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Article I
NAME

The name of the organization shall be the Smith College Athletic Association (S.C.A.A.).

Article II
PURPOSE

SECTION I: STATEMENT OF PURPOSE

The purpose of this association shall be to promote undergraduate participation in recreational, intramural, intercollegiate, and club sports activities. The S.C.A.A. shall accommodate the diverse skill levels of the student body by offering recreational and intramural programs with varying intensities of competitiveness, while also encouraging support for the activities of the intercollegiate and club sport athletes.

SECTION II: POLICY ON ATHLETIC COMPETITION

The S.C.A.A. advocates the following objectives for the programs it offers and supports:

  • Recreational Program – To provide for all members and their guests certain recreational activities. The S.C.A.A. shall offer as many opportunities for participation as the facilities of the college make possible in conjunction with the Athletic Department and the Exercise and Sports Studies Department.
  • Intramural Program – To provide the opportunity for sport participation emphasizing spirit, enjoyment, and exercise at a competitive level appropriate for the entire student body. The S.C.A.A. shall offer as many opportunities for participation as the facilities of the college make possible in conjunction with the Athletic Department and the Exercise and Sports Studies Department.
  • Intercollegiate Program – To support the participation of students in highly competitive sports. The S.C.A.A. shall serve to promote the activities of the intercollegiate athletes and teams by encouraging the support of the intercollegiate program from the Smith comminity.
  • Club Sport Program – To support the participation of students in athletic activity of special interest. The S.C.A.A. shall serve to promote the activities of the club sport athletes and teams by encouraging the support of the club sport program from the Smith community.

Article III
MEMBERSHIP

SECTION I: ELIGIBILITY

  • All undergraduate students of the college shall automatically become members of the S.C.A.A.

  • The S.C.A.A. may invite other members of the Smith community, including graduate students, faculty, and staff and their family members to participate in S.C.A.A. sponsored events.

SECTION II: PRIVILEGES

  • All members may take part in activities sponsored by the S.C.A.A. and may attend meetings of the S.C.A.A.
  • The following privileges are extended by the S.C.A.A., the Exercise and Sports Studies Department and the Athletics Department to members of the Smith community upon presentation of proper Smith College identification.
    • The use of the Athletic facilities provided by the college. Exercise and Sports Studies Department classes have priority, followed by the Athletic Department, intercollegiate teams, intramurals, club sports, and recreational users.
    • The use of the equipment purchased by the Athletic Association, located in the Equipment Booth in Ainsworth Gymnasium.

Article IV
ORGANIZATION

  • The S.C.A.A. Executive Board shall consist of the President, the Vice-President, the Treasurer, the Secretary, the Publicity Coordinator, and the Special Events Coordinator.
  • The Student Athletics Coalition (S.A.C) shall consist of the President of the S.C.A.A., the selected liaison from the Student Athletic Advisory Committee, and the selected liaison from the Heads of Club Sports Board.
  • The Intramural Board shall consist of the Vice President, the S.C.A.A. Secretary, and 5-15 members selected from the S.C.A.A. Representatives Board.
  • The S.C.A.A. Representatives Board shall consist of the Vice President, and Athletic Association House Representatives.

Article V
POWERS AND RESPONSIBILITIES

SECTION I: THE EXECUTIVE BOARD

  • It shall be the responsibility of the Executive Board to:
    • Meet weekly to discuss and act upon all matters concerning the S.C.A.A
    • Support the special events of the S.C.A.A.
    • Call relevant matters to the attention of the Student Athletics Coalition and the Intramural and Representatives Boards, the Exercise and Sports Studies Department, and the Athletic Department.
    • Be familiar with, discuss, and approve the S.C.A.A. budget after considering recommendations from the Advisor and the S.A.C, the Intramural and Representatives Boards, and before the Treasurer and the President present it to the Student Government Association (S.G.A)
  • Responsibilities of the Executive Board Members
    • President
      • Shall call and preside over meetings of the Executive Board
      • Shall call and preside over the meetings of the Student AthleticsCoalition.
      • Shall attend weekly SGA Cabinet meetings.
      • Shall sit on the Committee on Athletics, and ad hoc committees that emerge throughout the academic year.
      • Shall oversee S.C.A.A. appointments and handle publicity concerning them.
      • Shall provide a communication link with the S.G.A and the administration
      • Shall be responsible for receiving requests from the student body and directing all questions to the appropriate body for action.
      • Shall be notified in advance of all meetings of the Athletic Association committees and boards, and receive agendas and minutes from all meetings. She reserves the right to attend meetings of the branches and committees as she sees fit or as she is invited.
      • Shall maintain lines of communication with the S.C.A.A. Advisor, the Athletic Director, and the Club Sports Advisor.
      • Shall meet with the S.C.A.A. Treasurer, the Vice President, and the Advisor to draft the S.C.A.A. budget for the following year.
      • Shall be supportive of S.C.A.A. branches and their interests.
      • Shall submit an End of the Year Report to the Executive Board.
      • Shall serve for a term of one year.
    • Vice President
      • Shall call and preside over meetings of the Intramural Board.
      • Shall call and preside over meetings of the Representatives Board.
      • Shall sit on the Committee on Athletics, and ad hoc committees that emerge throughout the academic year.
      • Shall coordinate the activities pertaining to the Intramural program through the Intramural and Representatives Boards.
      • Shall meet with the Intramural Advisor to discuss current Intramural matters.
      • Shall attend weekly Executive Board meetings.
      • Shall present an update of Intramural and Rep Board matters at Executive Board meetings.
      • Shall notify all other members of the Smith community when the opportunity exists for them to participate in Intramural events.
      • Shall meet with the President, the Treasurer, and the Advisor to draft the S.C.A.A. budget for the following year.
      • Shall perform the duties of the President in her absence.
      • Shall serve a term of one year.
    • Treasurer
      • Shall have charge of the S.C.A.A. funds, and shall keep account for all receipts and expenditures
      • Shall pre-approve all purchases by the Executive, Intramural, and Rep Boards and the S.A.C, which use S.C.A.A. funds.
      • Shall meet with the President, Vice President, and Advisor to draft S.C.A.A. budget for the following year.
      • Shall submit and provide support for the S.C.A.A. budget at the Senate Finance Committee meetings.
      • Shall meet with the Advisor weekly to discuss all current budgetary matters.
      • Shall attend weekly Executive Board meetings.
      • Shall submit monthly budget updates to the President and Executive Board.
      • Shall attend meetings of the branches of the S.C.A.A. as requested, or when the Treasurer deems necessary.
      • Shall serve a term of one year.
    • Secretary
      • Shall be responsible for coordinating and keeping a permanent record of the year’s events of the S.C.A.A.
      • Shall attend and keep the minutes of S.C.A.A. meetings:
        Executive Board, Intramural Board, and Representatives Board.
      • Shall call attendance at all the S.C.A.A. meetings, and keep attendance records.
      • Shall inform the President and/or appropriate Vice President in instances of delinquent attendance.
      • Shall distribute minutes to the Executive Board, the Advisor, the Club Sports Advisor, and the Director of Athletics from Executive Board meetings.
      • Shall submit a copy of minutes from all meetings to the President.
      • Shall submit a copy of minutes from all meetings to the Advisor.
      • Shall serve a term of one year.
    • Special Events Coordinator
      • Shall chair and be in charge of organizing committees for S.C.A.A. special events (e.g. Oktoberfest, Midnight Madness, NGWSD, and Field Day)
      • Shall be responsible for coordinating publicity of the special events, working closely with the Publicity Coordinator.
      • Shall attend weekly Executive Board meetings.
      • Shall attend meetings of the branches of the S.C.A.A. as requested, or when the Special Events Coordinator deems necessary.
      • Shall submit updates of special events to the President and Executive Board
      • Shall serve a term of one year.
    • Publicity Coordinator
      • Shall be responsibly for communicating with the Sophian and other media, including college and area print and radio regarding S.C.A.A. events.
      • Shall be responsible for the S.C.A.A. newsletter/web page.
      • Shall create or advise the creation of advertisement which promotes S.C.A.A. events as requested by the President and members of the Executive Board.
      • Shall be in charge of getting pictures taken at S.C.A.A. events.
      • Shall attend weekly Executive Board meetings.
      • Shall attend meetings of the branches of the S.C.A.A. as requested, or when the Publicity Coordinator deems necessary.
      • Shall serve a term of one year.

    SECTION II: THE STUDENT ATHLETICS COALITION

    • It shall be the responsibility of the Student Athletics Coalition to:
      • Attend bi-semester meetings to discuss matter concerning the S.C.A.A, the Student Athletic Advisory Committee, and the Heads of Club Sports Board.
      • To coordinate the special events and activities of the S.C.A.A, the Student Athletic Advisory Committee, and the Heads of Club Sports Board.
      • Call relevant matters to the attention of the Executive, Intramural and Representative Boards, the Exercise and Sports Studies Department, and the Athletic Department.

    SECTION III: THE INTRAMUAL BOARD

    • It shall be the responsibility of the Intramural Board to:
      • Attend monthly meetings, and additionally as requested by the Vice President
      • Attend bi-semester meetings of the Representatives Board, and serve as the representative from their house.
      • Shall discuss and consider for approval of all Intramural matters and proposals brought to the board’s attention.
      • Shall organize and run interhouse and other Intramural tournaments and special events.
      • Shall discuss and make recommendations regarding the Intramural portion of the S.C.A.A. budget to the Vice President
      • Shall be selected from the Representatives Board.
      • Each member shall have one vote.

    SECTION IV: THE S.C.A.A. REPRESENTATIVES BOARD

    • It shall be the responsibility of the S.C.A.A. Representatives Board to:
      • Attend bi-semester meetings, and additionally as requested by the Vice President
      • Serve as the primary means of communication between the S.C.A.A. and the student body.
      • Shall encourage individual participation in Intramural events.
      • Shall forward information regarding all athletic events to the houses and/ or other constituencies. This may include Intramural, Intercollegiate and/or Club events, as well as S.C.A.A. Special Events.
      • Each member shall have one vote.
      • Shall notify the Vice President in advance regarding any absence from House Representatives Board meeting, and shall send a substitute to said meetings. Failure to do so may result in being asked to resign by the Vice President.

    Article VI
    SELECTIONS

    SECTION I: DIRECTOR OF SELECTIONS

    It shall be the duty to the S.C.A.A. President to organize and administer all aspects of the Executive Board selections.

    SECTION II: TERMS OF OFFICE

    • All Executive Board officers shall serve the term of one year: the President, Vice President, Treasurer, Secretary, Special Events Coordinator, and Publicity Coordinator.
    • The Intramural Board members, and all other S.C.A.A. Representatives shall serve for the term specified in their house constitution.

    SECTION III: NOMINATIONS

    • Eligibility – Members of the undergraduate student body shall be given the opportunity to make self-nominations for any Executive Board office with the following limitations:
      • The office of President shall only be open to those who have served a full term as either a S.C.A.A Representative, S.C.A.A Executive Board member, varsity team Captain, or Head of a Club Sport.
      • The office of Vice President shall only be open to those who have served as a S.C.A.A. Representative.
      • The other offices of the Executive Board shall be open to anyone.
    • The President shall accept nominations for a period of one week. Candidates at this time must hand in a typed explanation of their qualifications to the President.
    • The President shall formulate the final slate of candidates and close nominations.
    • Exceptions to the nominating procedures will be considered and voted upon by the S.C.A.A. Executive Board.

    SECTION IV: PROCEDURE

    • President – Election at an all campus election in the Spring. The election of the President shall be done in cooperation with the Student Government Association elections.
    • The Vice President – Election at an S.C.A.A Representatives meeting in the Spring. The election of the Vice President shall be coordinated by the current Vice President and President.
    • The Executive Board –
      • The nominating procedure of these offices, other than the President, must begin before the last scheduled Executive Board meeting.
      • Unsuccessful candidates for President are eligible for another Executive Board office.
      • The President, the President-elect and the Executive Board will review nominations and select the most qualified candidate for each office.
      • The official term of office for all Executive Board positions, including the President, run from Commencement to Commencement the following year. The period between the finalization of elections and Commencement shall be used as a transition period. During this time:
        • Each member of the new board shall attend meetings with respective member of the old board to allow for an orderly transition.
        • The S.C.A.A. Constitution and the S.C.A.A. Budget shall be read and discussed at this meeting.
    • The Intramural Board
      • The members of the Intramural Board shall be self-selected from the S.C.A.A Representatives Board.
      • The members must serves on both the Intramural and S.C.A.A Representative Boards concurrently, and fulfill all the duties of a house rep.
    • The S.C.A.A. Representatives Board
      • House S.C.A.A. Reps shall be elected in accordance with the procedures as outlined in the house constitutions.
      • An Ada class representative shall be selected according to the procedure outlined in the Ada constitution.

    SECTION V: RESIGNATION

    • If any member of the Executive Board does not fulfill her responsibilities as stated in Article V, then any other member of the Board shall submit a complaint to the Executive Board for their review and action.
    • If any member of the Intramural and S.C.A.A Representatives Board does not fulfill her responsibilities as stated in Article V, then any other member of the respective board shall submit a complaint to the Vice President. The Vice President shall forward this to the President and Executive Board for their review and action.
    • Replacements
      • If a member of the Executive Board wishes to resign, she must write a formal letter of resignation to the Executive Board. The President and Advisor shall receive a copy of this letter.
      • Should the President resign, the Vice President shall assume the President’s position. The S.C.A.A Representatives Board shall elect a new Vice President as coordinated by the Secretary.
      • Should the Vice President resign, the S.C.A.A Representatives Board shall elect a new Vice President as coordinated by the Secretary.
      • Should any member of the Executive Board, other than the President, resign, the Executive Board may replace that member in a way that is as consistent as possible with nomination procedure stated in Section IV.
      • Should any member on the S.C.A.A Representatives Board resign, then that member shall be replaced according to that house constitution, or the Ada constitution.

    Article VII
    ADOPTION

    This Constitution shall be presented and considered valid upon a two-thirds vote of the S.C.A.A. Representatives Board, an unanimous vote of the Executive Board, the recommendation of the S.G.A. Cabinet, and the approval of two-thirds S.G.A. Senate membership.

    Article VIII
    AMENDMENTS

    Articles of this Constitution may be amended by a two-thirds vote of the S.C.A.A. Representatives Board, an unanimous vote of the Executive Board, the recommendation of the S.G.A. Cabinet, and the approval of two-thirds S.G.A. Senate membership.

    BYLAWS OF THE ATHLETIC ASSOCIATION

    SECTION I: AWARDS

    Awards, where available, may be presented to the winners of the house tournaments, individual tournaments, and for individual merit.

    SECTION II: PRIVILEGE OF ATTENDANCE AT MEETINGS

    The members of the Athletic Department may be notified of the meetings of the S.C.A.A. Boards and may be invited to attend. This does not preclude a Board having a meeting to which members of the Department are not invited.

    SECTION III: ADVISOR'S BUDGET

    The Advisor of the S.C.A.A. may not make purchases using S.C.A.A. funds without the prior approval of the President.

    SECTION IV: AMENDMENTS

    The bylaws may be amended by a two-thirds vote of the S.C.A.A. Representatives Board, an unanimous vote of the Executive Board, the recommendation of the S.G.A. Cabinet, and the approval of two-thirds S.G.A. Senate membership.


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