Consitution and Bylaws
The Randolph-Macon College Student Government Association (SGA) functions as a practical means to establish and maintain effective government and representation of the student body on the campus of Randolph-Macon College, and to help provide an educational experience through which all students have the opportunity to grow and develop the knowledge and use of basic democratic processes.
The SGA derives its authority and responsibility from the administration of the college and is finally accountable to the administration of the college. However, the administration and the faculty have recognized the value of student participation in College affairs, as is evidenced by the inclusion of students as full members on a large number of decision-making councils and committees.
One important function of the Student Government Association in the area of communication is to encourage the student body to formulate opinions and ideas on various matters of interest to students. Once such opinions and ideas are formulated, it is the task of the Student Government Association to convey student opinions and ideas to faculty, administration, and trustees and to engage in discussion on these matters.
The structure and procedures of the Randolph-Macon College Student Government Association are outlined in the constitution and bylaws. All students should familiarize themselves with all its facets in order to contribute more fully to campus life as well as to their own lives in order to promote good citizenship and to maintain a helpful environment in the Randolph-Macon College academic community. Student government exists to produce a mass of hard-working students who learn self-discipline personally, and who carry that discipline into the individual’s participation in Randolph-Macon College affairs.
Constitution of the Randolph-Macon College
Student Government Association
Article I: Preamble
Section 1. We, the students of Randolph-Macon College, affirm that we must be allowed to develop in an atmosphere of freedom and understanding that with this freedom comes responsibility, do pledge ourselves both to maintain this freedom and to accept responsibility through the establishment of an effective student government; to ensure the basic rights of personal freedom to the individual student; and to ensure the active and rational participation by the student body in the determination of Randolph-Macon College policy.
Article II: Name
Section 1. The name of this organization shall be the Randolph-Macon College Student Government Association, which can be referred to as the Student Government Association or SGA.
Article III: Mission
Section 1. The mission of this Student Government Association shall be to function as a practical means to establish and maintain effective student government on the campus of Randolph-Macon College, and in doing so to:
A. Address student concerns on campus
B. Provide the opportunity to grow and develop a knowledge and use of governing principles;
C. Encourage the student body to formulate opinions and ideas on various matters of interest that are in the best interests of the
community
D. Cultivating friendship and cooperation by communicating the ideas and opinions of students to faculty, staff, administration,
alumni, student organizations, and the Board of Trustees and by creating opportunities for community development through
interaction among the same;
E. Encourage campus programming in order to create a strong campus environment;
F. Promote responsibility, honor, and integrity at Randolph-Macon College;
G. Promote student development by integrating academic endeavors, experiential learning, and leadership development.
Article IV: Membership
Section 1. There shall be four categories of membership in the SGA Senate: Class Representatives, Organizational Liaisons and Judicial Representatives, and Campus Representatives, and Executive Officers.
A. The Class Representatives membership of the Randolph-Macon College Student Government Association shall be composed
of one (1) class president from each class and two (2) class senators from each class.
B. The Organizational and Judicial Representative membership of the Randolph-Macon College Student Government Association
shall be composed of a representative, elected by each organization, for the following student organizations: the Judicial Board,
the Panhellenic Council, the Interfraternity Council, the Residence Hall Association, the Campus Activities Board, and the
Academic Integrity Council.
C. The Campus Representative membership of the Randolph-Macon College Student Government Association shall be
composed of three (3) representatives. The three (3) campus representative members must be elected by receiving a plurality
of votes from the votes cast during elections.
D. The Executive Board membership of the Student Government Association shall consist of the President, Vice President of
Operations, Treasurer, Secretary, and the (ex-officio) Director of Publicity.
Section 2. The membership of the Student Government Association Senate shall not exceed twenty-six (26) members, including Executive Board officers.
Section 3. All members, excluding freshmen, shall take office during the first meeting of May and shall hold office until the installation of new officers and members during the last meeting of the following April. The meeting after installation shall serve as turnover training for all positions.
Section 4. The Freshman Class Representatives shall take office no later than 30 days following the start of the fall term and shall hold office until the installation of new officers during the last meeting of the following April.
Section 5. A member of the Student Government Association may resign through the submission of a letter of resignation at the next regular meeting of the Student Government Association. The Student Government Association shall follow all election procedures as stated in the Student Government Association By-laws when filling the vacant position.
Section 6. The members of the Student Government Association are referred to as the SGA Senate, and each member shall have one (1) vote in decisions.
Article V: Executive Officers
Section 1. The elected executive officers of the Randolph-Macon College Student Government Association shall be President, Vice President of Operations, and Treasurer.
Section 2. The appointed executive officers of the Randolph-Macon College Student Government shall include the Secretary and the Director of Publicity. These positions will serve and abide by the regulations for executive officers.
Section 3. The executive officers shall take office during the first meeting of May and shall hold office until the installation of new officers during the last meeting of the following April.
Section 4. The executive officers of the Student Government Association shall be known as the Student Government Association Executive Board or, more simply, as the SGA Executive Board.
Section 5. An executive officer of the Student Government Association may be removed through a two-thirds (2/3) majority vote of the senators of the Student Government Association. Charges against an officer may be brought by any member of the Student Government Association to the regular meeting and will be voted on the following week.
Section 6. An executive officer of the Student Government Association may resign through the submission of a letter of resignation at the next regular meeting of the Student Government Association. The Student Government Association shall follow all election procedures as stated in the Student Government Association By-laws when filling the vacant position.
Section 7. The Director of Publicity shall serve as an ex-officio member of the Executive Board. The Director of Publicity shall have one (1) vote in decisions, and have the same rights and privileges as the SGA members.
Section 8. The elected executive officers, including the Secretary, shall have one (1) vote in decisions and have the same rights and privileges as the SGA members. The President shall only vote when voting by ballot or in the event of a tie. The President shall follow the guidelines for voting in accordance with the most recent update of Robert’s Rule of Order, for which a reference shall be included in each member’s SGA binder.
Article VI: Organizational Procedures
Section 1. Meetings
A. The Randolph-Macon College Student Government Association shall hold one regular meeting at 9:00 pm every Tuesday night
of the week during the fall and spring terms when school is in session. It shall be determined through the discretion of the
Executive Board whether meetings shall be held during the January term.
B. A special meeting of the Randolph-Macon College Student Government Association may be called by the President when
necessary or may be called by him/her upon an approved request of any member of the Randolph-Macon College Student
Government Association or member of the administration, keeping in mind that everyone’s schedule may not fit the meeting
time, and with at least forty-eight (48) hours notice.
C. Absences to special meetings will be dealt with on a case-by-case basis.
D. Meeting types can include: full senate and business meetings, committee meetings, class representative and campus
representative group meetings, open discussions, or special events. Each type of meeting shall be held at least once a
semester; however, when these types are held shall be at the discretion of the Executive Board.
Section 2. Attendance
A. Each member will be allowed two (2) unexcused absences per semester during his or her entire term.
B. Excused absences shall include:
1. Illness
2. Mandatory academic programs, excluding night class
3. Medical and family emergencies
C. All members who know before a meeting of the Student Government Association that they will not be attending the meeting
shall contact the Secretary to inform him/her of the absence. In the case of an emergency, senators should make every effort
to inform the Secretary.
D. Any members that arrive to a regular business meeting more than fifteen (15) minutes late shall be considered absent for that
meeting.
E. Any members in violation of the attendance policy will be immediately removed from the Student Government Association via
notification from the Student Government Association President after consulting with the Student Government Advisor and the
Executive Board.
Section 3. Finance
A. The fiscal year of the Randolph-Macon College Student Government Association shall be from July 1 to June 30 inconclusive.
B. The Business Office or the Student Government Association Advisor shall issue all checks on behalf of the Randolph-Macon
College Student Government Association.
C. All payments made to the Randolph-Macon College Student Government Association shall be made to the Treasurer or the
Student Government Association Advisor, who shall then record them. Checks for payments shall be made payable to the
Randolph-Macon College Student Government Association.
D. Appropriations are completed every fall and spring. Each recognized student organization is eligible for funding from the
Student Government Association. Each organization that receives funding will be audited at the mid-year and end of the year
time period. All unused funds will be returned to the Student Government Association.
E. No Student Government Association funds can be used to purchase alcohol.
F. Student Government Association funds may not be used to furnish the Executive Board with expensive or unnecessary private
social functions.
G. All social events sponsored by the Student Government Association will follow the policies set out in Fishtales.
H. The newly elected and outgoing Treasurers, in combination with the Student Government Association Advisor, shall formulate a
budget for the upcoming fiscal year prior to the end of the previous fiscal year. This budget shall be subject to the approval of
the newly elected Executive Council and the Student Government Association Senate.
Section 4. Standing Committees
The Randolph-Macon College Student Government Association shall have the following standing committees:
A. Allocations Committee
1. The Allocations Committee shall complete all sessions for the proper appropriation of student organization funding,
including the allocation, audit, and end of the year report.
2. The chair of the Allocations Committee shall be the Treasurer.
3. The duties of the Allocations Committee shall include:
a. Complete the fall and spring appropriations process
b. Complete a mid-year and end of the year audit of appropriations.
B. Nominations and Elections Committee
1. The Nominations and Elections Committee shall coordinate all nomination and election efforts of executive officers, class
presidents, class senators, and campus representatives and requested positions on College and other applicable
committees.
2. The chair of the Nominations and Elections Committee shall be the Vice President of Operations.
3. The duties of the Nominations and Elections Committee shall include:
a. Collect all student petitions for all offices
b. Coordinate the election process for both fall and spring elections
c. Coordinate all Student Government Association appointments to other committees.
d. Coordinate the nominations for Homecoming court elections.
C. Constitution and Amendments Committee
1. This committee shall be chaired by the Vice President of Operations.
2. This committee shall also organize and present all proposed amendments to the Constitution and Bylaws.
3. All recommendations and changes suggested by this committee must be passed by a three-fourths (3/4) majority vote of
quorum within the entire Student Government Association.
D. Physical Plant Committee
1 . This committee shall be chaired by an upperclass SGA member.
2. This committee shall complete a campus walk-through in the fall and spring;
3. This committee shall address all issues brought to the committee regarding the non-residential campus facilities.
E. Hampden-Sydney Week Committee
1. This committee shall work along side the Sophomore Class to plan the events and projects for Hampden-Sydney Week.
F. Ring Ceremony Committee
1. This committee shall work with the Junior Class to plan and execute the annual ring ceremony.
2. Plan a reception for the ring recipients the evening before the ceremony.
G. Nick Bramble 5K Committee
1. This committee shall be chaired be any SGA member who is interested;
2. This committee shall plan and execute all events associated with the Nick Bramble 5K run.
Section 5. Every committee shall meet at least one (1) time per month. After each meeting, the chair of each committee shall submit a committee progress report to the SGA President. These committee progress reports shall be used by the SGA President to verify that committee meetings are occurring.
Article VII: The Student Government Association Advisor
Section 1. The Student Government Association Advisor is a responsibility of the Dean of Students.
Section 2. The Student Government Association Advisor shall serve in an advisory capacity to the Randolph-Macon College Student Government Association and its Executive Board.
Article VIII: Advisors to the Class and Campus Representative Advisory Boards
Section 1. The Advisors to the Class or Campus Representative Advisory Boards are the responsibility of designated faculty or staff members per the selection of the individual Class Representatives and approval by the Student Government Association Executive Board.
Section 2. A Class or Campus Representative Advisor shall serve in an advisory capacity to the class, the Class or Campus Representative Advisory Board, and all activities sponsored by the class.
Section 3. Each advisor may only advise one board.
Article IX: Quorum
Section 1. The Randolph-Macon College Student Government describes quorum as two-thirds (2/3) of the SGA Senate.
Article X: Amendments
Section 1. The Constitution of the Student Government Association may be amended by a two-thirds (2/3) majority vote of the members of the Randolph-Macon College Student Government Association, provided that written notice of the proposed amendment has been given in writing at the preceding regular meeting.
Article XI: Ratification of Constitution
Section 1. The Constitution shall be effective immediately following a three-fourths (3/4) majority vote by the Student Government Association Senate, provided that written notice of the proposed constitution has been given in writing at the preceding regular meeting.
Bylaws of the Randolph-Macon College
Student Government Association
Article I. Student Government Association Member Duties
Section 1.
A. The Class Presidents shall have the following duties:
1. Present the issues and questions of their constituent body for discussion at Student Government Association meetings as
well as notifying their class of information and issues brought up in SGA meetings;
2. Call class executive meetings to discuss class issues on an as-needed basis;
3. Serve on a standing committee of the Student Government Association;
4. Chair the Class Advisory Board for their respective class;
5. Carry out all duties as assigned by the Student Government Constitution and Bylaws or by the Student Government
Executive Board.
6. Submit a brief class report weekly in writing;
B. Special Assignments for Class Presidents
1. Junior Class President will speak at the Junior Class Ring Ceremony
2. Sophomore Class President will be a member of the College Life Committee.
C. Duties of the Class Senators shall include:
1. Present the issues and questions of their constituent body for discussion at the Student Government Association meetings;
2. Carry out duties assigned by the Class President and/or the Class Advisor on the Class Advisory Board and uphold the SGA
Constitution and By-laws;
3. Serve on a standing committee of the Student Government Association.
Section 2. The Organizational Liaison and Judicial members shall have the following duties:
A. Present the issues and questions of their constituent bodies for discussion at Student Government Association meetings;
B. Communicate at organizational meetings the activities and legislation of the Student Government Association;
C. Promote organizational involvement in campus activities and programs as presented through the Student Government
Association and to complete all duties as assigned in the specific organizational Constitution and Bylaws;
D. Serve on a standing committee of the Student Government Association.
Section 3. Campus Representative Members shall have the following duties:
A. Present the issues and questions of the entire student body for discussion at Student Government Association meetings;
B. Serve as members of the Campus Representative Advisory Board;
C. Serve on a standing committee of the Student Government Association
D. Each Campus Representative shall represent several student groups all across the Randolph-Macon campus and serve as a
liaison between SGA and those student groups.
E. One of the three Campus Representatives must meet regularly with the Provost to address any academic concerns that may
arise. The three Campus Representatives may decide on who among the three meets with the Provost. If additional expertise is
needed the Campus Representative is responsible for contacting the necessary party (i.e. Academic Integrity Council Chair).
F. There will be an in-house (intra-Student Government Association) vote for the chair of the Campus Representative Advisory
Board, within ten (10) days after the spring election results are posted.
Article II. Executive Officer Duties
Section 1. The duties of the President shall consist of the following:
A. Preside over all regular and special meetings of the Student Government Association;
B. Preside over all meetings of the Executive Council;
C. Represent the student body at all official College functions;
D. Carry out all ordinances and legislation passed by the Student Government Association;
E. Make all appointments in accordance with the Student Government Association Constitution;
F. Supervise the internal workings of the Student Government Association through regular communication and officer transition of
the Executive Board;
G. Act in the capacity of an observer at the Randolph-Macon College Board of Trustees meeting;
H. Serve as the Student Government Association liaison to the Trustees Committee on Student Affairs;
I. Serve as the Student Government Association liaison to the Board of Directors of the Randolph-Macon Parents Association;
J. Serve as the ex-officio member on the Board of Directors of the Society of Alumni;
K. Serve as the Student Government Association liaison to the Board of Associates;
L. Serve as a member of the College Life Committee;
M. Act as Chief Student Marshall at the graduation ceremonies and other formal academic occasions;
N. Meet regularly with the Dean of Students and the President of the College regarding events and activities of the Student
Government Association;
O. Meet with the Student Government Advisor on a regular basis, and;
P. Responsible for holding office hours throughout the course of their term for at least three (3) hours per week. These hours shall
be advertised and also monitored by the Student Government Association Advisor.
Section 2. The duties of the Vice President of Operations shall consist of the following:
A. Serve as the Student Government Association Parliamentarian to ensure that the Student Government meeting procedures fall
within the guidelines of the Student Government Association Constitution;
B. Fulfill all responsibilities of the Student Government Association President in the event of an absence;
C. Serve as the chair of the Constitution and Amendments Committee;
D. Serve as Chair of the Nominations and Elections Committee;
E. Assume the office of President should that office become vacant in which case the office of the Vice President shall be filled
according to the bylaws concerning elections, and;
F. Responsible for holding office hours throughout the course of their term for at least three (3) hours per week. These hours shall
be advertised and also monitored by the Student Government Association Advisor.
Section 3. The duties of the Treasurer shall consist of the following:
A. Adhere to a sound economic policy and handle carefully and accurately all monies of the Student Government;
B. Establish and maintain orderly records of all expenditures and receipts of monies of the Student Government Association;
C. Oversee the appropriations process with the Appropriations Committee, following the guidelines set forth in the Bylaws of the
Student Government Association;
D. Oversee the auditing process of all clubs and organizations that have been appropriated money during the school year, and;
E. Responsible for holding office hours throughout the course of their term for at least three (3) hours per week. These hours shall
be advertised and also monitored by the Student Government Association Advisor.
Section 4. The duties of the Secretary will consist of the following:
A. Responsible for the development of agendas and the reporting and distribution of minutes for each regular meeting and each
special meeting of the Student Government Association;
B. Responsible for sending weekly meeting notices to all members of the Student Government Association;
C. Keep an attendance roster of the Student Government Association and report any member who has three unexcused
absences to the President of the Student Government Association;
D. To fulfill all duties of the Treasurer in the case of the Treasurer’s absence;
E. Responsible for holding office hours throughout the course of their term for at least three (3) hours per week. These hours shall
be advertised and also monitored by the Student Government Association Advisor.
Section 5. The duties of the Director of Publicity will consist of the following:
A. Responsible for keeping the SGA website up to date with accurate information regarding official SGA documents, events, and
members;
B. Responsible for keeping strong public relations with students, faculty, and staff;
C. Coordinate the SGA table at the Activities Carnival;
D. Responsible for holding office hours throughout the course of their term for at least one (1) hours per week. These hours
shall be advertised and also monitored by the Student Government Association Advisor.
Section 6. Compensation
A. The Student Government Association President shall receive compensation to total no more than $700.00 per term;
B. The Student Government Association Vice President of Operations shall receive compensation to total no more than $500.00
per term;
C. The Student Government Association Treasurer shall receive compensation to total no more than $450.00 per term;
D. The Student Government Association Secretary shall receive compensation to total no more than $450.00 per term;
E. The Student Government Association Director of Publicity shall receive compensation no more than $100.00 per term.
Article III. General Election Guidelines
Section 1. All elections for the Student Government Association will be conducted over the college’s computer network. A simple online ballot will be made available to all students who are eligible to vote in the respective election. Creation of this ballot will be coordinated with the Webmaster. In the event that the computer network is not available at the time of elections, paper ballots will be made available and will be collected at the Campus Center.
Section 2. Before fall and spring elections, the Nominations and Elections Committee will convene. This committee will be chaired by the Vice President of Operations. The Nominations and Elections Committee will review all submitted petitions, coordinate the creation of the ballot, and distribute the results of the polling.
Section 3. Eligible students may run for one position in elections for the Student Government Association. Candidates must adequately prepare a petition for the position for which he/she wishes to run. Candidates for SGA President must receive two hundred (200) signatures on their petitions. Candidates for all other Executive Board positions must receive one hundred and fifty (150) signatures on their petitions. Candidates for Campus Representative, Class President, and Class Senator must receive one hundred (100) signatures. Candidates for Class Senator and Class President must have their petitions signed only by members of their respective classes.
Section 4. Petitions required of candidates must include the required number of student signatures next to the respective printed names of the signatories of the petitions. This will allow for easier reading of the names of signatories for easier verification.
Section 5. Platforms will be requested, but not required, of all candidates. Platforms will be published at least once in an e-mail prior to the start of elections. However, if a candidate does not turn in a platform by the due date stated on the petition, he or she is still an eligible candidate but will not have his or her platform published by the Student Government Association.
Section 6. Graduating seniors may sign the petitions for campus-wide elections for the Executive Board and Campus Delegate positions. Graduating seniors may also vote in the elections for these positions.
Section 7. If a Class Senator seat is left open due to any reason, the sitting respective Class President may appoint an eligible and qualified student to fill the seat.
Section 8. If a Class President, Campus Representative, or Executive Board position is left open due to any reason, the sitting Student Government Association President, after consulting with the entire Student Government Association, may nominate an eligible and qualified student to fill the seat. The nominee then must be approved by a simple majority in the Student Government Association Senate. In the event that the position of President is open, the Vice President of Operations will assume the duties of the President. The new President will then appoint a new Vice President of Operations with approval of a majority of the Student Government Association Senate.
Section 9. Campus Representatives will be elected in the following manner:
1. Two of the three Campus Representative positions will be included in spring elections.
2. The remaining Campus Representative position will be included in fall elections.
3. In the event that all Campus Representative positions from spring elections are not filled, these positions will be opened up
again during fall elections. If they are not filled after fall elections, they will be filled by Executive Board appointments. If
appointments must occur, anyone may be appointed to fill the positions; they must still meet the specific category qualifications
set out in the Student Government Association Constitution.
Section 10. Fall elections will be held according to the following timeline: Petitions will be made available at the Activities Carnival and will be available up to the time which they are due. Petitions will be due one week following the Activities Carnival. One week will elapse between the due date of petitions and the beginning of elections. After elections, an announcement of winners should be made as soon as possible. A more detailed timeline will be determined by the Nominations and Elections Committee.
Section 11. Spring elections will be held according to the following timeline: Petitions will be available the week after Spring Break and will be available up to the time which they are due. Petitions will be due one week from the first day that they are available. One week will elapse between the due date of petitions and the beginning of elections. After elections, an announcement of winners should be made as soon as possible. A more detailed timeline will be determined by the Nominations and Elections Committee.
Section 12. The Randolph-Macon Student Government Association has two appointed positions, the Secretary and the Director of Publicity, both of which will be appointed by the SGA President after consultation with the Executive Board.
Article IV. Eligibility of Members
Section 1. Candidates for Class President, Class Senator, and Campus Representative positions may not have been accepted to semester-long study abroad programs during their terms in office. Candidates may not have expected graduation dates prior to the expiration of their terms in office. Members are allowed to travel abroad during January term.
Section 2. Candidates for Class President, Class Senator, and Campus Representative positions must have a minimum cumulative grade point average (GPA) of 2.00 and maintain this throughout their terms in office. The Student Government Association will verify GPAs. Candidates who submit petitions but who have less than a 2.00 will not be allowed to run for positions.
Section 3. Grades of all Student Government Association members will be verified during the fall semester. If a member does not have a 2.00 when grades are verified they will be given until the end of the January term to bring their grades back to a satisfactory level. Student Government Association members who have below a 2.00 will be reported to the Secretary and will be removed from the Student Government Association.
Section 4. Candidates for Class President, Class Senator, and Campus Representative positions must be registered as full-time students (12 or more credit hours) and maintain this status throughout the term in office.
Section 5. Class Presidents, Class Senators, and Campus Representatives may not concurrently serve as the Panhellenic Council President, the Interfraternity Council President, the Judicial Board Chair, the Residence Hall Association President, the Campus Activities Board Chair, or the Academic Integrity Chair. It is the responsibility of the respective organization to determine who will be the representative on the Student Government Association.
Article V: Eligibility of Executive Officers
Section 1. Candidates for Student Government Association Executive positions may not have been accepted to semester study abroad programs during their terms in office. Candidates may not have expected graduation dates prior to the expiration of their terms in office. Executive Officers are allowed to travel abroad during January term.
Section 2. Candidates for the position of President must have at least one year of experience serving on the Student Government Association. If there is not an interest from anyone within the Senate, the petitions for these positions will become open to all students. Candidates for the positions of Vice President of Operations, Treasurer, Secretary, and the Director of Publicity do not have to have previous SGA experience.
Section 3. Candidates for executive officer positions must have a minimum cumulative grade point average of 2.5 and maintain this throughout their terms in office. The Student Government Advisor will verify GPAs. Candidates who submit petitions but who do not have a 2.5 will not be allowed to run for positions. Current Student Government Association Executive officers who have below a 2.5 will be reported to the Secretary and will be removed from the Student Government Association.
Section 4. Candidates for executive officer positions must be registered as full-time students (12 or more credit hours) and maintain this status throughout their terms in office.
Section 5. Candidates for executive officer positions must be housed in on-campus residences (including residence halls, Townhouses, Mullen Drive, Special Interest Housing, and Greek houses) and must maintain this resident status throughout their terms.
Section 6. Executive Officers of the Student Government Association may not concurrently serve as the Panhellenic Council President, the Interfraternity Council President, the Judicial Board Chair, the Residence Hall Association President, the Campus Activities Board Chair, or the Academic Integrity Chair during their terms in office.
Article VI. Standing Committees and Ad-Hoc Committees
Section 1. The Randolph-Macon College Student Government Association shall have the following standing committees:
A. Allocations Committee
1. The Allocations Committee shall complete all sessions for the proper appropriation of student organization
funding, including the allocation, audit, and end of the year report.
2. The chair of the Allocations Committee shall be the Treasurer.
3. The duties of the Allocations Committee shall include:
a. Complete the fall and spring appropriations process
b. Complete a mid-year and end of the year audit of appropriations.
B. Nominations and Elections Committee
1. The Nominations and Elections Committee shall coordinate all nomination and election efforts of executive officers,
members, and requested positions on College and other applicable committees.
2. The chair of the Nominations and Elections Committee shall be the Vice President of Operations.
3. The duties of the Nominations and Elections Committee shall include:
a. Collect all student petitions for all offices;
b. Coordinate the election process for both fall and spring elections;
c. Coordinate all Student Government Association appointments to other committees.
d. Coordinate the nominations for Homecoming court elections.
C. Constitution and Amendments Committee
1. This committee shall be chaired by the Vice President of Operations.
2. This committee shall also organize and present all proposed amendments to the Constitution and Bylaws.
3. All recommendations and changes suggested by this committee must be passed by a three-fourths (3/4) vote of the entire
Student Government Association body.
4. Act as a Judicial Council to interpret the SGA Constitution.
D. Physical Plant Committee
1. This committee shall be chaired by an upperclass SGA member.
2. This committee shall complete a campus walk-through in the fall and spring;
3. This committee shall address all issues brought to the committee regarding the non-residential campus facilities.
E. Hampden-Sydney Week Committee
1. This committee shall work along side the Sophomore Class to plan the events and projects for Hampden-Sydney Week.
F. Ring Ceremony Committee
1. This committee shall work with the Junior Class to plan and execute the annual ring ceremony.
2. Plan a reception for the ring recipients the evening before the ceremony.
G. Nick Bramble 5K Committee
1. This committee shall be chaired be any SGA member who is interested;
2. This committee shall plan and execute all events associated with the Nick Bramble 5K run.
Section 2. The Randolph-Macon College Student Government Association shall have the ability to form ad hoc committees for specialized tasks, when appropriate, and will accept volunteers from the SGA Senate to lead the committee, however if no Senators volunteer the Executive Board will appoint members to the committee.
Section 3. Every committee shall meet at least one (1) time per month. After each meeting, the chair of each committee shall submit a committee progress report to the SGA President. These committee progress reports shall be used by the SGA President to verify that committee meetings are occurring.
Article VII. Class Advisory Boards
Section 1. Class Advisory Board
A. The Class Advisory Boards of the Randolph-Macon College Student Government Association shall be the following: Senior
Class Advisory Board, Junior Class Advisory Board, Sophomore Class Advisory Board, Freshman Class Advisory Board, and
Campus Representative Advisory Board.
B. The Class Advisory Boards act as representative bodies for each class. The Board is responsible for planning organized class
programming which will instill a sense of class, school spirit, unity, and pride. Although initial membership consists of elected
officers, any student may become a member of their class board, simply by attending the meetings of his or her class board.
Section 2. Senior Class Advisory Board
A. The Senior Class President shall serve as the Chair of the Senior Class Advisory Board.
B. The two senior class senators shall share the following responsibilities appropriated by the class advisor(s) and class
president:
1. Plan Senior Week;
2. Plan all senior social events and fundraisers;
3. Select the senior class gift;
4. Responsible for the upkeep of the Student Government Association bulletin board in the Campus Center on a rotating
schedule with the other advisory boards;
5. The senior executives must meet with the Class Advisor prior to the third Student Government Association meeting of each
month.
Section 3. Junior Class Advisory Board
A. The Junior Class President shall serve as the Chair of the Junior Class Advisory Board.
B. The two junior class senators shall share the following responsibilities appropriated by the class advisor and class president;
1. Plan and execute the Junior Class Ring Ceremony;
2. Coordinate the Commencement Speaker Selection Committee during the spring term for the following year;
3. Responsible for the upkeep of the Student Government Association bulletin board in the Campus Center on a
rotating schedule with the other advisory boards;
4. The junior executives must meet with the Class Advisor prior to the third Student Government Association meeting of each
month.
Section 4. Sophomore Class Advisory Board
A. The Sophomore Class President shall serve as the Chair of the Sophomore Class Advisory Board
B. The two class senators shall share the following responsibilities appropriated by the class advisor and class president;
1. Plan and execute all activities of the sophomore class. These activities can include but not limited to: a class fundraiser, a
class social event, and class meetings;
2. Plan and execute Hampden-Sydney Week events and activities;
3. Responsible for the upkeep of the Student Government Association bulletin board in the Campus Center on a rotating
schedule with the other advisory boards;
4. The sophomore executives must meet with the Class Advisor prior to the third Student Government Association meeting of
each month.
Section 5. Freshman Class Advisory Board
A. The Freshman Class President shall serve as the Chair of the Freshman Class Advisory Board
B. The two class senators shall share the following responsibilities appropriated by the class advisor and class president:
1. Plan and execute all activities of the freshmen class. These activities can include but not limited to: a class fundraiser, a
class social event, and class meetings;
2. Responsible for the upkeep of the Student Government Association Bulletin Board in the Campus Center on a rotating
schedule with the other advisory boards;
3. The freshman executives must meet with the Class Advisor prior to the third Student Government Association meeting of
each month.
Section 6. Campus Representative Advisory Board
A. The Campus Representative Board shall have its own separate advisor.
B. The Campus Representative Board shall have the following responsibilities:
1. Serve as a liaison between SGA and other student organizations and groups across campus, that are not already
represented within the Organizational and Judicial Representatives;
2. Meet together to discuss the interests of their constituents;
3. Plan and execute any activities of the Campus Representative Advisory Board. These events can include but not limited
to: fundraising, social events, meetings;
4. Responsible for the upkeep of the Student Government Association Bulletin Board in the Campus Center on a rotating
schedule with the other advisory boards;
5. Each Campus Representative will also assist his/her respective class officers if necessary.
Article VIII. Appropriations Guidelines
Section 1.
A. An Allocations Committee will convene before both fall and spring allocations. All members and officers who serve in the
Student Government Association are eligible to serve on the Allocations Committee.
B. The Allocations Committee will set a timeline for both fall and spring allocations.
Section 2. All organizations that request funding from the Student Government Association must be recognized student organizations as per the Office of Student Activities and Greek Life and a previous vote by the Student Government Association. All organizations must also have an on-campus account through the Business Office.
Section 3. Information concerning the allocations process and timeline will be made available to the presidents of all recognized student organizations. This information will also be posted on the Student Government Association website.
Section 4. All organizations interested in receiving possible funding must complete an allocations application and submit an allocation proposal to the Student Government Association Treasurer. This proposal should include:
A. Description of Group: A statement that describes the organization and its goals
B. Advisor Name and Contact Information
C. Active Member Roster: A list of all active members within the organization.
D. Contact Information for Officers: All officers and their positions should be listed. Contact information must include email
addresses and box numbers.
E. Activities from the previous semester that the organization has sponsored/participated in: All activities should be listed. Dates
of events and the amount of money spent or contributed for each event should also be listed if applicable.
F. List of events for which allocations are being requested for the current semester: This should include the following:
1. Name of Event
2. Description of Event
3. Tentative Date/Location
4. Itemized Budget- a detailed list of expected expenses for each event, along with the total estimate for the entire semester
Section 5. The Allocations Committee will meet to review all submitted organizational proposals.
Section 6. All organizations that submit proposals must attend short interviews with the Appropriations Committee. These interviews will address the proposals and any questions that may have arisen over the proposals. At least one representative from each organization must attend the interview. Groups will sign up for these interviews when contacted by the Treasurer. Failure to attend an interview means that the specific organization will not be considered for allocations.
Section 7. After all interviews, the Allocations Committee will meet to determine a recommended amount of money to be allocated to each organization. These recommendations will then be proposed to the entire Student Government Association at the meeting immediately following this committee meeting. At the following Student Government Association meeting, at least a quorum of the body will vote on the proposal after allowing time for discussion and amendments.
Section 8. After a vote by a quorum of the Student Government Association, the Treasurer will notify organizations as to the amount in allocations that they have received. All groups must use the amount allocated within the semester or the money will revert back to the Student Government Association. Organizations are required to keep track of their spending and to report all spending to the Office of Student Life and Programs and to the Student Government Association Treasurer.
Section 9. Groups that submit proposals in the fall are permitted to submit additional proposals for spring allocations.
Section 10. The following items can be funded by allocated funds:
1. Speakers Fees
2. Uniforms
3. Philanthropic Events
4. Seminars
5. Educational Materials
6. Educational Events
7. Rental Fees
8. Registration Fees
9. Equipment
10. Transportation
Section 11. The following items cannot be funded by allocated funds:
1. Capitol goods such as T-Shirts, prizes, gifts, awards, plaques;
2. Operating expenses such as office supplies;
3. Recruiting or fundraising events;
4. Gasoline expenses;
5. Alcohol or food purchases;
6. Events that charge admission fees;
7. Non-current expenses which occur outside of the current funding period.
Article IX. Rules of Order
Section 1. The Randolph-Macon College Student Government Association shall abide by the following Rules of Order*:
[1] Before a Senator may speak or make a motion, he or she must first be recognized as having the right to speak by the SGA
President.
[2] Senators shall direct all debate and/or questions through the President.
[3] The President has the right to limit discussion on debates and discussion.
[4] Senators shall avoid the use of the personal pronoun "you" and the use of names of other members while in debate.
[5] Decorum shall be maintained at all times during Student Government Association Senate sessions. Profanity and the use of
inflammatory language shall be prohibited.
[6] Senators shall remain at their seats while votes are being taken. No Senator shall be permitted to join the body while a
vote is being taken.
[7] Senators shall be prohibited from leaving the body without the consent of the President. Any Senator who leaves the
body without the consent of the President shall be considered absent without excuse.
[8] Any Senator who arrives after roll call to a Student Government Association Senate meeting shall direct a notice of his or her
arrival to the Secretary before he or she may be recorded as present.
[9] The use of cell phones is prohibited during SGA meetings. Violation of this rule constitutes as one of the members’ three
points of order.
*adapted from the University of North Carolina-Asheville Student Government Association By-laws
Section 2. Any motion or decision, that is not already accounted for, must receive a second and be passed by a three-fourths (3/4) majority vote.
Section 3. The Randolph-Macon College Student Government Association shall be governed by Robert’s Rules of Order Newly Revised except in matters specifically provided for in the Constitution and Bylaws.
Article X. Amendments
Section 1. These Bylaws may be amended by a two-thirds (2/3) majority vote of the voting members of the Randolph-Macon College Student Government Association, provided notice of the proposed amendment has been given in writing at the preceding regular meeting.
ADDENDUM
Section 1. Panhellenic Council Constitution and Recruitment Regulations
Section 2. Interfraternity Council Constitution and Recruitment Regulations
Section 3. Residence Hall Association Constitution
Section 4. Campus Activities Board Policies and Procedures