Student Government Association Clubs and Organizations Procedural Manual 2011-2012
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TABLE OF CONTENTS Page What is the Student Government Association (SGA)? Meet the SGA Executive Board Members
Starting a new Club or Organization at SCCC
Recognized Student Clubs and Organizations at SCCC
SCCC Professional Staff to Assist
Club and Organization Faculty Advisor Roles/Responsibility
Student Leaders, Responsibility of Officers
Executive Board and Officers of Clubs and Organizations
Student Organizational Board (the Programming Board)
Meeting and Minutes
Regularly Stated Meetings
Template for all Meeting Minutes
Getting the Word out on Campus
Campus Message System
The Campus Pulse
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SGA Activity Fee and Budget Process
Benefits of Your Student Activity Fee
Oversight and Management
Annual Calendar of the SGA Budget Process
SGA Funds Policy
Disbursement Requisition Forms (DRF)
Fund Raising Activities
Know this about Raffles
Other Policies and Procedures
Food and Beverage Policy
SGA Trip Policy
Student Government Association Constitution
Student Code of Conduct
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What is the Student Government Association (SGA)? The Student Government Association (SGA) is the “voice of the students”. The SGA Senate is the vehicle through which projects, real change and improvement can occur on campus. The Senate fulfills the legislative functions of the SGA and actively reviews and passes major resolutions concerning the student‟s general welfare.
The Student Government Association recognizes clubs and organizations which are formed for one of more of the following purposes: 1. For special or departmental interests, including those which are established with a common educational purpose. 2. For honorary groups where membership is earned as an award for achievement. 3. For service learning groups which exist to serve our college and/or community.
Student Government Association Executive Board Members 2011-2012 Elston Hall, Room 220H Campus Phone: 381-1338 Main E-mail Address: SGA@live.sunysccc.edu SGA Executive Board President Vice President Treasurer Student Trustee
Deryle McCann Anthony Galea, Jr Derrick Tusang Erin Pelkey
firstname.lastname@example.org email@example.com firstname.lastname@example.org email@example.com
Martha Asselin Justin Cook
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Student Government Association
All SCCC clubs and organizations must adhere to the SCCC Code of Conduct and the SCCC SGA Constitution (see appendix for both these documents).
Clubs and Organizations The Student Government Association oversees all recognized clubs and organizations at SCCC through the various senate committees. All recognized clubs and organizations have an approved constitution that supports the SGA Constitution.
Constitutions define the club or organization, describe the activities and membership, illustrate organizational structure, and define the roles and responsibilities of club officers.
As per the Student Government Association Constitution: Article VII: Section 2, any students wanting to form a chartered club or organization must submit (in duplicate) to the Vice President of Student Affairs the following: A. A prepared Constitution which includes a statement of the clubs purpose. B. A statement from a member of the Collegeâ€&#x;s full-time faculty volunteering to act as the Club/Organization Advisor. C. A detailed account of planned activities indicating cultural, civic and college interests. D. A list of signatures of its proposed student membership. E. Only Student Government Association members may be eligible to join chartered clubs and organizations (See Article III. Section A of the SGA Constitution). F. Requirements of students holding an office in a recognized club or organization. To be eligible to be an officer in a Student Government Association club or Organization, a student must: 1. Be a full-time student as defined by Schenectady County Community College 2. Maintain an academic cumulative average of at least 2.0. If any officer fails to achieve a 2.0 cumulative average, the student will be: 1. Ineligible for his/her present office, 2. Notified in writing of his/her standing by the Executive Board of the Student Government Association. The student will still be eligible for membership in the club or organization. G. The Director of Student Activities or his/her designee is responsible for notifying the Student Government Association Executive Board and the organization's faculty advisor in writing of the student's ineligibility. Continued participation as an officer of the club or organization shall result in disciplinary action by the Student Government. Page | 4
STARTING A NEW CLUB OR ORGANIZATION
Starting a New Club or Organization
Alliance for Students with Disabilities: To create a network of people who provide support and information and advocacy for individuals with disabilities. American Culinary Federation: To promote, develop, and carry out the goals, work and program of the American Culinary Federation; to promote the best interests of the culinary profession generally and the interests and welfare of chefs, cooks, and others engaged in the culinary profession. Aviation Club: For those interested in the field of aviation or the aviation program at SCCC. Black and Latino Student Alliance: To promote a common bond for African-American students and other ethnic groups on a social level based on culture, economics and experience. Business and Law Club: To develop competence, build character, prepare for useful citizenship, encourage improvement in scholarship and establish standards for entrance into business occupations with support of the national chapter. Cheerleading Club â€“To facilitate campus community and spirit positively and productively. Christian Fellowship Club: To worship God through song, prayer and the study of His word and provide fellowship and spiritual support for other Christians. Circus Club: to teach skills and facilitate cooperative learning. Computer Clubhouse: To help Students learn basics computer skills and to help one another with computer problems through a creative and safe environment where all students work together and as mentors while exploring computers and building self confidence.
Ms. Judy Fruiterman
Dr. Ellen Wertlieb
Mr. Robert Payne
Mr. Christopher Tanner
Ms. Barbara Jones
Mr. Jason Benitez
Mr. Matthew Farron
Ms. Sheila Foglietta
Ms. Carmel Patrick
To be announced.
Ms. Sandra Boynton
Ms. Kathy Liska
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RECOGNIZED Student Clubs and Organizations
Purpose of each SCCC Club and Organization
Mr. Harry Buffardi
Ms. Sandra Boynton
Early Childhood Education Club: To use our education and knowledge within the community Ms. Tammy Calhoun and to expand our education through community. Ms. Debra Ahola Father Time: To raise awareness in our community about the importance of the father‟s role in the development of a healthy family and community. Gospel Choir and Bible Club: to encourage others through song, gospel and Christianity. Horseback Riding Club: The purpose of this club shall be to represent the interests, further the social and personal growth, and promote the general welfare of the membership of the organization. Hospitality Club: To embark on education activities to promote self-development as well as exploring career opportunities within the hospitality industry.
To be determined.
Dr. Yiping Wu
To be determined.
Ms. Ingrid O‟Connell
IE3 Club: the theory and practice of all aspects of electrical engineering, electronics, radio, To be determined. allied branches of engineering or the related arts and sciences, as well as the furtherance of the professional development of the Students. Phi Theta Kappa Honor Society: To recognize & reward student achievement; Ms. Babette Faehmel 381-1260 E200 promote high standards in academics & leadership. Ms. Carol DeFries 381-1392 E311 The Pride Alliance: To improve and increase awareness, education, self-pride and support for all members of our community through various activities held in a respectful, positive and productive manner.
To be determined.
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RECOGNIZED Student Clubs and Organizations
Criminal Justice Club: To further the knowledge and understanding of the criminal justice field and to enhance the student‟s knowledge pertaining to career development. Drama Club: To sponsor trips, locally and in New York City, to provide and arena for both professionals and nonprofessional companies to express their views through the drama media.
Ms. Margaret Williams 381-1337 Ms. Robyn Posson Mr. Geoffrey Welch
381-1257 E222 381-1466 E313
To be determined.
Mr. Rocco G. Verrigni
Mr. Michael Dzikowski 381-1458 E530 Ms. Judith Prinzo
To be determined
Mr. Harry Buffardi
Ms. Renee Adamany
Mr. Mark Seth
Mr. Keion Clinton
Mr. Dan McCrea
Ms. Ronalyn Wilson
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Student Clubs and Organizations
RESTART Club: To provide support for returning adult students in an online format where advice, information and ideas can be shared. Rhythms Literary Magazine: Encourage and support creative writing and artistic endeavors of students, faculty and staff and publishes for the community a literary magazine. Science Club: To promote the sciences and encourage the studies in this field through field trips and experiences outside of classroom activities. Slow Food Club: To represent the interests, further studies and personal growth and promote the general welfare of the members Spanish Club: To band together students in or interested in the study of Hispanic cultures, customs and language while promoting an appreciation for Hispanic cultures, customs and languages while promoting an appreciation for Hispanic culture on campus. Students for Social Consciousness: To connect our campus community members with service opportunities within our surrounding community while raising awareness and social consciousness. Students Veterans of Americans: To establish and develop student veteran support systems advocating for students veteran issues at the state and national level. Student Volunteer Organization: To further the social and personal growth, promote the general welfare, create a positive attitude about community service on campus, and create a placement system to connect student& faculty volunteers with agencies in need of help. Technology Club: To further the knowledge and understanding of the members in the field of technology and electronics while enhancing members experience pertaining to scholastic and career development. Tutor Networking Club: To provide training and support for peer tutors and tutees; to plan activities in order to raise money for student scholarships.
SCCC PROFESSIONAL STAFF AVAILABLE TO ASSIST WITH STUDENT LIFE AND ACTIVITIES Elston Hall, Room 222
Ms. Suzann Burke Executive Secretary firstname.lastname@example.org 381-1365
Mr. Justin Cook Student Activities Advisor email@example.com 381-1365
Ms. Jan Libbon SGA Bookkeeper firstname.lastname@example.org 381-1341
Mr. David Gonzalez Athletic Director email@example.com 381-1356
Ms. Donna Tessitore FSA Manager Tessitdl@sunysccc.edu 381-1281
Student Organizations andOrganizations Clubsand StudentClubs
Ms. Martha Asselin Vice President of Student Affairs firstname.lastname@example.org 381-1336
Mr. Jason Benitez Multicultural Affairs Program Coordinator email@example.com 381-1279
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Club and Organization
Faculty Advisors must be, as per the SGA Constitution, full-time professional employees of Schenectady County Community College, unless approval for a special appointment is granted by the Vice President of Student Affairs. Role and Responsibilities
The Student Government Association constitution requires that each recognized club and organization have an active Faculty Advisor. Promote a positive and student-centered cocurricular learning environment. Encourage students to develop and practice core leadership competencies. Foster the development of healthy relationships and a spirit of collaboration. Guide and facilitate the clubs program process. Provides constructive supervision and oversight.
Provide guidance, support and encouragement to club officers and members. Supervise and attend all club meetings, events and activities. Establish meeting dates, times and non-campus locations through Students Affairs. Ensure the attendance of at least one club officer at each meeting. Ensure each club meeting minutes are taken properly and copies are forwarded to SGA Bookkeeper. Assist with club projects and goal planning including the completion of required forms. Ensure club conformance to college/SGA policies, rules and regulations. Oversee the club budget. New advisors must attend a mandatory budget training session and ensure the attendance of club officers at budget training sessions. Verify and sign all requisitions, purchase orders and request to collect forms prior to submitting to SGA Bookkeeper Review all monthly financial statements provided by SGA Bookkeeper with club treasurer and address any concerns in a timely manner. If there are no concerns initial a copy of a budget and return to the SGA Bookkeeper. Ensure that a club officer attend all Student Organizational Board meetings.
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Roles and Responsibilities
Student Leaders Clubs and Organizations recognized by the SGA are led by a team of student leaders called Officers. Club Officers are vitally important to the overall success of the club or student organization. Officers facilitate a structure for members to engage in club sponsored programs, activities, and meetings, provide executive services that ensure the clubs proper operation, and advance the mission and purpose of the club or organization. Student Leaders for each club or organization are elected annually at a stated meeting and serve a one year term. Elections of officers should be completed by the end of September.
To be eligible as an officer in a Student Government Association club or organization, a student must: ď‚ˇ Be a student as defined by Schenectady County Community College. ď‚ˇ Maintain an academic cumulative GPA 2.0 or higher.
Responsibilities of Club Officers The following guidelines are offered to assist you in your role as club officer and member of the Clubs Executive Board. All officers must work closely with their Faculty Advisor, the Student Affairs Division, Student Activities Advisor, and the SGA Bookkeeper. Club Officers exist to serve the general membership of the club or organization, advance the mission outlined in their constitution, act as a student representative for their club, ensure that all club activities adhere to the Student Code of Conduct and policies of the SGA, and work to safeguard the physical and financial property of the club. All Officers, excluding the Secretary, are Required to attend the Budget Training Session mandated by official college policy.
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Roles and Responsibilities
Campus clubs and organizations provide students with the opportunity to explore areas of personal and professional interest, build meaningful relationships with colleagues and cultivate core leadership competencies that support their personal, professional and educational growth.
Execute and enforce the rules and regulations of the College, the Student Government Association, and club‟s constitution Plan and create Meeting Agenda for upcoming meeting. Call and preside overall meeting of the club. Appoint committee chairpersons as necessary Serve as the official student representative of the club. Attend Student Organization Board meeting,(or assign someone to attend in President‟s place ) Check mailbox in Student Affairs on a regular basis for memos and financial statements.
Assume all roles of the President in his/her absence Oversee all committee meetings and communicate findings to the club president and faculty advisor. Provide assistance and guidance to all committee chairpersons and ensure that committees are operating efficiently.
Maintain financial statements for the club. Prepare necessary forms for collecting and distributing club funds. Coordinate fundraising activities for the club reconcile all monies from fundraiser activity with Student Affairs. Deposit all club income with SGA Bookkeeper within 24 hours of fundraiser. Execute and enforce within the club the rules and regulations of the college and the Student Government Association in regard to fundraising activities and financial procedures.
Record minutes from each club meeting and distribute them to the advisor and the SGA Bookkeeper. Minutes must be shared with all club members, VP Student Affairs, and the Student Activities Advisor Type and handle correspondence for the club including meeting agenda. Maintain club records.
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Executive Board Duties, Roles and Responsibilities
The Club Executive Board & Officer Responsibilities
Purpose and Focus The Student Government Association oversees the operation of all recognized clubs and organizations through several established committees. The Student Organizational Board is an established committee of the Student Government Association and is charged with maintaining open communications between the Student Senate and its satellite organizations and provides a structure for cross-organizational collaboration.
Committee Chair: Vice President of the Student Government Association Members and Representatives o Student Senators (4) o Club or Organization representative (1)
Meetings and Attendance As per the Student Government Association Constitution, the Student Organizational Board will meet at least three times each semester. Stated meetings are important and club participation is mandatory. During regularly schedule meetings, members will meet to discuss event dates, policies, and budget procedures. Meetings also provide an opportunity for clubs to communicate and generate ideas and work together to create a bustling college community. Excerpt taken from the Student Government Association Constitution… “Section 3.
Requirements of Recognized Clubs and Organizations
A. Clubs and organizations which have been previously chartered (recognized) by the Student Government Association should submit to the Constitution and Judicial Committee any revisions or changes regarding name, purpose, faculty advisor(s), list of active members and financial status immediately following such actions. Only recognized clubs and organizations are eligible to receive allocations from the student activities fee. B. All clubs and organizations must have at least one representative at the Student Organizational Board meetings. Any club or organization who fails to send a representative to more than one (1) meeting per year will be recommended to the Senate for dismissal of recognition. Page | 12
Student Organizational Board (the Program Board)
STUDENT ORGANIZATIONAL BOARD
Regularly Stated Meetings All student led clubs and organizations meet regularly to conduct business and ensure the successful operation of their club. The Faculty Advisor must notify Student Affairs of meeting times, dates and locations so that this information can be shared with interested students and be advertised on campus.
It is suggested that campus clubs and organizations regularly update their information in advance to ensure student participation and increase meeting attendance.
Meetings must be held on campus only during operating standard operating hours. Recognized clubs may reserve a classroom or multi-purpose room as needed through Student Affairs. The faculty advisor must complete an “Application for Facilities and Equipment” at least two weeks in advance to reserve a room. Clubs may reserve space during college hour (Monday, Wednesday 11:3012:30) on a first come first serve basis. Campus space is limited outside of college hour. The faculty advisor must work closely with the Student Affairs Office to ensure proper meeting space.
Minutes must be recorded at every regular and special communication of the club or organization. Minutes provide members with important information needed to vote, a recorded meeting history and ensures the professional operation of the club.
Proper minutes reflect all actions taken, all discussions held and all agreements reached including an updated treasurer‟s report.
Proper minutes must be taken at ALL meeting. Copies of all minutes must be distributed to all members and advisors. Minutes must also be forwarded to the Vice President of Student Affairs, Student Activities Advisor, and the SGA Bookkeeper within one week. Failure to submit proper meeting minutes will result in the suspension of allocated funds and will jeopardize the official status of the club or organization. Page | 13
MEETINGS AND MINUTES
Campus clubs and organizations hold regular meetings to plan and execute their programs and activities. General meetings are also a time for members to build friendships, pursue interests, and become an active member of the diverse campus community.
TEMPLATE FOR ALL MEETING MINUTES [Name of Club/Organization] MEETING MINUTES [Date of the Meeting] Call to Order (name/title of individual calling meeting to order, time, and location.) Roll Call Typically, the secretary takes roll call but could pass around sign-in sheet. Minutes should state names of present at the meeting. Approval of Minutes Minutes from the last meeting should be presented, any changes to be made need to be stated, then the minutes need to be approved with a majority vote by the group. Minutes should reflect any changes made and result of the vote. Officer Report Each officer should prove to the secretary items they have for the upcoming meeting. Not all officers need to have reports for each meeting; however, a treasurer‟s report should be given at least once a month. Committee Reports Each committee should be prepared to give an update and make announcements. Old Business Items from previous meetings/unfinished business discussed here. include all items and should reflect all voting.
New Business Items for discussion that were approved for the agenda discuss here. Minutes must reflect all items and all voting held. For example, if the club has a motion made to spend $300 of the club funds for an upcoming program, minutes must reflect the motion, the second of the motion and the outcome of the vote. Any items not completed at this meeting become “Old Business” items at the next meeting. Announcements Any announcements from the membership can be made here. Minutes should reflect all announcements. Adjournment Motion to adjourn must be made and seconded; no vote is needed. Meeting ends with the seconded motion being noted. Minutes reflect the time that the meeting was adjourned. NOTE: Four copies of all meeting minutes are to be provided to Student Affairs, room 222E at least 48 hours prior to next meeting.
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On Campus Advertising
(Updated November 17, 1992)
1. All posters must be approved by Student Affairs. The poster will be stamped and initialed by Student Affairs only if approved for posting. 2. All publicity must bear the name of the sponsoring group. 3. The sponsoring group must be affiliated with SCCC. (Solicitors from outside of the campus are not permitted to advertise on campus premises unless a SCCC group is credited for sponsoring the "outsider.") 4. Posters are to be placed on designated bulletin boards only - not on windows, doors, elevators or walls. Any poster found posted on an inappropriate spot will be removed and result in a fine of $1 per poster to the sponsoring group (responsible party). 5. The neatness of the material and the maintenance thereof are the responsibility of the sponsoring group. Posters must be no bigger in size than 81/ 2 x 11 inches unless approved otherwise by Student Affairs. ONLY Club Advisors and/or their designees can utilize the copy machine in Student Affairs to copy publicity material and various other materials used by the organization.
Social Media 1. The college has created a Facebook Page for ALL student related activities. The Facebook page is coordinated and maintained by the Student Activities Advisor with guidance from the Student Government Association. 2. All recognized clubs and organizations are prohibited from creating or maintaining any social media accounts or public groups without approval from the Vice President of Student Affairs. 3. All official posts must bear the name of the sponsoring group. The sponsoring group must be affiliated with SCCC. 4. All posts, comments, links, videos, images, and content must adhere to the college‟s Student Code of Conduct. Inappropriate content will be removed and those responsible will face disciplinary action from the Vice President of Student Affairs. Page | 15
CAMPUS POSTER POLICY AND SOCIAL MEDIA
The Student Activities Office provides several services to help campus clubs promote their mission and advertise their meetings and events. Services include: On Campus Bulletin Boards Campus Message System Campus Pulse (Email Marketing) Social Media (College Facebook Page)
Campus Message System To have your meeting time or activity advertised on the campus messaging system (TV monitors around campus); prepare a simple PowerPoint slide (using font size 32 or larger, with minimal textboxes and no animation) with all necessary information and submit for review and approval to Martha Asselin, Vice President of Student Affairs at firstname.lastname@example.org.
To ensure that all information is clear and legible all slides must have large print (36 or more) with no special effects (word art, flash media, animation, etc).
The Binnekill To submit information for publication in the Binnekill, the official college newsletter, send pictures and information to Heather Meaney at email@example.com.
The Campus Pulse The Campus Pulse is an email publication sponsored by the Student Activities Board. Each weekly email is designed to highlight upcoming campus events, and share important information that impacts the general welfare of the student body. 1. Sponsoring groups are responsible to generate all content, supporting images and links. 2.
The Student Activities Board is responsible for formatting and publishing only. Captions, descriptions, and program reviews must be brief and written in proper form.
3. All content must be electronically submitted to Justin Cook at firstname.lastname@example.org on Wednesday for review and publication on the following Monday.
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Getting the word out on Campus
The neatness of the PowerPoint Slide is the responsibility of the Sponsoring Group. However the slide should be clear, professional and include… Date Time Location Sponsoring Group
Each student is assessed a Student Activities Fee. These funds are collected by the college and then distributed to the SGA to be used during the academic year in which they were collected.
Benefits of your Student Activities Fee (so long as the student remains enrolled) include:
An individual membership to the Downtown Schenectady YMCA Access to CDTA public transportation A variety of Club Programs and Activities and community service adventures Leadership Training and Development Workshops Educational, Cultural, and Recreational Events (Concerts, Comedians, Spring Week, etc) Dynamic intercollegiate athletic program And MORE!!!!!!
Oversight and Management The Student Government Senate members, Advisors, Athletic Coaches, Club Officers, etc… are all responsible for overseeing that respective budgets are accessed properly and in accordance to the procedures established by the SGA and the Auditors. An audit of the SGA budget, processes for budgeting, and protocols for using these funds is conducted annually in June. This audit is public record and is shared with the SGA and College. Recommendations for improvements are implemented the following fall term.
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Student Activity Fee and Budget Information
The SCCC Student Activity Fee & Budget Procedures
Annual Calendar of the SGA Budget Process January
Budget proposals (3 copies) for the upcoming year will be distributed to each club/organization for completion.
Budget proposals must be submitted to the SGA Treasurer before the end of the month if your club/organization wishes to have a budget for the upcoming year.
SGA Budget& Finance Committee review requests & adjusts budget to meet projections for fall enrollment
April By Mid-April, the Committee must submit their recommendations to the Senate who will then hold at least two open budget hearings to review proposed budget with student body. The budget is adjusted/ revised, if necessary, and then Senate vote on an approval of the budget before the first of May.
By the third week of May, the budget is submitted to the Dean of Student Affairs & reviewed with the SCCC College President.
An annual SGA Audit is conducted. Outside auditors are hired to review all books, records, transactions and activity of the SGA from that year.
Feedback received is shared with the SGA Senate & Executive Branch. * Final budgets will not be disclosed until the fall when the College has accurate enrollment figures reflecting the amount of Student Activity Fees that will be collected.
No Clubs/ Organizations are in session during the Summer
September Official notification of the club/organization budget is sent to all Advisors and Officers during the first week of classes in the fall initiating the budget cycle for the year.
* Club budgets do not rollover. Any leftover The final audit report funds from the is a public record previous semester * Clubs will be and is shared. will be lost. unable to access their budgets until ALL required parties complete Budget Training
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Student Government Association Funds Policy
2. Each club has an approved amount of money allocated for the academic year. SGA funds allocated must be used by the third Friday in April. Any expenses after this date must be pre-approved by the SGA Senate, Advisors, and Bookkeeper. If any SGA Funds are in a clubs account at the end of the academic year, they will be returned to the SGA. No Funds will be authorized after the last day of Finals. 3. Student Activity fee monies allocated to a club/organization cannot be used for donations, scholarships, or alcohol. 4. Funds are allocated to clubs to fulfill the intended purpose outlined in their constitution and subsidize activities. Monies for food should be limited and focused. 5. Monies used for scholarships must be raised through club fundraisers. Money is then deposited using the RTC and earmarked â€œScholarshipâ€?. 6. Scholarships and Awards Fundraisers must have prior approval by The SCCC Foundation, Inc. 7. The SCCC Foundation, Inc must be notified of and approve all donations made by individuals, companies, or community agencies. 8. Club Scholarship recipients are chosen by a independent selection committee appointed by the Vice President of Student Affairs, not by the club members. 9. To use allocated funds each club advisor and executive board must attend the budget training session and complete all proper forms and documents. Under any circumstance, clubs may not receive cash advances or use fundraising profits to purchase materials. 10. Anything reusable or non-perishable purchased with club funds is property of the SGA and should be returned at the end of each semester.
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SGA FUNDS POLICY
1. Only recognized clubs/organizations can submit a Budget Request Form to the SGA for approval. The SGA will approve the budget amount to be allocated to each recognized club or organization.
Disbursement Requisition Forms (DRF): For purchases made from club budgets. DRFâ€&#x;s must be signed by the Club Advisor and appropriate Club Officer before submitting to the SGA Bookkeeper for SGA review.
SGA Officers must approve and sign the DRF to signify a completed DRF. These signatures are required BEFORE payment or funds are disbursed.
Completed DRFâ€&#x;s received on Mondays will have a check released on Wednesdays.
Original and appropriate documentation is required to support any payment: original receipts, invoices, program agreements, contracts, purchase orders, etc. are required. No bill will be paid or a reimbursement granted without proper documentation and original receipts.
SGA is tax exempt. See the SGA Bookkeeper for necessary forms before making purchases.
No spending will be allowed in May unless prior approval from Student Affairs.
The SGA credit card may be used under certain circumstances such as an on-line purchase. A DRF must be completed prior to ordering.
Programming and Events
The last day for all clubs and organizations to submit disbursement requisitions for the academic year is the third Friday in April.
COLLECTING MONEY Request to Collect Forms (RTC): Must be completed when any monies are collected for any reason or amount. -
RTC for fundraisers must first be signed by the Advisor and approved by Student Affairs.
A RTC shall be completed for each separate activity: fund raisers, dues, donations, etc.
No fundraisers are allowed in May.
It is important to note on the "Request To Collect Money" form any and all needs of the events, such as the number of tables/chairs needed, the planned location, etc.
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Requesting Funds and the Collection of Money
FUND RAISING ACTIVITIES All fund raising dates will be filled on a first come, first serve basis through the SGA Bookkeeper.
Money collected may NOT be used to make any purchases.
Collections should be documented: names & amounts of donations, quantity and price of items sold, etc. Receipts should be issued to all who donate.
All collections must be turned in to the SGA Bookkeeper in a timely manner * Scholarships and Awards Fund Raisers must have prior approval by The SCCC Foundation, Inc. (NOTE: student activity fee money cannot be used for scholarships. This money must be fundraised.)
Know this about all Raffles . . . -
All raffles must be approved by the Vice President of Student Affairs and the SGA Bookkeeper at least one week prior to the sales or raffles. All winners of all raffles must be announced publicly on campus via the College‟s e-mail system, the College‟s newsletter, The Binnekill, and be reflected in the minutes of the club/organization.
Tickets are provided by Student Affairs and are the only tickets allowed for raffles. -
Tickets are to be one price only. allowed.
“Three for...” or “arms length” is not
A limited number of tickets will be issued at one time. After tickets have been sold and all monies have been turned in, more tickets may be issued.
Only one type of raffle can be held at a time: 50/50, gift certificates, baskets, gas cards, etc.
- Each event is to be no longer than 2 weeks -
All winners of all raffles must be announced publically on campus via multiple formats (e-mail, minutes, message system, Binnekill, etc…)
* ALL TICKETS (sold or not) must be returned to the SGA Bookkeeper when the raffle is over for reconciliation. Clubs may be charged for missing tickets.
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FUND RAISING ACTIVITIES
OTHER POLICIES AND PROCEDURES Alcohol Policy As per the College‟s Student Code of Conduct, as it pertains to alcohol, no fund raiser or event will be approved nor permitted in which alcohol is associated with the event, function or as a raffle prize. Student Code of Conduct All programs and events sponsored by a recognized club, organization or SCCC affiliate must adhere to the Student Code of Conduct. Facility Procedure The student leader and faculty advisor must complete and submit an “Application for Facilities and Equipment” to the Student Affairs Office to reserve an appropriate space at least 2 weeks in advance. Clubs will be responsible to cover all costs associated with an event that is held outside of the college‟s standard hours of operation unless otherwise approved by the Vice President of Student Affairs. Cost includes security, maintenance, technology support, etc. Program Agreements Events that require any form of payment to a individual or agency for a performance, lecture, or presentation requires a “Program Agreement”. The “Program Agreement” must be completed by Faculty Advisor and signed by performer and Vice President of Student Affairs. Forms may be obtained from the SGA Bookkeeper or Student Activities Advisor. Charging Admission When presenting an event with an admission or cover charge students with a valid Student I.D. must be charged a lower rate than the general public. Remember, funding for clubs comes from the activity fee, students already have paid for these programs but the non-student has not. The sponsoring club or organization must complete a “Request to Collect” form and submit it to the SGA Bookkeeper. Forms are available from the SGA Bookkeeper.
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Food and Beverage Guidelines Clubs and organizations must use the College‟s food service vendor, Prestige Food Service for all their catering needs. The catering menu is available online or in the cafeteria at http://www.sunysccc.edu/student/prestige/prestigemenu.htm. Any program serving food must complete a Catering Request form that is available from Prestige Food Services. All catering requests should be submitted by the Faculty Advisor at least one week before the scheduled event. Prestige Food Service must sign a waiver permitting the sale of any food product on campus including: candy sales, etc. Due to NYS Health Law regulations, bake sales are not permitted. State health code prohibits serving food prepared at homes or other non-licensed sites.
FOOD AND BEVERAGE POLICY STATEMENT One of the issues of primary concern at Schenectady County Community College has been the attractiveness and cleanliness of campus facilities. This issue is also one that has been identified in the College Directions with a goal as follows: “To provide a quality educational environment including well-maintained facilities of sufficient capacity to support the teaching/learning/service offerings; an atmosphere of safety, security and cleanliness; and a campus which generates a pride of association among students employees, and the community.” In an effort to maintain facilities, reduce maintenance costs and provide an attractive environment that is conducive to the educational purposes of the College, the following policy has been adopted by the Board of Trustees: POLICY Consumption of food and/or beverages will not be permitted in the following areas of the college campus: ∙ Classrooms/Lecture Halls ∙ Carl B. Taylor Community Auditorium ∙ Laboratories Individuals are encouraged to use the Commons area located in Elston Hall that provides facilities for dining. Should there be a need to transport food/beverages from that area, containers must be properly covered. Exceptions to this policy may be granted by the College President or his/her designee for programs, events or activities sponsored by the College (or one of its units), or per the Policy on Use of Facilities by Outside Groups. Approved by the Board of Trustees per Resolution #92-22, 2/17/92 Revised per Resolutions #97-121, 11/17/97, #04-124, 8/16/04; #09-65, 6/15/09
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SGA Trip Policy
Trip request forms can be obtained from the SGA Bookkeeper and must be completed properly and in advance for consideration.
Any and all club/organization activities held off campus will be considered a trip. All trips must be approved by the Student Government Association and Director of Student Activities. All trips must be sponsored by a recognized Student Government Association club or organization.
The club advisor and a faculty or staff member must accompany the trip in the ratio of 1 faculty or staff member to 20 students.
The following materials must be submitted to the Vice President of Student Affairs at least 24 hours in advance of the trip. o list of people who will be on the trip. o Signed releases, to include emergency phone numbers and authorization for any children attending the event, from all persons who will be on the trip. o A specific itinerary including route to be taken, time of departure and return and places to be visited. o A request, if appropriate, to open the trip up to the public and/or to non-students. o If this trip is a fundraiser, appropriate Request To Collect Money form must be attached to the request..
If the trip is being opened to non-Student Government Association members and is approved by SGA and Student Activities: o All must sign trip request form and be in agreement with policies. o Children must have signed permission to attend and one parent/guardian must be with the child(ren) at all times during the trip.
No alcoholic beverages or controlled substances may be taken on the trip or consumed anytime before or during the trip.
Generally, no overnight trips will be approved unless they are for conferences or conventions.
Trip participants must go and return on the same vehicle. There are NO exceptions. All participants must follow the itinerary of the trip. The bus will leave no later than 30 minutes from departure times.
Any irregularities that occur on the trip must be reported in writing by the club advisor to the Director of Student Activities the next business day following the conclusion of the trip.
Failure to adhere to the above rules and regulations will result in automatic denial of future trips of said club or organization by the Student Government Association, and trip participants may be subject to disciplinary action by the College.
NOTE: Non-student activity fee payers may not benefit from any costs or changes subsidized by the Student Government Association. Page | 24
Appendix SCCC Student Government Association Constitution SCCC Code of Conduct
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STUDENT GOVERNMENT ASSOCIATION CONSTITUTION
We, the students of Schenectady County Community College, in order to form an organization through which the students may voice their opinions, register their wishes and insure their rights, do ordain and establish this Constitution for the students of Schenectady County Community College.
Name of Organization The name of the organization shall be the Student Government Association of Schenectady County Community College.
Purpose The purpose of the organization shall be to represent the interests, further the social and personal growth, and promote the general welfare of the members of the student body. This Constitution shall be the basis of the Student Government.
Membership A. All full- and part-time students of Schenectady County Community College shall become members of the Student Government Association upon payment of the appropriate student activities fees. B. All members of the Student Government Association may participate in Association meetings and may vote in elections and referendums of the Student Government Association.
Student Senate Section 1. Duties and Powers A. To act for and in behalf of the student body in promoting and supporting all activities which enhance the purpose of the Student Government Association. B. To be responsible for the determination of, the administration of and the allocation of all funds accruing to the Student Government Association. C. To maintain cooperative relationships with student leaders of other institutions of higher learning and the community. D. To represent the Student Government Association in relations with the faculty and administrative officers of the College. E. To appoint members of the Association to serve as members of those committees of the College that are
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denoted as joint student-faculty-administration committees or boards. These committees will only be open for second semester freshmen or seniors. The power to oversee all organizations of the Association. The Senate has final approval of line item transfers in excess of: 1. $50 between line items 2. $300 within an organization's account. The Senate has the power to freeze an organization's budget until a time when a proper investigation can be conducted.
Section 2. Senate Meetings A. Regular meetings of the Student Government Senate shall be called by the President at least once a week during the regular academic year at times and places to be determined by the Student Senate, in cooperation with the College. B. Notice of all regular meetings of the Student Senate, including the time and place of such meetings, shall be published at least two (2) days prior to the meeting. C. Special sessions of the Student Senate may be called by the President of the Student Senate, any quorum of the Student Senate, by 10 percent of the Student Government Association, or by the President of the College, for designated purposes. Only such designated purposes shall occupy the time of the meeting. D. Notice of all special meetings of the Student Senate, including the time, place and purpose of the such meetings, shall be published at least two (2) days prior to the meeting. E. A quorum shall consist of at least a majority of the elected and seated Senate members and a majority of a quorum shall decide all legislation passed by the Senate. F. All meetings of the Student Senate shall be open to the college community and any one present may be recognized by the chair. Executive sessions may be called by twothirds (2/3) vote of a quorum. G. All minutes of the Student Senate shall be available to the Student Government Association members. H. Senate sessions shall be conducted by Robert's Rules of Order as modified by this Constitution. ARTICLE V.
Association Officers and Student Senators Section 1. Positions A. The officers of the Association shall be: President, Vice President and Treasurer. B. The student representative to the Board of Trustees shall be considered a non-voting officer of the Association.
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The officers of the Association shall also be officers of the Student Senate. D. There will be eight (8) freshmen senators and eight (8) senior senators excluding officers of the Student Senate. Section 2. Qualifications A. To be eligible for any position in the Student Government Association, a student must be a member of the Student Government Association and must maintain an average academic rating of at least 2.0 cumulative average. If any member of the Student Government Association fails to achieve a 2.00 cumulative average, they will be dismissed from their office. First semester freshmen are exempt from the 2.0 cumulative average restriction. B. To be eligible for an officer position in the Student Government Association, a student must also have at least twenty-four (24) accepted credits as defined by Schenectady County Community College at the end of the current academic semester. C. To be eligible to run for a senior senate seat, a student must have no less than twenty-four (24) accepted credits as defined by Schenectady County Community College at the end of the current academic semester. D. To be eligible to run for a freshman senate seat, a student must have no more than twenty-four (24) accepted credits as defined by Schenectady County Community College at the end of the current academic semester. E. Candidates shall meet further specific requirements for each office as set forth by the Elections Board and approved by two-thirds (2/3) of the entire Student Senate. F. No student shall be eligible to run for any Student Government Association position in a regular election who lacks only the equivalent of one semester as a full-time day student for the completion of graduation requirements as defined by Schenectady County Community College. G. The student representative to the Board of Trustees as defined by Schenectady County Community College can be a full- or part-time student. Section 3. Nominations A. Candidates for official Student Government Association positions shall present to the Elections Board a Petition for Candidacy which has been signed by no less than fifty (50) members of the Student Government Association. Signatures on such petitions may be duplicated on petitions of other candidates seeking the same office but not on the same petition. The Elections Board with the vote of two-
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thirds (2/3) of the entire Student Senate may increase but not decrease the number of signatures needed on Petitions of Candidacy. B. The Petition for Candidacy must be approved by the Director of Student Activities as to scholastic eligibility. Section 4. Elections A. The officers of the Association shall be elected by a plurality vote of the members of the Student Government Association voting. A secret ballot or voting booth must be the medium of the election. The date or dates of the election shall be set by the Election Board and shall be within thirty (30) days of the conclusion of classes for Spring Semester. The date of elections shall be made public no less than seven (7) days prior to the election. B. Officer positions shall run consecutively from commencement to commencement of the academic year at Schenectady County Community College C. Senate elections for senior senate seats must be held within thirty (30) days of the conclusion of classes for Spring Semester. D. Senate elections for freshmen senate seats must be held within thirty (30) days after the commencement of classes for the Fall Semester. E. Freshmen senate seats shall be awarded to the eight (8) freshmen candidates who receive the highest number of votes in the senate elections. G. Student senators shall assume their positions immediately after the Student Senate meeting at which election results are announced. H. In order to maintain eligibility as a Student Government Association officer or as a student senator, such persons shall be required to maintain a cumulative average of at least 2.0 those semesters in attendance. I. In the event of a vacancy in the Presidency, the VicePresident shall assume that office. For any other vacancy, including one caused by the assumption of the Presidency by the Vice-President, the remaining association officers and the members of the Student Senate shall elect replacements who shall complete the unexpired term of office. Candidates for such replacement positions shall follow the procedures as stated for the nomination of those persons they are replacing and shall meet the same qualifications and requirements as stated for original elections. In the event the number of vacancies is four (4) or more at one time, the Senate will hold school-wide elections for those positions.
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In the event of a tie for one of the officer positions or if more than one (1) candidate receives the highest number of votes for freshmen and senior senate seats, a run-off election will be held between the tied candidates within seven (7) school days after the initial election took place. The Election Board will institute and govern the run-off election. Section 5. Officers: Duties and Powers A. President: It shall be the duty of the President to execute and enforce the provisions of this Constitution. The President shall call and preside over all meetings of the Association and the Student Senate. He/She shall vote on a senate legislation only in the event of a tie vote. He/she shall appoint all necessary committee chairpersons and shall receive the reports of all subsidiary organizations. The President shall serve as the official representative of the Association and the Student Senate to the duly constituted authorities of the College and to the community. B. Vice-President: The Vice-President shall perform all duties of the President in his/her absence. The VicePresident shall also be responsible for presenting to the Senate all charters and material relevant to chartering school clubs and activities. The Vice-President shall make every effort to see that scheduled events of school clubs and organizations do not have conflicting dates and time and shall also make public a calendar of upcoming events. The Vice-President shall also initiate with the Treasurer coordination of all clubs and organizations activities. The implementation of programs desired to develop civic responsibility shall also be directed through this office. C. Treasurer: The Treasurer shall receive and dispense funds as directed by the Student Senate. He/she shall also be responsible for keeping accurate accounts of all revenue and expenditures of student activities fees and he/she shall insure that files and books concerning all fiscal matters of the Student Government Association are kept current. He/she shall also insure enforcement of fiscal policy as required through finance rules and regulation. The Treasurer shall submit financial reports at least twice yearly as directed by the Student Senate and be the chairperson of the Budget and Finance Committee of the Senate. In addition, implementation and enforcement of direct communications with clubs and organizations shall be the duties of this office.
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Secretary: The Secretary is appointed by the Executive Board of the Student Government Association based on his/her secretarial skills. The Secretary's duties shall include filing, taking dictation, and transcribing communications for the Executive Board and the Senate. He/she is responsible for keeping the minutes of each senate session and publishing them at least two (2) days prior to the next regular session. He/she is a non-voting member and is not required to serve on any standing or special (ad-hoc) committees. He/she is not an elected senator. E. Student Representative to the Board of Trustees: The student will serve as liaison between the Senate and the Board of Trustees. He/she shall be elected within thirty (30) days of the conclusion of classes for Spring Semester by the student body through popular vote as set forth by the Election Board of the Senate. Unless elected as a senator, the Student Trustee is a non-voting member of the Senate. His/her term of office is held from July 1 - June 30. The Student Trustee is requested to attend all senate meetings and to communicate Board of Trustee's actions to the senate. F. The President, Vice-President and Treasurer comprise the Executive Board of the Student Government Association. Weekly meetings to discuss various areas of the Association's business shall be held as announced. Actions taken by the Executive Board in joint decision making shall stand as final until Student Senate vote, Constitution and Judicial Committee, or a student body vote shall challenge and appeal that vote and action. G. The President of the Student Government Association shall have the power upon statement of reason in writing to veto any motion passed by the Senate provided that it is done within two (2) school days from adjournment of the Student Senate. An executive veto can be overridden by two thirds (2/3) vote of the entire Student Senate. Section 6. Senators: Duties and Powers A. Senators are elected to serve one (1) academic year and shall receive compensation for their services per semester. Each senator shall have one (1) vote per legislative item during senate sessions. B. Absent members who fail to notify an Executive Board member prior to any senate session are considered "unexcused" and will receive a deduction in salary proportionate to the quantity of unexcused absences, i.e.:
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Unexcused Absences Deduction 1 per semester 10 percent 3 per semester 100 percent
All members will be allowed two (2) excused absences per semester as defined by the Executive Board. Any member who enters the Senate session after the Calling of Order is considered late. Two (2) such lateness constitute one (1) unexcused absence. Section 7. Impeachment and Removal A. The Senate may by a two-thirds (2/3) vote of the entire Senate impeach any member of office of the Senate for causes. B. Specific reasons for impeachment shall be announced at least one (1) week prior to a hearing before the Senate. C. The Chairperson of the Constitution and Judicial Committee of the Student Senate shall president over the hearing at which time the impeached member will be given the opportunity to propose a defense. D. The President shall preside over the Constitution and Judicial Committee in the event the Chairperson of the Constitution and Judicial Committee has been impeached. Section 8. Re-Call Any member of the Student Senate or an official of the Association may be re-called by a petition of half plus one (1) of the total membership of the Student Government Association. Student Senate Committees Section 1. Types and Structures A. All standing and special (Ad-Hoc) committee chairpersons shall be named from among the members of the Student Senate and shall be appointed by the President of the Student Government Association with the approval of the Senate except where the Constitution mandates other appointments. The appointed chairpersons of standing and special (Ad-Hoc) committees shall have the privilege of naming those members of the Association to serve on their committees, provided the President approves such persons for committee membership. Each chairperson should document and report all pertinent information to the Senate. Section 2. Special (Ad-Hoc) Committees The President may appoint such special (Ad-Hoc) committees as he/she deems necessary and may name any member of the Association to act as chairperson. The President may receive reports from special committees at any time. Section 3. Establishment Clause
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At the beginning of each academic year, the Senate shall establish and maintain (throughout the school year) the following standing committees and require that each senator be active on a minimum of one (1) of these: A. Student Organizational Board: This committee should be chaired by the Vice-President of the Student Government Association with the President (or representative) of all organizations and at least four (4) senators as its members. This group shall be charged with maintaining open communications between the Senate and its satellite organizations. Meetings of this board should be held at least three (3) times each semester. B. Awards Committee: This committee shall be responsible for recognizing the special achievement of students, faculty, staff, and administrators in relation to the College. All awards to be issued by the Student Government Association and/or its committees should be referred to this committee for their consideration and recommendation. Should a member of this committee be nominated for an award, he/she should immediately relinquish this committee seat while the chairperson and President shall select a replacement. C. Budget and Finance Committee: It shall be the responsibility of this committee to hear budget requests in the excess of $50 (fifty dollars) prepare and recommend statements of budget allocations for proposed clubs and organizations, recommend fiscal policy to the Student Senate, and enforce fiscal policies, rules and regulations as set forth by the Senate. This committee shall meet for deliberation of such rules as necessary with its members and/or newly elected membership in joint session. The members of the Budget and Finance Committee shall include the Treasurer of the Association, who shall be the chairperson, the Vice-President of the Association, the President of the Student Activities Board, and four (4) senators. They shall be responsible for recommending the stipend of the senators and officers. D. Constitution and Judicial Committee: This committee shall consist of no less than three (3) and no more than five (5) members. This committee shall coordinate with College officials on matters involving Student Disciplinary Procedures. This committee shall upon request rule upon the constitutionality of and legislation passed by the Student Senate. This committee shall meet no less than three (3) times each semester to review legislation, proposed club charters, operational procedures of Student
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Senate, Finance Board, Executive Board, Athletic Board and Student Organizational Board. This committee shall be chaired by the Vice-President of the Student Government Association. Athletic Board: The Athletic Board shall work in conjunction with the Athletic Director in formulating budgets and salaries for intercollegiate sports and athletics that are supported by the student activities fees. The Athletic Board shall consist of no less than three (3) and no more than five (5) members. The Chairman of this Board shall be a senior senator. Election Board: This committee shall have the responsibility of conducting and coordinating all elections of the Student Government Association, recommending to the Student Senate specific requirements for various association elective positions, and recommending to the Student Senate the date for regular elections. The Election Board shall consist of not less than three (3) and no more than five (5) members. Abilities Awareness Committee: The Abilities Awareness Committee of the Student Government Association will consist of three (3) senators, with a minimum of one (1) freshman and one (1) senior senator. It will also be open to students from the college community to serve as committee members. This committee will work in conjunction with the Disabled Student Services Coordinator at SCCC. The purpose of the committee will be to educate the college community on the needs and desires of students with disabilities. In addition to this, the committee will make every effort to ensure that students with disabilities get equal opportunities in all college affairs.
Student Clubs and Organizations Section 1. Active student clubs and organizations which are formed for one or more of the following purposes are strongly encouraged: A. B. C.
For special or departmental interests, including those which have a common interest of educational purpose. Honorary groups where membership is earned as an award for achievement. Service groups which exist to serve the College and/or community.
Section 2. Requirements for Proposed Chartered Clubs/Organizations
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Student desiring to form a chartered club or organization must submit (in duplicate) to the Constitution and Judicial Committee and the Budget and Finance Committee of the Student Government Association the following items: A. B.
C. D. E. F.
A prepared Constitution which includes a statement of the club's purpose. A statement from a member of the College's full-time faculty or staff volunteering himself/herself to act as the club's advisor. A detailed account of planned activities indicating cultural, civic and college interests. A list of signatures of its proposed membership. Only Student Government Association members may be eligible to join chartered clubs and organizations. Requirements of students holding an office in a recognized club or organization. To be eligible to be an officer in a Student Government Association club or organization, a student must: 1. 2.
be a full-time student as defined by Schenectady County Community College, maintain an academic cumulative average of at least 2.0.
If any officer fails to achieve a 2.0 cumulative average, the student will be: 1. 2.
ineligible for his/her present office, notified in writing of his/her standing by the Executive Board of the Student Government Association.
The student will still be eligible for membership in the club or organization. G.
The Director of Student Activities is responsible for notifying the Student Government Association Executive Board and the organization's faculty advisor in writing of the student's ineligibility. Continued participation as an officer of the club or organization shall result in disciplinary action by the Student Government Association's Constitution and Judicial Committee.
Requirements of Recognized Clubs/ Organizations
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Clubs and organizations which have been previously chartered (recognized) by the Student Government Association should submit to the Constitution and Judicial Committee any revisions or changes regarding name, purpose, faculty advisor, list of active members, financial status immediately following such actions. Only recognized clubs and organizations are eligible to receive allocations from the student activities fees. All clubs and organizations must have at least one representative at the Student Organizational Board meetings. Any club or organization who fails to send a representative to more than one (1) meeting per year will be recommended to the Senate for dismissal of recognition.
Section 4. Recognition Clause The Senate may by a majority vote of a quorum recognize any club or organization fulfilling the requirements as set forth in Article VII. Section 2. Section 5. Failure Clause Any club or organization which fails to comply with the above (Article VII. Sections 1. and 3.) shall become subject to dismissal from the Association's roster of recognized clubs and organizations and relinquishes its privilege to use student activity funds. This action may be taken by a majority vote of a quorum in the Senate. Section 6. Non-Exempt No club or organization funded by student activities fees is under any circumstances exempt from the above (Article VII., Sections 1. 2., 3., 4., and 5.). Section 7. Posters, Notices and Publicity All matters concerning posters, notices and publicity must conform to the following regulations: A. B.
All publicity must bear the name of the sponsoring group. Publicity must be removed by the sponsoring group within one (1) school day following the completion of the event. Failure to do so will result in a fine of $1 (one dollar) per sign left up. The Vice-President and four (4) senators assigned to the Student Organizational Board are responsible for collection and implementation of the fines. The neatness of the material and the maintenance thereof is the responsibility of the sponsoring group.
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In the event of dissolution of the Student Government Association, all assets remaining after payment of its just debts and obligations shall be transferred to Schenectady County Community College and be used to promote the purposes of the Student Government Association. ARTICLE IX.
Amendment Clause An amendment to the Constitution must be passed by a two-thirds (2/3) vote of the entire Student Senate and then approved by a majority of the Student Government Association members voting in such a referendum.
Ratification Clause Ratification of this Constitution will take place when it is approved by a majority of the members voting in the Student Government Association. SGA Constitution Last Revised 4/96
STUDENT CODE OF CONDUCT (The Code) Schenectady County Community College I. POLICY STATEMENT Students enrolling at SCCC assume an obligation to conduct themselves in a manner compatible with the college‟s academic standards, policies, procedures, rules and regulations of the college and its entities. The SCCC Student Code of Conduct (The Code) defines the expectations, rights and responsibilities of all members of the student body. Students are members of the College community and are expected to act responsibly and to not interfere with the rights, comfort, or safety of other members of the College community. All students are held accountable for their actions. Behavior, which adversely affects the student‟s responsible membership in the academic community, shall result in appropriate disciplinary action.
II. PURPOSE OF THE CODE The Student Code of Conduct and the accompanying student disciplinary processes are intended to assist students in their personal development by providing a fair conduct review procedure that issues consistent penalties for behaviors that are incongruent with the College‟s expectations. In furthering the educational aims of the college and
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maintaining compliance with the provisions of Article129-A of the Education Law of the State of New York, the Code outlines the practices to be utilized in administering the student disciplinary system at SCCC.
III. PHILOSOPHY The Code embraces several core philosophies: preservation of the freedom of speech and the rights of peaceable assembly; respect for academic freedom and constructive criticism; a conviction that honesty and integrity are key values to the College community; and the belief that all members of the institution should be part of a campus environment that respects and appreciates differences. Procedures used to enforce standards contribute to teaching appropriate individual and group behaviors as well as protecting the rights of individuals and the campus community from disruption and/or harm. The disciplinary experience is intended to make clear to students the limits of acceptable behavior and to provide students who violate the Code an opportunity to more fully understand the rules and incorporate the experience into his/her personal growth and development. The disciplinary experience is designed to be both educational and corrective.
IV. JURISDICTION The College will have jurisdiction over misconduct that occurs on College premises and/or at College sponsored activities but may also address off campus behavior if the College determines that the behavior, or the continued presence of the student, impairs, obstructs, interferes with or adversely affects the mission, processes or functions of the College.
V. VIOLATIONS The subsequent behaviors are subject to disciplinary action under the Schenectady County Community College Student Code of Conduct but are not limited to the following infractions. A.
Complaints, incidents or referrals regarding student behavior as hereinafter described in paragraph "B" should be reported to the Division of Student Affairs (Room 222, Elston Hall). The Vice President of Student Affairs or the his/her designee, will investigate each report and determine the action to be taken. B.
BEHAVIOR SUBJECT TO DISCIPLINE
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All of the following behaviors are a violation of the SCCC Student Code of Conduct and may subject a student to disciplinary action as set forth below. 1.
ACADEMIC MISCONDUCT. Commission of an act which violates the academic integrity of Schenectady County Community College, including, but not limited to, academic cheating; plagiarism; the sale, purchase or exchange of papers, or research; or theft of another‟s work from any source is a violation of the Code. The developments of intelligence and strengthening of moral responsibility are two of the most important aims of education. Essential to the accomplishment of these purposes is the duty of the student to perform all of his or her required work without illegal or unethical help.
ALCOHOLIC BEVERAGE. Except for appropriate classroom activities or approved student activities, the possession and/or consumption of any alcoholic beverage is a violation of this Code. Possession and/or consumption of alcoholic beverages by students participating in a college club or college sponsored trip or an off-campus activity is also prohibited.
COMPUTER MISUSE. Engaging in any unauthorized use of the College‟s hardware, software or network systems is prohibited, including: unauthorized access, entry, or use of the computer, computer system, network, software, password, account or data, unauthorized alteration or tampering with computer equipment, software, network, or data unauthorized copying or distribution of computer software or data use of computer facilities of equipment to send obscene, harassing, threatening or abusive messages use of computers to falsify records, tamper with records or commit any act of academic dishonesty. Any other act in violation of the law and/or the College policies and guidelines regulating computer-related use.
CRIMINAL ACTS. Any alleged criminal act committed by a student off campus, which is of such serious nature that it threatens the health or safety of the College community, is a violation of this Code.
DEMONSTRATIONS. A demonstration which endangers life, public or private property or violates local, state or federal law is a violation of the Code.
DISHONESTY. The falsification of information which includes any form of providing false or misleading information in writing, orally, or electronically in a manner which has the intent or effect of deceiving college personnel, or altering or falsifying official College records or
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documents; and/or the misrepresentation of oneself as an agent of the College is a violation of the Code. 7.
DISRUPTIVE CONDUCT. Any disruptive conduct which substantially threatens, harms, or interferes with the peace and good order of the College community, students, visitors, personnel and/or other College processes and functions, including but not limited to, lewd, indecent or obscene conduct or expression; unreasonable and disruptive noise; public intoxication; or prohibited athletic activity on College owned or controlled property or at a College sponsored or supervised function is a violation of the Code.
DRUGS AND/OR DRUG PARAPHERNALIA. Possession or use of any illegal controlled substance, drug, or drug paraphernalia is prohibited and will be reported to local and state authorities and will also be subject to disciplinary action by the College. The College will cooperate with local and state authorities on any cases of suspected illegal use, possession or distribution of state- controlled drugs.
FAILURE TO COMPLY. The willful obstruction and/or the failure to comply with the directions of an authorized College official acting in performance of his/her prescribed duty; failure to provide valid student identification upon request of a College official; failure to comply with all regulations regarding student conduct on campus, and/or any violation of a College policy or procedure is a violation of the Code.
FIRE SAFETY. Violation of campus safety regulations, including but not limited to, setting unauthorized fires, tampering with fire safety and/or firefighting equipment or rendering such equipment inoperable, turning in a false fire alarm, tampering or improper use of campus emergency phones, or failure to evacuate facilities upon the sounding of a fire alarm or drill is a violation of the Code.
GAMBLING. Gambling is prohibited on College owned or controlled property and at any College sponsored or supervised function and is a violation of the Code.
IDENTIFICATION CARDS. Photo student identification cards are validated each semester. Properly validated cards should be carried at all times and must be produced, upon request, to any authorized College authority-administrator, faculty member or security personnel. The use of a another studentâ€&#x;s identification card by anyone else other than the rightful owner is a violation of the Code.
REMOVAL OF BOOKS AND MATERIALS. Removal of books and other materials from a College library in violation of the normal checkout
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procedures is a violation of the Code. Students with such materials and books in their possession will be considered as knowingly participating in the use of stolen materials. 14.
SANCTION VIOLATION. Violations of a College judicial sanction including, but not limited to, failing to meet the terms of the sanction, failure to complete a specified condition or assignment of a sanction, or violating the Student Code of Conduct when on disciplinary probation is a violation of the Code.
SEXUAL MISCONDUCT/HARASSMENT. Any sexual act that occurs without the consent of the other person or occurs when the other person is unable to give consent is a violation of the Code. This offense includes any conduct of a sexual nature that creates an intimidating, hostile or offensive environment for another person; such as unwelcome sexual advances or requests for sexual favors, inappropriate sexual or genderbased activities, comments or gestures, or other forms of verbal or physical conduct or communications constituting sexual harassment.
SOLICITING. The advertisement, solicitation or sale of any item or service on College property is a violation of the Code unless the prior approval of the Vice President of Student Affairs, Vice President of Administration or College President has been secured.
THEFT. Theft or attempted theft of the property or services of the College, any organization, or any individual by means of taking, selling, deceiving, misappropriating, or misusing, as well as receiving and or possessing such stolen property is a violation of the Code.
THREAT OF HARM. Conveyance of threats or the commission of any act which results in, or which may result in, harm to any person or the damage to College property or the property of others by willful and deliberate means is a violation of the Code. This offense includes any form of harassment, stalking, physical assault, verbal abuse, threatening or attempting physical assault upon any person, or threats to destroy College property or the property of others. Any action or behavior that endangers the health, safety or welfare of any member of the College community or visitors is a violation of this Code.
TRESPASSING. Unauthorized entry, use or occupancy of any building, structure, facility or college grounds is a violation of the Code.
VANDALISM. The intentional and/or reckless, but not accidental, destruction of property; damaging, destroying, defacing, tampering, misuse, or abuse of student, staff or College property, including rentals or leased facilities, is a violation of the Code.
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WEAPONS. The possession, storage, use or threat of use of any weapon on campus is strictly prohibited and will be reported to local and/or state authorities. For purposes of this provision, a weapon is defined as: ∙ anything within the definition of a weapon set forth in Penal Law 265.00; ∙ any instrument, device, or object designed or specifically adapted for the purpose of inflicting physical harm or death; ∙ any instrument, device or object possessed, carried, or used for the purpose of inflicting or threatening physical harm or death.
EXPLOSIVES. The possession, storage, or use of firecrackers or other explosive device of any description for any purpose is a violation of this Code.
PETS. With the exception of service animals registered with Campus Security and ADA Transition Services Office, pets are not permitted in campus buildings.
OTHER ACTS OF MISCONDUCT (NOT SPECIFICALLY LISTED ABOVE). Any act not specifically listed above which willfully, knowingly, or negligently endangers the health, safety or welfare of any member of the College community or visitors is a violation of the Code.
VIOLATION OF LAW. A violation of any municipal, state or federal criminal law or engaging in behavior that is a civil offense, or a violation of any policy, procedure, rule, regulation or directive of the College or any of its affiliated entities is a violation of this Code, even if the specific conduct is not listed as a prohibited act in the Code. The College regards criminal conduct/civil offense as a violation of the Code regardless of whether the criminal violation/civil offense are pursued in a court of law. The College may, to the extent permitted by law (including without limitation to FERPA), inform law enforcement agencies of perceived criminal violations and may elect to defer internal disciplinary action until prosecution of the criminal violation has been completed. Proceedings under the Code may be carried out prior to, simultaneously with, or following civil or criminal proceedings off campus at the discretion of the College.
DISCIPLINARY PROCEDURE A. NOTIFICATION
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All charges of misconduct shall be reported to the Vice President of Student Affairs. The Vice President of Student Affairs or his/her designee, will seek documentation, testimony and information that is relevant to the alleged violation to determine the relevance of information presented. Should the investigation support an alleged code violation and no individual(s) have accepted full responsibility for the violation, then the Vice President of Student Affairs or his/her designee will submitted in writing, via the Student Affairs Office, to the Chairperson of the College‟s Student Affairs Committee setting forth the circumstances of such misconduct, including time and place of the incident. · The Chairperson shall refer a case to a Student Affairs Subcommittee on Discipline within five (5) business days (“business day” is defined as any day between Monday through Friday with the exception of legal holidays) after receipt of said charges. · At the beginning of each academic year, the Chairperson of the College‟s Student Affairs Committee shall designate two (2) sitting Subcommittees on Discipline each containing three members, from the members of the Student Affairs Committee one of whom on each subcommittee will be a student. The two Subcommittees may alternate hearing any matters referred. One member of the Subcommittee on Discipline will serve as the hearing officer in all disciplinary proceedings.
The student(s) against whom charge(s) is being made shall be notified in writing by the Chairperson of the Subcommittee of the charge(s), the time, date and place of the hearing, the procedures to be followed, and the student‟s right to be represented at the hearing by a person of the his/her choice. Written notification of the charges and hearing notice will be served on the student by personal delivery or by certified mail to the address last provided to the Registrar of the College by the student.
If an incident results in a charge against more than one student, then the Vice President of Student Affairs may, at his/her sole and sound discretion, combine the hearings. A student may request a separate hearing, which the Vice President of Student Affairs may grant if good cause is shown.
If the students (whether the complaining party or the accused) elects to be have one (1) advisor and/or witnesses present at the hearing with them, the Chairperson of the Subcommittee must be notified in writing by the student two (2) business days prior to the scheduled hearing. The written notification must include the identity of his/her advisor and any witnesses he/she intends to have present at the hearing. Advisors do not participate
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in the hearing. The hearing officer shall have complete and absolute discretion to determine the extent to which advisors may contribute at the conclusion of the hearing. The advisor serves merely as an observer and/or a source of advice to the student without directly addressing the meeting.
The complaining party, accused student and their advisors, if any, shall be allowed to attend the entire portion of the hearing at which information is received (excluding deliberations). Admission of any other person to the meeting shall be at the discretion of the hearing officer. The hearing officer may remove and prohibit the participation of anyone disrupting the hearing.
All questions regarding whether potential information will be admissible in the hearing and all procedural questions with respect to the hearing, shall be resolved in the discretion of the hearing officer. Formal rules of process, procedure, and/or technical rules of evidence, such as are applied in criminal or civil court, are not used in the hearing.
The hearing officer will be responsible for maintaining a disciplinary procedure that makes reasonable efforts to accommodate concerns for the personal safety, well-being and/or fears of confrontation of the complaining party, the accused, and/or witnesses during the hearing by providing security present at the hearing, permitting participation by telephone or other web-based access, permitting witnesses to submit written statements, or other means as determined in the sole judgment of the hearing officer to be appropriate.
Hearings will convene as scheduled unless the hearing officer has been notified of and approves a request to reschedule. The hearing will proceed even if the accused student, advisor, and/or witness do not attend.
Both the complaining party and the student charged with misconduct may be present at the hearing. Each party may present and cross-examine witnesses. The Subcommittee may, in its discretion, limit the testimony to information relevant to the disposition of the charge(s) and prohibit repetitious or redundant testimony.
A record of the hearing will be made. The record of the hearing will be confidential, except as otherwise provided herein.
Hearings will not be public. Publicity and public statements about the case by anyone involved will be avoided.
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The Subcommittee on Discipline may consider mitigating and aggravating circumstances when choosing whether or not to impose a sanction and the severity of the sanction, including without limitation any or all of the following:
Nature of the offense; Severity of the damage, injury, or harm resulting from the offense; Whether the student promptly took responsibility for his/her actions; Present demeanor of the student; Past disciplinary history of the student, which includes, without limitation, completion of or pending disciplinary sanctions from past cases; the student‟s honesty, or lack thereof, and the cooperation demonstrated during the investigation of the complaint and subsequent disciplinary proceeding; Whether the charge involved an action directed at another based upon his/her race, religion, ethnicity, national origin, gender, age, physical ability, or sexual orientation; The recommendation of associated victims or parties to the incident; and Any other factor deemed relevant by the Subcommittee.
Within five (5) business days of the conclusion of the hearing, the Subcommittee will submit its written hearing summary to the Vice President of Student Affairs. This hearing summary will state the findings of fact considered in determining the final decision as to the alleged misconduct. If the student is found to be responsible for committing the violation, the summary includes a recommendation for any applicable sanctions to be imposed consistent with the penalties provided for in this Code.
The record, including the documents entered into evidence, will be transmitted to the Student Affairs Office along with the Subcommittee‟s report and recommendation.
PENALTIES AND SANCTIONS
The Vice President of Student Affairs may, following review of the record, accept or reject the Subcommittee's findings of fact and the penalty recommendation. The Vice President of Student Affairs reserves the right to review and amend any decision of the Subcommittee. If the report and recommendation of the Subcommittee is accepted, the Vice President of Students Affairs may impose one or more the penalties listed hereinafter.
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Within five (5) business days of the receipt of the Subcommitteeâ€&#x;s written report and recommendation, the Vice President of Student Affairs will notify the student. The student will be notified in writing of said determination by delivering a copy of same personally to the student or by mailing a copy of same by certified mail at the last address provided to the College by the student. If the student is found to be responsible for committing the violation, the written notification will include any applicable sanctions and instruction on the studentâ€&#x;s right to appeal. a.
No action; b. Reprimand: written reprimand with warning that continuation or repetition of misconduct may result in further disciplinary action; c. Restitution: compensation for loss or injury, reimbursement for damages to or the misappropriation of property; or other payment for expenses incurred as a result of the studentâ€&#x;s actions; d.
Mediation and/or counseling referral;
e. Disciplinary Probation: suspension of a student from any or all College programs or activities that do not relate directly to the student's academic performance; f. Suspension: discontinuance from classes and other designated privileges or activities for a definite period of time; g. Expulsion: termination as a student of the College for an indefinite period;
Degree Revocation: The College reserves the right to revoke a degree when upon conclusion of an investigatory process it is determined that the degree was obtained by fraud; i. Other Secondary Sanctions: such sanctions may be imposed instead of or in addition to those specified above: 1.
Community Service: may include performance of no more than fifty (50) hours of unpaid work assignments per semester either on or off campus as specified. Assignments are assigned and supervised by an administrative officer of the College and may not be combined or in conjunction
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with any other volunteer or court ordered requirement. 2.
Educational Activities: such sanctions may include a formal apology in writing and/or in person; a behavioral contract specifying the behavioral requirements to be followed, a reflective writing assignment or attendance at an event directly related to the violation committed.
Restrictions: temporary or permanent loss of privileges or the use of a College facility or service.
Counseling Assessments: professional assessments may be imposed at the expense of the student.
The decision of the Vice President of Student Affairs or his/her designee shall take effect immediately unless otherwise provided for in the student notification, and such decision shall be final except as provided for in the appeal process.
APPEAL PROCESS 1. Any student found guilty of a violation of the Code may appeal the written disciplinary hearing decision based on any of the following reasons only: A procedural error that unfairly affected the outcome of the disciplinary hearing; New, „after acquired‟ information that was discovered only after the conclusion of the disciplinary hearing and is relevant to the alleged violation and would have had a significant bearing on the outcome of the disciplinary hearing if it had been previously known; A violation of due process occurred; or A sanction that is unreasonably severe in light of the offense(s) committed.
Appeals shall be initiated in writing by the appellant and submitted to the Vice President of Student Affairs Office.
The written appeal must be submitted to the Vice President of Students Affairs within five (5) business days of receipt of the written disciplinary hearing decision.
The written appeal and the record of the hearing, along with the written decision rendered, will be transmitted to the President of the College within two (2) business days of receipt of the Appeal Form. The President
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of the College shall review the record of the appeal. Within ten (10) business days, the College President will render a decision. That written decision will be mailed to the student by certified mail at the last address provided to the College by the student. A copy of the decision will also be sent to the Vice President of Student Affairs to be shared with the Subcommittee. The decision of the College President is final and will become part of the record of the proceedings maintained in the file established pursuant to the hearing procedures of this Code. E.
A student who is summarily suspended will have a discontinuance from classes and other privileges set forth in the notice of suspension for a defined period of time. A student may be excluded and summarily suspended from campus and participation in any or all programs (including academic programs) and activities sponsored by the college, by the Vice President of Students Affairs his/her designee, in consultation with the President of the College, when the acts alleged represent a potential danger to the health, welfare, and safety of the College community. Such exclusion or summary suspension may begin at or prior to the formal filing of charge(s) as provided for in this Code.
STUDENT DISCIPLINARY FILES AND RECORDS The Vice President of Student Affairs will establish a student disciplinary file whenever a case is referred for investigation of a possible conduct code violation. A studentâ€&#x;s file will be destroyed if the investigation indicates that no violation occurred. The file of a student found to have violated the Code will be retained for four years from the date of the disciplinary hearing decision; however, records may be retained longer or permanently if the student was suspended or permanently dismissed or if there is reason to believe the case could result in future litigation. The case summary will be retained on the campus database indefinitely. The record shall be maintained separate and apart from the student's permanent record by the Student Affairs Office.
Most recently amended per SCCC Board of Trustee Resolution on July 25, 2011
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