Policies - Section Nine: Student Government Organization Constitution

  • Policies - Section Nine: Student Government Organization Constitution - 1 - Preamble

    Preamble

    Students of Carroll Community College, in the belief that the college experience offers many and varied opportunities for students to develop an awareness of their rights and responsibilities as members of the community, do hereby establish this constitution for the Student Government Organization.

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    Policies - Section Nine: Student Government Organization Constitution - 2 - Article I. Name

    Article I. Name

    The name of the organization, for all official intents and purposes, shall be the Carroll Community College Student Government Organization, hereafter referred to as the SGO.

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    Policies - Section Nine: Student Government Organization Constitution - 3 - Article II. Membership

    Article II. Membership

    1.     Every regularly enrolled student of Carroll Community College, both full and part time, shall be a member of the SGO without regard to sex, sexual orientation, race, ethnic background, national origin, age, disability, or religion.

    2.     For the purpose of participation in SGO, those students who have completed a total of 24 or more term credit hours at any accredited undergraduate institution shall be considered sophomores. Those students who have completed fewer than 24 term credit hours shall be considered freshmen.

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    Policies - Section Nine: Student Government Organization Constitution - 4 - Article III. Objectives

    Article III. Objectives

    The primary objectives of the SGO and its appointed members are to:

    1.     Insure the privileges, rights, and responsibilities of all students as stipulated in the Student Bill of Rights.

    2.     Acknowledge and support student clubs and organizations on campus that present themselves to the SGO for approval.

    3.     Provide leadership and guidance to committees and clubs so they may organize and direct meetings and events that comply with the objectives of the organization’s constitution.

    4.     Assist in explaining administrative views and policies to the student body.

    5.     Seek problem areas in which student views and feedback can be represented either to faculty or administration.

    6.     Actively encourage student involvement in all clubs, organizations, and activities and foster volunteerism both on and off campus.

    7.     To develop a degree of professionalism in its members.

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    Policies - Section Nine: Student Government Organization Constitution - 5 - Article IV. Constitutional Authority

    Article IV. Constitutional Authority

    This constitution shall be the fundamental law governing the actions of the entire student body; this includes the student government as well as any and all student clubs and organizations.

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    Policies - Section Nine: Student Government Organization Constitution - 6 - Article V. Organization

    Article V. Organization

    The affairs of the SGO shall be managed by a Governance Board, which will act as the principal student governing board of Carroll Community College, with all other student organizations subsidiary to it.

    1.     The Governance Board of the SGO shall consist of ten elected members, five returning students and five new students. Returning students shall be comprised of five students currently attending Carroll in either freshmen or sophomore standing and shall be elected in the spring term for the following school year. Their roles as student leaders shall begin officially on July 1 of that year. New students will be students new to Carroll for the given school year and may be either incoming freshman or transfer students, regardless of credits earned. If there are any vacant positions in the fall after the new student elections are held, any interested student may apply for an SGO Board representative position.

    a.     These members shall be chosen by free election by the student body, as described in the Constitutional By-Laws.

    b.     All students who have completed college credits must have a minimum cumulative GPA of 2.500 and carry a minimum of 6 credits per term in order to be eligible for positions on the SGO Governance Board.

    c.     Any board member who is absent three meetings throughout the term is immediately suspended. A clarification of cause of an absence must be decided by majority vote of the Governance Board. A two-thirds majority vote is required for the overturning of a suspension. Any result less than a two-thirds vote, the suspension is permanent, although the member may run for office the following election. Three times of unexcused tardiness or early departures shall be regarded as one unexcused absence. Any appeal by the suspended member will be heard one week after suspension. After two absences, a member of SGO will be notified in writing.

    2.     The SGO Governance Board shall elect a qualified person to fill any vacancy in membership. Notification of any vacancy must be made public to the student body immediately, and the Governance Board will vote two weeks following the opening. Any candidate for the vacancy is under the same guidelines as other members of the SGO Governance Board. A candidate for any vacancy must complete an Application for Candidacy Form, including a petition and signatures of at least 10 members of the student body. An application for any vacancy will be available from the Student Life Office.

    3.     Executive Officers of the Governance Board will be: President, Vice President, Secretary, and Treasurer. The duties of these officers shall be as stated below unless otherwise agreed upon by the Governance Board. All officers are to provide leadership in their respective positions. 

    President:

    1.     Presides over all meetings of the SGO.

    2.     Acts as official representative for all necessary functions or appoints any board member in his or her place.

    3.     Creates provisional committees.

    4.     Appoints provisional committee heads and members.

    5.     Schedules Governance Board meeting time for the present term.

    6.     Calls emergency Governance Board meetings.

    7.     May cancel/reschedule meetings.

    8.     Executes and enforces the provisions of the Constitution.

    9.     Serves as SGO representative to the Board of Trustees.

    Vice-President:

    1.     Shall preside over Governance Board meetings in President’s absence.

    2.     Assumes powers of the President following dismissal, resignation, or impeachment of the President.

    3.     Acts as head of the Constitutional Committee, and appoints its members.

    4.     Serve as SGO representative to the Academic Council

    Treasurer:

    1.     Maintains accurate accounting of SGO funds.

    2.     Serves as vice-chair of the Student Activities Finance Board.

    3.     Presents Governance Board with a report from the Student Activities Finance Board once a month.

    4.     Serves as the SGO representative to the Carroll Community College Foundation.

    Secretary:

    1.     Records and distributes all minutes of the Governance Board meetings.

    2.     Responsible for ensuring proper publicity for SGO related memorandums, announcements, calendars, meetings, activities, or events by either taking responsibility or appointing another board member to do so.

    3.     Responsible for generating a list of members of SGO which would include their names, addresses, and phone numbers.

    4.     Shall be responsible for ordering flowers, cards, or the appropriate action in case of death or serious illness of any student, faculty, or staff within the college community.

    5.     Serves as the SGO representative to the College Senate.

    The President and Vice President must be of returning student standing and their positions shall be filled by the second meeting following the spring elections. The positions of Treasurer and Secretary may be either a returning or new student and shall be filled by the second meeting following the fall elections. The positions of President and Vice President will be determined by a vote of the existing ten board members. The Treasurer and Secretary will be decided by plurality vote of the five members from the spring election and the five new members with the officials assuming their executive responsibilities immediately following the vote.

    For each Executive Officer, the term of office will run through the academic year.

    All members may hold any Executive position as long as reelections make that possible.

    The Governance Board shall meet weekly, its time and date as determined by the President.

    Meetings over the summer shall be held at least once.  

    The President has the authority to cancel or reschedule meetings, however, he or she cannot cancel two consecutive meetings.

    For each meeting, a quorum of onehalf of the voting Governance Board plus one member must be present in order for voting on any issue to take place. 

    A SGO Board member may not present a budget request for any group other than the SGO.

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    Policies - Section Nine: Student Government Organization Constitution - 7 - Article VI. Student Activities Finance Board

    Article VI. Student Activities Finance Board

    The Student Activities Finance Board, hereafter referred to as the SAFB, is subsidiary to the SGO Governance Board. The SAFB allocates funds to clubs and organizations for budget requests which have been determined to be programmatically appropriate by the SGO Governance Board.

    1.     The membership of the Student Activities Finance Board shall be:

    a.     Chair (non-voting): Senior Director of Student Engagement and Completion

    b.     Vice Chair (voting): Treasurer of SGO Governance Board

    c.     One Student Member (voting): One member of the SGO Board 

    d.     Non-Student Members (voting): The following members shall be self nominated. 

    i.      Faculty Representative – Any regular full-time or part-time teaching professional.

    ii.     Administrative Representative – Any professional staff member employed under an administrative contract.

    iii.   Classified Representative – Any staff member employed under a classified contract.

    iv. Other members of the Student Affairs team may be offered a position on the SAFB, at discretion of the Senior Director of Student Engagement and Completion

    e.     Secretary (non-voting): The SAFB shall request secretarial support through the Senior Director of Student Engagement and Completion. 

    2.     The SAFB shall be responsible for the following:

    a.     Yearly Budgeting Process‑The SAFB shall coordinate the budgeting process each spring term and the Senior Director of Student Engagement and Completion shall monitor the budget throughout the year.

    b. Monthly reports will be given to club representatives by the vice chair (Treasurer of SGO). 

    3.     Quorum for the SAFB shall be at least five voting members. 

    4.     Meetings

    a.     The SAFB shall hold budget hearings each spring term. 

    b.     Additional requests for additional funds will be presented to the SGO Board and will be voted on as action items during SGO meetings. 

    c.     The meetings of the SAFB shall be open to the college community.

    5.     SAFB By-Laws. The SAFB may review the by-laws and propose changes to the SGO Governance Board as necessary. Any changes made to the SAFB By-Laws shall require a majority vote of the SGO Governance Board.

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    Policies - Section Nine: Student Government Organization Constitution - 8 - Article VII. Campus Organizations

    Article VII. Campus Organizations

    A club or special interest organization may be formed provided that it coincides with the objectives of Carroll Community College for the general benefit of the student body. All clubs and organizations recognized by the SGO must be open to all students without regard to sex, sexual orientation, race, ethnic background, national origin, age, disability, or religion.

    1.     Any new organization that requests recognition from the SGO must meet the following criteria: a representative of the organization must present the Governance Board:

    a.     At least three members that will act as a temporary steering committee and a consenting faculty or staff advisor.

    b.     A written constitution that includes: the official name, purpose, membership, structure and organization, elections, duties of officers, finances (if applicable), affiliation (if applicable), and procedures for amendment. This constitution is to be revised and resubmitted annually.

    c.     A Budget Request Form detailing funds requested from the available Student Activities Fees for the remainder of the current academic year. 

    2.     The organization shall be officially recognized by a simple majority of the SGO Governance Board.

    3.     Existing campus clubs and organizations that have previously been approved operate under the following regulations:

    a.     Officers of campus organizations must possess and maintain a cumulative GPA of 2.000

    b.     The ability to fund a particular organization rests on the decisions of Student Activities Finance Board in accordance with the by-laws established by the SGO. Any organization can request funds generated by student activities fees at an SAFB meeting, provided the SGO Governance Board has approved the conceptual appropriateness of the request.

    c.     A member of the SGO Board who is also a club/organization president or a steering committee member for a club or organization must abstain from voting on issues which would directly benefit that club or organization.

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    Policies - Section Nine: Student Government Organization Constitution - 9 - Article VIII. Amendments

    Article VIII. Amendments

    1.     Any amendments to this Constitution, its By-Laws, or the Student Bill of Rights, may be introduced by any member of the Governance Board following Constitution Committee approval.

    2.     Any amendment to the Constitution or Student Bill of Rights must be approved by the student body in a referendum two weeks following its introduction to the student body. A simple majority vote will allow the proposed amendment to pass to the Governance Board for approval.

    3.     Any amendment must be ratified by a two-thirds majority vote by the members of the Governance Board.

    4.     Any amendment to the By-Laws may be approved by a two-thirds majority of the Governance Board without referendum.

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    Policies - Section Nine: Student Government Organization Constitution - 10 - Article IX. Ratification

    Article X. Ratification

    Ratification of this Constitution for the Carroll Community College Student Government Organization, its By-Laws, and the Student Bill of Rights, shall be established by a simple majority vote by the present SGO members, followed by a referendum majority vote of the student body.

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    Policies - Section Nine: Student Government Organization Constitution - 11 - Student Government Organization By-Laws

    Student Government Organization By-Laws

    Impeachment

    Impeachment procedures of members are initiated by any member of the Governance Board, and any member in question may be ousted by a two-thirds vote after the member in question faces his/her charges before the Governance Board.

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    Policies - Section Nine: Student Government Organization Constitution - 12 - Student Election guidelines

    Student Election Guidelines

    The Elections Committee is the sole operating entity of all SGO elections, referendums, and polls of the student body. The following guidelines are to be followed:

             SGO Governance Board Elections

    •      All persons interested in running for office have three weeks in order to campaign; two before the week of elections, and the week during elections.

    •      All candidates may use flyers, posters, and other advertising material on the campus grounds, provided they are approved by the SGO Board. Candidates may not advertise at election booths.

    •      Elections will be run on the SGO Blackboard site during the week of elections, 9:30 AM Monday through 7:00 PM Thursday.

    •      Candidates for office cannot operate as Election Committee members in any capacity.

    •      Returning students who wish to run for SGO Executive Board may participate in elections the week prior to finals during the spring term. New students who wish to run for SGO Executive Board may participate in elections during the third full week of the fall term.

    •      Applications for Candidacy shall be available in the Student Life Office four weeks prior to elections week.

    •      All applications will be reviewed by the Election Committee members and the Senior Director of Student Engagement and Completion. Eligible candidates will be interviewed and selected by the Election Committee two weeks prior to elections week.

    •      Criteria for selection includes: demonstrated commitment to support the best interests of the student body at Carroll Community College, emerging leadership skills, integrity and enthusiasm. The Elections Committee shall seek Executive Board members with diverse experiences, areas of study, and points of view.

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    Policies - Section Nine: Student Government Organization Constitution - 13 - Requests

    Requests

    Any presentation made to the SGO must be presented in writing with each SGO Board member receiving a copy of the proposed idea. No request will be considered without written copies distributed and presented by a member of the group requesting consideration.

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    Policies - Section Nine: Student Government Organization Constitution - 14 - Budget Guidelines

    Budget Guidelines

    1.     Memberships to any club or organization financed through the Student Government Organization must be open to all students at all times. Club meetings must be also open to all students at all times.

     2.    The entire credit-seeking student body is eligible to participate in any activity financed through the SGO.

     3.    Clubs and organizations are not eligible for allocation from the SGO if their membership or philosophy implies bias in race, creed, color, or religion.

     4.    Any activities, programs, or clubs that do not abide by the SGO policies will not receive funds, and will be automatically cut off from using funds already received.

     5.    All budget requests submitted to SGO must be signed by the club president and the club advisor.

     6.    Clubs and organizations may request supplemental funds of the SGO at any time.

     7.    Decisions on monies allotted by the SGO will be given within a two-week period.

     8.    All activities financed through the SGO and held on campus will be free of charge and open to all Carroll Community College students who have paid an activity fee. Exceptions may be made on petition to the SGO.

    9.     Funds presently available for allocation to student organizations consist solely of student activity fees. All income derived from outside sources by organizations receiving allocations from SGO must be deposited into the organization’s SGO account.

    10.   Monies generated through outside sources must be allocated to those activities that fall within the constitutional and budget guidelines of SGO.

    11.   Transfer of money from one account or organization to another must be approved by the SGO. The SGO reserves the right to disapprove any such transfer.

    12.   Each club or organization receiving funds should maintain separate and detailed records of its expenditures for each event. 

    13.   A portion of the total student activity fee will be placed into a contingency fund to pay for items and events not already budgeted.

    14.   All requests for funds must be submitted in writing to the SGO Board president for distribution to SGO Board and SAFB members. Requests not submitted in writing and/or distributed to each SGO Board member present will not be considered.

    15.   No SGO monies shall be spent on alcohol.

    16.   No club or organization shall receive monies for refreshments at club meetings. Funding for banquets or refreshments for other activities/events shall be considered a low-priority item and will be approved at the discretion of the SGO Board.

    17.   Money will not be budgeted for equipment, supplies, or programs whose primary use is for classroom instructional purposes.

    18.   Advisors and students will not be paid from student activity fees for contracted services rendered for the normal operation of student clubs and organizations.

    19.   Contracted personnel must have advanced approval from the Senior Director of Student Engagement and Completion prior to SGO approval of contracts for services to student clubs and organizations. All contracts must go through the Office of Student Life, who will forward them to the Office of Risk Management for review and approval. All contracts must be signed by appropriate college officials. Students do not have the authority to sign contracts on behalf of the SGO or the College under any circumstances, no exception. 

    20.   No person using SGO funds shall have any interest in, or derive any profit from, any contract or purchase from such funds.

    21.   Guests will pay the full cost of an event unless approved otherwise by the SGO.

    22.   Fees collected from guests must be deposited in the club’s deposit account established for that event.

             23.   All completed receipts for expenditures incurred during the event must be submitted to the Senior Director of Student Engagement and Completion immediately upon completion of the event.

    24.   No money shall be reimbursed to individuals or groups without a receipt and/or prior approval.

    25.   No money shall be refunded to anyone who signed up for an event and did not participate in that event unless a refund is granted by a two-thirds majority vote of the SGO. The unused money is forfeited and goes toward payment of that event.

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    Policies - Section Nine: Student Government Organization Constitution - 15 - Mileage Expenses

    Mileage Expenses

    Every effort should be made to reserve campus cars or vans for SGO business. If using personal vehicles, expenses shall be reimbursed by the SGO to the person responsible for the transportation of the materials documented via a Monthly Expense Voucher (available in the Administration Office). The current mileage reimbursement amount shall be paid to the person for every mile driven, starting location being Carroll Community College for reimbursement purposes.

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    Policies - Section Nine: Student Government Organization Constitution - 16 - Fund Raisers

    Fund Raisers

    Clubs and Organization may have fund-raisers provided they comply with the following:

    1.     A Fund-Raising Form must be completed and presented by a member of the club or organization at a SGO meeting before a fund-raiser can be approved.

    2.     Monies generated must be used to benefit a club/organization activity or event in which the nature of the event/activity was approved by the SGO, but sufficient funds were not available or supplied,

    3.     Monies generated will go to a charitable organization.

    4.     Security must be notified, using the Campus Events Form for Money Exchange on Campus, and be present for any money exchange on campus.

    Policies - Section Nine: Student Government Organization Constitution - 17 - Appeals Process

    Appeals Process

    1.     Appeal original action to the Student Activities Finance Board.

    2.     Appeal secondary action to the Student Government Organization Governance Board.

    3.     Appeal the decision of the SGO Governance Board to the Senior Director of Student Engagement and Completion.

    4.     Appeal the decision of the Senior Director of Student Engagement and Completion to the Vice President of Academic and Student Affairs.

    5.     In the appeals process, members of the SGO Finance Board, SGO Board, and appellant are to be present.

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