statutes of the associated student government (as of 4-29-09)

8/14/2019 Statutes of the Associated Student Government (as of 4-29-09)

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Statutes of the Associated Student Government

Section 1: Student Organizations

Section. 1. A: That the Student Senate directs the current Vice President for Student

Organizations and the Vice President for Student Organizations-elect, along with any

interested senators, meet with student organization members and officers as well as

members of the University Administration and Associated Student Government to

evaluate the effectiveness of our current recognition process. (SR020707)

Section. 1. B: At the last schedule Student Senate meeting of the school year, the Vice

President for Student Orginzations and the Vice President for Student Organizations-Elect

report back to the Student Senate with appropriate comments and suggestions to help the

recognition process better serve student organizations. (SR020707)

Section 2: On Campus Elections

Section. 2. A: listserv emails to all residents must be sent out regarding hall council and

other important leadership positions such as RHA, Senate and other relevant positions.

They must also include information regarding: Candidacy deadline, Voting dates and

times, Positions available, Where to get more information, and who to contact in case of

problems. This must be done at least 10 business days before the deadline for declaring

candidacy in order to notify residents of what they can do to become involved.

(SR020715)

Section. 2. B: That 10 business days must pass after the notification of residents of

elections and positions available, and thereafter five business days must pass between the

deadline for declaring candidacy and the date in which voting is to take place.

(SR020715)


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Section. 2. C: That the RHA coordinate its election efforts with the Office of Residence

Life in order to make certain that Resident Assistants and Resident Directors are able to

help out in the election process by prominently posting and handing out flyers to

residents in order to ensure that there is wider coverage of the election process.(SR020715)

Section. 2. D: That other means of informing residents such as posters, flyers, etc. must

be available around easily accessible areas around all halls 10 business days before the

deadline for declaring candidacy so that people have a chance to be aware of what is

going on. (SR020715)

Section. 2. E: After the deadline for declaring for candidacy, a listserv email must be

sent out to all relevant residents notifying people of the candidates running for a position

as well as any positions still available, and another 5 business days must pass before the

next step (election date) takes place. (SR020715)

Section. 2. F: That advertising notifications must be in place in every dorm regarding

hall council and relevant positions around the dorm in bulletin boards and easily

accessible areas such as bathrooms and doorways so that more people are aware of

elections immediately after the deadline for declaring candidacy has passed. (SR020715)

Section. 2. G: That after elections there must be information regarding hall council sent

out via listserv about the results of the election, contact information (email) and what

residents can do to stay involved. (SR020715)

Section. 2. H: That there must be advertising done around the hall in commonly

accessible areas regarding the results of the election with contact info (email) for the

newly elected officials, and what residents can do to stay involved. (SR020715)

Section 3: Diversity


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Section. 3. A: Associated Student Government will remain firmly and publicly

committed to fostering and developing diversity and inclusion, and shall take steps to

educate the Student Body on the implications that this growing problem of diversity and

inclusion here at Miami University has on students and will attempt to actively engage

students to improve our shortfalls in this area. (SR020716)

Section. 3. B: That Miami Universitys Associated Student Government and, morespecifically, Diversity Affairs Council continue to work with university officials at MiamiUniversity to ensure that international students have the resources necessary to besuccessful inside and outside the classroomacademically and socially. (SR020914)

Section 4: Off Campus Senators

Section. 4. A: The walk about program shall be expanded to three times a year to ensure

a stable relationship with off-campus constituents. With the set schedule as follows, the

weekend before classes begin, the weekend before thanksgiving, the weekend before

spring break. (SR020907)

Section. 4. B: these auxiliary walk abouts will provide updated information concerning

safety, break and move-out procedures, and ASG activities that would not be received in

the initial walk about using an appropriate form of media. (SR020907)

Section. 4. C: the auxiliary walk abouts would be far less expensive than the initial walk

about because we are providing limited information and updates that supplements the

initial information packet. (SR020907)

Section. 4. D: Beginning Fall of 2009 Oxford Tenants Organization shall host open

forums for all off campus students. These forums shall be held to address constituents

issues and concerns. Once monthly these forums shall be held at a date, place, and time to

be determined by the Secretary of Off Campus Affairs or designee thereof. Prior to the

event an announcement shall be placed on Blackboard to inform all off campus studentsof the time and place of the forum, or some other form of similar announcement. The

posting of this announcement shall be coordinated by Secretary of Off Campus Affairs

and the Secretary of Public Relations. At least one representative of each off campus

district must attend to address his or her districts issues. There shall be no fewer than 12

off campus senators at any given meeting. (SR020923)


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Section 5: Support of a Day/Group

Section. 5. A:The Associated Student Government is in full support of Take Back theNight and its participants. The Associated Student Government will work with those in

charge of Take Back the Night in order to develop positive relations with those housedalong Talawanda in order to ensure the sanctity of Take Back the Night and set aprecedent of continued success for this event in the future. (SR010402)

Section. 5. B: Associated Student Government shall join Ohio public universities in theThink Ohio campaign started at the University of Toledo and organize efforts at MiamiUniversity. The Think Ohio campaign shall target high school parent-teacherorganizations such as Parent Teacher Associations, high school student councils, and highschool guidance counselors. (SR020604)

Section. 5. C: Through the Think Ohio campaign, Associated Student Government shall

work in a united effort with student governments at other public higher educationinstitutions in Ohio. Throughout the Think Ohio campaign, Associated StudentGovernment shall petition the boards of trustees and presidents of public universities inOhio for their support. The Think Ohio campaign shall organize a forum with statelegislators regarding the future of public higher education in Ohio. (SR020604)

Section. 5. D: The Student Senate supports the ONE Campus Challenge, as wellas recognizes Miami University as a ONE Campus. (SR010807)

Section. 5. E: Associated Student Government of Miami University recognizes the firstMonday in April as Person First Day, a day to raise awareness about diversity through

person first language as an annual event (in cohesion with Awesome Week sponsored byCAC and DAC). (SR020909)

Section 6: Debt Relief

Section 6, part 1: Purpose

In its constant efforts to support student organizations' efforts and success, the AssociatedStudent Government (ASG) has found it to be imperative that it assists student organizations intheir efforts to reduce debt. The ASG recognizes that many indebted student organizations haveinherited a quantifiable debt, which originates from the poor and misguided choices of selectmembers. Often, the irresponsible actions of one treasurer and/or advisor resulted in leaving an

organization in considerable debt for several years. Assuming responsibility for the actions ofMiami's student organizations, the ASG has created this policy to prescribe the requirements,methods, and financial sources, which the ASG will utilize to reduce the overall debt of studentorganizations at Miami University.

Section 6, part 2: Requirements and Eligibility

This policy is intended to reduce the negative balances of registered student organizations thathold their accounts with the General Accounting office of the university.


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Section 6, part 2.1: Registration

Organizations must be registered with the OSAL and recognized as student organizationsby the ASG in order to qualify to receive debt relief from the ASG.Section 6, part 2.2: Debt History

Organizations must have carried debt for longer than one academic semester previous to

the current (i.e. to initiate debt relief planning with ASG in the spring semester, theorganization must have been in debtsince theprevious spring semester; and similarly forthe fall semester).

Section 6, part 3: Effective Date of Implementation

This policy shall become effective upon the start of the 2008-2009 academic year. The policyshall remain effective until a simple majority of be Student Senate of the Associated StudentGovernment votes to discontinue the policy.

Section 6, part 4: Responsibilities of the Associated Student Government

Members of the Associated Student Government Funding Committee and Oversight Committee

shall be charged with implementing and monitoring the implementation of the policies stated inSection 5.Section 6, part 4.1: Student Organization Debt Relief Subcommittee

Upon the adoption of this policy, a subcommittee of the Committee on StudentOrganization Funding of the ASG shall be created as prescribed by the followingstatements:

4.l.A. Membership of the Student Organization Debt Relief Subcommittee

1. The Student Organization Debt Relief Subcommittee shall be composedof a total membership of 5 members selected from within the Committeeon Student Organization Funding by the Vice President for StudentOrganizations.2. The chair of the Student Organization Debt Relief Subcommittee shallbe selected from within the Subcommittee.

4.1.B. Duties of the Student Organization Debt Relief Subcommittee

I. The Subcommittee shall be charged with implementing and executingall policies stated within this Policy for the Relief of StudentOrganizational Debts. Tasks otherwise delegated shall be the responsibilityof the indicated party(ies).2. The Subcommittee shall provide recommendations of debt reliefallocations to the Committee on Student Organization Funding. Uponapproval of the Committee, the Student Senate shall provide final approvalof the allocations as approved by the Committee.

Section 6, part 4.2: Audit Subcommittee

I. The Audit Subcommittee shall be charge with the duty of monitoring thespending of organizations that have engaged into a debt relief plan with the ASGas specified in SECTION 5A.C.2.2. The Audit Subcommittee shall report to the Student Organization Debt ReliefSubcommittee when any organization in cooperation with the ASG to relieve debthas further regressed into debt.


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3. The Audit Subcommittee shall provide a complete spending report to theStudent Organization Debt Relief Subcommittee before any funds can bedisbursed to an organization for the purpose of debt relief.

Section 6, part 4.3: Committee on Student Organization Funding

I. Serving as the superior body delegating authority to the Student Organization

Debt Relief Subcommittee, the Committee on Student Organization Funding shallreview all recommendations made by the Subcommittee.2. The Committee on Student Organization Funding shall provide a finalrecommendation of debt relief allocations to the Student Senate for final approval.3. The Committee shall reserve the responsibility to delegate all undefined dutiesand privilege relating to the task of providing student organizational debt relief.

Section 6, part 5: Policy Definition and Statements

Section 6, part 5.1: Initiation of Debt Relief Planning with Student Organizations

5.l.A. Communications Expectations of the Student Organization Debt Relief

SubcommitteeI. The Student Organization Debt Relief Subcommittee shall be required toactively communicate the opportunities provided by the ASG fororganizational debt relief.2. Before each funding cycle, the Subcommittee shall obtain an updatedaccount report from the General Accounting Office, which indicates thestudent organizations, which are in debt. The Subcommittee shall identifythose organizations, which are eligible for debt relief as defined in Section2. Those groups which qualify and request funding shall be contacted andoffered the opportunity to engage in debt relief planning as defined inSection 5.I.B.3. The Subcommittee should continue to be creative and active in reachingout to student organizations that are eligible for debt relief aid as definedin Section 2.

5.1.B. Proposals and Agreements Engaging the ASG in the Planning and

Support of Student Organizations' Debt Relief

I . The process for engagement of debt relief planning between the ASGand a student organization can begin at any time throughout the year.2. Each student organization shall be obligated to prepare a fundraising plan for presentation to the Subcommittee. The Subcommittee shallprovide recommendations and suggestions to finalize the plan into a finalproposal. A complete proposal shall outline and describe:

a. The history of the student organization's financial activities -primarily focused on the origin of the organization's debt. b. The student organization's fundraising plans, including anominal goal for organizational fundraising.c. The student organization's known financial (income andspending) plans for the remainder of the officer's terms.

3. The student organization and the Subcommittee shall work together toprepare a preliminary timeline with milestones for expected fundraising


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and communications. Timeline will include specific fundraising goals withrespect to the semester's end.4. Upon the Subcommittee' s acceptance of a complete proposal forfundraising, the chair of the Subcommittee, the Vice President for StudentOrganizations, and both the President and Treasurer of the proposing

student organization shall engage in an agreement of the terms andconditions of the ASG' s debt relief plans. This will serve as a contractualagreement obligating the student organization to follow the expectationsand regulations as described in this Policy.

a. The agreement shall specify a fundraising goal and a guaranteedamount of funding that shall be appropriated to the organization bythe ASG.

5. Both the Subcommittee and the student organization shall be obligatedto follow the terms and conditions agreed upon in the previouslymentioned agreement. This shall be enforced by the Student OrganizationDebt Relief Subcommittee, Committee on Student Organization Funding,

and the Oversight Committee depending on the severity of the matter inquestion.Section 6, part 5.2: Allocation of Funds for the Purpose of Debt Relief

5.2.A. Reporting Fundraising to the ASG

The Student Organization Debt Relief Subcommittee shall cooperate with studentorganizations that have agreed to the terms and conditions of ASG debt relief asdefined in Section 5.1.B.4 in order to coordinate a date in which to review a finalfundraising report. Upon review of the fundraising report, the Subcommittee shallqualify and quantify the fundraising efforts and recommend allocations as definedin Section 5.3 of this Policy.5.2.B. Priority and Limitations of the Allocation of Funds

As funding resources are limited, student organizations will receive debt relief ina " first come, first serve" manner until all debt has been relieved or all availablefunding sources have been reserved or extinguished. This shall be facilitatedthrough the acceptance of proposals including a guarantee of available funds fromASG.

Section 6, part 5.3: Matching Rates of Fundraising of Student Organizations

The Student Organization Debt Relief Subcommittee shall provide the followingmatching percentage for funds that have been raised by student organizations that haveengaged in a debt relief plan as described in Section 5. J.

5.3A. Organizations fundraising

The ASG shall match organizational fundraising dollars at a rate of 200%.5.4.D. Matched funds exceeding total debt

Organizations shall not receive ASG funds beyond the total matchedamount, which will relieve the receiving student organization' s debt.

Section 6, part 5.4:Expectations and Requirements of Student Organizational

Financial Responsibility

As the ASG is making a financial commitment to aid and assist student organizations intheir efforts to reduce financial debt to Miami University, the ASG requires that student


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organizations practice financial responsibility, especially with regards to the followingmatters.

5.4.A. Funding Privileges

An organization' s indebted status cannot solely result in the loss of any fundingprivileges. However, all indebted student organizations must put $100 (excluding

ASG matching funds) towards the relief of their debt every semester. Failure to doso will result in an automatic 10% deduction from an organizations fundingrequests for the next cycle.5.4.B. Regression into Greater Debt

Organizations shall not at any point in time regress into an amount of greater debtafter having engaged in a debt relief agreement with ASG.5.4.C. Oversight and Enforcement

Any organization having been found participating in irresponsible financialpractices (as defined in this Section 504), shall be required to be present in ahearing with the Subcommittee.

1. Sanctions shall be based on intent, severity, and level of neglect shown

by the organization found following irresponsible practices.a. Maximum sanctions can result in removal of privileges forfuture debt relief and ASG student organizational funding.b. Organizations shall be automatically disqualified for ASG debtrelief privileges for at least one year, and up to four years fromdate of hearing.

2. The financial activities of student organizations shall be monitored bythe Audit Subcommittee.

Section 6, part 5.5: ASG Funding Sources for Providing Debt Relief

The ASG shall acquire funds at the start of each academic year from two direct fundingsources:

5.5.A. Inactive Accounts

At the end of each academic year, the ASG shall acquire the funds remaining frominactive accounts as required by the Policy for Student Organization ' s Use ofUniversity Accounts.5.5.B. Unspent Funds Previously Allocated by the ASG

I. At the end of each academic year, the ASG shall acquire any unspentfunds, which were allocated to student organization designated accountsthrough the Event and Administrative Funding cycles.2. All funds collected by the Audit Subcommittee, which remainunallocated by the end of each academic year, shall become available fororganizational debt relief.

Section 6, part 5.6: Removing Negative Account Balances

In order to ensure that student organizations that are in debt are able to fully operate within the

university, the Associated Student government will collect all of the debt owed by student

organizations. The Vice President of Student Organizations and the Debt Relief Subcommittee

will keep records of this debt until it is paid off by each of the student organizations. Money shall

be removed from indebted accounts on Friday, September 19 th, 2008

Section 7: Administrative Committee


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Section. 7. A: The Administrative Committee is henceforth charged with the upkeep ofthe Statutes of the Associated Student Government with specific legislation. Said specificlegislation must be of a standing nature; this includes required duties of members ofAssociated Student Government that do not make changes to the bylaws. (SR020915)

Section. 7. B: Bills to be added to the Statutes must be submitted to the AdministrativeCommittee in conjunction with the President of the Senate and approved by senate.(SR020915)

Section. 7. C: At senate orientation at the beginning of the term, the Statutes be handedout along with the ASG bylaws. (SR020915)

Section 8: The President of the Senate

Section. 8. A: Henceforth the President of the Senate and the chairs of the standing

committees (Oversight, Administrative and Budget) shall hold regular meetings amongstthemselves. (SR020920)

Section. 8. B: Hereafter the Parliamentarian and Clerk of the Senate shall be appointedby the President of the Senate with the approval of the Student Senate and shall bedirectly responsible to and serve at the pleasure of the President of the Senate.(SR020920)

Section 9: The President Pro-Tempore

Section. 9. A: That it shall henceforth be the duty of the President Pro Tempore to fulfill

the responsibilities of the President of the Senate in his or her temporary absence, andotherwise assist the President in the execution of his/her duties. (SR020920)

Section 10: General

Section. 10. A: Associated Student Government should work with City Council toencourage landlords in the Oxford area to repair uneven sidewalks. (SR020906)

statutes of the associated student government (as of 4-29-09)

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