- Student Organization Name
- Student Senate
- Governing Bodies
- Statement Of Purpose/ Mission
- The Gustavus Adolphus College Student Senate is dedicated to representing student voices on campus and addressing student concerns.
- Gustavus Adolphus College Student Senate Constitution Adopted November 24, 2008 Page 1 of 6 Preamble We, the student body of Gustavus Adolphus College, in order to uphold the values of Excellence, Community, Justice, Service, and Faith; to safeguard the rights of students; to foster an atmosphere in which students may freely pursue their academic endeavors; and to elevate the general welfare of the campus community, do hereby establish this constitution of the Gustavus Adolphus College Student Senate. Article I – Definitions 1) Senate: the body representing all students (also known as Student Senate) 2) Student: any person taking courses at Gustavus Adolphus College, either full-time or part-time 3) Member: a student constitutionally elected by the student body or appointed to any Senate position 4) Senator: a student serving a specific constituency (Hall, Class, or International Students) 5) Absence: the failure to attend a scheduled meeting of the full Senate, subject to the discretion of the Administrative Director 6) Half absence: arriving late at or leaving prior to adjournment of a scheduled meeting of the Senate, subject to the discretion of the Administrative Director 7) Community comment: an opportunity for any member of the Gustavus community to address the Senate at each full Senate meeting 8) ILS: the Intentional Learning and Service housing option provided by Residential Life. All members of the program shall be a member of the ILS constituency regardless of their residential location 9) Student-at-large: any student not currently holding, or seeking election to, a Senate position 10) Full Senate Quorum: a majority of all voting seats prescribed in this Constitution 11) Committee Quorum: a majority of the voting committee membership 12) Voting: All motions must be passed by a majority vote unless otherwise prescribed within this Constitution Article II – Purpose and Responsibilities The Senate exists to represent the will of the student body. The Senate values community and strives to promote communication and collaboration between students, faculty, staff, and administrators while furthering policy interests of the student body. The responsibilities and procedures of the Senate shall be designated solely by this constitution and the bylaws passed pursuant to it. 1) The Senate shall follow and uphold all policies delineated in the “Student Rights, Responsibilities, and Judicial Procedures” section of the Gustavus Guide, as well as ensure and protect all rights of students listed in this section. 2) The Senate shall be knowledgeable of and subject to the “All-College Policies” listed in the Faculty Book and shall act in accordance with them. 3) The Senate shall be subject to and follow all local, state, and federal laws. Gustavus Adolphus College Constitution Student Senate Page 2 of 6 4) The Senate shall also recognize and protect the following rights: a) The right of students to vote in any election or referendum conducted in accordance with this Constitution; b) the right of students to participate in the formulation of policy concerning the education and welfare of the student body. 5) The Senate shall serve as the voice of the student body, acting as liaison and advocate for the interests of the student body to the College Administration, Board of Trustees, Faculty, and Staff. 6) The Senate shall review policies and procedures of the College and make student goals, concerns, and interests known to the College Administration during the formulation of College policy. 7) The funds collected from the student government fee shall be allocated to student organizations, student events, and items of special interest to the student body pursuant to this constitution and its bylaws. a) The amount of the student government fee shall be set by the Budget Committee of the College, upon recommendation of the Senate. The Senate shall only recommend a fee increase after approval from the majority of students voting in a referendum. b) Allocation of the funds collected is subject to the discretion of the Senate. Any student who feels that the Senate has allocated monies in a manner conflicting with this Constitution or its by-laws may file a complaint with the Senate Ombudsperson. Article III – Composition The Senate shall be comprised of the following members who shall carry out the duties described in the bylaws. All members must be in good academic standing and full-time students, as defined by the Registrar. No member may be on academic or disciplinary probation while serving on Senate. 1) Cabinet: The voting membership of cabinet shall be the Co-Presidents, Chairs, and Senate Speaker. All non-voting executives, the Ombudsperson, and Co-Presidents Elect shall serve on the cabinet in a nonvoting capacity. The cabinet is responsible for setting the agenda at all full Senate meetings as well as any other duties prescribed in the by-laws. No person may hold more than one cabinet position concurrently. 2) Co-Presidents: One Co-President will chair each full Senate meeting and will not vote. The other Co- President will only cast a vote to break a tie. Co-Presidents shall assume office at the end of the last full Senate meeting of the spring semester. 3) Co-Presidents Elect: Two students shall be elected in the spring semester as Co-Presidents prior to the academic year in which they will serve. Immediately following the election, the Co-Presidents Elect begin carrying out their duties prescribed in the by-laws. The Co-Presidents-Elect have full speaking privileges but no voting privileges and must resign from any other Senate positions. 4) Non-Voting Executives: The Co-Presidents shall appoint students, subject to confirmation by the Senate by a two-thirds vote of members present, to the following non-voting positions: Administrative Director, Technologies Director, Parliamentarian, Controller. These positions have full speaking privileges but no voting privileges. Gustavus Adolphus College Constitution Student Senate Page 3 of 6 5) Chairs: The Co-Presidents shall appoint students, subject to confirmation by the Senate by a two-thirds vote of members present, to the following Chair positions: a) Public Relations Chair b) Finance Chair c) Housing & Health Chair d) Academic & Student Affairs Chair e) Diversity Development Chair In full Senate meetings, Chairs have full speaking privileges but do not have voting privileges. Chairs select members of committees and delegate tasks to Senators within their jurisdiction in accordance with this Constitution (Article VII) and in consultation with the Co-Presidents and Administrative Director. 6) Ombudsperson: At the first full Senate meeting in April, the Senate shall nominate and select an ombudsperson for the following year. The ombudsperson shall assume his or her position at the end of the last full Senate meeting of the academic year. This person shall ensure that Senate is functioning ethically and in accordance with its Constitution and by-laws. 7) Senate Speaker: At the first full Senate meeting of the academic year, the Senate shall nominate and select a Senate Speaker from its body to represent the Senate’s interests on cabinet. This individual will retain all duties, rights, and responsibilities of a Senator. 8) Hall Senators: Hall Senators must be members of the constituency they represent when elected and for the duration of their term. The following Hall Senators shall be elected by their constituencies in the fall of every year to serve one-year terms. Arbor View Senator Rundstrom Senator College View Senator Sohre Senator Carlson International Senator Southwest Senator Complex (North, Gibbs, Sorensen) Senators (2) Uhler Senator Norelius Senators (2) Off-Campus Senators (2) Pittman Senator ILS Senator Prairie View 9) Class Senators: The following Class Senators shall be elected by their constituencies in the fall of every year to serve one-year terms: First-Year Senator Junior Senator Sophomore Senator Senior Senator 9) International Senator: One senator shall be elected by the international students in the fall of every year to serve a one-year term. An international student is any student who does not hold United States citizenship. Article IV – Impeachment, Resignation, and Vacancies 1) Impeachment: Any member of the Gustavus community has the right to bring a complaint to the Ombudsperson. The Ombudsperson shall call a meeting of the ethics committee for an impeachment hearing if any member of Senate fails to perform his or her duties as outlined in the Constitution and bylaws. The committee shall hear the case and may recommend impeachment to the Senate with a majority vote. A vote of two-thirds of the full Senate is required to impeach a member. When a member is Gustavus Adolphus College Constitution Student Senate Page 4 of 6 impeached, he or she shall immediately be dismissed from office. 2) Resignation: In order to resign a member of Senate shall submit a letter in writing or via email to the Administrative Director who will announce the resignation at the next full Senate meeting. All resignations shall take effect immediately. 3) Mid-term vacancies shall be filled by a majority vote of the Senate. The ethics committee must publicize the opening to the appropriate constituency five days before the vacancy is to be filled. 4) In the event of a Co-Presidential vacancy, the remaining Co-President will nominate a student to fill the vacancy subject to confirmation by a super-majority of two-thirds of the full Senate. 5) In the event both Co-Presidential positions are vacant, the Senate Speaker shall fill the vacancy and nominate a student to the other Co-President position subject to Article IV, Section 4. Article V – Meetings 1) The Senate must hold a retreat prior to the first full Senate meeting of the academic year. At the retreat, the Senate shall: a) review the previous work of Senate; b) learn the role and duties of a Senator; b) establish goals for the upcoming year and create appropriate ad-hoc committees; c) become familiarized with parliamentary procedure. 2) The full Senate shall convene weekly during the academic year, excluding breaks. The first meeting of the academic year will take place as prescribed in the by-laws. Meetings shall be limited to 120 minutes following the completion of community comment. Meetings may be extended by a majority vote of the Senate. An audio recording shall be made of all full Senate meetings. 3) The Cabinet shall convene weekly during the academic year, excluding breaks. 4) The Finance Committee shall convene weekly during the academic year, excluding breaks. 5) The Ethics Committee shall convene monthly during the academic year and as called by the Ombudsperson for the consideration of grievances. 6) Ad-hoc committees shall convene as needed by determination of the chair. 7) Proxies are not allowed. Article VI – Elections 1) All elections must be carried out according to the stipulations and timelines set forth in the by-laws. 2) A fall election committee will be chaired by the Ombudsperson. The committee will include both Co- Presidents and two students-at-large. 3) The Ethics Committee shall be the Election Committee for the spring Co-Presidential election and any special referendums. Gustavus Adolphus College Constitution Student Senate Page 5 of 6 4) No member of the Election Committee may formally endorse any person running for any Senate position through oral, written, or electronic means. Article VII – Committees The Senate shall have both standing and ad-hoc committees. Senators must serve on committees as outlined in the by-laws. 1) Ethics Committee: The primary purpose of the ethics committee is to see that the operations of Senate are carried out in an ethical manner in accordance with this Constitution, its by-laws, and College Policy. All Ethics Committee meetings shall be closed and all actions require the consent of a majority of the Committee’s membership. The Ethics Committee shall be composed of: c) Ombudsperson (Chair) d) Parliamentarian e) Senate Speaker f) Two Senators g) Student-at-large h) Senate Advisor (adjunct, non-voting) i) In the event a member of the committee has a conflict of interest with a specific issue, a Co- President will serve as that person’s substitute for that specific issue. The Ethics Committee shall: a) review the Constitution and its by-laws annually during the fall semester and make any recommendations for amendments to the full Senate; b) upon discovery of any non-compliance with this constitution or the by-laws enacted pursuant to it submit a report to the campus judicial system; c) administer the spring Co-Presidential election; d) hear all ethics complaints. 2) Finance Committee: The purpose of the Finance Committee is to allocate the student government fee to student groups in their pursuit of quality activities and events that provide enrichment not only for themselves, but also, for the entire college community. Any member of Senate may attend Finance Committee meetings but the meetings shall be closed to the general public. The Finance Committee shall be composed of: a) Finance Chair b) Controller (vice-chair, non-voting) c) Six members, at least four of whom must be Senators The Finance Committee shall: a) review all student organization budget requests and forward them to the full Senate with a recommendation; b) assist the Finance Chair with the yearly budgeting process; c) review all mid-year allocation requests and forward them to the full Senate with a recommendation. 3) Ad-hoc Committees: Ad-hoc committees, created by the Senate with a majority vote, shall be created to address specific issues. A maximum of five Senators may serve on any ad-hoc committee and Senators must comprise the majority of all committees. The Chair of any ad-hoc committee may appoint studentsat- large to serve on the committee with the approval of a majority of the committee. Gustavus Adolphus College Constitution Student Senate Page 6 of 6 Article VIII – Amendments to the Constitution 1) Amendments to this Constitution may be proposed in either of the following manners: a) Any voting member of the Senate may bring an amendment to the Senate for a vote. Consideration shall be granted by two-thirds of the Senate body via a roll call vote. b) A petition bearing valid signatures of no less than ten percent of the student body shall be sufficient to grant consideration of any amendment. 2) Upon being granted consideration the Senate shall publicize the proposed amendment no later than two weeks before the proposed amendment is to be voted upon. A copy of the proposed amendment will also be submitted to the Dean of Students, Senate Adviser, Student Activities Office, and other relevant College offices. 3) The student body must ratify amendments to this Constitution by a majority of votes cast. a) Referendums for constitutional amendments shall be brought before the student body during the Co- Presidential election in the spring semester. b) A referendum may be held independently should the Senate deem it necessary by a two-thirds vote of members present. c) The voting procedures for all referendums must adhere to the election procedures prescribed in the by-laws. 4) Amendments enacted shall be listed at the end of this constitution, and the original language of this constitution shall henceforth be preserved. Article VIII – Supremacy This Constitution shall dictate the actions and operations of the Senate, superseding all by-laws. The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Senate in all cases to which they are applicable and in which they are not inconsistent with the Constitution, by-laws, and any special rules of order the Senate may adopt. A special body may be convened at the request of the Ombudsperson to be the final arbitrator of any disputes arising from this Constitution that cannot be rectified by Senate’s Ethics Committee. The body will be convened by the campus judicial coordinator and shall consist of one college employee and two students. All decisions issued by the body shall be binding on the Senate. Article IX – Bylaws 1) The Senate may pass any bylaws it deems necessary and proper to accomplish the goals and facilitate the responsibilities set forth by this Constitution by two-thirds of the body via a roll call vote. 2) Any by-laws changes must be voted for consideration at the meeting after they are first presented 3) The Senate may amend bylaws enacted pursuant to this Constitution by a vote of two-thirds. Article X – Stipends 1) The Co-Presidents shall each receive a stipend of $500 per semester. 2) The Finance Chair, Controller, and Technologies Director shall each receive stipends of $250 per semester. 3) All stipends must be included in the Constitution. 4) Any adjustments to stipends will not take effect until the academic year following their enactment. Gustavus Adolphus College Student Senate By-Laws As of November 24, 2008 Page 1 of 8 Article I – Duties The Cabinet shall: 1) approve the agenda for full Senate meetings; 2) amend the Senate calendar as needed throughout the year; 3) not perform any other legislative functions. Each Cabinet member shall: 1) maintain an officer notebook as a living history of the position including relevant timelines, contacts, procedures and any other information of use to future holders of the position 2) write a summary of the work completed under his or her supervision at the end of the academic year to be included in the officer notebook and Senate archives. The Co-Presidents shall: 1) act as the chief executive and chief representative of the Gustavus Adolphus College student body. 2) uphold the Student Senate Constitution; 3) meet regularly with the College's administration to convey student opinion and to seek information for the students; 4) meet regularly with student appointees to faculty, administrative, and Board of Trustees committees; 5) appoint the cabinet, subject to confirmation by the Senate; 6) appoint, subject to Senate confirmation, student representatives to faculty and administration committees as requested; 7) serve as Chairperson of the Cabinet; 8) propose, with the cabinet’s approval, the agenda for all full Senate meetings 9) serve as presiding officer of the Senate (one Co-President); 10) serve as the tie-breaking vote (non-presiding Co-President); 11) serve as the Gustavus representatives on the MAPCS Board of Directors along with the Senate Speaker; 12) review the state of Senate finances monthly with the Finance Chair and the Controller; 13) sign all Senate financial documents in which both the Finance Chair and Controller have a conflict of interest as determined by either the Finance Chair, Controller, a Co-President, or a majority of the Finance Committee; 14) nominate student appointees to the College Judicial Board, subject to confirmation by a majority vote of the Senate; 15) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ombudsperson; 16) perform other duties which pertain to the office of the President. The Co-presidents Elect shall: 1) set a calendar for the following year, including all Senate and executive events and duties; 2) present the calendar to the full Senate for approval in April; 3) set the executive fund budget for the following year in accordance with the annual budgeting process; 4) attend all full Senate meetings; 5) attend cabinet meetings at the discretion of the Co-Presidents; 6) reserve meeting rooms and tables for Senate meetings and events based on their calendar. The Administrative Director shall: Gustavus Adolphus College By-laws Student Senate Page 2 of 8 1) preside at full Senate meetings in the absence of both Co-Presidents; 2) communicate the time and location of Senate meetings to all members; 3) ensure the meeting room is properly set up prior to every full Senate meeting; 4) keep full minutes of all Senate meetings, including the results of all roll call votes; 5) keep and store complete records of all Senate business and submit a record of full Senate and cabinet meetings and to the college archives, Dean of Students, and the Office of the President; 6) appoint, in consultation with the Co-Presidents, Senate members to all standing and temporary committees after soliciting committee preference statements from Senators; 7) take attendance at each full Senate meeting, compile committee participation reports, and recommend to the Ombudsperson the impeachment of all Senators violating the attendance provisions; 8) ensure the existence of a professional atmosphere at all full Senate meetings; 9) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ombudsperson; 10) delegate a Senator to attend all events receiving more than $2000 in Senate funding. The delegated Senator shall make a report to Senate at all first full Senate meeting following the event. The Technologies Director shall: 1) maintain GAC Spot and Senate website; 2) ensure technology in meeting room is ready and working; 3) film all full Senate meetings; 4) maintain Senate computer hardware and software; 5) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ombudsperson. The Parliamentarian shall: 1) Be present at full Senate meetings to ensure the use of and make rulings regarding the proper use of parliamentary procedure using Robert's Rules of Order Newly Revised; 2) Develop materials to educate Senators on Robert’s Rules; 3) Maintain the speaker’s list at full Senate meetings; 4) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ombudsperson. The Ombudsperson shall: 1) keep the official, up-to-date copy of the Constitution and by-laws, 2) chair the ethics committee; 3) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ethics Committee; 4) investigate complaints brought against Senators by members of the student body. The Controller shall: 1) process all requests for payment (RFPs) and submit them to the finance office on a weekly basis; 2) update line items on budgets to reflect processed RFPs; 3) review with the Finance Committee the expenditures of all organizations funded by Senate and report any inconsistencies between RFPs and budgets; 4) keep the contingency fund balance up-to-date at all times, including during full Senate meetings; 5) assist the Finance Chair with the yearly budgeting process; 6) jointly with the Finance Chair, meet monthly with a representative of the Dean or Students Office or the Finance Office of the College to review the financial affairs of Senate; Gustavus Adolphus College By-laws Student Senate Page 3 of 8 7) complete and submit all other forms relating to Senate finances; 8) execute any requests of the Finance Committee; 9) actively monitor the conduct of the Senate and report any possible infractions of duty concerning this Constitution or its by-laws to the Ombudsperson. Each Chair shall: 1) solicit student opinion on issues within his/her jurisdiction; 2) develop and maintain relationships with the college offices to which his/her position pertains; 3) direct committees within his/her jurisdiction; 4) be knowledgeable of college policy within his/her jurisdiction; 5) keep his/her officer notebook up to date including appropriate college office contacts; 6) hold an office hour weekly in the Senate office; 7) determine if the senator completed requirements for service on committees within his/her jurisdiction; 8) perform other duties which pertain to the position. The Public Relations Chair shall: 1) develop and maintain relations with all campus media sources; 2) maintain the Senate display case with assistance from Senators; 3) be responsible for the publication of Senate news on the Senate website and the publication of Schitter Chatter; 4) distribute all Senate publications and notices to college offices (Dean of Students, President, Finance, Student Activities, Residential Life, Diversity Center, Dining Services, College Media and Communications office) and other offices as necessary on an individual basis; 5) assist in the preparation of Senate statements; 6) approve and coordinate all Senate advertisements and publications; 7) write a press release following each full Senate meeting and after approval by the Co-Presidents distribute to all campus and student media outlets, the Board of Trustees, and appropriate college offices; 8) write and distribute notices concerning proposed constitutional amendments to all campus and student media outlets, and appropriate college offices; 9) perform other tasks as needed pertaining to communication between Student Senate and members of the campus community. The Finance Chair shall: 1) organize and process all mid-year allocation requests; 2) inform organizations of the finance committee’s recommendation and reasoning for all allocation requests; 3) present finance committee recommendations to the floor at full Senate meetings; 4) provide current budgets for all student organizations to the Controller; 5) ensure all requests for payment are promptly processed by the Controller; 6) sign any financial documents in which the Controller has a conflict of interest, as determined by the Finance Chair or Controller; 7) jointly with the Controller, meet monthly with a representative of the Dean or Students Office or the Finance Office of the College to review the financial affairs of Senate; 8) coordinate the yearly budgeting process as outlined in Article V of the by-laws; 9) be authorized to independently make the following changes to budgets or mid-year allocations: a) Change of date for an event, b) Change of performer or speaker, Gustavus Adolphus College By-laws Student Senate Page 4 of 8 c) Transfer of funds between line items for a single event of less than or equal to $200, d) Transfer of funds between events sponsored by the same organization less than or equal to $200; 10) report any changes made to the Controller, Finance Committee, and full Senate. The Senate Speaker shall: 1) attend all cabinet meetings representing the body of the Senate; 2) actively communicate with all Senators; 3) serve as a Gustavus representative to MAPCS; 4) receive one committee credit for this position. Each Hall Representative shall: 1) develop relationships with residential life staff within his/her building; 2) hold a weekly office hour, publicized in the building, reported to the Administrative Director, and posted on Senate’s website; 3) maintain the Senate bulletin board located in his or her residence hall with Senator contact information and other materials distributed by the Public Relations Chair; 4) meet with a faculty member every semester and complete a faculty report; 5) help create a professional atmosphere at all Senate meetings; 6) obtain three committee credits every semester (Finance Committee counts for two credits, all other committees are one credit including College committee memberships appointed by the Co-Presidents). Each Class Representative shall: 1) hold a weekly office hour in a public location, reported to the Administrative Director, and posted on Senate’s website; 2) meet with a faculty member every semester and complete a faculty report; 3) help create a professional atmosphere at all Senate meetings; 4) obtain three committee credits every semester (Finance Committee counts for two credits, all other committees are one credit including College committee memberships appointed by the Co-Presidents). Article II – Meetings and Attendance 1) Full Senate meetings shall be on Monday nights. 2) Community comment shall be limited to five minutes per speaker excluding questions. The Senate may extend the time allotted by a majority vote. 3) All Representatives must attend at least eighty percent of full Senate meetings each semester. Article III – Elections Election Committee Duties 1) Carry out the election in accordance with the timelines outlined below 2) Actively solicit students to run for all seats 3) Publicize the names of all candidates to the student body and appropriate constituencies 4) Encourage students to run write-in campaigns for any seats no one runs for 5) Arbitrate any complaints arising from the Campaigning Policy (By-laws Article IV) Fall Election Timeline 1) Applications must be available the first day of class 2) Applications are due the second Monday of class 3) The election will take place the third Monday of class 4) The first full Senate meeting will take place the fourth Monday of class Gustavus Adolphus College By-laws Student Senate Page 5 of 8 Spring Election Timeline 1) Co-president applications must be available the first day of spring semester 2) Applications are due the third Monday of spring semester 3) The election will take place the fifth Monday of spring semester Election Day Procedure 1) The polling place hours shall be 9:30 a.m. to 6:00 p.m. in a public location specified by the Election Committee and advertised to the student body 2) The ballot box may not be moved prior to polls closing, after polls close, the ballot box shall be moved to a previously specified counting room by a member of the Election Committee 3) Only Election Committee members shall count the ballots, candidates are permitted to be in the room and observe the counting 4) No protests are allowed once the counting has been completed and certified and the Election Committee has left the counting room 5) Each vote shall be counted as long as the voter’s intention can be clearly ascertained by a majority of the election committee 6) A plurality of votes is required for a candidate to win the election 7) In the event of a tie, a run-off election shall be held two school days following election day, using this same procedure 8) In a run-off only the tied candidates’ names shall appear on the ballot; no write-in votes shall be counted 9) Once counted, the Chair of the Election Committee shall inform all candidates of the election’s outcome 10) The Chair shall also notify the student body and all campus media outlets 11) At the next full Senate meeting the Chair shall report the results to the Senate 12) The ballots shall be stored in the Senate office for two years Article IV – Campaign Guidelines The Election Committee will hear any disputes arising from this policy. Disputes may only be submitted by candidates in the same race and must be submitted to the Election Committee in writing before the close of voting. No candidate involved in a disputed race will be seated until the Election Committee reaches a decision. Applications: 1) Any candidate seeking an office and campaigning in any manner must complete an election application and submit it to the Election Committee before engaging in any campaigning activities. 2) If the application is submitted after the deadline, the candidate’s name will not appear on the ballot but the form is still required for active campaigning. Alcohol Policy 1) No use of alcohol in support of a candidate. Penalty is removal from the election. 2) Any gathering where alcohol is involved should not give the impression that it is for, or in honor, of the candidate. This includes, but is not limited to, the presence of campaign literature, formal speeches concerning the election, or unreasonably low prices for alcohol. Penalty is removal from the election. Fair Access Policy 1) Candidates shall not monopolize the resources of any campus organization or College office during their campaign. Campus resources available for rent may be utilized as long as they are available to all Gustavus Adolphus College By-laws Student Senate Page 6 of 8 candidates (i.e. candidates may not reserve all sandwich boards or all available tabling hours). The use of College resources such as class email aliases is not allowed. 2) Candidates cannot fundraise. 3) Canvassing and posting in residence halls is controlled by Residential Life. 4) All verbal and written campaigning by candidates must cease on the day of the election in the building that contains the polling place (Student Union and Campus Center are considered one building). Poster Policy 1) Candidates are responsible for removing their posters after the elections. 2) Posters must be removed from the Campus Center and Johnson Student Union by 11 p.m. on the day prior to election day. 3) All posters must conform to the Posting Policy of the Gustavus Guide. 4) Posting in residence halls is regulated by Residential Life and posting in the Campus Center is regulated by the Student Activities Office. 4) Libel (defamatory writing: an untrue or unsubstantiated written publication with malicious intent) is prohibited and will result in removal from election. 5) Abusive language is prohibited and will result in removal from election. 6) No student shall move or otherwise deface a candidate’s poster(s) unless acting as an agent for the said candidate. Failure to respect campaign posters shall result in a referral to the campus judicial system Sanctions 1) Any violations of the campaign ethics guidelines, as determined by the Election Committee, must be announced to the student body within twenty-four hours of the Committee’s decision. 2) Sanctions may include community service but not the alteration of vote totals. 3) The Election Committee must present all violations and sanctions to the full Senate at the first meeting following the election. Article V – Yearly Budgeting Process The Finance Chair shall utilize the following process for yearly budgeting. The Controller and Finance Committee shall assist the Finance Chair as needed. 8 weeks prior to the last full Senate meeting of the academic year: 1) Along with the Controller, meet with the Finance Office and Dean of Students Office to determine a projected Senate budget for the following year. Present this finding to the full Senate and recommend a percentage of the projected budget to be reserved for mid-year allocations. The Senate must approve this percentage by a majority vote. 2) Advertise for Student Organization Yearly Budgeting Meetings. This meeting is mandatory in order to receive funding for the following academic year. 3) Prepare budgeting information and guidelines to be distributed at the budgeting meetings. 7 weeks prior to the last full Senate meeting of the academic year: 1) Hold at least three Yearly Budgeting Meetings at various times. 2) Use meeting attendance to formulate a list of which student organizations will submit budgets. 4-5 weeks prior to the last full Senate meeting of the academic year: 1) Hold meetings with individual groups submitting budgets. 2) Make recommendation decisions for all budget items and prepare budgets for presentation to the Finance Committee. Gustavus Adolphus College By-laws Student Senate Page 7 of 8 3 weeks prior to the last full Senate meeting of the academic year: 1) Meet with the Finance Committee to review all budgets and make final recommendations. 2) Notify student organizations of the result of the meeting. 3) Publish all finance recommendations and rationales for these recommendations and make this document available to all students. At the last two full Senate meetings of the academic year: 1) Present each budget to the full Senate. 2) Explain the Finance Committee recommendations as necessary. 3) Ensure the Controller keeps the contingency fund balance up to date based on the next year’s projected income. Article VI – Allocating Guidelines The Gustavus Student Senate encourages individual organizations to seek outside sources of funding, such as fundraisers and dues, to show a level of commitment on the part of the organization’s members. Collaboration between groups in planning and holding events is encouraged. All guidelines shall be followed by the Finance Committee and reviewed annually by the Committee each fall. Guidelines for all student organizations: 1) To be funded by Student Senate, the organization must be officially recognized by the College. 2) Any allocations over $5000 must be approved by a majority of the body via a roll call vote. 3) Mid-year allocations must be approved by the full Senate 10 days prior to the event. 4) Personal items such as apparel, personal equipment, or anything purchased for members of the group to keep will not qualify for funding. However, if funding if is required for uniforms or jerseys that will remain within the club, a budgeting request for these items will be eligible for consideration. 5) The only funding that will be provided for movies is for rights to a movie open to campus. Student Senate will not fund groups to purchase movies, unless the rights for said movies are obtained by the organization. 6) Funding up to $300 will be provided for one special dinner or banquet per year that may be closed to the general public. This includes all costs of the banquet; this does not include transportation or lodging. Funding will not be provided for food offered at general meetings of organizations. 7) Funding for food may be provided for special events advertised to the whole campus such speakers, cultural events, recruiting events, etc. However, entire meals open to the campus cannot be funded in full. 8) Total travel expenses for an organization and their events shall not exceed $300 for a given budget year. 9) Senate will pay for convention/event registration fees up to $300. Gustavus Adolphus College By-laws Student Senate Page 8 of 8 10) Lodging expenses shall be limited to a total of $300 per year. This includes lodging for organization members and any guests they bring to campus for events. 11) Senate may fund organizations that are not open to everyone on campus as long as the organizations sponsor at least one event/project/activity per semester that is open and well advertised to non-members. Advertising must be present in the campus center. 12) Student Senate will not pay for any dues set upon organizations. 13) For all activities, organizations requesting funding from Senate must include the date, place, methods of publicity, and an identification of the speaker or entertainer upon presentation of their proposal to the Finance Committee. Without such information, the organization’s request will be postponed until more research has been done. 14) There must be proof that the advisor has approved all Budget Proposals, Requests for Payments, Interdepartmental Transfers, and Mid Year Allocation Requests. The president and/or treasurer must be at the budget meeting. If not able, the signature(s) of one or both must be present on the request along with the Advisor’s signature. 15) Budgets and mid-year allocation requests must be submitted in the official forms found on the Senate’s website. If budgets or mid-year allocation requests are not submitted in the proper form, the request will be rejected until the forms are corrected. 16) All events for which an organization requests funding must be organized in a line item fashion on the budget of mid-year allocation request, explicitly stating each total’s intended purpose. 17) If when drafting a yearly budget and organization can not obtain an adequate amount of information for a specific event, the event should be omitted from the yearly budget and the organization should request funding with a mid-year allocation after all necessary information has been found at least one month prior to the date of the event. 18) These guidelines are subject to the interpretation of the Finance Committee, and/or to the Student Senate. Factors considered when reviewing requests include but are not limited to: collaboration between groups, quality of planning for the event, outside fundraising done for the event, and precedent set by similar events. The following guidelines are modifications for club sports teams: 1) Registration, dues, fees, and other tournament-based charges shall not exceed $2,000 for academic year. 2) Senate will not fund coaches or instructors of any sort. 3) Equipment and uniforms may be funded as long as it stays with the organization. 4) Senate will fund transportation to no more than $500.
- Gustavus Adolphus College
- Application Type
Role Organization Title Full Name Advisor Advisor JoNes VanHecke firstname.lastname@example.org Risk Manager Ombudsperson R. Eiler Henrickson email@example.com Treasurer Controller Eric Best firstname.lastname@example.org Member Parliamentarian Dan Marino email@example.com President Co-President Danielle Cabrera firstname.lastname@example.org President Co-President Matthew Timmons email@example.com Treasurer Finance Chair Janet Montes-Osorio firstname.lastname@example.org Secretary Administrative Director Zoe May email@example.com Member Health and Housing Chair Brogan Barr firstname.lastname@example.org Member Student and Academic Affairs Chair David Roland email@example.com Member Technology Director Nate Jenson firstname.lastname@example.org