sccc student club manual, 2011-12
DESCRIPTION
Schenectady CCC Clubs and More.TRANSCRIPT
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Student Government Association Clubs and Organizations
Procedural Manual 2011-2012
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TABLE OF CONTENTS
Page
What is the Student Government Association (SGA)? 3
Meet the SGA Executive Board Members 3
Starting a new Club or Organization at SCCC 4
Recognized Student Clubs and Organizations at SCCC 5-7
SCCC Professional Staff to Assist 8
Club and Organization Faculty Advisor Roles/Responsibility 9
Student Leaders, Responsibility of Officers 10
Executive Board and Officers of Clubs and Organizations 11
Student Organizational Board (the Programming Board) 12
Meeting and Minutes 13
Regularly Stated Meetings 13
Meeting Minutes 13
Meeting Procedure 13
Minute Procedure 13
Template for all Meeting Minutes 14
Poster Policy 15
Social Media 15
Getting the Word out on Campus 16
Campus Message System 16
The Binnekill 16
The Campus Pulse 16
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SGA Activity Fee and Budget Process 17
Benefits of Your Student Activity Fee 17
Oversight and Management 17
Annual Calendar of the SGA Budget Process 18
SGA Funds Policy 19
Disbursement Requisition Forms (DRF) 20
Collecting Money 20
Fund Raising Activities 21
Know this about Raffles 21
Other Policies and Procedures 22
Food and Beverage Policy 23
SGA Trip Policy 24
Appendix 25
Student Government Association Constitution 26
Student Code of Conduct 38
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Student Government Association
Executive Board Members 2011-2012 Elston Hall, Room 220H
Campus Phone: 381-1338
Main E-mail Address: [email protected]
SGA Executive Board
President Deryle McCann [email protected]
Vice President Anthony Galea, Jr [email protected]
Treasurer Derrick Tusang [email protected]
Student Trustee Erin Pelkey [email protected]
Advisor: Martha Asselin [email protected]
Assistant: Justin Cook [email protected]
Stu
den
t Govern
men
t Asso
ciatio
n
What is the Student Government Association (SGA)?
The Student Government Association (SGA) is the “voice of the students”. The SGA
Senate is the vehicle through which projects, real change and improvement can occur
on campus. The Senate fulfills the legislative functions of the SGA and actively
reviews and passes major resolutions concerning the student‟s general welfare.
All SCCC clubs and organizations must adhere to the SCCC Code of Conduct and
the SCCC SGA Constitution (see appendix for both these documents).
The Student Government Association recognizes clubs and
organizations which are formed for one of more of the
following purposes:
1. For special or departmental interests, including those which
are established with a common educational purpose.
2. For honorary groups where membership is earned as an
award for achievement.
3. For service learning groups which exist to serve our college
and/or community.
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Constitutions define the club or organization, describe the
activities and membership, illustrate organizational structure,
and define the roles and responsibilities of club officers.
Clubs and Organizations The Student Government Association oversees all recognized clubs and organizations at SCCC through the
various senate committees. All recognized clubs and organizations have an approved constitution that
supports the SGA Constitution.
ST
AR
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Starting a New Club or Organization As per the Student Government Association Constitution: Article VII: Section 2, any students
wanting to form a chartered club or organization must submit (in duplicate) to the Vice President of
Student Affairs the following:
A. A prepared Constitution which includes a statement of the clubs purpose.
B. A statement from a member of the College‟s full-time faculty volunteering to act as the
Club/Organization Advisor.
C. A detailed account of planned activities indicating cultural, civic and college interests.
D. A list of signatures of its proposed student membership.
E. Only Student Government Association members may be eligible to join chartered clubs and
organizations (See Article III. Section A of the SGA Constitution).
F. Requirements of students holding an office in a recognized club or organization.
To be eligible to be an officer in a Student Government Association club or
Organization, a student must:
1. Be a full-time student as defined by Schenectady County Community College
2. Maintain an academic cumulative average of at least 2.0.
If any officer fails to achieve a 2.0 cumulative average, the student will be:
1. Ineligible for his/her present office,
2. Notified in writing of his/her standing by the Executive Board of the Student Government
Association.
The student will still be eligible for membership in the club or organization.
G. The Director of Student Activities or his/her designee is responsible for notifying the Student
Government Association Executive Board and the organization's faculty advisor in writing of the
student's ineligibility. Continued participation as an officer of the club or organization shall result
in disciplinary action by the Student Government.
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Purpose of each
SCCC Club and Organization
Faculty Advisors
Alliance for Students with Disabilities: To
create a network of people who provide support
and information and advocacy for individuals
with disabilities.
Ms. Judy Fruiterman 381-1464 E328b
Dr. Ellen Wertlieb 381-1345 E222
American Culinary Federation: To promote,
develop, and carry out the goals, work and
program of the American Culinary Federation;
to promote the best interests of the culinary
profession generally and the interests and
welfare of chefs, cooks, and others engaged in
the culinary profession.
Mr. Robert Payne 381-1216 E510
Mr. Christopher Tanner 381-1444 E201
Aviation Club: For those interested in the field
of aviation or the aviation program at SCCC.
Ms. Barbara Jones 381-1266 C205
Black and Latino Student Alliance: To
promote a common bond for African-American
students and other ethnic groups on a social
level based on culture, economics and
experience.
Mr. Jason Benitez 381-1279 E222
Business and Law Club: To develop
competence, build character, prepare for useful
citizenship, encourage improvement in
scholarship and establish standards for entrance
into business occupations with support of the
national chapter.
Mr. Matthew Farron 381-1385 E350
Ms. Sheila Foglietta 381-1265 E315
Cheerleading Club –To facilitate campus
community and spirit positively and
productively.
Ms. Carmel Patrick 381-1442 E120D
Christian Fellowship Club: To worship God
through song, prayer and the study of His word
and provide fellowship and spiritual support for
other Christians.
To be announced.
Circus Club: to teach skills and facilitate
cooperative learning.
Ms. Sandra Boynton 381-1355 B113
Computer Clubhouse: To help Students learn
basics computer skills and to help one another
with computer problems through a creative and
safe environment where all students work
together and as mentors while exploring
computers and building self confidence.
Ms. Kathy Liska 377-1606 E109
RE
CO
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IZE
D S
tud
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Criminal Justice Club: To further the knowledge and understanding of the criminal
justice field and to enhance the student‟s
knowledge pertaining to career development.
Mr. Harry Buffardi 381-1445 E512
Drama Club: To sponsor trips, locally and in
New York City, to provide and arena for both
professionals and nonprofessional companies to
express their views through the drama media.
Ms. Sandra Boynton 381-1355 B113
Early Childhood Education Club: To use our
education and knowledge within the community
and to expand our education through
community.
Ms. Tammy Calhoun 381-1295 G131
Ms. Debra Ahola 381-1402 G130
Father Time: To raise awareness in our
community about the importance of the father‟s
role in the development of a healthy family and
community.
To be determined.
Gospel Choir and Bible Club: to encourage
others through song, gospel and Christianity.
Dr. Yiping Wu 381-1233 B178
Horseback Riding Club: The purpose of
this club shall be to represent the
interests, further the social and personal
growth, and promote the general welfare
of the membership of the organization.
To be determined.
Hospitality Club: To embark on education
activities to promote self-development as well
as exploring career opportunities within the
hospitality industry.
Ms. Ingrid O‟Connell 381-1451 E235
IE3 Club: the theory and practice of all aspects
of electrical engineering, electronics, radio,
allied branches of engineering or the related arts
and sciences, as well as the furtherance of the
professional development of the Students.
To be determined.
Phi Theta Kappa Honor Society: To
recognize & reward student achievement;
promote high standards in academics &
leadership.
Ms. Babette Faehmel 381-1260 E200
Ms. Carol DeFries 381-1392 E311
The Pride Alliance: To improve and increase
awareness, education, self-pride and support for
all members of our community through various
activities held in a respectful, positive and
productive manner.
To be determined.
RE
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RESTART Club: To provide support for returning adult students in an online format
where advice, information and ideas can be
shared.
Ms. Margaret Williams 381-1337 E222
Ms. Robyn Posson 381-1257 E222
Rhythms Literary Magazine: Encourage and
support creative writing and artistic endeavors
of students, faculty and staff and publishes for
the community a literary magazine.
Mr. Geoffrey Welch 381-1466 E313
Science Club: To promote the sciences and
encourage the studies in this field through field
trips and experiences outside of classroom
activities.
To be determined.
Slow Food Club: To represent the interests,
further studies and personal growth and
promote the general welfare of the members
Mr. Rocco G. Verrigni 381-1296 E235
Spanish Club: To band together students in or
interested in the study of Hispanic cultures,
customs and language while promoting an
appreciation for Hispanic cultures, customs and
languages while promoting an appreciation for
Hispanic culture on campus.
Mr. Michael Dzikowski 381-1458 E530
Ms. Judith Prinzo 381-1401 E204
Students for Social Consciousness: To
connect our campus community members with
service opportunities within our surrounding
community while raising awareness and social
consciousness.
To be determined
Students Veterans of Americans: To establish
and develop student veteran support systems
advocating for students veteran issues at the
state and national level.
Mr. Harry Buffardi 381-1445 E512
Student Volunteer Organization: To further
the social and personal growth, promote the
general welfare, create a positive attitude about
community service on campus, and create a
placement system to connect student& faculty
volunteers with agencies in need of help.
Ms. Renee Adamany 381-1298 E202
Mr. Mark Seth 381-1385 E307
Technology Club: To further the knowledge
and understanding of the members in the field
of technology and electronics while enhancing
members experience pertaining to scholastic
and career development.
Mr. Keion Clinton 381-1215 E512
Tutor Networking Club: To provide training
and support for peer tutors and tutees; to plan
activities in order to raise money for student
scholarships.
Mr. Dan McCrea 381-1464 E328C
Ms. Ronalyn Wilson 381-1462 E328C
Stu
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t Clu
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Stu
den
t Clu
bs a
nd
Org
an
izatio
ns
Stu
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t Clu
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nd
Org
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ns
Ms. Martha Asselin
Vice President of Student Affairs
381-1336
Mr. Justin Cook
Student Activities Advisor
381-1365
Mr. David Gonzalez
Athletic Director
381-1356
Mr. Jason Benitez
Multicultural Affairs Program Coordinator
381-1279
Ms. Suzann Burke
Executive Secretary
381-1365
Ms. Jan Libbon
SGA Bookkeeper
381-1341
Ms. Donna Tessitore
FSA Manager
381-1281
SCCC PROFESSIONAL STAFF AVAILABLE TO
ASSIST WITH STUDENT LIFE AND ACTIVITIES
Elston Hall, Room 222
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Roles a
nd
Resp
on
sibilities
Faculty Advisors
The Student Government
Association constitution
requires that each
recognized club and
organization have an active
Faculty Advisor.
Promote a positive and
student-centered co-
curricular learning
environment.
Encourage students to
develop and practice
core leadership
competencies.
Foster the
development of healthy
relationships and a
spirit of collaboration.
Guide and facilitate
the clubs program
process.
Provides constructive
supervision and
oversight.
Club and Organization
Faculty Advisors Faculty Advisors must be, as per the SGA Constitution,
full-time professional employees of Schenectady County
Community College, unless approval for a special
appointment is granted by the Vice President of Student
Affairs.
Role and Responsibilities
Provide guidance, support and encouragement to club officers and members.
Supervise and attend all club meetings, events and activities.
Establish meeting dates, times and non-campus locations through Students Affairs.
Ensure the attendance of at least one club officer
at each meeting.
Ensure each club meeting minutes are taken properly and copies are forwarded to SGA
Bookkeeper.
Assist with club projects and goal planning including the completion of required forms.
Ensure club conformance to college/SGA policies,
rules and regulations.
Oversee the club budget.
New advisors must attend a mandatory budget training session and ensure the attendance of club
officers at budget training sessions.
Verify and sign all requisitions, purchase orders
and request to collect forms prior to submitting to SGA Bookkeeper
Review all monthly financial statements provided
by SGA Bookkeeper with club treasurer and
address any concerns in a timely manner. If there
are no concerns initial a copy of a budget and
return to the SGA Bookkeeper.
Ensure that a club officer attend all Student
Organizational Board meetings.
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Campus clubs and organizations
provide students with the opportunity
to explore areas of personal and
professional interest, build meaningful
relationships with colleagues and
cultivate core leadership competencies
that support their personal,
professional and educational growth.
To be eligible as an officer in a Student Government Association club or
organization, a student must:
Be a student as defined by Schenectady County Community College.
Maintain an academic cumulative GPA 2.0 or higher.
Student Leaders
Clubs and Organizations recognized by the SGA are led by a team of student leaders called
Officers. Club Officers are vitally important to the overall success of the club or student
organization. Officers facilitate a structure for members to engage in club sponsored programs,
activities, and meetings, provide executive services that ensure the clubs proper operation, and
advance the mission and purpose of the club or organization.
Student Leaders for each club or organization are elected annually at a stated meeting and serve a
one year term. Elections of officers should be completed by the end of September.
Roles a
nd
Resp
on
sibilities
Responsibilities of Club Officers
The following guidelines are offered to assist you in your role as club officer
and member of the Clubs Executive Board. All officers must work closely with
their Faculty Advisor, the Student Affairs Division, Student Activities Advisor,
and the SGA Bookkeeper.
Club Officers exist to serve the general membership of the club or organization,
advance the mission outlined in their constitution, act as a student representative
for their club, ensure that all club activities adhere to the Student Code of
Conduct and policies of the SGA, and work to safeguard the physical and
financial property of the club.
All Officers, excluding the Secretary, are Required to attend the Budget
Training Session mandated by official college policy.
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Execu
tive B
oard
Du
ties, Roles a
nd
Resp
on
sibilities
President
Execute and enforce the rules and regulations of the College, the Student
Government Association, and club‟s
constitution
Plan and create Meeting Agenda for
upcoming meeting.
Call and preside overall meeting of the club.
Appoint committee chairpersons as necessary
Serve as the official student representative of the club.
Attend Student Organization Board
meeting,(or assign someone to attend
in President‟s place )
Check mailbox in Student Affairs on a regular basis for memos and financial
statements.
Vice President
Assume all roles of the President in his/her absence
Oversee all committee meetings and communicate findings to the club
president and faculty advisor.
Provide assistance and guidance to all
committee chairpersons and ensure
that committees are operating
efficiently.
Treasurer
Maintain financial statements for the club.
Prepare necessary forms for collecting and distributing club funds.
Coordinate fundraising activities for
the club reconcile all monies from
fundraiser activity with Student
Affairs.
Deposit all club income with SGA Bookkeeper within 24 hours of
fundraiser.
Execute and enforce within the club the rules and regulations of the college
and the Student Government
Association in regard to fundraising
activities and financial procedures.
Secretary
Record minutes from each club
meeting and distribute them to the
advisor and the SGA Bookkeeper.
Minutes must be shared with all club
members, VP Student Affairs, and
the Student Activities Advisor
Type and handle correspondence for the club including meeting agenda.
Maintain club records.
The Club Executive Board &
Officer Responsibilities
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STUDENT ORGANIZATIONAL BOARD
Stu
den
t Org
an
izatio
nal B
oard
(the P
rogram
Board
)
Organizational Structure
Committee Chair: Vice President of the Student Government Association
Members and Representatives
o Student Senators (4)
o Club or Organization representative (1)
Purpose and Focus
The Student Government Association oversees the operation of all recognized clubs and
organizations through several established committees.
The Student Organizational Board is an established committee of the Student Government
Association and is charged with maintaining open communications between the Student
Senate and its satellite organizations and provides a structure for cross-organizational
collaboration.
Meetings and Attendance
As per the Student Government Association Constitution, the Student Organizational
Board will meet at least three times each semester.
Stated meetings are important and club participation is mandatory. During regularly
schedule meetings, members will meet to discuss event dates, policies, and budget
procedures. Meetings also provide an opportunity for clubs to communicate and generate
ideas and work together to create a bustling college community.
Excerpt taken from the Student Government Association Constitution…
“Section 3. Requirements of Recognized Clubs and Organizations
A. Clubs and organizations which have been previously chartered (recognized) by
the Student Government Association should submit to the Constitution and
Judicial Committee any revisions or changes regarding name, purpose, faculty
advisor(s), list of active members and financial status immediately following such
actions. Only recognized clubs and organizations are eligible to receive
allocations from the student activities fee.
B. All clubs and organizations must have at least one representative at the Student
Organizational Board meetings. Any club or organization who fails to send a
representative to more than one (1) meeting per year will be recommended to the
Senate for dismissal of recognition.
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Meeting Minutes
Minutes must be recorded at every regular
and special communication of the club or
organization. Minutes provide members
with important information needed to vote,
a recorded meeting history and ensures the
professional operation of the club.
Proper minutes reflect all actions taken, all
discussions held and all agreements
reached including an updated treasurer‟s
report.
ME
ET
ING
S A
ND
MIN
UT
ES
Campus clubs and organizations hold
regular meetings to plan and execute
their programs and activities. General
meetings are also a time for members to
build friendships, pursue interests, and
become an active member of the diverse
campus community.
Regularly Stated Meetings
All student led clubs and organizations meet
regularly to conduct business and ensure the
successful operation of their club. The
Faculty Advisor must notify Student Affairs
of meeting times, dates and locations so that
this information can be shared with interested
students and be advertised on campus.
It is suggested that campus clubs and
organizations regularly update their
information in advance to ensure student
participation and increase meeting
attendance.
Meeting Procedure
Meetings must be held on campus only
during operating standard operating
hours.
Recognized clubs may reserve a classroom or multi-purpose room as
needed through Student Affairs.
The faculty advisor must complete an “Application for Facilities and
Equipment” at least two weeks in
advance to reserve a room.
Clubs may reserve space during college hour (Monday, Wednesday 11:30-
12:30) on a first come first serve basis.
Campus space is limited outside of
college hour. The faculty advisor must
work closely with the Student Affairs
Office to ensure proper meeting space.
Minutes Procedure
Proper minutes must be taken at ALL
meeting.
Copies of all minutes must be distributed to all members and advisors.
Minutes must also be forwarded to the Vice President of Student Affairs,
Student Activities Advisor, and the
SGA Bookkeeper within one week.
Failure to submit proper meeting minutes will result in the suspension of
allocated funds and will jeopardize the
official status of the club or
organization.
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TEMPLATE FOR ALL MEETING MINUTES
[Name of Club/Organization]
MEETING MINUTES
[Date of the Meeting]
Call to Order (name/title of individual calling meeting to order, time, and location.)
Roll Call Typically, the secretary takes roll call but could pass around sign-in sheet. Minutes
should state names of present at the meeting.
Approval of Minutes
Minutes from the last meeting should be presented, any changes to be made need to be
stated, then the minutes need to be approved with a majority vote by the group. Minutes
should reflect any changes made and result of the vote.
Officer Report
Each officer should prove to the secretary items they have for the upcoming meeting.
Not all officers need to have reports for each meeting; however, a treasurer‟s report
should be given at least once a month.
Committee Reports
Each committee should be prepared to give an update and make announcements.
Old Business
Items from previous meetings/unfinished business discussed here. Minutes should
include all items and should reflect all voting.
New Business
Items for discussion that were approved for the agenda discuss here. Minutes must
reflect all items and all voting held. For example, if the club has a motion made to spend
$300 of the club funds for an upcoming program, minutes must reflect the motion, the
second of the motion and the outcome of the vote. Any items not completed at this
meeting become “Old Business” items at the next meeting.
Announcements
Any announcements from the membership can be made here. Minutes should reflect all
announcements.
Adjournment Motion to adjourn must be made and seconded; no vote is needed. Meeting ends with the
seconded motion being noted. Minutes reflect the time that the meeting was adjourned.
NOTE: Four copies of all meeting minutes are to be provided to Student Affairs,
room 222E at least 48 hours prior to next meeting.
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On Campus Advertising
The Student Activities Office provides several
services to help campus clubs promote their
mission and advertise their meetings and
events. Services include:
On Campus Bulletin Boards
Campus Message System
Campus Pulse (Email Marketing)
Social Media (College Facebook Page)
Poster Policy (Updated November 17, 1992)
1. All posters must be approved by Student Affairs. The poster will be stamped and initialed by
Student Affairs only if approved for posting.
2. All publicity must bear the name of the sponsoring group.
3. The sponsoring group must be affiliated with SCCC. (Solicitors from outside of the campus are
not permitted to advertise on campus premises unless a SCCC group is credited for sponsoring
the "outsider.")
4. Posters are to be placed on designated bulletin boards only - not on windows, doors, elevators or
walls. Any poster found posted on an inappropriate spot will be removed and result in a fine of
$1 per poster to the sponsoring group (responsible party).
5. The neatness of the material and the maintenance thereof are the responsibility of the sponsoring
group. Posters must be no bigger in size than 81/ 2 x 11 inches unless approved otherwise by
Student Affairs.
ONLY Club Advisors and/or their designees can utilize the copy machine in Student Affairs to copy
publicity material and various other materials used by the organization.
Social Media
1. The college has created a Facebook Page for ALL student related activities. The Facebook
page is coordinated and maintained by the Student Activities Advisor with guidance from the
Student Government Association.
2. All recognized clubs and organizations are prohibited from creating or maintaining any
social media accounts or public groups without approval from the Vice President of Student
Affairs.
3. All official posts must bear the name of the sponsoring group. The sponsoring group must be
affiliated with SCCC.
4. All posts, comments, links, videos, images, and content must adhere to the college‟s Student
Code of Conduct. Inappropriate content will be removed and those responsible will face
disciplinary action from the Vice President of Student Affairs.
CA
MP
US
PO
ST
ER
PO
LIC
Y A
ND
SO
CIA
L M
ED
IA
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Campus Message System To have your meeting time or activity advertised on the campus messaging system (TV monitors
around campus); prepare a simple PowerPoint slide (using font size 32 or larger, with minimal
textboxes and no animation) with all necessary information and submit for review and approval to
Martha Asselin, Vice President of Student Affairs at [email protected].
The neatness of the PowerPoint Slide is the responsibility of the Sponsoring Group. However the
slide should be clear, professional and include…
Date
Time
Location
Sponsoring Group
To ensure that all information is clear and legible all slides must have large print (36 or more) with
no special effects (word art, flash media, animation, etc).
The Binnekill
To submit information for publication in the Binnekill, the official college newsletter, send pictures
and information to Heather Meaney at [email protected].
The Campus Pulse
The Campus Pulse is an email publication sponsored by the Student Activities Board. Each weekly
email is designed to highlight upcoming campus events, and share important information that
impacts the general welfare of the student body.
1. Sponsoring groups are responsible to generate all content, supporting images and links.
2. The Student Activities Board is responsible for formatting and publishing only.
Captions, descriptions, and program reviews must be brief and written in proper form.
3. All content must be electronically submitted to Justin Cook at [email protected] on
Wednesday for review and publication on the following Monday.
Gettin
g th
e word
ou
t on
Cam
pu
s
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Each student is assessed a Student Activities Fee. These funds are collected by the
college and then distributed to the SGA to be used during the academic year in which
they were collected.
Stu
den
t Activ
ity F
ee an
d B
ud
get In
form
atio
n
Benefits of your Student Activities Fee (so long as the student remains enrolled) include:
An individual membership to the Downtown Schenectady YMCA
Access to CDTA public transportation
A variety of Club Programs and Activities and community service adventures
Leadership Training and Development Workshops
Educational, Cultural, and Recreational Events (Concerts, Comedians, Spring Week, etc)
Dynamic intercollegiate athletic program
And MORE!!!!!!
Oversight and Management
The Student Government Senate members, Advisors, Athletic Coaches, Club Officers, etc…
are all responsible for overseeing that respective budgets are accessed properly and in
accordance to the procedures established by the SGA and the Auditors. An audit of the SGA
budget, processes for budgeting, and protocols for using these funds is conducted annually in
June. This audit is public record and is shared with the SGA and College. Recommendations
for improvements are implemented the following fall term.
The SCCC Student Activity Fee & Budget Procedures
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Annual Calendar of the SGA Budget Process
January
Budget proposals (3
copies) for the
upcoming year will
be distributed to
each
club/organization for
completion.
February
Budget proposals
must be submitted to
the SGA Treasurer
before the end of the
month if your
club/organization
wishes to have a
budget for the
upcoming year.
March
SGA Budget&
Finance
Committee review
requests & adjusts
budget to meet
projections for fall
enrollment
April
By Mid-April, the
Committee must
submit their
recommendations to
the Senate who will
then hold at least two
open budget hearings
to review proposed
budget with student
body.
The budget is
adjusted/ revised, if
necessary, and then
Senate vote on an
approval of the budget
before the first of May.
May
By the third week of
May, the budget is
submitted to the Dean
of Student Affairs &
reviewed with the
SCCC College
President.
Feedback received is
shared with the SGA
Senate & Executive
Branch.
* Final budgets will
not be disclosed until
the fall when the
College has accurate
enrollment figures
reflecting the amount
of Student Activity
Fees that will be
collected.
June
An annual SGA
Audit is conducted.
Outside auditors are
hired to review all
books, records,
transactions and
activity of the SGA
from that year.
The final audit report
is a public record
and is shared.
July/August
No Clubs/
Organizations are
in session during
the Summer
* Club budgets
do not rollover.
Any leftover
funds from the
previous semester
will be lost.
September
Official notification
of the
club/organization
budget is sent to all
Advisors and
Officers during the
first week of classes
in the fall initiating
the budget cycle for
the year.
* Clubs will be
unable to access
their budgets until
ALL required parties
complete Budget
Training
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Student Government Association Funds Policy
1. Only recognized clubs/organizations can submit a Budget Request Form to the SGA for
approval. The SGA will approve the budget amount to be allocated to each recognized
club or organization.
2. Each club has an approved amount of money allocated for the academic year. SGA funds
allocated must be used by the third Friday in April. Any expenses after this date must be
pre-approved by the SGA Senate, Advisors, and Bookkeeper. If any SGA Funds are in a
clubs account at the end of the academic year, they will be returned to the SGA. No
Funds will be authorized after the last day of Finals.
3. Student Activity fee monies allocated to a club/organization cannot be used for donations,
scholarships, or alcohol.
4. Funds are allocated to clubs to fulfill the intended purpose outlined in their constitution
and subsidize activities. Monies for food should be limited and focused.
5. Monies used for scholarships must be raised through club fundraisers. Money is then
deposited using the RTC and earmarked “Scholarship”.
6. Scholarships and Awards Fundraisers must have prior approval by The SCCC Foundation,
Inc.
7. The SCCC Foundation, Inc must be notified of and approve all donations made by
individuals, companies, or community agencies.
8. Club Scholarship recipients are chosen by a independent selection committee appointed
by the Vice President of Student Affairs, not by the club members.
9. To use allocated funds each club advisor and executive board must attend the budget
training session and complete all proper forms and documents. Under any circumstance,
clubs may not receive cash advances or use fundraising profits to purchase
materials.
10. Anything reusable or non-perishable purchased with club funds is property of the SGA
and should be returned at the end of each semester.
SG
A F
UN
DS
PO
LIC
Y
Page | 20
COLLECTING MONEY
Request to Collect Forms (RTC): Must be completed when any monies are collected
for any reason or amount.
- RTC for fundraisers must first be signed by the Advisor and approved by
Student Affairs.
- A RTC shall be completed for each separate activity: fund raisers, dues,
donations, etc.
- No fundraisers are allowed in May.
It is important to note on the "Request To Collect Money" form any and all needs
of the events, such as the number of tables/chairs needed, the planned location,
etc.
Disbursement Requisition Forms (DRF):
For purchases made from club budgets.
- DRF‟s must be signed by the Club Advisor and appropriate Club Officer before submitting
to the SGA Bookkeeper for SGA review.
- SGA Officers must approve and sign the DRF to signify a completed DRF. These
signatures are required BEFORE payment or funds are disbursed.
- Completed DRF‟s received on Mondays will have a check released on Wednesdays.
- Original and appropriate documentation is required to support any payment: original
receipts, invoices, program agreements, contracts, purchase orders, etc. are required. No bill
will be paid or a reimbursement granted without proper documentation and original receipts.
- SGA is tax exempt. See the SGA Bookkeeper for necessary forms before making purchases.
- No spending will be allowed in May unless prior approval from Student Affairs.
- The SGA credit card may be used under certain circumstances such as an on-line purchase.
A DRF must be completed prior to ordering.
The last day for all clubs and organizations to submit disbursement requisitions for the
academic year is the third Friday in April.
Req
uestin
g F
un
ds a
nd
the C
ollectio
n o
f Mo
ney
Programming and Events
Page | 21
FUND RAISING ACTIVITIES
- All fund raising dates will be filled on a first come, first serve basis through
the SGA Bookkeeper.
- Money collected may NOT be used to make any purchases.
- Collections should be documented: names & amounts of donations, quantity
and price of items sold, etc. Receipts should be issued to all who donate.
All collections must be turned in to the SGA Bookkeeper in a timely manner
* Scholarships and Awards Fund Raisers must have prior approval by The SCCC
Foundation, Inc. (NOTE: student activity fee money cannot be used for
scholarships. This money must be fundraised.)
Know this about all Raffles . . .
- All raffles must be approved by the Vice President of Student Affairs and the
SGA Bookkeeper at least one week prior to the sales or raffles. All
winners of all raffles must be announced publicly on campus via the College‟s
e-mail system, the College‟s newsletter, The Binnekill, and be reflected in the
minutes of the club/organization.
Tickets are provided by Student Affairs and are the only tickets allowed for raffles.
- Tickets are to be one price only. “Three for...” or “arms length” is not
allowed.
- A limited number of tickets will be issued at one time. After tickets have been
sold and all monies have been turned in, more tickets may be issued.
- Only one type of raffle can be held at a time: 50/50, gift certificates, baskets,
gas cards, etc.
- Each event is to be no longer than 2 weeks
- All winners of all raffles must be announced publically on
campus via multiple formats (e-mail, minutes, message system,
Binnekill, etc…)
* ALL TICKETS (sold or not) must be returned to the SGA Bookkeeper when
the raffle is over for reconciliation. Clubs may be charged for missing tickets.
FU
ND
RA
ISIN
G A
CT
IVIT
IES
Page | 22
OTHER POLICIES AND PROCEDURES
Alcohol Policy
As per the College‟s Student Code of Conduct, as it pertains to alcohol, no fund raiser
or event will be approved nor permitted in which alcohol is associated with the event,
function or as a raffle prize.
Student Code of Conduct
All programs and events sponsored by a recognized club, organization or SCCC
affiliate must adhere to the Student Code of Conduct.
Facility Procedure The student leader and faculty advisor must complete and submit an “Application for
Facilities and Equipment” to the Student Affairs Office to reserve an appropriate space
at least 2 weeks in advance.
Clubs will be responsible to cover all costs associated with an event that is held outside
of the college‟s standard hours of operation unless otherwise approved by the Vice
President of Student Affairs. Cost includes security, maintenance, technology support,
etc.
Program Agreements Events that require any form of payment to a individual or agency for a performance,
lecture, or presentation requires a “Program Agreement”. The “Program Agreement”
must be completed by Faculty Advisor and signed by performer and Vice President of
Student Affairs. Forms may be obtained from the SGA Bookkeeper or Student
Activities Advisor.
Charging Admission
When presenting an event with an admission or cover charge students with a valid
Student I.D. must be charged a lower rate than the general public. Remember, funding
for clubs comes from the activity fee, students already have paid for these programs but
the non-student has not.
The sponsoring club or organization must complete a “Request to Collect” form and
submit it to the SGA Bookkeeper. Forms are available from the SGA Bookkeeper.
Page | 23
Food and Beverage Guidelines Clubs and organizations must use the College‟s food service vendor, Prestige Food
Service for all their catering needs. The catering menu is available online or in the
cafeteria at http://www.sunysccc.edu/student/prestige/prestigemenu.htm.
Any program serving food must complete a Catering Request form that is available from
Prestige Food Services. All catering requests should be submitted by the Faculty Advisor
at least one week before the scheduled event.
Prestige Food Service must sign a waiver permitting the sale of any food product on
campus including: candy sales, etc.
Due to NYS Health Law regulations, bake sales are not permitted. State health code
prohibits serving food prepared at homes or other non-licensed sites.
FOOD AND BEVERAGE POLICY
STATEMENT
One of the issues of primary concern at Schenectady County Community College has been the
attractiveness and cleanliness of campus facilities. This issue is also one that has been identified
in the College Directions with a goal as follows:
“To provide a quality educational environment including well-maintained facilities of sufficient
capacity to support the teaching/learning/service offerings; an atmosphere of safety, security and
cleanliness; and a campus which generates a pride of association among students employees, and
the community.”
In an effort to maintain facilities, reduce maintenance costs and provide an attractive environment
that is conducive to the educational purposes of the College, the following policy has been
adopted by the Board of Trustees:
POLICY
Consumption of food and/or beverages will not be permitted in the following areas of the college
campus: ∙ Classrooms/Lecture Halls
∙ Carl B. Taylor Community Auditorium
∙ Laboratories
Individuals are encouraged to use the Commons area located in Elston Hall that provides facilities
for dining. Should there be a need to transport food/beverages from that area, containers must be
properly covered.
Exceptions to this policy may be granted by the College President or his/her designee for
programs, events or activities sponsored by the College (or one of its units), or per the Policy on
Use of Facilities by Outside Groups.
Approved by the Board of Trustees per Resolution #92-22, 2/17/92
Revised per Resolutions #97-121, 11/17/97, #04-124, 8/16/04; #09-65, 6/15/09
Page | 24
SGA Trip Policy
Trip request forms can be obtained from the SGA Bookkeeper and must be completed properly and
in advance for consideration.
Any and all club/organization activities held off campus will be considered a trip. All trips must be approved by the Student Government Association and Director of Student Activities. All trips must be
sponsored by a recognized Student Government Association club or organization.
The club advisor and a faculty or staff member must accompany the trip in the ratio of 1 faculty or staff member to 20 students.
The following materials must be submitted to the Vice President of Student Affairs at least 24 hours in
advance of the trip.
o list of people who will be on the trip.
o Signed releases, to include emergency phone numbers and authorization for any children attending
the event, from all persons who will be on the trip.
o A specific itinerary including route to be taken, time of departure and return and places to be
visited.
o A request, if appropriate, to open the trip up to the public and/or to non-students.
o If this trip is a fundraiser, appropriate Request To Collect Money form must be attached to the
request..
If the trip is being opened to non-Student Government Association members and is approved by SGA and Student Activities:
o All must sign trip request form and be in agreement with policies.
o Children must have signed permission to attend and one parent/guardian must be with the
child(ren) at all times during the trip.
No alcoholic beverages or controlled substances may be taken on the trip or consumed anytime before or during the trip.
Generally, no overnight trips will be approved unless they are for conferences or conventions.
Trip participants must go and return on the same vehicle. There are NO exceptions. All participants must
follow the itinerary of the trip. The bus will leave no later than 30 minutes from departure times.
Any irregularities that occur on the trip must be reported in writing by the club advisor to the Director of Student Activities the next business day following the conclusion of the trip.
Failure to adhere to the above rules and regulations will result in automatic denial of future trips of said club or organization by the Student Government Association, and trip participants may be subject to
disciplinary action by the College.
NOTE: Non-student activity fee payers may not benefit from any costs or changes subsidized by the
Student Government Association.
Page | 25
Appendix
SCCC Student Government Association Constitution
SCCC Code of Conduct
Page | 26
SCCC STUDENT GOVERNMENT ASSOCIATION
CONSTITUTION
PREAMBLE We, the students of Schenectady County Community
College, in order to form an organization through which the
students may voice their opinions, register their wishes and insure
their rights, do ordain and establish this Constitution for the
students of Schenectady County Community College.
ARTICLE I. Name of Organization The name of the organization shall be the Student Government
Association of Schenectady County Community College.
ARTICLE II. Purpose The purpose of the organization shall be to represent the interests,
further the social and personal growth, and promote the general
welfare of the members of the student body. This Constitution
shall be the basis of the Student Government.
ARTICLE III. Membership A. All full- and part-time students of Schenectady County
Community College shall become members of the Student
Government Association upon payment of the appropriate
student activities fees.
B. All members of the Student Government Association may
participate in Association meetings and may vote in
elections and referendums of the Student Government
Association.
ARTICLE IV. Student Senate
Section 1. Duties and Powers A. To act for and in behalf of the student body in promoting
and supporting all activities which enhance the purpose of
the Student Government Association.
B. To be responsible for the determination of, the
administration of and the allocation of all funds accruing to
the Student Government Association.
C. To maintain cooperative relationships with student leaders
of other institutions of higher learning and the community.
D. To represent the Student Government Association in
relations with the faculty and administrative officers of the
College.
E. To appoint members of the Association to serve as
members of those committees of the College that are
Page | 27
denoted as joint student-faculty-administration committees
or boards. These committees will only be open for second
semester freshmen or seniors.
F. The power to oversee all organizations of the Association.
G. The Senate has final approval of line item transfers in
excess of:
1. $50 between line items
2. $300 within an organization's account.
H. The Senate has the power to freeze an organization's budget
until a time when a proper investigation can be conducted.
Section 2. Senate Meetings A. Regular meetings of the Student Government Senate shall
be called by the President at least once a week during the
regular academic year at times and places to be determined
by the Student Senate, in cooperation with the College.
B. Notice of all regular meetings of the Student Senate,
including the time and place of such meetings, shall be
published at least two (2) days prior to the meeting.
C. Special sessions of the Student Senate may be called by the
President of the Student Senate, any quorum of the Student
Senate, by 10 percent of the Student Government
Association, or by the President of the College, for
designated purposes. Only such designated purposes shall
occupy the time of the meeting.
D. Notice of all special meetings of the Student Senate,
including the time, place and purpose of the such meetings,
shall be published at least two (2) days prior to the meeting.
E. A quorum shall consist of at least a majority of the elected
and seated Senate members and a majority of a quorum
shall decide all legislation passed by the Senate.
F. All meetings of the Student Senate shall be open to the
college community and any one present may be recognized
by the chair. Executive sessions may be called by two-
thirds (2/3) vote of a quorum.
G. All minutes of the Student Senate shall be available to the
Student Government Association members.
H. Senate sessions shall be conducted by Robert's Rules of
Order as modified by this Constitution.
ARTICLE V. Association Officers and Student Senators
Section 1. Positions A. The officers of the Association shall be: President, Vice
President and Treasurer.
B. The student representative to the Board of Trustees shall be
considered a non-voting officer of the Association.
Page | 28
C. The officers of the Association shall also be officers of the
Student Senate.
D. There will be eight (8) freshmen senators and eight (8)
senior senators excluding officers of the Student Senate.
Section 2. Qualifications A. To be eligible for any position in the Student Government
Association, a student must be a member of the Student
Government Association and must maintain an average
academic rating of at least 2.0 cumulative average. If any
member of the Student Government Association fails to
achieve a 2.00 cumulative average, they will be dismissed
from their office. First semester freshmen are exempt from
the 2.0 cumulative average restriction.
B. To be eligible for an officer position in the Student
Government Association, a student must also have at least
twenty-four (24) accepted credits as defined by
Schenectady County Community College at the end of the
current academic semester.
C. To be eligible to run for a senior senate seat, a student must
have no less than twenty-four (24) accepted credits as
defined by Schenectady County Community College at the
end of the current academic semester.
D. To be eligible to run for a freshman senate seat, a student
must have no more than twenty-four (24) accepted credits
as defined by Schenectady County Community College at
the end of the current academic semester.
E. Candidates shall meet further specific requirements for
each office as set forth by the Elections Board and
approved by two-thirds (2/3) of the entire Student Senate.
F. No student shall be eligible to run for any Student
Government Association position in a regular election who
lacks only the equivalent of one semester as a full-time day
student for the completion of graduation requirements as
defined by Schenectady County Community College.
G. The student representative to the Board of Trustees as
defined by Schenectady County Community College can be
a full- or part-time student.
Section 3. Nominations A. Candidates for official Student Government Association
positions shall present to the Elections Board a Petition for
Candidacy which has been signed by no less than fifty (50)
members of the Student Government Association.
Signatures on such petitions may be duplicated on petitions
of other candidates seeking the same office but not on the
same petition. The Elections Board with the vote of two-
Page | 29
thirds (2/3) of the entire Student Senate may increase but
not decrease the number of signatures needed on Petitions
of Candidacy.
B. The Petition for Candidacy must be approved by the
Director of Student Activities as to scholastic eligibility.
Section 4. Elections A. The officers of the Association shall be elected by a
plurality vote of the members of the Student Government
Association voting. A secret ballot or voting booth must be
the medium of the election. The date or dates of the
election shall be set by the Election Board and shall be
within thirty (30) days of the conclusion of classes for
Spring Semester. The date of elections shall be made
public no less than seven (7) days prior to the election.
B. Officer positions shall run consecutively from
commencement to commencement of the academic year at
Schenectady County Community College
C. Senate elections for senior senate seats must be held within
thirty (30) days of the conclusion of classes for Spring
Semester.
D. Senate elections for freshmen senate seats must be held
within thirty (30) days after the commencement of classes
for the Fall Semester.
E. Freshmen senate seats shall be awarded to the eight (8)
freshmen candidates who receive the highest number of
votes in the senate elections.
G. Student senators shall assume their positions immediately
after the Student Senate meeting at which election results
are announced.
H. In order to maintain eligibility as a Student Government
Association officer or as a student senator, such persons
shall be required to maintain a cumulative average of at
least 2.0 those semesters in attendance.
I. In the event of a vacancy in the Presidency, the Vice-
President shall assume that office. For any other vacancy,
including one caused by the assumption of the Presidency
by the Vice-President, the remaining association officers
and the members of the Student Senate shall elect
replacements who shall complete the unexpired term of
office. Candidates for such replacement positions shall
follow the procedures as stated for the nomination of those
persons they are replacing and shall meet the same
qualifications and requirements as stated for original
elections. In the event the number of vacancies is four (4)
or more at one time, the Senate will hold school-wide
elections for those positions.
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J. In the event of a tie for one of the officer positions or if
more than one (1) candidate receives the highest number of
votes for freshmen and senior senate seats, a run-off
election will be held between the tied candidates within
seven (7) school days after the initial election took place.
The Election Board will institute and govern the run-off
election.
Section 5. Officers: Duties and Powers A. President: It shall be the duty of the President to execute
and enforce the provisions of this Constitution. The
President shall call and preside over all meetings of the
Association and the Student Senate. He/She shall vote on a
senate legislation only in the event of a tie vote. He/she
shall appoint all necessary committee chairpersons and
shall receive the reports of all subsidiary organizations.
The President shall serve as the official representative of
the Association and the Student Senate to the duly
constituted authorities of the College and to the
community.
B. Vice-President: The Vice-President shall perform all
duties of the President in his/her absence. The Vice-
President shall also be responsible for presenting to the
Senate all charters and material relevant to chartering
school clubs and activities. The Vice-President shall make
every effort to see that scheduled events of school clubs
and organizations do not have conflicting dates and time
and shall also make public a calendar of upcoming events.
The Vice-President shall also initiate with the Treasurer
coordination of all clubs and organizations activities. The
implementation of programs desired to develop civic
responsibility shall also be directed through this office.
C. Treasurer: The Treasurer shall receive and dispense funds
as directed by the Student Senate. He/she shall also be
responsible for keeping accurate accounts of all revenue
and expenditures of student activities fees and he/she shall
insure that files and books concerning all fiscal matters of
the Student Government Association are kept current.
He/she shall also insure enforcement of fiscal policy as
required through finance rules and regulation. The
Treasurer shall submit financial reports at least twice yearly
as directed by the Student Senate and be the chairperson of
the Budget and Finance Committee of the Senate. In
addition, implementation and enforcement of direct
communications with clubs and organizations shall be the
duties of this office.
Page | 31
D. Secretary: The Secretary is appointed by the Executive
Board of the Student Government Association based on
his/her secretarial skills. The Secretary's duties shall
include filing, taking dictation, and transcribing
communications for the Executive Board and the Senate.
He/she is responsible for keeping the minutes of each
senate session and publishing them at least two (2) days
prior to the next regular session. He/she is a non-voting
member and is not required to serve on any standing or
special (ad-hoc) committees. He/she is not an elected
senator.
E. Student Representative to the Board of Trustees: The
student will serve as liaison between the Senate and the
Board of Trustees. He/she shall be elected within thirty
(30) days of the conclusion of classes for Spring Semester
by the student body through popular vote as set forth by the
Election Board of the Senate. Unless elected as a senator,
the Student Trustee is a non-voting member of the Senate.
His/her term of office is held from July 1 - June 30. The
Student Trustee is requested to attend all senate meetings
and to communicate Board of Trustee's actions to the
senate.
F. The President, Vice-President and Treasurer comprise the
Executive Board of the Student Government Association.
Weekly meetings to discuss various areas of the
Association's business shall be held as announced. Actions
taken by the Executive Board in joint decision making shall
stand as final until Student Senate vote, Constitution and
Judicial Committee, or a student body vote shall challenge
and appeal that vote and action.
G. The President of the Student Government Association shall
have the power upon statement of reason in writing to veto
any motion passed by the Senate provided that it is done
within two (2) school days from adjournment of the
Student Senate. An executive veto can be overridden by
two thirds (2/3) vote of the entire Student Senate.
Section 6. Senators: Duties and Powers A. Senators are elected to serve one (1) academic year and
shall receive compensation for their services per semester.
Each senator shall have one (1) vote per legislative item
during senate sessions.
B. Absent members who fail to notify an Executive Board
member prior to any senate session are considered
"unexcused" and will receive a deduction in salary
proportionate to the quantity of unexcused absences, i.e.:
Page | 32
Unexcused Absences Deduction
1 per semester 10 percent
3 per semester 100 percent
All members will be allowed two (2) excused absences per
semester as defined by the Executive Board. Any member
who enters the Senate session after the Calling of Order is
considered late. Two (2) such lateness constitute one (1)
unexcused absence.
Section 7. Impeachment and Removal A. The Senate may by a two-thirds (2/3) vote of the entire
Senate impeach any member of office of the Senate for
causes.
B. Specific reasons for impeachment shall be announced at
least one (1) week prior to a hearing before the Senate.
C. The Chairperson of the Constitution and Judicial
Committee of the Student Senate shall president over the
hearing at which time the impeached member will be given
the opportunity to propose a defense.
D. The President shall preside over the Constitution and
Judicial Committee in the event the Chairperson of the
Constitution and Judicial Committee has been impeached.
Section 8. Re-Call Any member of the Student Senate or an official of the Association
may be re-called by a petition of half plus one (1) of the total
membership of the Student Government Association.
ARTICLE VI. Student Senate Committees
Section 1. Types and Structures A. All standing and special (Ad-Hoc) committee chairpersons
shall be named from among the members of the Student
Senate and shall be appointed by the President of the
Student Government Association with the approval of the
Senate except where the Constitution mandates other
appointments. The appointed chairpersons of standing and
special (Ad-Hoc) committees shall have the privilege of
naming those members of the Association to serve on their
committees, provided the President approves such persons
for committee membership. Each chairperson should
document and report all pertinent information to the Senate.
Section 2. Special (Ad-Hoc) Committees The President may appoint such special (Ad-Hoc) committees as
he/she deems necessary and may name any member of the
Association to act as chairperson. The President may receive
reports from special committees at any time.
Section 3. Establishment Clause
Page | 33
At the beginning of each academic year, the Senate shall establish
and maintain (throughout the school year) the following standing
committees and require that each senator be active on a minimum
of one (1) of these:
A. Student Organizational Board: This committee should be
chaired by the Vice-President of the Student Government
Association with the President (or representative) of all
organizations and at least four (4) senators as its members.
This group shall be charged with maintaining open
communications between the Senate and its satellite
organizations. Meetings of this board should be held at
least three (3) times each semester.
B. Awards Committee: This committee shall be responsible
for recognizing the special achievement of students,
faculty, staff, and administrators in relation to the College.
All awards to be issued by the Student Government
Association and/or its committees should be referred to this
committee for their consideration and recommendation.
Should a member of this committee be nominated for an
award, he/she should immediately relinquish this
committee seat while the chairperson and President shall
select a replacement.
C. Budget and Finance Committee: It shall be the
responsibility of this committee to hear budget requests in
the excess of $50 (fifty dollars) prepare and recommend
statements of budget allocations for proposed clubs and
organizations, recommend fiscal policy to the Student
Senate, and enforce fiscal policies, rules and regulations as
set forth by the Senate. This committee shall meet for
deliberation of such rules as necessary with its members
and/or newly elected membership in joint session. The
members of the Budget and Finance Committee shall
include the Treasurer of the Association, who shall be the
chairperson, the Vice-President of the Association, the
President of the Student Activities Board, and four (4)
senators. They shall be responsible for recommending the
stipend of the senators and officers.
D. Constitution and Judicial Committee: This committee
shall consist of no less than three (3) and no more than five
(5) members. This committee shall coordinate with
College officials on matters involving Student Disciplinary
Procedures. This committee shall upon request rule upon
the constitutionality of and legislation passed by the
Student Senate. This committee shall meet no less than
three (3) times each semester to review legislation,
proposed club charters, operational procedures of Student
Page | 34
Senate, Finance Board, Executive Board, Athletic Board
and Student Organizational Board. This committee shall be
chaired by the Vice-President of the Student Government
Association.
E. Athletic Board: The Athletic Board shall work in
conjunction with the Athletic Director in formulating
budgets and salaries for intercollegiate sports and athletics
that are supported by the student activities fees. The
Athletic Board shall consist of no less than three (3) and no
more than five (5) members. The Chairman of this Board
shall be a senior senator.
F. Election Board: This committee shall have the
responsibility of conducting and coordinating all elections
of the Student Government Association, recommending to
the Student Senate specific requirements for various
association elective positions, and recommending to the
Student Senate the date for regular elections. The Election
Board shall consist of not less than three (3) and no more
than five (5) members.
G. Abilities Awareness Committee: The Abilities Awareness
Committee of the Student Government Association will
consist of three (3) senators, with a minimum of one (1)
freshman and one (1) senior senator. It will also be open to
students from the college community to serve as committee
members. This committee will work in conjunction with
the Disabled Student Services Coordinator at SCCC. The
purpose of the committee will be to educate the college
community on the needs and desires of students with
disabilities. In addition to this, the committee will make
every effort to ensure that students with disabilities get
equal opportunities in all college affairs.
ARTICLE VII. Student Clubs and Organizations Section 1. Active student clubs and organizations which are
formed for one or more of the following purposes
are strongly encouraged:
A. For special or departmental interests, including those which
have a common interest of educational purpose.
B. Honorary groups where membership is earned as an award
for achievement.
C. Service groups which exist to serve the College and/or
community.
Section 2. Requirements for Proposed Chartered
Clubs/Organizations
Page | 35
Student desiring to form a chartered club or organization must
submit (in duplicate) to the Constitution and Judicial Committee
and the Budget and Finance Committee of the Student Government
Association the following items:
A. A prepared Constitution which includes a statement of the
club's purpose.
B. A statement from a member of the College's full-time
faculty or staff volunteering himself/herself to act as the
club's advisor.
C. A detailed account of planned activities indicating cultural,
civic and college interests.
D. A list of signatures of its proposed membership.
E. Only Student Government Association members may be
eligible to join chartered clubs and organizations.
F. Requirements of students holding an office in a recognized
club or organization.
To be eligible to be an officer in a Student Government
Association club or organization, a student must:
1. be a full-time student as defined by Schenectady
County Community College,
2. maintain an academic cumulative average of at least
2.0.
If any officer fails to achieve a 2.0 cumulative average, the
student will be:
1. ineligible for his/her present office,
2. notified in writing of his/her standing by the
Executive Board of the Student Government
Association.
The student will still be eligible for membership in the club
or organization.
G. The Director of Student Activities is responsible for
notifying the Student Government Association Executive
Board and the organization's faculty advisor in writing of
the student's ineligibility. Continued participation as an
officer of the club or organization shall result in
disciplinary action by the Student Government
Association's Constitution and Judicial Committee.
Section 3. Requirements of Recognized Clubs/ Organizations
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A. Clubs and organizations which have been previously
chartered (recognized) by the Student Government
Association should submit to the Constitution and Judicial
Committee any revisions or changes regarding name,
purpose, faculty advisor, list of active members, financial
status immediately following such actions. Only
recognized clubs and organizations are eligible to receive
allocations from the student activities fees.
B. All clubs and organizations must have at least one
representative at the Student Organizational Board
meetings. Any club or organization who fails to send a
representative to more than one (1) meeting per year will be
recommended to the Senate for dismissal of recognition.
Section 4. Recognition Clause The Senate may by a majority vote of a quorum recognize any club
or organization fulfilling the requirements as set forth in Article
VII. Section 2.
Section 5. Failure Clause Any club or organization which fails to comply with the above
(Article VII. Sections 1. and 3.) shall become subject to dismissal
from the Association's roster of recognized clubs and organizations
and relinquishes its privilege to use student
activity funds. This action may be taken by a majority vote of a
quorum in the Senate.
Section 6. Non-Exempt No club or organization funded by student activities fees is under
any circumstances exempt from the above (Article VII., Sections 1.
2., 3., 4., and 5.).
Section 7. Posters, Notices and Publicity All matters concerning posters, notices and publicity must conform
to the following regulations:
A. All publicity must bear the name of the sponsoring group.
B. Publicity must be removed by the sponsoring group within
one (1) school day following the completion of the event.
Failure to do so will result in a fine of $1 (one dollar) per
sign left up. The Vice-President and four (4) senators
assigned to the Student Organizational Board are
responsible for collection and implementation of the fines.
C. The neatness of the material and the maintenance thereof is
the responsibility of the sponsoring group.
ARTICLE VIII. Dissolution Clause
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In the event of dissolution of the Student Government Association,
all assets remaining after payment of its just debts and obligations
shall be transferred to Schenectady County Community College
and be used to promote the purposes of the Student Government
Association.
ARTICLE IX. Amendment Clause An amendment to the Constitution must be passed by a two-thirds
(2/3) vote of the entire Student Senate and then approved by a
majority of the Student Government Association members voting
in such a referendum.
ARTICLE X. Ratification Clause Ratification of this Constitution will take place when it is approved
by a majority of the members voting in the Student Government
Association. SGA Constitution Last Revised 4/96
STUDENT CODE OF CONDUCT (The Code) -
Schenectady County Community College
I. POLICY STATEMENT
Students enrolling at SCCC assume an obligation to conduct themselves in a manner
compatible with the college‟s academic standards, policies, procedures, rules and
regulations of the college and its entities. The SCCC Student Code of Conduct (The
Code) defines the expectations, rights and responsibilities of all members of the student
body. Students are members of the College community and are expected to act
responsibly and to not interfere with the rights, comfort, or safety of other members of
the College community. All students are held accountable for their actions. Behavior,
which adversely affects the student‟s responsible membership in the academic
community, shall result in appropriate disciplinary action.
II. PURPOSE OF THE CODE
The Student Code of Conduct and the accompanying student disciplinary processes are intended to assist students in their personal development by providing a fair conduct
review procedure that issues consistent penalties for behaviors that are incongruent with
the College‟s expectations. In furthering the educational aims of the college and
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maintaining compliance with the provisions of Article129-A of the Education Law of the
State of New York, the Code outlines the practices to be utilized in administering the
student disciplinary system at SCCC.
III. PHILOSOPHY
The Code embraces several core philosophies: preservation of the freedom of speech and
the rights of peaceable assembly; respect for academic freedom and constructive
criticism; a conviction that honesty and integrity are key values to the College
community; and the belief that all members of the institution should be part of a campus
environment that respects and appreciates differences. Procedures used to enforce
standards contribute to teaching appropriate individual and group behaviors as well as
protecting the rights of individuals and the campus community from disruption and/or
harm.
The disciplinary experience is intended to make clear to students the limits of acceptable
behavior and to provide students who violate the Code an opportunity to more fully
understand the rules and incorporate the experience into his/her personal growth and
development. The disciplinary experience is designed to be both educational and
corrective.
IV. JURISDICTION
The College will have jurisdiction over misconduct that occurs on College premises
and/or at College sponsored activities but may also address off campus behavior if the
College determines that the behavior, or the continued presence of the student, impairs,
obstructs, interferes with or adversely affects the mission, processes or functions of the
College.
V. VIOLATIONS
The subsequent behaviors are subject to disciplinary action under the Schenectady
County Community College Student Code of Conduct but are not limited to the following
infractions.
A. REFERRALS
Complaints, incidents or referrals regarding student behavior as hereinafter
described in paragraph "B" should be reported to the Division of Student Affairs
(Room 222, Elston Hall). The Vice President of Student Affairs or the his/her
designee, will investigate each report and determine the action to be taken.
B. BEHAVIOR SUBJECT TO DISCIPLINE
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All of the following behaviors are a violation of the SCCC Student Code of
Conduct and may subject a student to disciplinary action as set forth below.
1. ACADEMIC MISCONDUCT. Commission of an act which violates the
academic integrity of Schenectady County Community College, including,
but not limited to, academic cheating; plagiarism; the sale, purchase or
exchange of papers, or research; or theft of another‟s work from any
source is a violation of the Code. The developments of intelligence and
strengthening of moral responsibility are two of the most important aims
of education. Essential to the accomplishment of these purposes is the
duty of the student to perform all of his or her required work without
illegal or unethical help.
2. ALCOHOLIC BEVERAGE. Except for appropriate classroom activities
or approved student activities, the possession and/or consumption of any
alcoholic beverage is a violation of this Code. Possession and/or
consumption of alcoholic beverages by students participating in a college
club or college sponsored trip or an off-campus activity is also prohibited.
3. COMPUTER MISUSE. Engaging in any unauthorized use of the
College‟s hardware, software or network systems is prohibited, including:
unauthorized access, entry, or use of the computer, computer system, network, software, password, account or data,
unauthorized alteration or tampering with computer equipment, software, network, or data
unauthorized copying or distribution of computer software or data
use of computer facilities of equipment to send obscene, harassing, threatening or abusive messages
use of computers to falsify records, tamper with records or commit any act of academic dishonesty.
Any other act in violation of the law and/or the College policies
and guidelines regulating computer-related use.
4. CRIMINAL ACTS. Any alleged criminal act committed by a student off
campus, which is of such serious nature that it threatens the health or
safety of the College community, is a violation of this Code.
5. DEMONSTRATIONS. A demonstration which endangers life, public or
private property or violates local, state or federal law is a violation of the
Code.
6. DISHONESTY. The falsification of information which includes any
form of providing false or misleading information in writing, orally, or
electronically in a manner which has the intent or effect of deceiving
college personnel, or altering or falsifying official College records or
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documents; and/or the misrepresentation of oneself as an agent of the
College is a violation of the Code.
7. DISRUPTIVE CONDUCT. Any disruptive conduct which substantially
threatens, harms, or interferes with the peace and good order of the
College community, students, visitors, personnel and/or other College
processes and functions, including but not limited to, lewd, indecent or
obscene conduct or expression; unreasonable and disruptive noise; public
intoxication; or prohibited athletic activity on College owned or controlled
property or at a College sponsored or supervised function is a violation of
the Code.
8. DRUGS AND/OR DRUG PARAPHERNALIA. Possession or use of
any illegal controlled substance, drug, or drug paraphernalia is prohibited
and will be reported to local and state authorities and will also be subject
to disciplinary action by the College. The College will cooperate with
local and state authorities on any cases of suspected illegal use, possession
or distribution of state- controlled drugs.
9. FAILURE TO COMPLY. The willful obstruction and/or the failure to
comply with the directions of an authorized College official acting in
performance of his/her prescribed duty; failure to provide valid student
identification upon request of a College official; failure to comply with all
regulations regarding student conduct on campus, and/or any violation of a
College policy or procedure is a violation of the Code.
10. FIRE SAFETY. Violation of campus safety regulations, including but
not limited to, setting unauthorized fires, tampering with fire safety and/or
firefighting equipment or rendering such equipment inoperable, turning in
a false fire alarm, tampering or improper use of campus emergency
phones, or failure to evacuate facilities upon the sounding of a fire alarm
or drill is a violation of the Code.
11. GAMBLING. Gambling is prohibited on College owned or controlled
property and at any College sponsored or supervised function and is a
violation of the Code.
12. IDENTIFICATION CARDS. Photo student identification cards are
validated each semester. Properly validated cards should be carried at all
times and must be produced, upon request, to any authorized College
authority-administrator, faculty member or security personnel. The use of
a another student‟s identification card by anyone else other than the
rightful owner is a violation of the Code.
13. REMOVAL OF BOOKS AND MATERIALS. Removal of books and
other materials from a College library in violation of the normal checkout
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procedures is a violation of the Code. Students with such materials and
books in their possession will be considered as knowingly participating in
the use of stolen materials.
14. SANCTION VIOLATION. Violations of a College judicial sanction
including, but not limited to, failing to meet the terms of the sanction,
failure to complete a specified condition or assignment of a sanction, or
violating the Student Code of Conduct when on disciplinary probation is a
violation of the Code.
15. SEXUAL MISCONDUCT/HARASSMENT. Any sexual act that occurs
without the consent of the other person or occurs when the other person is
unable to give consent is a violation of the Code. This offense includes
any conduct of a sexual nature that creates an intimidating, hostile or
offensive environment for another person; such as unwelcome sexual
advances or requests for sexual favors, inappropriate sexual or gender-
based activities, comments or gestures, or other forms of verbal or
physical conduct or communications constituting sexual harassment.
16. SOLICITING. The advertisement, solicitation or sale of any item or
service on College property is a violation of the Code unless the prior
approval of the Vice President of Student Affairs, Vice President of
Administration or College President has been secured.
17. THEFT. Theft or attempted theft of the property or services of the
College, any organization, or any individual by means of taking, selling,
deceiving, misappropriating, or misusing, as well as receiving and or
possessing such stolen property is a violation of the Code.
18. THREAT OF HARM. Conveyance of threats or the commission of any
act which results in, or which may result in, harm to any person or the
damage to College property or the property of others by willful and
deliberate means is a violation of the Code. This offense includes any
form of harassment, stalking, physical assault, verbal abuse, threatening or
attempting physical assault upon any person, or threats to destroy College
property or the property of others. Any action or behavior that endangers
the health, safety or welfare of any member of the College community or
visitors is a violation of this Code.
19. TRESPASSING. Unauthorized entry, use or occupancy of any building,
structure, facility or college grounds is a violation of the Code.
20. VANDALISM. The intentional and/or reckless, but not accidental,
destruction of property; damaging, destroying, defacing, tampering,
misuse, or abuse of student, staff or College property, including rentals or
leased facilities, is a violation of the Code.
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21. WEAPONS. The possession, storage, use or threat of use of any weapon
on campus is strictly prohibited and will be reported to local and/or state
authorities. For purposes of this provision, a weapon is defined as:
∙ anything within the definition of a weapon set forth
in Penal Law 265.00;
∙ any instrument, device, or object designed or
specifically adapted for the purpose of inflicting physical harm or
death;
∙ any instrument, device or object possessed, carried,
or used for the purpose of inflicting or threatening physical harm
or death.
22. EXPLOSIVES. The possession, storage, or use of firecrackers or other
explosive device of any description for any purpose is a violation of this
Code.
23. PETS. With the exception of service animals registered with Campus
Security and ADA Transition Services Office, pets are not permitted in
campus buildings.
23. OTHER ACTS OF MISCONDUCT (NOT SPECIFICALLY LISTED
ABOVE). Any act not specifically listed above which willfully,
knowingly, or negligently endangers the health, safety or welfare of any
member of the College community or visitors is a violation of the Code.
24. VIOLATION OF LAW. A violation of any municipal, state or federal
criminal law or engaging in behavior that is a civil offense, or a violation
of any policy, procedure, rule, regulation or directive of the College or any
of its affiliated entities is a violation of this Code, even if the specific
conduct is not listed as a prohibited act in the Code. The College regards
criminal conduct/civil offense as a violation of the Code regardless of
whether the criminal violation/civil offense are pursued in a court of law.
The College may, to the extent permitted by law (including without
limitation to FERPA), inform law enforcement agencies of perceived
criminal violations and may elect to defer internal disciplinary action until
prosecution of the criminal violation has been completed. Proceedings
under the Code may be carried out prior to, simultaneously with, or
following civil or criminal proceedings off campus at the discretion of the
College.
VI. DISCIPLINARY PROCEDURE
A. NOTIFICATION
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1. All charges of misconduct shall be reported to the Vice President of
Student Affairs. The Vice President of Student Affairs or his/her
designee, will seek documentation, testimony and information that is
relevant to the alleged violation to determine the relevance of information
presented. Should the investigation support an alleged code violation and
no individual(s) have accepted full responsibility for the violation, then the
Vice President of Student Affairs or his/her designee will submitted in
writing, via the Student Affairs Office, to the Chairperson of the College‟s
Student Affairs Committee setting forth the circumstances of such
misconduct, including time and place of the incident.
· The Chairperson shall refer a case to a Student Affairs
Subcommittee on Discipline within five (5) business days
(“business day” is defined as any day between Monday through
Friday with the exception of legal holidays) after receipt of said
charges.
· At the beginning of each academic year, the Chairperson of
the College‟s Student Affairs Committee shall designate two (2)
sitting Subcommittees on Discipline each containing three
members, from the members of the Student Affairs Committee one
of whom on each subcommittee will be a student. The two
Subcommittees may alternate hearing any matters referred. One
member of the Subcommittee on Discipline will serve as the
hearing officer in all disciplinary proceedings.
2. The student(s) against whom charge(s) is being made shall be notified in
writing by the Chairperson of the Subcommittee of the charge(s), the time,
date and place of the hearing, the procedures to be followed, and the
student‟s right to be represented at the hearing by a person of the his/her
choice. Written notification of the charges and hearing notice will be
served on the student by personal delivery or by certified mail to the
address last provided to the Registrar of the College by the student.
3. If an incident results in a charge against more than one student, then the
Vice President of Student Affairs may, at his/her sole and sound
discretion, combine the hearings. A student may request a separate
hearing, which the Vice President of Student Affairs may grant if good
cause is shown.
4. If the students (whether the complaining party or the accused) elects to be
have one (1) advisor and/or witnesses present at the hearing with them, the
Chairperson of the Subcommittee must be notified in writing by the
student two (2) business days prior to the scheduled hearing. The written
notification must include the identity of his/her advisor and any witnesses
he/she intends to have present at the hearing. Advisors do not participate
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in the hearing. The hearing officer shall have complete and absolute
discretion to determine the extent to which advisors may contribute at the
conclusion of the hearing. The advisor serves merely as an observer
and/or a source of advice to the student without directly addressing the
meeting.
B. THE HEARING
1. The complaining party, accused student and their advisors, if any, shall be
allowed to attend the entire portion of the hearing at which information is
received (excluding deliberations). Admission of any other person to the
meeting shall be at the discretion of the hearing officer. The hearing
officer may remove and prohibit the participation of anyone disrupting the
hearing.
2. All questions regarding whether potential information will be admissible
in the hearing and all procedural questions with respect to the hearing,
shall be resolved in the discretion of the hearing officer. Formal rules of
process, procedure, and/or technical rules of evidence, such as are applied
in criminal or civil court, are not used in the hearing.
3. The hearing officer will be responsible for maintaining a disciplinary
procedure that makes reasonable efforts to accommodate concerns for the
personal safety, well-being and/or fears of confrontation of the
complaining party, the accused, and/or witnesses during the hearing by
providing security present at the hearing, permitting participation by
telephone or other web-based access, permitting witnesses to submit
written statements, or other means as determined in the sole judgment of
the hearing officer to be appropriate.
4. Hearings will convene as scheduled unless the hearing officer has been
notified of and approves a request to reschedule. The hearing will proceed
even if the accused student, advisor, and/or witness do not attend.
5. Both the complaining party and the student charged with misconduct may
be present at the hearing. Each party may present and cross-examine
witnesses. The Subcommittee may, in its discretion, limit the testimony to
information relevant to the disposition of the charge(s) and prohibit
repetitious or redundant testimony.
6. A record of the hearing will be made. The record of the hearing will be
confidential, except as otherwise provided herein.
7. Hearings will not be public. Publicity and public statements about the
case by anyone involved will be avoided.
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8. The Subcommittee on Discipline may consider mitigating and aggravating
circumstances when choosing whether or not to impose a sanction and the
severity of the sanction, including without limitation any or all of the
following:
Nature of the offense;
Severity of the damage, injury, or harm resulting from the offense;
Whether the student promptly took responsibility for his/her actions;
Present demeanor of the student;
Past disciplinary history of the student, which includes, without limitation, completion of or pending disciplinary sanctions from
past cases;
the student‟s honesty, or lack thereof, and the cooperation
demonstrated during the investigation of the complaint and
subsequent disciplinary proceeding;
Whether the charge involved an action directed at another based upon his/her race, religion, ethnicity, national origin, gender, age,
physical ability, or sexual orientation;
The recommendation of associated victims or parties to the incident; and
Any other factor deemed relevant by the Subcommittee.
9. Within five (5) business days of the conclusion of the hearing, the
Subcommittee will submit its written hearing summary to the Vice
President of Student Affairs. This hearing summary will state the findings
of fact considered in determining the final decision as to the alleged
misconduct. If the student is found to be responsible for committing the
violation, the summary includes a recommendation for any applicable
sanctions to be imposed consistent with the penalties provided for in this
Code.
10. The record, including the documents entered into evidence, will be
transmitted to the Student Affairs Office along with the Subcommittee‟s
report and recommendation.
C. PENALTIES AND SANCTIONS
1. The Vice President of Student Affairs may, following review of the
record, accept or reject the Subcommittee's findings of fact and the penalty
recommendation. The Vice President of Student Affairs reserves the right
to review and amend any decision of the Subcommittee. If the report and
recommendation of the Subcommittee is accepted, the Vice President of Students Affairs may impose one or more the penalties listed hereinafter.
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2. Within five (5) business days of the receipt of the Subcommittee‟s written
report and recommendation, the Vice President of Student Affairs will
notify the student. The student will be notified in writing of said
determination by delivering a copy of same personally to the student or by
mailing a copy of same by certified mail at the last address provided to the
College by the student. If the student is found to be responsible for
committing the violation, the written notification will include any
applicable sanctions and instruction on the student‟s right to appeal.
a. No action;
b. Reprimand: written reprimand with warning that
continuation or repetition of misconduct may result in further
disciplinary action;
c. Restitution: compensation for loss or injury,
reimbursement for damages to or the misappropriation of property;
or other payment for expenses incurred as a result of the
student‟s actions;
d. Mediation and/or counseling referral;
e. Disciplinary Probation: suspension of a student from any
or all College programs or activities that do not relate directly to
the student's academic performance;
f. Suspension: discontinuance from classes and other
designated privileges or activities for a definite period of time;
g. Expulsion: termination as a student of the College for an
indefinite period;
h. Degree Revocation: The College reserves the right to revoke a
degree when upon conclusion of an investigatory process it is
determined that the degree was obtained by fraud;
i. Other Secondary Sanctions: such sanctions may be
imposed instead of or in addition to those specified above:
1. Community Service: may include performance of no
more than fifty (50) hours of unpaid work assignments per
semester either on or off campus as specified. Assignments
are assigned and supervised by an administrative officer of
the College and may not be combined or in conjunction
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with any other volunteer or court ordered requirement.
2. Educational Activities: such sanctions may include a
formal apology in writing and/or in person; a behavioral
contract specifying the behavioral requirements to be
followed, a reflective writing assignment or attendance at
an event directly related to the violation committed.
3. Restrictions: temporary or permanent loss of privileges or
the use of a College facility or service.
4. Counseling Assessments: professional assessments may
be imposed at the expense of the student.
3. The decision of the Vice President of Student Affairs or his/her designee
shall take effect immediately unless otherwise provided for in the student
notification, and such decision shall be final except as provided for in the
appeal process.
D. APPEAL PROCESS
1. Any student found guilty of a violation of the Code may appeal the
written disciplinary hearing decision based on any of the following
reasons only:
A procedural error that unfairly affected the outcome of the disciplinary hearing;
New, „after acquired‟ information that was discovered only after the conclusion of
the disciplinary hearing and is relevant to the alleged
violation and would have had a significant bearing on the
outcome of the disciplinary hearing if it had been
previously known;
A violation of due process occurred; or
A sanction that is unreasonably severe in light of the offense(s) committed.
2. Appeals shall be initiated in writing by the appellant and submitted to the
Vice President of Student Affairs Office.
3. The written appeal must be submitted to the Vice President of Students
Affairs within five (5) business days of receipt of the written disciplinary
hearing decision.
4. The written appeal and the record of the hearing, along with the written
decision rendered, will be transmitted to the President of the College
within two (2) business days of receipt of the Appeal Form. The President
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of the College shall review the record of the appeal. Within ten (10)
business days, the College President will render a decision. That written
decision will be mailed to the student by certified mail at the last address
provided to the College by the student. A copy of the decision will also be
sent to the Vice President of Student Affairs to be shared with the
Subcommittee. The decision of the College President is final and will
become part of the record of the proceedings maintained in the file
established pursuant to the hearing procedures of this Code.
E. SUMMARY SUSPENSION
A student who is summarily suspended will have a discontinuance from classes
and other privileges set forth in the notice of suspension for a defined period of
time. A student may be excluded and summarily suspended from campus and
participation in any or all programs (including academic programs) and activities
sponsored by the college, by the Vice President of Students Affairs his/her
designee, in consultation with the President of the College, when the acts alleged
represent a potential danger to the health, welfare, and safety of the College
community. Such exclusion or summary suspension may begin at or prior to the
formal filing of charge(s) as provided for in this Code.
VII. STUDENT DISCIPLINARY FILES AND RECORDS
The Vice President of Student Affairs will establish a student disciplinary file
whenever a case is referred for investigation of a possible conduct code violation.
A student‟s file will be destroyed if the investigation indicates that no violation
occurred. The file of a student found to have violated the Code will be retained
for four years from the date of the disciplinary hearing decision; however, records
may be retained longer or permanently if the student was suspended or
permanently dismissed or if there is reason to believe the case could result in
future litigation. The case summary will be retained on the campus database
indefinitely. The record shall be maintained separate and apart from the student's
permanent record by the Student Affairs Office.
Most recently amended per SCCC Board of Trustee Resolution on July 25, 2011