Student Government Association Policy Series and Procedures (Revisions made in August 2022)
Table of Contents (Hyperlinked) GENERAL POLICIES 3 ATTENDANCE POLICY 3 OFFICE HOUR REQUIREMENTS 3 EXCUSED ABSENCE POLICY 3 REMOVAL OF ABSENCES 4 ABSENCE POLICY 4 STUDENT GOVERNMENT ASSOCIATION OFFICE POLICY 4 APPROPRIATIONS COMMITTEE 6 GENERAL GUIDELINES 6 COMMITTEE GUIDELINES 6 CLUB RESOURCES COMMITTEE 14 OFFICE SPACE PROCEDURES 14 CLUB RESOURCES DEACTIVATION POLICY 16 ACTIVE CLUBS 17 STUDENT GOVERNMENT ASSOCIATION RECOGNITION 17 STUDENT GOVERNMENT ASSOCIATION DERECOGNITION 18 DEFINITION OF DERECOGNITION 18 MEETINGS 19 REACTIVATION PROCESS 19 CLUB ELECTIONS 19 CLUB IMPEACHMENT 19 INVESTIGATIONS 19 DRAFTING AND COMPLETING LEGISLATION 19 CONSTITUTIONAL REVIEW 20 SENSITIVITY TRAININGS 20 TEMPLATE FOR SENATORIAL ACTION 20 COMMUNICATIONS COMMITTEE 21 WEBSITE 21 STUDENT PUBLICATIONS 21 CAMPUS UPDATES 21 PROMOTION AND ADVERTISING 21 SOCIAL NETWORKS 21 COMMUNICATIONS ASSOCIATES 21 INTERVIEWS 21 PROGRAMMING COMMITTEE 22 FALL FESTIVAL DUTIES 22 HOFSTRA CELEBRATES THE HOLIDAYS 22 PRIDE UNLEASHED 22 1
COLONIAL ATHLETIC ASSOCIATION TOURNAMENT 22 STRESSBUSTERS 22 STUDENT APPRECIATION WEEK 22 SPRING PROGRAMMING 23 ACADEMIC AFFAIRS COMMITTEE 24 STUDENT GOVERNMENT BULLETIN BOARD 24 EQUITY AND INCLUSION COMMITTEE 25 “It’s On Us” AMBASSADOR 25 INCLUSION AMBASSADOR 25 SENSITIVITY TRAININGS 25 FACILITIES AND OPERATIONS COMMITTEE 26 PRIDE BLOCK GUIDELINES 26 WELLNESS AND CAMPUS SAFETY COMMITTEE 27 “It’s On Us” AMBASSADOR 27 ELECTION RULES 28 ELECTION OF SENATORS 28 ELECTION OF PRESIDENCY AND VICE PRESIDENCY 28 ELECTIONS COMMISSION 28 ELECTION LOGISTICS 30 DECLARATION OF CANDIDACY 30 CAMPAIGNING 31 DISPUTES AND APPEALS 32 STUDENT GOVERNMENT ASSOCIATION PROCEDURES 33 ORDER OF BUSINESS 33 PARLIAMENTARY PROCEDURE 33 EXECUTIVE AND CLOSED SESSIONS 35 VACANCIES 35 IMPEACHMENT 37 2
I. GENERAL POLICIES
6. Office hours are posted and recorded by the Ethics and Conduct Chair.
B. OFFICE HOUR REQUIREMENTS
1. All senators, associates, and Judicial Panel members are responsible for serving at least one (1) office hour per week. Cabinet members shall serve two (2) office hours, as defined in this section. An office hour is defined as sixty (60) consecutive minutes where a senator is available in the Student Government Association office.
5. At the discretion of Cabinet, another Student Government Association-sanctioned action may substitute an office hour.
1. Members who contact their committee chair at least twenty-four (24) hours prior to the meeting they will miss may be considered excused for their absence.
1. Senators are responsible for attending all committee and Senate meetings. Cabinet members are responsible for attending committee meetings, Cabinet, and Senate meetings. Executive Board members are responsible for attending a weekly Executive Board meeting, Cabinet, and Senate meeting. Members of the Student Government Judicial Panel are responsible for attending a meeting once a month.
4. Senators may elect to attend a club event (not a club meeting) to satisfy their office hour requirement for that week. Proof shall be submitted to the Ethics and Conduct Chair in an email before the culmination of the week in question. Proof of attendance shall be photos from the event, an admission ticket, or card swipe data from OSLE. Any other means of providing proof may be approved at the discretion of the Ethics and Conduct Chair.
2. All members of the Student Government Association who cannot fully attend one (1) of their required meetings shall inform the Ethics and Conduct Chair.
C. EXCUSED ABSENCE POLICY
2. Senators may complete office hours Monday through Thursday between the hours of 9:00 AM and 9:00 PM and on Fridays between the hours of 9:00 AM and 5:00 PM.
A. ATTENDANCE POLICY
3. Senators may elect to complete 2 or more club elections to satisfy their office hour requirement for the week. The elections form shall have been submitted as proof.
2. Senators who contact the Ethics and Conduct Chair at least twenty-four (24) hours prior to the Senate meeting they will miss may be considered excused. 3
3. Senators are expected to dress in appropriate attire when attending Senate meetings or otherwise representing the Student Government Association.
D. REMOVAL OF ABSENCES
E. ABSENCE POLICY
1. The Ethics and Conduct Chair may remove one (1) absence from the record of a member of the Senate at their discretion if said member attends an event that the Student Government Association is co-sponsoring or tables for an event.
g. Failure of the Vice President to submit the Agenda to Senate: one (1) absence to the Vice President
h. Failure of a Committee Chair to submit a mid-semester or end of semester report: one (1) absence to said Chair
6. Members will be allotted a maximum of three (3) excused absences per semester.
F. STUDENT GOVERNMENT ASSOCIATION OFFICE POLICY
4. In the event a reason is deemed inexcusable by the Ethics and Conduct Chair, one (1) absence shall be issued.
1. Members who acquire an absence shall receive penalties weighted according to the meeting missed (absences expire at the end of each semester): a. Senate: one (1) absence b. Cabinet: one (1) absence c. Committee meeting: one (1) absence d. Office hour: one-half (1/2) absence e. Fall and Spring retreats: one (1) absence f. Attendance required by Cabinet: one-half (1/2) absence
b. Members of the Senate may only use this policy twice a semester.
1. Members of the Student Government Association must regard the Student Government Association office with respect, obeying the rules as follows: a. All waste must be disposed of before leaving the office. 4
5. All absences accumulated by a senator may be appealed to the Club Resources Committee Chair.
a. Members of the Senate must inform the Ethics and Conduct Chair that they are attending said event twenty-four (24) hours prior to the date of the event for this policy to apply.
3. Senators who contact the Ethics and Conduct Chair less than twenty-four (24) hours prior to the Senate meeting they will miss may be deemed excused with proper documentation.
j. Accumulation of three (3) absences may result in removal of post at the discretion of the President and Vice President.
i. Arriving after or departing before the halfway point of the Senate Meeting, without previously notifying the Ethics and Conduct Chair before the commencement of the meeting: one (1) absence.
f. There is absolutely no smoking, alcohol, or drugs allowed at any time in the office, regardless of the member’s age.
1. This benchmark is to be created by the Club Resources Chair with approval of content from the Student Government Association Advisor. The benchmark may include information derived from both the constitution and the policy series.
2. Once the data has been collected the Club Resources Chair will give a presentation one (1) week following when the benchmark was given.
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g. A member shall be held personally responsible for any damage they inflict to the office
d. Data Collection 1. Data will be collected from the results of the benchmark. These results will only be shared with the SGA Advisor.
c. No member is permitted to reside in, sleep in, or utilize the office space for personal use.
d. No member shall bring furniture into the office (e.g. desks, refrigerators, couches, or file cabinets) without prior approval by the President and the Student Government Association advisor. Any furniture in the office is considered property of Hofstra University and a part of the office.
h. Any violation and behavior deemed unethical shall result in an immediate removal of post.
e. Posters, flyers, and stickers may be attached to the office doors and walls provided that they do not damage the surface. Staples and thumbtacks are strictly forbidden. They cannot block any windows.
a. The assessment shall consist of twenty (20) to thirty (30) questions, the format of which shall be up to the discretion of the Club Resources Chair.
b. All recreational activities must be ceased when a constituent of the Student Government Association seeks guidance in the office.
G. CONSTITUTIONAL BENCHMARK
b. Members of the Student Government Association, including Senators, Justices, Members of Cabinet, and the Executive Board, shall be administered said benchmark. Associates are not required to take the benchmark. The assessment shall be proctored by the Club Resources Chair.
c. Members shall take the benchmark at the fourth (4th) Senate meeting. In the case that any member is unable to take the assessment, they are required to meet with the Club Resources Chair within one (1) week of the Senate meeting they missed.
a. The purpose of this is to be able to go over areas that SGA members as a whole seem to be uninformed about.
b. Questions about the Constitution and Policy Series will be able to be asked during this time.
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1. Financial Records: All Student Government Association funded organizations are required to maintain financial records.
II. APPROPRIATIONS COMMITTEE A. GENERAL GUIDELINES
iii. Allocations shall be made based on the lowest quote provided.
a. Check Requisitions and Purchase Orders: Check Requisitions and Purchase Orders are available online or from the Office of Student Leadership and Engagement.
4. Frozen Budgets: A budget is frozen if all funds allocated to the club or organization are held and no financial business is allowed.
B. COMMITTEE GUIDELINES
i. All supporting documentation shall be the most recent available and shall not be older than one (1) years of the request date.
ii. Three (3) bids shall be provided from three (3) different vendors before any funds may be allocated towards item requests over $300.
2. Funding Forms: The Student Government Association shall require that all organizations who are requesting a budget shall submit their proposal on the official Appropriations forms. They shall contain the following information: a. Organization’s name, date of event, total amount requested, quantity, unit price, and description of either event, service, or product.
3. Inactive Clubs: The budgets of all inactive clubs and organizations shall be returned to the Student Government Association.
b. Every event, service, or product shall have supporting documentation of the most recent market value (i.e. email correspondence with a professional, website screenshot with the web address, invoice, receipt, etc.). If proper documentation is not provided, funds shall not be allocated towards the request.
1. General Policies: 7
1. Exceptions include guest speakers, coaches, Hofstra-provided services, Hofstra approved vendors, and items exclusively provided by a single vendor.
5. Cash Advances or Reimbursements: A club, organization, or individual student seeking reimbursement for an expenditure shall submit a receipt(s) to their corresponding Associate Director in the Office of Student Leadership and Engagement. a. Reimbursements must only be seen within the same semester of the expenditure.
i. Requests shall be considered in priority order. Should an event or budget item not be funded due to budgetary constraints, the committee shall not allocate funds to lower priority events.
iv. No club category shall be allocated greater than twenty-eight percent (28%) of the bi-annual budget.
a. The Appropriations Committee shall not fund any club with a discriminatory attitude with regard to membership as defined in the Student Government Association Constitution.
iii. The Senate shall review, amend, and approve the bi-annual budget, submitted by the Appropriations Committee.
d. All clubs and organizations seeking funds shall use the appropriate documents provided by the Student Government Association.
i. At the end of each semester, any club or organization seeking Student Government Association funds may submit a budget to the Appropriations Committee for the following semester.
g. Any member of the Appropriations Committee needs to abstain from voting and debating if they are a member of a club or organization seeking funds.
j. Money may be transferred from one (1) club or organization’s budget to another Student Government Association-recognized 8
c. Priority Order: The order in which items are listed on the budget event cover sheet shall constitute priority order.
e. All financial business does not become official until it passes the Senate.
i. Bi-Annual Budget:
1. A vote of two-thirds (⅔) may be instituted to remove a person or persons from the gallery.
f. Any full-time undergraduate senator or associate may be a member of the Appropriations Committee.
i. All documents shall be provided in the English language and in the United States Dollar.
ii. This shall henceforth be known as “Semesterly Allocation Meetings,” to be held in November and April respectively unless otherwise specified by the Appropriations Committee.
h. The Student Government Association, the Comptroller, and Hofstra University cannot guarantee payment of any financial transactions where all documents are not filled out completely and correctly at least two (2) weeks in advance.
b. Student Government Association funds must only be used for undergraduate students.
b. Any club or organization may appear at no more than two weekly meetings per semester unless otherwise specified by the Appropriations Chair.
c. The Appropriations Chair shall contact clubs and organizations prior to the commencement of their meetings notifying the day and time of said meetings.
2. Meetings:
1. The club or organization may only request more funds for the event at no more than two (2) nonconsecutive weekly meetings in the semester.
i. In order to attend a meeting, the club or organization shall submit a form on the GetInvolvedHU sign-up.
iii. For any additional requests not pertaining to the one (1) event, the club or organization may submit a separate budget during the fall and spring Semesterly Allocation Meetings or at any weekly meetings they wish to attend.
a. The Appropriations Committee shall meet every week 1 during the fall and spring semesters.
1 A week shall be defined as an operational week for the Student Government Association if there are no days off. 9
i. If a club or organization requires a budget for an event that exceeds $50,000 and correlates directly to the purpose of that organization, they may request to submit an annual budget to ensure timely bid placement, legal satisfaction, and university policies are followed. Said organization may bring the request to the President, Vice President, Comptroller, and Appropriations Chair of the Student Government Association before the annual budget is seen by the Appropriations Committee for the Semesterly Allocation Meeting. The aforementioned parties need to vote unanimously to honor said request.
1. Any money allocated to requests other than the specified event will follow the bi-annual schedule, and all unused funds will rollback into the Student Government Association budget.
club or organization’s account with the approval of the Student Government Association Comptroller.
ii. If allocated, the funds for the event would not roll back at the conclusion of the semester preceding the event.
l. Unconventional Budgets:
k. Income is defined as any money that enters a club or organization’s budget other than Student Government Association allocations.
d. The Appropriations Chair reserves the right to limit a club’s appearance at weekly Appropriations meetings for failure to appear.
e. If a club reserves a spot on the Appropriations roster and fails to appear, the absent meeting shall be considered as one of the two meetings for the semester, and the club will not be able to reserve a spot on the roster for the following week, unless otherwise specified by the Appropriations Chair.
f. The Appropriations Committee Chair reserves the right to limit the number of clubs on its agenda for any meeting.
i. When requesting a new budget, additional allocation requests shall be presented at the Appropriations Committee meeting by an executive board member of the club.
ii. A club or organization must also submit a digital copy of their budget request to the Appropriations Chair.
ii. All funds allocated by the Appropriations Committee must be spent within the academic semester, unless otherwise specified.
iv. Proposals may be submitted for review over the bi-annual Semesterly Allocation Meetings and weekly meetings.
3. Allocation Policies: a. A maximum of five percent (5%) of the funds that are to be allocated to Student Government Association recognized clubs and organizations each semester may be allocated to undergraduate non-Student Government Association organizations if the organization meets the following criteria: i. The non-Student Government Association organization must follow all Appropriations policies in order to receive funding.
b. Student Government Association will not fund any club or organization that is not registered on GetInvolvedHU. If an 10
iii. Charitable events or items for such events shall not be funded.
iii. The roster for any meeting is based on the order in which the clubs or organizations submitted their forms and will cap at the number set by the Appropriations Chair.
g. Appropriations Committee Procedures:
1. At the discretion of the Comptroller, a reallocation request may be brought to the Appropriations Committee for approval.
ii. Funding will only be allocated for campus-wide events, not for items or programs that are specific to the organization exclusively (i.e.: t-shirts, banners, conferences, travel, etc. will not be funded).
c. The Appropriations Committee shall not allocate funds for inventory exceeding the price of $100 per item unless the club has an appropriate location on campus to store it.
2. No student Government Association budget shall be allocated for food for the retreats.
ii. By the definition of the club category set forth by the Office of Student Leadership and Engagement (OSLE).
i. Formals: Formals shall be defined as end of semester gatherings held at HofUSA, Hofstra University Club, and any off-campus location. The Appropriations Committee reserves the right to determine whether or not an event is a formal.
v. Licensing/Certifications: The Student Government Association shall not allocate funds for licensing or certifications.
d. Cost Restrictive Policies:
vi. Transportation: Transportation may be funded up to a 300-mile radius of Hofstra University, with the exception of the Colonial Athletic Association tournament bus(es) that is sponsored by the Student Government Association.
iv. Alumni: The Student Government Association shall not allocate funds towards any gifts or items for alumni.
ii. Retreats: A retreat shall be defined as an internally planned, overnight stay at an off-campus location that is exclusive to only the members of a club or organization.
iii. Scholarships: The Student Government Association shall not allocate funds for scholarships.
1. A maximum of thirty (30) members, up to $50.00 per member, may be funded by the Student Government Association for a retreat per semester.
organization is deemed inactive for failure to re-register on GetInvolvedHU or for other reasons, they would no longer have Student Government Association recognition and would have to reapply through the registration committee.
1. A maximum of thirty (30) members, up to $50.00 per member, may be funded by the Student Government Association for a retreat per semester.
i. The Appropriations Committee shall not fund any club that is deemed inactive by the standards set forth in this Policy Series; and/or
1. A Student Government Association recognized club or organization may be funded up to five (5) cars per event. 11
xiii. Fashion Shows: The Appropriations Committee shall not allocate funds to requested fashion shows unless they fulfill the explicit purpose of the club or organization as stated in their constitution.
xii. Coaching or Instructor Fees: The Student Government Association may fund up to $1,500 per semester for coaching or instructor fees.
viii. Uniforms: No uniforms shall be funded above $50.00 per member per semester.
1. A Uniform shall be defined as a distinctive item or set of clothing that is created exclusively for members of the same organization or club.
2. Student Government Association cannot fund gas expenses.
3. Student Government Association cannot fund for coach bus(es).
4. Student Government Association funds mileage based on the standard Internal Revenue Service (IRS) rate at the time of requested funds.
x. Tipping: Organizations cannot use Student Government Association allocated funds for tipping.
xi. Disc Jockey: Organizations shall not be funded more than $1000 for Disc Jockeys per semester.
xvi. Member Gifts: The Student Government Association shall not allocate funds for gifts to members.
1. Clothing shall be defined as any apparel relating to shirts, jackets, pants, etc. branded or otherwise created for members of a club/organization.
ix. Prizes: The Student Government Association shall not fund prizes.
1. A social outing shall be defined as any event that is restricted to the members of a club or organization that does not specifically relate to the purpose of said club or organization. 12
vii. Clothing: No apparel shall be funded above $40.00 per member per semester.
xv. Donations: The Student Government Association shall not allocate funds for cash or in-kind donations.
xvii. Social Outings: The Student Government Association shall not allocate funds for social outings.
xiv. Speaker Fees: The Student Government Association may fund specific speaker fees, but not optional honorariums or donations.
f. Competitions: i. When requesting funds for a competition, an organization shall present the Appropriations Committee with all necessary registration materials and information regarding the competition.
xix. Student Government Association shall not fund for Airbnb or independent homestay service (rentals).
ii. No Student Government Association budget shall be allocated for food for the conferences.
1. One bid shall be accepted in the event that a club or organization is mandated to stay in that hotel by the conference or event they are attending. Should this be the case, the club or organization must provide documentation.
e. Conferences: A conference shall be defined as an overnight stay at an off-campus location, planned by a third party, and is open to all students. i. A maximum of thirty (30) members, up to $100.00 per member, may be funded by the Student Government Association for registration to attend a conference per semester.
xx. Membership Fees: The Student Government Association shall not fund membership fees for the individual members of any club or organization.
g. Budget Appeals: In the event that a club or organization finds the allocated funds to be unfair, they may file an appeal to be presented to the Senate.
i. Weekly Meetings: If a club or organization wishes to appeal an allocation from a weekly meeting, the club must email the Appropriations Chair within 24 hours after the start of the Appropriations meeting stating their reason for appeal. The Appropriations Chair must notify the Vice President that a club wishes to appeal twelve (12) hours prior to the Senate meeting. The club may present their appeal at Senate during the presentation of the weekly Appropriations report.
xviii. Hotels: Three (3) different bids shall be provided before any allocations are to be disbursed for hotel costs. A Student Government Association recognized club or organization may be funded up to $200.00 per room per night for hotels.
ii. Semesterly Allocation Meeting: If a club or organization wishes to appeal an allocation from budget weekend, the club must email the Appropriations within the time allotted time specified at the discretion of the Chair requesting a time for the meeting. The Appropriations 13
Chair shall email the Vice President the list of clubs that are scheduled to appeal twelve (12) hours before the Senate meeting.
ii. The Appropriations Committee reserves the right to request a full roster of uniforms, equipment, or any item from any club or organization which has received funds from the Student Government Association in the past two (2) years.
iii. The Appropriations Committee cannot fund for any photography relating to graduation. 14
j. Remaining in Hofstra Property Clause: i. Anything which is purchased through funding by the Appropriations Committee must remain in the control of the club/organization that requested the item due to OSLE policy.
i. Consistency: The criteria that is set forth on the limits of what the Student Government Association may fund, shall be held objectively on a consistent basis.
k. Photography: i. Photography cannot be funded using the Student Activity Fee unless it is for the sole purpose of forwarding the mission of the club/organization requesting the funds.
ii. The Appropriations Committee cannot fund photography for individual use or the photographing of an individual.
iii. Any club/organization can request the same item two years after its initial request due to possible wear and tear or damage caused to the item.
h. Student Government Association Club or Organization Budget: All monetary contributions donated to the Student Government Association Club or Organization Budget, a subdivision of the Student Government Association Budget, shall only be accessible to the Appropriations Committee. The committee shall be permitted to appropriate such additional budget to clubs and organizations in accordance with the rules and regulations of the Student Government Association By-Laws and Policy Series. In cases where donations are made to a specific Student Government Association club or organization, these funds shall be deposited through the Office of Student Leadership and Engagement and designated as income.
1. Floor plan of Office Space:
3. Office Space Review Application:
III.
c. Notification of the allocation of club office spaces shall be provided prior to the last operational week of the semester.
a. A floor plan of all occupied and vacant office spaces shall be kept by the Club Resources Chair.
c. Every two (2) years at the discretion of the chair, the floor plan is to be reviewed and necessary changes are to be made by the Club Resources Committee and reviewed with the Office of Student Leadership and Engagement.
a. Every club desiring an office space shall submit an application provided by the Student Government Association to be reviewed by the Club Resources Committee. b. Applications shall include: i. Name of organization ii. A copy of the club’s constitution iii. An explanation of the club’s purpose and how an office space would benefit that purpose iv. Explanation of campus presence and activity
4. Club Hours for Office Spaces:
a. The Student Government Association governs all club office space. b. Every two (2) years at the discretion of the chair, clubs interested in occupying a club office space shall be required to submit an application to the Club Resources Committee prior to the Office Space Review.
a. The organizations occupying an office space shall have their Executive Board members serve two (2) open office hours per operational week in totality. i. An office hour is defined as a minimum of thirty (30) consecutive minutes where an Executive Board member is available in their office. 15
2. Allocation of Office Space:
f. Organizations that apply for an office space and do not receive one, may be automatically considered by the Club Resources Committee to receive storage space.
b. Only Student Government Association recognized clubs or organizations may be eligible to receive an office space from the Student Government Association.
d. The Club Resources Committee shall review, allocate, and vote on club office spaces preceding ratification by the Senate.
e. The Club Resources Chair shall monitor all transitions between office space moves.
CLUB RESOURCES COMMITTEE A. OFFICE SPACE PROCEDURES
vii. The club office space shall not be altered, painted, nor vandalized. viii. The organization is expected to keep the office space tidy and organized. Clutter, trash, and junk shall be removed from the office space. ix. Any items used for the purpose of the club that has been funded by the Student Government Association shall be stored in an administrative building.2
iv. Posters, flyers, and stickers may be attached to the office doors and walls provided that they do not damage the surface. Staples and thumbtacks are strictly forbidden. They cannot block any windows.
2 Materials shall not be stored in residence halls, cars, etc. 16
iii. All office spaces shall abide by all fire codes and the Guide to Pride.
b. Office hours shall be submitted to the Club Resources Chair by 6:30pm on Tuesdays.
v. Organization executive boards are responsible for all activities that occur within the office space. This includes the actions of all persons in the office.
ii. No organization is allowed to bring furniture into their office (e.g. desks, refrigerators, couches, or file cabinets) without prior approval by the Student Government Association and Hofstra University. Any furniture in the office is considered property of Hofstra University.
vi. There is absolutely no smoking, alcohol, or drugs allowed, at any time, regardless of a member’s age. Any violation shall result in immediate revocation of the club office space by the Student Government Association and disciplinary action through the Office of Community Standards.
i. All clubs/organizations are expected to use their office space solely for the purpose of conducting official club business. No students are permitted to reside in, sleep in, or utilize the office space for personal use.
5. Club Office Space Policies: a. General Expectations:
c. If an organization fails to use its office, the organization shall first receive a written warning. If the behavior persists, the Club Resources Committee shall take corrective measures.
1. Student organizations may advertise an event on their office door(s) by submitting flyer(s) for approval to the Office of Student Leadership and Engagement.
xi. All offices and items within the office are subject to random checks.
1. The Club Resources Committee shall perform a yearly audit of Student Government Association recognized clubs and organizations during the Fall Semester. After performing this audit, the Club Resources Committee shall present their findings to the Judicial Panel, which reserves the right to de-recognize any club or organization found in violation of Student Government Association policy.
x. Any violation or behavior deemed to be unethical shall result in the loss of the office space.
3 This includes minor damages as well as major damages/defacement.
iii. Violations of any of the above policies shall be investigated by the Club Resources Committee. The Club Resources Chair shall submit any evidence gathered to the Judicial Panel to be presented in a hearing.
iv. Anything in violation of the Guide to Pride shall receive disciplinary action from the Office of Community Standards, as well as a fine from the Student Government Association and/or loss of office space.
3rd Offense Discretion of Senate B. CLUB RESOURCES DEACTIVATION POLICY
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b. Consequences: i. All clubs and organizations are responsible for any damages that occur to the office space and office furniture.3 ii. Organizations are expected to pay for any replacement furniture or painting needed due to defacement, in addition to fines.
2nd Offense Meeting with Club Resources Committee Fine and Investigative Hearing
Degree of Offense Minor Offense (ex: Office Hour Violation/Club Dispute) Intermediate Offense (ex: Destruction of Property) Major Offense (ex: Alcohol and other Prohibited Items)
1st Offense Warning Letter Fine and Meeting with Club Resources Chair Investigative Hearing and Senate Approval
1. The Club Resources Committee shall require the submission of this roster at the meeting for club constitution review.
f. Clubs and organizations shall hold a minimum of three (3) meetings with at least fifteen (15) members in attendance prior to seeking recognition by the Student Government Association. The Club Resources Committee shall require proof of such attendance in the form of attendance rosters for at least one (1) such meeting in that semester.
C. ACTIVE CLUBS
D. STUDENT GOVERNMENT ASSOCIATION RECOGNITION
a. Follows a constitution having been approved by the Club Resources Committee and Senate that contains the Student Government Association’s most current preamble.
1. An active club may seek Student Government Association Recognition if it abides by the following guidelines:
a. Upon notification of an infraction, each club and organization shall be entitled to a 60-day grace period to resolve their Student Government Association policy violation.
d. Maintains a membership with no more than half being members of a currently banned or suspended Hofstra club or organization.
2. The Club Resources Committee shall verify that the members present at said meetings are 18
c. Following approval of the club constitution by the Club Resources Committee, the club or organization must attend a Senate meeting to seek recognition.
b. Attends a Student Government Association Club Resources Committee meeting to review the club constitution.
5. Reactivation of an OSLE deactivated organization shall be adjudicated by the University Registration Committee and go through the process to be recognized by the Student Government Association as if they were a new organization.
4. Deactivation results in the organization’s budget being frozen for the length of the deactivation and the privilege of occupying an office space being revoked for any period of time deemed appropriate by the chair.
1. A club shall be considered active by the Student Government Association if it is deemed active by the Office of Student Leadership and Engagement (OSLE).
e. Maintains an updated and approved GetInvolved HU profile.
2. Deactivation may also occur if a club or organization does not fulfill the requirements set forth by the Office of Student Leadership and Engagement (OSLE).
3. Deactivation occurs if a club or organization’s attendance falls below the Office of Student Leadership and Engagement requirements.
E. STUDENT GOVERNMENT ASSOCIATION DERECOGNITION
F. DEFINITION OF DERECOGNITION 1. Clubs and organizations that have been derecognized shall no longer be permitted to identify themselves as recognized by the Student Government Association. In addition, said clubs and organizations shall not be permitted to request nor obtain the following Student Government Association resources: a. Funds outside of the five percent (5%) legislation available to non-recognized clubs and organizations. b. Advertisement per the Communications Committee.
G. MEETINGS
g. Prior to becoming eligible for recognition by the Student Government Association, organizations shall host at least one (1) fundraiser and/or event, per the discretion of the committee. The Club Resources Committee may request proof4 of such fundraisers/events if deemed necessary.
1. In order to attend a meeting, the club or organization shall submit a form on the GetInvolvedHU sign-up. 4 Proof may be defined as receipts, fliers, email confirmations, rosters, etc. 5 Club-related events may be defined as meetings, programs, fundraisers, etc. 6 Services may be defined as any formal communication with the Student Government Association E-Board and/or its committees. 19
1. The Club Resources Committee reserves the right to derecognize previously recognized clubs and organizations based on the following criteria: a. Active club membership falls below fifteen (15) members on GetInvolvedHU. b. Active member attendance falls below a consistent average of fifteen (15) members at general club meetings and/or events. c. A minimum of three (3) club-related events are not held during any given semester.5 d. A club does not utilize Student Government Association services 6 above those required of the Constitution and Policy Series for one (1) full academic year.
registered on the club or organization’s GetInvolvedHU page.
h. Clubs and organizations recognized by the Student Government Association shall be permitted to request funds at a weekly Appropriations Committee meeting within the same semester in which they are recognized. Newly recognized clubs and organizations are immediately eligible to submit a budget proposal for the upcoming semester.
2. The roster for any meeting is based on the order in which the clubs or organizations submitted their forms and will cap at the number set by the Club Resources Chair.
L. DRAFTING AND COMPLETING LEGISLATION
a. Any member or constituent of the Student Government Association, not barred by the Student Government Association Constitution, may bring Senatorial Action to the Club Resources Committee for review.
1. The Club Resources Committee shall require an update of a club’s constitution once every four years. If need be, the Club Resources Chair reserves the right to request one yearly revision of club constitutions. 20
I. CLUB ELECTIONS
1. Clubs and organizations that have been deactivated and who are seeking reactivation shall attend a Club Resources Committee meeting.
1. Any Senatorial Action shall be approved by the Club Resources Committee by a majority vote prior to being presented at Senate.
2. A representative of the Club Resources Committee shall be present at all meetings where impeachment proceedings occur.
3. The Club Resources Committee shall audit the elections to make sure they are being done properly.
4. The Club Resources Committee Chair reserves the right to limit a club’s appearance at weekly Club Resources meetings for failure to appear.
3. A member of the club Executive Board shall attend a Club Resources Committee meeting with copies of the constitution.
J. CLUB IMPEACHMENT
1. The Club Resources Chair shall have the authority to investigate any grievances regarding constitutional violations of clubs or organizations that have been brought to their attention. Following a preliminary review of the issue, if the Club Resources Chair deems it necessary, the Club Resources Committee shall conduct an investigation. Once the investigation is complete, the Committee shall present their findings to the Judicial Panel who shall then finalize the hearing process.
2. The club or organization shall notify the Club Resources Committee Chair of the election at least one (1) week in advance.
1. Clubs who begin impeachment proceedings against an officer of the club shall notify the Club Resources Committee Chair notice of said proceedings at least forty-eight (48) hours before the proceedings have begun.
M. CONSTITUTIONAL REVIEW
H. REACTIVATION PROCESS
K. INVESTIGATIONS
1. Clubs and organizations holding elections for officers shall be conducted through GetInvolvedHU.
N. SENSITIVITY TRAININGS 1. The Club Resources Committee and the Equity and Inclusion Committee shall hold an annual sensitivity training for all club leaders in order to ensure a safe and inclusive environment for all. O. TEMPLATE FOR SENATORIAL ACTION Hofstra University Student Government Association [Year] S.A. [Year]. [Senate]. [Case Number] [Title of Senatorial Action] Taken from [article] [number], [section] [number] of the [Constitution/Policy Series] All content to be added, changed, or removed from either the Constitution or Policy Series shall be typed out here. Any removed content shall have a strikethrough, as follows: [word]. Any added content shall be in bold, as follows: [word]. Resolutions shall have the following format: [Whereas, content; Let it be resolved, the resolution.] Respectfully Submitted, [Name] [Name] [Title] [Title] 21
IV. COMMUNICATIONS COMMITTEE A. WEBSITE
B. STUDENT PUBLICATIONS
a. These updates shall be compiled and distributed once a month.
E. SOCIAL NETWORKS
1. A member of the Student Government Association Communications Committee shall be present at all interviews pertaining to Student Government Association affairs.
1. The Communications Committee shall work with any student publications to provide the student body with information regarding activities of the Student Government Association.
F. COMMUNICATIONS ASSOCIATES
a. Interested members shall be required to submit an application to the Communications chair, meet the requirements of Student Government Association membership, attend the weekly committee meeting, and complete one (1) office hour a week.
G. INTERVIEWS
22
C. CAMPUS UPDATES
b. The campus update shall consist of a list of all Senatorial Action and all other relevant actions taken by the Student Government Association since the previous update.
D. PROMOTION AND ADVERTISING
1. The Committee shall be responsible for updating all Student Government Association social networks on a regular basis.
1. The Communications Committee shall compile information to provide campus updates on any and all actions taken by the Student Government Association.
c. These updates can be presented in video and/or print form.
1. The Communications Committee shall promote club and/or campus-wide events through social media, flyers, tabling, etc.
1. A subcommittee shall be created with membership installed known as a Communications Associate.
1. The Communications Committee shall be responsible for the upkeep and content of the Student Government Association website.
B. HOFSTRA CELEBRATES THE HOLIDAYS
E. STRESSBUSTERS
A. FALL FESTIVAL DUTIES
1. The Programming Committee shall participate as a co-sponsor or member of the Pride Expo.
1. The Programming Committee shall be responsible for promoting Student Government Association involvement in Hofstra Celebrates the Holidays. All Student Government Association members shall contribute in the activities of Hofstra Celebrates the Holidays.
1. The Programming Committee shall be responsible for assisting and co-sponsoring at least two (2) events for Stressbusters alongside the Office of Student Advocacy and Prevention Awareness (OSAPA) each semester.
1. The Programming Committee shall plan and direct a week during the Spring semester at a date determined by the committee preceding ratification by the Cabinet. This shall include five (5) days of programming, surveying, and hosting an internal town hall event all aimed to increase communication between the Student Government Association and the student body. a. 23
D. COLONIAL ATHLETIC ASSOCIATION TOURNAMENT
C. PRIDE UNLEASHED
G. SPRING PROGRAMMING
1. The Programming Committee shall plan and direct Student Appreciation Week every fall semester at a date determined by the committee preceding ratification by the Cabinet. Student Appreciation Week shall include five (5) days of programming, surveying, and hosting an internal town hall event all aimed to increase communication between the Student Government Association and the student body.
F. STUDENT APPRECIATION WEEK
1. The Programming Committee shall plan the involvement and transportation of the student body to the Colonial Athletic Association (CAA) Tournament. The Student Government Association shall not allocate more than $4,000 in transportation costs pertaining to the CAA Tournament.
V. PROGRAMMING COMMITTEE
1. The Programming Committee shall be responsible for hosting one (1) event on behalf of the Student Government Association in conjunction with Hofstra’s Athletic Department during the fall semester for Pride Unleashed Week.
VI. ACADEMIC AFFAIRS COMMITTEE A. STUDENT GOVERNMENT BULLETIN BOARD 1. The Student Government Bulletin Board shall be maintained by the Academic Affairs Committee. All material displayed on the board must first be approved by Academic Affairs prior to being put up. 2. Profane or inappropriate language or images shall not be tolerated. 24
C. SENSITIVITY TRAININGS
a. Attend “It’s On Us” committee meetings and other pertinent events at the discretion of the Equity and Inclusion Chair and The Wellness and Campus Safety Chair to discuss prevention, awareness and education regarding Title IX related policies and initiatives.
b. Collaborate with politically/socially active clubs, student organizations, nonprofits and other relevant organizations and departments to facilitate programming and promote awareness of issues regarding Title IX policies and resources on campus.
d. The Vice President shall act as the deciding vote as the Equity and Inclusion Chair and Wellness and Campus Safety Chair see fit.
A. “It’s On Us” AMBASSADOR
B. INCLUSION AMBASSADOR 1. The Club Resources Chair may appoint an Inclusion Ambassador, whose duties shall be as follows:
1. The Equity and Inclusion Chair and the Wellness and Campus Safety Chair may appoint an “It’s On Us” Ambassador, whose duties shall be as follows.
1. The Club Resources Committee and the Equity and Inclusion Committee shall hold an annual sensitivity training for all club leaders in order to ensure a safe and inclusive environment for all. 25
c. Work constructively with the Title IX Officers and advisors in the Office of Student Leadership and Engagement to promote a healthy environment in which all members of the Student Government Association are aware of policies and all available resources.
c. Collaborate with Intercultural and Service Clubs and Organizations to promote diversity and inclusion on campus.
d. Work constructively with advisors in the Office of Student Leadership and Engagement to promote internal social justice education.
VII. EQUITY AND INCLUSION COMMITTEE
b. Attend Intercultural Club Caucuses and other pertinent events at the discretion of the Club Resources Chair.
a. Coordinate internal Title IX trainings on an annual basis in accordance with New York State Education Law Article 129-B and “Enough Is Enough” legislation.
3. Each club’s design shall be displayed on the Block for one (1) academic week (Monday -Friday). a. Painting shall take place the weekend prior to that Monday.
a. All paint brushes and other materials used to paint should be disposed of after painting is done. Paint shall be returned to the SGA office the following Monday morning.
b. Clubs requesting multiple dates shall submit multiple applications. For example, if a club would like to reserve three (3) different weeks, three (3) different applications are required.
a. Clubs shall submit the design for the Block at the time of their application. This design must be approved by both the Division of Student Affairs and the Student Government Association (SGA) prior to the start of painting. The design shall not be changed after receiving approval. In the rare circumstance where the design needs to be changed, approval shall be given from the SGA Programming Chair.
c. SGA shall not be held responsible for clearing the prior week’s design from the Block.
1. Applications for painting shall be taken on a rolling basis. Applications may be submitted the semester prior to the date being requested. The club or organization who requests the week first shall be the first group eligible to paint for said week.
a. Clubs are responsible for all damage and defacement of property.
4. Only the side of the Block designated by SGA shall be painted.
c. Organizations are not permitted to paint until they receive written approval and instructions from the SGA.
b. Painting shall take place on either Saturday or Sunday. The club shall choose between one (1) of these two (2) days to paint.
5. Paint is only permitted on the Block. Painting on sidewalks, grass, buildings, etc. is not permitted.
b. Privileges to use the Block in the future will be reconsidered if these guidelines are not followed. 26
2. Paint shall be supplied by the SGA. Once the application is approved, the club will receive an email from SGA’s Programming Chair with information regarding time and location to pick up the paint on the day the club decides to paint. All paint shall be stored in the SGA office in Student Center Room 242.
6. Profane or inappropriate language or images shall not be tolerated.
FACILITIES AND OPERATIONS COMMITTEE A. PRIDE BLOCK GUIDELINES
VIII.
d. The Vice President shall act as the deciding vote as the Equity and Inclusion Chair and Wellness and Campus Safety Chair see fit. 27
a. Attend “It’s On Us” committee meetings and other pertinent events at the discretion of the Equity and Inclusion Chair and The Wellness and Campus Safety Chair to discuss prevention, awareness and education regarding Title IX related policies and initiatives.
b. Collaborate with politically/socially active clubs, student organizations, nonprofits and other relevant organizations and departments to facilitate programming and promote awareness of issues regarding Title IX policies and resources on campus.
A. “It’s On Us” AMBASSADOR 1. The Wellness and Campus Safety Chair and the Equity and Inclusion Chair may appoint an “It’s On Us” Ambassador, whose duties shall be as follows.
c. Work constructively with the Title IX Officers and advisors in the Office of Student Leadership and Engagement to promote a healthy environment in which all members of the Student Government Association are aware of policies and all available resources.
IX. WELLNESS AND CAMPUS SAFETY COMMITTEE
X. ELECTION RULES
b. The Club Resources Committee shall serve as the Elections Commission for the Fall Elections.
c. The Elections Commission shall be advised by the Student Government Association Advisor.
1. All presidential and vice presidential candidates shall run as a ticket. If either the presidential and/or vice presidential candidate does not meet the requirements stated in the Student Government Association Policy Series, or are unable to continue their candidacy, the remaining eligible member of the ticket shall have up to seventy-two (72) hours to pick a replacement.
4. On a date specified by the Elections Commission, candidates for President, Vice President, Senators, and Justices must attend a meeting to declare their candidacy.
1. In order to be eligible to run for a position in the Student Government Association, each candidate must fulfill the requirements stipulated in the Student Government Association Policy Series.
C. ELECTIONS COMMISSION
B. ELECTION OF PRESIDENCY AND VICE PRESIDENCY
3. If an unsuccessful ticket receives the minimum amount of votes for Senator, the candidates may choose to be elected to the position of Senator.
1. GENERAL: a. The membership of the Commission is to be nominated by the Club Resources Committee Chair and President, subject to ratification by a majority vote in the Senate. Prior to ratification, members of the Senate may nominate additional individuals to serve. The following people are prohibited from serving on the Elections Commission: i. Any former President or Vice President whose counterpart (i.e. Vice President or President) is eligible to run for the position of President or Vice President.
d. The Elections Commission shall be ratified by two-thirds (2/3) of Senate.
a. If a student cannot attend this meeting, they may email a member of the Elections Commission twenty-four (24) hours prior to the meeting with their name, 700 number, email address, and the title of the position they would like to run for.
e. The Elections Commission shall be required to submit a weekly report to the Senate in the same manner as a committee chair. 28
A. ELECTION OF SENATORS
2. The Elections Commission shall only see a new ticket comprised of at least one (1) candidate from a previously disqualified ticket.
i. This report shall not contain information concerning any individual candidates, but will solely focus on the logistics of planning and executing the election.
c. The Elections Commission shall organize at least one (1) debate if there is a contested election.
2. PROMOTIONS
iii. A member of the Elections Commission shall present this report during the New Business of the Senate agenda.
3. DEBATES
b. If there is an uncontested election, the Elections Commission shall hold at least one (1) event during which the ticket presents the goals of their campaign to the general Student Government Association constituency prior to voting dates.
d. A ticket debate shall be held prior to voting dates. The Elections Commission may hold two (2) additional debates prior to voting: a presidential debate and a vice presidential debate.
b. The Elections Commission will begin an election promotion no later than two (2) weeks prior to the start of the campaign.
g. Members of the Elections Commission shall not endorse any candidate, sign any petition, campaign on behalf of any candidate, or campaign for or against any referendum. Any Elections Commission member found doing so shall be immediately removed.
f. No person serving on the Elections Commission shall compete for any Student Government Association election nor aid in campaigning for any elected office7 in the season that said person shall serve.
a. The Elections Commission shall publicize informational sessions to the student body at least two (2) weeks before they take place. At least two (2) information sessions shall be held no later than one (1) week prior to the signature deadline.
a. Any questions relating to the debates shall be directed to the Elections Commission and answered outside of the Student Government Association office.
7 If two (2) or fewer individuals meet the requirements to serve on the Elections Commission, then two (2) members of the Student Government Association may be nominated to serve by Cabinet, subject to ratification by a majority vote in the Senate. This includes any Associate, member of Cabinet, Judicial Panel, Senate, and Executive Board not running on a Presidential Ticket or aiding in the campaign of a ticket during the election in the season that said individuals shall serve. 29
ii. This report shall be passed through the Senate by a two-thirds (2/3) vote.
e. Only a member of the Elections Commission shall be eligible to act as a mediator for the debate.
a. In order to be placed on the ballot in the spring, candidates are required to attend the Student Government Association Information Meeting at which they shall submit their name to the Elections Commission.
b. In order to be placed on the ballot in the Fall, candidates are required to attend the Student Government Association Seminar at which they shall submit their name to the Club Resources Committee.
1. From the time of declaration, the Elections Commission shall have three (3) business days to verify that each candidate meets the requirements outlined in the Student Government Association Policy Series. 30
2. To obtain the position of Senator the candidate shall secure one hundred (100) votes. In the case where more senators have been elected than Senate seats available, the candidates receiving the highest votes shall be elected.
5. In case a re-election is necessary, the rules outlined in this section apply.
D. ELECTION LOGISTICS
4. All tickets must secure a minimum of three hundred fifty (350) votes and a plurality of total votes cast for the office of President and Vice President.
6. Spring Elections shall be held by the fourth Monday of classes in April. Elections shall take place from 9 AM on Monday until noon on Thursday. An announcement will follow the conclusion of elections in which the winners of the election are announced.
7. Fall Elections may be held in the first week of October and shall take place from 9AM on Monday until noon on Thursday.
c. Each ticket may send one (1) representative who is not a candidate in the Student Government Association election or a member of the Student Government Association to witness the closing of the voting polls.
3. To obtain the position of Justice the candidate shall secure one hundred (100) votes. In the case where more justices have been elected than seats available, the candidates receiving the highest votes shall be elected.
9. Stations for electronic voting may be set up and monitored by the Elections Commission.
E. DECLARATION OF CANDIDACY
1. Candidates running for the position of Senator and Justice shall be listed on the ballot in a random order generated by the system.
f. The Elections Commission shall advertise the debates one (1) week in advance of the debates.
8. Elections shall be done online through Hofstra University’s portal. No student may proxy their vote by giving another student their 700 number and/or password.
e. Ads may be placed in The Hofstra Chronicle for a combination of up to two (2) pages. The breakdown of these pages is at the discretion of the candidate or ticket.
1. The start of campaigning shall begin at a time and date determined by the Elections Commission and approved by a majority of the Senate.
F. CAMPAIGNING
4. Candidates or tickets shall not ask for signatures in the Student Government Association office or during Student Government Association activity.
a. Any candidate for the position of Senator or Justice shall not personally spend more than $50.00 to finance their campaign.
d. All flyers shall be approved by the Office of Student Leadership and Engagement, whom shall keep a file of all approved flyers to which the Elections Commission may refer.
2. There shall be no campaigning at any of Hofstra University’s computer labs or academic areas such as but not limited to classrooms, laboratories, libraries, etc.
b. Any candidate for the position of Senator or Justice shall not accept more than $100.00 of donations for the duration of their campaign.
3. All signature petitions shall be received by the Office of Student Leadership and Engagement before campaigning begins at a date and time decided upon by the Elections Commission.
5. Finances:
a. No individual or endorsing group shall publicize prior to the start of campaigning.
2. Each candidate shall collect signatures as stipulated in the Student Government Association Policy Series.
4. Publicity:
5. Candidates may verbally inform the public of their intentions to run and their campaign platform while collecting signatures.
d. Tickets may accept donations from Student Government Association recognized clubs and organizations. Tickets shall not accept donations totaling more than $100.00 from any single 31
c. All mediums of campaigning shall be in good taste and shall not libel or slander another candidate, nor destroy any campaign materials of another ticket.
b. Flyers and other promotional materials shall not be distributed in any way in off-campus business establishments or in the locations specified in Section F, Subsection 2.
c. Tickets shall not personally spend more than $100.00 collectively to finance their campaign.
3. There shall be no campaigning in the Student Government Association office or during any Student Government Association activity.
4. All decisions made by the Elections Commission concerning the election rules and processes can be appealed to the Senate. A decision regarding the final outcome of the campaign shall not be appealed. 32
6. Endorsements:
e. The fair market value of all items given or sold to prospective voters shall be included in the spending limits stipulated above.
i. The Elections Commission shall give ticket endorsement forms to be completed by clubs to be submitted to the Elections Commission. ii. Department heads must submit in writing official endorsements of tickets to the Elections Commission.
7. The use of social media is allowed. Any message sent or posted shall be in good taste and shall neither slander nor libel any other candidate(s) or ticket(s).
3. Election results shall not be posted until all pending appeals have rendered decisions.
a. Candidates may seek the endorsement of any group, department, or individual on campus. Any financial endorsements are subject to the spending limits stipulated above.
f. Receipts shall be kept for all purchases and shall be submitted to the Elections Commission immediately after the end of voting.
c. The current President and Vice President may endorse any ticket. i. The President and Vice President shall not utilize any of SGA’s resources or events to endorse whichever ticket they so choose.
b. A Student Government Association recognized club or organization may officially decide to endorse a ticket or candidate through a majority of the members present and voting, unless otherwise stipulated in said club or organization’s constitution. No candidate or ticket that does not have the official endorsement of a Student Government Association recognized club or organization shall use any said club or organization resources.
G. DISPUTES AND APPEALS
1. Any disputes concerning the elections must be directed in writing to the Elections Commission. The Elections Commission shall present documentation of all disputes to the Senate for information purposes only.
source. Tickets shall not accept any additional donations after reaching a total of $500.00 from all sources.
2. All appeals shall be submitted prior to the release of the election results.
6. OVERRULING DECISIONS OF COMMITTEES
a. Special meetings of the Senate may be called by the President, the Cabinet, or the written petition of one-third (1/3) the members of the Senate. Special meetings of the Cabinet may be called by the President, Vice President, or one-third (1/3) the Cabinet members. Special meetings of committees may be called by the Chair.
3. EXECUTIVE BOARD REPORTS a. The President, Vice President, Comptroller, and Secretary may give a weekly report to the Senate.
XI. STUDENT GOVERNMENT ASSOCIATION PROCEDURES
a. The first question at each meeting of the Senate and Cabinet shall be the approval of its own minutes from the previous sitting, followed by the minutes of the previous Cabinet meeting. Approval by Senate is constituted by a majority plus one of voting members present and voting.
A. ORDER OF BUSINESS 1. SENATE AGENDA a. Senators who wish to make additions or changes to the agenda submitted by the Vice President may do so by making a motion to suspend the rules and place the item in a specific place in the agenda.
2. APPROVAL OF SENATE AND CABINET MINUTES
5. OBJECTIONS TO MINUTES a. If at any time a Senator raises a point of order against a meeting of a Student Government Association body by raising the question that the meeting has been held in violation of procedure, the Vice President shall rule as to whether or not the minutes shall be voided, subject to appeal by a majority of the Senate.
4. SENATE APPROVAL OF COMMITTEE MINUTES a. Senate approval of the Committee minutes shall take place after the approval of the Senate minutes of the last sitting, and the reports of the Executive Board, unless otherwise noted.
a. Senators may move to overrule a specific decision of any legislative committee by making a motion to disapprove the decision. A motion to disapprove is debatable, and the Senate shall have the right to debate and pass alternative decisions on motion.
7. SPECIAL MEETINGS OF STUDENT GOVERNMENT ASSOCIATION BODIES
B. PARLIAMENTARY PROCEDURE 1. QUORUM a. In all meetings of Student Government Association organized bodies, except for full Senate, a quorum and/or majority shall be constituted by attendance of half plus one of the full membership. No business shall be entertained unless in the 33
2. Any two (2) members of the Student Government Association may order a secret ballot be taken.
5. VOTING a. The method of voting shall be by voice vote, except in the following cases: i. Secret Ballots: The Secretary and the President shall count all ballots. The Vice President shall announce the tally votes at the end of voting.
ii. Roll Call Votes: The Secretary shall call the roll of Senators, and when their name is called, shall clearly answer “Yea,” “Nay,” or “Abstain,” as the case may be. The record of the names and individual votes along with the tally shall be printed in the minutes. It shall be the responsibility of the Communications Committee to include a brief description of the roll call vote. The 34
presence of quorum. If any Senator doubts the presence of a quorum, they may order the calling of the roll. If a quorum is not demonstrated at any given time, the only motions that are in order are to recess temporarily, to call for absent members, or to adjourn.
1. Voting on all matters of elections shall be taken by secret ballot, with no exceptions.
3. OBJECTIONS a. Senators shall have the right to object to any proceedings.
i. Consideration of Motions: In the absence of objection, motions proposed and entertained shall stand approved.
ii. Objections to Motions: Motions where a contest obviously exists through objection must be put to a vote. The presiding officer may also, at their discretion, put a question to a formal vote even where there is no apparent objection.
4. MOTIONS a. Senators who make a motion are entitled to the floor to speak on their motion and receive the floor by virtue of their making the motion. If the presiding officer declines to recognize a motion, a Senator who did not originally make or second the motion may raise a point of order that the motion be recognized. If one-third (1/3) the members present second said point of order, the presiding officer shall then put the question to the Senate.
2. SENATE DEBATE a. The presiding officer reserves the right in all cases to set regulations for debate and voting, but members of the Senate may, through an appeal from the decision of the Chair, make motions concerning debate and voting which shall supersede such regulation.
1. The method of voting for all legislation to amend the Constitution and for all Resolutions shall be by roll-call vote, with no exceptions.
iii. Ordering of Roll Call Votes: The presiding officer may order that a roll call vote be taken on any question brought to the Senate.
1. Should the matter of privacy be of concern at any point during a Senate meeting, the Senate may use one of the following sessions to proceed.
a. President: In the event of a vacancy in the office of the President, the Vice President shall become the President. If the Vice President declines to take the position of President, there will be 35
a. Executive Session: The Senate may vote to use executive sessions in situations where the traditional minutes that are taken may prevent senators from taking part in the conversation.
1. If at any time a vacancy exists in any position on the Student Government Association, the following procedure exists for the prompt filling of said vacancies:
b. Closed Session: The Senate shall only use closed sessions in situations when sensitive information regarding clubs or constituents is being discussed.
C. EXECUTIVE AND CLOSED SESSIONS
D. VACANCIES
i. Anyone in the Senate chamber that is not an elected SGA Senator is allowed to remain in the chamber so long as they do not take any written or recorded notes of the proceedings.
Committee shall then create a chart of the respective votes, to be found on the SGA website.
ii. Minutes are not taken throughout the duration of the session. All debate, motion, votes, and/or subsequent actions that occur during the session are not on record.
2. One-third (1/3) of the members present may order that an open roll-call vote be taken for all matters other than the ones aforementioned.
ii. Minutes are taken throughout the duration of the session. All debate, motion, votes, and/or subsequent action that occur during the session are on record, but the names of the senators are redacted.
iii. A two-thirds (⅔) vote of the members of Senate who are present is required to begin and end an executive session.
i. Anyone in the Senate chamber that is not an elected SGA Senator shall vacate the space immediately until the closed session is over.
iii. A three-fourths (¾) vote of the members of Senate who are present is required to begin and end a closed session.
vi. If no nominee secures the total as outlined above, a run-off election shall be held between the three nominees with the highest plurality of votes.
ii. The Club Resources Committee Chair is to preside over the proceedings. If the Club Resources Committee Chair cannot or will not preside, the Cabinet shall decide who shall Chair the proceedings.
v. The procedure of election of Vice President will be the same as the election of President as stated in section 301.1, subsection A of these bylaws.
an election within the Senate to choose a new President. The Club Resources Committee Chair shall serve as the President pro tempore until the election of a new President.
vii. If no nominee secures the totals outlined above in the second round of voting, a second run-off election shall be held between the two nominees with the highest plurality of votes during the run-off election.
b. Vice President: In the event of a vacancy in the office of the Vice President, the Club Resources Committee Chair shall serve as the Vice President pro tempore until the election of a new Vice President.
i. In the event that the Vice President declines to take the position of President, an election must take place within four (4) weeks of the Presidential vacancy to fill the position. The Club Resources Chair will serve as President until a replacement is elected.
vi. Simultaneous Vacancy in the Offices of the President and Vice President: In the event of simultaneous vacancies in the offices of the President and Vice 36
iv. All nominees are entitled time to speak on their own behalf. After each nominee has spoken, the candidates must leave the room while deliberations occur.
iii. To run for the position of President one must be nominated and seconded by a member of the Senate. Any undergraduate who fulfills all necessary requirements as outlined in section 215.3, subsection A and B, is eligible.
v. To be elected President, a nominee must secure the vote of fifty-one percent (51%) of Senators present.
i. An election must occur within four (4) weeks of the Vice Presidential vacancy to fill the position.
iii. The Chair of the meeting cannot be nominated for the position of Vice President.
ii. The Chair of the meeting cannot be nominated for the position of President.
iv. The election shall take place within the Senate.
d. Comptroller: In the event of a vacancy in the office of the Comptroller, the President shall perform the duties thereof until the election of a new Comptroller.
a. Notification: The Club Resources Chair shall deliver the approved impeachment resolution to the President (or Vice President, if the member in question is the President) immediately upon the adjournment of the Club Resources Committee. The President (or Vice President, if the member in question is the President) has twenty-four (24) hours to deliver a copy of the resolution to the impeached party. Notification shall be delivered forty-eight (48) hours before its introduction to the Senate. i. Consideration of the Resolution: Consideration of the impeachment resolution shall be postponed until the regular meeting of the Senate next following its introduction, provided that at least one (1) Cabinet meeting shall convene.
c. Secretary: In the event of a vacancy in the office of the Secretary, the President shall appoint a new Secretary.
e. Committee Chair: In the event of a vacancy in the office of a Committee Chair, the Vice President shall preside over the Committee until the election of a new Chair can be affected.
E. IMPEACHMENT
ii. Cabinet Powers of Impeachment: The Cabinet may, at its discretion, refer the resolution to the Club Resources Committee for further review prior to consideration by the Senate. In the event of an unfavorable report of the Committee on the resolution, a majority (fifty percent plus one) vote of the Senate to accept the report of the Committee shall terminate further consideration of the resolution.
President, the Club Resources Committee Chair shall serve as the President pro tempore and the Academic Affairs Committee Chair shall serve as the Vice President pro tempore until the election of a new President and Vice President. If one of the chairs does not wish to serve in that position, the position shall pass alphabetically through the Cabinet.
b. Senate Consideration of the Resolution: The Club Resources Committee shall meet as soon as feasible to debate and report special rules to govern the proceedings to consider the impeachment. At least two (2) of the sponsors of the impeachment must present verbal arguments on behalf of the 37
1. Impeachment shall be constituted by the presentation of a resolution in the Senate signed by at least one-third (1/3) the members of the Senate, specifying charges against the member.
38
c. Appeal of the Impeachment: The impeached party may seek to appeal Senate’s decision if they feel the process was unconstitutional. This appeal shall be given to the Club Resources Chair who shall then pass it to the Judicial Panel. The Judicial Panel shall deem whether the impeachment process was constitutional or not, and this decision shall be final.
resolution at the Senate meeting. The accused member shall also have an equal time to defend themselves. In the event of the impeachment of the Vice President, the Club Resources Committee Chair of the Student Government Association shall preside over the Senate during the introduction and debate of the resolution.
