St. Ben's Senate Constitution

Preamble

We, the College of Saint Benedict Senate, in order to serve the students of the College of Saint Benedict, seeking to attain our goals as a liberal arts, Christian, Catholic, Benedictine community establish this constitution as a framework in which to function.  We endeavor to uphold and interpret to the best of our ability the mission and vision of the College of Saint Benedict.

Article I: Name

The name of this organization shall be the College of Saint Benedict Senate, hereafter referred to in this document as the SBS.

Article II: Name

Today’s Senate for Today’s Women

Article III: Purpose

The purpose of the SBS is to:

1. Provide an autonomous form of government, representing students in all aspects of the campus community.
2. Provide a means for students to express their opinions and views.

Article IV: Mission Statement

As the women comprising the College of St. Benedict Senate we will develop strong, viable relations between the administration, faculty, and students of the College of St.  Benedict community based on our Benedictine traditions.

As the College of St. Benedict Senate, we will work to bring strong, ethical, service-based leadership as we represent the students of the College of St. Benedict, in conjunction with St. John’s University.

 

Article V: Membership

The SBS shall consist of a President, Vice President, Trustee, Treasurer, Allocations Chair, three Club Auditors, Community Representative, Academic Affairs Representative, Women’s Issues Representative, Student Activities Representative, Joint Events Council Representative, Cultural Affairs Board Representative, two Student Issues Representatives and Public Relations Representative. Appointed non-voting members to the SBS will be the Executive and PR Assistants. Each member may only function in one capacity as designated in the by-laws.  Both positions will be selected through an application process with the SBS Executive Board.

Article VI: Meetings

All St. Ben’s Senate meetings and committee meetings are open to CSB/SJU students, faculty, administration, and the monastic community.

 

Article VII: Executive Boards and Committees

The additional committees of the SBS include, but are not limited to, the Executive Council, the Allocations Board, whose duties, structure, and guidelines shall be specified in the by-laws. Executive Council and Committee decisions may be overturned by a three-fifths (3/5) vote of the St. Ben’s Senate.  Committees may be created for specific tasks at any time by any senator.  All Senators are expected to participate in these committees as they are able. 

 

Article VIII: Amendments

The SBS Constitution may be amended by a three-fourths (3/4) vote of the St. Ben’s Senate and a two-thirds (2/3) majority of the voting student body.  The by-laws may be amended by a three-fourths (3/4) vote of the St. Ben’s Senate.  The standing rules may be amended by a majority vote of the St. Ben’s Senate. 

By-laws

Article I: Members of the Saint Benedict Senate

The St. Ben’s Senate members shall assume their duties and responsibilities one month before the last day of school following full transition by the previous SBS. St. Ben’s Senate members shall attend all regularly scheduled St. Ben’s Senate meetings and all committee meetings as assigned to her position.  St. Ben’s Senate members shall preserve a permanent record of activities, issues, and accomplishments, to be sent to the college archives after two years maturation.

Section 1: President

The President shall:

1. Chair all SBS meetings according to Roberts Rule of Order with no speaking rights.
2. Call special meetings of the SBS when necessary.
3. Be a member of the St. Ben’s Senate for the full term.
4. Chair the Executive Council meetings. 
5. Vote in case of a tie or when her vote affects the outcome.
6. Interpret the SBS Constitution and by-laws.
7. Monitor SBS adherence to the SBS Constitution and by-laws.
8. Assist and advise the other members in the execution of responsibilities and duties.
9. Meet monthly with the SBS Advisors.
10. Aid the SBS Vice President in coordinating correspondence with any affiliated state or national organization and other student governments.
11. Meet with the President of the College at least once a month.
12. Assist the Public Relations Representative with press releases and approval of all messages sent on behalf of the SBS.
13. Meet once a month with the SJS President, Dean of SJU, and Dean of CSB. 
14. Meet twice a month with the SJS President.
15. Organize a fall and spring retreat with aid from the Executive Council for the SBS.

 

Section 2: Vice President

The Vice President shall:

1. Have one vote.
2. Be a member of the Executive Council.
3. Be a member of the St. Ben’s Senate for the full term.
4. Serve as Parliamentarian.
5. Be acting President in the absence or at the request of the President.
6. Meet with the Vice-President for Student Development.
7. Be a member of the Fine Arts Programming Board. 
8. Maintain an efficient working relationship with the St. John’s Senate
9. Oversee and ensure the efficiency of the Executive Assistant. 

 

Section 3: Trustee

The Trustee shall:

1. Have one vote.
2. Be a member of the Executive Council.
3. Be a member of the St. Ben’s Senate for the full term.
4. Be an officio member of the Board of Trustees of the College of Saint Benedict until the end of the academic year following election date.
5. Co-chair the Coordinate College Governance Student Board.
6. Meet with Vice-President for Institutional Advancement.
7. Serve as a member of the Student Development Committee of the Board of Trustees and Regents.
8. Maintain working relationship with the office of Institutional Advancement.
9. Regulate sales of Bennie Shirts through Institutional Advancement with Community Representative.

J.       Be in charge of constitutional review.

 

Section 4: Treasurer

The Treasurer shall:

A.    Have one vote.

B.     Be a member of the Executive Council.

C.     Be a member of the St. Ben’s Senate for the full term.

D.    Supervise and record all revenue and expenditures of the SBS.

E.     Be aware of the current working balance and maintain a perpetual record.

F.      Act on all proposals or amendments to the SBS budget.

G.    Prepare and update an annual budget for submission and approval by the SBS before my 1^st of the given year with an additional vote on or before September 30^th.

H.    Prepare a financial statement to be presented to the SBS twice each month.

I.       Be a voting member of the SBS Allocations Board.

J.       Audit the SBS, and all sub-committees with the exception of the CFB.

K.    Transfer monies from the miscellaneous senate account to various senate sub-accounts when needed as approved by the Senate.

L.     Calculate re-absorptions to the SBS miscellaneous account at the end of fall semester and at the end of spring semester, return the generated funds reabsorbed from clubs, and transfer the designated percentage of reabsorbed money from co-funded clubs to SJS in conjunction with the Allocations Chair.

M.   Be restricted from holding the office of treasurer in other organizations while in office.

N.    Meet regularly with Student Accounts.

O.    Meet with the business office administrators in conjunction with the Allocations Chair as deemed necessary.

P.      Serve as a member of the Finance Committee for the Board of Trustees and Regents

Q.    Attend annual bussing contract/allocation meeting with administration.

Section 5: Allocations Chair

The Allocations Chair shall:

A.    Have one vote. 

B.     Co-chair the Co-Funding Board with a member of the St. John’s Senate.

C.     Be a member of the St. Ben’s Senate for the full term.

D.    Be a member of the Executive Council.

E.     Chair the SBS Allocations Board as a voting member.

F.      Provide a summary of Co-Funding Board and SBS allocations to the SBS at the meeting following allocation decisions.

G.    Maintain an accessible file of all allocations requests.

H.    Work in conjunction with the St. John’s Senate Activities and Allocations Board Chair.

I.       Maintain a working relationship with the Student Activities office and SBS representative in regards to club issues and procedures. 

J.       Report misuse of SBS allocations to the SBS and impose sanctions in accordance with SBS funding guidelines.

K.    Ensure that communication is occurring between Club Auditors and the club officers of their designated clubs.

L.     Be restricted from holding the office of treasurer in other organizations while in office.

M.   Serve as the bus monitor/activity bus liaison to the administration. 

N.    Meet with the business office administrators in conjunction with the Treasurer as deemed necessary.

O.    Transfer monies from SBS Co-Funding Board sub-account to various club accounts when needed as approved by the CFB.

P.      Calculate re-absorptions to the SBS miscellaneous account at the end of fall semester and at the end of spring semester, return the generated funds reabsorbed from clubs, and transfer the designated percentage of reabsorbed money from co-funded clubs to SJS in conjunction with the Allocations Chair.

Section 6: Club Auditors

Each Club Auditor shall:

1. Have one vote.
2. Be a voting member of the SBS Allocations Board and Co-Funding Board.
3. Conduct monthly audits of appointed clubs in accordance with the SBS Funding Guidelines.
4. Report misuse of allocated funds to the Allocations Chair.
5. Report indebted clubs to the Allocations Chair or the SBS as needed.
6. Establish and maintain working relationships with club officers.
7. In the event of partial funding, request a modified budget to ensure fiscal responsibility.
8. Be restricted from holding the office of treasurer in other organizations while in office.
9. Meet regularly with student accounts.
10. One (1) Club Auditor must serve as a member of the Resource Development Committee of the Board of Trustees and Regents.

 

Section 7: Community Representative

The Community Representative shall:

1. Have one vote.
2. Attend all Alumnae Liaison Committee meetings.
3. Act as a liaison between St. Joseph community, alumnae, the monastery, and the SBS.
4. Coordinate the Feast of Saint Benedict celebration with the monastery.
5. Attend St. Joseph City Council meetings in rotation with Upper class Representative.
6. Attend Healthy Community Partnership meetings.
7. Coordinate the Bennie Day with a SBS committee. 
8. Develop a working relationship with the St. Joseph Mayor and the St. Joseph Chief of Police.
9.  Plan and implement Halloween and Trick or Treat event with the CSB Residential Life staff. 
10. Implement the annual Poker Tournament with the SJS Community Representative. 

 

Section 8: Academic Affairs Representative

The Academic Affairs Representative shall:

1. Have one vote.
2. Co-Chair the Joint Academic Board with a St. John’s Senate Representative.
3. Ensure and oversee appointment of student representation on subcommittees.
4. Attend the Joint Faculty Assemblies and serve as the voice of the CSB Student Body. 
5. Keep the SBS and the student body aware of academic activities and issues.
6. Meet in conjunction with the Academic Dean and the Provost when necessary. 
7. Meet with the office of Academic Advising when necessary. 
8. Meet in conjunction with the chair and the vice-chair of the Joint Faculty Assembly when necessary. 
9. Meet once per semester with the Academic Provost.  
10. Serve as a member of the Academic Affairs Committee of the Board of Trustees and Regents. 

 Section 9: Women’s Issues Representative

The Women’s Issues Representative shall:

1. Have one vote.
2. Promote and educate the community about women’s issues.
3. Be a member of the Center for Women.
4. Be a member of the Women's Lives Series Planning Committee.
5. Collaborate with Student Advocates Against Sexual Violence in promoting healthy relationships. 
6. Collaborate with the Center for Women to plan Women’s Month.
7. Meet with Coordinator of Student Human Rights and Diversity.
8. Meet with Director of Health Education and Counseling.

Section 10: Student Activities Representative

The Student Activities Representative shall:

1. Have one vote.
2. Co-Chair the Joint Club Board with the St. John’s Senate Joint Club Chair.
3. Meet monthly with the Allocations chair to discuss club issues.
4. Hold a leadership conference for all club officers each semester in conjunction with the JCB and the Student Activities Office.
5. Promote and facilitate discussion and awareness of club issues with the SBS.
6. Act as a liaison between the Department of Student Activities and the SBS.
7. Meet bi-monthly with the staff of the Student Activities/Leadership Development Department to discuss club issues and activities to report to the SBS.
8. Meet monthly with the Joint Director of Student Activities/Leadership Development.
9. Co-chair Mass E-mail Policy Review Committee with SJS counterpart.
10. Act as the liaison to Student Activities & Leadership Development in the planning of Mother/Daughter Brunch, Father/Daughter Dance, and Senior Farewell.
11. Serve as liaison to Student Activities & Leadership Development with regards to issues with the Community Barbeque as a part of Welcome Fest.

Section 11: Joint Events Council Representative

The Joint Events Council Representative shall:

1. Have one vote.
2. Be a voting member of the Joint Events Council.
3. Report Joint Events Council activities and issues at SBS meetings.
4. Report St. Ben’s Senate activities to the Joint Events Council.
5. Act as Co-Treasurer, Auditor, and Parliamentarian of the Joint Events Council with a SJS representative.
6. Provide monthly audit of Joint Events Council to Allocations Chair.
7. Present required bi-weekly budget updates at SBS meetings.

Section 12: Cultural Affairs Board Chair

The Cultural Affairs Board Representative shall

1. Have one vote.
2.  Be a voting member, of the Cultural Affairs Board.
3. Report and promote Cultural Affairs Board activities and issues to the St. Ben’s Senate.
4. Report St. Ben’s Senate activities to the Cultural Affairs Board.
5. Coordinate the Cultural Affairs Board selection process with a SJS representative, and the Cultural Affairs Board Co-Chairs.
6. Meet with administrators from the offices of Admissions and Student Development.
7. Meet with the directors from the International as well as Multicultural Student Program Office.
8. Attend Intercultural Development Council (IDC) meetings

 Section 13: Student Issues Representative (of the Upper Classes)

The Student Issues Representative shall:

1. Be a member of the junior or senior class.
2. Have one vote.
3. Represent the interests of the senior and junior classes, including off campus students. 
4. Communicate Senate issues to the junior and senior classes. 
5. Be a member of the Student Life Policies Committee.
6. Keep in regular contact with the Director of Residential Life.
7. Be a member of the Food Service Advisory Board. 
8. Be a member of the Food Service Appeals Committee. 
9. Meet with the Chief of Physical Plant and Facilities.
10. In the absence of the Community Representative will attend St. Joseph City Council meetings.
11. Act as the liaison to Student Activities & Leadership Development in the planning of Mother/Daughter Brunch, Father/Daughter Dance, and Senior Farewell.
12. Serve as a member of the Building and Grounds Committee for the Board of Trustees and Regents. 

Section 14: Student Issues Representative (of the Under Classes)

The Student Issues Representative shall:

1. Be a member of the first-year or sophomore class.
2. Have one vote.
3. Represent the interests of the first-year and sophomore classes.
4. Communicate senate issues to the first-year and sophomore classes. 
5. Be a member of the Student Life Policies Committee.
6. Keep in regular contact with the Director of Residential Life.
7. Be a member of the Food Service Appeals Committee. 
8. Be a member the Parking Appeals Committee.
9. Coordinate first-year introduction to the SBS activity during fall orientation. 
10. Be a member of the Food Service Advisory Board. 
11. Meet with Director of Security.

Section 15: Public Relations Representative

The Public Relations Representative shall

1. Have one vote.
2. Distribute as needed, press releases to student body and campus media.
3. Update SBS homepage in conjunction with the Executive Assistant and Public Relations Assistant.
4. Be a resource to the senate for facilities, posting policies, printing and advertising SBS sponsored events through email and other forms of mass media. 
5. Coordinate the SBS Open and Special Elections.
6. Coordinate a St. Ben’s Senate Public Relations Campaign
7. Coordinate the “Taste of Saints” booth and “Involvement on the Field House” for the SBS.
8. Coordinate Bennie Day in conjunction with the Community representative and Senate Awareness Committee.
9. Communicate directly with the President and Vice President regarding all SBS public information and its appropriate distribution.
10. Ensure communication and accurate distribution of information with The Record occurs.
11. Serve as a member of the Marketing and Enrollment Committee of the Board of Trustees and Regents.
12. Oversee the PR Assistant in conjunction with the President. 
13.  Serve as Web page Designer to the SBS. The SBS will provide training through IT services if needed. In this capacity she will be required to:
1. Develop and design the SBS Web page to creatively and clearly communicate with the CSB students and the greater community.
2. Post election and candidate information.
3. Ensure page is accessible to all CSB/SJU users.
4. Respond to network problems and serve as a liaison between the SBS and IT services.
5. Attend to the overall maintenance and updating of the Web site as needed.
6. Post minutes from each meeting online.
7. Post committee work, Senate accomplishments, and goals throughout each semester. 
14. Serve as a member of the Executive Council

Section 16: Executive Assistant

The Executive Assistant shall be a CSB student selected through an application and interview process conducted by the outgoing Executive Assistant and the Executive Council who will be working with this person.

The Executive Assistant shall:                                              

1. Record, process and e-mail minutes from St. Ben’s Senate meetings.
2. Distribute correspondence documents including agendas and notices at St. Ben’s Senate meetings.
3. Keep a detailed record of St. Ben’s Senate member absences.
4. Maintain adequate supplies in the St. Ben’s Senate office.
5. Maintain a file of all St. Ben’s Senate minutes, letters, notices and other correspondence documents and after three years of maturation, place files in the archives.
6. Relay necessary information to the PR Representative to inform and reach the larger CSB/SJU community.
7. Report directly to the Vice President. 
8. Receive a $150 stipend per semester.

Section 17: Public Relations Assistant

The Public Relations Assistant shall be a CSB student selected through an application and interview process conducted by the outgoing Public Relations Assistant and the Executive Council who will be working with this person. 

The Public Relations Assistant shall:     

A.     Aid PR rep. with all publications including, but not limited to emails, posters, flyers, etc.

B.     Meet as needed with PR Representative to discuss senate meeting and other relevant issues.

C.     Report directly to the PR Representative and President.   

D.    Receive a $150 stipend per semester.

Article II: Advisors

The College of Saint Benedict Senate will have one administrative advisor and select one female faculty advisor.  Candidates for the faculty advisor position will be submitted by members of the St. Ben’s Senate to the Executive Council.  The Executive Council will approach the candidates, conduct interviews with those who are interested in serving in the position and recommend one or more female candidates for approval to the entire St. Ben’s Senate.  A majority vote by the St. Ben’s Senate is required for approval. 

Section 1: Administrative Advisor

The Administrative Advisor shall

1. Be the Vice President of Student Development of the College of Saint Benedict.
2. Be a liaison to the College of Saint Benedict Administration.
3. Regularly attend SBS meetings and any other meetings as needed.
4. Meet monthly with the SBS President.

Section 2: Faculty Advisor

The Faculty Advisor shall

1. Be a representative of the College of Saint Benedict faculty.
2. Be a liaison to the College of Saint Benedict faculty.
3. Regularly attend all SBS meetings.
4. Meet monthly with the SBS President.

Article III: Executive Boards and Committees

Executive Boards and Committees of the College of Saint Benedict Senate may be created or dissolved by a majority vote of the St. Ben’s Senate. Senators are encouraged to assist a committee, based on their availability, interests, and abilities. 

Section 1: Executive Council

The Executive Council shall:

1. Be chaired by the President and consist of the Vice President, Trustee, Treasurer, Allocations Chair, and Public Relations Representative using a consensus decision making model.
2. Meet weekly to set the agenda for the SBS meetings.
3. Approve e-mails/messages being sent out on behalf of the senate.
4. Engage in discussion and preliminary explorations of student issues and concerns.
5. Enforce the Constitution and Standing Rules of the SBS
6. Be responsible for the training and transition of the newly elected senate.
7. Be responsible for assisting with training of SBS members throughout the term.

Section 2: SBS Allocations Board

The SBS Allocations Board shall:

1. Be chaired by the Allocations Chair and consist of the three Club Auditors, and Treasurer, each member having one vote.
2. Meet as necessary to review allocation requests of CSB-only clubs.
3. Allocate funds contingent upon three-fifths (3/5) vote of the Allocations Board.
4. Adhere to the funding guidelines of the Co-Funding Board.

Article IV: Joint Sub-Boards and Sub-Committees

Joint sub-boards and sub-committees may be created by a two-thirds (2/3) vote or dissolved by a unanimous vote of the SBS.

Section 1: Co-Funding Board

The Co-Funding Board (CFB) is comprised of five CSB senators and five SJU senators, elected by the student body.  The SJU senators will be the Chair, Treasurer, Board Auditor, and the two Club Auditors from the Activities and Allocations Board (A&AB).  The CSB senators will be the Treasurer, Allocations Chair, and all three Club Auditors.  (For specific duties, please refer to the respective student senate constitution.) The CFB is chaired jointly by the CSB Allocations Chair and the SJU A&AB Chair and will meet when they deem necessary.

      I.    Purpose:

A.    The CFB is charged with the duty of allocating a portion of the student activity fee for jointly organized groups and events that add to the communities at CSB/SJU through co-curricular and educational activities. 

B.     The percent of the student activity fee from each senate will reflect the percent of the student body each senate represents.

C.     The CFB may reserve up to 10% of its annual funds for the purposes of emergency/spontaneous funding

D.    The CFB is responsible for auditing the account of each jointly funded group. 

E.     CSB-only and SJU-only groups will be referred to each individual senate for their policies and guidelines.

          II.      Membership:

A.    The CFB will be composed of the Allocations Chair, Treasurer, and three Auditors from each senate

B.     Upon election to the CFB, all members must sign a Code of Ethics and provide written disclosure of all clubs in which they are involved.

C.     Failure to adhere to the Code of Ethics or to provide written disclosure of involvement in clubs can result in impeachment or referral to a board of ethics.

       III.      Guidelines:

The CFB has rules of appropriate and fair uses of their portion of the student activity fee to guide the allocation process.

A.    In General:

     i.      The CFB may:

1.      Only consider proposals if the activity/event is open to students of both campuses.

2.      Only consider proposals presented by on-campus organizations.

3.      Fund a flat percentage of the student activity fee to any group with the majority approval of the CFB, plus 2/3 approval of both the SBS & SJS.      

      ii.      The CFB may not:

1.      Fund more than 50% of the CFB portion of the student activity fee to any group.

2.      Fund departmental organizations.

3.      Allow funds, allocated or generated, to be used to pay for alcoholic beverages.

4.      Allocate funds for monetary donations to organizations.

5.      Allocate funds to individual students.

6.      Allow club’s funds, allocated or generated, to be kept in off-campus accounts.

7.      Allow funds, allocated or generated, to be used in any manner contradictory to federal or state law.

B.     In the case of Travel Expenses:

       i.      The CFB may fund:

1.      Up to 2/3 of the cost to rent a university van/car for the use of a student group.

2.      Up to 2/3 of the cost of fueling the university van/car for the duration of the trip.

3.      Up to 2/3 of the cost of other modes of transportation in situations where it is deemed cost-effective by the board.

4.      Up to 2/3 of the cost of lodging/hotel fees for club affiliated attendees of approved conventions/conferences.

5.      Up to 2/3 of the cost of the fuel for a non-university van/car.

C.     In the case of Registration Fees:

      i.      The CFB may only fund:

1.      Conventions/conferences to which a registration form has been presented.

2.      Registration fees for approved conventions/conferences in the amount of up to $300.00 per person, not to exceed $1,800.00 per event.

      ii.      The CFB may not fund:

1.      The cost of food for any participant of an approved convention/conference, unless included in the cost of the conference/event. 

D.    In the case of Stipends:

      i.      The CFB will not allow the funding of stipends/honorariums to students of a club/organization out of the student activity fee. If groups desire to fund monies for these purposes, clubs must:

1.      Use their generated funds.

2.      Gain the approval of the club auditor assigned to that group.

3.      Not exceed the appropriate amount as outlined by the offices of Student Accounts, Financial Aid, and Student Development.

4.      Report amounts and recipients of stipends to the offices of Student Accounts, Financial Aid, and Student Development.

E.     In the case of Food/Refreshments at Group Functions:

      i.      The CFB may fund:

1.      The reasonable cost of food/refreshments for one meeting per semester of an academic year, as deemed by the board, in accordance to the policies of the CFB.

2.      The reasonable cost of food/refreshments at group sponsored events (such as speakers, etc.) on a case-by-case basis, in accordance to the policies of the CFB.

F.      In the case of Clothing, Uniforms, and Equipment:

      i.      The CFB may fund:

1.      Loans to clubs who wish to produce and sell T-Shirts and other articles of clothing for increasing generated funds, or club awareness. In this case, the clothing design must be approved by Student Activities and any loaned monies must be fully repaid by the end of the semester of the allocation.

2.      The cost of required uniforms/equipment for the use of a club sport team as long as these items remain in the possession of the club for further years’ use.

     ii.      The CFB will not fund:

1.      The cost of personal clothing, uniforms, and equipment.

       IV.      General Application:

A.    Only groups adhering to all application process and timeline policies will be considered for funding.

B.     Groups applying for funding must submit an application for funding with a completed annual budget identifying the month events are scheduled to occur, by the requested deadline set by the CFB for that year. Failure to turn in an annual budget on time will result in the lowest priority of funding.

C.     Groups will then be required to present their proposal to the CFB for review, bringing eleven copies of the application to a meeting. Any club failing to present a budget to the CFB during allocations will receive lowest priority of funding.

D.    The CFB recognized that as the club funding process falls after the annual club fair at the beginning of each academic year, the CFB will establish a fund to reserve a specific amount of money, to be determined by the CFB, to provide clubs with a flat fee to use for the fair.

E.     To apply to receive funding for the fair, the clubs will reply to an email sent by the CFB at the end of each academic year.

F.      Money allocated for the fair and not used will be reabsorbed immediately following the fair, without penalty to the club.

          V.      Funding:

A.    The CFB will carefully consider all requests, taking into account the amount available to allocate and other sources of funding.

B.     Applications will be checked against the CFB guidelines.

C.     Applications will be prioritized based on evaluation by the Joint Club Board (JCB)  

D.    A majority of CFB members from each individual senate must vote in favor of the proposed allocation for it to be approved.

E.     The CFB will release its decisions and notify club contacts of the result. 

F.      The allocation will be made to the group’s account within a week of the notification of club contact unless there are some concerns about the account.

       VI.      Other Applications:

A.    Emergency/Spontaneous Funding is available for spontaneous activities/events or unpredicted expenses and will be granted only in rare instances. 

*Failure to turn in an annual budget does not constitute a sound reason for emergency/spontaneous funding consideration.

    i.      Groups seeking this funding must submit an application for funding with a completed budget, identifying the month events are scheduled to occur and a written explanation that describes the extenuating circumstances resulting in the application for emergency/spontaneous funds. 

    ii.      The group will then be required to present their proposal to the CFB for review, bringing eleven copies of the application to a meeting.

    iii.      A group may be considered for funding on any on-campus, open event cut from the original budget. The right to hear or grant the request is up the discretion of the CFB.

    iv.      The JEC may not request spontaneous funding; the use of a flat fee includes a 2% emergency fund.

B.     Budget Adjustment is available for groups that need to restructure their budget. 

     i.      Groups may submit a proposal for a budget change with a new completed budget, identifying the month events are scheduled to occur.

     ii.      The group will then be required to present their proposal to the CFB for review, bringing eleven copies of the application to a meeting.

C.     Eligibility

      i.      Any student group recognized by the CFB who intends to put on a successful event, using the student activity fee, is eligible for funding.

      ii.      All groups included in the CFB resolution pertaining to departmental organizations being unable to receive an annual allocation are eligible to receive spontaneous funding for open events.

      iii.      The CFB reserves the right to define what groups, students, or clubs are eligible for spontaneous funding.

    VII.      Non-departmental Funded Groups:

A.    They will be appointed an auditor if they do not already have one.  The auditor and the group’s financial officer (treasurer) are the only authorized signatories of the group’s account.

B.     They are required to follow all CSB/SJU Business Office policies and procedures.

C.     They must fill out a monthly audit and submit them to their auditor.

        i.      If a club does not submit a monthly audit, they will receive a warning from their auditor.

        ii.      If an audit is not submitted within two weeks of the warning, the club’s account will be frozen until an accurate audit is submitted.

D.    Their unused allocated funds will be reabsorbed at the end of the budgetary period. 

E.     Their generated funds must be claimed in their audit at the end of the budgetary period or they will be reabsorbed.

F.      They may not claim or use funds generated from money allocated by the CFB.

G.    They may claim money generated from loans or outside sources.

 VIII.      Departmental Funded Groups:

A.    Prior to receiving allocated funds, they must provide the name of a departmental contact who oversees the account to which funds are to be transferred.

B.     They will be required to submit an expense report to the CFB Co-Chairs upon the completion of the funded event.

C.     All unused allocated funds must be returned to the CFB upon the completion of the funded event.

D.    Unused allocated funds can not be retained and used for future events.

       IX.      Joint Events Council Flat Percentage

A.    The JEC will receive a 38.5% flat percentage of the Co-Funding Board portion of the student activity fee. The percentage will be taken directly from the total CFB fund at the beginning of the year, after the subtraction of 10% for spontaneous funding and the remaining annuals.

B.     The CFB reserves the right to reverse the flat fee in the same manner that it was initiated.

      i.      The JEC will be required to adhere to all language of the CFB contract or the CFB will exercise the process outlined in VII. B. of the CFB By-laws.

C.     Additional Joint Events Council Requirements

      i.      The CFB acknowledges that the JEC Representatives will serve as the auditors of the JEC. The JEC Representatives will remain the auditors until a time when a JEC Representative is found in financial violation of business account practices, and in any such case the board auditor will then take on the responsibility of signing all account expenditures for the JEC.

     ii.      The CFB requires that any amount that exceeds $2,000.00 for a transfer in any one account of the JEC to another will require the JEC to inform the CFB.

     ii.      The CFB will require an annual full year audit of financial spending to be submitted to the Chairs of the CFB.

                                                          iv.      The CFB requires the JEC be responsible in adhering to all CFB guidelines when creating their budget. Failure to do so will result in the automatic reversal of the flat percentage.

       v.      Failure by the JEC to adhere to any of the above listed guidelines will result in the automatic initiation of reversal of the flat fee.

*The CFB recognizes that the JEC is the primary programming board to both the SJU and CSB campuses. In respect to that, the CFB evaluated and approved the 38.5% flat percentage of the Co-Funding Board portion of the student activity fee to the JEC. This 38.5% flat fee to the JEC in no way sets a precedent for other clubs to receive a flat fee. Although the CFB does recognize all clubs ability to request a flat percentage we maintain that the nature of the Joint Events Council allowed for such a measure to be taken.

  VIII. Alleged violations of CFB policies and/or guidelines:

D.    Any club found in violation of any CFB policy, guideline, or ruling will be subject to the following procedure:

       i.      Group officers/representatives will be called upon to explain the violation.

       ii.      All club accounts, both allocated and generated, will be frozen until the problem is solved.

       iii.      Any misused funds, or funds used without the knowledge and approval of the CFB, will be repaid and reabsorbed.

        iv.      The group may be referred to the Joint Club Board/Department of Student Activities.

E.     The following procedures will be used when a group incurs an outstanding debt:

        i.      All debt issues will be subject to CFB review. However, if a debt greater than $1000 or a gross misuse of funds occurs, the CFB may withhold funding for up to one year.

        ii.      The accounts in question will be frozen until the problem is solved.

                                                          iii.      The club officers/representatives will be called upon to explain the debt and create a plan of debt forgiveness (which may include plans for fundraising).

        iv.      If the problem is still unresolved, the groups could have all funding suspended for an amount of time deemed appropriate by the board.

        v.      The group may be referred to the Joint Club Board/Department of Student Activities.

        vi.      Any other extenuating circumstances will be referred to the institution for institutional conduct analysis and possible legal action against responsible parties.

IX.             Appeals:

a.       Any decision of the CFB may be appealed, in writing, to each full senate within a time period not to exceed two successive meetings of each respective Senate.

         i.      The appeal must be sponsored by a member of that senate in the form of a motion.

         ii.      The Senator sponsoring the appeal and a member of the appealing club must notify the CFB co-chairs at least 24 hours before the meeting at which the appeal will occur.  The club will be unable to appeal if the CFB co-chairs are not notified 24 hours in advance.

         iii.      The motion to appeal the CFB decision must be approved by a 2/3 vote.

         iv.      If it passes, a new allocation must be motioned.

         v      This motion to allocate must be approved by a majority vote. 

b.      Any CFB portion of a club grade may be appealed to the CFB.

          i.      The appeal must be brought forth by a club officer with sufficient evidence that the original grade was inaccurate. At this time a member of the CFB may entertain an appeal to the grade.

         ii.      The motion to appeal the grade must pass the CFB by a majority vote of both the male and female voters.

        iii.      If the grade is appealed then a new grade may be motioned according the accurate correction.

The CFB reserves the right to change this document with a majority vote of the board, and adoption by the respective senates according to their constitutions. The CFB also reserves the right to make special considerations for proposals on a case by case basis as deemed necessary by the board. The CFB also defines reabsorption as a word used to describe how it takes back unused allocations.

Section 6: Joint Academic Board

 

CONSTITUTION OF THE JOINT ACADEMIC BOARD

 

PREAMBLE

We, the Joint Academic Board of the College of St. Benedict (CSB) and St. John’s University (SJU), in order to serve the students of CSB/SJU, seeking to attain our goals as a liberal arts, Christian, Catholic, Benedictine community, establish this constitution as a framework in which to function.  We endeavor to uphold and interpret to the best of our ability the mission and vision of the College of St. Benedict and St. John’s University and their respective senate bodies. 

 

MISSION

The Joint Academic Board will serve as a body of student passionate about academic life at CSB/SJU and will work to improve the academic reputation and quality of education at these institutions.  The Joint Academic Board, empowered by the Senates, will plan an active role in the academic lives at these institutions.  Ideally, the Joint Academic Board will 1) voice student input through appropriate faculty and/or administrative channels 2)propose and/or advocate student initiatives and ideas 3) be a dynamic group, with a solid core membership and consistent attendance, that serves a critical sounding board and strong leader and contributor to everything academic at St. Ben’s and St. John’s, including but not limited to information technology, academic integrity, policy, long-term planning, and Core revisions.  Using student media avenues, both print and electronic, the Joint Academic Board will disseminate information to, and gather it from, the student body at large. 

 

ARTICLE I: NAME

The name of this organization shall be the Joint Academic Board, hereafter referred to in this document as JAB. 

 

ARTICLE II: PURPOSE

The purpose of JAB is:

A.          To provide students the opportunity to act as student representatives, serving on the following Academic Committees:

          i.      Academic Assessment Committee (AAC).  This committee oversees the assessment of learning and to ensure high quality academic experiences for students. 

          ii.      Committee on Academic Policies and Standards (CAPS).  This committee oversees the quality and functioning of the entire joint undergraduate academic program outside of the Core Curriculum. 

         iii.      Curricular Strategic Planning Committee (CSPC).  This committee provides long range curricular planning needed to meet the missions and visions of CSB/SJU. 

        iv.      Core Curriculum Committee (CCC).  The CCC oversees the quality and functioning of the Core Curriculum. 

         v.      Other committees such as the Academic Budget and Planning Committee (ABPC) and the Committee on Academic Computing (CAC), as well as temporary committees such as faculty search committees. 

B.          To act as liaison between the student body at large and the faculty, administration, the College of St. Benedict Senate (SBS) and the St. John’s University Senate (SJS), with respect to academic issues. 

C.          To maintain an open dialogue among students, faculty, administration SBS and SJS, pertaining to academic life at CSB/SJU, suing various tools such as survey inquiries, discussion panels, and the media. 

D.          To strengthen the student-faculty working relationship with increased two-way communication and idea sharing, among other things. 

ARTICLE III: MEMBERSHIP

The JAB meetings shall consist of two co-chairs, academic committee Student Representatives and general student members.  The number of Academic Committee Student Representatives will very as according to the number of Academic Committees.  The number of general student members is not limited, but criterion for membership of the general body is limited to students currently enrolled at CSB/SJU. 

 

ARTICLE IV: MEETINGS

All the JAB meetings shall be open to CSB/SJU students, faculty, administration staff and the monastic community.  Meetings shall be held once every two weeks at either CSB or SJU. 

 

ARTICLE V: AMENDEMENTS

The JAB constitution and its By-Laws may be amended only by a majority vote of all the JAB members, followed by approval of both Senates. 

 

BY-LAWS

 

ARTICLE I: MEMBERS OF THE JAB

The JAB members shall assume their duties and responsibilities at the beginning of each academic year’s semester.  The JAB members shall attend all regularly scheduled JAB meetings and respective academic committee meetings. 

SECTION I: THE CO-CHAIRS

The two JAB co-chairs shall:

A.    Be elected Academic Affairs Representatives of the SBS and SJS respectively. 

B.     Alternatively chair all the JAB meetings. 

C.     Call special meetings of the JAB when necessary. 

D.    Oversee the presence of a Student Representative from the JAB on all the Academic Committees mentioned in Article II: When the Student Representative is unable to attend a meeting, the co-hair will act as proxy on behalf of the Student Representative, until the student representative can resume his/her responsibilities.

E.     Keep her/his respective Senate body aware of academic activities and issues that pertain to JAB. 

F.      Attend Joint Faculty Assembly meetings and any Academic Committee meeting, as a Student Representative. 

G.    Act as the representative of JAB whenever the need should arise. 

 

SECTION II: THE STUDENT REPRESENTATIVE

The Student Representative Shall:

A.    Attend all Academic Committee meetings of their assigned Academic Committee, as a student representative.

B.     Keep JAB informed about current issues pertaining to her/his assigned Academic Committee. 

C.     Inform one of the two co-chairs in good time about possible absences from their assigned Academic Committee meetings.   

 

ARTICLE II: KEY CONTACTS OF THE JAB

The JAB’s interest and focus on academics requires good communication and working relationship with not only faculty committees and the faculty as a whole, but also with key faculty members, committee chairs, etc.

 

SECTION I: CONTACTS

Contacts can include but are not limited to: committee chairpersons, the director of CORE, the academic deans, the Provost, the chair and vice-chair of the Joint Faculty Assembly, and the Presidents of the St. Ben’s and St. John’s Senate. 

 

Article V: St. Ben’s Senate Elections

The St. Ben’s Senate shall be elected by a popular vote of the students of the College of Saint Benedict.  The SBS election shall be held no later than one month before the end of the school year.  Senators shall officially take office for the last two schedules meeting prior to the start of finals following full transition by the previous SBS.  

 

Section 1: Elected Members of the St. Ben’s Senate

The elected members of the SBS shall include the President, Vice President, Trustee, Treasurer, Allocations Chair, three Club Auditors, Community Representative, Academic Affairs Representative, Women’s Issues Representative, Student Activities Representative, Joint Events Council Representative, Cultural Affairs Board Representative, two Student Issues Representatives and Public Relations Representative.

 

Section 2: Election Guidelines

1. Election of Officers shall take place during the time designated by the Public Relations Representative  
2. Impartiality on behalf of the SBS members should be maintained at all times during the election.
3. Elections are open to any full-time CSB student, with a G.P.A. of 2.5 or higher, and in good standing with residential life.
4. Students wishing to be considered for candidacy must submit a Platform and a Declaration of Candidacy., Candidates may only run for one position.
5. Candidates who complete the qualifications for candidacy shall be announced by the Public Relations Representative and/or the Public Relations Assistant to the student body at least one (1) week prior to voting.
6. Candidates who fail to comply with the Election and Campaigning Guidelines are required to be present at a review by the Executive Board in conjunction with the Public Relations Representative to determine consequences.
7. Elections will be organized by the Senate Awareness Committee.  In the event that any of these members are running for a position, a new senator shall be appointed to handle their tasks during elections.

 

Section 3: Campaigning Guidelines

1. Campaigning may begin after the announcement of candidates by the Public Relations Representative and/or Public Relations Assistant..
2. Signs posted in public areas must follow the Student Activities posting policy.
3. Campaign posters in the Residence Halls must be approved by Residential Life. 
4. Campaign posters must be posted in accordance with Student Activity Guidelines.
5. Joint Campaigning is allowed but must follow the Residential and Student Activity guidelines for posting. 
6. Door to door campaigning is allowed and encouraged.
7. Campus - wide e-mailing is prohibited.
8. Signs may be distributed and posted on doors of personal residences, at the discretion of the resident. (Note: Doors going into residence halls and apartment buildings, and the hallways within are considered public spaces.)
9. All publicly posted posters must be removed within twenty four (24) hours the day following elections. 
10. Departmental logos and distribution lists are prohibited on any campaign materials.
11. Only CSB students may run a campaign for a St. Ben’s Senate candidate.  In the case that a candidate is not able to attend the election speeches, their speech may be read by a CSB student.  The CSB student may not be a current senator or running for senate. 

 

Section 4: Election Day Procedures

1. Ten (10) days prior to the election day, voters must be informed of the election date(s), titles of available positions.  Following this information the names of candidates, spaces for write-ins and opportunity to vote against candidates will be provided at the discretion of the Public Relations Representative and/or Public Relations Assistant
2. The Public Relations Representative and/or Public Relations Assistant is responsible for ensuring that no CSB student has the opportunity to vote more than once.
3. Official election ballots must be retained for thirty (30) days following the election in order to address the contention of results by a candidate.
4. In case of a tie, a run-off election between the tied candidates will be announced, publicized, and held by the Public Relations Representative and/or Public Relations Assistant within fourteen (14) days of the original election.
5. All official candidates are required to remain in the election in the position that they had originally declared candidacy for.  They may decline the elected position after the election.

 

 

Section 5: Transition Procedures

1. Senators leaving office shall train and transition newly elected Senators individually, prior to 2 weeks before the end of the closing dates of classes.  For those newly elected candidates who are studying abroad, the transition can take place via email and during the summer. 
2. Senators leaving office shall keep in contact with their newly elected counterparts for the remainder of the semester following the elections.
3. Senators leaving office shall return all senate property and files prior to the final 2 weeks before the end of the closing date of classes.
4. Outgoing Senators must submit detailed transition notes two weeks prior to their final day to the SBS account.
5. Stipends will be withheld from senators who fail to comply with the transition procedures.
6. In coordination with the incoming senators, the outgoing executive council will ensure that a transition/retreat takes place that informs all incoming senators of their duties, and positions. 

 

Article VI: Meetings

1. The SBS will meet every Wednesday of the academic year at 5:00 p.m..
2. Meetings will be open to the public, except when a closed session is called by the President or when voted or passed by 2/3 majority requested by another senator.
3. Senators should allow for at least three hours for St. Ben’s Senate meetings.
4. In the event of tardiness, Senators will not lose their voting or speaking privileges.  Each senator should inform the Executive Assistant of their reason for tardiness.
5. All meetings are mandatory.  Senators who have any two (2) unexcused absences at mandatory meetings or mandatory SBS sponsored events are subject to impeachment.  Absences are not applicable to those using proxy-senators at meetings required by positions.  If senators leave early from any meeting or arrive late this will be taken into consideration when compiling absences.  The following considerations and/or actions will be discussed by the Executive Council: 1) decide if absences are legitimate, 2) give a formal warning, 3) ask for resignation or move to remove the senator from office.       
6. SBS meetings will be held according to Robert’s Rules of Parliamentary Procedure.
7. A quorum, two-thirds (2/3), of the St. Ben’s Senate must be present to conduct official business of the SBS.
8. Special mandatory meetings of the SBS shall be called at the discretion of the President, the Executive Council, or at the request of any three (3) senators.  Events can also be deemed mandatory two weeks prior to an event by the President, Executive Council, or any three (3) senators.
9. Agendas for the SBS meetings should include, but are not limited to, opening, routine matters, guests, committee and board reports, pending initiatives, new business, new initiatives and concerns, announcements, and adjournment.

 

Article VII: Stipends

All members of the SBS shall choose to accept or decline a five-hundred dollar ($500.00) stipend per term.  These stipends shall be distributed or withheld upon discussion and a majority vote of the SBS.

 

Article VIII: Removal from office

A.   As a member of the only elected representative body of the women of the College of Saint Benedict, a St. Ben’s Senator is called to act in a responsible, honorable, and respectful fashion during the course of her term.  In addition to conducting herself in this way, failure to comply with the following things may also lead to the discussion of removal from office:

1.      Incompetence; negligence; and unsatisfactory reporting.

2.      Failure to comply with any of the official duties as listed in the constitution and by-laws of the St. Ben’s Senate. 

3.      Use of a senator’s position for personal gain. 

 

B.  All grievances need to go the SBS Executive Council for discussion and possible review by the SBS.  The process of discussing the possibility of removal from the SBS may be instigated by:

1.      Any Senator

2.      An Advisor of the SBS

3.      Any CSB student who presents a petition signed by one-third (1/3) of the student body.

 

C.  All Senators that will undergo the review process will be notified by the Executive Board 24 hours in advance to review date.

1.      Senator bringing forth a Senator for review will have a speaking term to state grounds in which the Senator should be removed from office.  Concurrent points from other Senators may be brought forth at this time as well. 

2.      Senator under review will have a speaking term to defend their position.  Concurrent points from other Senators may be brought forth at this time as well.

3.      The Senator under review will be asked to vacate the room.

4.                  The remaining Senators will discuss and vote in the form of a written ballot collected by the Executive Assistant. 

 

D.  Any SBS Senator may be removed from office by a four-fifths (4/5) vote by the SBS.

            Senators who have been removed from office:

1.      Must return all SBS property and files immediately upon removal.

2.      Will have their stipend withheld. 

3.      Have the opportunity to appeal the decision of the Senate concerning their stipend.

 

Article IX: Vacancies

A.    In the event of a vacancy occurring in the President position in the middle of a term, the Vice President shall assume the position of the President with approval by a ¾ vote of the St. Ben’s Senate.  A special election will be held to fill the position of the Vice President. 

B.     In the event a vacancy occurs within the position of Allocations Board Chair or Treasurer, a Club Auditor will be appointed by the President with approval by a ¾ vote of the St. Ben’s Senate.  A special election will be held to fill the position of the club auditor. 

C.     In the event a vacancy occurs in any other position on the senate, special elections will beheld.  Until the time that the position is filled, responsibilities of that position will be shared by Upper Class, Under Class, or Trustee, as delegated by the Executive Council. 

D.    In the event that the Vice President or Club Auditor is not approved a special election will be held.

 

Article X: Resignation

Any SBS Senator resigning from her position shall

E.     Submit a signed letter of resignation to the Executive Council to be recognized by a majority vote of the St. Ben’s Senate.

F.      Return all SBS property and files immediately upon resignation.

G.    Have the opportunity to appeal the decision of the senate concerning the senator’s stipend. 

 

Standing Rules of the St. Ben’s Senate

 

Standing Rules of the St. Ben’s Senate

 

1. Senators are to address each other as “senator” during meetings in order to maintain an attitude of professionalism.  Members of the Executive Board shall be referred to according their title. 

 

2. Senators must dress in senate attire at all meetings and all large senate functions.  Senate attire consists of senate oxford/fleece and nametags.  Senators shall not wear workout pants or warm-up clothes to meetings. 

 

3. Senators must be seated by 5:00 p.m. when the meting is called to order.  In the event of an unavoidable absence, the Executive Assistant and President must be informed ahead of time. 

 

4. Out of respect for guests and other senators, eating is to be refrained from entirely during official senate meetings.  One beverage per senator may be on the table. 

 

5. All agenda items must be turned in to the Executive Council by noon on Monday.  Items must be in writing and contain a brief explanation.

 

6. All board reports must be posted on public folders by 8:00 am the Tuesday prior to the meeting  Senators posting board reports more than three (3) times late will lose all speaking privileges at that Wednesday’s meeting.  Unapproved minutes will be e-mailed to all senators by Tuesday morning from the Executive Assistant.  Members must review the minutes by Tuesday night. 

 

7. All guests who are students or are members of student groups will be allowed five minutes for presentation time with ten minutes for the senate to ask questions.  This time can be extended or limited by a majority vote of the senate. 

 

8. All guests who are members of the administration, faculty, or honored members of the community will be allowed ten to fifteen minutes for presentation time with unlimited time for questions.

 

9. Senators will remain in good standing academically and with residential life.

 

10. If the provisions of rule 9 are violated, the senator/senators in question are encouraged to meet with at least one senate advisor or a member of the executive board to discuss the situation and determine a plan of action. 

 

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The views and opinions expressed in student organization pages are strictly those of the page authors. The contents of the pages have not been reviewed or approved by the College of Saint Benedict/Saint John's University.