Student Affairs

    Board of Trustees Policy

    SUBJECT:

    Student Government Association Constitution

    		 NUMBER:
    4.2
    DATE:
    June 2003
    SUPERSEDES:
     

    Preamble

    We, the student body of Montgomery County Community College, deriving our authority from the College Board of Trustees and our governance from this Constitution, do hereby establish the Student Government Association of Montgomery County Community College which shall act on behalf of the student body by providing leadership, guidance, and oversight to all Student Clubs and assuring timely response to issues raised by the student body.

    Article I
    Name and Membership

    The name of this organization shall be the Student Government Association of Montgomery County Community College, (hereinafter referred to as the SGA). All persons enrolled in at least one course for credit are considered members of the student body and have the right and responsibility to vote in the elections for Senate and Executive positions within the SGA.

    Article II
    Purpose and Responsibilities

    The primary purpose of this organization, as a representative student government, is to act as a liaison to the faculty, administration, and staff on behalf of the student body. Our responsibility is to listen to and, when appropriate, act upon the suggestions and concerns expressed by the student body, to foster recognition of student rights and the College’s responsibilities to the students, to act in the students’ best interests when participating in the development of College policy and sitting on College committees, and to demonstrate leadership, honesty, loyalty and integrity by our actions.

    More specifically, our responsibilities are: To represent the student body on College committees and when requested, at College events and programs; to encourage activities of a social, cultural and civic nature to develop and maintain a College and community spirit; to allocate and oversee Student Activities funds that are distributed to clubs that promote the interests of the student body.

    Article III
    Duality of Campuses

    This Constitution recognizes the existence and authority of two separate Student Governments, one at Central Campus and one at West Campus, each with its own separate Executive Committee and Senate. To ensure parallel operation, procedures, and standards, policies and documents related to those policies shall remain consistent within both Student Governments. At least twice per semester the Executive Committees of Central and West Campus shall hold joint meetings to discuss mutual issues and ensure parallel operation of the SGA. The student activities administration shall assist in ensuring compliance with the parallel operation objective. By employing the Corresponding Secretary as a liaison, both Student Governments shall be kept aware of the important issues on both campuses so that more students can be involved in shaping the College’s future.

    Article IV
    Organization

    The SGA at both campuses shall consist of an Executive Committee and Senate.

    Executive Committee

    1. Membership

      1. The Executive Committee shall consist of a President, Vice President, Secretary, Treasurer and Corresponding Secretary, all of whom shall be elected by a popular vote of the student body.
      2. All applicants for positions on the Executive Committee shall be students of Montgomery County Community College currently enrolled in at least 6 credits with a previous semester GPA of at least 2.5.
      3. Executive Committee officers may not hold an Executive position for more than four semesters and may not hold the same position for more than two semesters.
      4. All Executive officers are eligible for a Service Award, which will be determined by the Service Award Review Board.

    2. Responsibilities - Executive Committee members shall:

      1. Attend all scheduled meetings.
      2. Report any suggestions and complaints from students, and act upon them, as necessary.
      3. Meet when deemed necessary.
      4. Set and fulfill goals and objectives.
      5. Act as the formal liaisons among the Senate, Clubs, Students, and Administration.
      6. Carry out the duties of that office, as specified in Sections D thru H.

    3. Removal From Office - Executive officers shall be removed for the following reasons:

      1. Two consecutive unexcused absences, greater than three total unexcused absences, or greater than five total absences including excused, in a semester.
      2. 2. Failure to maintain a 2.5 per semester GPA. (See Article XI, Section E.)
      3. 3. Failure to complete at least six credits.
      4. 4. If impeached in accordance with the Impeachment Proceedings described in Article XI, Section G.

    4. The President

      1. The President shall direct the Executive Committee.
      2. The President shall approve or veto all legislation passed by the Senate.
      3. The President shall preside over all meetings of the SGA without the privilege of voting, except as the deciding vote in a tie.
      4. The President shall call special meetings of the Executive Committee when necessary.
      5. The President, or his/her appointee, shall represent the SGA at all official occasions.
      6. The President shall present a written agenda to the Senate at each meeting.
      7. The President shall appoint the Chair of all committees not previously designated.

    5. The Vice President

      1. The Vice President shall temporarily take over duties of the President in the event of the President’s absence. In the event of the President’s removal from office, the Vice President shall assume the Presidency.
      2. The Vice President, or his/her appointee, shall chair the Inter-Club Council.
      3. The Vice President shall present to the President the names of those members of the SGA that are delinquent in their duties or attendance.
      4. The Vice President shall assist the President.
      5. The Vice President shall have voting privileges in the Senate.
      6. The Vice President shall direct and administer SGA elections with the assistance of the Chair of the Senate and shall notify the President and Senate on the progress of the elections and all election results.

    6. The Secretary

      1. The Secretary shall keep an accurate record of all proceedings of regular and special meetings of the SGA.
      2. The Secretary shall distribute the Minutes of all regular meetings to all SGA members at least two school days prior to the following meeting and ensure that corrections are annotated and completed before archiving.
      3. The Secretary, upon written request, shall present to any Student, Faculty, or Administrator a copy of the Minutes of all meetings of the current session of the SGA.
      4. The Secretary shall have voting privileges in the Senate.
      5. The Secretary shall ensure the adherence to Roberts Rules of Order at all meetings.
      6. The Secretary shall secure the desk or files of the Senate and the Executives so that only those authorized have access.

    7. The Treasurer

      1. The Treasurer shall have an up-to-date account of all Student Activities funds within the authority of the SGA, and shall release only funds approved by the SGA.
      2. The Treasurer shall maintain a record of all collections and disbursements of the SGA; shall receive budgets and end of year Finance Reports from all clubs and the intramurals and extramurals; and shall submit all said budgets to the Senate for appraisal and alteration or passage.
      3. The Treasurer shall have voting privileges in the Senate.
      4. The Treasurer shall make weekly reports on the financial status of the SGA and shall submit a report to the Secretary at the first meeting of each month detailing the last month’s expenditures
      5. The Treasurer shall have access to the Student Activities fund records.
      6. The Treasurer shall have the right to inspect and audit the financial books of student clubs chartered by the SGA, upon request of said clubs or the SGA.
      7. The Treasurer shall be a member of the Inter-Club Council to advise on and oversee club’s financial matters.
      8. The Treasurer shall meet with the Director of Student Activities and with other the Executives periodically in order to review and discuss SGA financial matters.
      9. The Treasurer, on a two-thirds vote of the Senate, shall have the power to temporarily restrict an SGA-sponsored group from disbursing its funds.

    8. Corresponding Secretary

      1. The Corresponding Secretary shall aid the Executives in correspondence and public relation activities.
      2. The Corresponding Secretary shall routinely contact the other campus’ Corresponding Secretary to facilitate an open communication channel between both campuses’ SGA.
      3. The Corresponding Secretary shall have voting privileges in the Senate.
      4. The Corresponding Secretary shall routinely report the activities and issues that are currently being addressed by the other campus’ SGA to their campus.
      5. The Corresponding Secretary shall report any changes in procedures or documents related to those procedures to help ensure the parallel operation of the entire SGA.
      6. The Corresponding Secretary shall Chair the Public Relations Committee.
      7. The Corresponding Secretary shall be responsible for promoting SGA sponsored events by all available and appropriate means.

    Senate

    1. Membership and Voting

      1. There shall be 15 Senator positions available during the school year.
      2. All members of the Senate shall be students of Montgomery County Community
        3. College who are currently enrolled in at least 6 credits and have a previous semester GPA of at least 2.5. Students enrolled for their first semester are exempt from the GPA requirement.
      3. Newly elected Senators shall take office immediately after election results are known, with voting privileges beginning at that time and ending prior to the last meeting of the Spring Semester when new officers and Senators are installed.

    2. Responsibilities - Senate members shall:

      1. Attend all scheduled meetings.
      2. Serve upon committees when requested.
      3. Report any suggestions and complaints from students, and act upon them, as necessary.

    3. Powers - The Senate shall have the authority:

      1. To pass legislation that pertains to student welfare.
      2. To Charter College clubs.
      3. To Override Presidential vetoes by a two-thirds vote.
      4. Elect a Chair who shall:

        1. a. Preside over the Senate.
        2. Be a member of the Senate with voting rights.
        3. Speak for the Senate as appropriate.
        4. Be eligible for a Service Award.
        5. Assist the Vice President in elections of the SGA.
        6. Convene Senate meetings and administer meetings in accordance with Roberts Rules of Order.
        7. Determine excused and unexcused absences and report them to the Secretary and Vice-President.

      5. Vacancies in the Senate shall be filled by a qualified student presented to the Senate by the President and approved by two-thirds vote.

    4. Removal From Office - Senators shall be removed for the following reasons:

      1. Two consecutive unexcused absences, three total unexcused absences, or greater than five total absences including excused, in a semester.
      2. Failure to maintain a 2.5 per semester GPA. (See Article XI, Section E.)
      3. Failure to complete at least six credits.
      4. A Senator delinquent in his/her responsibilities or charged duties may be removed by a two thirds vote of the SGA.

    Article V
    Elections

    1. All students currently enrolled in at least six credits with a previous semester GPA of at least 2.5 are eligible to run for either a Senate or an Executive position.

    2. All candidates are required to submit to the Vice President of the SGA an election petition signed by members of the student body who are currently enrolled in credit courses at the college before they can be placed on the ballot.

    3. The number of signatures required on the election petition may be adjusted annually by the SGA; however, the number of signatures shall be no less than 25.

    4. The Student Activities Office will validate that all candidates are qualified for the office for which they are running. Within one week of receiving the list of candidates, the Student Activities Office shall notify the SGA Vice President if a problem with a student’s qualifications exists.

    5. The Vice President and the Chairman of the Senate shall examine petitions and place the names of those candidates who meet requirements on the ballot for the general election.

    6. In case of a tie, a run-off election will be held within one week of the original election. Contested election results must be presented to the Vice President of the SGA immediately and at the Senate meeting following the Election. A motion for a reelection must pass by a two-thirds vote at this meeting, or the election results shall be considered valid and binding.

    7. In case of Executive absences, the existing Senate and Executives may conduct Senate elections internally until all available Executive positions are filled. No student may hold more than one position Executive simultaneously, nor may positions be shared.

    8. There shall be a one-year term limit for all Executive positions, unless there is no candidate other than the incumbent Executive. In that case, he/she shall be allowed to serve till the next regular election.

    9. The main election will be held on a Monday, Tuesday, Wednesday, and/or Thursday at least one week before Spring semester final examinations. At this time, the next year’s Executives and Senators shall be elected. The new Executives and new and returning Senators will take office at the last meeting of the Spring Semester.

    Article VI
    Meetings

    1. The SGA shall meet at least once a week at the time and place specified by the Executives. The President, the Executive Committee independently, or six or more members of the Senate, may call special meetings of the complete SGA.

    2. The Chair of the Senate may call for special meetings of the Senate.

    3. At least twice per semester the Executive Committees of Central and West Campus shall hold joint meetings to discuss mutual issues and ensure parallel operation of the SGA.

    4. All meetings shall be conducted under the jurisdiction of the Constitution and in accordance with Roberts Rules of Order. All attendees shall conduct themselves in a courteous and professional manner.

    5. All SGA members are responsible for contacting the Senate Chair prior to missing any meeting or it will count against them as an unexcused absence.

    6. All other SGA committees shall meet at the times and places that there functions dictate.

    Article VII
    Charters

    1. The SGA shall have power to charter student clubs within the College.

    2. The procedure for filing for a charter shall be as follows:

      1. Students requesting new clubs to be chartered shall:

        1. Obtain the appropriate form from the Student Activities Office.
        2. After completing the form with the required information, submit said form to the President of SGA.
        3. Attend an SGA meeting to describe their group and its purpose for the approval of the SGA.

      2. Members of all existing student clubs must submit a completed charter form at the beginning of each semester. Charter forms shall include:

        1. The name and purpose of the group
        2. The names of the club executives and the name of the club advisor
        3. An outline of the group’s planned events for the upcoming semester
        4. Any events completed in the last semester
        5. Average active attendance throughout the last semester

      3. If an existing student club does not submit a charter, the group will be considered defunct and recognition can only be regained through the submission of the necessary club charter forms.
      4. All student clubs are required to have an advisor from the College faculty, administration or support staff.

    3. The regulations for charters shall be as follows:

      1. 1. Charters and funds shall be granted only to those groups serving the interests of the student body of the College.
      2. Officers of all student clubs shall be registered students. Although non-students may participate, club membership shall be at least 70% students at all times.
      3. Club officers and advisors shall insure adherence to all regulations as stated in the SGA Constitution, the Student Activities Manual, the Student Code of Conduct, and the Student Academic Code of Ethics.
      4. Clubs found to be in violation of these regulations shall have their charter and/or funds revoked by the SGA upon a two thirds vote.
      5. Although religious and political clubs may be chartered by the SGA, Student Activities funds may not be used for religious or political activities, including but not limited to, advertising, sponsoring speakers, and purchasing or distributing political or religious information.

    Article VIII
    Finances

    1. The SGA is responsible for the distribution of the Student Activities funds to the various student clubs on campus as well as overseeing the funds allocated to the intramural and extramural sports programs.

    2. All new student clubs shall submit a budget with their charter. Initial budgets shall include any foreseeable new expenditures and their requested allotment from Student Activities for the remainder of the year.

    3. The Finance Committee of the SGA shall be composed of the Treasurer, as Chair, and up to four Senators selected by the Treasurer and approved by a two thirds vote of the Senate. This committee shall audit and review allocations of funds to clubs, intramural and extramural sports, and make its recommendations to the SGA.

    4. All current clubs and the intramurals and extramurals shall submit an end of year Finance Report for review by the SGA Financial Committee during the Spring Term. The Finance Report shall include:

      1. The past year’s financial allocation
      2. An accurate list delineating all expenditures
      3. Funds raised, for short term and for long term purposes (see Section I)
      4. Amount of funds remaining to be returned to Student Activities
      5. Any foreseeable new expenditures
      6. The requested allotment from Student Activities for the upcoming year.

    5. The specific due date for the Finance Report submission shall be determined on a year-by-year basis. It shall be advertised to all clubs via club mail, the Inter-Club Newsletter, general postings, and/or general announcements coordinated by the Public Relations Committee.

    6. The SGA Finance Committee members shall review the Finance Reports and contact any club if discrepancies in its budget or allocation request exist. After the Finance Committee members have completed reviewing the Finance Reports, they shall place in the club mailboxes, tentative approvals of the club’s allocation for the upcoming year. If a club’s members have questions about their allocation, they may schedule a meeting with the Finance Committee to review their request.

    7. The Finance Committee shall submit its recommendations and information to the SGA for passage. The SGA members shall vote on all allocations presented to them prior to the last meeting of the Spring Semester.

    8. Student clubs that fail to submit a Finance Report shall not have any new funds allocated to them until their forms are completed. Forms submitted later then the due date may not be immediately reviewed.

    9. Student clubs may raise money for their own activities and expenditures. All money raised must be turned in to College Business Office to be entered into their club account. Only money raised with a specified long-term purpose, be it an event or expenditure, will be carried over into a new school year. Other money raised but not expended will be diverted to the Student Activities overflow fund.

    10. All fund raising requests must be made through the Student Activities Office on the appropriate form. Soliciting for donations from off campus sources must also be approved by the Vice President of College Relations and Advancement.

    11. Funds appropriated to clubs by the SGA are received from all students attending the College. This money may be used only for activities involving students of the College.

    12. Revenues raised by student clubs over and above the SGA allocation may be used for any purpose within established College, State, and Federal regulations.

    13. Funds shall be allotted to student clubs in the following manner:

      1. New clubs must file a budget form with the SGA Treasurer at any time before or during the Spring or Fall semester.
      2. Each year the Finance Committee will establish a maximum amount a new club can request during their first year.
      3. The SGA shall make no allocation to cover debts already incurred by any club, prior to chartering.
      4. The Chair or Acting Chair of the Finance Committee of the SGA shall present all allocations for consideration by SGA. This presentation shall include data from the club’s budget, charter, and Finance Report forms.
      5. All allocation requests shall be presented to the SGA in written form. The Senate shall be given all requests for allocations one week in advance of voting. Allocations shall be approved by a two thirds vote of those members present at the SGA meeting. If a situation arises in which emergency allocations are requested, the President has the power to waive the one week time requirement.
      6. Representatives of student clubs may attend meetings of the Finance Committee and the SGA at the time their budget is being discussed or voted upon and may speak when recognized by the meeting’s Chair.
      7. A two thirds vote of the SGA members present is required to allow the review of the financial documents of any existing student club.

    14. It is the responsibility of any club to be aware of what it has expended and the actual balance in its account. Resolution of over-expenditures of an allocation is the responsibility of that club and not of the SGA. Failure to pay debts incurred by the club may result in suspension of access to College resources for club members and the dissolution of said club until all debts are paid.

    Article IX
    Summer Sessions and Interim Occasions

    Whenever the SGA is not in session, be it during the Summer sessions, vacation times, etc, the President or Vice President of the SGA, or other designee, shall speak for the membership on all matters over which the SGA has jurisdiction. Official action on these matters shall be taken at the first regular meeting after the interim and decisions ratified by a two-thirds affirmative vote.

    Article X
    Amendments and Redrafts

    1. Amendments to the Constitution shall be submitted in writing at least two week prior to being voted upon by the SGA.

    2. Amendments shall pass by a two-thirds vote at both campuses before they are submitted to the administration for review, approval, and addendum.

    3. The Constitution shall be redrafted only if changes are too numerous for amendments to correct. A two-thirds majority is required at both campuses before the Redraft Committee begins to prepare a Redraft and prior to administrative review for final approval.

    Article XI
    Vacancies, Absences, Probation and Impeachment

    1. SGA Senators serve from time of election until the last meeting of the spring semester. A SGA member who wishes to resign before the end of the year shall submit a written resignation to the Secretary of SGA.

    2. In the event of the temporary absence of the President of the SGA, the Vice President shall assume the duties of the President. However, in the event that the President of the SGA is permanently unable to continue in office, the Vice President shall become President.

    3. In the event that the Vice President is unable to replace the President, the order of succession shall be Secretary, Treasurer, and then Chair of Senate.

    4. In the event of the resignation or removal of the Vice President, Secretary, Treasurer, or Corresponding Secretary, the President shall temporarily appoint a replacement from the Senate. This replacement may become permanent by a two-thirds vote of the Senate or the Senate may elect another Senator to fill the position.

    5. The SGA may vote to retain a member whose previous semester GPA has fallen below 2.5 but is not less than 2.25. The student will then be placed on SGA academic probation. Student Activities shall check the student’s GPA at mid or final term to see if they have regained a GPA of 2.5. No student may be on SGA academic probation more than once.

    6. Any SGA member determined by the administration or faculty of violating either the Student Code of Conduct or the Student Academic Code of Ethics shall lose his/her voting privileges and position at the conclusion of disciplinary proceedings. The Senate may retain the member with an affirmative two thirds vote.

    7. The Executives may be impeached in accordance with the following procedure:

      1. A voting member of the SGA shall introduce a motion for impeachment to the SGA. The impeachment motion shall be debated and voted on after its presentation; however, debate shall be limited to one hour for and one hour against the motion.
      2. A two thirds affirmative vote of the entire SGA shall be necessary for passage of an impeachment motion. The officer under review for impeachment shall not preside, or vote, at a meeting involving discussion and/or voting on his/her impeachment.

    Article XII
    Service Award

    1. The Service Award Review Board consisting of the Vice President of Student Affairs and Enrollment Management, the Director of Student Activities, the SGA President at Central and the Director of Student Affairs, Assistant Director of Student Affairs for Student Activities and the SGA President at West will review all persons eligible for Service Awards at their respective campuses. The President of the SGA may not sit in on his/her own award proceedings.

    2. The list of eligible students and the amount of each award shall be listed in the Club Handbook. All procedures for changing the amount of each award and the number of available awards shall also be recorded in the Club Handbook, which shall be subject to review as needed by the members of the Service Award Review Board.

    3. Awards shall be based on the following three criteria:

      1. Maintaining the required course load.
      2. Obtaining the minimum required GPA.
      3. Fulfilling the responsibilities and duties of their position, including attendance.

    4. If a person meets all of these criteria, he/she will receive their full Award.

    5. If a person does not meet all of these criteria he/she may receive a percentage of the Award based on the Service Award Review Board’s decision.

    6. The distribution of award funds will be processed through the Student Activities Office.

    7. The Service Award full amount will not be awarded if the officer leaves or is removed from his/her position before serving a full term. The officer will be paid for the amount of time he/she has served as long as the stipulations in Section B of this Article were met during that period.

    Article XIII
    Committees

    1. The following shall be considered permanent standing committees with members appointed from the Senate upon advisement from the Executive Committee as soon as possible after the election of the Senate.

      1. Finance Committee. (Chaired by Treasurer)
      2. Public Relations. (Chaired by Corresponding Secretary)
      3. Inter-Club Council. (Chaired by Vice-President or Appointee)

    2. SGA shall also have representation on the following standing College committees:

      1. Bookstore.
      2. Food Service.
      3. Traffic Appeals.

    3. Each standing committee chair may appoint, as needed, a subcommittee to study or investigate a particular matter falling within the jurisdiction of the standing committee. Subcommittees shall be in existence only for the time necessary to complete their assignment and report to their standing committees. Their reports, whether favorable or unfavorable, shall be considered by the standing committee.

    4. The Chair of each standing committee shall be an ex-officio member of each subcommittee that is part of his/her standing committee with the right to attend meetings of subcommittees and vote on any matter before such committees.

    5. The President or the Senate may form Ad Hoc committees. The function, composition, and charge of these committees shall be specified in the motions creating them.

    Article XIV
    The Inter-Club Council

    1. The Inter-Club Council, (hereinafter referred to as the ICC), shall exist with the purpose of communication with, and the review of, student clubs by the SGA.

    2. The SGA Representative shall chair all meetings of the ICC.

    3. The ICC shall meet at least once a month, unless otherwise deemed necessary by the Vice-President of the SGA or his/her designated representative.

    4. A representative from each club, preferably, their president or vice-president, shall attend ICC meetings, but if neither is available, an informed member shall attend.

    5. The ICC shall assist the Student Activities Office in the preparation of the Inter-Club Newsletter by providing accurate and up-to-date information prior to the due date set by the Student Activities Office.

    6. Attendance at ICC meetings is mandatory. Any club failing to attend three consecutive meetings risks a formal review and possible suspension of funds by SGA.

    7. The ICC shall form a subcommittee that shall be known as the Judicial Review Board, (hereinafter referred to as the JRB).

      1. The Vice President of Student Affairs shall appoint a non-SGA member from the ICC membership to Chair the JRB.
      2. The committee shall be composed of four other ICC representatives, none of which may be SGA members, either directly or through dual membership. These members shall be voted in by the ICC and their term shall expire at the end of the Spring semester.
      3. The charge of this committee shall be to oversee and resolve disputes within the Student Government Association.
      4. Meetings of this committee, for the purpose of settling conflicts, shall be convened under parliamentary procedure.
      5. The JRB shall also be responsible for certifying SGA popular election results and therefore should oversee the election process. The SGA VP and Senate Chair shall be responsible for administering the SGA election process.
      6. If either the SGA VP or Senate Chair is a candidate for election, the JRB must provide a member to replace them in their duties as election administrators. If both are candidates, the JRB shall administer the elections with assistance from non-candidate SGA members.