2002-2003 Student Organization Manual
A guidebook to organizational issues, concerns, and activities.
Hendrix College Conway, Arkansas
Prepared by the Office of Student Activities ON BEING A LEADER
Leader, if you want my loyalty, interest, and best efforts as a group member, you must take in to account the fact that:
1) I need a sense of BELONGING a) A feeling that no one objects to my presence; b) A feeling that I am sincerely welcome; c) A feeling that I am honestly needed for my total self, not just for my hands, my money, or my time. 2) I need to have a share in PLANNING THE GROUP GOALS. My need will be satisfied only I feel that my ideas have had a fair hearing. 3) I need to feel that the GOALS ARE WITHIN REACH and that they make sense to me. 4) I need to feel that what I’m doing CONTRIBUTES TO HUMAN WELFARE, that its value extends beyond the group itself at some time. 5) I need to share in MAKING THE RULES OF THE GROUP, the rules by which together we shall live and work toward our goals. 6) I need to know in some clear detail WHAT IS EXPECTED OF ME so that I can work confidently. 7) I need to have RESPONSIBILITIES THAT CHALLENGE, that are within the range of my ability, and that contribute toward reaching our goals. 8) I need to SEE THAT PORGRESS IS BEING MADE toward the goals WE have set. 9) I need to have confidence in our leader, confidence based upon ASSURANCE OF CONSISTENT FAIR TREATMENT, OF RECOGNITION WHEN IT IS DUE, AND TRUST THAT LOYALTY WILL BRING INCREASED SECURITY. 10) In brief, the situation in which I find myself must make sense to me regardless of how much sense it makes to the leader.
Adapted from the Student Organization Handbook 2001-2002 Southwestern University
Thank you for taking on an important leadership role within your organization! Thank you for striving toward and encouraging excellence! Thank you for being a risk taker, innovator, listener, organizer, and champion! Thank you for caring, for having fun, and for keeping a sense of humor! Thank you for your part in making the Hendrix Experience a fantastic one!
Of course, as you are reading this manual, thank you for investing time and taking advantage of opportunities to better accomplish all of those things!
The following pages are a collection of guidelines, policies, recommendations, and tips to benefit your organization. The manual is designed as a resource, a tool for your benefit. We hope you will browse the contents and become familiar with them. We hope you will read the contents for information, reassurance, and renewal of organizational spirit. Most importantly, we hope you will make use of the manual throughout the year as you encounter questions, problems, challenges, and new directions. Wise men don’t need advice. Fools won’t take it --Benjamin Franklin May this guide help in your endeavors, and may your endeavors lead to wisdom.
Sincerely,
Dave Wagner Jamey Campbell
Help us help you! Please keep in touch with any comments or suggestions you have about this manual or Student Activities!
TABLE OF CONTENTS
Student Organization Registration page 1 Organization Privileges and Services page 1 Organization Responsibilities Travel, Retreats, Conferences page 2 Student Responsibilities in Organizations page 2 Organization Advisors Advisor Roles and Responsibilities page 3 Constructing a Constitution page 6 Making Your Organization Work Membership Recruitment Membership Motivation page 7
Group Goals: Why Do You Need Them? Goals Action Plans page 9 Delegation: How Can I Learn To Delegate? page 10 Running a Meeting Fifteen Meeting Responsibilities of a Group Leader Improve Attendance at Meetings Meeting Agendas page 11
Making a Smooth Officer Transition Transition Should Occur All Year A Smooth Transition Includes page 13 Programming Program Planning page 14
Contract Information and Procedures page 16
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Legal Release page 16 Registering Events on the Master Calendar Calendar Event Scheduling Guidelines Building Coordinators page 17 The Hendrix Purchasing Process Purchase Orders Reimbursements page 21 Budgeting Hints Money Sources for Organizations page 22 Understanding the Student Senate Budget Process page 23 Fundraising Tips and Ideas When choosing a fundraiser: page 25 Ideas for Campus Fundraisers page 26 Ideas for Community Fundraisers page 27 Campus Publicity and Attention Getters page 27 Other Methods of Publicity page 28 The Leadership Hendrix Program page 29 Student Association Committees page 30 Student Association Representative Councils page 30 Registered Student Organizations page 31
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APPENDICIES
Appendix A Advisor Expectations Worksheet page I
Appendix B Constitution of the Hendrix College Student Association page III
Bylaws of the Hendrix College Student Senate page V
Appendix C Hardin Hall Constitution (Sample Constitution) page XII
Appendix D Program Planning Checklist page XV Program Evaluation Form page XVI Hendrix Organization Event Summary and Evaluation Form page XVII
Appendix E Hendrix College Legal Release Form page XVIII
Appendix F Business Office Purchase Order Request Form page XIX Business Office Payment Request Form page XX
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Student Organization Registration All registered groups and organizations at Hendrix College enjoy the privileges and services listed below. In order to begin the registration process, a letter of intent to register must be filed by the interested student(s) with the Office of Student Activities. The student(s) must also submit a Request for Registration statement with the following information to the Office of Student Activities: 1. Name of the Organization 2. Statement of Purpose 3. Membership Policies 4. Names of Three Student Leaders/Officers 5. Name of Organization's Advisor 6. Current Membership List 7. Constitution The group's information will be submitted to the Committee on Student Life for official registration approval. Members of the group are required to present their information at a meeting of the Committee on Student Life. The Office of Student Activities will officially register the organization upon approval from the Committee on Student Life. The Committee on Student Life acts in an advisory capacity to the Office of Student Affairs. It works in conjunction with this office in establishing and evaluating the various programs involving student activities, including discipline, orientation of new students, student-faculty relations, recreation, residential living, off-campus housing, student government and organizations, student media, health services, and the Campus Center. The committee consists of students and faculty members. In order to keep their registered status, all student organizations must register and provide the Office of Student Activities with a yearly update of all their information, including newly elected officers or contacts. Any changes to the organization constitution must be submitted to the Office of Student Activities. Any changes in advisor also must be submitted to and approved by the Office of Student Activities.
Organization Privileges and Services Student organizations at Hendrix College have many privileges and services available to them. Officially registered student organizations may: 1. Use "Hendrix College" in their organizational names; 2. Set up an account through the Business Office and utilize college forms to complete financial transactions; 3. Reserve rooms and equipment through the Master Calendar Coordinator and advertise meetings and events; 4. Apply for Student Activity Fee funding through the Student Senate; and 5. Receive publicity in all Office of Student Activities publications relevant to registered student organizations (example: Student Organization Brochure).
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In addition to these listed privileges, several services are available to student organizations. The Office of Student Activities sponsors several programs through the "Leadership Hendrix" program and has several resources available for checkout through the Leadership Library.
Organization Responsibilities Travel, Retreats, Conferences • Any event, trip, or function of a Hendrix College Student organization is recognized as a College-sanctioned event. • All students are reminded that their behavior while off-campus reflects on themselves, the College, and their organization and further remains responsible to the Code of Conduct as found in the Student Handbook. • As with any expenditure, advisors are expected to approve any purchasing necessary for the trip including lodging, registration, and other expenses using College or organization funds. • It is expected that advisors participate as fully as possible in all trips. If an advisor is unable to attend, he or she would ideally designate a faculty/staff representative to accompany the students. At minimum the advisor must maintain effective contact information for the length of the trip in case of emergency needs either on- campus or on the trip.
Student Responsibilities in Organizations Any Hendrix College student has the right to associate freely with on-campus and off-campus organizations without being punished or in any way harassed for this membership or association. All students in an organization, whether registered or unregistered, shall be subject to the rules of the College and of the community as found in the College Handbook. Organizations are free to support causes by orderly means which neither disrupt the regular and essential operation of the institution nor in other ways violate the rules of the College. Students and student organizations are free to examine and discuss all questions of interest to them and to express opinions publicly and privately. At the same time, it should be made clear to the academic and the larger community that, in their public expressions or demonstrations, students or student organizations speak only for themselves. Students may invite to campus and hear any person of their choosing. Routine procedures required by the College before a guest speaker is invited to appear on campus shall be observed. These procedures exist so that the event is conducted in a manner appropriate to an academic community. These procedures shall not be used to censor unpopular expressions. Sponsorship of guest speakers does not imply approval or endorsement of the views expressed either by the sponsoring group or the College.
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Organization Advisors All officially registered student organizations at Hendrix are required to have an advisor. An organizational advisor must be an employee of Hendrix College and may be either a member of the faculty or an administrative staff member. The selection of organizational advisors is subject to review by the Office of Student Activities and the Committee on Student Life. Hendrix College does not intend to regulate the ways in which advisors interact with their organizations. However, the following are general expectations for organizational advisors: 1. Attend all general meetings. Be well acquainted with the activities, issues, and leadership of the organization. Periodically, the College may contact advisors if information is needed about student organizations; 2. Make certain the organization is operating in a manner that is consistent with the rules and regulations governing Hendrix organizations and all applicable local, state, and federal laws; 3. Ensure the organization remains in good financial standing; 4. Facilitate and encourage an environment within an organization where individual differences among students with diverse backgrounds and needs are appreciated; 5. Assist with the intellectual and personal development of all students within an organization. 6. Sign all purchase orders, purchase requisitions, and reimbursement forms. In the temporary absence of a group's advisor (for example, a faculty member takes a year sabbatical or goes abroad for a term), the student organization must notify the Office of Student Activities of this absence. A temporary advisor must be found for the organization during the primary advisor's absence.
Advisor Roles and Responsibilities There is no single method of advising an organization. Each group will have its own needs, purpose and personality, and a successful advisor will adapt his/her style to meet the organization's changing needs most effectively. An advisor may find himself/herself in a variety of roles at different times. Some advisors prefer to establish a hands–off relationship with an organization whereby advice is only offered at the organization’s request. With well-organized groups having strong leaders, this arrangement can work. This advising style, however, is not widely recommended for the following reasons: • Infrequent communications • Students may perceive a lack of advisor concern • Advisor perspective can avoid potential pitfalls • First hand knowledge of organizational issues by the advisor may result in better advice • Advisors often serve as a historical link for an organization from year to year
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The following is a listing of some roles that an advisor may be called upon to fulfill: Facilitator A "facilitator" is one who keeps the momentum going, whether it is in conversations or goal setting or events. He/she will also present new ideas to encourage the group to think a situation through completely before making a decision. It is a role which is most successful when the group is stalled or in conflict situations but is applicable to many circumstances. Counselor Advisors are frequently considered mature persons who are knowledgeable in personal matters as well as organizational concerns and will be approached by members for help in personal matters. By showing caring and concern for the individual members of the organization, the advisor can model behaviors which will encourage a good working relationship among the members. Advisors should seek assistance from experienced counselors in handling difficult situations. Friend Each organization is composed of individuals with individual needs and reasons for being members. Advisors can aid each individual by providing him/her with support, encouragement, and caring. Educator As an educator, an advisor's first concern is that students learn from their experiences. Advisors can take advantage of opportunities to allow students to learn, both in formal and informal situations. A means of formal education might consist of workshops in areas of personal development, including communication, leadership, or organizational development such as discussion of advanced topics related to the club's purpose or a seminar in group management. Means of informal education might include participation in service projects or roundtable discussions within the group. Observer An advisor can often be most effective by providing objective views of the group’s process and progress. Participant Advisors will often become an active part of the organization and its programs. Advisors participate by attending meetings, programs, and functions. However, the advisor should not become the primary leader of activities. Mentor This role can be very effective, especially for advisors who have limited time. The advisor who chooses this style will develop a close working relationship with the officers of the group, meeting regularly with them to discuss plans, problems, and process of the organization.
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Resource An advisor should serve as a resource person to the organization. He/she should provide the group with information and ideas or be willing to help the members find appropriate resources when necessary.
Please refer to the Advisor Expectations Worksheet in Appendix A for a useful conversation starter. This instrument can assist both the Advisor and Student Leaders to share reasonable expectations regarding the level and nature of the advisor’s involvement with the organization.
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Constructing a Constitution
A constitution is an important document necessary for effective group operation. A constitution includes information concerning the purpose of the group, the types of officers and how officers are elected, and guidelines for membership and other activities. Below is an outline for student organization constitutions. Organizations should make sure their constitutions are set up in a manner that is consistent with how they operate. The constitutions should be reviewed yearly. Any changes that need to be made should obviously follow the process outlined in the amendment sections of your constitution. Furthermore, changes to your constitution should be reported to the Office of Student Activities. Article I: Name
State the name of the organization. Article II: Purpose What are the aims of the organization? How will the organization function? For whom does the organization exist? Whom does it benefit? Article III: Membership Who is eligible to be a member? What kinds of membership will there be (active, alumni, etc....), and what are the guidelines for the various types of membership? Article IV: Officers What kinds of positions will there be? What are the responsibilities of each position? What are the qualifications for each position? Article V: Election of Officers When will the officers be elected? How? What are the terms of office? What happens when a vacancy occurs? How is an officer removed? Article VI: Finances How will the organization obtain money? How will the organization spend money? Who will be responsible for managing the money? Article VII: Amendments How can the constitution be changed? Who proposes changes? How are the changes proposed? What are the voting requirements to change the constitution? Your Constitution may include more than the information above. If you have questions, contact the Office of Student Activities.
Please refer to Appendices B and C for samples of the Student Association and Hardin Hall constitutions. Feel free to use them as guides in the development of your organization’s constitution.
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Making Your Organization Work Recruiting, Motivating, and Utilizing Your Group Members
Membership Recruitment Since the community within the college environment changes yearly, recruiting members is a very important task in ensuring the continuity of an organization. An organization should take the yearly process of membership recruitment seriously and should attack it strategically. This requires enthusiastic leadership and active advisorship. Below is a process which an organization can utilize when developing a membership recruitment campaign: 1. Evaluate your group. Know your strengths, weaknesses, organizational goals and objectives. 2. Based on the goals of your group, identify students that might like to be a part of your organization. (For example, chemistry majors will likely be more interested in the American Chemical Society than will be economics majors.) 3. Set specific goals and a time-line for your membership drive. Identify how many new members you want as well as the end date of your membership drive. Set a definite deadline for your recruitment drive so your group can evaluate your recruitment performance. 4. Identify what you want to highlight about your group to potential members. Highlight some of the outstanding events/contributions your organization has done in the past. 5. Below is a list of attributes you may want to highlight about your group (not all of these will apply to every organization:) - Gain experience and leadership skills - Meet new people, make friends and have fun - Make a difference on campus and/or in the community - Explore opportunities for a possible future career - Belong to your prestigious organization 6. Select the methods you wish to advertise the campaign (i.e. newspaper ads, informational meetings, etc.). Some strategies include the following: Activities Fair Held during the beginning of each fall term, your organization can display information about its activities and goals while new students see what is of interest to them. Make your table fun and interesting: give away prizes, have decorations, make a colorful sign, play games. Be sure to follow up with those students who sign up for involvement opportunities. Informational Meetings Invite students who have an interest in joining your organization to a meeting. Have one or two people give a brief explanation of your organization and then break up into a more informal atmosphere where people can then ask questions.
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Classes If your organization is affiliated with a department or has an academic focus, ask professors to announce information about your organization in their classes or ask them to let you do this. Your faculty/staff advisor can get a list of people in different majors from the Registrar’s Office and mail them information about your organization. Recommendations Send out letters to faculty, staff, and student leaders asking that they recommend students who might be good members for your organizations. Family Weekend This event is much like the activities fair but allows parents to see how active Hendrix students are.
Membership Motivation Getting involvement from others depends upon specific behaviors from committee chairpersons and organizational officers. These behaviors are based upon knowledge of certain principles which affect the ways people learn. Remember that motivation is an internal process. People are not motivated by others, but we do respond to stimuli offered by others. Therefore, in order to get people to motivate themselves into action, leaders must first provide external stimuli which captures the attention and sparks internal motivation. All people have a few basic internal motivations or "wants": • to belong • to feel important • to be successful • to be loved • to be alive • to have variety
Hints on Motivation Individuals usually participate more when they know the following: • what they are supposed to do • what authority they have • what their relationships with others are • what constitutes a job well done • what they are doing exceptionally well • where they are falling short • what they can do to improve • that they will be compensated fairly
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• that their work has real value • that organization leaders have a genuine concern for them • that their leaders are anxious for them to succeed in personally rewarding ways
As a leader, remember to… • praise in public • criticize in private • be a good listener; hear all ideas • delegate responsibility and authority to members • give credit where credit is due • let members in on plans in early stages • be consistent • show confidence in members and expect them to do their best • when you are wrong, admit it • have goals, something to strive for • make changes slowly so members can adapt • involve members in decision-making process • set a good example • let people carry out their own ideas since they do it best
Group Goals: Why Do You Need Them? Every organization needs to have something for which to strive. Setting goals is an important first step for any group to work on together. Involving members in this process gives them ownership of the decisions to be made. A Goal is • a desired future condition • long range in time frame • broad in focus • expressed in either quantitative or qualitative terms
Writing Goals 1. Focus on an identifiable target result. 2. Be time-limited. 3. Be measurable, tangible, or verifiable.
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4. Be challenging. 5. Be realistic and attainable. 6. Be relevant and important.
An Action Plan is • a list of specific tasks • a specific deadline for completion • always obvious when each task has or hasn’t been accomplished • always shows who will accomplish each task
Writing an Action Plan 1. Specify the action to be taken. 2. Include assignment of the action to a particular person or of specific parts of the task to particular persons. 3. Be time limited. 4. Be measurable, tangible, and verifiable. 5. Be realistic and attainable. 6. Provide a method of follow-up.
“Have realistic expectations and set attainable goals. Reaching intermittent, moderate goals is certainly more rewarding and enjoyable than floundering amid unrealistic expectations.” -- Leonard Finkel
Delegation: How Can I Learn To Delegate? The art of sharing work is an indispensable concept which must be grasped by any leader who expects to be successful. Your members are your greatest resource to get the job done right. Delegating responsibility gives members of an organization ownership and helps them to stay interested and motivated. Why Delegate 1. Allows more people to be actively involved. 2. Distributes the workload. 3. Motivates members by giving them value and importance. 4. Helps organizations run more smoothly.
What Should I Delegate? 1. Frequent tasks that repeat themselves.
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2. Details that may take up large chunks of time. 3. When you feel someone has particular qualifications or talents which would suit that task. 4. When someone expresses interest in the task.
What I Should NOT Delegate? 1. Situations where you have to change someone's behavior. 2. Any decision that involves changing a group rule or policy. 3. Any controversial issue. 4. Something you would not be willing to do (the menial work).
How do I Delegate? 1. Ask for volunteers. Interest and belief in something are two of the greatest motivators for success. 2. Suggest someone you feel would be good for the task. Silence in response to a request for volunteers does not necessarily mean lack of interest. Often, a person won't volunteer because s/he lacks self-confidence. 3. Assign the task to someone. The person can always decline. 4. Spread the "fun tasks" around. 5. Distribute the tasks evenly. Jobs give people status and value.
Running a Meeting The average individual will spend approximately 9,000 hours in meetings during the course of his/her lifetime. As a group leader, you can plan strategically so your organizational meetings are effective and efficient. Fifteen Meeting Responsibilities of a Group Leader 1. Prepare a written agenda (at least for yourself) 2. Make sure the room is available. 3. Provide all the necessary materials. 4. Start on time. 5. Preview the agenda with the group. 6. Move through the agenda in the sequence specified. 7. Prevent members from digressing. 8. Don’t allow any single member to monopolize the conversation. 9. Listen carefully to everything. 10. Monitor nonverbal communication.
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11. If you sense members aren’t communicating, seek clarification and elaboration. 12. Provide interim summaries. 13. Control conflict and hostility. 14. Create a climate where all members feel free to communicate openly and honestly. 15. Conclude by summarizing what the group accomplished and what will be the next step.
Improve Attendance at Meetings 1. Have a regular meeting time and place (Example: first Monday of the month in the library.) 2. Meet at the time and place convenient to all members. 3. Start and end on time. 4. Give members input into the agenda. Cater to their interests, and welcome feedback. 5. Save your most important announcements for the meeting. 6. Publish the names of absentees in minutes.
Meeting Agendas The customary order of business for ordinary groups that hold regular business sessions comprises the following subdivisions: I. Reading and Approval of Minutes The chair says, “The secretary will read the minutes.” After the reading, the chair then asks, “Are there any corrections to the minutes?” and pauses. Corrections, when proposed are usually handled by general consent. Then the presiding officer says, “If there are no further corrections, the minutes stand approved.” II. Reports of Officers, Boards, and Standing Committees In most groups, the presiding officer should determine prior to the meeting which officers or committees have reports to make and call only on those who need to make reports. If an officer, in reporting, makes a recommendation, he should not himself move its implementation. Another member should do this as soon as the report is finished. In the case of a committee report, however, the person reporting should make any motions necessary to bring the committee’s recommendation before the assembly. The motion should be taken up immediately. III. Report of Special Committees Reports of special (or ad hoc) committees should be made after the report of standing committees. Only those special committees that were instructed to report should report. IV. Special Orders If in previous meetings the group was directed to take up a particular item of business at the current meeting, it should be done as step IV in the order of
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business. Typically, groups set aside certain meetings during the year for nominations, elections, and committee appointments; these should be handled under Special Orders. V. Unfinished Business and General Orders The term “unfinished business” in organizations refers to questions that have come over from the previous meeting as a result of that meeting having adjourned without completing its order of business. VI. New Business VII. Announcements VIII. Adjournment
Making a Smooth Officer Transition Your last task as an officer can be your most important one. Gracefully transferring your knowledge and authority can have several benefits: 1. Your group will not "reinvent the wheel" each year because it can build on your previous knowledge. 2. Successful transitions will prevent the "lame duck" period when group effectiveness can be limited. 3. The transition process will help outgoing leaders bring closure to their experience. It can help them "let go," which is often a difficult thing for committed leaders to do. 4. Experienced leaders will feel needed as you use their expertise for transition programs. 5. New leaders will start their jobs with increased confidence and knowledge of available resources.
Transition Should Occur All Year 1. Identify emerging leaders early in the year to give them experience and exposure to resources. 2. Maintain organized files including contact people, facilities, financial information, and minutes on all events your group was involved in. 3. Elect officers one month before installation to provide an "overlap" period for new and old officers to work together. 4. Encourage individual meetings between new and old officers to provide a smooth transition. 5. Establish a calendar for the year to provide a general time line for new officers.
A Smooth Transition Includes 1. A meeting or retreat to share ideas and plans for the future;
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2. Filling in the gaps for new officers by asking yourself what you wished someone had told you a year ago; 3. Sharing traditions, ideas, completed projects, continuing projects, concerns, or ideas never carried out; 4. Acquainting new officers with physical environment and supplies; 5. Introducing new officers to key people such as advisors, administrators, and faculty who have helped your group in the past; 6. Updating your constitution and by-laws to reflect changes made during your administration; 7. Reviewing job descriptions to make sure they accurately describe the offices that your organization uses; 8. Reviewing your financial records to list outstanding bills and payments. New officers should usually start new records to start their "fiscal year”; 9. Reviewing your mailing list or membership records to bring them up-to-date; and 10. Reviewing the Student Organization Manual available in Office of Student Activities.
“Experience is not what happens to you; it’s what you do with what happens to you.” -- Aldous Huxley
Programming Program Planning Almost all student organizations coordinate activities and events. Programs require time, resources, and careful planning if they are to succeed and to meet organizational goals. The program model shown below illustrates six steps to the program planning process: 1. Assess Needs - what kind of program are people interested in attending? - what is your target audience? who are they? what do you know about them? - how will you know if you are meeting the needs of your audience? 2. Determine Purpose - what are the intended goals of this program? - how do you reach your goal with this particular audience? - how do these program goals match the goals of your organization? 3. Identify Resources - keeping in mind the programming for the rest of the year, how much money can you realistically afford to spend on this event? - what people and/or services are available that can benefit your program?
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4. Plan Program - are the duties for this program outlined and delegated? - are “all the bases covered?” (room reservation, contract, food, equipment such as lighting and sound, security, cleanup, and publicity...) 5. Implement Program - will organization members be required to attend/participate? If so, how will this be tracked? 6. Evaluate Program - what “follow-up” needs to be done? (thank-you notes, payments, etc.) - do you plan to repeat this program? - what changes can be made? - what type of evaluation will you conduct?
Appendix D contains several examples of program planners and evaluations. Thorough and consistent use of these forms or others designed to be more useful to your specific organization will aid greatly in tracking the progress of your organization year to year.
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Contract Information and Procedures In planning programs with external parties, it is important to put into writing any and all agreements relating to the particular program. One way to document these agreements is to negotiate a contract between your organization and the person(s) you are scheduling for your program. Then confirm, reconfirm, and re- reconfirm. Then check one more time, just to make sure…. A contract is loosely defined as an agreement between two or more people to do or not to do something, for which agreement (value) is either given or received, and to which the law attaches a legal obligation. In order for this legal obligation to attach, there must be certain elements present which are necessary for the formation of a contract. The most basic of these elements is the manifestation of mutual assent, which is both parties agree to the same thing. Mutual assent is simply comprised of an offer and an acceptance. At a minimum, a contract should include the following elements: - name of the event and the person to be contracted - date and time/length of the performance - location of the event - technical requirements (light, sound, and equipment needs) - expenses related to the program (honorarium, travel, lodging, food) - any other conditions or expectations related to the program At Hendrix College, the Office of Student Activities has many resources available to assist you with the contract process. DO NOT ATTEMPT TO NEGOTIATE CONTRACTS IF YOU HAVE NO EXPERIENCE IN DOING SO! You could agree to something on behalf of Hendrix College that could pose legal, financial, and/or liability hazards. All organizations negotiating contracts must secure the signature of their advisor in addition to that of the student making the arrangements. All contracts must be turned into the Office of Student Activities in order to be reviewed and submitted for payment. Please contact the Office of Student Activities for further information.
Legal Release All organizations which undertake activities involving travel or potential risk to the member must have members sign a legal release form in which the member assumes liability for any injury. These forms should be used consistently and should be kept on file for reference.
Please refer to Appendix E for the current legal release form in use by the Hendrix College Office of Student Activities. This is the form to be used for all activities involving travel or potential risk to Hendrix students.
“However beautiful the strategy, you should occasionally look at the results.” -- Winston Churchill
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Registering Events on the Master Calendar
All organizational activities (including both open and closed functions), their dates, and their locations should be scheduled on the Master Calendar of Events that is maintained by the Business Office. This process is necessary to alleviate scheduling conflicts and to facilitate effective programming for the entire campus. Properly scheduled events will be listed on the Master Calendar. The procedure for the proper registration of an event is as follows: 1. Check availability of the date in question with the Master Calendar Coordinator in order to prevent conflicts. Call 450-3849 and check the Master Calendar website (http://www.hendrix.edu/business/Master_Calendar.htm). Do not wait until the last minute to schedule an event as the date you want may not be available. 2. Complete the online reservation form found at: http://www.hendrix.edu/business/Calendar_Request_Final.htm. 3. The Master Calendar coordinator may require confirmation from your advisor and the building coordinator before completing the reservation. 4. Indicate any maintenance and/or food service requested. If you need certain equipment set up, you must fill out a work order for Physical Plant (450-1348). Contact Mike Flory (450-1309) to arrange food service needs. 5. You must make your own arrangements for the use of audio-visual equipment (450- 1346). The appropriate information is listed on the Calendar Form. 6. If your event conflicts with a program already on the Master Calendar, your event may not be scheduled. Event Coordinators will need to check with one another to resolve any time conflict. The following policy was instituted in May 2002 as a campus wide standard for event scheduling. It outlines what events may and may not be booked in conflict with each other.
Calendar Event Scheduling Guidelines Established May 2002 EXCLUSIVE (These are classified as events that nothing else may be scheduled against. These are events of major significance and are designated by Senior Staff.) • Convocations, honorary degree conferrals, distinguished chair installations, building, dedications, pres. inaugurations • Commencement
PRIORITY/RESTRICTIVE (These are major campus-wide single occurrence events. No other events in this category may be scheduled against other events in this category without written approval of the first scheduler. All groups that schedule events in this category are encouraged to meet and work on schedules together as far in advance as practical. Any conflicts with events that cannot be resolved by the sponsors of the events will be appealed to the Provost for resolution.) • New Student and Parent Orientation Programs • Music Department “major events” (including guest recitals and concerts)
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• Murphy Programs “major events” • Steel Center lectures • Center for Entrepreneurial Studies “major events” • Buthman lectures • Phi Beta Kappa lectures • Alumni weekend • Family weekend • Lilly Programs (major events) • Special Events programs
BROAD INTEREST (Program of broad campus interest but which may not require an exclusive slot on the calendar. Includes events with multiple occurrences. May not schedule any other broad interest events against any other broad interest event without approval of the first scheduled event sponsor.) • Murphy Programs “departmental” lectures, foreign films, readings, or other presentations • Friday Afternoon Discussions • Music Department student and faculty recitals/concerts • Theatre Arts Department student theatrical productions • Art Department exhibit receptions, lectures • Student organization speakers, films, and discussions “major events” • Conferences and meetings of organizations hosted by College “major events” • Social Committee Events “major events” • Student Affairs Offices’ programs “major events” • Student Senate Events (Campus Kitty, Shirttails Serenades) • Board of Trustees meetings • Faculty/staff recognition and retirement receptions • Candlelight Carole • Chapel services
SPECIAL INTEREST (Program of interest to limited audiences. Events that anticipate more than 30 audience members will be classified as Broad Interest. These events do not require an exclusive time slot. They should try to avoid Broad Interest events and must get approval before being scheduled against High Priority events.) • Faculty meetings • Student organization meetings and programs • Student Committee meetings • Faculty committee meetings • Student Affairs Offices’ programs
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• Student Senate meetings • Rehearsals/Practices • Faculty workshops • Development Office donor visits • Sport Club practices and matches
OFF-CAMPUS ORGANIZATIONS (Programs sponsored by on- or off-campus organizations with primarily off-campus audiences: permitted when space available; campus organizations have first priority.) • Preachers’ workshops • United Methodist conferences • Governor’s School • Other off-campus organization meetings • Tennis Leagues • Summer Athletic Camps • Grassroots Tennis Program
OFF-CAMPUS SCHEDULING (Program schedules determined by off-campus organizations.) • Athletic conference games, tournaments
OTHER • Intramural Sports
“Until you value yourself, you won’t value your time. Until you value your time, you will not do anything with it.” -- M. Scott Peck
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Building Coordinators These people may be consulted on the use of certain spaces. The Master Calendar coordinator will contact the building coordinators directly for permission to use the space for your event request: Bailey Library Amanda Moore Buhler Hall Rebecca Winburne 450-1222 Cabe Theatre Danny Grace 450-1314 Campus Center/Burrow Dave Wagner 450-1291 Couch Hall Jeff Hudnall 450-4562 Fausett Hall Margie Shaw 450-3849 Galloway Hall Michelle Anderson 450-1484 Greene Chapel Wayne Clark 450-1263 Grove Gymnasium Laura Munroe 450-1382 Hardin Hall Jeff Hudnall 450-4562 Hulen Ballroom Mike Flory 450-1309 Information Technology Sam Nichols 450-1340 Language House Changes yearly (W. Oudekerk ’02) 450-1210 Mabee Center Laura Munroe 450-1382 Martin Hall Jeff Hudnall 450-4562 Mills Center Robin Hartwick 450-1349 Private Dining Room Mike Flory 450-1309 Raney Building Cathy Goodwin 450-1284 Raney Hall Michelle Anderson 450-1484 Reves Rod Miller 450-1262 Reynolds Building Mary Wiess 450-1270 D. W. Reynolds Building Gina Goad/Tim Maxwell 450-4532 Staples Auditorium Bobby Engeler-Young 450-1419 Trieschmann Rod Miller 450-1423 Veasey Hall Michelle Anderson 450-1484
“To laugh often and much; to win the respect of intelligent people and the affection of children; to earn the appreciation of honest critics and endure the betrayal of false friends; to appreciate beauty, to find the best in others; to leave the world a little better; whether by a healthy child, a garden patch, or a redeemed social condition; to know even one life has breathed easier because you have lived. This is the meaning of success.” -- Ralph Waldo Emerson
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The Hendrix Purchasing Process In order to purchase items, your organization will need an account with the Business Office. Contact a representative from that office at 450-1333 to set up an account if you have not yet established one. You may get a balance of the funds in your account at any time by contacting Margie Smith or going to the cashier window. There are two different forms commonly used when making a financial transaction with Hendrix College funds. Sample forms are displayed in Appendix E of this handbook. Purchase Orders In order to “charge” a purchase with any vendor, you must use a Purchase Order. A. The president, treasurer or advisor of the organization may get a Purchase Order from the Business Office. B. Make copies of all forms and eventual receipts for your records. C. Check with the vendor prior to making any purchases to make sure they accept purchase orders for the total amount of purchase. If the vendor does not accept purchase orders and you must order from that vendor only, contact Margie Smith in the business office for other purchasing options. D. Complete form with advisor’s signature and place the completed form in box outside Margie Smith’s office (ask at the Fausett Hall information desk for location). E. The Business Office will send you three copies of the Purchase Order (or you may pick them up in 24 hours). If you want them sent, please include box number. F. Make the purchase and leave one copy of the Purchase Order with the vendor. GET A RECEIPT FROM THE VENDOR. G. Turn in receipt and the second copy to Cris Williamson in the business office. H. The Business Office will mail a check directly to the vendor. I. Keep the final copy of the Purchase Order and a copy of the receipt for your organization’s records. Reimbursements There will be times when someone in your group will need to be reimbursed for an “out-of pocket” purchase. Follow this procedure for reimbursements: 1. The person to be reimbursed must have the original copy of the receipt. 2. Take the receipt to the president or advisor and ask for a Payment Request form (see Appendix E for sample). 3. You must have this information to fill out the form completely: (1) the name, box number and address of the person to be reimbursed; (2) your organization’s account number; (3) the amount of the purchase; (4) the original copy of the receipt;
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(5) the signature of the advisor on the request form; and (6) your signature. 4. Have your advisor approve the reimbursement 5:00pm Tuesday. 5. If the request is submitted by 10:00am Wednesday, the check will be ready by Friday afternoon of that same week. NOTE: Your advisor must sign all paperwork that is to be submitted to the Business Office.
“It is no use saying, ‘We are doing our best.’ You have got to succeed in doing what is necessary.” -- Winston Churchill
Budgeting Hints When preparing budgets, consider the kinds of programs, events, and activities your organization plans to sponsor during the upcoming year. Research the cost of these activities by using the budget categories listed below. These budget categories include expenditures typically encountered by student organizations. Dividing your budgets into these categories will assist you in managing your organization’s money and in planning for upcoming events: - Travel and Transportation (van rental, going to a conference) - Awards (trophies, plaques, other forms of recognition) - Dues, Fees, and Subscriptions (any national dues a local chapter might pay) - Printing and Publicity (all printing including copying) - Refreshments, Hospitality (food and lodging) - Personal Services Fee (any contracts for outside speakers or entertainment) - Office Supplies (tape, markers, poster, etc....) - Postage - Telephone Charges - Miscellaneous Budget management is an important function for student organizations. The organization’s treasurer should monitor the progress of expenditures throughout the year and provide regular reports to the organization. The organizational membership should be provided with the opportunity to approve or disapprove of spending proposals. Keep your advisor informed on budgetary affairs. Evaluate the organization’s expenditures. Your organization will spend money on a variety of different things over the course of the year, and it is important to remember what does and does not work. Money Sources for Organizations 1. Membership Dues - often required of groups with national charters
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- be careful not to price students out of joining your group 2. Student Activity Fee Allocations - know the budget process through Student Senate (see below) - submit organized budget requests 3. Emergency or Special Fee Allocations - get information from Student Senate - submit request to Senate 4. Contributions/Sponsorship - before seeking contributions/sponsorship, check with Student Activities - work with community people and businesses - utilize group alumni for resources - work with the Development Office for alumni and business contacts 5. Cooperative Programming - work with other campus groups to co-sponsor programs - good way to share resources and “people power” 6. FUNDRAISING! - participate in the care package program sponsored by the Office of Student Activities. - design your own fundraiser.
“You must do the thing you think you cannot do.” -- Eleanor Roosevelt
Understanding the Student Senate Budget Process 1) Contracts: Transition and Communication Procedures a) All organizations that receive Student Association funds shall have a transitional meeting among all outgoing and incoming members of their organization within one week of appointment/election of new members. During the transitional meeting, outgoing members shall explain the duties and responsibilities of each position in the group. b) Each appointed/elected member on the Student Association payroll must keep a written summary of his/her obligations and responsibilities for the calendar year of his/her term of office. The completed document shall be passed on to the appointee/elected of the respective position and to the Senate Presidential Assistant within one week of the successor’s appointment/election. c) Each appointed/elected member on the Student Association payroll shall meet on an individual basis with his/her successor within one week of the new appointment/election to clarify responsibilities.
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d) Any agreement and/or contract that requests a service or transaction within or among organizations or clubs of the Student Association must be in written form, dated and signed by all parties involved. A copy of this document must be given to the head of the organization and to its advisor. Any contracts with outside vendors must be dated and signed by all parties involved as well as by the advisor of the organization or club. e) Failure to comply with the procedures may result in punitive action. 2) Budget Reform a) Budget deliberation shall take place during the spring term. Any organization or club requesting Student Association funds for the following fiscal year shall appear before the Student Association Budget committee at a designated time to present their budget request. b) All recommended allocations to clubs or organizations during the spring semester shall be based on a projected enrollment for the fall semester and are subject to change until their final approval by the entire senate in the fall. c) Each organization or club shall receive 50% of their approved budget during the fall semester. A subsequent 50% shall be transferred to their account during the spring semester, subject to adjustments due to decreased enrollment. The final 50% of the approved budget shall be transferred to their account during the spring term, subject to adjustments due to decreased enrollment. d) In the event that an organization or club encumbers funds that were originally allocated for the winter term, the amount overspent shall be deducted from the funds designated for that term. Likewise, in the event that an organization or club encumbers funds that were originally allocated for the spring term, the amount overspent shall be deducted from the funds designated for that term. e) The balance of each organization or club at the end of each fiscal year shall be rolled over into their specific account for the following fiscal year. In addition to the approved budget of an organization or club for the following fiscal year, any positive balance from the previous year shall serve as funds for the exclusive use of the respective club or organization. Likewise, any overdrafts for the previous year shall be deducted from the following fiscal year’s beginning balance of an organization or club. f) The Student Senate treasurer shall be responsible for posting all monthly transactions of organizations and clubs. g) After all monthly transactions of organizations and clubs have been posted, the student Senate treasurer shall send to each organization or club and to its advisor an updated itemized transaction statement detailing all current account balances within the organization. 3) Updated Internal Control Policies a) The authorization of all vouchers and purchase orders requires the signatures of the organization member incurring the cost and of the head of the organization. If the organization member incurring the cost is also the head of the organization, authorization requires the signature of the business manager or of the secretary of the organization. Advisors must additionally sign all paperwork. b) Charges in the bookstore are subject to the following guidelines:
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i) Charges are limited to office supplies only. ii) A personal signature is required for all charges. iii) A student I.D. is required for all charges. c) All Student Association organizations must keep a long-distance phone log. Personal long-distance phone calls made by organization members on the Student Association payroll must be repaid to the respective organization within two months or that individual’s Student Association paycheck will be withheld until payment. Cases in which a member not on the Student Association payroll fails to reimburse the respective organization within two months for personal charges will be handled by the Business Office.
Fundraising Tips and Ideas Occasionally, an organization will need funds beyond those which are available through Senate funding and membership dues. While fundraising activities eliminate the need for members to contribute additional monies to the organization, they do require considerable time and effort if they are to be successful. Here are some steps to conducting a successful fundraiser: 1. Define your goal. How much money do you need to make? 2. Determine the number of members you can realistically count on to participate. 3. Determine the amount of “up-front” money you can put into the project, what your expenses will be, what you will charge for the event, and what the expected profit margin will be. Again, be realistic when anticipating the number of people who will purchase your product or attend your event. 4. Assign tasks to members. 5. Create various advertising materials. 6. Distribute the materials. 7. Remind workers when and where the event is. Let them know you are counting on them. 8. Evaluate the results of the fundraiser in a final report.
When choosing a fundraiser: 1. Be creative. - ask other groups for their successful ideas - spend time during group meetings brainstorming - motivate committee members 2. Know the rules. - consult your advisor for assistance - seek guidelines from Student Senate and Student Activities 3. Utilize good publicity.
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Ideas for Campus Fundraisers
Potluck dinner Basketball shoot Souvenir cups
Yard sale Skate-a-thon Banner contest
Flower sale Haunted house Game night
Phantom ball Family portraits Pizza night
Legs contest Singing grams Disco contest
Silent bake sale Celebrity basketball Treasure hunt
A-thons: bowl, rock, etc. Friendly balloons Baby picture contest
Birthday card delivery Dances Lunch box auction
Fashion Show. Pancake breakfast Kissing/hugging booth
Fac. vs Student Events Sell a parking space Rent wishes
Sundae sale Ice cream social Arts & crafts sales
Breakfast with Santa Shave a faculty beard Cake walks
Holiday stocking grams Talent shows Bake sale
Teacher auction Sell a room to decorate Theme parties
Recycling party Gong show Plant sale
People power hours Rent a student T-shirts
Halloween sale Used book/record sale Alt. Christmas Fair
Turkey contest Frisbee contest Hats
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Ideas for Community Fundraisers
Yard Sales Plant Sitting Car Washes House Sitting Tutorial Services Housekeeping Services (schools) Babysitting Services Snow Shoveling Food Delivery Animal Sitting Yard Care Services to Community Clean-Up Disabled/Aged/Young
“Nothing in this world can take the place of persistence. Talent will not; nothing is more common than unsuccessful people with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘press on’ has solved and will always solve the problems of the human race.” -- Calvin Coolidge
Campus Publicity and Attention Getters Good publicity and advertising is the key to any successful event. The goal of advertising is to motivate people to come to your event and to remind them to do so. Here are some new ideas you might try: - Progressive Signage. This idea peaks interest over a period of time. Start off ads with a one or two word attention getter. Every day add another word or two until you have completed the message. Use eye-catching words, phrases, and materials. - Insert colorful flyers into large Ziploc bags and hang from the showerhead in residence halls. - Borrow a popular slogan and change a few words to fit your program. For example, “Just Do It” could be the title of a community service program. - Prize Patrol. Just like radio stations give out prizes to listeners who display their bumper stickers, give out prizes to students who display your flyer on their doors. - Frequent Flyer Card. Give each member of your organization a card that will be punched each time they attend a program. At the end of the term, enter the fully punched cards into a drawing with the winner receiving a prize. - Redeemable tickets. Give tickets for programs attendance as well as planning and other work necessary for a program’s success. At the end of the year, let members redeem tickets for prizes. Adapted from On Duty: The Newsletter for Resident Assistants. November 1999.
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Other Methods of Publicity
- Word of Mouth - Footprints Leading to - Sign Stands and Events - Solicitation Tables Easels - Free Tickets Stapled to - Banners - Print Novelties Other Giveaways (Matchbooks, Cups, - Flyers or memos via Bookmarks, Balloons, - Placeware (Place Campus Mail to Buttons, Bumper Mats, Paper Plates, departments, Stickers) Cups) instructors, administration offices, - T-Shirts - Fortune Cookies other schools… - Send out people - Miniature Frisbees - Table Tents dressed for activity - Pencils and Pens - Door Hangers - Afternoon Teaser by Performer - Brochures - Chalk ads on sidewalks and - Satellite Ticket Booths - Window Painting blackboards Contests - Walking Billboards - Pass out flyers to - Telephone Hotlines those waiting in lines
“Any activity becomes creative when the doer cares about doing it right or doing it better.” -- John Updike
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The Leadership Hendrix Program The Leadership Hendrix Program provides experiential learning opportunities that assist Hendrix students in exploring personal values, understanding the self, respecting others, and developing community. Workshops, programs, and retreats are offered for students in order to encourage the development of leadership abilities and awareness. The “Leadershop” Program “Leadershops” are short, topical workshop programs designed to provide helpful information concerning organizational and personal leadership skills. These programs are offered for the entire campus community and will be held upon request throughout the year. Look for posters, or call the Office of Student Activities for details (450-1291). Packaged Programs In addition to the “Leadershop” program series, Packaged Programs can be scheduled for your group through Student Activities. Additional programs can be tailored to fit the particular needs for your group. Contact the Office of Student Activities for more program information (450-1291). Leadership Library Resources There are a variety of resources available for you to check out through the Office of Student Activities. The Leadership Library includes books, videos, games, and journals that can assist your organization. Please contact the Office of Student Activities (450-1291) for availability.
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Student Association Committees
Athletic Advisory Committee Student Association Advisory Council Contact: Reggie Talley Contact: Marcus Ealy Advisor: Coach Cliff Garrison Student Association Budget Committee Election Commission Contact: John Embree Contact: Paul Woody Student Senate Environmental Concerns Committee Contact: Christian Hester Contact: Tim McKuin Advisors: Dean Joyce Hardin Megan Brown Welcome Week Committee Media Committee Contact: Anna Patterson Contact: Christopher Simeone Advisor: Fred Ablondi
Multicultural Development Committee KHDX Contact: Valencia Moses Contact: Preston Trimble Advisor: Carmen Hardin Advisor: Bobby Engeler-Young
Religious Life Council The Aonian Contact: Eva Bell Contact: Evan Rogers Advisor: Rev. Wayne Clark Advisor: Dr. Charles Chappell
Residence Hall Committee The Profile Contact: Jonny Dover Contact: Chip Taulbee Advisor: Lydia McDonald Advisor: Dr. Alice Hines
Social Committee The Troubador Contact: Erin Rowe Contact: Allison Roberts Advisor: Jamey Campbell Advisor: Dr. Alice Hines
Student Association Representative Councils
Apartments and Language House Martin Hall Council Contact: Daniel Smith Contact: Aaron Cousins Advisor: Jeff Hudnall Advisor Jeff Hudnall
Couch Hall Council Raney Hall Council Contact: Jonny Dover Contact: Jess Bennett Advisor: Jeff Hudnall Advisor: Michelle Anderson
Galloway Hall Council Small Houses Council Contact: Katie Rook Contact: Rachel Box Advisor Michelle Anderson Advisor: Lydia McDonald
Hardin Hall Council Veasey Hall Council Contact: John Michael Hardin Contact: Rachel Dedman Advisor: Jeff Hudnall Advisor: Michelle Anderson
Off-Campus Council Contact: Mark Sutton Advisor: Lydia McDonald
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Registered Student Organizations
Alpha Epsilon Delta Hendrix College Cheerleaders Contact: Mark Wells Contact: Jackie Forsgren Advisors Dr. Tom Goodwin Advisor: Laurie Smith Dr. Mark Sutherland Hendrix College Choir American Chemical Society Contact: Michael Chappell Advisor: Dr. Warfield Teague Advisor: Dr. Nancy Fleming
Amnesty International Hendrix College Dance Team Contact: James Gordon Contact: Sarah Blount Advisor: Dr. John Farthing Advisor: Laurie Smith
Association for Women Students Hendrix College First Responders Team Contact: Eva Bell Contact: Claire Howington Advisor Dr. Leslie Templeton Advisor: Joyce Alexander
Buthman Historical Society Hendrix College Habitat for Humanity Contact: Christina Schmidt Contact: Brent Reader Advisor: Dr. David Larson Advisor: Dr. Wayne Oudekerk
College Republicans Hendrix College Ultimate Frisbee Club Contact: Paul Woody Contact: Christina Schmidt Advisor Lyle Rupert Advisor: Laura Munroe
Coterie Hendrix Judo Club Contact: Michael Simeone Contact: Paul Alexander Advisor: Alice Hines Advisor: Laura Munroe
Fellowship of Christian Athletes Hendrix Model United Nations Contact: Maggie Harrington Contact: Heather Young Advisor: Coach Chuck Winkleman Advisor: Mary Richardson
Hendrix Animal Welfare Group Hendrix Open Religious Forum Contact: Lexie Parker Contact: Samantha Ramsey Advisor: Dr. Angela Guilmetti Advisor: Dr. John Farthing Dr. Fancis Flannery-Dailey Independent Theatre Society Hendrix Chess and Go Club Advisor: Dr. Bland Crowder Contact: Jake Pesicek Advisor: Ze’ev Barel International Association of Business Communicators Hendrix College Billiards Club Contact: John Patton Contact: Scott Cashion Advisor: Lorie Rodwell Advisor: Lyle Rupert Multicultural Development Committee Hendrix College Biological Society Contact: Valencia Moses Contact: Allison Cromwell Advisor: Carmen Hardin Advisor: Dr. Mark Sutherland Outdoor Activities and Recreation Hendrix College Catholic Campus Contact: Laura Munroe Ministries Contact: Eva Bell Phi Beta Kappa Advisor: Dr. John Farthing Contact: Dr. Mark Schantz
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Philosophy Club Students for Black Culture (SBC) Contact: Tim Hiller Contact: Ateca Foreman Stephanie Smittle Advisor: Dr. Alice Hines Advisor: Dr. Fred Ablondi Students for Latin and Iberian Cultures Pi Mu Epsilon (SLIC) Contact: Tim McKuin Contact: Elizabeth Garcia Advisor: Dr. David Sutherland Advisor: Carmen Hardin
Pre-Law Club Students Promoting the Education of Contact: Grant Cox Asian cultures (SPEAC) Advisor: Dr. David Larson Contact: Dianna Jones Advisor: Carmen Hardin Pre-Theology Club Contact: Kathleen Reed Students Transforming and Resisting Advisor: Rev. Wayne Clark Corporations (STARC) Contact: Amelia Cates Psi Chi Advisor: Dr. Stella Capek Advisor: Dr. Jennifer Peszka Union of Students Studying Russia Psychology Club Contact: Sasha Arjannikova Contact: Shana Southard Advisor: Dr. David Larson Advisor: Dr. Leslie Templeton Unity Regional AIDS Interfaith Network (RAIN) Contact: Jordan Krueger Contact: Sarah Schoeb Advisor: Dr. Jay Barth Advisor: Rev. Wayne Clark Volunteer Action Center (VAC) Society of Celtic Origins and Traditions Contact: Sarah Schoeb (SCOT) Advisor: Rev. Wayne Clark Contact: To Be Elected in the Fall Water Polo Club Society of Economics and Business Contact: Eddie Cobb Contact: J. Adam Wells Advisor: Coach Jim Kelly Advisor: Dr. Ralph Scott Young Democrats Society of Physics Students Contact: Meg Tiemeier Advisor: Dr. Anne Wright Advisor: Dr. Jay Barth
Sociology/Anthropology Club Contact: Brooke Ivy Advisor: Dr. Karen Gaul
Student Activities that Value the Earth (SAVE) Contact: Amelia Cates Advisor: Dr. Stella Capek
Student Arkansas Education Association (SAEA) Contact: Melinda Minter Advisor: Dr. James Jennings
Student Mobilization Contact: Mark Bennett Advisor: Dr. John Farthing
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APPENDIX A Advisor Expectations Worksheet This form is designed to help advisors and student leaders arrive at a clear and mutually agreed upon role of advisors in organizational affairs. The advisor and leader(s) should respond to the following items and meet to compare answers and “iron out” any differences. For some items, which are determined not to be the responsibility of the advisor, it would be valuable to clarify who will assume the responsibility. For each of the following statements, respond on a scale of 1-5 how important this function is: 1 = essential for the advisor to do 2 = helpful for the advisor to do 3 = nice but not necessary for the advisor to do 4 = would prefer the advisor not to do 5 = absolutely not an advisor’s role Attend all general meetings. Attend all executive committee meetings. Call meetings of the executive committee when believed to be necessary. Explain college policy when relevant to the discussion. Explain college policy to the executive committee when he or she believes it to be necessary. Explain college policy to the entire membership at a general meeting once a year. Reserve an appointment with the President/Chairperson before each meeting. Help the President prepare an agenda before each meeting. Serve as parliamentarian for the group. Speak up during discussion when s/he has relevant information. Speak up during discussion when s/he believes the group is likely to make a poor decision. Observe during general meetings unless called upon. Take an active part in formulating the goals of the group. Be one of the group except for voting and holding office. Attend all group activities. Require the treasurer to clear all expenditures with him/her before financial commitments are made. Request to see the treasurer’s books at the end of each term. Check all official correspondence before it is sent.
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Get a copy of all official correspondence. Inform the group of infractions of its bylaws, codes, and standing rules. Keep the group aware of its stated objectives when planning events. Veto a decision when it violates a stated objective, the bylaws, codes, standing rules, or college policy. Mediate interpersonal conflicts that arise. Be responsible for planning leadership skills workshops. Let the group work out its problems, including “doing it the hard way.” Insist on an evaluation of each activity by those students responsible. Represent the group in any conflicts with members of the college staff. Be familiar with college facilities, services, and procedures that affect group activities. Recommend programs, speakers, etc. Take an active part in the transition of responsibilities between old and new officers at the end of each year.
Adapted from: Organization and Advisor Manual Activities Center California State Polytechnic University, San Luis Obispo, California
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APPENDIX B DISCLAIMER At the time of printing, the Student Association Constitution in use at the end of the 2001-2002 academic year was unavailable. The following document may not reflect updates made prior to 2001. The Student Association intends to revise the Constitution in 2002-2003. An update will be made available by the Office of Student Activities as soon as possible.
Constitution of the Hendrix College Student Association
Preamble
We, the students of Hendrix College, in order to participate in the governance of the college community, to give direction and voice to student concerns, and to provide a framework for a number of activities and services for students, do ordain and establish this Constitution of the Hendrix College Student Association, provided that no part of this Constitution nor any action taken under its authority shall conflict with the policy of the College.
Article I
Section 1. All regularly enrolled students at Hendrix College, as certified by the Registrar of the College, shall be members of the Hendrix College Student Association.
Section 2. All executive and legislative authority of the Student Association shall be vested in a Student Senate. The Student Association shall elect a President and a Vice President who shall serve as President and Vice President of the Senate. Each living unit, as defined by the Senate, shall be represented on the Senate by a representative who must reside in that living unit. In addition, there shall be two representatives-at-large, elected in the General Election in the Spring, and one representative-at-large elected in the Fall by students not enrolled at Hendrix the previous Spring term. The President shall nominate, subject to the approval of the Senate, non-voting officers including a treasurer, and non-voting advisors which the Senate shall deem necessary.
Section 3. The Senate shall meet regularly, and special meetings may be called by the President or upon petition of a majority of the elected members of the Senate. The Senate may adopt its own rules and/or procedures.
Section 4. All regular and special Senate meetings shall be open to all members of the Student Association and members of the Hendrix faculty and staff unless, by majority vote, the Senate shall go into executive session.
Section 5. All acts, resolutions, and allocations passed by the Senate must be approved by a majority vote unless otherwise provided for in this Constitution. All votes must be cast in person.
Article II
Section 1. The Senate shall have the authority to appoint student members to the various Standing Committees of the College on which there are student members. The Senate may request reports from these committees.
Section 2. The Senate shall have the authority to establish permanent and temporary student committees, agencies, and offices as it deems necessary and appropriate. The Senate shall designate the powers and responsibilities of these committees, agencies, and offices, and shall have the authority to appoint and remove the officers and members of such groups.
Section 3. The Senate shall have the authority to allocate the Student Activity Fund. The Student Activity Fund shall consist of: (1) Student Activity Fees paid to the College by each student at the beginning of each term, and (2) any other income not specifically designated by authority of the Student Association to other purposes. a. Changes in the amount of the Student Activity Fee shall be approved by a two-thirds majority vote of the Senate. Such changes must be approved by the Board of Trustees of the College. b. The Business Office of the College shall be the depository of the Student Activity Fund. c. Monies shall be withdrawn from the Student Activity Fund only on the signed warrant of the Treasurer of the Student Association. d. The Senate may request that the College audit the records of the Student Association.
Section 4. The Senate shall have the authority to require its agencies, committees, and offices created under authority of
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Article II, Section 2, to submit written requests for funds.
Article III
Section 1. The President of the Student Association shall a. preside over all meetings of the Association and the Student Senate, unless otherwise provided for in this Constitution; b. serve on Standing Committees of the College as designated by the College faculty; c. assure that an annual Student Association Budget is submitted for consideration and approval by a majority of the Senate; and d. enforce, along with the Senate, this Constitution and all regulations passed under its authority.
Section 2. The Vice President of the Student Association shall discharge the duties of the President when, for any reason, the President is unable to serve. At other times, he/she shall serve in the Senate as a representative-at-large.
Section 3. The Treasurer of the Student Association shall be a non-voting member of the Senate. Acting under the allocation authority of the Student Senate, he/she shall sign all warrants for allocations of the Student Activity Fund.
Section 4. All members of the Senate shall discharge any duties delegated to him/her by this Constitution or by the Senate.
Article IV
Section 1. If, for any reason, the office of President of the Student Association becomes vacant, the Vice President shall assume the Presidency. If, for any reason, the office of Vice President of the Student Association becomes vacant, the Senate shall make provisions for a special election in accordance with the appropriate provisions of this Constitution and the Election Code.
Section 2. If, for any reason, the office of a living unit representative or a representative-at-large become vacant, the Senate shall make provisions for a special election in accordance with the appropriate provisions of this Constitution and the Election Code.
Section 3. In order to remove from office the President, Vice President, or a representative-at-large, a petition signed by a majority of the members of the Student Association shall be presented to the Senate. The officer named in the petition shall be removed only by a majority vote of the Senate. When voting on removal of the President, the Vice President shall preside over the proceedings.
Section 4. For a living unit representative to be removed from office, a petition signed by a majority of the residents of the appropriate living unit shall be presented to the Senate. The representative named in the petition shall be removed only by a majority vote of the Senate.
Section 5. Any elected member of the Senate may recommend to the Senate the removal from office of any member of the Senate whose record constitutes a failure to represent his/her constituents or who is judged to be negligent is his/her duties. The member in question shall be removed only by a two-thirds vote of the Senate, provided that three-fourths of the voting members are present. Such an action shall be voted on at least one week after its initiation, and only after said member has been notified of the proceedings.
Article V
Section 1. The Senate shall establish an Election Code governing the campaigns and elections for Senate offices in accordance with appropriate provisions of this Constitution, and shall supervise the elections, the tabulation, and the printing of ballots. The Election Code shall be posted at least two weeks before the opening filing date of an election.
Section 2. All members of the Student Association shall be entitled to vote in the Spring General Election. Only members of the appropriate living units may vote in the living unit elections. Only students not enrolled at Hendrix the previous Spring term may vote in the Fall election for representative-at-large.
Section 3. Successful candidates for the offices of President and Vice President of the Student Association, representative- at-large, and living unit representative shall assume office at the first regular Senate meeting following his/her election, and shall serve until his/her successor has been qualified.
Article VI
Section 1. Any question involving the constitutionality of actions of the Senate, members of the Senate, or agencies of the Senate operating under this Constitution shall be answered by a Council of Review. This Council shall consist of:
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a. the Dean of the College, who shall serve as chairman; b. the faculty advisor(s) to the Senate; c. one other faculty member selected by the Student Senate; and d. student members of the College Judicial Council.
Section 2. Any individual who questions the constitutionality of any action of the Senate, members of the Senate, or agencies of the Senate operating under this shall submit his/her contention in writing to the Chairman of the Council. The Council shall conduct open hearings.
Article VII
Section 1. Amendments to this Constitution shall be initiated by at least a two-thirds vote of the Senate or by a petition submitted by any member of the Student Association. Each petition for an amendment shall contain the full text of the proposed amendment and shall be signed by at least thirty percent of the members of the Student Association. Petitions for amendments shall be filed with the Senate.
Section 2. The Senate shall have proposed amendments posted at least three days before the Student Association is to vote on the proposal.
Section 3. The Senate shall make provisions for a special election for any duly initiated constitutional amendment; provided that such an election shall be held no later than three weeks following the initiation of the amendment; provided further that no such election shall be held during the final two weeks of a term. An amendment shall become effective as a part of this Constitution only if approved by a majority of the votes cast on the amendment.
Section 4. A new Constitution to replace this Constitution shall be initiated and adopted in the same manner that amendments to this Constitution are to be initiated and adopted.
Bylaws of the Hendrix College Student Senate
SECTION I. MEETINGS A. The Hendrix College Student Senate, hereafter referred to as the Senate, will meet each Tuesday night at 6:30 at a predetermined location, provided it is not the last week of any term.
B. The Presidential Assistant will post an agenda and distribute it to all members of Senate at least 24 hours prior to each regular meeting.
C. The Secretary will record the minutes of each meeting and will provide them to any member of the Student Association who so requests within 48 hours after each meeting.
D. Special meetings may be called by the president as outlined in Article I, Section 3 of the Constitution of the Hendrix College Student Association (hereafter referred to as the Constitution). An emergency meeting may be held either to supplement the regular weekly meeting or to replace it. All reasonable effort must be made to give all voting members of the Senate at least twelve (12) hours’ notice of any emergency meeting. The attendance policy, as outlined in Section V of the By-Laws of the Hendrix College Student Senate (hereafter referred to as the By-Laws), will not apply at emergency meetings unless a notice of at least five (5) days has been given to each voting member of Senate.
SECTION II. MEMBERSHIP A. The Senate will consist of voting and nonvoting members (collectively known as Senators) and advisors.
1. Voting members: • Living Unit Representatives • At-Large Representatives • Vice President • New Student Senator
2. Nonvoting members: • President (except to create a majority) • Treasurer • Presidential Assistant • Secretary
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• Academic Policy Representative • Social Committee Chair • Residence Hall Committee Chair • Media Committee Chair
3. Advisors • Faculty Advisor(s) • Dean of Students
SECTION III. PROCEDURE A. Meetings of the Senate will be conducted according to the most recent edition of Robert’s Rules of Order, unless otherwise provided for in either the Constitution or the By-Laws. Executive Committee may submit a simplified parliamentary procedure document based on Robert’s Rules of Order for approval by the Senate. If adopted by a two-thirds vote of the Senate, this document shall serve as the rules of order for the Senate, with Robert’s Rules of Order persuasive in circumstances not outlined in the document.
B. A quorum of the Senate is defined as a majority of the voting members of the Senate. A quorum must be present for the Senate to conduct any business.
C. In voting, a majority is defined as a majority of the voting membership of the Senate. A two-thirds majority is defined as a two- thirds majority of the voting membership of the Senate.
D. The president may vote only to create a majority.
E. Voting members are the only Senators allowed to either make or second motions.
F. A member of Executive Committee will keep a record of all votes on main motions made during Senate meetings, including those made or discussed in executive session, and excluding only those made during the meeting to discuss nominations to the Campus Judicial Council.
SECTION IV. EXECUTIVE SESSION A. Senate has the power to enter executive session, as vested by Article I, Section 4, of the Constitution.
B. All Committee on Committee meetings to discuss nominations will be held in executive session. The nominations arising from these meetings may be made public at the discretion of the chair. C. Only the voting and nonvoting members outlined in Section II of the By-Laws will be allowed to remain in a meeting once it has entered executive session unless, by a two-thirds majority vote, the Senate moves to allow someone else to remain.
D. A Senator may make a motion to enter executive session only in cases of discussing a nomination submitted either by Committee on Committees or by Executive Committee, discussing nominations to the campus Judicial Council, or discussing other matters of extreme sensitivity.
E. A Senator is considered in violation of executive session if she or he repeats outside of executive session anything said by any other person or any other information obtained from executive session.
F. Any Senator who violates executive session as described in Paragraph E is subject to removal from office as outlined in Article IV, Section 5, of the Constitution and Section VIII of the By-Laws.
G. Each time the Senate enters executive session its members may, before exiting, prepare a statement reflecting the nature of the business conducted and/or opinions expressed in executive session. Without objection, the statement will be entered into the minutes upon exiting executive session. This rule does not apply to Committee on Committees meetings.
SECTION V. ATTENDANCE A. All members of Senate, as defined in Section II of the By-Laws, are required to attend every Senate meeting.
B. The Secretary will keep a record of attendance at each meeting. It is the responsibility of the Senator to notify the Secretary prior to any absence if he or she wishes the absence to be excused. Absences may be excused in case of college business or personal emergency or if the Senator arranges a substitute to attend in his or her place.
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C. Any Senator with more than two (2) unexcused absences in any term is subject to removal from office as outlined in Article III, Section 4, and Article IV, Section 5, of the Constitution and Section VIII of the By-Laws.
SECTION VI. COMMITTEE ASSIGNMENTS FOR SENATORS A. Senate has the power to create committees, as outlined in Article II, Section 2 of the Constitution.
B. Senate will maintain three types of committees.
1. Student Association Committees are comprised of members of the Student Association at large and/or Senators. Each of these committees is organized by a committee document that must be approved by a two-thirds vote of the Student Senate. 2. Senate Committees are comprised of only Senators. These committees are organized by committee descriptions found in Paragraphs D, E, and F of Section VI of the By Laws.
3. Ad-Hoc Committees are created by the President to address specific issues, and may contain both Senators and Association members at large.
C. The President will appoint Senators to committees in three tiers. Every voting member of Senate other than the Vice-President will serve on exactly one “A” Committee and exactly one “B” Committee. No voting member will serve on more than one “C” Committee.
D. “A” Committees
1. Committee on Committees is a Senate Committee made up of five (5) voting members of Senate in addition to the Vice-President, who serves as chair. The Committee on Committees is responsible for recommending appointments to the committees outlined in Section VII of the By-Laws, internships with various administrators, and any other positions deemed necessary by the Senate. It is responsible for opening and closing filing for these positions, publicizing each filing period, drafting and reading applications for the various positions, interviewing applicants, and making recommendations to the Senate. All recommendations made by the Committee on Committees must be approved by a majority vote of the Senate. The Committee will maintain contact with all appointees and will arrange for these appointees to make reports to Senate. The Committee will also oversee the execution of the Transition Policy, outlined in Section IX of the By-Laws. All Committee on Committee meetings will be held in executive session.
2. The College Services Committee is a Senate Committee that consists of six (6) voting members of Senate, with one of these serving as the chair. The Committee will also include the Academic Policy Representative. The committee will serve as a liaison between Senate and various College services, including, but not limited to, Academic Affairs, Dining Services, Physical Plant, Information Technology, Career Development, Business and Finance, and Healthcare.
E. “B” Committees
1. The Senate Affairs Committee is a Senate Committee consisting of four (4) voting members of Senate (one of whom will serve as chair) in addition to the Secretary. The Committee is responsible for dealing with internal Senate matters. It is also responsible for maintaining an active communication between the Senate and the student body by advertisements, town meetings, etc. The committee arranges and organizes the Legends of Hendrix lecture series, of which two (2) lectures will be presented each academic year.
2. The Student Association Advisory Committee (SAAC) is a Student Association Committee that consists of three members of each academic class, chosen by the Committee on Committees and approved by Senate. The Presidential Assistant will serve as chair, and one (1) other voting member of Senate will serve as an additional voting member of the committee. As a Student Association Committee, SAAC is organized by its own committee document.
3. The Student Relations Committee is a Senate Committee that consists of six (6) voting members, one of whom will serve as chair. The Committee will be responsible for representing student concerns. The Committee will represent the needs of international and out-of-state students, students studying abroad, and other student groups. The committee will maintain contact with Faculty Committees such as the Diversity Concerns and International/Intercultural Committees and with Student Association Committees such as the Welcome Week, Campus Kitty, and Senior Committees. In addition, the Committee will maintain contact with the College’s Student Activities Office. The committee will also work to recognize and find solutions for any campus cultural problems that may arise, including, but not limited to, issues of gender, race, or sexual orientation.
F. “C” Committees
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1. The Election Commission is a Student Association Committee that consists of a chair and two (2) other members of the Student Association, as well as three (3) voting members of Senate.
2. The Student Association Budget Committee (SABC) is a Student Association Committee that consists the Treasurer as Chair, three (3) members of the Student Association, two (2) student organization chairs, the Media Committee Chair, three (3) voting members of Senate, and the Senate President.
3. The Senate Budget Committee is a Senate Committee that consists of the President, the Treasurer, and the chairs of each Senate committee, which includes the Vice President and three (3) additional voting members. The President will serve as chair of this committee. It is responsible for drafting a Senate budget to be presented to the SABC. In addition, the committee is responsible for hearing requests for Student Association funds made by student organizations after the initial budget process and making funding recommendations to Senate.
4. The Media Committee is a Student Association Committee that consists of one member of the Student Association as chair, three (3) additional members of the Student Association, two (2) advisors, one (1) voting member of Senate, and the Senate Vice President.
G. The Executive Committee is a Senate Committee that consists of the President, Vice-President, Presidential Assistant, Secretary, and Treasurer. These Senators are known as Officers of the Senate. The Presidential Assistant, Secretary, and Treasurer are to be appointed by the President, subject to the approval of a majority vote of the Senate. The committee is responsible for assigning duties to the Senators and the Senate Committees. The committee also serves as a liaison between the Senate and members of the Senior Staff of the College.
H. The President and the Academic Policy Representative will serve as voting members of the Faculty Academic Policy Committee.
SECTION VII. SENATORS’ RESPONSIBILITIES Senators are expected to represent their respective student constituency to the best of their ability. This requires not only attendance at meetings but also active participation in both official and unofficial Senate obligations.
A. COMMUNICATION WITH CONSTITUENTS
Communication with a Senator’s respective student constituency is essential to the proper functioning of Senate. This shall be maintained not only through Senate notes but also through one-on-one interaction with those constituents.
1. The Purpose of Senate Notes The purpose of Senate Notes is communication with students. It is of paramount importance that these notes be posted punctually and that they contain information pertinent to that work which the Senator is doing. Therefore, the notes shall accomplish the following things:
A. Encourage communication between Senators and constituents B. Accurately reflect information relayed at Senate meetings C. Include pertinent information from the official minutes D. Be posted by the Saturday morning following the most recent Senate meeting E. Be brought to the next week’s Senate meeting and turned in to the Presidential Assistant
2. If a Senator fails to post his/her Senate notes punctually (see sub-section D above) four (4) times within his/her term of office, he/she shall be subject to removal from office by impeachment. 3. The Senate Executive Committee shall monitor the punctuality and content of Senate Notes according to the above guidelines.
B. ATTENDANCE OF MEETINGS Attendance of Senate meetings is of paramount importance not only to the Senator, but also the constituency. General Senate Meetings, as well as meetings of Senate Committees, are important in ensuring Senate’s efficiency in dealing with issues that concern the Student Association and the College. Lax attendance of these meetings will not be tolerated.
1. Attendance Policy for General Meetings of the Senate is outlined in Section V of these Bylaws, and shall be enforced by the Senate Executive Committee.
2. Senators shall attend all meetings of the committees to which they have been appointed. If a Senator is unable to attend a meeting for any reason, he/she shall contact the Chair of that committee before the meeting occurs.
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A. If a Senator accumulates three (3) or more unexcused absences during the course of his/her term of office, he/she shall be subject to removal from office by impeachment.
B. The Chair of the respective committees shall enforce this policy. Absences shall be deemed “Excused” or “Unexcused” at the discretion of the chair.
C. ACADEMIC AND DISCIPLINARY STANDING In accordance with the College Mission Statement and Motto, Senators shall remain dedicated to maintaining their academic performance and a respectable disciplinary record.
1. If the cumulative Grade Point Average of a Senator falls below 2.00 at any time during his/her term of office, he/she shall be removed from office immediately.
2. If a Senator appears before and is sanctioned by the College Judicial Council three (3) times within his/her term of office, he/she shall be removed from office immediately.
3. The Dean of Students shall monitor academic and disciplinary standing of Senators in cooperation with the College Registrar and the College Judicial Council. The removal of Senators from office under the above guidelines shall not be subject to a vote of Senate, but will be effective immediately at the discretion of the Dean of Students.
SECTION VIII. COMMITTEE APPOINTMENTS FOR ASSOCIATION MEMBERS AT LARGE A. Senate will have the power to appoint three (3) students and three (3) alternates to the Campus Judicial Council.
B. Senate will have the power to appoint students to Faculty Committees, as vested by Article II, Section 1, of the Constitution.
1. The Student Life Committee: three (3) students and one (1) alternate.
2. The Enrollment and Financial Aid Committee: three (3) students and one (1) alternate
3. The Curriculum Committee: three (3) students and one (1) alternate
4. The Library and Learning Resources Committee: two (2) students and one (1) alternate
5. The International/Intercultural Committee: three (3) students and one (1) alternate
6. The Diversity Concerns Committee: three (3) students and one (1) alternate
7. The Special Events Committee: three (3) students and one (1) alternate
8. The Academic Computing Committee: three (3) students and one (1) alternate
9. The Teacher Education Committee: three (3) students and one (1) alternate
C. The Committee on Committees will be responsible for arranging a selection process and for recommending applicants to the Senate for these Faculty Committees.
D. The Vice-President, as chair of the Committee on Committees, will maintain contact with each student delegate to these Faculty Committees and will ask a member of each committee to submit a report to the Senate either in writing or in person each time the committee meets.
E. The President will appoint members of the Student Association to the following committees, subject to approval by a majority vote of the Senate:
1. Senior Committee: Chair
2. Environmental Concerns Committee: Chair
3. Election Commission: Election Commissioner, two (2) members at large
4. Student Association Budget Committee (SABC): Three (3) members at large
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5. Media Committee: Two (2) members at large.
F. The Committee on Committees will appoint members of the Student Association to the following committees, subject to approval by a majority vote of the Senate:
1. Social Committee: Chair, Director of Films and Special Events, Director of Music and Dance, Equipment Manager 2. Welcome Week Committee: Chair, First Vice Chair, Second Vice Chair (in charge of Shirttails)
3. Campus Kitty Committee: Chair, First Vice Chair, Second Vice Chair (in charge of the Miss Hendrix Pageant)
G. The Presidential Assistant and the Senator appointed to serve on the Student Association Advisory Council (SAAC) will appoint twelve (12) members of the Student Association to SAAC, subject to approval by a majority vote of the Senate.
SECTION IX. IMPEACHMENT AND REMOVAL A. The following steps must be followed to remove a member of the Senate according to Article IV, Section 5 of the Constitution.
1. A voting member of Senate must make a motion to impeach the accused Senator. Such a motion may be made only at a regular Senate meeting. The President may not refuse to recognize a motion to impeach her- or himself. Should the motion pass by majority vote, the accused Senator is considered impeached. Should the motion fail, no Senator may make another impeachment motion for the same offense. The Senator who makes a successful impeachment motion will be considered the prosecutor.
2. The prosecutor and the impeached Senator must meet with the Senate President (or Vice President, if the impeached Senator is the President) within 24 hours of a successful impeachment vote to decide a time at which to conduct the trial. The trial must be held no sooner than one (1) week after the successful impeachment vote.
3. The trial will be conducted in executive session. If the impeached Senator is the President, then the Vice-President will preside over the trial. The accused Senator may retain as counsel one member of the Hendrix College community. The prosecutor and the impeached Senator may present witnesses or other evidence. The Senate, however, will not have subpoena power over members of the Student Association or anyone else. Hearsay testimony may be used as evidence. The trial will proceed in the following order:
a. Prosecutor’s opening statement b. Impeached Senator’s opening statement c. Prosecutor’s evidence d. Impeached Senator’s evidence e. Impeached Senator’s closing statement f. Prosecutor’s closing statement g. Motion by prosecutor to remove h. Discussion and vote
During the trial, the Senators are to act as jurors. They may ask questions of the presiding officer (the President or Vice-President), but they may not ask questions of the prosecutor, the accused Senator, or the witnesses, except in writing, at the discretion of the presiding officer. Both the prosecutor and the impeached Senator may cross-examine the other’s witnesses. The prosecutor and the accused Senator must leave the meeting while the discussion of the motion takes place, but must be given the opportunity to vote on the removal motion. The motion to remove requires a two-thirds majority vote of the Senate. Upon a successful removal vote, the impeached Senator is immediately removed from office, with all rights and privileges as a Senator revoked. The removed Senator is barred from holding any future Senate office.
4. The removal procedure may be stopped at any time before the removal vote by a two-thirds majority vote of the Senate. In such case, the accused Senator is not subject to retrial for the same offense.
SECTION X. TRANSITION POLICY A. Officers
1. Officers will participate in meetings and/or workshops at the request of the Election Commission to describe positions to prospective candidates.
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2. Officers will maintain a folder/binder including, but not limited to, the following: job descriptions, correspondence, duties, contacts, programs, and timelines.
3. Officers will spend the week between elections and actual transition allowing incoming officers to shadow their respective positions, including, but not limited to, meetings, job descriptions, and transferring the officers’ folders.
B. Other Senators
1. Senators will maintain a chronicle—a generically formatted survey recording important actions, duties, decisions, contacts, programs, dates, and other pertinent information. This is to be completed at the end of each term and filed with the Committee on Committees. The Committee on Committees is responsible for creating a formatted chronicle to be distributed to the Senators.
2. Senators will hold at least one meeting to visit with their corresponding incoming Senators to discuss their positions and transfer their chronicles prior to the actual transition from one Senate to the next.
C. Academic Policy Representative
1. The Academic Policy Representative will set up and participate in an orientation meeting with the Chair of the Council on Academic Policy along with incoming and outgoing presidents.
2. The Academic Policy Representative will maintain a folder or file that may include but is not limited to the following items: minutes and records from Academic Policy meetings, correspondence, and survey results.
D. Committee Chairs
1. Senate Committee Chairs will maintain a Committee folder or binder that may include but is not limited tot he following items: minutes, program ideas, contacts, timeline, goals, and reflection on experiences for the year. This folder or binder is property of the Senate and should be returned to the Senate office upon transition from one Senate to the next so that it can be passed on the next committee chair.
E. The Senate as a whole will prepare a list of recommendations for the incoming Senate to be given to each incoming Senator.
F. Committee on Committees will have authority to enforce and evaluate the transition policy of the Senate on behalf of the Senate.
SECTION XI. AMENDMENTS A. All amendments to the By-Laws must be approved by a two-thirds majority vote of the Senate.
SECTION XII. IMPLEMENTATION A. The By-Laws must be implemented by a two-thirds majority vote of the Senate and are effective immediately upon implementation.
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APPENDIX C Sample Constitution Hardin Hall Constitution
PREAMBLE Continuing in the tradition of fellowship and community of Hendrix College, we the residents of Hardin Hall do ordain and establish this Constitution to provide the framework for creating a building which goes beyond a simple dorm – creating a true residence hall for its inhabitants.
ARTICLE I Section 1. Composition of the Hall Council
a. The voting members of the Hall Council, hereinafter “Council,” shall be elected by the residents of Hardin and shall include: Vice-President, Secretary, Treasurer, Social Committee Representative, New Student Representative, Senate Representative, Religious Life Representative, Environmental Representative, Intramural Representative and Residence Hall Council Representative. b. Non-voting members shall be the President (also elected by the residents), Community Advisors, and the Area Advisor c. The Executive members of the Council shall be the President, Vice-President, Secretary, and the Treasurer.
Section 2. Duties of the Hall Council Members a. President shall: 1. Preside over all meetings of the council 2. Strive to maintain order and keep meetings on task 3. Vote on issues only in the case of a tie 4. Serve as a voting member of RHC 5. Have authority, along with the Treasurer, over all Council financial transactions and accounts according to the sanctions of the Office of Student Affairs and the Business Office 6. Strive in all matters to represent Hardin Hall’s good name to the Hendrix Community b. Vice-President shall: 1. Temporarily act in the President’s stead, should he not be able to fulfill his duties for any reason 2. Assume the President’s position, should the President relinquish his duties, or is removed from office. 3. Strive in all matters to represent Hardin Hall’s good name to the Hendrix Community c. Secretary shall: 1. Produce weekly publications, to be posted in Hardin Hall, that inform the residents of any matters or activities discussed during the meetings. These publications are to be kept on file, and produced upon request to any resident 2. A grace period of one week shall be extended to the Secretary regarding this publication; this grace period is not to exceed two weeks 3. Write and deliver, if needed, thank-you notes to any person or organization 4. Keep accurate and current records of attendance to Council meetings 5. Strive in all matters to represent Hardin Hall’s good name to the Hendrix Community d. Treasurer shall: 1. Maintain a current and accurate record of Hardin’s account and all financial transactions 2. Produce, if requested by any resident or Council member, these records 3. Report Hardin’s financial situation at every Council meeting 4. Have authority over all finances according to the sanctions of the Office of Student Affairs and the Business Office 5. Be responsible for purchase orders and reimbursement requests 6. Strive in all matters to represent Hardin Hall’s good name to the Hendrix Community e. Religious Life Representative shall: 1. Serve as a representative on Religious Life Council 2. Take responsibility for planning all aspects of Hardin’s Chapel Services
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f. Intramural Representative shall: 1. Be responsible for the sign-ups and organization of Hardin’s participation in Hendrix Intramural Sports 2. Inform residents of scheduled events and the rescheduling or cancellations of events 3. Maintain contact with the Intramural coordinator g. Senate Representative shall: 1. Serve as the representative for Hardin at Senate Meetings 2. Report Senate Business to the Council 3. Post Senate Meetings notes and any relevant information in an accessible location for all residents h. Social Committee Representative shall: 1. Represent the residents of Hardin in Hendrix Social Committee meetings and events 2. Inform residents of Social Committee events and post notices in an accessible location for all residents 3. Report on Social Committee business to the Council i. Environmental Representative shall: 1. Serve on the Environmental Concerns Committee 2. Encourage residents to Recycle 3. Report to the Council when necessary on Environmental Issues j. Resident Hall Council Representative shall: 1. Serve as a voting member of RHC 2. Report to the council about RHC Meetings k. New Student Representative shall: 1. Be aware of the ideas and concerns of the new students of Hendrix College 2. Report these ideas and concerns to the Council
ARTICLE II Section 1. Election of Hall Council Members a. The Executive members of the Council shall post notification of available positions to all residents of Hardin Hall. Any resident interested in a position should contact the President b. For a period of no less than 4 hours, each resident shall be able to vote for candidates who have applied for the various positions, or nominate a new candidate by writing in the resident’s name on the ballot. c. The Secretary shall collect votes, sort them, and inform the President of the results. However, if the Secretary is applying for a position in the upcoming Council, an impartial party shall tally the results d. The candidate receiving a simple majority or plurality of votes cast is declared elected for the position. In the absence of a simple majority or plurality, a run-off election shall be held within 3 days following the regular election e. No voting member of the Council shall hold more than one position on the Council, for any reason
ARTICLE III Section 1. Attendance Policy a. It is the duty of each officer of the Council to attend all meetings b. If a member is to be absent from a scheduled meeting, it is the responsibility of that officer to provide a representative for the meeting, and also to notify the Secretary c. A maximum of three (3) unexcused absences are allowed for each member of the council
ARTICLE IV Section 1. Amendments and By-Laws a. An amendment or by-law to this constitution can be proposed by any member of the dorm council b. Residents of Hardin can, by presentation to the Council of a petition bearing the signatures of at least thirty percent (30%) of the residents, propose an amendment or by- law to this constitution c. A two-thirds vote of the Council is necessary for an amendment or by-law to be added to the constitution d. Thirty percent (30%) of the residents of Hardin must vote to ratify changes to this constitution. e. Any changes to the constitution, either by amendment or by-law, is to be informed to all members of the Dorm
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f. Revisions to this constitution by upcoming Hall Councils are both welcomed and encouraged, should changes be necessary
Section 2. Voting on Issues during Council Meetings a. If an activity, event, or any other decision is to be made by the Council, the council shall put this up to vote amongst the members present (These activities being possible trips, fund-raisers, or other various recreational activities) A Simple majority decides the issue at that point
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APPENDIX D
Program Planning Checklist Program:______Date:______Time:______Purpose:______Place:______Event Planning Timeline: - Choose event date at least two months in advance - Check Master Calendar for availability http://www.hendrix.edu/business/Master_Calendar.htm - Check and confirm calendar reservation - Post fliers or other publicity several days in advance - Turn in work orders - Turn in purchase orders at least one week in advance Program Plans: ROOM: Have you checked the Master Calendar, completed a Calendar Form, and obtained signatures of the Building Coordinator and your Advisor? CONTRACT: Have you confirmed arrangements in writing? Have you route the contract to the appropriate offices for review and signature? PAYMENTS: Have you made arrangements for payments of honorarium or fees through the Business Office? Be sure to have the check in hand before the event! EQUIPMENT: Have you made arrangements for needed equipment, including the following: lights, sound, tables, chairs, risers, audio-visual, stage, trash cans, food? Publicity Ideas: - Posters - Letters to faculty/staff - Campus newspaper/radio - Off-campus newspaper/radio (contact Director of College Relations, 450-1225) - Flyers in campus mail - Sidewalk Chalk - E-mail - Post on email server’s bulletin boards After the Event: - Clean up facility used - Return borrowed equipment - Evaluate program - Send thank-you notes - Pay honorarium, rental, fees, etc. - Take down old posters!
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Program Evaluation Form As programs are planned from year to year, it is helpful to refer to records of previous programs. The following form is intended to be a guideline for your organization to evaluate your programs and events. As a further part of your record keeping, you may want to include any flyers, letters, and copies of bills so that the next coordinator of this event will have something from which to start! Program Title ______Date of Program ______Time ______Place of Program ______Attendance ______Reaction of Audience ______What types of advertising were used? Was advertising successful? ______What worked well and what should be repeated? ______Please explain any problems and how they were handled. ______Would you recommend this program for another year? Please explain any changes or modifications. ______Program Budget/Program Income (Attach additional sheets as necessary. Please include copies of all receipts.) Signature ______Date ______
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HENDRIX COLLEGE ORGANIZATION EVENT SUMMARY & EVALUATION FORM 2002-2003
EVENT PRO/CON DESCRIPTIONS SUGGESTIONS EVENT TITLE:
EVENT LOCATION:
SETUP TIMEFRAME:
EVENT TIMEFRAME:
CLEANUP TIMEFRAME:
GENERAL DESCRIPTION:
EXPECTED OUTCOMES:
CO-SPONSOR(S):
CO-SPONSOR DETAILS:
PLANNING PROCESS:
PUBLICITY USED:
TOTAL COST:
EXPENSE DETAILS:
ATTENDANCE:
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APPENDIX E Hendrix College Legal Release Form
This is a legally binding release executed by (Participant) whose address is , and by Hendrix College (hereinafter the “College”), 1600 Washington Avenue, Arkansas 72032-3080.
In consideration of the Participant being permitted to participate in , the undersigned does release, waive, and forever discharge the College, its governing board, officers, agents, employees, and any students acting as employees (“Releasees”), from and against any and all liability for any harm, injury, damage, claims, demands, actions, causes of action, costs, and expenses of any nature which the Participant, may have or which may hereafter accrue to the Participant, arising out of or related to any loss, damage, or injury, including but not limited to suffering and death, that may be sustained by the Participant or by any transit to or from the College where the above described Activity, or any adjunct to the Activity, occurs or is being conducted. I/We have signed this release in full recognition and appreciation of the dangers, hazards, and risks of such activities. We further attest that we the Participants and Participant’s Parent/Guardian agree that the Participant has individually assumed the risks involved with this Activity as witnessed below.
I/We understand and agree that Releasees do not have medical personnel available on the trips. We, the undersigned, agree that Releasees are granted permission to authorize emergency medical treatment, if necessary, and that such action by Releasees assume no responsibility for any injury or damage which might arise out of or in connection with such authorized emergency medical treatment.
It is our express intent that this release and hold harmless agreement shall bind the undersigned and the Participant’s family, estate, heirs, administrators, personnel representatives, and assigns. The undersigned further agrees to save and hold harmless, indemnify, and defend the Releasees from and claim by the Participant or Participant’s family, arising out of Participant’s participation in the above described activity.
In signing this Release, the undersigned acknowledges that we have fully informed ourselves of the content of this Release of liability and hold harmless agreement by reading it before we sign it, and that we have reviewed it and the Participant understands what it means and that we signed this document as our free act and deed. No oral representatives, statements, or inducements, apart from the foregoing written statement, have been made. We further state that there are no health-related reasons or problems which preclude or restrict the Participant’s necessary to provide for pay any costs that may be attendant as a result of injury to the Participant.
We further agree this Release shall be construed in accordance with the laws of the State of Arkansas. If any term or provision of this Release shall be held illegal, unenforceable, or in conflict with any law governing this Release the validity of the remaining portions shall not be affected thereby.
IN WITNESS WHEREOF, we have executed this release this day of , 20 . PARTICIPANT WITNESS
(Signature) (Signature)
PARENT OR GUARDIAN WITNESS (if the student is under 18)
(Signature) (Signature)
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APPENDIX F This Purchase Order request form is the initial submission to the Business Office to secure funds for your event. You will receive back from the Business Office three copies of the actual Purchase Order. One will stay with the business/vendor at the conclusion of the purchase. The second will go into your organization’s files with copies of the receipts. The third will be returned to the Business Office with the original receipt(s), invoice(s), and a completed Payment Request form (sample on the next page). All forms must be signed by either the organization President/Chair or Treasurer AND the organization’s Advisor. Hendrix College Student Organization Purchase Order Request
Date: May 6, 2002
Name & Address of Company SAMPLE VENDOR, INC. 1234 Anyroad Ave. Conway, AR 72032
Description of Items to Purchase Organization Name & Account # Amount: Organization of Students Who Love Back – to – school T-shirts Hendrix Dearly $567.89 100-1200-9999
Total: $567.89
Student Signature:* Advisor Signature:* John Q. Student Dr. I. Am Youradvisor
* Must have this signature to process request
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The Payment Request form accompanies all final submissions to the Business Office for payment. Complete and return a Payment Request along with receipts and the third copy of a purchase order, contract for services provided by an outside vendor, etc. All forms must be signed by either the organization President/Chair or Treasurer AND the organization’s Advisor.
HENDRIX COLLEGE CURRENT FUND PAYMENT REQUEST
To: Accounts Payable Date: June 27, 2002 Business Office
Please Pay To: SAMPLE VENDOR, INC. 1234 Anyroad Ave. Conway, AR 72032
**Address need not be completed if clearly shown on other documentation attached to this request For the following: Charge to: Amount: Back – to – school T-shirts 100-1200-9999 $567.89
Total: $567.89
I certify that this is in payment for merchandise and/or services rendered to Hendrix College.
Payment Requested by: Payment Approved by:
John Q. Student Dr. I. Am Youradvisor Student Signature Advisor Signature
XX A WISH FOR LEADERS
I sincerely wish you will have the experience of thinking up a new idea, planning it, organizing it, and following it to completion, and then have it be magnificently successful. I also hope you will go through the same process and have something “bomb out.” I wish you could know how it feels “to run” with all your heart and lose…horribly! I wish you could achieve some great good for mankind, but have nobody know about it except for you. I wish you could find something so worthwhile that you deem it worthy of investing your life in it. I hope you become frustrated and challenged enough to begin to push back the very barriers of your own personal limitations. I hope you make a stupid mistake and get caught red-handed and are big enough to say those magic words: “I was wrong.” I hope you give so much of yourself that some days you wonder if it’s worth all the effort. I wish for you a magnificent obsession that will give you reason for living and a purpose and direction in life. I wish for you the worst kind of criticism for everything you do, because that makes you fight to achieve beyond what you normally would. I wish for you the experience of leadership.
-- Earl Reum
Adapted from Student Organization Handbook 2001-2002 Southwestern University
Hendrix College Office of Student Activities 1600 Washington Avenue Conway, Arkansas 72032
(501)-450-1291 (501) 450-1477 fax email: [email protected] http://www.hendrix.edu/StudentActivities