SGA Constitution (Revised 4/19/2011)

April 19th, 2011 by

Constitution and Bylaws

of the

Student Government Association of Georgetown College

PREAMBLE

We, the students of Georgetown College, in recognition that we have both a right and responsibility to develop and implement an effective self-government consistent with the institutional purpose of achieving academic and Christian excellence, ordain and establish the Student Government Association of Georgetown College with the aims of:

(1) promoting the general welfare of every student and means for students to participate in the governance of the College,

(2) recognizing the intrinsic educational opportunities that student involvement on campus and in the community offer,

(3) serving as a liaison between students and administration.

ARTICLE I: NAME

The name of this organization shall be the Student Government Association (SGA) of Georgetown College.

ARTICLE II: ORGANIZATION

Section 1: Composition:

  1. All students registered at Georgetown College are members of the Student Government Association.
  2. The Student Government Association offices shall be the comprised of an Executive Council, Senate, and House of Representatives, as outlined herein.
  3. All who hold an official position must maintain a cumulative GPA at or above 2.5 for the entirety of the term serving as well as good social standing.

Section 2: Limitations:

  1. The Student Government Association of Georgetown College shall be subject to the limitations and proscriptions of the corporate charter of Georgetown College and its Constitution and Bylaws.
  2. Clubs and Organization under the Student Government Association retain the right to set standards for their own internal governance, so long as consistent with the standards of the SGA, or with the rules of conduct of the college. Legislation of the Student Government Association shall take precedence over any conflicting rules or practices of any other student organization.

ARTICLE III: MEETINGS

Section 1: Executive Council Meetings

  1. The President shall call all Executive Council meetings to order.
  2. Executive Council Meetings shall take place once a week during the academic year, unless called into special session by the President of SGA.
  3. A quorum of 2/3 must be present at the time the meeting is called to order to conduct all legal and binding business of the EC.
  4. Executive Council Meetings shall be open to all wishing to attend, as long as at least 24 hours notice of special attendance is given to the President.
  5. All Executive Council members must attend each meeting unless excused by the SGA President at least six hours in advance.
  6. Only two excused absences may be granted each semester to EC members, unless the President believes an additional excused absence is necessary.

Section 2: House Meetings

  1. House meetings shall occur monthly, but may be held more often if felt appropriate by the President or Vice President.
  2. Members of the House may choose a proxy to attend meetings in their place, provided advance notification is given to the EC in accordance with bylaws set by the EC.
  3. House meetings shall be conducted according to the guidelines listed in the current edition of Robert’s Rules of Order (Parliamentary Procedure). The Parliamentarian shall oversee the adherence to and correct use of these rules as well as keep minutes during all House meetings.
  4. A quorum of 2/3 must be present at the time the meeting is called to order to conduct all legal and binding business of the House.

Section 3: Senate Meetings

  1. Senate meetings shall occur at least twice per semester.

ARTICLE IV: PARLIAMENTARY AUTHORITY

The rules contained in the latest edition of Robert’s Rules of Order shall govern the Student Government Association in all cases to which they are applicable.

ARTICLE V: EXECUTIVE COUNCIL:

Section 1: Executive Officers. The Executive Board shall consist of five voting members: a President, a Vice President, a Vice President of Academic Affairs, a Vice President of Campus and Community Relations, and a Parliamentarian. The EC shall also have at least two ex officio officers, unless it is in the opinion of the Executive Council to extend a voting right to one or more of those officers. The two ex officio members of the Executive Board shall be the Public Relations Chair and Student Concerns Chair, who both serve under the VP of Campus and Community Relations. Each Executive Council member shall maintain office hours, attend all SGA meetings, retreats, and events unless excused, and may oversee committees and special projects, as outlined herein.

Section 2: Duties of the Executive Officers.

  1. President shall:
    1. Preside over and attend all meetings of the EC, House, and General Assembly,
    2. Shall serve as Speaker of the House for all General Assemblies,
    3. Cast the deciding vote at EC, House of Representatives, and General Assembly meetings,
    4. Call special meetings for any branch of SGA with 24 hours notice to be given my phone and/or email,
    5. Represent the SGA at all ceremonial functions and should the occasion arise, by able to act on behalf of the Student Government Association,
    6. Maintain a minimum of 3 office hours a week,
    7. Meet with the Dean of Students once every other week, unless there is need to meet more often,
    8. Meet with the President of the College once a month, unless there is a need to meet more often,
    9. Serve as a representative of the Executive Council and SGA at Board of Trustees meetings,
    10. Attend all faculty meetings,
    11. Assign all legislation originating within the Assembly to the appropriate committee,
    12. Serve as delegate to any state, regional, or national Student Government Associations,
    13. Distribute the Constitution and Bylaws at the first assembly meeting,
    14. Have the right to serve as an ex officio member of all SGA committees,
    15. Enforce legislation passed by SGA,
    16. Prepare the agenda for all EC and General Assembly meetings,
    17. Have the power to veto actions of the Assembly and SGA committees which are deemed inconsistent with SGA goals so long as a written statement is submitted to the Assembly at the next meetings. The Assembly may override the veto with a two-thirds majority vote,
    18. Oversee tasks completed during office hours,
    19. Plan and develop a transition program for incoming Executive Council,
    20. Set all dates for House and General Assembly meetings as the beginning of the semester and distribute to all SGA members through email and/or handouts,
    21. Other duties as necessary.
  2. Vice President shall:
    1. Serve as a liaison to Registered Student Organizations,
    2. Maintain an updated Registered Student Organization Handbook,
    3. Distribute RSO Handbook to all clubs as they renew club status or begin,
    4. Establish and maintain cooperation among the Registered Student Organizations of Georgetown College,
    5. Create a report of RSO’s for the Executive Council prior to the last meeting of the Fall and Spring Semester,
    6. Present awards given by SGA to RSO’s at General Assemblies,
    7. Inform publications of Georgetown of outstanding achievements of RSO’s or individuals representing RSO’s and of significant upcoming events,
    8. Maintain a calendar and/or announcement board for campus to see all SGA and RSO events,
    9. Oversee the allocation of grants throughout the year by maintaining a Grants chart,
    10. Maintain all grant applications, copies of transfer sheets, and other information involved in transaction process, along with Parliamentarian,
    11. Present grants to the EC as well as House to vote,
    12. Notify RSO’s of receipt of grant application, as well as outcome of vote and decision on monetary amount granted, and finally when funds have been transferred when applicable, all of which shall be done within a month of receipt of grant,
    13. Organize all programming events such as SGA Welcoming Luncheon, Faculty/Staff/Grounds Luncheons, Involvement Fair, Declare a Major Day, Easter Egg Hunt, Dorm Visits, and other events planned throughout the year,
    14. Attend all House meetings,
    15. Maintain a minimum of 3 office hours a week,
    16. Have the power to appoint a committee for Programming or RSO tasks,
    17. Other duties as assigned or requested.
  3. Vice President of Academic Affairs shall:
    1. Maintain a relationship with the Provost of the college,
    2. Serve as an advocate to the Provost concerning academics,
    3. Organize speakers for General Assemblies and other NEXUS events hosted by SGA throughout the year,
    4. Organize open forums throughout the year,
    5. Organize speakers and leadership development opportunities for House and Senate members,
    6. Oversee the Academic Affairs Committee,
    7. Coordinate the election of Academic Affairs Committee during the first two weeks of the Academic school year,
    8. Maintain attendance records of Academic Affairs Committee to faculty meetings,
    9. Collect reports from Senate Committees,
    10. May choose to serve as an ex officio member on a Senate Committee should the need arise,
    11. Maintain a minimum of 3 office hours weekly,
    12. Other duties as assigned or requested.
  4. Vice President of Campus and Community Affairs shall:
    1. Appoint a Public Relations Chair, whose duties are outlined herein, and oversee duties,
    2. Constantly research current and creative ways to reach student body,
    3. When necessary, appoint a Student Concerns Chair at the beginning of either or both semesters in office, whose duties are outlined herein, and oversee duties,
    4. Maintain a minimum of 3 office hours weekly,
    5. Act as a liaison with any Community Service Organization,
    6. Organize governmental and student related events and initiatives,
    7. Serve as a clearinghouse for all community service and volunteer requests,
    8. Oversee appointments to committees including, but not limited to, the Caf committee and Library Services,
    9. Coordinate at least one volunteer opportunity that all SGA members are required to attend once a year,
    10. Strive to heighten student morale throughout the year,
    11. Help Organize IMPACT conference in fall semester,
    12. Other duties as assigned or requested.
  5. Parliamentarian shall:
    1. Act as the authority figure for all meetings that utilize Parliamentary Procedure according to Robert’s Rules of Order,
    2. Take minutes at all EC, House, Senate, and General Assembly meetings and email out to appropriate group within 48 hours,
    3. Maintain a minimum of 3 office hours weekly,
    4. Oversee the records of office hours,
    5. Keep track of all finances concerning SGA,
    6. Oversee the allocation of the budget and provide weekly updates to EC as well as monthly updates to General Assembly,
    7. Maintain copies of grant transfer sheets,
    8. Oversee election process for Executive Council,
    9. Inform SGA members of meetings via phone/email one week in advance of meeting and again within 24 to 48 hours of the meeting,
    10. Collect excuses of SGA members for absences to GA’s or other meetings and events,
    11. Maintain an organized and functional SGA office,
    12. Send letters of reprimand to members when needed,
    13. Other duties as assigned or requested.
  6. Public Relations Chair (if appointed) shall:
    1. Maintain a minimum of 2 office hours weekly,
    2. Maintain all social media outlets of SGA,
    3. Maintain constant relations with Georgetonian and campus radio station,
    4. Organize all signage and fliers around campus,
    5. Have the power to appoint and delegate tasks to a Public Relations Committee if necessary to help with assigned tasks,
    6. Work with and get approval from VP of Campus and Community Relations on all designs,
    7. Share duties with the VP of Campus and Community Relations if necessary,
    8. Other duties as assigned or requested,
  7. Students Issues Chair (if appointed) shall:
    1. Maintain a minimum of 2 office hours weekly,
    2. Have the power to appoint and delegate tasks to a Student Concerns Committee if necessary to help with assigned tasks,
    3. Share duties with the VP of Campus and Community Relations if necessary,
    4. Other duties as assigned or requested.

Section 3: Duties of the Executive Council.

  1. The Executive Council shall:
    1. Participate in College governance by developing the purposes and long-range goals for the Student Government Association and College community,
    2. Excuse absences of Senate and House Members,
    3. Dismiss any non-EC member of the Student Government Association that has had over two absences,
    4. Refer SGA members to the Ethics Committee when deemed necessary,
    5. Recommend bylaws which govern the entire SGA to the SGA General Assembly,
    6. Propose legislation,
    7. Meet at the request of the President or a majority of the EC members,
    8. Propose agenda items to the President for Assembly meetings,
    9. Conduct business via email only when necessary.

Section 4: Qualifications. A candidate for any office of the Executive Council must meet the following requirements:

  1. Complete 24 hours by the end of the current semester,
  2. Must be a full time student at the time of election and throughout term,
  3. Must have a cumulative GPA of 2.5 at the time of election and maintain it while in office,
  4. Shall not be on academic or disciplinary probation at the time of election and maintain this standard while in office,
  5. Failure to meet these requirements may result in removal from office.

Section 5: Election of EC Officers.

  1. The SGA President, Vice President, Vice President of Academic Affairs, and Vice President of Campus and Community Affairs are to be elected by a student body vote in a campus wide election to take place at the end of the Spring semester.
  2. All candidates for elected positions must fill out an application to be considered to run for office.
  3. Parliamentarian candidates must fill out an application to be considered for office. The applications for Parliamentarian shall be voted upon by the standing General Assembly at the end of the Spring Semester once reviewed in full. The candidate with the most votes shall serve the following term as Parliamentarian.
  4. Candidates must run for a specific office. If no one runs for an office, applications for a position will be distributed, reviewed, and chosen by the current Senate. If no one applies, the office will remain vacant and duties will be combined among other EC members. Elections may be held again during the next semester if necessary.
  5. Candidates shall not have signage/fliers/messages/social media posts that are degrading to other candidates. Campaigning shall be in a positive manner. Failure to adhere to this standard may cause the current EC to consider termination of a candidate’s campaigning and/or removal from that candidates name on the ballot. The current President, Dean of Students, and SGA advisor will serve as the Elections Review Board if the need arises due to campaign actions of a candidate.
  6. Candidates must sign off on and adhere to all campaigning standards, as distributed in a candidate meeting once applications for office are collected and before campaigning and voting begins.

Section 6: Vacancies.

  1. A member of the EC may be dismissed if he or she is (1) absent from more than two required meetings; and/or (2) refuses to perform the duties or office; and/or (3)abuses the responsibilities of his or her office and/or the SGA Constitution.
  2. A special election shall be held to fill vacancy for all EC positions except the President.
  3. In such cases that the SGA President is unable to perform the duties of that office, the Vice President shall become President. A special election will then be held for the position of Vice President.

Section 7: Term of Office. The term of office shall begin on Reading Day in the spring semester and extend through reading day of the spring semester the following academic year.

ARTICLE VI: THE HOUSE OF REPRESENTATIVES:

Section 1: Officers. The President of SGA shall preside over all House meetings. The Vice President shall also be present. The Parliamentarian shall also be present to take minutes and act as sole authority on Parliamentary Procedure.

Section 2: Membership. Membership shall consist of the President of SGA, the Vice President of SGA, the Parliamentarian, the Dean of Students, and the President/Chair/Leader from each Registered Student Organization on campus. If the RSO President is not available, a representative may serve in his or her place. The representative shall:

  1. Act solely for the RSO they represent,
  2. Not represent more than one RSO, thus may have to appoint or elect a representative for other RSO,
  3. Be willing to serve on an additional committee during time as representative,
  4. Give report/announcements either during House Meetings or sent to the Parliamentarian prior to House Meetings,

Section 3: Term of Office. The term of office shall begin with the fall semester of the new academic year and shall last until the spring semester of the same academic year unless leadership within the RSO changes at a different time. Such clubs must inform the Executive Council of changing officers.

Section 4: Meetings.

  1. The House of Representatives shall meet with the SGA President, Vice President, Parliamentarian, and Dean of Students on average three times a semester, as indicated on the campus wide calendar and SGA calendar.
  2. Meetings shall be conducted with adherence to Parliamentary Procedure, as outlined in Robert’s Rules of Order.
  3. Student leaders shall bring forward any student concerns including, but not limited to, residential, academic, and social issues.
  4. Conduct business via email only when necessary.

ARTICLE VII: THE SENATE:

Section 1: Officers. The Vice President of SGA shall preside over all Senate meetings. The Parliamentarian shall also be present to take minutes and act as the authority on Parliamentary Procedure. The Provost will be invited to be present.

Section 2: Membership. Membership shall consist of the Vice President of Academic Affairs of SGA, the Parliamentarian, the Provost, 4 freshman representatives, and a representative from each Academic Department on campus (Art, Biological Sciences, Business/Economics, Chemistry, Communication Arts, Undergraduate Education, Graduate Education, English, History, Kinesiology/Health Sciences, Modern & Classical Languages & Cultures, Library Services, Math/Physics/Computer Science, Music, Philosophy, Political Science, Psychology, Religion, Sociology, Theatre). Senators shall:

  1. Act solely for the Department or group they represent,
  2. Not represent more than one Department,
  3. Remain in good social and academic standing (2.5 GPA) throughout the term as a Senator,
  4. Serve on a Faculty Committee during the fall and spring term: Board of Trustees (4 students); Academic Support (3 students); Admissions, Scholarship, and Financial Aid (3 students); Curriculum (3students); NEXUS/CEP committee (3 students); Retention Committee (2 students); and Foundations and Core Committee (2 students).
  5. Give report/announcements during General Assemblies,
  6. Be willing to serve on a subcommittee, such as the Ethics committee,
  7. Not serve on the Senate and House of Representatives. If an RSO leader or delegate is already serving on the House of Representatives and is elected to the Senate, they must select or elect another delegate to serve in their place in the House.

Section 3: Election of Senators.

  1. Elections for Senators shall occur within the academic departments during the first two weeks of school.
  2. During the first full week of the academic year, applications will be distributed and should be turned in to the SGA office by Friday at noon.
  3. The second week shall consist of elections and campaigning for the Senate seat.
  4. If no applications are turned it, the Department chair holds the power to appoint a responsible student to take on the duties of SGA Senator.
  5. If no student runs for a particular department and the Department Chair does not feel comfortable appointing a student, vacant seats will be filled by elections of Senators-At-Large, who will run for election for representation of the campus as a whole. This election process shall be left to the discretion of the SGA Vice President of Academic Affairs.
  6. Voting will occur within the department during the second week of school and will be tallied at the end of the second week. Those having completed six hours worth of credit within the department may vote for Senators.
  7. Senate positions will be announced via email the following Monday, thus beginning the Senator’s term.

Section 4: Term of Office. The term of office shall begin the third Monday of the fall semester of the new academic year and shall last until the end of the spring semester of the same academic year.

Section 5: Meetings.

  1. Senate meetings with Faculty Committees shall occur once a month unless called more frequently by the Faculty Committee Chair.
  2. Senators must submit an excuse 48 hours prior to meeting if they will not be able to attend to the Faculty Committee Chair and the SGA Vice President of Academic Affairs.
  3. Other meetings may be called throughout the semester by the SGA President, SGA Vice President of Academic Affairs, or Provost when necessary.
  4. Business may be conducted via email only when necessary.

Section 6: Vacancy.

  1. Should a Senate seat be vacated for any reason, the seat shall remain vacant until the following election period unless there is sufficient need for reelection of Senators.
  2. Elections for vacant positions shall be at the discretion of the SGA Vice President of Academic Affairs.

ARTICLE VIII: THE ETHICS POLICY AND COMMITTEE:

Section 1: Ethics Policy. Any member of the three branches of the Student Government Association shall be subject to review of the SGA Ethics Committee if (1) he or she abuses the power, supplies or money of SGA or (2) he or she represents the Student Government Association poorly, either socially or academically (below a 2.5 GPA).

Section 2: Composition and Meetings of the Ethics Committee.

  1. The SGA Ethics Committee shall be composed of five members – 2 elected student members of the Senate, two elected members from the House of Representatives, and the SGA Vice President. The SGA Vice President shall preside over meetings of the Ethics Committee.
  2. The SGA Ethics Committee shall meet only when the SGA Vice President calls special meetings.
  3. The SGA Vice President may only call meetings of the SGA Ethics Committee when any member of SGA or faculty/staff member of the college petitions the SGA Vice President for an ethical review of the SGA member.
  4. The meetings of the SGA Ethics Committee shall be concentrated on inquiring about the charge and deciding if the action or actions are consistent with the mission and purpose of the college and the Student Government Association.
  5. If a member of the Ethics Committee is brought into question, another delegate from the respective branch shall be substituted during the inquiry.
  6. In the event the SGA Vice President is brought before the Ethics Committee, the President shall preside on the committee in place of the SGA Vice President.

Section 3: Disciplinary Action of the Ethics Committee. The SGA Ethics Committee, by rule of unanimous consent of the student committee members, has the power to take appropriate action for ethical violations. The disciplinary action may not call for more than the removal of the officer or member in question.

Section 4: Appeals of Disciplinary Action. A member of SGA has a right to appeal his or her own disciplinary action from the SGA Ethics Committee to the Dean of Students of the College, who shall have the final decision in the matter.

ARTICLE IX: AMENDMENTS AND BYLAWS:

Section 1: Amendments.

The standing Student Government Constitution shall be amended if amendment in question is, in the following order:

  1. Passed by a two-thirds majority vote of the Executive Council,
  2. Passed by a two-thirds majority vote of the General Assembly,
  3. Accepted by the Dean of Students,
  4. Printed in the Georgetonian near the week of its vote by the student body, either in full or in accurate summary,
  5. Receive a positive vote from the majority of voting students.

Section 2: Bylaws.

  1. Bylaws for the entire SGA shall be recommended through the EC to the SGA General Assembly for approval by two-thirds of present voting members. Two-thirds of the General Assembly must be present for voting.
  2. Bylaws for an individual branch of the SGA, such as ethics bylaws, must be approved by a two-thirds majority of the respective branch’s voting members.
  3. All Bylaws must be submitted to the Parliamentarian for filing.
  4. All Bylaws of the SGA and its branches be reaffirmed every year to remain in effect.
  5. No bylaw of the SGA or one of its branches may be in conflict with this Constitution or change any part of this Constitution.

ARTICLE X: ADVISOR:

The SGA Advisor shall be appointed by the Dean of Students to serve in a way that helps and guides the Executive Council. The Dean of Students may also serve as advisor in the absence of the official Advisor or may serve as co-advisor in situations deemed necessary.

ARTICLE XI: RATIFICATION:

Section 1: Ratification Process. This Constitution shall be made binding if it is:

  1. Distributed to the standing General Assembly,
  2. Passed by a two-thirds majority vote of the Executive Council and General Assembly,
  3. Emailed out to the student body and announced via Georgetonian,
  4. Approved by the Dean of Students,
  5. Approved by the Provost,
  6. Adopted by a majority vote of the student body,
  7. Approved by the College President.

Section 2: Ratification. This Constitution and Executive Council shall go into effect immediately after all aforesaid requirements are met, with elections beginning as soon as needed. Senate and House Representative positions shall go into effect the following the semester.

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