KENNESAW STATE UNIVERSITY STUDENT GOVERNMENT ASSOCIATION Policies and Procedures Manual Adopted February 2011

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1 KENNESAW STATE UNIVERSITY STUDENT GOVERNMENT ASSOCIATION Policies and Procedures Manual Adopted February 2011 General Use... 4 Meeting Times... 4 General Session Agenda... 4 Attendance... 6 Stipends... 7 SGA Duties and Responsibilities... 9 The Executive Board... 9 The President:... 9 The Vice President: The Secretary: The Treasurer: The Director of Academic Affairs: KSU SGA Policies and Procedures Manual- 1

2 The Director of Press and Public Relations:12 The Director of Student Services: The Director of Operations: The Director of External Affairs: The Chief Procedures Officer: Senators: Student Government Aides: Succession of Chairs The Faculty / Staff Advisor(s): Constitution and PPM Budget Request to SABAC Committees Academic Affairs Press and Public Relations (PPR) Student Services Operations... Error! Bookmark not defined. External Affairs Student Fees KSU SGA Policies and Procedures Manual- 2

3 Governance Campus Committees Elections Policy Vacancies in SGA Impeachment proceedingserror! Bookmark n Rights of Members Policy between Semesters Legislation Procedures Legislation Proposals Legislation Implementation Office Policies Amendments Effective Date KSU SGA Policies and Procedures Manual- 3

4 1. General Use 1.1. The outgoing Secretary shall distribute the Policies and Procedures Manual (PPM) at the inauguration to all incoming (SGA) Student officers via SGA officers shall read the Constitution and PPM and agree to abide by said documents upon taking their oath of office All SGA officers, whether elected or appointed to the SGA or University wide Campus Committees, shall take the following Oath of Office: "I, (state your full name), do solemnly promise to uphold the Constitution of the Student Government of Kennesaw State University and to faithfully execute the office of (state the office). I pledge to represent the interests of the students over my own selfinterests in matters concerning the organization. I will make every effort to be available to listen to concerns of students and to respond to those concerns as I seek to carry out my duties." 1.4. The SGA president shall administer this oath, if the SGA president is not in attendance, the highest-ranking SGA officer present shall administer the oath. If the President or the highest-ranking SGA officer present is taking the oath, the next highest ranking SGA officer that is not taking the oath shall administer the oath of office. 2. Meeting Times 2.1. SGA General Sessions shall be held on Thursdays at 3:30 PM SGA Executive Board meetings shall be held on Tuesdays at 3:30 PM, unless by a two-thirds vote of the Executive Board another day and time is chosen SGA Directors will meet with their internal committee weekly before the General Sessions as needed. 3. General Session Agenda 3.1. Order of Business This section (3.1) shall be governed by the policies set out in 41 of the tenth addition of Robert s Rules of Order Newly Revised, including all definitions of terms, unless otherwise provided for in the SGA Constitution or PPM. I. Roll Call II. Approval and/or Correction of Minutes III. Reports KSU SGA Policies and Procedures Manual- 4

5 A. University Administration and other officials (as needed) B. Directors and/or Chief Procedures Officer(as needed) 1. Status of any ongoing projects 2. Any new projects being implemented 3. Any committee reports or other business C. Treasurer 1. Current balance of SGA funds 2. Any spending since the last meeting 3. Any upcoming spending D. Secretary (as needed) E. Vice President (as needed) F. President (as needed) Unfinished Business (from previous meetings) IV. Orders Of The Day (added to the agenda per the procedures below) V. New Business (items added to the current meeting by a main motion) VI. Executive Session (as needed) VII. Announcements 3.2. The agenda shall be distributed 24 hours before the scheduled start time of the respective General Session Any item to be placed on the agenda must be presented to the President for his or her approval before being added to the agenda, except where specifically stated otherwise. These items must be ed to the President or placed in the President s SGA mailbox 48 hours before the scheduled start time of the respective General Session The minutes of the previous General Session shall be distributed to the SGA Officers by 24 hours before the start of the next General Session. The minutes do not need to be presented to the President for approval. KSU SGA Policies and Procedures Manual- 5

6 Any information to be presented to the Senate during Reports shall be distributed to the SGA Officers with the agenda. Any confidential documents distributed to the SGA Officers will remain confidential, and will not be disseminated to anyone outside the Senate without the written consent of the respective department or administrator. In order for a document to be considered confidential it must be explicitly stated so in writing when submitted to the President and when distributed to the SGA Officers Any unfinished business from the previous General Session(s), including any tabled items, shall be automatically added under Unfinished Business. These items do not need to be presented to the President for approval New business that is not on the agenda may be placed on the agenda during the General Session under New Business if approved by a twothirds vote of the Senate Items shall be automatically added to the agenda under Orders Of The Day at the signed request of at least seven (7) voting officers of SGA, or at the signed request of at least fifteen (15) students with the signed sponsorship of at least three (3) voting officers. These items must be presented to the President 48 hours before the scheduled General Session Any individual wishing to be placed on the agenda must include the following items in the official request to the President: a copy (electronic or paper) of any presentations they wish to give to SGA; a copy of any policies, resolutions, executive orders, or other legislation being presented to SGA for a vote; a clear statement of the purpose of his or her intent (present information, request action, request a vote, etc.) The above information shall be distributed to the officers of SGA along with the agenda. 4. Attendance 4.1. Attendance shall be taken at all General Sessions and Executive Sessions 4.2. SGA officers shall be ineligible for a stipend upon their second unexcused absence and shall be removed from office upon their third unexcused absence Any SGA officer arriving after roll call is considered tardy. Two unexcused tardies shall be considered as one unexcused absence. KSU SGA Policies and Procedures Manual- 6

7 4.4. SGA officers will not be considered tardy if the Secretary is informed by the officer at least 24 hours before the meeting that they will be late, and the Secretary approves the late arrival Any SGA members leaving before the meeting has adjourned or before 4:45 PM shall be considered tardy The Secretary shall have the sole authority to excuse an absence or tardy. Absences and tardies for work and school are not excusable If the Secretary is absent the Vice-president shall have the authority to excuse an absence or tardy Any members removed from office shall have the right to appeal removal to the Governance Committee, which with a majority vote may reinstate said member. The removed member may appeal said decision from the Governance Committee to the SGA senate Official documentation is required for all excused absences. 5. Stipends 5.1. The SGA Stipend Committee shall review stipend requests each semester and recommend a stipend award within the guidelines set by the Student Activities and Budget Advisory Committee (SABAC) and the SGA. Criteria shall consist of attendance at SGA meetings, compliance of office hours and actual work described by the job duties herein. Senator stipend criteria shall consist of a forum (25% of stipend), attendance at SGA meetings (25% of stipend), compliance of office hours (25% of stipend) and other job duties as prescribed herein (25% of stipend) Executive stipend criteria shall consist of attendance at SGA meetings (33% of stipend), compliance of office hours (33% of stipend) and other job duties as prescribed herein (34% of stipend) SGA officers shall be enrolled and in good academic standing to be eligible for a stipend award. The following criteria shall be used when determining the maximum stipend each officer is eligible for: President: 100% of instate matriculation and fees with a limit of $2000 per semester Vice President: 60% of instate matriculation and fees with a limit of $ Secretary: 60% of instate matriculation and fees with a limit of $ Treasurer: 60% of instate matriculation and fees with a limit of $1200. KSU SGA Policies and Procedures Manual- 7

8 Directors: 50% of instate matriculation and fees with a limit of $1000. : Senators: 25% of instate matriculation and fees, with a limit of $500. Senators will have the option of earning upto an additional $100 of merit pay per semester based on the following criteria Criteria for merit pay: A. Get a resolution passed addressing an internal issue in SGA- $20 (limit 3 per semester) B. Get a resolution passed that has significance to the entire student body - $50 (limit 2 per semester) C. Achieve perfect attendance on external committee- $20 D. Attend a campus wide event approved by the SGA Vice-President- $10 (limit 4 per semester) E. Chair an SGA committee (excluding the five SGA standing committees) - $ Chief Procedures Officer: 35% of instate matriculation and fees with a limit of $ Instate matriculation and fees shall include all instate tuition and mandatory fees for an officer s course of study, but shall not include any meal plan, residence bill, or other similar charges The Stipend Committee shall consist of the Chair who shall be appointed by the Governance Chair and confirmed by two-thirds vote of the Senate, one Executive Board member, three senators, and the SGA advisor (nonvoting) Stipend forms shall be distributed monthly to SGA officers. The President shall report on each executive board officer on their stipend forms. At least one week before the last general session meeting, the stipend forms will be submitted to the Stipend Committee Chair and the Stipend Committee will begin review on each request. Any proposed reductions to the submitted stipend amount will be ed to the SGA officer along with an explanation of the proposed cuts. Any appeals by the said officer shall be submitted to the Stipend Committee before floor submission of the stipend proposals. If an officer is unsatisfied with the decision of the Stipend Committee after appeal, he or she may bring an appeal to the Governance Committee. KSU SGA Policies and Procedures Manual- 8

9 5.7. It shall be the duty of each Committee Chair to comment on their Senators performance on the monthly stipend forms before turning them in to the Stipend Chair. Any negative performance shall be addressed to the senator by their Director before the next stipend sheets are due If the SGA sponsors an activity that requires moneys to be paid in advance (i.e. tickets, hotel reservations, conference reservations, etc) and an SGA officer volunteers to attend said event and does not attend, the moneys paid by SGA will be refunded to SGA from the said officer s stipend. The said officer may appeal refund by letter or to the Stipend Chair who will present the appeal to the Stipend Committee for review. The Stipend Committee will vote by majority on the appeal. If an officer resigns from office, he or she shall still be liable for any charges incurred on his or her behalf pursuant to this clause. If any SGA property (laptops, name tags, etc.) is not returned to SGA within two weeks of an officer leaving office, he or she shall be held liable for the value of that property. The officer shall cease being liable upon return of said property to SGA. 6. SGA Duties and Responsibilities 6.1. The Executive Board The SGA Executive Board shall consist of the elected offices of President, Vice President, Secretary, and Treasurer and the appointed positions of Director of Academic Affairs, Director of Press and Public Relations, Director of Student Services, Director of Operations, Director of External Affairs, and Chief Procedures Officer. The preceding appointed positions shall be appointed by the President of SGA and confirmed by a two-thirds vote of the Senate The President: (a) Chair meetings of the SGA Executive Board. (b) Chair General session meetings. (c) Be the official spokesperson for the SGA. (d) Be the official delegate to the Student Advisory Council to the Board of Regents of the University System of Georgia (SAC). (e) Formulate the goals of the SGA in consultation with the Vice President and the Executive Board. (f) Meet at least four times per semester, excluding summer, with the Vice President for the Student Success and Enrollment Services or with the Director of Student Life. (g) Maintain open communications with the President of KSU. (h) Create and appoint chairs to SGA Senate ad-hoc committees as deemed necessary. (i) Coordinate and handle the passage of the SGA legislation through all proper channels and provide for reports to the SGA Senate on the status of said legislation. (j) Serve as a student representative on the University Council. KSU SGA Policies and Procedures Manual- 9

10 (k) Serve as a student representative on the Presidential Planning and Budget Advisory Committee. (l) Set the agenda for all SGA meetings. (m) Appoint officers to the Executive Board as well as officers to the Senate as outlined in the Constitution and PPM. (n) Assign duties to members of the Executive Board. (o) Serve as ex-officio member to SABAC or appoint another SGA member to do so. (p) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Vice President: (a) Fulfill the role of President when the President is unavailable. (b) Assist the President in his or her duties. (c) Serve as a student representative on the University Council. (d) Serve as a student representative on the Presidential Planning and Budget Advisory Committee. (e) Be responsible for the approval of materials to the Director of Press and Public Relations press releases and other SGA publicity. (f) Be responsible for the approval of materials to the Director of Operations for the SGA web page. (g) Release official statements on position in conjunction with the Director of Press and Public Relations and Executive Board. (h) Assign all senators to the internal committees. (i) Prepare with the Executive Board the budget request to be submitted to SABAC. (j) Serve as liaison and coordinator of state and federal affairs in conjunction with the Director of External Affairs. (k) Coordinate the activities and flow of information among the Executive Board members. (l) Perform or oversee the fulfillment of other duties as assigned by the President. (m) Meet with administration as necessary in conjunction with the Executive Board. (n) Be the official coordinator for all SGA committees. (o) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Secretary: (a) Record and type minutes of all SGA General Session and Executive Board meetings. (b) Assist the Executive Board with communications. (c) Prepare and distribute the agenda and all related materials at least 24 hours before meetings. (d) Keep accurate records of all SGA business and keep filing system and calendars updated, including the Senator Office hour time sheets, committee reports, and stipend forms. KSU SGA Policies and Procedures Manual- 10

11 (e) Submit approved minutes, passed legislation, and other SGA documents to University Archives within two weeks of approval of said documents. (f) Be responsible for ordering and maintaining the inventory of office supplies. (g) Be responsible for maintaining a current member list; as well as for maintenance of SGA mailboxes and distribution of SGA mail. (h) Create an office policy to be distributed among SGA members upon approval by the Executive Board. (i) Perform or oversee the fulfillment of other duties as assigned by the President. (j) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Treasurer: (a) Keep accurate record of SGA expenditures; prepare 2 financial statements per semester, one mid-term, and one concluding the semester to be presented to SGA. Update SGA monthly on the status of the SGA budget; (b) Authorize all expenditures of the SGA before disbursement of funds from the Department of Student Life; (c) Prepare with the Executive Board members the budget request to be submitted to SABAC; (d) Perform or oversee the fulfillment of other duties as assigned by the President; (e) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Director of Academic Affairs: (a) Chair the SGA Academic Affairs Committee (AA). Meet with the Vice President for Academic Affairs of KSU to ensure completion of SGA goals and legislation when appropriate; (b) Submit academic related materials to be publicized to the Director of Press and Public Relations; (c) Submit academic related materials to the Director of Operations for the web page; (d) Assess the current academic status of KSU; (e) Handle all academic related suggestions and legislation; (f) Assign members to committees related to academic affairs; (g) Prepare with the Executive Board the budget request to be submitted to SABAC; (h) Perform or oversee the fulfillment of other duties as assigned by the President; (i) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM. KSU SGA Policies and Procedures Manual- 11

12 The Director of Press and Public Relations: (a) Chair the Press and Public Relations Committee; (b) Coordinate Publicity and Public Relations; (c) Send out public releases with approval of the President and Vice president; (d) Submit weekly updates of upcoming events and publicity to the Director of Operations with approval of the Vice president for the SGA Web Site; (e) Organize SGA representation at new student orientations; (f) Maintain SGA bulletin boards; (g) Assign members to committees related to press and public relations; (h) Prepare with the Executive Board members the budget request to be submitted to SABAC; (i) Perform or oversee the fulfillment of other duties as assigned by the President; (j) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM. (k) Shall be responsible for the archiving of all SGA minutes The Director of Student Services: (a) Chair the Student Services Committee. Meet with the Vice President for Student Success and Enrollment Services of KSU when necessary to ensure completion of SGA goals and legislation; (b) Submit information related to Student Services to the Director of Press and Public Relations for publicity; (c) Submit information related to Student Services to the Director of Operations for the web page; (d) Assess the current Student Services status of KSU; (e) Handle all student services related suggestions and legislation; (f) Assign members to committees related to Student Services; (g) Prepare with the Executive Board the budget request to be submitted to SABAC; (h) Perform or oversee the fulfillment of other duties as assigned by the President; (i) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Director of Operations: (a) Chair the Operations Committee; (b) Maintain contact with the Information Technology Advisory Committee and ensure student involvement in said committee; (c) Advise the Executive Board and the Student Fee Committee on technology fee expenditures; (d) Submit technological materials to the Vice President for approval for the web page; KSU SGA Policies and Procedures Manual- 12

13 (e) Maintain and ensure that the web page is changed each semester and/or as needed; (f) Provide the minutes and agenda on the web page by 72 hours after their approval; (g) Handle technological suggestions and legislation; (h) Assess the current operational and technological status of KSU (i) Assign members to committees related to operations; (j) Perform or oversee the fulfillment of other duties as assigned by the President; (k) Liaison and coordinate with the Chief Information Officer of Kennesaw State concerning technological issues; (l) Prepare with the Executive Board the budget request to be submitted to SABAC; (m) Attend all Executive Board and Senate meetings, except for excused absences as outlined in the Constitution and PPM The Director of External Affairs: (a) Chair the SGA External Affairs Committee; (b) Submit any External Affairs materials to be publicized to the Director of Press and Public Relations; (c) Submit information related to External Affairs to the Director of Operations for the web page; (d) Assess the current External Affairs status of KSU; (e) Handle all External Affairs suggestions and legislation; (f) Assign members to committees related to External Affairs; (g) Prepare with the Executive Board the budget request to be submitted to SABAC; (h) Perform or oversee the fulfillment of other duties as assigned by the President; (i) Attend all Executive Board and Senate meetings, except for an excused absence as outlined in the Constitution and PPM The Chief Procedures Officer: (a) Be an officer of SGA with no voting rights; (b) Perform or oversee the fulfillment of other duties as assigned by the President; (c) Maintain order in meetings; (d) Be the official preserver of the constitution and PPM of SGA. (e) Maintain an up to date knowledge of Robert s Rules of order. (f) Prepare with the Executive Board the budget request to be submitted to SABAC; (g) Attend all Executive Board and Senate meetings, except for an excused absence as outlined in the Constitution and PPM. (h) Be the chair of the Governance Committee. (i) Maintain an SGA orientation program KSU SGA Policies and Procedures Manual- 13

14 6.2. Senators: (a) Attend all Senate meetings. In case of absence, notify the Secretary at least 24 hours in advance. Exceptions to this rule can be made at the discretion of the Executive Board. Work and school shall not be considered grounds for excused absences. (b) Work on one standing committee per semester. (c) Perform other duties as assigned by the President. (d) Hold one forum per semester before the last day to withdraw without academic penalty. (e) Forums are intended to provide a venue for idea exchange between senators and their constituents. (f) College Senators shall share findings of their forums and address the concerns raised through forums with their College Dean or other appropriate administrator with the authority to resolve the issue or explore other alternatives. (g) Non-College Senators shall share the findings of their forums and address the concerns raised through forums with the appropriate administrator with the authority to resolve the issue or explore other alternatives. (h) Meet with the Dean of the College or other appropriate administrator for the constituency which they represent at least once a semester. (i) Submit a Stipend Form with deeds and accomplishments for use by the Stipend Committee. Said forms must be turned in according to the deadlines set by the Secretary. Forms not turned in on a timely manner according to the deadlines will not be accepted for stipend purposes. (j) Serve a minimum of 2 office hours each week of Fall and Spring Semesters while classes are in session. Office hours are to be served Monday through Friday between the hours of 7am and 8PM, except for special cases approved by the Secretary. (k) The issuance of stipends for Summer Semester shall be the first item of official business for each incoming administration. The Senate shall vote whether to issue Summer Semester stipends, and if so, what the criteria for Summer Semester stipends shall be. (l) Summer stipend criteria shall consist of a minimum of compliance of weekly office hours, attendance at SGA meetings, and assistance with orientation events. (m) All Senators shall be members of the constituency that they represent. (n) The Senator for Residence Life shall be a resident in university housing. This status shall be subject to verification by the SGA Advisor Student Government Aides: (a) Be officers of the Student Government. They will assist the SGA officers in their duties, which will allow them to become familiar with the workings of the Student Government. SGA Aides shall not have voting privileges and shall not be able to make a motion. SGA Aides may be removed by majority vote of the Executive Board. (b) Perform duties as assigned by the President. KSU SGA Policies and Procedures Manual- 14

15 (c) Function and report as members of the committee to which they are assigned. (d) Abide by the SGA Constitution and PPM. (e) Fulfill same qualifications as other members of student government excluding the credit hour qualification. (f) Attend SGA Senate meetings. 7. Succession of Chairs 7.1. The President shall chair all SGA meetings In the President s absence the Vice President shall chair the meeting If the above officers are absent the Secretary shall chair the meeting If the above officers are absent the Treasurer shall chair the meeting If the above officers are absent the Chief Procedures Officer shall chair the meeting If the above officers are absent the Senate shall vote on a chair from the remaining Executive Board officers If there are no executive board officers present, the Senate shall vote on a chair from the Senate. 8. The Faculty / Staff Advisor(s): 8.1. The Advisor shall attend Executive Board and Senate meetings The Advisor shall advise the SGA Board of all functions, policies, and rules of KSU and the Board of Regents. 9. Constitution and PPM All officers of the SGA Executive Board and Senate shall abide by the SGA Constitution and PPM. 10. Budget Request to SABAC The SGA President or their designee shall present the SGA budget The proposed budget must be presented to and approved by a majority vote of SGA before it is presented to SABAC. 11. Committees The Chief Procedures Officer shall chair the Governance Committee. KSU SGA Policies and Procedures Manual- 15

16 11.2. The members of the Student Fees Committee shall be confirmed by a twothirds approval of the Senate Senators will be appointed by the SGA Vice President to at least one standing internal committee as follows: Academic Affairs The responsibility of the Academic Affairs Committee shall include, but is not limited to, issues pertaining to all academic affairs of KSU Press and Public Relations (PPR) (a) The responsibility of the PPR Committee shall include the planning and execution of SGA sponsored events. The PPR Committee shall plan and publicize the SGA elections according to the guidelines in the Constitution and other sections of the PPM. (b) The PPR Committee will assist the Senators in publicizing public forums as well as publicizing SGA meetings, legislation, and initiatives Student Services The responsibility of the Student Services Committee shall include, but is not limited to, issues pertaining to all facets of student services (athletics, auxiliary services, etc.) provided to students at KSU Operations (a) The responsibility of the Operations Committee shall include, but is not limited to, issues pertaining to technology as it affects students on the KSU Campus. (b) The Technology Operations Committee will be the student s representatives to the Information Technology Advisory Committee External Affairs The responsibility of the External Affairs Committee shall include, but is not limited to, issues involving coordination with the State and National Legislatures and other leaders as appropriate as it affects students on the KSU Campus Student Fees The Student Fee Committee (SFC) shall be composed of 13 voting members and 1 ex-officio, nonvoting member. The membership shall be as follows: (a) 7 students to be appointed for a term of one year by the SGA President. KSU SGA Policies and Procedures Manual- 16

17 (b) The Vice-president for Student Success and Enrollment Services, or their designees. (c) The Chair of the Intercollegiate Athletics Committee (IAC), or their designees. (d) The Chair of the Information Technology Committee (ITAC), or their designees. (e) The Chair of the University Public Safety Advisory Committee, or their designees. (f) The University President. (g) The SGA President. (h) A professional secretary (ex-officio, nonvoting) SFC shall elect, by majority vote and requiring the affirmative vote of at least three student members, a student chair from its membership. The chair shall not vote, except in the case of breaking a tie SFC shall advise the University President on proposals to increase, decrease, or create any student fee. SFC shall also advise the University President on the disposition of all student fees Governance The Governance Chair shall appoint members of the Governance Committee who will be confirmed by a majority vote of the senate The Governance Committee shall consist of the Chair, one Executive Board member, and three Senators The responsibilities of the Governance Committee shall include resolving appeals of decisions made by the chair of the meeting, deciding ethical questions, and yearly review of the Constitution and PPM. The Governance Committee will meet as needed and decisions will be decided by majority vote. 12. Campus Committees The SGA President shall appoint SGA members as representatives to the Student Fee Committee, to the Student Activities and Budget Advisory Committee, and to other Campus Committees with a two-thirds approval from the Executive Board. KSU SGA Policies and Procedures Manual- 17

18 12.2. All SGA-appointed Campus Committee representatives shall abide by the SGA Constitution and PPM Committee representatives may be removed by the SGA President when deemed necessary Committee representatives serving on behalf of SGA shall submit a written report to the SGA Board during the middle of each semester and attend the General Session following the release of their written report to answer questions from SGA. The Vice President shall ensure compliance with this clause. 13. Elections Policy Elections shall be governed according to the standards set forth in the SGA Constitution An Election Chair shall be appointed by the SGA President with confirmation by two-thirds vote of the Senate The Election Chair shall not be running for office It is the responsibility of the Election Chair to: (a) Set up an election timeline with the Department of Student Life to be distributed to all candidates, SGA members, and the SGA advisor. (b) Select an Elections Committee that consists of at least the SGA advisor, the Election Chair and at least one SGA member who is not running for office. (c) Work with the Elections Committee to uphold the rules and regulations for campaigning and elections as a whole. (d) Coordinate with the Director of Press and Public Relations for publicity for the elections. (e) Set a mandatory meeting with candidates to ensure that they are informed of elections rules The Elections Committee shall disqualify any candidate who is not present at the mandatory meeting for the election pending the veto of this decision by the current SGA Executive Board The Elections Committee shall ensure no use of University owned equipment by candidates, or student organizations on behalf of candidates running for KSU SGA Policies and Procedures Manual- 18

19 office. Examples include but not limited to: university owned grills, bullhorns, PA systems, etc Candidates guilty of the use of University owned equipment for campaign purposes shall be disqualified The only exception shall be the use of University equipment for making banners. 14. Vacancies in SGA Between elections, students interested in fulfilling a vacant Senate or Executive position on SGA must contact the President of SGA by a letter of intent or application. At the SGA President s discretion he or she may discuss the Applicant with the Executive Board Orientation Committee The Orientation Committee shall be responsible for conducting the orientation of candidates of the SGA The Orientation Committee shall consist of two rotating Executive Board officers at each time The Orientation Committee shall conduct the orientation process as follows Applicant(s) may elect to participate in a two-week orientation process as follows: Applicant(s) shall be presented with a packet containing the SGA Constitution, PPM, and other information deemed appropriate The Applicant shall be present at each SGA meeting following the submission of a letter of intent or application. Failure to do so will result in immediate ejection from the orientation process unless excused by the Secretary. The orientation committee shall ensure compliance with this clause The Applicant shall serve one office hour each week with an SGA officer in the SGA office following his or her attendance of his or her first SGA meeting as an Applicant The Applicant will be interviewed by the SGA President before nomination. KSU SGA Policies and Procedures Manual- 19

20 14.4. Upon the SGA President s nomination, the Applicant will be presented before the Senate for confirmation If there are any College Senate seats open in SGA following the spring elections the following procedures will be taken: If one College Senate seat is left unfilled following the spring elections and is not filled by October 1, that seat shall revert to an at-large seat If more than one College Senate seat is left unfilled following the spring elections and is not filled by October 1, one seat shall remain a College Senate seat, and the others shall revert to at-large seats If a student from a College whose seat has reverted to an at-large seat should be appointed to fill that vacant seat, the at-large seat shall revert to its original College seat If any College Senate seat reverts to an at-large seat during a term, that seat shall automatically revert to College Senate seat for the next election Students interested in becoming Student Government Aides should submit to the Secretary a letter of intent or application. The Secretary will interview then present the recommended applicant(s) to the SGA President for the President s potential nomination. Nominated Aides shall be presented to the SGA Senate for confirmation by majority vote. 15. Impeachment proceedings Impeachment proceedings shall follow the structure outlined in the SGA Constitution The Governance Committee Chair shall be responsible for sending the SGA member to be impeached a letter through certified mail, by 2 days after the vote is taken to impeach said member. Said letter shall outline and explain said charges of impeachment The letter shall be distributed to the SGA Board in the same amount of time. 16. Rights of Members Members are considered as anyone enrolled as a student of Kennesaw State University All SGA Members have speaking privileges at the Chair s discretion SGA members shall follow the same procedures as outlined previously to have an item placed on the agenda. KSU SGA Policies and Procedures Manual- 20

21 16.4. Visitors are considered to be anyone not enrolled as a student of Kennesaw State University All SGA Visitors have speaking privileges at the Chair s discretion after all SGA Officers have had the chance to discuss said topic Non-SGA members shall follow the same procedures to have an item placed on the agenda. 17. Policy between Semesters If the Executive Board votes by two-thirds approval that emergency voting is necessary for an item of business during a school break of more than one week, the following procedures shall be taken: The question or matter of business shall be written in a specific manner The Secretary shall call or all SGA Officers and give the questions or matter of business Each SGA Officer shall then give the Secretary their vote orally or by SGA Officers shall vote within 1 week of said notification The motion shall pass with the approval of a majority of the entire Senate. Any Senator or Executive that does not respond will be considered as abstaining. 18. Legislation Procedures Legislation Proposals Except for stipend bills and other bills over which SGA has direct authority, the President shall refer all new legislation upon its introduction on the floor of the Senate to a Standing or Ad-Hoc Committee of the SGA Before referring said legislation to committee, the legislation may be discussed to allow comments on which Committee may direct its efforts. This shall be decided at the discretion of the President If deemed an urgent matter by the President, legislation shall be considered immediately. The president shall have sole discretion in deciding on the urgency of said legislation. KSU SGA Policies and Procedures Manual- 21

22 All legislation shall be introduced by an SGA Officer or a Standing or Ad Hoc Committee of SGA in order for the matter to be considered by the Senate All legislation, upon being referred to a committee and being discussed, shall be placed upon the General Session agenda for a first reading. At the next SGA meeting at which the bill is placed on the agenda, the legislation shall be available for a vote of the Senate All bills and resolutions shall be considered to have an automatic motion for a roll call vote Legislation Implementation When legislation is passed, the SGA President is responsible for forwarding the written legislation to the appropriate administrator, when deemed necessary by the SGA President, within 2 weeks of the passage of said legislation The SGA President must report the status of the legislation to SGA within one month and continue to do so, on a monthly basis until a decision has been reached regarding the legislation. 19. Office Policies The Office Policy created by the Secretary shall be posted in the office and made visible to all members. It shall also be distributed to new members at orientation before keys are distributed to each member. The Office Policy must be followed by each member and guest when in the Student Government Office If any of the office policies are violated and observed by a member of SGA, the member shall then report the violation to the Secretary or the Vice President. If it is shown there was a violation, then the Secretary or Vice President shall then file a written reprimand to be signed off by both the President and member in violation. That reprimand shall be placed in the said member s personal file If a second violation occurs and is shown to be true, then a second written reprimand shall be filed and signed by the Secretary or Vice President and the President, along with the member in violation. It shall then be given to the Governance chair to determine whether the two violations constitute disciplinary action If action is required, the Governance committee, with a majority vote, will have the authority to suspend office privileges for a minimum of one week and a maximum of four weeks. The suspension shall remain in place and can only be overturned with a two-thirds vote of the sitting Executive Board. KSU SGA Policies and Procedures Manual- 22

23 20. Amendments Amendments to this PPM shall follow the procedures outlined in Section 10 in the KSU Student Government Association Constitution. 21. Effective Date Upon passage, this document shall become effective immediately. KSU SGA Policies and Procedures Manual- 23

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