Article III. Boards and Committees

Section A. Oversight

Any decision made by a subsidiary board or committee, not including a joint committee, including funding decisions, may be appealed to the full senate.
Two senators must request to overturn the decision of a subsidiary board or committee, in writing or via e-mail, to the president.
The vote of 2/3 of those senators present and voting is required to overturn the previous decision.
A new motion, if in order, must be made to replace the overturned decision, and will require a simple majority to pass.

Section B. Executive Board

Membership
1. Chair
  1. The President of the SJS
2. Board Members
  1. The Vice President of the SJS
  2. The Trustee Representative
Duties
1. To meet once a week
2. To hold office for the entirety of the SJS year
3. To meet with the senate advisor once a week
4. To plan retreats
5. To plan strategic pillars for the Senate year
6. Hire an Executive Assistant, PR Assistant (with assistance from the PR Representative), and Research Assistant (as needed).
7. To maintain the SJS office

Section C. Saint John's Senate Charter Board (SJSCB)

Purpose
1. To allow clubs/organizations the opportunity to hold a club charter from the Saint John's Senate instead of a joint institutional charter from the Joint Club Board.
Membership
1. The members of the SJSCB shall be the main members of the JCB.
Obtaining SJU Charter
1. Each club applying for status as SJU chartered club must submit a constitution to the Student Activities Representative from the SJS.
2. The club must submit a list of 10 prospective or active members to the SJSCB.
3. The club must submit a mission statement reflecting the values and purpose of the club.
4. The club must submit a constitution to the SJSCB.
5. The club must abide by all Saint John's University J-Book regulations, as well as any other regulations established by the SJSCB or the SJS as a whole.
6. Once the SJSCB has approved the organization, the constitution will be submitted to the JDSA and the Vice President of Student Development for final approval.
Membership requirements of SJU Charter Club
1. Membership must be open to all members of the Saint John's University undergraduate community.
2. All members of SJS chartered clubs must be enrolled in the Saint John’s University undergraduate program.
3. All members must be in good academic standing.
4. All officers must comply with club training as established by the Student Activities Office along with any training required by the SJSCB for specific SJU requirements.
5. Membership may be exclusive to the SJU undergraduate student body, as determined by the club applying for charter.
6. Clubs attaining SJU charter must uphold the traditions and values of the Saint John's Benedictine community.
Sanctions
1. Any infractions may subject the club to review by the SJSCB or Saint John's University.
Grading Guidelines
1. The SJSCB will evaluate all SJU only clubs in accordance to the JCB/SALD evaluation guidelines.

Section D. Student Parking Appeals Board (SPAB)

Purpose
1. The Student Parking Appeals Board was created by Saint John’s University as a means for students to receive a peer review of parking tickets given at Saint John’s University. The SPAB has full authority from the Administration to review all parking appeals that meet the criteria for appeal and are submitted to the committee. The committee will rule based on the policies set forth by Saint John’s University using the guidelines outlined in the on-line J-Book. The appeals process is intended to be educational in nature. The board will occasionally make recommendations to the University to improve parking on campus as often as necessary.
2. To make the parking regulations more transparent to students.
Membership
1. Chair
  1. The Judicial Board Chair of the SJS.
2. Committee Members
  1. The four committee members of the JB.
General Procedures
1. Meetings
  1. The SPAB will meet at least every two weeks and will set a regular meeting time.
  2. Quorum to hold meetings shall be three-fifths (3/5) of board positions filled.
  3. Attendance is mandatory for all SPAB meetings.
  4. All meetings are closed to the public.
  5. All members have full speaking rights.
2. Voting
  1. The Chair will not have a vote, except in the case of a tie.
  2. All Committee members will have one (1) vote.
  3. No member may vote unless the Senator is present.
  4. All decisions on appeals require majority, defined as 50% +1.
3. Record Keeping
  1. The chair must keep a dated record of each SPAB meeting statistics including the number of the appeals Waived, Reduced and Rejected.
  2. Meet with the Dean of Students to discuss parking trends once per semester.
  3. Have record available upon request.
Process
1. The burden of proof in the appeal rests with the appellant.
2. All appeals must be made on the appeal form provided online by Life Safety Services (LSS).
3. All appeals should be made within ten business days of the ticket date.
4. The appellant is encouraged to supply evidence to support the appeal.
5. The SPAB may take one of three courses of action on the appeal as indicated by a stamp checked and signed.
  1. WAIVED means the appeal was granted and the fine was waived.
  2. DENIED means the appeal was upheld in accordance with the policies set forth by Saint John’s University and the SPAC guidelines, and that payment is due.
  3. REDUCED means that there may have been mitigating circumstances which warrant a reduced fine. Payment of the reduced fine is still required.
6. All decisions of the SPAB are final.
Guidelines
1. Tickets can only be appealed for procedural error, factual accuracy, or extenuating circumstances. There are two reasons for which an appeal will be waived:
  1. There is substantial evidence the appellant did not commit the violation for which the citation was issued.
  2. The appellant may have committed the violation, but the circumstances were not under the appellant’s control. The following information will be taken into account:
  3. Prior to the ticket, the appellant made some demonstrable attempt to notify Life Safety Services in a timely manner.
  4. The appellant can produce written verification from a credible source that was a party to the situation establishing that the situation was so unusual it cannot reasonably occur again.
2. The SPAB will seldom grant appeals solely for:
  1. Lack of knowledge of regulations (i.e. new to campus, have not received regulations, etc.).
  2. Lack of legal parking spaces.
  3. Lack of convenient parking spaces.
  4. Time constraints (i.e. late, it took you longer than expected, etc.).
  5. Lack of funds to pay fine.
  6. Other vehicles were also parked improperly.
  7. Failure to receive a paper ticket.
  8. Failure to see the parking sign.
  9. Forgetfulness.
  10. Relying on inaccurate parking information (i.e. A friend or co-worker told you that you could park there).
  11. Someone else borrowed your vehicle and didn’t know where to park.

Section E. Public Relations Committee

Purpose
1. To promote the SJS and its goals to the student body.
2. To organize, implement, and execute all SJS public relations campaigns.
3. To develop and oversee strategic long term solutions for marketing the SJS to the student body.
4. To direct implementation of targeted solutions through the appropriate public relations channels.
5. To develop a joint general election voting campaign in coordination with the appropriate SBS members.
Membership
1. Chair
  1. The Public Relations Representative of the SJS.
2. Committee Members
  1. The committee shall consist of the PR Representative, the PR Assistant, and two other SJS members.
Meetings
1. The Public Relations Committee shall meet whenever the Chair deems appropriate.

Section F. Food Committee

Purpose
1. To increase relations between students and Dining Services at SJU.
2. To encourage students to participate in discussion in improving the food selection, food quality, and dining facilities.
3. To serve as the official liaison between the student body and Dining Services.
Membership
1. Chair
  1. The Student Issues Representative of the SJS.
2. Committee Members
  1. The Chair shall recruit/appoint any number of members of the SJU student body that The Senator deems appropriate.
Meetings
1. The Food Committee shall meet at least one time per month.

Section G. Budget Working Committee

Purpose
1. To prepare a preliminary budget for the subsequent school year to be presented to the SJS before the end of the Spring Semester.
2. To present a finalized budget to the SJS for approval within 2 meetings of the tenth (10th) day of classes in the fall semester.
Membership
1. Chair
  1. Treasurer
2. Committee Members
  1. President
  2. Activities and Allocations Board Chair
  3. Judicial Board Chair
  4. Student Affairs Board Chair
Meetings
1. The Budget Working Committee shall meet whenever the chair deems it necessary.

Section H. Constitutional Review Committee

Purpose
1. To review the Constitution and By-Laws of the Saint John’s Senate.
2. To propose changes when deemed necessary.
Membership
1. Chair
  1. The Judicial Board Chair of the SJS.
2. Committee Members
  1. Any number of SJS members, at the discretion of the Chair.
Meetings
1. The Constitutional Review Committee shall meet at least once per semester and whenever the Chair deems necessary.
2. Shall meet with SJS Advisor and SJS President to determine scheduling for review process.
3. Complete all Constitutional Review before elections.

Section I. Capital Improvements Committee

Purpose
1. To investigate, propose, fund, and enact physical improvements to the Saint John’s University Campus.
Membership
1. Chair
  1. The Vice President of the SJS.
2. Committee Members
  1. Any number of SJS members, at the discretion of the Chair.
Meetings
1. The CIC shall meet at least once per month and whenever the Chair deems necessary.
2. Allocation of funds
3. All funding decisions made by the Capital Improvements Committee exceeding $1,500 must be approved by a majority of the Saint John’s Senate
4. All requests made to the Capital Improvements Committee shall be reported to the SJS

Section J. Club Sports Playoff Funding Committee

Purpose
1. To provide funding for club sports for postseason play.
Membership
1. Chair
  1. The Treasurer of the SJS
2. Committee Members
  1. Any number of SJS members to be chosen at the discretion of the Executive Council.
  2. The Club Sports Director
Meetings
1. The committee will meet when a request is submitted from a club sport to the SJS.
Allocation of Funds
1. All funding decisions will be made by the committee using the amount of funds submitted to the committee by a vote of the SJS.
2. All funding decisions by the committee will be reported to the SJS.

Section K. Sustainability Committee

Purpose
1. To investigate, propose, and promote sustainability initiatives on the SJU campus. The committee will have the purview to spend any funds allocated to them by the SJS.
Membership
1. Chair
  1. The SJS Sustainability Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Sustainability Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Sustainability Committee will meet at least twice a semester and make their meeting time and location public for students to attend.
Allocation of Funds
1. All funding decisions made by the Sustainability Committee exceeding $1,000 must be approved by a majority of the Saint John’s Senate.

Section L. Academic Affairs Committee

Purpose
1. To address academic concerns and issues on the CSB/SJU campus along with propose changes to academic practices to be adopted by CSB/SJU faculty.
Membership
1. Chair
  1. The SJS Academic Affairs Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Academic Affairs Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Academic Affairs Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section M. Community Outreach & Admission Committee

Purpose
1. To seek solutions to community-campus issues and assist the SJU admissions office with tips for prospective student outreach.
Membership
1. Chair
  1. The SJS Community Relations Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Community Outreach & Admissions Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Community Outreach & Admissions Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section N. Student Activities Committee

Purpose
1. To explore the state of student extracurricular engagement on-campus and collaborate with student programming organizations and clubs to enhance student on-campus engagement.
Membership
1. Chair
  1. The SJS Student Activities Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Student Activities Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Student Activities Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section O. Campus Life Committee

Purpose
1. To focus on student housing concerns on and off the CSB/SJU campuses. The committee will also focus on housing and student conduct policy issues, as well as address student dining concerns.
Membership
1. Chair
  1. The SJS Campus Life Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Campus Life Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Campus Life Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section P. Cultural Affairs Committee

Purpose
1. To address inclusivity issues and promote cultural diversity on the CSB/SJU campus.
Membership
1. Chair
  1. The SJS Cultural Affairs Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Cultural Affairs Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Cultural Affairs Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section Q. Student Development Committee

Purpose
1. To encourage the social development of Johnnies as they explore adulthood
Membership
1. Chair
  1. The Student Development Representative.
2. Committee Members
  1. The chair will have two SJS members serve as committee members as well as any number of students they see fit to serve as advisors on the committee. Only senate members will have a vote though student ad hoc members will have full speaking rights.
Application Process:
1. Students who are not elected to the senators can apply to be an ad hoc member of the Student Development Committee.
2. The chair will review the applications of students and have final discretion on who will compose their committee.
3. Applications will be made available on the SJS website and will be sent out to the general student body at the start of each semester.
Meetings
1. The Student Development Committee will meet at least twice a semester and make their meeting time and location public for students to attend.

Section R. Joint Club Board

Purpose:

To grant Senate recognition to clubs.
To represent clubs to the administration.
To establish a system for club constitution review, which emphasizes club structure in order to prevent confusion concerning the function of the club.
To see that all approved clubs/organizations abide by the policies and rules of the College of Saint Benedict and Saint John’s University.

ARTICLE 1. MEMBERSHIP

Co-Chairs:
1. The SBS Co-Chair shall be the Student Activities Representative.
2. The SJS Co-Chair shall be the SJS Joint Club Chair.
3. The Co-Chairs shall preside over all meetings of the JCB.
4. The Co-Chairs shall sign approvals of approved joint clubs.
5. The Co-Chairs shall delegate responsibility to its members for club recognition and members shall serve as a hearing board for club violations of college, JCB, and club policy issues.
Board Members:
1. An auditor from each Senate.
2. Once CSB student and one SJU student representing Student Activities.
3. One SJU student and one CSB student who are current club officers.

ARTICLE II. GENERAL PROCEDURE

The JCB shall meet bi-weekly or as deemed necessary by the JCB Co-Chairs, with adequate notice given about the meeting times.
Each Co-Chair will preside over alternate meetings.
The JCB Co-Chairs reserve the right to together make an executive decision if, after attempting to reach its membership, time constraints will not allow for a JCB meeting.
Votes of the JCB will require a majority vote after a quorum, defined as two-thirds (2/3) of its membership.
Attendance is mandatory for all Joint Club Board meetings, unless excused.
After the second unexcused absence from the meeting, the member will be removed and an alternate will be selected by the remaining membership.
All clubs recognized by the JCB, the College of Saint Benedict, and St. John’s University will remain recognized clubs unless taken under review by the JCB, SJS, SBS, or the administration of CSB/SJU for being in violation of any guideline, rule or regulation.

ARTICLE III. JOINT CLUB APPROVAL PROCESS

Proposed clubs must have a roster of at least ten members. In order to be a joint club, clubs are required to have the goal of including five SJU student members and five CSB student members.
Single institution clubs must have a roster of at least ten students from that institution.
Proposed clubs must submit a written constitution, advisor contract, and recognition form to the JCB advisor.
Potential clubs who require the use of CSB and/or SJU indoor or outdoor athletic facilities to achieve its mission must obtain the approval of the CSB Club Sports Commissioner and the SJU Athletics Coordinator before submitting a proposal to the Joint Club Board.
The JCB will then vote to approve or deny the club. If approved, the packet will be submitted to the Joint Director of Student Activities and Leadership Development.
Final approval of a club rests with the Joint Director of Student Activities and Leadership Development, who is responsible for notifying the JCB.
If not approved, the JCB will contact the club with the reasons and a list of suggested changes.
The JCB reserves the right to call a meeting with a proposed club’s contacts and officers at any point during the approval process.

ARTICLE IV. CLUB REQUIREMENTS

Membership must be open to all CSB/SJU undergraduate students exclusively.
Clubs must maintain a minimum of 10 members. Clubs must have a goal of maintaining a minimum of 5 members from each institution in order to remain a joint club.
Clubs must have an advisor (CSB/SJU faculty or staff member).
A club’s honorarium policy must be included in its constitution.
Clubs must comply with all CSB/SJU joint and separate institutional policies listed in the J-Book and Every Woman’s Guide.
The purpose of a club must be consistent with the two institutions’ mission statements.
A club must not be a duplicate of any other organization or club on campus.
Joint clubs must be mutually inclusive in title, apparel, and publicity.
All recognized student clubs must participate in all Club Fairs. J. Representation of each club is required at all mandatory meetings set by the JCB and/or Student Activities and Leadership Development.
Each club must sponsor at least on activity/event per semester that is open to all students. Each club must sponsor at least on activity/event per semester that is open to all students. Events may include meetings open to all students, speakers, concerts, video screenings, tryouts, etc.
A student club must be officially recognized in order to receive highest priority in funding from the Co-Funding Board (CFB).
The club registration process must be completed yearly.

ARTICLE V. SANCTIONS

If the registration process is not completed on time or if a club violates and JCB, SBS, or SJS guideline or institutional rule or regulation, the JCB reserves the right to take any of the following actions:
1. Suspension of club status and privileges including but not limited to loss of access to a club’s financial account(s), suspension of a club’s e-mail account and posting privileges, and loss of meeting areas and access to storage space.
2. Directly overseeing club operations.
3. Other means deemed necessary.
The type and duration of sanctions will fit the violation. The JCB reserves the right to disband a club for major infraction.

ARTICLE VI. CLUB EXPIRATION

All clubs failing to register for three consecutive academic years will be completely disabled and no longer deemed a club by the Joint Club Board.

ARTICLE VII. STUDENT CLUB MASS E-MAIL POLICY

Student clubs and organizations are limited to one (1) mass e-mail a day; 24 hours must transpire between each e-mail sent by an individual club.
Student clubs and organizations are able to send one (1) cancellation or correction email for an event for that day.
1. A correction e-mail must be a change in date, time, location or contact information.
The size of mass e-mails sent from student clubs and organizations will be limited to 750 Kilobytes per e-mail.
The Joint Club Board will monitor and enforce these policies.
1. First Offense: The student club or organization will receive a written warning from the JCB.
2. Second and following Offenses: The student club or organization will not receive access to their club e-mail account for the duration of two (2) weeks per policy violation. Notification of violation will be provided by the JCB to the
A joint standing committee of the CSB and SJU Senate’s will review these policies once per semester. The committee will consist of CSB Senate President, Trustee, and Student Activities Representative and SJU Senate President, Trustee, and Joint Club Board Chair and any other Senators from either Senate wishing to participate.
The Joint Club Board will organize a workshop in some form to educate club leaders on changes in mass e-mail policy, respectful use of e-mail, and alternative advertising methods.
A joint effort on behalf of both senates is needed to educate students to complain about e-mail to the source of those e-mails and/or the Joint Club Board, not IT services.