Sas bylaws


Published on

Published in: Education
  • Be the first to comment

  • Be the first to like this

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Sas bylaws

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