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BYLAWS TO THE STUDENT GOVERNMENT ASSOCIATION CONSTITUTION

Articles V - VI

Article V. Organization Resources Committee

SECTION 1. MEMBERS

  1. The chair;
    1. The student shall call and preside over all meetings of the committee.
    2. The student shall be elected in the spring all college election for a term of one year.
    3. The student may run for the position of chair and be elected for no more than two terms.
    4. The student’s term shall begin at the cabinet meeting following the election. The student’s term shall end at the cabinet meeting following their successor’s election. The student shall be available for counsel for the remainder of the year.
    5. The student shall sit on Cabinet.
    6. The student shall have weekly office hours.
    7. The student shall oversee the budgeting, fundraising, and chartering processes of all organizations through regular communication with the vice chair chartering.
    8. The student shall be responsible for providing budget training to all members of the committee, in conjunction with the director of the office of student engagement.
    9. The student shall serve as a resource to all chartered organizations.
    10. The student shall have weekly meetings with the director of the office of student engagement.
    11. The student shall have the power to call audits of organizations, and is responsible for assisting and advising organizations that are in debt.
    12. The student shall be a non-voting member of the committee, except in the case of a tie.
    13. The student shall have served on the committee for no less than two semesters prior to assuming office.
    14. The student may not hold a leadership position (Executive Board, Executive Council, etc.) in any campus organization.
    15. In the event that the office of chair of the ORC is vacated, it shall be filled, for the remainder of the term, by the vice chair of chartering.
    16. The student shall oversee the budgeting and fundraising processes of all chartered organizations.
    17. The student shall oversee the allocation of SAF monies.
    18. The student shall be responsible for providing appropriate budgeting information about each chartered organization to each member of the committee.
    19. The student shall collect and process applications to the Zero-Year Organization Fund, and shall present the applications to the committee.
    20. Call and preside over budget hearings.
  2. The vice chair of chartering;
    1. The student shall oversee the chartering process for all student organizations.
    2. The student shall be elected in the spring all-college election for a term of one year.
    3. The student may run for the position and be elected for no more than two terms.
    4. The student’s term shall begin at the senate meeting following the election. The student’s term shall end at the senate meeting following their successor’s election. The student shall be available for counsel for the remainder of the year.
    5. The student shall sit on senate as a non-voting member to serve as a resource for all chartering issues.
    6. The student shall have weekly office hours.
    7. The student shall serve as a resource for individuals desiring assistance in developing a chartered organization.
    8. The student shall act as an advocate for all student organizations who bring a charter before the Senate.
    9. The student shall be responsible for providing information on the status of each organization’s charter to each member of the committee.
    10. The student shall be a voting member of the committee.
    11. The student shall serve as an organization liaison The student shall also serve as a liaison for any organization throughout the chartering process.
    12. The student shall assist the ORC Chair in the training of the new ORC.
    13. The student shall have served on the committee for no less than one semester prior to assuming office.
    14. In the event that the office of vice chair of chartering is vacated, it shall be filled, for the remainder of the term, by a member of the committee who shall be self-nominated and elected by a simple majority of the committee.
  3. Six members-at-large;
    1. Three members of the association at large shall be elected through the senate. Two shall have been a member of senate for no less than one semester, one will be open to a new senator. All shall be elected for a term of one year.
    2. Three members of the association at large shall be appointed by the Elections and Appointments Committee in the spring. They shall be elected for a term of one year.
    3. They shall serve as organization liaisons.
      1. The liaison will meet with their organizations prior to budgets being due each semester to review the organization's proposed budget.
        1. This meeting shall serve the purpose of assisting the organization in appropriately applying for funds, to answer any questions the organization may have about the budget process, as well as to correct any mathematical errors and plan for the organizations budget hearing.
    4. They shall serve as voting members of the committee but shall not vote on any issue pertaining to an organization with which they are affiliated or the liaison of.
    5. They shall attend all meetings called by the Chair, and are eligible for impeachment after two unexcused absences.
    6. In the event that a position of member-at-large is vacated, it shall be filled, for the remainder of the term, by a self-nominated member of the association, elected through the senate.
  4. A Representative from Cabinet;
    1. The student shall attend training and budget hearings and other meetings regarding allocation of SAF monies when deemed appropriate by the ORC Chair.
    2. The student shall be a voting member of the committee at these meetings.

SECTION 2. DUTIES AND POWERS

  1. To serve as a primary resource for chartered student organizations and individuals on subjects including, but not limited to, financial matters and event planning.
  2. To assist individuals in their chartering process or in finding other resources available related to their goals.
  3. To provide a liaison to whom chartered organizations can direct their questions regarding SGA policy and procedures.
  4. To have responsibility for all financial matters under the jurisdiction of the senate.
    1. To allocate monies to chartered student organizations requesting funds in their charters.
    2. To advise organizations' treasurers throughout the year.
  5. To work with the Cabinet and the appropriate administrative body to oversee and manage the SGA reserve account.

SECTION 3. CHARTERING

  1. Guidelines
    1. Organizations not consistent with the Smith College Rights Policy on Academic Freedom, the Social Code of Conduct, the Smith College Academic Honor Code, and state, federal, or local laws are not eligible for chartering.
    2. In order to retain active standing, chartered organizations must submit an Organization Recognition Form through the Smith Social Network each year, attend the Transition Conference, sign the Hazing Statue, and submit an End Year Report.
    3. Active, chartered organizations are entitled to:
      1. Go through the budgeting process and receive an allocation from the SAF.
      2. Use of SGA Vans
      3. Up to 600 free photocopies and 50 free prints per year in the Resource Room.
      4. Apply for storage space in the Resource Room.
      5. A Smith College email account for the organization.
      6. Space on the Smith Social Network.
      7. Reserve space on campus.
      8. Use of the Smith College name and logo.
      9. Consideration for funding through the ORC
  2. Procedures
    1. Prior to submitting a new charter to the ORC, students will meet with the vice chair of chartering to review the chartering process and obtain copies of sample charters.
    2. The organization will draft a charter or amend an existing charter and submit it to the vice-chair for chartering. Amendments to existing charters must comply with the Method to Amend article in the organization’s existing charter.
    3. The ORC will review the charter, checking for proper grammar and spelling, consistent language, punctuation, and syntax.
    4. The ORC will check that the charter contains the following sections:
      1. Name
      2. Purpose
      3. Goals (optional)
      4. Membership
      5. Officers and Duties
      6. Election Procedure
      7. Organization Advisor (optional)
      8. Sources of funding
      9. Method to Amend
      10. Method to Impeach Officers
    5. The ORC will check that the charter is consistent with the Smith College Rights Policy on Academic Freedom, the Social Code of Conduct, the Smith College Academic Honor Code, and state, federal and local laws.
    6. The ORC will write recommendations for the charter, and the Vice-Chair of Chartering will meet with the organization to review these recommendations in a timely manner.
    7. The ORC will send the charter to the SGA Senate Rule Committee with the approval of the Vice-Chair of Chartering. The Rules Committee will also review the charter and approve.
    8. Rule Committee will forward the approved charter to Senate who will have two weeks to review the charter: one week to conduct a charter presentation and one week to vote on the charter.
    9. A two-thirds majority vote of the SGA Senate is required to approve a charter or amendments thereto. The organization’s members have the ultimate decision in the content of their charter. It is not the duty of the ORC or the Senate to interfere with the wishes of the organization, so long as those wishes are consistent with ORC, SGA, and Smith College policies.
    10. A new charter or amendments to an existing charter will go into effect directly after approval by the Senate.
    11. New organizations must be in touch with the Office of Student Engagement to get their organization recognized as soon as possible..

SECTION 4. BUDGETING

  1. Guidelines
    1. Organizations not eligible for SAF support include:
      1. Organizations not consistent with the Smith College Rights Policy on Academic Freedom, the Social Code of Conduct, the Smith College Academic Honor Code, and state, federal, or local laws.
      2. Organizations not chartered by the SGA.
      3. Organizations that do not adhere to the mission(s) or purpose(s) stated in their charters
      4. Organizations not recognized for the current budgeting semester with the Office of Student Engagement
    2. Rights and responsibilities of organizations include:
      1. Submitting a budget proposal to the ORC according to the due dates set and advertised for the designated semester
      2. Organizations must attend a budget hearing with ORC members present their case for receiving the amount of money that they are requesting, unless they waive that right to a hearing in writing to the Chair by the deadline for budget hearing sign-ups.
      3. Organizations should be aware that they may be asked by the committee to fundraise a certain amount of their budget.
    3. Rights and responsibilities of the Organization Resource Committee
      1. The ORC is responsible for enforcing all rules and guidelines regarding budgeting and funding procedures.
      2. The ORC shall be responsible for the elimination of bias within its members and the equitable allocation of funding across organizations, without regard to political bent or personal interactions.
      3. The ORC, with the approval of the Senate and the SGA Cabinet, reserves the right to revoke funding for the following academic year for any organization that does not comply with the provisions of its charter or with the ORC funding policies.
      4. The ORC shall have the responsibility of reaching a two-thirds quorum of the voting members of the committee at the occasion of any funding application and 50% plus 1 quorum at the occasion of budget deliberations.
      5. The ORC shall be responsible for auditing the accounts of student organizations to which funds have been allocated once a year.
      6. The ORC shall have the responsibility of revising the training manual each spring, in preparation for the new committee.
  2. Procedures
    1. The Chair shall make available the following documents at budgeting workshops in the fall and spring:
      1. ORC Funding Policies
      2. Budget worksheet
      3. Calendar of deadlines
    2. Each organization will be assigned an ORC Liaison. The liaison will contact the organization and will help the organization check over its budget and prepare for its hearing.
    3. The ORC will hold a budget hearing with each organization seeking a financial allocation.
    4. The ORC will vote upon the allocations and will inform the organization of their decisions.
    5. Unused organizations funds from the fall will roll into the ORC Discretionary account at the end of the fall semester. Half of the organizations’ unused funds will roll into the SGA Undesignated Reserve account and half into the ORC Discretionary account on June 30. Newly allocated monies will be available on July 1 for the fall, the first day of classes in the spring.
  3. Zero-Year Organization Funding
    1. Guidelines
      1. The Zero-Year Organization Fund is a line item in the ORC budget over which the ORC has discretion.
      2. A zero-year organization shall be any organization that has not been chartered for two semesters, including the semester they were chartered in and the following semester.
      3. Organizations must have their charter passed and the Organization Recognition Form turned in to the Office of Student Engagement prior to applying to the fund.
      4. An organization need not apply for funding for a specific event, but may apply for general programming funding.
      5. The maximum amount that an organization may be allocated is $200 a semester.
    2. Procedure
      1. Organizations must apply for these funds through the SGA Universal Funding Application through the Smith Social Network.
      2. The ORC will review the application, reach a decision, and inform the organization of that decision in a timely manner.
      3. The Vice-Chair of Chartering will work with the Chair and the Director of the Office of Student Engagement to ensure that an account is set up at the college in the name of the organization.
  4. ORC Discretionary Funding
    1. Guidelines
      1. Any chartered student organization may apply for funding from the ORC Discretionary Funding Pool with the exception of Music Organizations and Club Sports as determined by the committee. The funding pool will also be utilized in the event that an organization appeals the ORC allocation and is awarded more funding from the appeals board.
      2. Events funded may include on-campus or off-campus events, including 5-College lectures and events to which student organizations may want to contribute. Monies allocated shall not be utilized as capital for fundraising efforts on the part of organizations.
      3. Funding shall be distributed as consistently as possible amongst the organizations that apply.
  5. ORC Equipment Funding
    1. Guidelines
      1. Any chartered organization may apply for funding from the ORC Equipment Fund
      2. Funding requests must be for equipment that will last a minimum of five (5) years.
      3. Funding shall be distributed as consistently as possible amongst the organizations that apply.
    2. Procedures
      1. The ORC shall determine, at the beginning of the year, the amount of monies available in the Student Organization Funding Pool. Of this pool, between 3% and 5% shall be reallocated into the ORC Equipment Funding Pool. Funding may be transferred from the ORC Discretionary Funding Pool to the ORC Equipment Funding Pool by a simple majority of the committee.
      2. Organizations must apply for these funds through the SGA Universal Funding Application through the Smith Social Network.
  6. Presentation of the Student Activities Fee
    1. The ORC, in conjunction with the director of the office of student engagement, shall be responsible for determining the increase of the SAF, based on the rate of inflation, new line items added to the core of the budget, requests from the SGA Cabinet, and the results of the budgeting process earlier that year.
    2. The ORC shall be responsible for educating Senate on the nature of the SAF, giving reasons for the increase, and assisting in the publicity campaign to educate the association at large.
    3. Senate must approve the SAF by a two-thirds majority. Final passage of the SAF is contingent upon a vote by a majority (50%+1) of the students who vote in a special election held in the spring semester before Rally Day.
    4. Should the student body not approve the budget, it will be returned to ORC for revision. The Vice-President of the SGA and the Chair of ORC reserve the right to decide further action. Students wishing to express a position concerning the entire budget may do so by circulating a petition to be presented to the Chair of ORC. This may only be done on occasions when the budget does not pass.
  7. Reallocations
    1. Any funded organization that decides to move more than $25 of funds around within its budget must submit a Reallocation Proposal to the ORC stating the proposed changes.
    2. The ORC will review all Reallocation Requests of Funds.
    3. Approval of the Reallocation Request of Funds will be given to the organization’s Treasurer within one week of the committee’s decision.
  8. Appeals
    1. Any organization wishing to appeal the decision of the Organization Resources Committee must submit a request in writing within five days of notification of the decision.
    2. Grounds for appeal include extreme bias on the part of the ORC or violation of procedure. Appeals shall not be filed based solely on a disagreement with the decision of the ORC. The SGA President shall grant appeals.
    3. An appeals board shall convene to reexamine the decision. The appeals board shall consist of the SGA Vice-President, the ORC Chair, and three of the five Class Presidents, to be appointed by the SGA President. The Director
    4. Any additional monies awarded to organizations in the appeals process shall not decrease the allocation of any other organization. Monies shall, if awarded, come out of the ORC Discretionary Funding Pool. of the Office of Student Engagement shall advise the appeals board.
  9. Audits
    1. The Chair shall distribute the following documents at budgeting workshops in the fall and spring:
      1. ORC Funding Policies
      2. Organization ledger
      3. Sample ledger
      4. Audit report form
    2. Audits of organization accounts shall be conducted by the ORC during the first and second weekends in February.
    3. Audits shall consist of a brief appointment with the Chair and the organization’s liaison to review the organization’s records and ledger.
    4. Organizations’ records shall be evaluated with the audit report form and on a scale from 0-90.
      1. Organizations must score a 60 or higher to pass the audit
      2. Organizations who do not pass the audit will be subject to a monetary penalty, to be determined by the ORC Chair.
  10. Matching Program
    1. Guidelines
      1. The matching program allows organizations with significant debt to work with the ORC to have ½ of their debt cover, up to $4000, by matching funds raised by the organization.
    2. Procedure
      1. Organizations must register for the matching program at any point during the academic year by sending a letter to the Chair of ORC outlining by submitting a matching program application through the social network:
        1. The reason for their debt
        2. Their plan for paying it down and anticipated timeline
        3. How they will be financially accountable in the future to ensure that this does not happen again.
      2. Organizations will hear from the Chair regarding their acceptance into the program
      3. Once the organization has raised their 50% of the debt, they must contact the ORC Chair to have the remaining 50% transferred to their budget.

SECTION 5. GUIDELINES TO THE ALLOCATION OF FUNDING

  1. In reviewing requests for funding, the members of the ORC should take into consideration the following questions:
    1. How much funding has this organization received in the last two year?
    2. What percentage of its allocation has the organization spent in the last two years?
    3. Is the organization in good standing with the Controller’s Office?
    4. Has the organization accrued debt in the past five years? If so, to what extent and by what means has the organization worked to pay off the debt?
    5. How many members does the organization have?
    6. Does the organization sponsor many smaller events or have a few large events?
    7. What sort of history does each event have – is it a new event? Has it been happening each year for many years?
    8. Haw many students and/or individuals will each event reach? How much money has been allocated for publicity?
    9. Does the organization do general programming that reached a large number of students, or internal programming that affects only its members?
    10. How many other organizations will be planning similar events? Can the ORC help these organizations in communication so that more joint events can be held?
  2. Things to remember:
    1. Just because an organizations wants to hold many events doesn’t mean that the ORC can afford to support all of them.
    2. All organizations must be given an opportunity to hold events.
    3. All organizations that contribute to diversity at Smith should be supported.

Article VI. Academic Honor Board

SECTION 1. MEMBERS

The Academic Honor Board shall consist of:

  1. The chair;
    1. The student shall be a senior except if vacated and filled by the secretary of the board.
    2. The student shall preside over the board.
    3. The student shall have served as secretary the previous year.
    4. The student shall be in good academic and honor board standing.
    5. The student shall receive all reports of alleged violation of the honor code.
    6. In conjunction with the Dean of the College, the student shall be responsible for the introduction of the Academic Honor System to the new students.
    7. In the event that the office of chair is vacated, it shall be filled by the secretary of the board.
    8. The secretary of the board shall preside in the absence of the chair.
    9. The student shall sit on cabinet.
  2. The secretary;
    1. The student shall be a junior.
    2. The student shall be elected in the spring all-college election of her sophomore year.
    3. The student shall be in good academic and honor board standing.
    4. The student shall record the minutes.
    5. The student shall serve as chair her senior year.
    6. In the event that the secretary cannot attend a meeting, notes shall be taken by one of the student representatives.
    7. In the event that the office of secretary is vacated, another all-college election shall be held as soon as possible.
  3. One representative each from the sophomore, junior, and senior classes, and from the Ada Comstock Scholars class;
    1. They shall be self-nominated from the association at large.
    2. They shall be appointed by the Committee on Elections and Appointments.
    3. They shall be in good academic and honor board standing.
  4. Three members of the faculty;
    1. They shall be appointed by the president of the college, or his or her designee, for a one- or two-year term.
  5. The dean of the college;
  6. The dean of the class of the person called before the board shall serve as a non-voting member.

SECTION 2. DUTIES AND POWERS

  1. To provide a safe and confidential environment for students to feel comfortable to report suspected infractions.
  2. To promote individual effort through academic honesty and intellectual integrity.
  3. To oversee and enforce the Academic Honor Code on campus.
  4. To educate students on issues of academic honesty.
  5. To disseminate information to the community regarding current academic regulations.
  6. To prescribe actions in cases of honor code violations by assigning penalties appropriate to the action.

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