committee, and Elections Committee) while the others may change depending on the needs within SAS that year. Once elected, Senators will select their top three committee preferences and will be placed with those preferences in mind. Additionally, the Senators are required to work closely with the Resident Advisors, Team Leaders, Peer Mentors, and Hall Directors to plan two dorm events per semester and serve as a liaison between SAS and Residential Life. The Dorm Activities Chair will oversee the dorm programming. Overall Responsibilities: -‐ Attend monthly SAS Senate Meetings -‐ Serve on at least one SAS committee for the academic year -‐ Plan and host a minimum of two dorm events per semester at least one in collaboration with Resident Advisors, Peer Mentors, and Hall Directors. 1 Kimberly and Wilbur will be treated as one dorm. 9
- 10. -‐ Hold monthly meetings with the Dorm Activities Chair, RAs and Hall Directors to plan events and discuss initiatives to help build dorm community and respect. -‐ In the absence of the RAs, takes roll call in case of emergencies -‐ Manage Hall funds and reimbursements Additional notes on Monthly Senate Meetings: -‐ A RA representative and a representative from each of the SCORE CLORGS will also attend and vote in the Senate Meetings. -‐ The committees will contain elected Senators as well as members of the SAS programming and executive branches. -‐ Any student that attends three consecutive meetings in a row will be eligible to vote thereafter Committees (2012-‐2013): Peer Advocates: (Standing) Description: Peer Advocates function as academic resources for students in order to promote an informed, respectful, and dynamic community. Peer Advocates serve on the Judicial Board2 and will be led by the Judicial and Academic Review Chair (JARC). Responsibilities: -‐ Meet monthly as coordinated by the Judicial and Academic Review Chair (JARC) to exchange ideas about how to better support students and address student concerns about Scripps policies -‐ Mandatory training regarding Scripps judicial policies and procedures, conflict resolution, and sexual assault -‐ Sit on the Judicial Board when cases arise -‐ Provide information about academic procedures and deadlines to your dorm Sustainability Committee: (Standing) Description: The Sustainability Committee seeks to spread environmental awareness and consciousness on campus and works with the administration and students to decrease waste, energy, and water usage on campus and promote recycling. The committee will plan awareness events and/or campaigns, bring speakers, and influence Scripps policies to increase sustainability. 2 Scripps students can choose to have a Judicial Board (J-‐Board) hearing for non-‐ academic policy violations. The J-‐Board consists of the Judiciary Advisory Committee members, the Judicial and Academic Review Chair (JARC), and 2 faculty members. The J-‐board hears a student’s case and can assess sanctions. 10
- 11. Responsibilities: -‐ Meet bi-‐monthly as a group as coordinated by the Sustainability Chair -‐ Plan one campus wide environmental awareness event a semester -‐ Design new policies or ways to improve current policies in order to decrease resource use on campus -‐ Help organize the “Senior Sale” at the end of the year to promote reuse and recycling -‐ Organize e-‐waste recycling days, battery collection, and donation bins for unwanted clothes/furniture Elections: (Standing) Description: The purpose of the Elections Committee is to help promote and conduct SAS elections. This includes publicity, organizing speeches, counting ballots, posting Statements of Intent in the dorms, and most importantly, increasing voter turnout. Responsibilities: -‐ Meet monthly as a group as coordinated by the Vice President -‐ Help design a new voting system that will exist on the Student Portal -‐ Work to increase voter turnout -‐ Discuss voting policies and ways to improve these policies -‐ Count ballots, post Statements of Intent in the Dorms, and help publicize elections and important deadlines through posters, Facebook, and email Diversity and Inclusion: Description: The purpose of this Committee is to gather student concerns and input regarding issues of diversity and inclusion and to produce a list of recommendations to be brought to the President’s Advisory Committee on Diversity and Inclusion (PACDI) that is currently making a strategic plan to be sent to the Board of Trustees later this year. The group will discuss what programs and initiates are currently functioning well and which are not. The Committee will be led by the Multicultural Relations Chair and will work closely with the SCORE CLORG leaders as well. Responsibilities: -‐ Meet bi-‐monthly as a group to discuss issues facing minority groups on campus and ways to promote inclusion and diversity -‐ Develop ways to make diversity issues a priority for all students on campus -‐ Meet with SCORE CLORG leaders before and after the PACDI meetings to prepare and debrief as a group 11
- 12. -‐ Plan one campus wide each semester that will raise awareness about racism, class, privilege, or diversity Website: Description: The Website Committee will help design and maintain the new SAS website. The Media Relations Chair will head this committee and be in charge of delegating roles. These roles include weekly blogging, photography, Facebook updates, and online outreach. The group will contribute to the overall layout of the site and also be in charge of choosing/designing a logo for SAS. Responsibilities: -‐ Meet bi-‐monthly as a group as coordinated by the Media Relations Chair -‐ Be accountable through email to receive weekly assignments -‐ Receive a basic WordPress Training led by the Media Relations Chair to update the website, post blogs, etc. when needed -‐ Design options for a logo to be voted on my the larger group -‐ Help with the implementation of new features on the website such as calendars and online guest registration -‐ Help design and maintain the site with blogs, pictures, and event updates Student Union Policy: Description: The Student Union Policy Committee will be in charge of writing a comprehensive policy for the Student Union including a code of conduct and procedures for reserving the conference room(s) as well as the entire space. The committee will help facilitate programming in the space and design policies to support those programs. The Student Union Chair will lead the committee. Responsibilities: -‐ Meet bi-‐monthly to write and discuss drafts of the policy -‐ Produce a final draft to be voted on by the larger group -‐ Meet with RAs and CLORGS to promote the Student Union as a space for events and programming -‐ Promote use of the space and the resources available in the Student Union to students and CLORGS Sexual Assault: Description: This group will be in charge of exploring the instance of sexual assault on the 5Cs and the support available to Scripps students. The group will discuss potential educational campaigns and policy changes to help prevent sexual assault and provide resources for victims of sexual assault. Responsibilities: 12
- 13. -‐ -‐ -‐ Meet monthly as a group as organized by the appointed Committee Chair Learn about the sexual assault policies and resources available at the other 4Cs Meet with Dean Lee to discuss ideas and provide guidance to her efforts to increase sexual assault awareness II. Elections Procedures for Announcing Candidacy a. Signup extensions for offices that have no candidates will be determined by the Election Committee. b. The candidate participates in election week activities that include: i. i. Submitting a Statement of Intent to beheard@scrippscollege.edu to be posted by the VP in each residence hall, the Student Union, and Seal Court for students to view. ii. Candidates for SC, President and Co-‐Treasurers must meet with current SAS members of that position iii. Giving an election speech. Note: The Election Committee reserves the right to make exceptions to these requirements in emergency situations. Publicity Procedures a. Publicity may include posters, handouts, election parties, public announcements, speeches, banners, and table tents. The posting of publicity must follow the regulations outlined under Advertising, Publicity, and Soliciting Procedures under the Campus Policies section of the Guide to Student Life. Access to student mailboxes is limited to two handouts per candidate per voting period. Candidates must remove posters within one week following the election. b. Campaign spending must not exceed $25 and candidates will be reimbursed up to $15. This includes all money spent on the campaign (examples: parties, printing fees). Each candidate is required to turn in a financial statement of the student’s publicity spending, including receipts, to the Election Committee by 5 p.m. on the Monday prior to elections. Failure to do so, as well as overspending, will result in the student’s name being removed from the ballot. The amount of the limit will be reexamined each Spring semester by the Election Committee. Ballot Procedures a. In order for any SAS election to be legitimate, there must be a 20 percent vote from that position’s constituency. In the event that 20% of a constituency is not met, the Election Committee may decide whether to uphold that election. b. “Abstain” and “Write in” will appear on all ballots. “Abstain” is defined as a vote not counted, and “Write In” as a vote counted towards a candidate written in (unless the student was previously disqualified). Leaving a ballot box blank will not be counted in the quorum for that category. c. “Abstain” and “Write In” will be defined at the top of each ballot. 13
- 14. d. The winning candidate must have a simple majority of the votes cast for that office. e. In the event of a tie, or when no candidate wins a simple majority, a runoff election will be held. f. SAS must post the following information as soon as it is available in the Student Union: the number of people eligible to vote, how many people voted in the election, how many votes cast for each office, for each candidate and the percentage of votes received by each candidate. The Elections Committee will calculate these numbers. Candidates will be informed of the election results via e-‐mail as soon as the votes are tallied. After a 15 minutes window, the rest of the school will be notified of the result, also via email. The percentage margins of the result need not be sent out in the emails, but must be posted in the Student Union. The e-‐mails sent out to the candidates and the student body must mention that the percentage margins of the result are available for viewing at the specified location. Even in the case of the run-‐ off, the results of the election should be released as soon as the count is finished. g. Students with grievances against the election process may appeal to the Election Committee. h. If there is any question about the validity of the election results the Election Committee reserves the right to hold a re-‐election. Voting Students will receive a link to the electronic ballot via email. Students are required to input their names and ID number in order to access the ballot. Voting is only accessible during the specified times, after which students will not be able to vote. Students who are voting from abroad (or because they have graduated early) must also adhere to the specified time frame. Disqualification Statement If a student fails to meet these election guidelines, they will go before the election committee. Punishment (either a warning or disqualification) is at the discretion of the Election Committee. Run Off Election Procedure If no candidate secures a simple majority win for any position, a run off election must be held. The run off election is to be held no earlier than two days and no later than 5 days after Election Day. The exact date of the run off election is to be determined by the Election Committee. Fall Elections Positions filled: First-‐Year President, vacant SAS positions, Hall Senate (elected by respective constituencies). Spring Elections Positions filled: All SAS positions and Recent Graduate Trustee (elected by the entire student body), Class Presidents (elected by respective classes; take office in the next academic year). 14
- 15. Student-‐Choice Professor of the Year During Spring Elections, the entire student body votes for the Student-‐Choice Professor of the Year. Visiting, Associate and Assistant Professors all qualify. Professors on leaves of absence or sabbatical during Spring semester do not qualify. Faculty Award Speaker Each Spring the Dean of Faculty’s Office asks SAS to select the faculty member to address Election Timeline Fall elections must occur before the end of September. Spring elections should be held during the week following Spring Break. The Inaugural Ceremony, marking the transition from one SAS leadership to the next must occur within one month of Election Day. In the case that spring break be scheduled inopportunely for the election process, it is the duty of the Elections Committee Chair to propose to the Council that the scheduling be hastened or postponed. Senior Class Student Speaker Elections Position filled: Senior Class Student Speaker for Commencement exercises (elected by the graduating seniors). Election process to be completed by the end of February. Additionally, each candidate will be expected to deliver a speech in front of the senior class members before the election. Results will be posted on day of election in SAS office and email. When applicable, a run-‐off election will occur within a week of the election. Elections responsibilities The Senior Class Co-‐Presidents assume the chair of the Elections Committee, and are responsible for the arrangement and execution of all aspects of the election process. If a Senior Class Co-‐Representative wishes to run for the senior class speaker position, SAS will appoint a student to process results. 20% of the Senior Class must vote for the election to be valid. The person with a simple majority of the votes wins. In the event of a tie, a run-‐off election will be held under the same guidelines as the initial elections. Hall Senate Hall Senate will also be elected by the procedures outline above by their respective constituencies. Peer Advocate applications will be reviewed by a selection committee chaired by the JARC. II. Board of Trustees Representatives and Alternatives Selection Procedure for Choosing Representatives: i. A list of open positions and job descriptions will be sent to the student body in February. Applications will be available on the SAS website and via email. 15
- 16. ii. Candidates submit applications to the SAS Secretary by 5:00 p.m. on the same day SAS Statements of Intent are due. iii. The Secretary will assemble the Nominations Committee. The Nominations Committee will select qualified candidates by March. iv. Interviews are conducted at the discretion of the committee. v. The Nominations Committee will present their recommended nominees to SAS. SAS members who applied for the position will not be present during ratification discussion. vi. Any candidate dissatisfied with the nominations procedure may submit a written appeal to EB. Nominated Positions There are two students nominated to sit on each of the following Board of Trustees Committees as well as one alternate. a. Student Affairs Committee b. Budget Committee c. Buildings and Grounds Committee d. Institutional Advancement Committee e. Educational Policy Committee Both the nominees and the alternates will be invited to all of the meetings. The nominees will each have a vote while the alternates will not unless one of the nominees is absent. Responsibilities of BOT Representatives -‐ Act as a vocal representative for the student body at BOT meetings and BeHeard Forums -‐ Attend quarterly BOT committee meetings -‐ Attend meetings with a trustee mentor -‐ Report once a semester at a BeHeard forum with committee updates, issues, and decisions III. Grievances, Appeals & Impeachment If an officer is impeached or asked to step down they will lose all privileges that come with their position. Therefore the President and SAC may lose the student’s room-‐selection privileges ad be asked to move to another room. Officers that receive stipends will not receive them no matter how much of their term they have served. Appeals Process The Judicial Board of Appeals will be made up of 5 students appointed by the president who are approved by SAS. These students must have minimal involvement with any groups on campus. IV. Terms of Office, Succession & Resignation Succession 16
- 17. For SAS President: In the event that the President of SAS is unable to continue in office and less than one semester remains until new elections, the line of succession will be: VP, SAC, Secretary, and JARC with two of these positions acting as Co-‐ Presidents. In the event that the President is unable to continue in office and more than one semester remains, a new election will be held to elect an interim president. For SAS Officers (excluding Hall/Off-‐Campus Senators): In the event that a student officer is unable to continue in office regardless of the length of time remaining, SAS will solicit nominations and applications from the student body, and SAS will elect an individual from the candidates applying. The winning candidate must be elected by a simple majority of EB. For Hall Senate: In the event that a Hall Senator is unable to continue in office and less than one semester remains, SAS may appoint a student to take their place. In the event that the Senator is unable to continue in office and more than one semester remains, a new election will be held to elect an interim representative. Resignation Should the President or SAC resign from office, the student may lose the student’s room-‐selection privileges and be asked to move to another room. Should an officer that gets a stipend choose to resign, the amount of the stipend that they receive will be contingent on how much of the term they have served. If they served less than half of the semester they will not receive any of their stipend. If they serve half or more of the semester they shall receive half of their stipend. V. Meetings Meetings for Executive Board and Programming Board will follow the following guidelines: Modifications to set time or location must be posted on the website and announced at the meeting prior to the change. SAS EB and PB will have joint meetings twice a semester. These can be separate from the regular meeting for that week or take the place of it. Attendance a proxy and two absences with a proxy for the entirety of the their term. Absent officers should inform the Secretary prior to the meeting. Continuous tardiness will result in disciplinary action. Action will be taken by the VP if absences have not met these specifications. SAS officers who cannot attend SAS meetings as outlined above may be asked to resign and will be replaced. If the person refuses to resign, the situation may be referred to the Executive Branch to determine how to proceed. A quorum consisting of 50% plus one of the elected voting members is necessary for an official meeting. Absent members may send a proxy who is not already a voting member of SAS. Proxies will count as part of the quorum and act on behalf of the absent member. SAS members are allowed to have two unexcused absences without 17
- 18. All meetings are open to all members of the Scripps student body. Any member of the 5C community who is not a Scripps student and who wishes to attend a meeting must be approved by a majority vote during the Call to Order of the meeting. Any member of the 5C community who is not a SAS officer and wishes to speak at a meeting must contact the SAS Secretary at least 48 hours before the meeting in order to be put on the agenda. Meeting procedure SAS meeting structure is based upon Robert’s Rules of Order (Parliamentary Procedure). Modifications should be determined by the President and VP. Special meetings Special meetings may be called by the President or a group of seven SAS officers. At such meetings no business may be discussed or acted upon except that for which the meeting is called. Time, location and topic of the special meeting must be publicized 24 hours prior to the meeting via email to the student body and on the SAS website. BeHeard Forums BeHeard Forums are organized monthly. They serve as an opportunity for SAS to report back to students, answer questions, invite administrators to make presentations and provide a chance for the student body to make itself heard to SAS. BeHeard forums are announced at least a week in advance via posters, email and/or the SAS website. The secretary will summarize BeHeard Discussion to be distributed to SAS officers and the student body. Minutes The minutes shall contain the names of the members present and absent, as well as the proxies’ names, a brief summary of the discussion of all motions, when a decision is called for, and a record of affirmative/negative votes and abstentions. The minutes will be distributed within a week of the meeting to all SAS officers to be approved at the next beginning of the next meeting and then posted on the SAS website. The minutes will be posted on the SAS website within 24 hours of approval. Highlights of the minutes are to be sent by the President via email to the student body. Agenda An agenda for each meeting shall be provided at least 24 hours in advance of each meeting. SAS members wishing to have an item included on the agenda must contact the Secretary at least 48 hours in advance of the meeting. Attendance A quorum consisting of 50% plus one of the voting members is necessary for an official meeting. Absent members may send a proxy who is not already a voting member of HC. Proxies will count as part of the quorum and act on behalf of the absent member. 18
- 19. Those absent without a proxy may be asked to meet with the hall president. Proxies must be a resident of that hall. Each HC member is permitted to have one unexcused absence without a proxy and three absences with a proxy for the entirety of the student’s term. The Hall President may take action if absences have not met these specifications. Unless the individual can prove extenuating or special circumstances, the member may be asked to resign and the student’s position will be filled. HC meetings are open to all members of the Residence Hall. If a student who is not a member of HC wishes to speak at a meeting, the student must request to speak to the HC Secretary no less than 24 hours before the designated meeting. VI. Student Referendum Policy A decision on such matters will be determined by a vote of the student body. If the voting of a proposal does not fall concurrently with an election, then a special voting procedure organized by the elections committee will occur with the advance notice of one week. A decision on such a matter will be determined by a majority vote with at least 1/3 of the student body participating. The election results will be announced via email within 24 hours after the end of the election. VII. Funding Requests Guidelines 5C Clubs and Organizations (CLORGs) Any 5C CLORG that wishes to lay claim to funds from more than one of the 5C’s should participate in the 5C budget hearings as organized by the Associated Students of Pomona College (ASPC). Applications are available at the end of March and mandatory 5C presentations will be heard at an all day funding conference in April. CLORGs applying for this type of funding will be considered for an allotment to serve them throughout the next academic year. 100% of the allocations will be given to ASPC in the fall of the following academic year. At least two current SAS members must be at the 5C budget hearings at all times, one of which should be from the following: Treasurers, CLORGs chair, or President. There should also be at least one former treasurer and one former EB member. Scripps CLORGS It is strongly suggested that turnover of CLORGs leadership occur in the spring prior to budget hearings. No Scripps CLORG may apply for funding from both the 5C budget hearings and the Scripps budget hearings. Any Scripps CLORG that may lay claim to funds should participate in the Scripps budget hearings as organized by the CLORGs Chair. Applications will be available during April and mandatory presentations will be heard at a funding conference at the end of April. CLORGs applying for this type of funding will be considered for an allotment to serve them throughout the next academic year. 100% of the funds will be available on a reimbursement and debit card system. SAS members required to be present for the entire budget hearings: Treasurers, CLORGs Chair. At least one of the following must also be present: former Treasurers, Former CLORGs chair. The attendance of the SAS President is also recommended. 19
- 20. VIII. Committees Chair responsibilities The Chairs are expected to form committees and convene committee meetings as necessary. Committee Descriptions The formation of all committees not outlined below are at the discretion of SAS officers. Executive Board Function: Meets weekly to discuss pertinent information Composition: Chaired by the President who is a non-‐voting member. Voting members are the Vice-‐President, the SAC, the JARC, the CLORGs Chair, the Secretary, the Co-‐Treasurers’, Student Union Chair, Multicultural Relations Chair, Sustainability Chair and the Media Relations chair Programming Board Function: Organize and execute SAS sponsored events Composition: Chaired by the SAC who is a non-‐voting member. Voting members are the Co-‐Treasurers, Media Relations Chair, Dorm Activities Chair, Campus Activities Chair, 5C events Chair, Faculty Staff Relations Chair and all five-‐class presidents. Budget Committee: Function: Designation of CLORG Budgets Composition: Chaired by CLORGs Chair who is a non-‐voting member except to break a tie. Other members include both Co-‐Treasurers and four Hall Senate members. Elections Committee: Function: Oversee the election process Composition: Chaired by the VP. Members are at the discretion of the Chair but must include the Secretary. BOT Representative Selection Committee: Function: To meet in the Spring semester to select the next year’s BOT representatives. Composition: Chaired by the Secretary. Members are at the discretion of the Chair but must include both SAS officers and members of the student body. Funding Advisory Committee (FAC): Function: To meet weekly and review FAC requests, to discuss issues related to funding and to make recommendations on funding requests in accordance with the FAC Funding Guidelines. 20
- 21. Composition: Both SAS Treasurers (as FAC co-‐chairs), CLORGs Chair, One member from Student Investment Fund, One Motley representative (preferably the co-‐ assistant head financial manager), and one representative from the student body: This member will be chosen at the beginning of the Fall semester by the CLORGs Chair and the Treasurers who will advertise the position to the student body, take applications and make the decision. FAC Funding Guidelines: I. Seniors can apply for up to $100 for thesis. Seniors with multiple theses will still only be able to get $100 in funding. II. Individual projects will be given only up to $100 III. The FAC will seek to fund only events and projects that in some way benefit the Scripps community IV. Transportation can only be funded retroactively. Requests for transportation funding will not be approved if the events have not already taken place. V. Funding cannot be provided for events that charge student participation and thus cause them to pay twice, once for the event and once with their student fees VI. Funding cannot be provided to events that will channel our funds into another student’s non-‐profit organization or a charity. VII. Requests for any amount over $1000 must be approved by SAS EB IX. Self-‐Spending Stipends are not included in the 2.5% of SAS’s budget that may be spent on SAS officers. Stipends Any stipends for SAS officers can be changed through a 2/3 vote by all the voting SAS members. In order to change a stipend SAS must notify the student body by email at least one week prior to voting. This email must outline how and why the stipend will be changed. Any changes to the stipends become effective as of the next SAS administration. X. Amendments Amendments or modifications of these bylaws may be proposed at any time. Amendments must be adopted by a 2/3 vote of all SAS officers. Any of these bylaws may be suspended by a 2/3 vote all voting SAS Officers. SAS approved amendments or modifications to the bylaws shall be announced to the student body via email and on the SAS website within a week of their passage. Proposed changes to the constitution will be voted on during the next election. 21