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BYLAWS TO THE STUDENT GOVERNMENT ASSOCIATION CONSTITUTION

Full Text of the Bylaws

PREAMBLE

The Bylaws to the SGA Constitution, from their inception, included feminine pronouns in officer descriptions and duties. In the spring of 2003, the student body voted to replace the pronoun “she” with the phrase “the student.” This decision was made in order to create language in the Bylaws that was more inclusive of Smith’s dynamic student population, which includes a number of students who do not identify with the pronoun “she.” The SGA recognizes and respects Smith’s long history of cultivating leadership skills in women, and continues to work to be an empowering source for developing woman leaders. The SGA and the student body remain strong in their commitment to the tenets upon which Smith College was founded, including the goals of women in leadership and the continuing education of individuals who struggle with gender oppression.

Article I. Cabinet

SECTION 1. MEMBERS

  1. The president of the SGA;
    1. The student shall be the president-elect, a rising senior, and elected in a spring all-college election for a term of one year and not subject to re-election.
    2. The term shall begin at the cabinet meeting following the regular spring election. It shall end at the cabinet meeting following the regular spring elections the following academic year. The student shall be available for counsel to the successor for the remainder of the academic year.
    3. The student shall call, create an agenda for, and preside over all meetings of the cabinet. The agenda shall be distributed to all members of cabinet before the meeting.
    4. The student shall not have a vote in any cabinet meetings except in the case of a tie.
    5. The student shall be responsible for receiving petitions and requests from the student body and directing questions to the appropriate student or administrative body for action.
    6. The student shall be responsible for maintaining regular communications between the administration and the student body.
    7. At least once a semester, the student shall call for reports from the students on college and cabinet committees, and shall conduct investigations or surveys on issues that become necessary.
    8. The student shall sit on college and ad hoc committees at the discretion of the president of the college.
    9. The student shall sit on the Five College Student Coordinating Board.
    10. The student shall attend senate meetings.
    11. The student shall meet weekly with the director of the office of student engagement and as necessary with the president of the college, the dean of the college, the dean of student affairs, and other members of the college community.
    12. Upon graduation, the student shall serve on the Board of Trustees for two years.
    13. In the event that the office of president is vacated, it shall be filled, for the remainder of the term, by the vice-president of the SGA.
  2. The vice-president of the SGA; [See Article II]
  3. The secretary of the SGA;
    1. The student shall be a rising sophomore, elected in the spring all-college election for a term of one year.
    2. 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.
    3. The student shall record minutes of cabinet meetings and make them available on the SGA webpage.
      1. The student shall be responsible for documenting and maintaining SGA cabinet meeting attendance policies.
    4. The student shall handle the correspondence of the cabinet.
    5. The student shall be responsible for cabinet publicity.
      1. The student shall maintain public SGA bulletin boards. This can be in accordance with the help of the SGA Office Manager and Student Resource Center.
      2. The student may choose to publish SGA news and publicize events through a newsletter, established relationship with the Smith Sophian, and other forms of social networks, i.e. Facebook, the SGA website on the Smith College SGA page and Smith Social Network, Twitter, and Tumblr.
      3. The student may also form a committee of senators to aid with maintaining SGA's visibility both on and off campus.
    6. The student shall be responsible for coordinating and maintaining 7 Sisters Coalition relationships and is a member of the 7 Sisters Coalition Coordinating Board.
    7. The student shall be responsible for accompanying the SGA president to the Five-College Student Coordinating Board meetings and is an active member of the Five-College Student Coordinating Board.
    8. In the event that the office of treasurer is vacated, the student will take on the duties of treasurer along with their secretarial duties, until a new treasurer is elected.
    9. In the event that the office of secretary of the cabinet is vacated, it shall be filled, for the remainder of the term, by a member of the association, elected by a simple majority of the senate.
  4. The treasurer of the SGA; [See Article V]
  5. The chair of the House Presidents' Association; [See Article III]
  6. The chair of the Academic Honor Board; [See Article VII]
  7. The chair of the College Conduct Board; [See Article VIII]
  8. The senior class president; [See Article X]
  9. The junior class president; [See Article X]
  10. The sophomore class president; [See Article X]
  11. The first-year class president; [See Article X]
  12. An Ada Comstock Scholars co-president; [See Article X]

SECTION 2. DUTIES AND POWERS

  1. The cabinet shall meet weekly.
  2. At cabinet meetings, all members, except for the SGA President in the case of a tie, shall have a vote.
  3. A quorum shall consist of two-thirds of the voting members of the cabinet. A quorum must be present to conduct any vote.
  4. All proceedings of the cabinet shall be confidential as deemed necessary.
  5. All cabinet agendas must be presented to all members of the cabinet prior to all cabinet meetings. This will ensure that all members of cabinet are aware of any proceedings so that they may request to be added to the agenda if necessary.
  6. All cabinet minutes shall be distributed to all members of the cabinet.
  7. A weekly written report based upon the minutes must be produced and distributed to the senate, and shall be available in the SGA office.
  8. The cabinet shall consider any question referred to it by the administration, any committee of the senate, organizations, or members of the student body, and shall refer pertinent issues to the senate for legislation, and to the administration for policy resolution.
  9. The cabinet shall allocate money to support events, groups, and individuals who are benefiting the Smith College community.
  10. The cabinet shall appoint qualified students to ad hoc and college committees.
  11. The cabinet shall ensure the financial stability of the SGA. With the ORC and the appropriate administrative body, it shall manage and oversee the SGA reserve account.
  12. All cabinet members shall return to campus approximately five to seven days prior to opening convocation to participate in an orientation and training program.

Article II. Senate

SECTION 1. MEMBERS

  1. The vice president of the SGA;
    1. The student shall be a rising junior or senior elected in the spring all-college election for a term of one year and not subject to re-election.
    2. The student shall have been a senator for a minimum of two semesters prior to the election.
    3. The term shall begin at the cabinet meeting following the election. The term 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.
    4. The student shall call, preside over, and set the agenda for all senate meetings.
    5. The student shall be available to meet weekly with the director of the office of student engagement or an alternate member of the administration designated by the dean of the college.
    6. The student shall give a weekly update on cabinet activities at senate.
    7. The student shall have a vote in the senate in the case of a tie.
    8. At the student’s discretion, the student shall call for reports from students on all-college and senate committees and shall conduct any investigations or surveys on issues that become necessary.
    9. The student shall sit on college and ad hoc committees at the discretion of the president of the college.
    10. The student shall fill the office of president of the SGA if it is vacated.
    11. In the event that the office of vice president of the SGA is vacated, it shall be filled for the remainder of the term by a member of the senate who shall be self-nominated and elected by a simple majority of its membership. The student must have been a senator for at least one full semester and must have attended Smith College for at least two semesters.
    12. The student shall sit on cabinet.
  2. The secretary of the SGA [See Article I]
  3. The parliamentarian of the student senate;
    1. The student shall be elected in the spring by a simple majority of the outgoing senate. The student may run for and be elected for the parliamentarian of the senate for up to two terms.
    2. The student shall have served as a senator for a minimum of one semester prior to election.
    3. The term shall begin at the senate meeting following election. The term shall end immediately prior to the senate meeting following the successor's election. The student shall be available for counsel to the successor for the remainder of the academic year.
    4. The student shall be a non-voting member of the senate.
    5. The student shall be available to the vice president and the members of senate for consultation regarding matters of parliamentary procedure.
    6. The student shall make known to the vice president or the senate any improper procedures that interfere with the rights of any individual or group.
    7. The student shall preside as chair of the Rules Committee [see Article X].
    8. In the event that the office of parliamentarian is vacated it shall be filled by a member of the current senate who shall be self-nominated and elected by a simple majority of the senate membership.
    9. The student shall preside over the senate in the temporary absence of the chair of senate.
  4. Senators
    1. Senate will consist of the following members:
      1. Area senators;
        1. One senator from each class year shall be elected from every area of campus, as defined below. Senators shall also be elected as special representatives for Ada Comstock scholars, commuter students, and transfer students.
        2. Areas shall be defined as the following: Green Street, Center Campus, East Quad, West Quad, Upper Elm Street, and Lower Elm Street. Areas may be redrawn at the discretion of the senate in order to maintain an approximately equal number of students in each area.   
        3. Area senators to represent rising sophomore, junior, and senior classes shall be elected by a majority vote during the spring all-campus elections. The area senator to represent the first-year class shall be elected by a majority vote during the Fall all-campus elections.
        4. One senator shall be elected to represent the Ada Comstock Scholars for every 50 Ada Comstock Scholars, rounding up to the nearest 50. These representatives shall be elected by a simple majority of Ada Comstock scholars in a venue to be decided by the Ada Comstock president.
        5. One senator shall be elected to represent incoming transfer students for every 50 incoming transfer students, rounding up to the nearest 50, in the Fall all-college election.
        6. One senator shall be elected to represent commuter students for every 50 commuter students, rounding up to the nearest 50, in the Fall all-college election.
        7. In the event that a senatorial office is vacated, it shall be filled, for the remainder of the term, through an election within the vacating senator's area.
      2. Class vice presidents;
        1. The vice president of each of the five classes within the association (first-year, sophomore, junior, senior, and Ada Comstock Scholars) shall serve as voting members of the senate.
        2. It will be the responsibility of the vice presidents to confer regularly with their respective class presidents, class cabinets, and constituents as to issues brought before the senate.
        3. The senate term of the vice presidents shall be equal to that of their vice presidential term.
      3. Representatives from cabinet organizations;
        1. Each organization or committee represented in the cabinet, namely, Academic Honor Board, College Conduct Board, Committee on Elections and Appointments, Curriculum Committee, Organization Resources Committee, and Sustainability Committee, shall have at least one member of their organization or committee as a voting member of senate. If at least one member of their organization or committee is not already a voting member of senate, they must elect one of their members to be a voting member of senate.
        2. The House Presidents' Association is encouraged but not obligated to elect a voting member of senate from among their membership.
        3. In the event that a representative from a cabinet organization is unable to fulfill their duties as a senator, a replacement may be elected through their respective organization.
    2. Non-voting members;
      1. All members of the association shall be non-voting members of the senate. All are encouraged to attend senate meetings and/or confer with their respective senators.
    3. The chair of the Committee on Elections and Appointments [See Article IX]
    4. The chair of the Curriculum Committee [See Article IV]
    5. The chair of the Social Justice and Equity Committee [See Article XII]
    6. The chair of the Sustainability Committee [See Article XIII]
    7. The chair of the Student Life Committee [See Article XIV]
    8. The vice chair of chartering of the Organization Resources Committee [See Article V]
    9. The following individuals are encouraged to attend senate meetings on a regular basis:
      1. Representatives of chartered organizations;
      2. Cabinet members;
      3. Coordinator of house events;
      4. Head(s) of Student Academic Advisers;
      5. Representatives from Unity House.

SECTION 2. DUTIES AND POWERS

  1. The senate shall meet weekly and be open to all students.
  2. The senate shall enact legislation within the framework of the Grant of Powers. All pieces of legislation must be made public to the senators and their constituents at least one week before the vote is conducted.
  3. It shall consider suggestions referred to it by the cabinet, by any senate member or any committee of the senate, or by any member of the association.
  4. It shall elect committees (ad hoc or permanent) for purposes of investigating suggestions or recommendations presented to it by any member of the association. These committees shall report to the senate at the discretion of the chair on the results of their investigations or activities and shall submit written reports as requested.
  5. The Senate has the power to endorse and create resolutions to be passed on to the appropriate administrators. These resolutions will be passed through a two-thirds majority of the Senate and must have the endorsement of at least one member of the SGA Cabinet.
  6. All voting members shall sit on all-college, standing, and ad hoc committees. Senators and members of the association shall fill committee positions.
  7. The senate shall inform students about the activities of the SGA through its members and affiliates.
  8. Any organization that desires to receive support from the student activities fee (SAF) must be approved by the senate. Any organization whose charter has been accepted by a two-thirds majority of the senate shall be considered chartered.
  9. The senate shall review and approve the budget proposed by the ORC before the SAF is submitted to the SGA for approval.
  10. The cabinet and senate shall confer together as needed to keep each other informed of their respective activities. They may ask any student group to meet with them to report its activities.

SECTION 3. MEETINGS

  1. All senate meetings shall be open to all members of the association. Minutes shall be posted online on the SGA website.
  2. All senate meetings shall reserve time for any member(s) of the association to voice any concerns or announcements.
  3. All senate committees have the right to report their activities to senate at any senate meeting.
  4. All people or groups requesting to be placed on the agenda must contact the chair at least forty-eight hours in advance.
  5. The senate shall meet once a week.
  6. Quorum must be met in order to vote on any issue at a senate meeting. Quorum shall consist of two-thirds of the voting members of the senate.
  7. Attendance at senate meetings shall be mandatory for all senators. Senators may miss up to two meetings per semester provided that they have been granted approval to be excused by the chair of the senate. After two unexcused absences in a given semester, the senator shall be replaced through a reelection in the appropriate house or organization. Such an election is subject to approval by the Committee on Elections and Appointments. Excused absences are to be decided at the discretion of the chair of the senate. Emergency situations will be decided on a case-by-case basis.

Article III. House Presidents' Association

SECTION 1. MEMBERS

The House Presidents' Association shall consist of;

  1. The chair;
    1. The student shall be elected from among the membership of the House Presidents' Association.
    2. The student shall serve for one year. The student may run for and be elected to the office for no more than two terms.
  2. The vice chair;
    1. The student shall be elected from among the membership of the House Presidents' Association.
    2. The student shall record minutes from the meeting.
    3. The student shall conduct meetings in the absence of the chair.
  3. All house presidents duly elected by their respective houses.

SECTION 2. DUTIES AND POWERS

  1. Meetings of the house presidents shall be held twice a month for the purposes of discussing concerns relating to the functioning of the houses.
  2. House presidents as a group shall recommend measures for consideration and action by the college committee dealing with community policy.
  3. House presidents shall act as an avenue of communication between the administration and the houses on matters of residence at Smith College.
  4. House presidents shall consider problems and questions referred to that group by the administration, individual houses, or students.
  5. On occasion, the body of house presidents may be called upon to transmit information from other organizations to the members of the houses or to conduct elections, referendums, or surveys as requested by the cabinet or the senate.
  6. All house presidents shall return to campus approximately seven to ten days prior to opening convocation to participate in an orientation and training program.

Article IV. Curriculum Committee

SECTION 1. MEMBERS

The Curriculum Committee shall consist of;

  1. The chair;
    1. The student shall be elected in the spring all-college election for a term of one year. The student shall have been a member of the Curriculum Committee for at least one year.
    2. The student's term shall begin at the cabinet meeting following the election. The term shall end at the cabinet meeting following the successor's election.
    3. The student shall sit on Senate.
    4. The chair shall meet regularly with college faculty and administrators including meeting regularly with the Provost, attending Faculty meetings, and sitting on the Policy Subcommittee of the Committee on Academic Priorities.
    5. The student shall set the agenda and preside over meetings of the Curriculum Committee.
    6. In the event the office of chair of the Curriculum Committee is vacated, it shall be filled by the vice-chair of the Curriculum Committee.
    7. In the event that no chair is elected in Spring campus-wide elections or the seat is vacated prior to fall elections, an interim chair shall be elected from within the committee’s membership to serve until a new chair can be elected.
  2. The vice chair;
    1. The student shall be a member of the Curriculum Committee, elected in the fall from the committee's membership for a term of one year.
    2. The vice chair shall attend administrative meetings with the chair and shall help advise the chair on the priorities and proceedings of the committee.
  3. The secretary:
    1. The student shall be responsible for all correspondence and minutes of the Curriculum Committee, and shall be responsible for ensuring records and documents related to the work of the committee are saved digitally for access by future committees.
  4. The Ada vice-president or an appointee from the Ada Comstock Scholars class.
  5. The Chair of the Academic Honor Board
  6. Up to to three senators, elected by the senate.
  7. Four to Six students shall be appointed in the spring by the Committee on Elections and Appointments for a term of one year.
  8. One to three first year students shall be appointed in the fall by the Committee on Elections and Appointments for a term of one year
  9. Additional members may be appointed by the Committee on Elections and Appointments at the request of the chair.

SECTION 2. DUTIES AND POWERS OF THE CURRICULUM COMMITTEE

  1. The chair of the Curriculum Committee shall be liaisons to the Committee on Academic Priorities.
  2. To hold forums for the discussion of questions of educational policy.
    1. The forums shall be held as necessary and shall be open to the entire college community.
    2. Any member of the college community may propose business for the agenda. The chair is responsible for publishing the agenda prior to the forum.
    3. The chair shall be responsible for relaying any proposals made during the forums to the appropriate body for consideration.
  3. To appoint committees, ad hoc or permanent, to investigate suggestions and implement programs regarding educational policy.
  4. To keep the senate and campus at large informed of curriculum concerns and changes.
  5. To assist the administration with the college's mandatory faculty teaching evaluations each semester. Members of the committee shall meet with the dean of the college and other administrators involved in planning and altering these evaluations.
  6. The Committee shall conduct regular outreach efforts such as surveys or tabling to gather input and opinions from the student body to aid in agenda setting and decision making. The Committee shall be responsible for representing the opinions of the campus community at large, rather than relying solely on the opinions of its members.
  7. To carry the operating expenses of the Faculty Teaching Award Committee. An appointee from the committee will serve as the chair of the Faculty Teaching Awards Committee.
  8. The Committee may appoint members to act as a liaison to different offices and centers  including but not limited to  the Shared Center, Jacobson Center, Global Studies Center, or Spinelli Center.

Article V. Organization Resources Committee

SECTION 1. MEMBERS

  1. The chair:
    1. The chair shall be the Treasurer of the SGA.
    2. The student shall supervise operational finances of the SGA.
    3. The student shall prepare the budget for the following year.
    4. The student shall be a non-voting member of Senate.
    5. The student shall call and preside over all meetings of the committee.
    6. The student shall be elected in the spring all college election for a term of one year.
    7. The student may run for the position of chair and be elected for no more than two terms.
    8. 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.
    9. The student shall sit on Cabinet.
    10. The student shall have weekly office hours.
    11. The student shall oversee the budgeting, fundraising, and chartering processes of all organizations through regular communication with the vice chair chartering.
    12. 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.
    13. The student shall serve as a resource to all chartered organizations.
    14. The student shall have weekly meetings with the director of the office of student engagement.
    15. The student shall have the power to call audits of organizations, and is responsible for assisting and advising organizations that are in debt.
    16. The student shall be a non-voting member of the committee, except in the case of a tie.
    17. The student shall have served on the committee for no less than two semesters prior to assuming office.
    18. The student may not hold a leadership position (Executive Board, Executive Council, etc.) in any campus organization.
    19. 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.
    20. The student shall oversee the budgeting and fundraising processes of all chartered organizations.
    21. The student shall oversee the allocation of SAF monies.
    22. The student shall be responsible for providing appropriate budgeting information about each chartered organization to each member of the committee.
    23. The student shall collect and process applications to the Zero-Year Organization Fund, and shall present the applications to the committee.
    24. The student shall present any proposed changes to the SGA Senate to be passed.
  2. The vice chair of chartering;
    1. The student shall sit on the Senate Rules Committee
    2. The student shall oversee the chartering process for all student organizations.
    3. The student shall be elected in the spring all-college election for a term of one year.
    4. The student may run for the position and be elected for no more than two terms.
    5. 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.
    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
    12. The student shall also serve as a liaison for any organization throughout the chartering process.
    13. The student shall assist the ORC Chair in the training of the new ORC.
    14. The student shall have served on the committee for no less than one semester prior to assuming office.
    15. 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. Two members of the association at large shall be elected through the senate. Both shall be elected for a term of one year.
    2. Four 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 as needed and will be their resource and advocate on the committee.
    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 from the body of which the member was from
  4. A Representative from Cabinet;
    1. The student shall attend all meetings of the committee
    2. The student shall be a voting member of the committee at these meetings.
  5. The SGA President shall serve as a non-voting member.

SECTION 2. DUTIES AND POWERS

  1. To serve as a primary resource for chartered student organizations, individuals, and the SGA 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.
    3. To allocate the monies from the five (5) funds as efficiently as possible.
  5. To Present 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 the ORC for revision.  The Vice-President of the SGA and the SGA Treasurer 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 SGA Treasurer. This may only be done on occasions when the budget does not pass.
    5. The Senate must approve of all funding policies used by the ORC by a simple majority vote.
  6. Appeals
    1. Any organization wishing to appeal the decision of the ORC 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.
    4. Any additional monies awarded to organizations in the appeals process shall not decrease the allocation of any other organization. The Director of the Office of Student Engagement shall advise the appeals board.
    5. Rights and responsibilities of organizations or those submitting a budget for a specific event to the ORC include:
      1. Submitting a budget proposal to the ORC with ample time for the ORC to review the budget prior to the event
      2. Organizations and individuals should be aware that they may be asked by the committee to fundraise a certain amount of their budget.
    6. Rights and responsibilities of the ORC
      1. The ORC shall meet once a week a review all budgets submitted before the weekly deadline of Monday at 5pm.
      2. The ORC is responsible for enforcing all rules and guidelines regarding budgeting and funding procedures.
      3. The ORC shall be responsible for the elimination of bias within its members and the equitable allocation of funding across organizations and individuals, without regard to political bent or personal interactions.
      4. 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, with the ORC funding policies, or with the rules of compliance set forth by the ORC in special circumstances.
      5. 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.
      6. The ORC shall have the responsibility of revising the training manual each spring, in preparation for the new committee.

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 Statute, 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. A number of free copies from the Resource Room as determined by the SGA administrator.
      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
    4. 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.
    5. 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.
    6. The ORC will review the charter, checking for proper grammar and spelling, consistent language, punctuation, and syntax.
    7. 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
    8. 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.
    9. 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.
    10. 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.
    11. Rules 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.
    12. 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.
    13. A new charter or amendments to an existing charter will go into effect directly after approval by the Senate.
    14. New organizations must be in touch with the Office of Student Engagement to get their organization recognized as soon as possible.

SECTION 4: ORC Fund

  1. Guidelines
    1. Any chartered student organization may apply for funding from the ORC Funding Pool with the exception of Department 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.
    4. 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. Procedures
    1. The Chair shall make available the following documents at treasurer trainings in the fall and spring:
      1. ORC Funding Policies
      2. Weekly deadline for budget
    2. Each organization will be assigned an ORC Liaison.  The liaison will contact the organization and will help the organization check over its budget for any upcoming events.
    3. The ORC will vote upon the allocations and will inform the organization of their decisions.
    4. 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. 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.
      2. 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.
      3. An organization need not apply for funding for a specific event, but may apply for general programming funding.
      4. 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. Reallocations
    1. Any funded organization that decides to use funds allocated for a different purpose than originally stated must inform the ORC and receive approval from the Chair.
    2. Funds may only be reallocated to something that was asked for in the original budget and must be in line with the funding policies.
    3. Requests for reallocating funds to a new event must be approved by the ORC, although they need not submit a new budget.
  5. Audits
    1. The ORC may request to audit any organization at any given time by notifying them and the Office of Student Engagement via email.
    2. The ORC shall not exhibit bias when auditing organizations.
  6. Matching Program
    1. Guidelines
      1. The matching program allows organizations with significant debt to work with the ORC to have ½ of their debt covered, 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 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: Equipment Fund

  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. Orgs applying for equipment funding must present a list of all equipment requested and received through the equipment fund and the dates of these allocations.
    4. 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.

SECTION 6: GUIDELINES TO THE ALLOCATION OF FUNDING (Org 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. How 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?
    11. The committee is strictly held to all funding policies except in the event of special circumstances.
  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.
    4. These guidelines shall apply to all organization funding.

SECTION 7: ORGANIZATION CONFERENCE FUND

  1. Guidelines:
    1. Any organization wishing to go to a conference that is not necessary to maintain national affiliation may apply to this fund
    2. The funds shall come from the SGA Budget and the ORC fund and amount shall be determined by the SGA Cabinet and the ORC.
    3. Funding shall be allocated on a first-come-first-serve basis.
  2. Procedure:
    1. The ORC shall determine how much is available at the beginning of each year.
    2. Any organization applying to this fund must apply through the Universal Funding Application on the Smith Social Network.
    3. The committee is strictly held to all funding policies except in the event of special circumstances.
    4. The Organization Conference Funding policies shall be separate from the ORC funding policies and shall be passed by the Senate by a simple majority vote.
    5. The remaining funds will be split between rolling back into the SGA and ORC Fund at the end of the year.

Article VI. Finance Committee

SECTION 1. MEMBERS

  1. The chair:
    1. The chair shall be the Treasurer of the SGA [See Article V]
  2. The vice chair of chartering [See Article V]
  3. Six members-at-large;
    1. Two members of the association at large shall be elected through the senate. Both shall be elected for a term of one year.
    2. Four members of the SGA Cabinet shall serve for a term of one year.
    3. The SGA President shall serve as a voting member.
    4. They shall attend all meetings called by the Chair, and are eligible for impeachment after two unexcused absences.
    5. In the event that a position of member-at-large is vacated, it shall be filled from the body of which the member was from

SECTION 2. DUTIES AND POWERS

  1. To work with the Cabinet and the appropriate administrative body to oversee and manage the SGA reserve account.
  2. Appeals
    1. Any organization or individual wishing to appeal the decision of the Finance 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 Finance Committee or violation of procedure.  Appeals shall not be filed based solely on a disagreement with the decision of the Finance Committee.  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 Finance Committee Chair, and three of the five Class Presidents, to be appointed by the SGA President.
    4. Any additional monies awarded to organizations in the appeals process shall not decrease the allocation of any other organization. The Director of the Office of Student Engagement shall advise the appeals board.
    5. Rights and responsibilities of organizations or those submitting a budget to the Finance Committee include:
      1. Submitting a budget proposal to the Finance Committee with ample time for the Finance Committee to review the budget prior to the event
      2. Organizations and individuals should be aware that they may be asked by the committee to fundraise a certain amount of their budget.
    6. Rights and responsibilities of the Finance Committee
      1. The Finance Committee shall meet once a week a review all budgets submitted before the weekly deadline of Monday at 5pm.
      2. The Finance Committee is responsible for enforcing all rules and guidelines regarding budgeting and funding procedures.
      3. The Finance Committee shall be responsible for the elimination of bias within its members and the equitable allocation of funding across organizations and individuals, without regard to political bent or personal interactions.
      4. The Finance Committee shall have the responsibility of reaching a two-thirds quorum of the voting members of the committee at the occasion of any funding application.

SECTION 3: SAWYER FUND

  1. Guidelines:
    1. Any student or organization may apply for the Sawyer Fund for funding for free and open on-campus events.
    2. The funds shall come from the Sawyer Fund Endowment. The funds may change significantly from year to year depending on the success of the endowment.
    3. Funding shall be mostly reserved for large events on campus for which the ORC Fund is unable to cover.
  2. Procedures:
    1. The Finance Committee shall determine how much is available at the beginning of each year.
    2. Anyone applying to this fund must apply through the Universal Funding Application on the Smith Social Network.

SECTION 4: CONFERENCE FUND

  1. Guidelines:
    1. Any individual student may apply for the Conference Fund for financial support in order to attend a conference.
    2. The funds shall come from the SGA Budget and the amount shall be determined by the SGA Cabinet.
    3. Funding shall be allocated on a first-come-first-serve basis.
    4. The Funding Committee shall not exhibit bias when funding individuals, and anyone unable to do so must abstain from deliberation in that case.
  2. Procedure:
    1. The Finance Committee shall determine how much is available at the beginning of each year.
    2. Anyone applying to this fund must apply through the Universal Funding Application on the Smith Social Network.
    3. The committee is strictly held to all funding policies except in the event of special circumstances.
    4. The Conference Funding policies shall be separate from the ORC funding policies and shall be passed by the Senate by a simple majority vote.
    5. The remaining funds will roll back into the SGA at the end of the year.

Article VII. 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 the student’s 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 the student’s 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.

SECTION 3. APPEALS

  1. Appeals may be made only on the grounds of gross error in procedure, violation of the students' rights, new evidence, or extreme bias on the part of the honor board.
  2. Appeals may not be filed solely based on disagreeing with the board's decision

Article VIII. College Conduct Board

SECTION 1. MEMBERS

There shall be approximately seventeen (17) and no fewer than fourteen (14) members of the conduct board with approximately an equal number of juniors and seniors. These positions are also available to Ada Comstock Scholars who have completed the appropriate number of credits. These positions are appointed in the spring by the current chair and the current vice chair following an application process. The incoming chair and vice chair may attend interviews but are not involved in the appointment of new members. If positions remain unfilled, appointments may be made as necessary by the current chair and current vice chair. The President of the College will appoint two (2) staff members and two (2) faculty members to serve as Smith community members of the conduct board. These members are not regular members of the conduct board and are available only to supplement hearing panels in circumstances described in these bylaws. Community members serve staggered 3-year terms, which may be renewed. The same rules that apply to the conduct of all conduct board members during the hearing process will apply to Smith community members.

SECTION 2. TERM OF OFFICE OF MEMBERS

  1. The term of office of the conduct board is one year if elected as a rising senior or as a current senior and two years if elected as a rising junior or as a current junior. "Rising senior" is defined as any student who will have accrued 96 credits by the end of the spring semester in which the appointment is being sought. "Rising junior" is defined as any student who will have accrued 64 credits by the end of the spring semester in which the appointment is being sought.
    1. Each board member is responsible for sitting on assigned hearings, attending mandatory trainings and meetings, and adhering to the conduct board bylaws including the confidentiality code.
    2. Membership is contingent upon maintaining good academic and social standing with the college.
    3. If a member does not fulfill the responsibilities as outlined in these bylaws, or if a member is placed on academic or disciplinary probation, the board member may be removed from their position by the chair and vice chair, in consultation with the conduct board adviser.
    4. When a conduct board member resigns, the chair and vice chair may decide whether the student is to be replaced. If it is decided to replace the student, the chair and vice chair will hold interviews and appoint a new member.
  2. The chair and vice chair shall be appointed by the current chair, current vice chair, and the conduct board adviser and must have a minimum of one semester of previous board experience.
    1. The chair shall sit as a voting member on cabinet and the vice chair shall sit as a voting member on senate.
    2. If the chair resigns or is otherwise unable to complete their responsibilities as chair, the vice chair shall become chair. A new vice chair shall be appointed by the new chair and the conduct board adviser from the remaining members. A new member may then be appointed to replace the member chosen to be vice chair by the new chair and new vice chair through the application and interview process.

SECTION 3. TYPES OF HEARINGS

  1. Conduct Board Hearing - five member panel of students, with the support of a conduct board advisor, hearing cases and determining responsibility and sanctioning for policy violations brought forward by members of the Smith College community.
  2. Administrative Settlement - an administrator sanctioning meeting with a student admitting responsibility for policy violations brought forward by members of the Smith College community.
  3. Administrative Hearing - to follow the procedures of the Conduct Board Hearing, used at the discretion of the Dean of Students. For example, but not limited to when there is a clearly demonstrated need for expediency or when the Conduct Board cannot be convened due to academic year timing. In rare instances, the conduct board may refer cases directly to the conduct board adviser.

SECTION 4. JURISDICTION

  1. The chair, vice chair, and the conduct board adviser may change or modify its rules and procedures, including those in this Article VIII, to apply to particular facts, circumstances or cases before it, in review with the SGA cabinet.
  2. Five members of the conduct board (excluding the adviser) will constitute the number needed to conduct a conduct board hearing. One member of the administration, approved by the Chair of the Conduct Board and adviser to the Conduct Board, can adjudicate an administrative settlement with a signed agreement by the student who is the subject of the complaint.
  3. The college conduct board has jurisdiction over alleged infractions of all nonacademic rules committed by Smith College students, on or away from campus.
  4. A member of the administration designated by the dean of the college, usually the dean of students, will serve as the conduct board adviser and be consulted for information, advice, and consultation regarding the processes of the conduct board.
  5. A college administrator selected by the conduct board adviser will advise each conduct board hearing in the role of hearing adviser.

SECTION 5. REFERRALS

  1. Members of the Smith College faculty and administration may refer cases to the conduct board including those reporting to the college from outside of the Smith College community. All referrals should be made in writing and sent to the chair in care of the conduct board adviser.
  2. The head resident, area coordinator, or house president may refer cases to the conduct board.
  3. Any student has the right to refer a case to the conduct board.

SECTION 6. POWERS, DECISIONS, AND EFFECTS OF NONCOMPLIANCE

  1. The conduct board and its designees have the authority to enforce its decisions and to impose sanctions. The conduct board's authority includes, but is not limited to, the ability to issue oral or written reports, to order disciplinary probation or transfer of living arrangements or to order other appropriate sanctions. Parents may also be notified of the student’s violation(s) at the discretion of the board and the dean of the students’ designee.
  2. Sanctions of suspension, dismissal, or permanent separation may only be recommended through a conduct board hearing, and only the president of the college may impose such sanctions.
  3. In the event that a student called before the conduct board fails to appear at a scheduled hearing, the board will meet without the student.  The board shall not find the student responsible for the violations in question solely because of the noncompliance, however, the board may elect to make a separate charge of noncompliance to be heard at a future and separate hearing.
  4. An administrative settlement may be offered when the student who is the subject of the complaint has accepted responsibility for alleged policy violation(s) and has signed an acknowledgement that such is true and that there is no basis for appeal (as appeals may be made only on the grounds of gross error in procedure, violation of the student’s rights, new evidence, or extreme bias on the part of the conduct board). A student does not have to accept the offer for an Administrative Settlement if a Conduct Board Hearing is preferred.
  5. The failure of a student to comply with the requests of the conduct board and its designees may result in appropriate sanctioning. Repeated noncompliance will result in additional sanctions such as, but not limited to, the student being barred from registering for the next semester or receiving a diploma and/or participating in commencement activities until the requests have been complied with. The conduct board shall notify the registrar and the dean of the students of noncompliance with any of its decisions.

SECTION 7. RIGHTS AND RESPONSIBILITIES OF A STUDENT CALLED FOR A CONDUCT BOARD HEARING

  1. A student called before the conduct board shall have the following rights:
    1. The right to be provided with a copy of the complaint prior to the appointment of a hearing;
    2. The right to present evidence supporting the student's version of the alleged complaint;
    3. The right to a hearing;
    4. The right to accept or contest responsibility for the violations of the alleged complaint;
    5. The right to present up to three witnesses, who may be members of either the Smith College community or of the student's immediate family, who have knowledge of the student's character or the alleged infraction;
    6. The right to have an adviser of their choosing. The adviser may not be connected in any way to the specific case in question except through her or his role as adviser to the student who is the subject of the complaint. The adviser may not participate in the proceedings;
    7. The right to be present throughout the hearing and to consult with a chosen adviser during their testimony;
    8. The right to appeal the final decision of the conduct board.
  2. A student called before the conduct board has the following responsibilities:
    1. Upon formal notification by the conduct board of a complaint, a student shall submit to the board a written response to the complaint within 48 hours of such notification. Personal statements submitted to the board beyond the stated due date will not be accepted unless otherwise noted.
    2. The student called before the conduct board shall appear at the time the hearing is scheduled by the board. The student is required to ensure that the chosen adviser and witnesses are available on the date the hearing is set.

SECTION 8. THE RIGHTS OF A PERSON FILING A COMPLAINT IN A CONDUCT BOARD HEARING

A person who has filed a complaint and comes before the conduct board shall have the following rights:

  1. The right to review the statements of the student who is the subject of the alleged infraction;
  2. The right to present evidence supporting the complainant’s version of the alleged complaint;
  3. The right to be notified of receipt of the complaint by the chair of the conduct board within 48 hours.
  4. The right to appeal a final decision of the conduct board.

SECTION 9. THE PROCEDURE OF A CONDUCT BOARD HEARING

  1. Proceedings
    1. The definition of "proceedings" encompasses the investigation, hearing, deliberation, and if necessary, the appeal process. The definition of "written communication" and/or any mode of communication referred to hereon in this document shall be primarily through email correspondence, unless otherwise specified by the board.
  2. Prior to the Hearing
    1. The conduct board shall provide written notification to the student or group of students who is the subject to the complaint, informing the student or students of the specifics of the complaint and that an investigation is being conducted. Note that from here on in this document the “student who is the subject of the complaint” may also refer to groups of students who are the subjects of the complaint.
    2. The chair in consultation with the conduct board adviser shall, based on the information gathered, decide if there is enough evidence to continue with the proceedings. If the complaint describes a violation under the Prohibited Conduct provision Discriminatory Harassment of the Student Code of Conduct, the chair will select two (2) conduct board members and add the two (2) Smith community members, from the four (4) members appointed by the President, to create a five person hearing panel (chair and four (4) members) and an investigation will be initiated.
    3. When and if the conduct board decides that its proceedings shall continue, the board shall request a typed statement responding to the complaint or alleged infraction from the student who is the subject of the complaint, which should be submitted to the person in charge of conduct board scheduling within 48 hours.
    4. The chair in consultation with conduct board adviser will consider, based on the substance of information gathered and the statement of the student who is the subject of the complaint, whether a hearing is necessary. If either the board or the student who is the subject of the complaint determines a hearing is needed, one shall be called. The board may also appoint a third party investigator to interview and gather further information and present findings to the board.
    5. If a hearing is not necessary, the board shall provide written notification to the student who is the subject of the complaint. If a hearing is deemed necessary, the chair or the conduct board adviser shall schedule the hearing and notify all concerned persons of its time and place. Normally a hearing will be held at the earliest convenience of those involved, including members of the conduct board.
  3. Hearings
    1. Hearings shall, in the ordinary course, be held in private including five members of the board, the hearing adviser, the student who is the subject of the complaint, the person filing the case, and all appropriate advisers and witnesses. The conduct board in consultation with the conduct board adviser may permit designated members of the administration or the college community to observe proceedings.
    2. A record of all hearings shall be made by the conduct board by digital tape recording or by another method determined by the board, which will be destroyed along with hearing notes following the appeal process.
    3. The chair shall summarize the complaint and inform the student who is the subject of the complaint of the specific nature of the complaint or alleged infraction.
    4. The student who is the subject of the complaint may be present throughout the hearing and may consult with a chosen adviser during the testimony.
    5. The conduct board may call any witnesses whose testimony bears on the case.
    6. The conduct board may hear and question each witness separately.
    7. The conduct board insists on honest and forthright responses to its questions, and may recommend penalties, including suspension or dismissal, for any witness who is not truthful or who intentionally misleads the board. All students who testify before the board will be expected to attest to the truthfulness of their testimony.
    8. The conduct board maintains confidentiality in all cases and expects all those involved in a particular case to respect the obligation of confidentiality in order to maintain the integrity of the proceedings.
    9. Participants of the hearing may ask the conduct board chair to direct questions to a witness on their behalf.
    10. Following the conclusion of the hearing, the members of the board shall deliberate privately and reach a consensus on the decision of whether it is more likely than not that the student who is the subject of the complaint is responsible for each separate violation for which they have been called before the board. Thus, the burden of proof is more likely than not to be responsible for committing a violation. If the student who is the subject of the complaint is found responsible for one or more violations, the board shall then reach a consensus on sanction(s) for the student. The hearing adviser is present solely to advise the board and ensure that procedure is followed but may be asked for her or his opinion if deemed appropriate by the board.
    11. Upon the completion of hearings and deliberations, the conduct board shall make a written decision normally within 72 hours. The decision will be made available by the designee to the student who is the subject of the complaint, the associate dean of students, and others deemed appropriate by the board. The decision will remain in the conduct board's confidential files for seven years.
    12. Proceedings of the conduct board shall take precedence over all non-academic activities and may, in extreme cases, need to take precedence over academic activities. Board members, students who are the subjects of a complaint, and all advisers and witnesses notified by the board shall appear at the times designated by the board and shall be excused from other obligations to participate in board proceedings.
    13. Members of the conduct board may be removed or recuse themselves from sitting on a particular case for reasons of conflict of interest or otherwise.
    14. Formal rules of evidence or procedure shall not apply to hearings of the conduct board. The board may consider any testimony or evidence it deems helpful or relevant. The board's decisions are based on information brought before it at the hearing or in written statements that have been submitted to the board regarding the case.
    15. The chair shall make decisions regarding procedural questions arising during the hearing. Such determinations may be modified only by a majority vote of the present members of the conduct board.
  4. Post-Hearing Actions and Appeals
    1. The conduct board may take such actions as are necessary to enforce its decisions.
    2. Appeals of decisions of the conduct board shall be made in writing to the appeal board, c/o the dean of the students, within seven days of the date on the board's decision letter.
    3. An appeal board shall be composed of three members: the dean of the students or the chosen designee, chair; one student member of the cabinet appointed by the SGA president; and one member of the administration appointed by the dean of students.
    4. The appeal board shall review the evidence presented to the conduct board, including the digital record of the hearing, and may take whatever additional steps it deems necessary to review the case according to the grounds for appeal as specified in Section 9, D6.
    5. If the appeal board determines that the conduct board's actions or decisions should be modified, it will, before making a decision, send its recommendations for modifications to the conduct board for its reconsideration. The appeal board will make its final decision following the action on reconsideration by the board.
    6. Appeals may be made only on the grounds of gross error in procedure, violation of the student's rights, new evidence, or extreme bias on the part of the conduct board. Appeals may not be filed solely based on disagreeing with the board's decision.

SECTION 10. ADMINISTRATIVE SETTLEMENT

  1. Proceedings
    1. The definition of an Administrative Settlement is a conversation with the student who is the subject of the complaint and an administrator designated by the Conduct Board. The student who is the subject of the complaint has agreed to the settlement process, has accepted responsibility for the alleged policy violation(s), has no new evidence, and sees no bias in the process. Students participating in Administrative Settlements will sign an agreement waiving their right to a Conduct Board Hearing and appeal process, accepting the outcome of the Administrative Settlement. An Administrative Settlement cannot result in removal from housing or recommendation for suspension, dismissal or permanent separation.
  2. Post-Hearing Actions
    1. The designee will submit the outcome of the settlement and sanction recommendations to the chair of the Conduct Board and the dean of students for approval.
    2. Following approval, the designee shall make a written decision normally within 72 hours. The decision will be made available by the designee to the student who is the subject of the complaint, the dean of students, and others deemed appropriate by the board. The decision will remain in the conduct board's confidential files for seven years.

SECTION 11. SANCTIONS

While it is not possible to provide a complete list of sanctions for every type of infraction, the following list indicates the scope of conduct authority for the College Conduct Board and their designees.

  1. Warning: Notice orally or in writing that continuation or repetition of prohibited conduct may be cause for additional disciplinary action.
  2. Disciplinary warning: This sanction will be in effect for a period of time to be determined by the board. Should a student who has been assigned this sanction be found responsible for another violation of the Code of Student Conduct of the same or different nature while this sanction is in effect, the conduct board may impose an additional sanction to reflect a repeated offense.
  3. Apology: Letters of apology to individuals, houses, and/or the entire Smith community designed to help the student reassess the effects of their actions. These letters will be kept as part of the student’s conduct board records and will not be made public unless with the specific permission of the student.
  4. Reflection: reflection papers offer a student time to reflect on a topic and write a clear, well developed response that demonstrates that they have thought about the issue and considered all of its aspects.
  5. Restitution: Charge for damages.
  6. Loss of authority: Removal from appointed or elected office or position of authority.
  7. Removal from a college house: Permanent or temporary removal from a college house.
  8. Disciplinary probation: This sanction will be in effect for a period of time determined by the board. Should a student who has been assigned this sanction be found responsible for another violation of the Code of Student Conduct of the same or different nature while this sanction is in effect, the conduct board will be made aware of the student’s standing on disciplinary probation and may impose additional sanctions to reflect a repeated offense. A student’s status on disciplinary probation may have an impact on their ability to participate in certain activities connected with or related to the college both on and off campus.
  9. Loss of privilege: Including but not limited to eligibility for housing lottery, participation in parties where alcohol is served, school-sponsored excursions, and forfeiture of use of a college facility (e.g., Davis Center). 
  10. In addition, the College Conduct Board does not suspend, dismiss, or permanently separate, but can make a recommendation to the President of the College to do so:
    1. Suspension: The rights and privileges of being a student at Smith College are suspended for a specified period of time. The individual may not participate in academic activities and is required to leave campus. The student is trespassed from campus during their suspension.
    2. Dismissal: The individual is no longer a student at Smith College and must leave the campus. The individual may apply for readmission but should not expect the application to be considered for one full semester after dismissal. The individual may be expected to provide evidence satisfactory to the college indicating readiness to resume their college career and fulfill standards of responsible conduct and citizenship. The student is trespassed from campus during their dismissal.
    3. Permanent separation: The individual is no longer a student at Smith College and must leave the campus. The student is not eligible for readmission. The student is trespassed from campus during their separation.

Article IX. 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.

  1. 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.
    3. Any questions regarding what is considered sanctioned or not must go through the Elections and Appointments Committee Chair.
    4. 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.
      5. Banners must be decorated portrait style (not landscape) due to the manner in which they will be hung in the Campus Center.
      6. Nothing may be attached to the bottom of the banner and glitter is strictly prohibited.
      7. The SGA Office Manager or a student worker in the SGA office must approve banners prior to their hanging.
      8. It is not guaranteed that the candidate’s banner will be hung due to limited space in the Campus Center.
      9. Uncontested positions will have lowest priority; All-Campus SGA positions will have highest.
      10. Collaboration with other candidates on banners is permitted (i.e. running mates). However, they will be limited to one banner.
    5. Email campaigning in any manner is not permitted.
      1. One-on-one real time conversations are highly encouraged.
      2. If an email is sent, a strike will be given to the respective candidate.
    6. Electronic Campaigning.
      1. Campaigning within online forums and social networking sites, such as Facebook, Twitter, Tumblr, is permitted.
      2. 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).
      3. Every Facebook post, page, and photo must have a tag to the Elections and Appointments page.
    7. 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.
    8. 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.
    9. Campaigning is strictly prohibited from taking place inside any campus computer lab or library.
    10. It is the responsibility of the candidate to remove all campaign material once elections are over.
    11. Non-Sanctioned campaigning materials include the following: table tents, mailbox stuffers, etc. Fliers are only permitted on public boards.
    12. Hatch Act
      1. Those in a position of power, including but not limited to a seat of the SGA Cabinet, SGA Senate, Organization E-boards and ResLife are not allowed to use that power to advance their campaign. Examples of this include but are not limited to:
        1. Using organization time to campaign
        2. Using organizational resources such as printing for their own campaigns
        3. Using an organization’s money to fund their own campaign
        4. Using an organization’s code to reserve space for their own campaign talks or meetings

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
    3. 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.
    4. 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 one 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.
  4. In the event that “Abstain” wins a race over the student(s) running:
    1. If “Abstain” wins in the Spring Elections the position will be deferred to the Fall elections.
    2. If “Abstain” wins in the Fall Elections the candidate with the most votes will win the position
    3. For Class Cabinet positions, “Abstain” can still win in the Fall, as elections within the Student Representatives from houses can still occur to fill positions.
    4. This will be up to 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 Conduct 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 Conduct 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. 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 X. 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 the student’s 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.

Article XI. The Rules Committee

SECTION 1. MEMBERS

  1. The chair;
    1. The student shall be the Parliamentarian of senate. [See Article II]
    2. The student shall only vote in the event of a tie.
  2. Six members;
    1. A secretary shall be elected from among the membership.
      1. The student shall record and publish the minutes.
      2.  Minutes which discuss specific matters of legislation, guidelines, bylaws and amendments shall be distributed to the appropriate committees.
      3. All minutes shall be available on the SGA webpage.
    2. Two members shall be elected through and from senate in the fall.
    3. Three members shall be chosen from the cabinet in the fall.
    4. The SGA Vice Chair of Chartering.

SECTION 2. DUTIES AND POWERS

  1. To read and review all legislation, guidelines, bylaws and amendments prior to a vote in the senate.
    1. To check for consistency with the constitution, bylaws, and other pieces of legislation.
    2. To consider the implications when reviewing the document(s).
    3. To make recommendations based upon the findings of the committee.
  2. To work with the appropriate committee or group of students on proposed legislation.
    1. To meet bimonthly or as needed.
    2. They shall not have the authority to prevent legislation from being presented to and voted upon by senate or the student body.

ARTICLE XII. The Social Justice & Equity Committee

SECTION 1. MEMBERS

  1. The Chair of the Social Justice and Equity Committee;
    1. The Chair shall be a rising junior or senior, elected in the spring all-college election for a term of one year and subject to reelection.
    2. The Chair must have been on the Committee for a minimum of one year, prior to their election.
    3. The term for Chair shall begin at the cabinet meeting following the student’s election. The term shall end at the cabinet meeting following the election of the Chair’s successor. The student shall be available for counsel to the succeeding Chair for the remainder of the academic year.
    4. The Chair will sit on Senate and optionally participate in Student Government Association cabinet in a non-voting capacity.
    5. The Chair shall call, create an agenda for, and preside over all meetings of the Social Justice and Equity Committee.
    6. The Chair shall supervise the operational finances of the Social Justice and Equity Committee.
    7. The Chair shall be responsible for maintaining regular communications between the Office of Institutional Diversity and Equity and the student body.
    8. The Chair shall represent the student body on current administrative diversity and social justice committees.
    9. At the beginning of the fall semester, the Chair (with the assistance of the Vice-Chair) is responsible for conducting a needs assessment of the diversity and social justice organizations. The Chair may determine the structure of the assessment, but the document produced must guide the diversity initiatives for the year.
    10. At the end of the term of the Chair, the Chair and the Committee must collaborate to produce a detailed history of the term. This history must be passed on to the next Chair, and preserved in the college archives.
    11. The Chair is responsible for collaborating with the Social Justice and Equity Committee, administrative diversity committees, or the Office of Institutional Diversity to train the Social Justice and Equity representatives of every house prior to the start of the fall semester.
    12. The Chair shall be responsible for creating and publicizing methods of receiving diversity and social justice-related requests and recommendations from the student body and student organizations and directing questions to the appropriate student or administrative body for action.
    13. Requests and recommendations may be expressed to the Chair through email, office hours, and student forums.
    14. Requests and recommendations may also be made through other members of the committee.
    15. The Chair shall be responsible for organizing a forum for the student body to express views regarding the state of the college with respect to diversity and social justice issues at least once per academic year.
    16. The Chair shall continue to monitor the progress in administrative changes in response to the 2002 agreements between the Smith Grassroots Organizing Group and the administration of the college, as well as the progress in administrative response to the Student Demands developed beginning in spring of 2012.
    17. In the event that the office of Chair of the Social Justice and Equity Committee is vacated, it shall be filled for the remainder of the term by the Vice-Chair of the Social Justice and Equity Committee, pending a simple majority vote by the membership.
    18. Should the Vice-Chair fail to be confirmed, the office may be filled by a member of the Social Justice and Equity Committee who shall be self-nominated and elected by a simple majority of its membership. The student must have been a Social Justice and Equity Representative for at least one full semester and must have attended Smith College for at least two semesters.
  2. The Vice-Chair of the Social Justice and Equity Committee;
    1. The Vice-Chair shall be elected from within the body of the outgoing Social Justice and Equity Committee at the first meeting following the SGA elections each spring and may be of any class year.
    2. The term for Vice-Chair shall begin following the last meeting of spring semester. The term shall end at the final meeting of spring semester. The outgoing Vice-Chair should provide the successor with guidance and best practices.
    3. The Vice-Chair shall assist the Chair with executive functions as directed by the Chair.
    4. The Vice-Chair shall aid communications between students, orgs, and the administration, and the Chair and Secretary of the Social Justice and Equity Committee.
    5. The Vice-Chair shall directly oversee and aid in the development of events put on by the Social Justice and Equity Committee.
    6. The Vice-Chair shall conduct meetings in the absence of the Chair.
    7. In the event that the office of Vice-Chair of the Social Justice and Equity Committee is vacated, it shall be filled for the remainder of the term by a member of the Social Justice and Equity Committee who shall be self-nominated and elected by a simple majority of its membership. The student must have been a Social Justice and Equity Representative for at least one full semester and must have attended Smith College for at least two semesters.
  3. The Secretary of the Social Justice and Equity Committee;
    1. The Secretary shall be elected from within the body of outgoing Social Justice and Equity Committee at the first meeting following the SGA elections each spring and may be of any class year.
    2. The term for the Secretary shall begin following the last meeting of spring semester. The term shall end at the final meeting of spring semester. The secretary should provide the successor with guidance and best practices.
    3. The Secretary shall take notes at each meeting of the Social Justice and Equity Committee and shall be responsible for maintaining these notes in a manner that they may be passed down to the succeeding committee, as well as making them available to any current members who request them.
    4. The Secretary shall be responsible for keeping attendance at all meetings called by the Chair, and notifying representatives if they are in danger of impeachment on account of their absences.
    5. The Secretary shall be responsible for the committee’s publicity.
    6. The Secretary may choose to publish Social Justice and Equity Committee news and publicize events through a newsletter or other means.
    7. In the event that the office of Secretary of the Social Justice and Equity Committee is vacated, it shall be filled for the remainder of the term by a member of the Social Justice and Equity Committee who shall be self-nominated and elected by a simple majority of its membership. The student must have been a Social Justice and Equity Representative for at least one full semester and must have attended Smith College for at least two semesters.
  4. The House Representatives of the Social Justice and Equity Committee (“SJE Reps”);
    1. Social Justice and Equity Representatives must be elected to the Committee through house elections in the Spring semester;
      1. Each house shall have at least one Social Justice and Equity Representative; houses with over 70 residents, in particular, are encouraged to elect two representatives.
      2. If a Representative is going abroad for the Spring semester of the following year, a new Representative must be elected at the end of the Fall semester of that year.
      3. Representatives must have attended Smith for at least one semester.
    2. The term for Social Justice and Equity Representatives shall begin after the conclusion of the spring semester. The term shall end at the conclusion of the following spring semester.
    3. Responsibilities of house Social Justice and Equity Representatives include:
      1. Acting as liaisons between the Committee and their house communities; bringing information and materials from the Committee to their houses as well as bringing house questions, concerns, and issues to the Committee’s attention.
      2. Sitting on their House Councils to contribute a social justice perspective to house decisions and event planning.
      3. Participating in one or more Committee working groups at all times; if the working group they are a part of finishes its work or terminates for other reasons, representatives are responsible for finding or creating another working group to be a part of.
    4. Social Justice and Equity Representatives shall be eligible for impeachment after three unexcused absences, or by a house impeachment as described in their House Constitution.
      1. An absence can be excused in the case of disability, religious observance, personal emergency, or a conflict in employment; representatives should give the board advance notice if possible.
    5. In the event that a Social Justice and Equity Representative is impeached or resigns, that house shall elect another Social Justice and Equity Representative as soon as possible.
  5. The organization representatives of the Social Justice and Equity Committee;
    1. Organization Social Justice and Equity representatives shall be appointed or elected through campus organizations;
      1. The Chair shall extend an invitation to all campus organizations to elect or appoint a representative at the end of spring semester.
    2. The term for Organization Social Justice and Equity Committee representatives shall begin after the conclusion of spring semester. The term shall end at the conclusion of the following spring semester.
    3. Organization Social Justice and Equity representatives may choose whether or not to attend general body meetings, and shall have meetings specific to their role as decided at the beginning of the year and as needed throughout the year.
    4. Organization Social Justice and Equity representatives shall be eligible for impeachment as described in the organization’s constitution.
      1. In the event that an organization Social Justice and Equity representative is impeached or resigns, the organization may appoint or elect another Social Justice and Equity representative through the procedures outlined in their constitution.

SECTION 2. DUTIES & POWERS

  1. To serve as a link and resource for students and organizations interested in diversity and social justice issues.
  2. To raise issues of diversity and social justice among the student body.
  3. To promote awareness in the student body through new initiatives.
  4. To promote awareness of systematic discrimination in the student body, and actively work to understand and dismantle discrimination.
  5. To provide the student body with educational resources, and host conversations relating to, systematic discrimination throughout the college.
  6. To respond to prominent acts of discrimination that occur locally and on campus.

ARTICLE XIII. The College Sustainability Committee

SECTION 1. MEMBERS

  1. The chair of the Sustainability Committee;
    1. The chair shall be a rising sophomore, junior, or senior, elected in the spring all-college election for a term of one year and subject to re-election.  If the position is not filled at the start of the fall, then the chair shall be chosen in the fall all-college election.
    2. The term for chair shall begin at the cabinet meeting following the student’s election.  The term shall end at the cabinet meeting following the election of the chair’s successor.  The student shall be available for counsel to the succeeding chair for the reminder of the academic year.
    3. The chair shall sit on cabinet.
    4. The chair shall not sit on House Council as a Sustainability Representative.
    5. The chair shall call, create and agenda for, and preside over all meetings of the Sustainability Committee.
    6. The chair shall be responsible for maintaining regular communications between all administrative staff that work on environmental sustainability at Smith.
    7. At the start of each semester, the chair shall call a meeting with the Sustainability Committee to create open channels of communication and to outline semester goals to foster sustainability awareness.
    8. The chair shall be responsible for receiving sustainability-related requests and recommendations from the student body and student organizations directing questions to the appropriate student or administrative body for action.
    9. The chair shall continue to monitor the progress in administrative changes towards making Smith College a more sustainable campus.
    10. In the event that the office of chair of the Sustainability Committee is vacated, the vice-president of the Sustainability Committee shall fill it.
  2. The vice-chair;
    1. The student shall be a member of the Sustainability Committee, elected in the fall from the committee’s membership for a term of one year.
    2. In the event that the office of vice-chair of the Sustainability Committee is vacated, another committee member, who shall be self-nominated and elected by a simple majority of the Sustainability Committee, shall fill it.
  3. The secretary;
    1. The student shall be a member of the Sustainability Committee, elected in the fall from the committee’s membership for a term of one year.
    2. The student shall be responsible for all correspondence and minutes from the Sustainability Committee
  4. The members of the Sustainability Committee;
    1. Members of the Sustainability Committee shall be selected from the organizations that address sustainability.
    2. Members may also join the committee if they have been elected as a Senator of their area.
    3. The committee chair may select up to three at large members.
    4. Members shall sit on meetings, no less than two times each month, called by the committee chair.
    5. Members shall be an active liaison, with their respective organizations and Senate, to campus-wide sustainability related events and challenges.
    6. Members shall creatively promote sustainability and awareness in their organizations and the Senate, respectively. 

Article XIV. Student Life Committee

SECTION 1. MEMBERS

The Student Life Committee shall consist of;

  1. The chair;
    1. The student shall be elected in the spring all-college election for a term of one year. The student shall have been a member of the Student Life Committee for at least one year prior to becoming chair.
    2. The student shall sit on  Senate.
    3. The chair shall meet regularly with college administrators who oversee the code of conduct and other aspects of student life.
    4. The student shall set the agenda and preside over meetings of the Student Life Committee.
    5. In the event the office of chair of the Student Life Committee is vacated, it shall be filled by the vice-chair of the committee.
    6. In the event that no chair is elected in Spring campus-wide elections or the seat is vacated prior to fall elections, an interim chair shall be elected from within the committee’s membership to serve until a new chair is elected in campus-wide elections.
  2. The vice chair;
    1. The student shall be a member of the Student Life Committee, elected in the fall from the committee's membership for a term of one year.
    2. The vice chair shall attend administrative meetings with the chair and shall help advise the chair on the priorities and proceedings of the committee.
  3. The secretary;
    1. The student shall be responsible for all correspondence and minutes of the Curriculum Committee, and shall be responsible for ensuring records and documents related to the work of the committee are saved digitally for access by future committees.
  4. The Chair of the Conduct Board
  5. Conduct Board Community Liaison
  6. The chair of the House President’s Association
  7. One to three student Residence Life staff members shall be selected by the Office of Residence Life.  
  8. Up to three senators, elected by the senate.
  9. Three to five students shall be appointed in the spring by the Committee on Elections and Appointments for a term of one year
  10. One to three first year students shall be appointed in the fall by the Committee on Elections and Appointments for a term of one year
  11. Additional members may be appointed by the Committee on Elections and Appointments at the request of the chair.

SECTION 2. DUTIES AND POWERS OF THE STUDENT LIFE COMMITTEE

  1. To appoint committees, ad hoc or permanent, to investigate suggestions and implement programs regarding student life.
  2. To advocate for changes to the Code of Conduct.
  3. To keep the senate and campus at large informed about issues related to college policy and procedure.
  4. To act as a student voice and consultant in the administrative decision-making process.
  5. To help address concerns that may arise about jurisdiction related to the Student Government Association Grant of Powers.  
  6. The Committee shall conduct regular outreach efforts such as surveys or tabling to gather input and opinions from the student body to aid in agenda setting and decision making. The Committee shall be responsible for representing the opinions of the campus community at large, rather than relying solely on the opinions of its members.

 

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Contents

Policies, Procedures, & Guidelines

Academic Life

Student Conduct & Social Responsibility

Social Events

Residential Life

Student Government Association

Student Services & Administrative Offices

Where to Find Information

Federal Disclosure Requirements

 

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