By-laws to the Constitution of the Emerson College Student Government Association

Ratified September 2017

101 – Date of Effect
102 – Attendance
103 – Standing Committees
104 – SGA Voting Procedures
105 – SGA Impeachment Procedures
201 – Organization Funding
301 – Elections
302 – Candidacy and Campaigning
303 – Online Ballots
304 – Ballots
305 – Contested Elections

Bylaw 101: Be it enacted by the Emerson College SGA:

Sec. 1   These By-laws shall take effect upon their passage by SGA. This passage will occur no later than the third Joint Session Meeting of each academic year.

Bylaw 102: Be it enacted by the Emerson College SGA the following attendance policy:

Sec. 1   All Executive Council and Senate members shall attend all joint session meetings.

Sec. 2   Shall an Executive Council member or Senate member become unable to attend a joint session meeting, it is his or her responsibility to notify the SGA Executive President in writing. before the absence. In extreme cases, an explanation of absence, immediately before or after the absence occurs, may be sent to the SGA Executive President, who will determine if it is an excused or unexcused absence.

Sec. 3   Exceptions shall only be made in extreme circumstances that the SGA Executive President deems appropriate.

Sec. 4   In the case that any Executive Council member or Senate member has three (3) unexcused absences (is absent without notifying the SGA Executive President) or six (6) excused absences not considered to be exceptional cases by the SGA Executive President, that member will have to appear before the Executive Board to determine the proper disciplinary action, which may include being impeached.

Bylaw 103: Be it enacted by the Emerson College SGA that:

Sec. 1   There will be the following standing committees within the SGA: Financial Advisory Board (FAB), Organizational Recognition and Review Board (ORRB), Club Sports Recognition and Review Board (CSRRB), Business Services Review Board (BSRB), and Constitutional Review Board (CRB).

Sec. 2   The FAB, CRB, CSRRB, BSRB, and ORRB committees shall be chosen by the committee chair in accordance with the rules and regulations marked in the Treasurer’s Handbook and the associated Bylaws and SGA Constitution.

Sec. 3   The CRB committee shall be chaired by the Chief Justice, with the Deputy Justice serving as an ex-officio voting member, if one has been appointed. The committee shall be chosen by the committee chair and shall be comprised of at least one student leader from each class and at least one SGA representative.

Sec. 4   The BSRB committee chair shall be the SGA Executive President, with the On Campus Commissioner shall being an ex-officio member if one has been appointed, and the committee shall be comprised of at least one student leader from each class.

Sec. 5   The Student Government Leadership Program (SGLP) will exist as a first year transitional leadership program for first year students. Upon request by the SGA Executive President, the SGLP Chair(s) must report back to the joint session to keep them informed on SGLP's progress.

Bylaw 104: Be it enacted by the Emerson College SGA the following voting policies:

Sec. 1   Quorum as defined in the SGA Constitution must be obtained in order to vote on any matter of business.

Bylaw 105: Be it enacted by the Emerson College SGA the following policies regarding impeachments:

Sec. 1   Should the SGA Executive President be the subject of any impeachment proceeding, the chair shall be passed to the Executive Vice President during Joint Session meetings until such time as the impeachment proceedings are concluded.

Bylaw 201: Be it enacted by the Emerson College SGA the following funding policies:

Sec. 1   No member of an SGA sponsored organization may receive any monetary compensation for duties performed for that organization.

Sec. 2   Funding may not be used to pay for cigarettes, alcohol, items illegal to own by law, and collegiate or legal fees/fines (such as space cleaning fees, or parking tickets). Funding may also not be used for meals/food for closed and/or general meetings without the treasurer’s approval. Funding may also not be used for bottled water without the treasurer’s approval.

Sec. 3   Organizations are not allowed to use funds to purchase tickets for other school events such as ERA Awards, Senior Banquet, et cetera.

Sec. 4   No donation may be made to any persons or organizations, be it Emerson related or not, whereby the money donated is not entirely raised through a fundraiser.

Sec. 5   No form of gift, such as a gift certificate, exceeding a value of $25 per person or $100 per event will be allowed.

Sec. 6   Expenditures of a group’s funding may not be used for cash awards.

Sec. 7   SGA-funded organizations must comply with all rules set forth within the Treasurer’s Handbook.

Bylaw 301: Be it enacted by the Emerson College SGA the following elections policies:

Sec. 1   The Elections Chair shall be the arbitrator of disputes prior to and during elections. The Chief Justice shall be the arbitrator of all post-elections disputes.

Sec. 2   The Elections Chair will administer and make decisions regarding the election in accordance with these By-laws

Sec. 3   Elections packets will be due at least fourteen (14) days prior to the election.

Sec. 4   Candidates will be given at least fourteen (14) days to campaign.

Sec. 5   Polls will remain open for 48 hours. Should there be a problem with the polling process the polls will remain open an extra day, 12am – 11:59pm.

Sec. 6   The violation of elections By-laws or Constitutional laws may be grounds for disqualification of a candidate.

Sec. 7   The Elections Chair shall consult with the Chief Justice and the Assistant Vice President for Student Affairs to determine disqualification.

Sec. 8   If a disqualified candidate wins the election, whomever has the next highest vote shall be awarded the seat.

Sec. 9   A candidate may not officially withdraw their name from the ballot, and their votes may not be disqualified from the final tally, after the polls have closed.

Sec. 10   In the absence of an Elections Chair, the SGA Executive President may designate another member of Joint Session to assume the duties of the Elections Chair.

Bylaw 302: Be it enacted by the Emerson College SGA the following candidacy and campaigning policies:

Sec. 1a.   Eligibility to appear on the ballot will be determined by the Elections Chair and the Assistant Vice President for Student Affairs working in conjunction within two business days of the due date of petitions.
 
Sec. 1b.  
In the case of write-in candidates, candidates who received one or more write-in votes will be reviewed by the Assistant Vice President for Student Affairs to determine academic eligibility immediately after the poll results are viewed. If they are deemed academically eligible, they will be informed by the Elections Chair via email to their Emerson email address. They will have two business days from the time of notification, or until the next joint session meeting, whichever period is longer, to return a fifty (50) signature petition to the Office of Student Affairs and Campus Life. Any elected candidate who does not return a packet within the specified time will be subject to disqualification by the Chief Justice, and any votes garnered by that candidate will be considered null and void.

Sec. 2 Visual campaigning and public campaign mobilization may not begin until the date specified by the Elections Chair and/or elections packet. This date will be after the due date of election packets. Obtaining signatures for the required elections packet and ordering supplies does not qualify as campaigning or campaign mobilization.

Sec. 3   Candidates will be given the option to submit a candidate statement, which will be made available to all voters at polling stations.

Sec. 4   All candidates are expected to conduct their campaign behavior in accordance with the Student Code of Conduct. (See the Student Handbook.) Any violation of the Code of Conduct may be subject to disqualification.

Sec. 5   Candidates may not, in any manner, (both directly and indirectly), deface, obstruct or tamper with other candidates’ campaign materials. Those who do are subject to disqualification from the election.

Sec. 6   SGA recognized student organizations will not fund or make capital contributions, monetary or material, to any candidate.

Sec. 7   Any postings to Emerson bulletin boards or dining space “table tents” must be in accordance with Emerson posting and stamping guidelines. Leafleting materials must be in accordance with Emerson College policy.

Sec. 8   No student can be forced to vote, and no candidate can observe a ballot as another student votes. Those who do may be subject to disqualification from the election.

Bylaw 303: Be it enacted by the Emerson College SGA the following online ballot and voting policies:

Sec. 1   Voting will be held online. If the accuracy or security of the website is found by the Elections Chair  to have been questionable, this may be grounds for a new election. The joint session will decide, based on the Elections Chair ’s recommendation, if the new election will be held online or by paper ballot

Sec. 2   The website will clearly outline voting directions.

Sec. 3   Competing candidates’ names will appear in alphabetical order.

Sec. 4   All ballots, excluding runoff elections, will have a write-in candidate option.

Sec. 5   The Vice President and Dean of Campus Life, the Assistant Vice President for Student Affairs, the Elections Chair, and the Chief Justice will be the only parties with access to the voting results before they are officially released. At least two of these parties must be present when the results are accessed. After results are released, any student may view the official voting results data.

Sec. 6   Election results must be made public within two business days of the close of polling. Those to be notified are:

  1. Candidates, both elected and not elected (via their official Emerson email if no other method of communication is on record.)
  2. Current SGA members
  3. SGA advisors
  4. Vice President and Dean of Campus Life
  5. The student body

Sec. 7   The Elections Chair shall present the results of the election at the first joint session meeting following ballot counting.

Bylaw 304: Be it enacted by the Emerson College SGA the following paper ballot and voting policies:

Sec. 1   If paper ballots are used, the poll worker will remove any campaign materials in immediate sight of the polls.

Sec. 2   If paper ballots are used, they will be created at least twenty-four (24) hours before the election and will be stored in the SGA office.

Sec. 3   All ballots will clearly outline voting directions. If paper ballots are used, there will be separate ballots for each class and each departmental senator election. Executive candidates will appear on the class ballots.

Sec. 4   Competing candidates’ names will appear in alphabetical order.

Sec. 5   If paper ballots are used, poll workers must remain impartial. Candidates may not work the polls. The Elections Chair must remain impartial.

Sec. 6   All ballots will be counted within twenty-four (24) hours of the polls closing.

Sec. 7   All candidates have the option of sending a representative (proxy) to witness the ballot counting or the viewing of online ballot results. Candidates are not allowed at the ballot counting. The Elections Chair is responsible for creating a ballot counting staff if paper ballots are used. Proxies serve as witnesses to the counting.

Sec. 8   Election results must be made public within two business days of the close of polling. Those to be notified are:

  1. Candidates, both elected and not elected (Via their official Emerson email if no other method of communication is on record.)
  2. Current SGA members
  3. SGA advisors
  4. Vice President and Dean of Campus Life
  5. The student body

Sec. 9   The Elections Chair shall present the results of the election at the first joint session meeting following ballot counting.

Bylaw 305: Be it enacted by the Emerson College SGA the following policy regarding contested elections:

Sec. 1   Any currently enrolled Emerson undergraduate may contest any SGA election.

Contention must be made in writing within two business days following the public release of election results. It must be made to the SGA Chief Justice with a copy sent to the SGA Executive President, the SGA Elections Chair and the Assistant Vice President for Student Affairs, except in the case that any of the aforementioned are the subjects of any allegations of election misconduct, in which instance the complainant may elect to inform only the other parties.

The letter must clearly state any and all allegations of election misconduct being levied by the student contesting the election.

Sec. 2   The SGA Chief Justice will be responsible for investigating the accusations.

Sec. 3   The accused and the accuser have the right to appear before the Chief Justice to state their cases and present witnesses on their behalves.

The Chief Justice will not settle the dispute until both the accused and the accuser have had the opportunity to present their cases in such a manner.

If either the accused or the accuser believes the Chief Justice cannot be impartial, they may appeal to the Assistant Vice President for Student Affairs to re-delegate the Chief Justice’s duties.

The Chief Justice has the right to transfer authority over elections disputes to the Assistant Vice President for Student Affairs.

Sec. 4   If the Chief Justice finds that the candidate has broken any of the election By-laws or Constitutional laws, the Chief Justice may call for a new election.

Financial Advisory Board Bylaws

Ratified 09/14/2017 at 3:39 pm

101 – Naming Protocol
102 – Role of the Chair
103 – Attendance Policies
104 – Meeting Policies
105 – Voting Policies
106 – Dismissal Policies
107 – Annual Budgetary Request Policies
108 – Appeal Request Policies

Bylaw 101: Be it enacted by the Financial Advisory Board (FAB):

Sec. 1 - These Bylaws will take effect on their passage by the Financial Advisory Board.

Sec. 2 - The board shall be known as the Financial Advisory Board.

Sec. 2.1 - The yearly financial allocation process shall be known as “Annual Budgetary Requests (ABR)”.

Sec. 2.2 - Yearly financial allocations will be known as “Organization Allocations”.

Sec. 2.3 - Budgetary requests outside of Annual Budgetary Requests shall be known as “Appeals Requests”. 

Sec. 2.4 - Approved Appeals Requests shall be known as “Appeals”.

Bylaw 102: Be it enacted the role of the Chair of the Financial Advisory Board:

Sec. 1 - The Chair of the Financial Advisory Board shall, at the first meeting of the year establish board expectations, review Bylaws, and present edits to the Treasury Handbook as well as the process for Appeal Requests and ABR packets.

Bylaw 103: Be it enacted by the FAB the following attendance policy:

Sec. 1 - The chair and all voting members shall attend all Financial Advisory Board meetings.

Sec. 2 - In the event that a voting member will not be able to attend a Financial Advisory Board meeting it is their responsibility to notify the Chair in writing as soon as they are able. 

Sec. 3 - In the case that a member misses more than three meetings, the Chair, the Advisor and the member shall meet to determine whether or not that member is able to serve their role fully.

Bylaw 104: Be it enacted by the FAB the following meeting policies:

Sec. 1 - The FAB shall have regularly scheduled meetings as determined by the Chair and the Advisor.

Sec. 2 - FAB meetings shall operate within Robert’s Rules as needed.

Sec. 2.1 - The Vice-Chair, OR another board designee shall take minutes.

Sec. 3 - When ABR's or Appeal Requests pertaining to an organization that a member of the Financial Advisory Board has or previously has had a connection to, the member is expected to disclose the fact of their prior experience before discussion begins. 

Bylaw 105: Be it enacted by the FAB the following voting policies:

Sec. 1 - A quorum is 2/3rds of current-FAB voting membership. Quorum must be obtained in order to vote on all matters of business.

Bylaw 106: Be it enacted by the FAB the following dismissal policies: 

Sec. 1 - If member(s) of the board believe that another member of the board should be subject to dismissal proceedings they must present a written complaint to the Chair.

Sec. 2 - Upon receipt of a written complaint the Chair shall notify the Advisor. The Chair and Advisor will, if necessary, meet with the member in question to review concerns raised and expectations.

Sec. 3 - If the member charged with dismissal is the Chair impeachment proceedings shall be raised to Joint Session and shall be pursuant to the SGA Constitution regarding impeachment proceedings.

Sec. 3.1 - In the case that the Chair is subject to impeachment proceedings the duties of the Chair shall be assumed by the Vice-Chair until the matter is resolved. 

Bylaw 107: Be it enacted by the FAB the following policies on annual Budgetary Allocation Requests:

Sec. 1 - Annual Budgetary Requests submitted to the FAB will be subject to policies outlined in the FAB Bylaws and the Treasury Handbook and cannot be recommended without adhering to these policies.

Sec. 1.1 - Annual Budgetary Requests can be recommended by a majority of the voting membership of the FAB. Recommended Annual Budgetary Requests are then presented to Joint Session for final approval.

Sec. 1.2 - The Annual Budgetary Request packet must be approved by the FAB before it is distributed to organizations.

Sec. 1.3 - Each organization must be provided with a copy of the prior years Annual Budgetary Request Packet, including comments on deductions and a list of their organization’s prior 2 years of allocations. 

Sec. 2 - All other requests must have either a matching quote, a reasonable and sourced estimate or a historic basis in order to be recommended. Unquoted financial cushions of less than 5% of the organization’s total budgetary request may be approved.

Sec. 3 - Full requests for tickets (airfare, event, train, etc…) or other fluctuating items may be considered for recommendation provided they follow all other ABR policies.

Sec. 4 - Packets submitted past the deadline will be considered at the discretion of the Chair on a case-by-case basis. 

Sec. 4.1 - If the Chair chooses to consider a late-packet the late packet must reach a super-majority (2/3rds) before it will be recommended.

Sec. 4.2 - The FAB will agree on a late submission penalty that will be applied to any packet submitted after the deadline. The FAB has the ability to waive the penalty if members feel that the circumstances of the packets submission warrant a waiver. This penalty will be determined upon release of the packet. 

Sec. 5 - Packets submitted incomplete will be have a percentage deducted based on the incomplete sections. 

Sec. 5.1 - An incomplete packet must reach a super-majority (2/3rds) before it may be recommended. 

Sec. 5.2 - The deduction applied based on each incomplete section will be outlined within the Annual Budgetary Request Packet.

Sec. 6 - Annual Budgetary Request Packets are to be treated as submitted. Missing items will not be added, nor will an organization’s allocation be levelled to the prior years allocation.

Sec. 7 - In the case that an Annual Budgetary Request is submitted with mathematical errors shall be corrected on a case-by-case basis.

Sec. 8 - The Chair of the FAB will present all recommendations to Joint Session for approval.

Sec. 8.1 - Members of Joint Session will have the opportunity to review and consider recommendations before voting procedure. 

Sec. 9 - Organizations shall be notified of the status of their Organization’s Allocation by June 1st. 

Bylaw 108: Be it enacted by the FAB the following policies on Financial Appeals:

Sec. 1 - All Appeal Requests are subject to the policies outlined in the FAB Bylaws and the Treasury Handbook. Appeal Requests cannot be approved or recommended without adhering to these policies. 

Sec. 1.1 - Appeal Requests can be approved or recommended by a majority.

Sec. 1.2 - The Appeal Request packet must be approved by the FAB.

Sec. 2 - All financial Appeal Requests must have either a matching quote, a reasonable and sourced estimate or a historic basis in order to be recommended. No unquoted financial cushions may be approved.

Sec. 3 - Appeal Requests must have an agreed upon funding window after which the unused funds will return to the Appeals account for use by other organizations. 

Sec. 4 - A previously rejected Appeal Request may be reviewed by the FAB again provided the issues presented are addressed.