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BYLAWS TO THE STUDENT GOVERNMENT ASSOCIATION CONSTITUTION

Articles VIII-IX

Article VIII. Committee on Elections and Appointments

SECTION 1. MEMBERS

  1. The chair;
    1. The student shall call and preside over all meetings of the committee.
    2. The student shall receive all nominations for SGA offices, class offices, and select committee positions.
    3. In the event that the office of chair of the Committee on Elections and Appointments is vacated, it shall be filled, for the remainder of the term, by the vice-chair.
    4. The student shall be elected in the spring all-college election. The student shall have been a member of the Committee on Elections and Appointments for no less than one semester prior to the election.
    5. The student shall sit on cabinet as a voting member.
    6. The term shall begin at the cabinet meeting following the election. It shall end at the cabinet meeting following the successor's election.
    7. The chair may run for and be elected to the same office for more than one term.  However, the student may not run in the spring elections for an all-college position while chair.
  2. The vice chair;
    1. The student shall be elected by the committee, from its membership, at the first meeting of the committee.
    2. The student shall assist the chair in orchestrating and conducting all-college elections.
    3. The student shall sit on senate as a non-voting member.
    4. The student shall assist the chair in the scheduling and preparation for fall and spring appointments.
    5. In the event that the office of vice-chair is vacated, it shall be filled for the remainder of the term, by a member of the committee, elected by a simple majority of the committee.
  3. The secretary;
    1. The student shall record all minutes of official Committee on Elections and Appointments meetings.
    2. The student shall be elected by a simple majority of the committee.
    3. In the event that the office of secretary is vacated, it shall be filled, for the remainder of the term, by a member of the committee, elected by a simple majority of the committee
  4. Two to three additional members to be chosen by the senate from its membership and from the association at large. The number of the additional members elected shall be determined by the Committee on Elections and Appointments chair prior to elections.

SECTION 2. DUTIES AND POWERS

  1. The committee shall establish and publicize the election timeline at least two (2) months in advance.
  2. The committee shall supervise all-college and class elections, and supervise the balloting on an all-college referendum.
  3. The committee shall appoint students to positions as listed in the bylaws or requested by the administration or SGA.
  4. The committee shall appoint or elect students, as decided, to ad hoc or newly formed committees.
  5. The committee shall act according to their guidelines as approved by the senate.
  6. The committee shall be responsible for coordinating campus-wide voter registration and get-out-the-vote efforts.

SECTION 3. CAMPAIGN GUIDELINES

Campaigning includes any activity promoting a candidate for the position the student is seeking. This can be done by the candidate or any person on candidate’s behalf. Please note that all candidates are fully responsible for any campaigning performed on their behalf, even if it is unbeknownst to them.

SECTION 4. SANCTIONED CAMPAIGNING

  1. Banners, chalking, Facebook, Twitter, Tumblr, any Internet website, and public announcements are examples of sanctioned campaigning.
  2. Any form of sanctioned campaigning is optional.
    1. Any questions regarding what is considered sanctioned or not must go through the Elections and Appointments Committee Chair.
  3. Each candidate is allowed the creation of one banner, which will be hung in the Campus Center.
    1. Only the Campus Center Staff shall hang them.
    2. No banners shall be allowed to hang on or within any other Smith College campus building.  If they are found, they will be removed immediately and a strike will be given to the respective candidate.
    3. Banners can be obtained at the Student Organization Development Space (CC 203).
    4. Banners must not be longer than 8 feet long.  This includes the 1 foot of empty space at the top, which will be used for hanging purposes.
      1. Banners must be decorated portrait style (not landscape) due to the manner in which they will be hung in the Campus Center.
      2. Nothing may be attached to the bottom of the banner and glitter is strictly prohibited.
    5. The SGA Office Manager or a student worker in the SGA office must approve banners prior to their hanging.
      1. It is not guaranteed that the candidate’s banner will be hung due to limited space in the Campus Center.
      2. Uncontested positions will have lowest priority; All-Campus SGA positions will have highest.
    6. Collaboration with other candidates on banners is permitted (i.e. running mates). However, they will be limited to one banner.
  4. Email campaigning in any manner is not permitted.
    1. If an email is sent, a strike will be given to the respective candidate.
    2. One-on-one real time conversations are highly encouraged.
  5. Electronic Campaigning.
    1. Campaigning within online forums and social networking sites, such as Facebook, Twitter, Tumblr, is permitted.
      1. All candidates and those who are campaigning on the candidate’s behalf must sign their name to every advertisement and conversation (i.e. every post on Facebook).
    2. Every Facebook post, page, and photo must have a tag to the Elections and Appointments page.
  6. Chalking is permitted.  All chalking must be consistent with the Smith College policy on chalking.
    1. All chalking is ONLY allowed on asphalt sidewalks.
    2. No chalking is to be done on brick surfaces, stairs leading to buildings, or the buildings themselves.
    3. All chalking must be signed in accordance to the Student Handbook rules.
    4. This is in accordance with the Smith College Chalking Policy, and failure to comply will result in immediate disqualification.
  7. Debates and coffee hours (independent of the SGA sponsorship) can be held at the discretion of the candidates, but are subject to the approval of the Elections and Appointments Committee Chair.
    1. This includes all house teas, organization meetings and any other campus events or gatherings at which the main focus will be on the candidate.
    2. The Elections and Appointments Committee must be notified of attendance at said meetings.  Failing to comply will result in a strike.
  8. Campaigning is strictly prohibited from taking place inside any campus computer lab or library.
  9. It is the responsibility of the candidate to remove all campaign material once elections are over.
  10. Non-Sanctioned campaigning materials include the following: table tents, mailbox stuffers, etc. Fliers are only permitted on public boards.

SECTION 5. CAMPAIGN FINANCES

  1. Campaign Budget Forms
    1. Candidates must pick up a campaign budget form during the MANDATORY Candidates’ Meeting.  This meeting will be scheduled by the Elections and Appointments Committee.  Attendance is mandatory; the candidate must send a proxy if there is a conflict.
    2. The budget form must be completed and returned to the SGA office with all receipts by the date and time set by the Elections and Appointments Committee.  Budgets must be dated, timed and initialed by the SGA Office Manager or a student worker.  
      1. Late budgets or receipts will not be accepted.
      2. Budgets are not to be put in the mailboxes of any member of the Elections and Appointments Committee; they must be handed in personally to the SGA Office.
    3. Candidates do not need to include taxes on their budget forms.
    4. Budgets received late or not received at all will result in the disqualification of the candidate.
    5. Any and all problems with budgets shall be resolved before campaigning begins.
      1. The Elections and Appointments Committee will email and phone each candidate with any potential problems.  The candidate has 24 hours to resolve the issue with the Elections and Appointments Committee.  
      2. If the candidate fails to return the committee’s emails or phone calls, the candidate will be disqualified and removed from the ballot.
    6. Every candidate MUST submit a budget form, even if campaigning materials are not purchased.  This shall include a list of every item planned for use and from where it was obtained.
  2. Campaign Materials and Monetary Limit
    1. All supply purchases must be recorded and documented with proof of a valid receipt.
    2. There is a $10 limit for ALL candidates
      1. If a candidate exceeds the budget, the Elections and Appointments Committee reserves the right to confiscate those items that went over budget.  Choice of items is at the discretion of the Elections and Appointments Committee.
    3. Candidates will not be reimbursed by the SGA for campaign purchases.
  3. Donations
    1. Donations are allowed to the monetary limit of $10.
    2. Donations includes any items taken or borrowed from houses, acquaintances, family, or Org offices, etc.
    3. All donations must be noted on the campaign budget form and turned in at the proper time.
    4. Candidates must provide proper price quotes for all donations.
  4. All budget forms shall be approved by the Elections and Appointments Committee prior to the start of campaigning

SECTION 6. WRITE-IN CANDIDATES

  1. A write-in candidate is defined as someone whose name does not appear on the official ballot, but may still be elected.
    1. Write-in candidates are subject to all Elections and Appointments guidelines regarding campaigning, especially “word of mouth” campaigning (phone, email, etc.).
    2. Write-in candidates may not make a banner or use any other form of sanctioned campaigning.
    3. In order for a write-in ballot to be counted, the position must be a contested one with at least two official candidates (i.e. approved candidates).
  2. Violation of any one of these regulations will result in the nullification of all votes cast for a write-in candidate.

SECTION 7. RUNOFF ELECTIONS

  1. A runoff election shall take place within the week following the release of the official results from the Elections and Appointments Committee.
    1. Runoff elections shall take place in the event of a tie or when the Elections and Appointments Committee deems it necessary due to extenuating circumstances (i.e. campaign slander, the unexpected drop out of a candidate).
    2. No form of campaigning will be allowed for a runoff election; the student body shall be notified by the SGA of the new election.
      1. The position(s) for which the student body shall vote will be included in said email.
    3. As no campaigning is allowed, no budget forms shall be required for candidates.
  2. The polls for the runoff election shall be open from 9AM-9PM of one day.
  3. This timeline is at the discretion of the Elections and Appointments Committee.

SECTION 8. HONOR CODE AND RESPONSIBILITY

  1. It is the responsibility of each candidate to see that they run a fair and honest campaign.
  2. A serious breach of election rules can result in a College Judicial Board referral.
  3. A student may not run for or hold an elected position while on Academic Probation.

SECTION 9. FAILURE TO COMPLY

  1. Failure to attend the mandatory candidates’ meeting, or to send a proxy in the event of a candidate’s absence, will result in the disqualification of the candidate.
  2. Failure to comply with any campaign regulations as stated in these guidelines will result in a strike from the Elections and Appointments Committee in the form of an email.  
  3. The Elections and Appointments Committee must be notified of all campaigning violations throughout the campaigning and voting period.  Subsequent action is at the discretion of the Elections and Appointments Committee.

SECTION 10. PROXIES

  1. Proxies are only allowed in the event that the candidate is running from abroad.
  2. Proxies are subject to all rules and regulations regarding campaigning; the proxy is fully responsible for the respective candidate’s campaign.
    1. In essence, the proxy and the candidate are one and the same during campaigning.  Any violations from either end will result in the same consequences as any other candidate.

SECTION 11. STRIKE SYSTEM

  1. Strikes are to be given out at the discretion of the Elections and Appointments Committee, in the event campaign violations.
  2. Candidate will be notified of strikes via email.  Only three strikes will be given.  In the event of a third strike, the candidate will be disqualified.  Strikes cannot be disputed, unless they result in the disqualification of the candidate.  In the event of a disqualification, an appeal may be filed if the candidate sees fit.
    1. If a disqualified candidate is reinstated via the Board of Appeals, then upon their first strike, they shall be disqualified indefinitely.
  3. The strike system does not apply to breaches of Smith College Policy, as outlined above.

SECTION 12. APPEALS

  1. If a candidate has reason and just cause to believe that they have been disqualified unfairly, the student may submit a written statement to that effect to the Elections and Appointments Committee within 24 hours of the notification of the disqualification.
    1. The Elections and Appointments Committee will meet within 24 hours of the receipt of said statement to review and reconsider the case in question.
  2. If the Committee cannot come to a decision, or if the candidate wishes to make a second appeal, a SGA Board of Appeals, convened for this purpose, will hear the case. The Board shall consist of the SGA President, SGA Vice-President, SGA Secretary, SGA Treasurer, the Judicial Board Chair, and the Chair and Vice-Chair of the Elections and Appointments Committee.
    1. If any of the above mentioned members of the Board of Appeals was a candidate during the elections, the student will be excluded from the proceedings of the Board.
    2. The decision of the SGA Board of Appeals is final.

SECTION 13. RECOUNTS

  1. A candidate may request a recount from the time at which the results are posted until 5PM the next day.
    1. Any candidate who requests a recount must submit a written explanation of their reason(s) for doing so to the Elections and Appointments Committee at the time the request is made.
    2. The Elections and Appointments committee will meet within 48 hours of receipt of the request to determine, if in fact, a recount is warranted.
  2. If the Elections and Appointments Committee then determines the need for a recount, they will have an additional 48 hours to conduct.  
  3. In the event of a recount, an unbiased third party shall be present.
    1. This third party shall be a College Administrator (i.e. a Dean or advisor).

SECTION 14. DISCLAIMER

The Elections and Appointments Committee, as well as the Smith College Student Government Association, cannot be held responsible for any slander or libel that occurs during campaigning.  It is expected that all participants be acting within the Smith College Honor Code.  There will be no action taken for any accusations of such occurrence.  

Article IX. Class Cabinets

SECTION 1. CLASS ELECTIONS

Each class must elect at least the following positions to sit on class cabinet. The senior, junior, sophomore, and Ada Comstock Scholar class officers shall be elected in the spring semester.  The first-year class officers shall be elected in the fall. They may run for and hold an office only for a class of which they are a member. The first-year class president shall become acting president of the incoming first-year class following her term as president. Candidates for class office shall be self-nominated. A class officer may run for and be elected to the same office for more than one term. However, the terms may not be consecutive.

SECTION 2. DUTIES AND POWERS OF OFFICERS

  1. Senior class president;
    1. The student shall be responsible for maintaining communication within the senior class, especially through regular meetings with the class representatives.
    2. The student shall act as a liaison between the SGA, the administration, and the senior class.
    3. The student shall sit on the cabinet and chair the board of presidents. The student shall call meetings of this board no less than once a month and as needed.
    4. The student shall organize class events and fund-raisers.
    5. The student shall sit on various committees including but not limited to the Committee on Honorary Degrees, the Senior Appreciation Program Committee, the Rally Day Committee, the Smith Ring Committee, and Commencement Committee.
    6. The student shall be responsible for planning senior ball, senior week and other related activities with the senior class cabinet.
    7. The student shall be responsible for certain duties pertaining to commencement weekend.
    8. The student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    9. The term shall begin at the cabinet meeting following election. The term shall end at the conclusion of the commencement activities.
    10. Upon graduation, the student shall serve as the Class President for the Alumnae Association of Smith College for five years.
    11. In the event that the office of president is vacated, it shall be filled by the vice president.
  2. Junior class president;
    1. The student shall be responsible for maintaining communication within the junior class.
    2. The student shall act as a liaison between the SGA, the administration, and the junior class.
    3. The student shall sit on the cabinet and the board of presidents.
    4. The student shall organize class events and fund-raisers.
    5. The student shall sit on various committees, including but not limited to the Committee on Honorary Degrees, the Smith Ring Committee, and the Rally Day Committee.
    6. The student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    7. The term shall begin at the cabinet meeting following election. It shall end at the cabinet meeting following the successor's election. The student shall be available for counsel to the successor for the remainder of the academic year.
    8. In the event that the office of president is vacated, it shall be filled by the vice president.
  3. Sophomore class president;
    1. The student shall be responsible for maintaining communication within the sophomore class, especially through regular meetings with the class representatives.
    2. The student shall act as a liaison between the SGA, the administration, and the sophomore class.
    3. The student shall sit on the cabinet and the board of presidents.
    4. The student shall organize class events and fund-raisers.
    5. The student shall sit on various committees, including but not limited to the Smith Ring Committee and the Rally Day Committee.
    6. The term shall begin at the cabinet meeting following the election. It shall end at the cabinet meeting following the successor's election. The student shall be available for counsel to the successor for the remainder of the academic year.
    7. The student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    8. In the event that the office of president is vacated, it shall be filled by the vice president.
  4. First-year class president;
    1. The student shall be responsible for maintaining communication within the first-year class.
    2. The student shall act as a liaison between the SGA, the administration, and the first-year class.
    3. The student shall sit on the cabinet and the board of presidents.
    4. The student shall organize class events and fund-raisers.
    5. The student shall sit on the Rally Day Committee
    6. The student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    7. The term shall begin at the cabinet meeting following the election. It shall end when the student assumes responsibilities for acting first-year class president. The student shall be available for counsel to the successor for the remainder of the semester.
    8. In the event that the office of president is vacated, it shall be filled by the vice president.
  5. Acting first-year class president;
    1. The student shall represent the incoming first-year class as class president on cabinet.
    2. The student shall assist in the organization of activities relating to the incoming class.
    3. The student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    4. The student shall work with the assistant dean of students and be responsible for all duties of the first-year class president until the Sunday following the election of the first-year class president.  The student shall reach out to and be available to help the new first-year class once the first-year class president is elected.
  6. Ada Comstock Scholars class (Co-) president(s);
    1. Ada Comstock Scholar presidential candidates may choose to run for election as an individual or as pairs.
    2. They/the student must have held a prior position on the class cabinet prior to running for president.
    3. They/the student shall be responsible for maintaining communication with the Ada Comstock Scholar class.
    4. They/the student shall act as a liaison between the SGA, the administration, the Ada Comstock Scholar class and the Ada Comstock Scholar Office.
    5. They/the student shall sit on the board of presidents. One Ada Comstock Scholar president shall sit on the cabinet.
    6. They/the student shall oversee class events and fund-raisers.
    7. They/the student shall sit on the Rally Day Committee.
    8. They/the student shall keep a record of class events, finances, fundraising, calendar and any other relevant materials to be submitted to their successor once their term is over.
    9. Their/the student’s term shall begin at the cabinet meeting following election. Their/the student’s term shall end at the cabinet meeting following the successor's election. They/the student shall be available for counsel to the successor(s) for the remainder of the semester.
    10. In the event that the office of president is vacated, it shall be filled by the vice president.
  7. Class vice president;
    1. The student shall be responsible for maintaining communication with their class via the class website and meetings with class representatives, in conjunction with the class secretary.
    2. The student shall be a senator for the duration of the term and shall provide weekly minutes of the Senate meetings to their class cabinet.
    3. If the class decides to hold meetings with the class representatives, the student shall call, preside over and, in conjunction with the class president, set the agenda for class representative meetings.
    4. The Ada Comstock Scholar class cabinet shall be able to appoint a replacement for the Ada Comstock Scholar class senator if the vice president cannot fulfill the responsibilities of being a senator.
    5. The student shall fill the office of president if it is vacated.
    6. An Ada Comstock Scholar vice-presidential candidate shall complete one full semester prior to running for the election.
    7. Upon graduation, the senior class vice president shall serve as the Class Vice President for the Alumnae Association of Smith College for five years.
    8. In the event that the office of vice president is vacated, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.
  8. Class treasurer;
    1. The student shall be in charge of the finances for the appropriate class.
    2. Upon graduation, the senior class treasurer shall serve as the Class Treasurer for the Alumnae Association of Smith College for five years.
    3. In the event that the office of treasurer is vacated, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.
  9. Class secretary;
    1. The student shall record minutes of the class cabinet and of the class representative meetings if they occur.
    2. The student shall handle the correspondence of the cabinet such as class e-mail and maintenance of the class website, in conjunction with the vice president.
    3. Upon graduation, the senior class secretary shall serve as the Class Secretary for the Alumnae Association of Smith College for five years.
    4. In the event that the office of secretary is vacated, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.
  10. Class historian;
    1. The student shall keep pictorial and written records of class events.
    2. The student shall submit at least 3 items (pictures, articles, memorabilia, etc.) to the Smith College Archives each month.
    3. The student shall be responsible for publicity of class events.
    4. In the event that the office of historian is vacated, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.
  11. Class social chair;
    1. The student shall help with the promotion and organization of class social activities for the college archives.
    2. In the event that the office of social chair is vacated, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.
  12. Class representatives;
    1. One class representative shall be elected for every house or house complex, as defined in each house’s constitution.  If a house has more than 20 students of a certain class, then they may choose to elect an additional class representative.  If houses have few of a certain class, then they may choose to coordinate responsibilities between two and three houses.
    2. The student shall have certain responsibilities including but not limited to maintaining communication between the class cabinet and the classmates in their house, attending class meetings, and volunteering at class events.
    3. In the event that one of the class officer positions is vacated, with the exception of the class president, it shall be filled by a student, who shall be self-nominated and elected by a simple majority of the class representatives.

SECTION 3. BOARD OF PRESIDENTS

The board of presidents is composed of the presidents of the senior, junior, sophomore, first-year, and Ada Comstock Scholar classes. The senior class president shall be responsible for coordinating regular meetings of the board of presidents at least once a month. The board shall work as a forum for exchange of information among the class presidents.

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