Undergraduate Student Association
State University of New York College of Environmental Science and Forestry
By-laws
(click to open a better format to print)
Undergraduate Student Association By-laws
Founded September 1, 1912
Amended February 16, 2005
Amended March 19, 2007
Amended April 15, 2009
ARTICLE I. DEFINITION OF CLASS STANDING
Section 1. All matriculated, fee-paying, undergraduate students of the College registered at the
Section 2. Class Standing Classification:
a) First Year Students are defined as those individuals possessing 0-30 credit hours.
b) Second Year Students (Sophomores) are defined as those individuals possessing 30-60 credit hours.
c) Third Year Students (Juniors) are defined as those individuals possessing 60- 90 credit hours.
d) Fourth Year Students (Seniors) are defined as those individuals possessing 90-120 credit hours.
e) Fifth Year Students (Seniors) are defined as those individuals possessing 120+ credit hours.
ARTICLE II. DUTIES OF THE OFFICERS AND REPRESENTATIVES
Section 1. Officers shall:
a) Assist with publicity of Association events.
b) Read minutes prepared by the Secretary each week of academic year.
c) Prepare a written report at the end of his/her term which outlines specific responsibilities in order to assist future holders of said position.
d) Maintain at least one hour weekly of office hours that will be posted in the Undergraduate Student Association Office.
At the end of the Officer's term, the officer shall:
a) Attend the remaining Executive Body and Association meetings following the Spring Banquet.
b) Act as a mentor for the new officer elected to that specific position.
Section 2. The President shall:
a) Be vested with all executive powers of the Association unless otherwise delegated within the Constitution or Bylaws.
b) Preside at all meetings of the Association or of the Executive Body as described below.
c) See that all officers of the Association perform the duties assigned to them in an efficient manner.
d) Maintain a President's file, which shall contain statements of policy to serve as a guide in the execution of the presidential duties.
e) Appoint all committees deemed necessary and not provided for in the Constitution, and to appoint chairperson of such committees.
f) Vote on all Executive Body motions if there is a tie.
g) Run the meetings guided by the use of Robert’s Rules of Order.
h) Serve as an ex-officio member of all standing or ad-hoc committees.
i) (ask Leah)Serve as student liaison to the ESF College Foundation.
j) Serve as the Voting Delegate to the State University of New York Student Assembly at their spring and fall conferences, and elect another Executive Body member to act as the SUNY Student Assembly Alternate.
k) Maintain weekly office hours over an hour.
Section 3. The Vice President shall:
a) Assist the President in his/her executive duties at all times.
b) Preside at Student Association and Executive Body meetings in the absence of the President, and assume Presidential duties, until the next scheduled election, in the event of his/her resignation/impeachment.
c) Organize and supervise the Association's election and referendum processes.
d) Chair the Constitution Review Committee.
e) Serve as Parliamentarian of the Association and Executive Body.
f) Manage the Association’s test file service.
g) Organize a forum outlining Parliamentary Procedures on an as needed basis. Maintain the Constitution, By Laws, and resolutions and keep a copy in the student association office
Section 4. The Treasurer shall:
a) Direct the payment of money by the Association cashier only on written orders properly certified by two of the following: himself/herself, the President of the Association, or Advisor.
b) Prepare a yearly budget for Association funds.
c) Maintain weekly office hours over an hour.
d) Present an annual fiscal management policy for approved organizations.
e) Chair Annual Budget Hearings.
f) Provide a current itemized club account statement to each Club President and Treasurer, as well as the
Section 5. The Secretary shall:
a) Keep minutes of all Executive Body and Association meetings.
b) Keep a permanent record of all Association and Executive Body meetings.
c) Distribute minutes of all Executive Body and Association meetings.
d) Maintain an accurate account of Executive Body membership and attendance.
e) Maintain the usa.esf@gmail.com email account
f) Maintain USA@listserv.syr,edu, USAminutes@listserv.syr.edu, and ESFPresidents@listserve.syr.edu listserves.
g) Maintain a directory and contact list of all Association members.
h) Submit a bi-weekly article to the Knothole, which announces upcoming events and current business of the Executive Body.
Section 6. The Programming Co-Chairpersons shall:
a) Coordinate and manage all social programs of the Association with the exception of those events delegated to other members.
b) Serve as Chairpersons of the annual Spring Banquet Planning Committee.
c) Adopt and enforce alcohol policy of social programs of the Association.
Section 7. The Student member of the Board of Trustees shall:
a) Attend and participate in all Board of Trustees' meetings to represent the concerns of students.
b) Report to the Executive Body topics discussed at Board of Trustees meetings.
c) Organize at least one open forum per semester.
d) Serve as liaison between GSA and
e) Serve as liaison between
Section 8. The ESF-SU Liaison shall:
a) Act as liaisons between the Executive Body and the Syracuse University Student Association (SA).
b) Once elected, liaisons must become voting members of SA.
c) Attend all meetings of SA and actively participate in one standing committee.
d) Organize a SA/USA formal discussion at least once per semester.
Section 9. The Senior Class Chairperson shall:
a) Represent the interests and concerns of the Senior Class.
b) Coordinate, plan and manage the activities, events and communications of the Senior Class.
c) Serve as Chairperson of the annual December Soiree planning committee.
d) Solicit input and facilitate decision related to the senior class gift.
e) Coordinate/execute the annual Senior Slideshow at the Spring Banquet.
f) Schedule and facilitate at least one class meeting per semester.
Section 10. The Junior Class Chairperson shall:
a) Represent the interests and concerns of the Junior Class.
b) Coordinate, plan and manage the activities, events and communications of the Junior Class.
c) Coordinate and serve as chairperson of the selection committees for the Robin Hood Oak, Special Recognition Award, Distinguished Teacher Awards, Club Community Service Awards, Distinguished Advisor Award, and serve as chairperson of the selection committees.
d) Coordinate at least one class meeting per semester.
e) Coordinate
Section 11. The Sophomore Class Chairperson shall:
a) Represent the interests and concerns of the Sophomore Class.
b) Coordinate, plan and manage the activities, events and communications of the Sophomore Class.
c) Coordinate at least one class meeting per semester.
d) Serve as Chairperson of the annual Earth Week Celebration.
Section 12. The First Year Class Chairperson shall:
a) Represent the interests and concerns of the First Year Class.
b) Coordinate, plan and manage the activities, events and communications of the First Year Class.
c) Coordinate at least one class meeting per semester.
d) Plan the annual Wanakena Winter Weekend event.
e) Assist in planning the annual Earth Week Celebration.
Section 13. Director of Marketing
a) This position will be President appointed each term.
b) Facilitate the publicity of Association events.
c) Maintain the
d) Notify student body by use ESF campus calendar
Section 14. Director of Membership
a) This position will be President appointed each term.
b) Work with ESF’s Resident Advisors, Orientation Leaders, and Mentors to recruit first year students.
c) Host at least one
d) Serve as the person in charge at student activities fairs or open house to get
e) Come up with creative ways to recruit
Section 15. Director of Athletics
a) This position will be President appointed each term.
b) Serve as the non-athlete on the NIAI Advisory Board.
c) Notify the student body of upcoming athletic events.
d) Work to increase the athletic spirit on campus.
Section 16. Curriculum Senators shall:
a) Represent the interests and concerns of their appropriate program of study.
b) Assist the Association in achieving its objectives by joining committees and volunteering time and services.
c) Organize faculty-student mixers at least once a year.
d) Solicit faculty attendance at Association sponsored events.
Section 17. Class Senators shall:
a) Represent the interests and concerns of their appropriate class.
b) Assist the appropriate Class Chair in fulfilling the class’ responsibilities.
c) Assist the Association in achieving its objectives by joining committees and volunteering time and services.
d) Solicit class attendance at Association sponsored events.
Section 18. Senator-At-Large
a) Enjoy all the rights and privileges of an elected voting member of the Association.
b) Represent the interests and concerns of the Association as a whole.
c) Assist the Association in achieving its objectives by joining committees and volunteering time and services.
d) Be reassigned to other vacant Senatorships where deemed necessary by a simple majority of the vote of the Executive Body.
Section 19. Executive Body
a) The Executive Governing Board shall consist of the following: President, Vice President, Treasurer, Secretary, Programming Co-Chairpersons, Representative to the Board of Trustees, First Year, Sophomore, Junior, and Senior Class Chairpersons, the ESF-SU Liaisons, Director of Marketing, Director of Membership, and the Director of Athletics.
b) The role of this board shall be to coordinate and supervise all activities of the Association.
ARTICLE III. ELECTIONS
Section 1. Election of Officers and Class/Curriculum Senators
a) All officers of the Association, excluding the First Year, Sophomore and Junior Class Chairpersons; ESF/SU Liaisons; Class and Curriculum Senators; and Senators-at-Large, shall be elected in the spring semester by a majority vote of the Association.
b) Class Chairperson candidates shall be elected by members of their respective class as defined by the registrar at the time of election.
c) Director of Marketing, Director of Membership, and Director of Athletics shall be president appointed.
d) All returning members of the Association may vote for the offices of President, Vice President, Secretary, Programming Co-Chairpersons, Treasurer, ESF-SU Senators and Student Representative to the Board of Trustees.
e) Graduate students, as defined by the Graduate Student Association, may also vote for the Student Representative to the Board of Trustees during Association elections.
f) No member of the Association may run for or hold more than one position at one time.
g) All Elections shall be elected by a majority vote of the student body.
Section 2. Terms of Office
a) The President, Vice President, Programming Co-Chair people, Treasurer, and Secretary shall assume responsibility at the Annual Spring Banquet.
b) Out-going officers shall work closely with officers-elect to ensure an orderly transition of the government.
c) All Class Chairpersons/Senators, the ESF/SU Liaison, and Curriculum Senators, excluding Senior Class Chair/Senator, shall be elected early in the fall semester and their term of office shall extend to the last meeting of the academic year.
d) Director of Marketing, Director of Membership, and Director of Athletics will serve throughout the president’s term.
e) Senior Class Chairperson and the Student member of the Board of Trustees shall be elected in the spring semester with voting privileges beginning the following fall and extending to the last meeting of the academic year.
f) Senior Class Curriculum Senators and Senior Class Senators shall be elected in the spring semester with voting privileges beginning the following fall and extending to the last meeting of the academic year.
g) All Senator-at-Large shall being their term of office upon the approval of their petition by the Executive Body and their terms shall extend to the last meeting of the academic year.
h) Curriculum senators shall be elected during the Spring semester and follow the term of the president.
i) Class senators shall follow their respective class chair and follow their terms.
Section 3. Dates of Elections
a) Fall semester elections shall take place between the second and fourth week of the semester on dates specified by the Executive Body.
b) Spring semester elections shall take place prior to the Spring Banquet on dates specified by the Executive Body.
Section 4. Nominations
a) Nominations shall be solicited from the student body by the Senior Class Chairperson during a specified time prior to elections.
b) Nominations may be submitted orally at Association meetings (and followed-up in writing) or written and submitted to the Vice President.
Section 5. Election Procedures
a) Candidates for office shall not be actively campaigning near the polling place except to cast their own ballot in the election.
b) Campaigning may occur on campus through the use of posters, handouts, oratory, and other appropriate media, and is the responsibility of candidates themselves.
c) Slander and libel may not be used in campaigning practices.
d) The Association will be responsible for posting letters of intent on the
e) During the week of elections there will be an article written for the Knothole profiling candidates written by the Director of Marketing.
f) Campaign posters must be placed according to campus policy and table tents in the library must be approved by library staff.
g) Violations of election procedures shall be investigated and handled by the Vice President and may result in candidate disqualification.
h) The Executive Body shall not endorse any member of the Association as a candidate in student elections.
Section 6. Voting Procedures
a) All voting shall be by electronic, secret ballot for fall and spring elections.
b) Write-in ballots will not be accepted.
c) The original copy of the ballot records shall be kept in the Association files and a copy of the results shall be submitted to the Office of Student Activities.
d) Members shall only be allowed to vote for Class Chairpersons of their specific class.
e) Members shall only be allowed to vote for Class and Curriculum Senators from their specific class and curriculum.
f) Returning members shall vote for all executive offices with the exception of Class Chairpersons and Curriculum/Class Senators which are not specific to their own class and curriculum.
g) A formal
h) Voting members shall only be allowed to vote once in each applicable election.
i) In the case of a tie in an Association election, the election of a candidate will become the responsibility of the Executive Body.
1. In appropriate situations (Executive Body Officers) the candidates who tie during the Association election will be given the option to serve as co-chairpersons.
2. If the parties who tie wish not to serve as co-chairpersons, or a co-chairperson situation is not appropriate (representatives), the Executive Body will determine, by simple majority vote, which candidate will take office.
j) Once the election results are posted, there will be documentation of all the candidates and the poll results posted in the
k) Results need to be sent to the Director of Student Life, their secretary, and the Senior Class Chair
ARTICLE IV. IMPEACHMENT OF OFFICERS
Section 1. A petition stating the charges against an officer, and signed by at least one half to the
voting members of the Association shall be required to bring charges against an
officer of the Association.
Section 2. Charges made against an officer and statements made in his/her defense will be
brought before the Association. The charges and the defense will be published in the
student newspaper and student activities e-mail a week following the allegations.
Section 3. A vote to impeach the officer shall be held at referendum two weeks following
submission of the petition described in Section 1 of this article. A majority vote, with at
least one-third of the Association's total membership voting, shall be required for
impeachment of an officer.
Section 4. If the required one-third of the Association, does not vote, a committee of Association
Officers, excluding the charged officer, shall convene and decide which of the following
actions to take:
a) A revote of referendum.
b) A vote by voting members of the Association whether to impeach the officer. A two-thirds vote will be necessary for this action.
c) Dismissal of the charges.
ARTICLE V. ENFORCED RESIGNATION
Section 1. Any Association Officer, ESF/SU Liaison, or Senator who fails to maintain a 2.000 (President 2.200) cumulative and semester grade point average or is placed on academic or disciplinary probation must resign his/her office.
Section 2. Any Association Officer, ESF/SU Liaison or Senator who fails to meet attendance requirements (meetings and community service hours) established by the Association may be dismissed by a majority vote of the Association.
ARTICLE VI. VACANCY OF OFFICE
Section 1. In the event that an Association office becomes vacant, it shall be filled by a candidate who receives a 2/3 approval by the Executive Body, with the exception of President, which is filled by the Vice President.
Section 2. All Senator vacancies shall by filled by a candidate receiving a majority vote by the Executive Body.
Section 3. Candidates for vacant positions must submit a written or oral (followed up in writing)
intent to the Vice President prior to vote.
Section 4. Candidate qualifications for vacant positions are identical to those outlined previously
in this document.
ARTICLE VII. VOTING PROCEDURES DURING ASSOCIATION MEETINGS.
Section 1. Actions presented to the Association shall be recognized in the New Business
portion of the Association meeting. The action will be voted upon at the following session of the Association in which the action was presented. The vote for the action will take place in the Old Business portion of the Association meeting. The sponsor of the action must be present at the meeting in which the action will be voted upon. A simple majority vote of the elected members of the Association is needed to pass the action.
ARTICLE VIII. ASSOCIATION ACTIVITIES
Section 1. Welcome Back Picnic: The Association will organize and sponsor this annual event.
Section 2. Alumni, Family, and Friends BBQ: This annual event will be subsidized by the Association and sponsored in conjunction with the Woodsmen Team and Alpha Xi Sigma.
Section 3. December Soiree: The Association will organize and sponsor this annual event.
Section 4. Wanakena Winter Weekend: The Association will organize and sponsor this annual event.
Section 5. Spring Banquet: The Association will organize and sponsor this annual event.
Section 6. Earth Week Celebration: The Association will organize and sponsor this annual event.
Section 7. Student Life Planners: The Association will assist the Office of Student Life in funding the planners
Section 8. Student Mugs: The Association will fund and give mugs to new freshmen and transfers every semester.
Section 9. Morning Munches: The Association will organize and fund two per semester.
Section 10. Ice-cream socials: The Association will organize and fund once per semester.
Section 11. TG: The Association will organize and fund monthly.
Section 12. Activity Funding
a) If an event depletes supplies earlier than anticipated, replacement supplies may be purchased with monies from the Co-Sponsorship fund approved by a majority vote of the Association.
b) An admission fee may be charged to all non-ESF students who attend events sponsored by monies from the student activity fee. This admission fee must be approved by the Executive Body Officers prior to the event.
ARTICLE IX. COMMITTEES
Section 1. Each year the Association shall assess the needs of the student body and establish
committees as necessary. Examples may include: programming, special events,
community service, etc.
Section 2. Constitution Review Committee
a) Shall be chaired by the Vice President and consist of Association officers.
b) The Association's constitution and bylaws shall be reviewed by this committee every other year. Amendments shall be submitted to the Association for approval.
c) Review the constitutions of all clubs/organizations seeking recognition or authorization from the Association.
d) Constitutions of all organizations shall be reviewed by this committee every four years.
e) Amendments to constitutions shall require submission to the committee and the Association for approval.
f) Current copies of all organizations' constitutions shall be maintained in the Office of Student Activities.
Section 3. Student representatives to sit on curriculum or administrative committees shall be
appointed by the Association President and shall report progress of the committee to
the Association.
ARTICLE X. CLUBS AND ORGANIZATIONS
Section 1. There shall be two classifications of clubs/organizations approved by the Association.
a) Non-funded: Allows organizations to recruit, advertise, utilize campus facilities/equipment, and fundraise on campus.
b) Funded: Allows organizations to seek funding from the Association upon submission and approval of a budget. These organizations are also allowed to recruit, advertise, utilize campus facilities/equipment, and fundraise on campus. \
Section 2. Requirements of Non-funded Organizations
a) New organizations must receive the approval of two-thirds vote of the Executive Body based on the application for approval. An application for approval must include: A statement of the mission and expected contributions the organization will make to the campus community. A statement of the proposed activities of the organization. A constitution and bylaws of the organization.
b) Organizations must be recognized annually. Organizations which were previously recognized may be granted continued recognition for the current academic year, subject to the following requirements: Amendments or changes to the Constitution must receive the approval of the Constitutional Review Committee and shall be properly filed and recorded. The financial records shall be accurately maintained and current.
c) Immediately following the Spring Banquet, organizations shall submit to the Office of Student Activities and the Association written fiscal and activity reports. Fiscal reports shall include documentation of all current accounts as well as a proposed budget for the upcoming year. Activity reports shall include a review of all events the organization sponsored throughout the year. Included in the Bylaws of each organization shall be a statement regarding expenditure of their funds.
d) All recognized organizations shall be encouraged to have a designated representative at Association meetings.
e) After any events which have been funded by Co-sponsorship or Mixer accounts clubs must bring a report to the following Association meeting.
f) All non-funded organizations shall be required to have a representative attend one Association meetings each semester not including that in which funding is requested.
Section 3. Requirements of Funded Organizations
a) Non-funded organizations seeking funding must be recognized by the Association for one year prior to the organization seeking funding.
b) To obtain funding, the organization must do the following: attend annual budget hearings, create a statement of the mission and expected contributions the organization will make to the campus community, a statement of the proposed activities of the organization, a proposed budget spending plan, and a constitution and bylaws of the organization.
c) Organizations must be funded annually. Organizations which were previously funded may be granted continued funding for the current academic year, subject to the following requirements: Amendments or changes to the Constitution must receive the approval of the Constitutional Review Committee and shall be properly filed and recorded. The financial records shall be accurately maintained and current and are subject to review by the Executive Body.
d) Any funds raised by a funded organization shall be deposited into the Association's specific account.
e) Any allocation of funds from the Association's general fund to an organization's budget must be submitted one week and voted on the following week.
f) Any failure to comply with Association requirements of funded organizations may result in the withdrawal of organization funds.
g) All funded organizations shall be required to have a representative attend five Association meetings each semester not including that in which funding is requested.
h) After any events which have been funded by Co-sponsorship or Mixer accounts clubs must bring a report within a month to the Association meeting. Failure to comply with this policy will result in a 10% reduction in the funding allocated by the Association.
i) It is the responsibility of the Organization to manage their funds so that they do not exceed their budgeted allotment. If the Organization exceeds their allotment, the Organization will not receive reimbursement for the item that causes them to exceed their allotment. The Organization will have to fundraise or seek Co-sponsorship Funds in order to be reimbursed.
Section 4. Regulations Governing Student Fee (
a) All clubs/organizations hosting
b) Organizations hosting
c) Conduct at said activities which could be interpreted as offensive and/or inappropriate by the Association shall not be condoned.
d) Should any of these or other policies referred to in this document be violated the situation will be assessed by Undergraduate Student Association and will result in appropriate action.
1. The situation will be discussed within 2 weeks of the violation at an Undergraduate Student Association meeting.
2. Clubs/organizations will be notified of actions discussed and invited to attend the next Association meeting in order to represent themselves.
3. A vote on the action will occur following the club/organization's defense.
4. The action must be passed by a majority vote.
e) All clubs/organizations using Student Activity fee monies must abide by policies and procedures set forth in Article XIII of these bylaws
Section 5. Administrative Responsibilities of ESF Student Organizations
a) All approved organizations shall conduct elections prior to the Spring Banquet.
b) All officers of approved organizations must maintain a cumulative and semester GPA of at least 2.0 (President 2.2) and not on academic or disciplinary probation.
c) All approved organizations shall submit, (date as specified), to the Association and the Office of Student Activities: A roster of officers including accurate addresses and phone numbers. This information shall be updated as necessary. An itemized inventory and condition report of all equipment owned or purchased by the organization using Association funds (items must exceed $20 to be included in report). A proposed itemized budget for the upcoming year. Name, title and phone number of faculty/staff advisor.
d) All approved organizations must have representation at the spring and fall leadership training sponsored by the Office of Student Activities.
e) If any of the following are not completed, then funded clubs will have their budget cut.
Section 6. Advisors
a) Each Organization shall annually submit to the Association and the Office of Student Activities the name of a faculty or staff advisor.
Section 7. Revoking Approved Status
a) An approved status may be revoked from an organization should it not adhere to the regulations set forth in this document or those outlined by the Office of Student Activities.
b) Approved status may be revoked from an organization if its practices violate any anti-discrimination policies set forth by the Association or the College.
c) An approved status may be revoked from an organization should its officers or members violate the Code of Student Conduct during an organization sponsored activity.
ARTICLE XI. PUBLICATIONS/PROGRAMMING
Section 1. The Association will sponsor the College's weekly newspaper, The Knothole. Like any other funded organization, The Knothole must submit a budget, a list of current staff members, organizational report and identify a faculty or staff advisor.
Section 2. The Association will sponsor the College's yearbook, The Empire Forester. Like any other funded organization, The Empire Forester must submit a budget, a list of current staff members, organizational report and identify a faculty or staff advisor.
Section 3. The Association will sponsor the Student Activities Programming Board (SAPB). Like any other funded organization, SAPB must submit a budget and list of current members. In addition, SAPB must serve as an extension of the Student Activities Office. SAPB is required to attend five Association meetings per semester.
ARTICLE XII. AWARDS
Section 1. At least four awards shall be presented by the Association each year: Student Association
Scholarship; Robin Hood Oak; Distinguished Teacher, Distinguished Advisor and Special Recognition. The names of the recipients shall be kept in confidence until announced at the December Soiree and the Spring Banquet.
Section 2. Student Association Scholarship Shall be awarded annually through the Financial Aid
Office to qualified students.
a) Section 2. Robin Hood Oak AwardShall be given to graduating seniors, finishing graduate students and Wanakena graduates.
b) The Junior Class Chairperson shall coordinate the nomination process. The Junior Class Chairperson shall convene a selection committee on which the Association President will serve.
Section 3. Distinguished Teacher Award
a) The Junior Class Chairperson shall coordinate the nomination process.
b) The Junior Class Chairperson shall convene a selection committee. Members of the committee may or may not be voting members of the Executive Body.
Section 4. Special Recognition Award
a) Shall be awarded to Staff Members of the University
b) Will be presented at the discretion of the Executive Body.
c) Recipients shall be chosen by a selection committee consisting of Executive Body members and approved by the entire Executive Body.
Section 5. Club Community Service Award
a) The Junior Class Chairperson shall coordinate the nomination process.
b) The Junior Class Chairperson shall convene a selection committee. Members of the committee may or may not be voting members of the Executive Body.
Section 6. Distinguished Advisor Award
a) The Junior Class Chairperson shall coordinate the nomination process.
b) The Junior Class Chairperson shall convene a selection committee. Members of the committee may or may not be voting members of the Executive Body.
ARTICLE XIII. STUDENT ACTIVITY FEE POLICY (SUNY DERIVED)
Section 1. Referendum
a) Beginning Spring 2003, the student body shall determine by referendum whether the student activity fee shall be mandatory or voluntary. This referendum shall be repeated every two years during the regular spring officer elections for student government.
b) Whether elected mandatory or voluntary, the student activity fee shall be collected, appropriated, and disbursed according to SUNY policies and regulations.
c) Referenda shall be conducted in a manner such that:
1. There is wide dissemination of these regulations regarding student activity fee funds
2. There is extensive publicity concerning the referendum. The determined polling place(s) will be convenient and easily accessible (relative to disabilities) to the greatest number of voters.
Section 2. Use, Preparation & Certification of Budget
a) The Undergraduate Student Association shall prepare and approve a budget governing expenditures from student activities fees in accordance with its constitution and bylaws and consistent with the principles of equal opportunity prior to registration for each academic year. The criteria governing eligibility for funding of and allocations to student organizations are as follows:
1. Programs of cultural and educational enrichment
2. Recreation and social activities
3. Tutorial programs
4. Intramural athletic programs
5. Student publications and other media
6. Funding to Funded Clubs/Organizations
i. Assistance to Funded clubs/organizations including religious student organizations for the purposes and activities of the organization that are of an educational, cultural, recreational, or social nature, benefiting the organization and the college community as a whole
ii. Assistance to recognized student organizations including religious student organizations CANNOT be used for the purposes of personal or individual professional development, or activities which do not benefit the college community as a whole.
7. Insurance related to conduct these programs
8. Administration of these programs
9. Transportation in support of these programs
10. Student services to supplement or add to these provided by the College
11. Reimbursement of reasonable and necessary travel expenses in accordance with state guidelines to students for service to student government
12. Campus-based scholarships, fellowships and grant programs, provided the funds are administered by the campus or a campus affiliated organization
13. Payments for contractual services which are provided by a nonprofit organization to the extent that such services are in aid of an approved student activity during the budget year and which activity serves the purposes set forth and provided further that such payments may not be exclusively for the general corporate purposes of such organization.
14. Salaries for professional non-student employees of the student government (consistent with SUNY hiring practices)
15. Charitable donations to non-profit organizations provided these donations result from targeted fundraisers by recognized student organizations. Student activity fee funds CANNOT be used for charitable donations.
NOTE: The Undergraduate Student Association may provide for use of advisory referenda of the student body with respect to particular funding decisions.
b) The approved budget, following the above criteria, shall then be presented
to the President of the College, or his/her designee, prior to registration for each academic year, for review and certification that the allocations are in compliance with the above provisions. Upon determination by the College President, or his/her designee, that the approved budget is in compliance with these regulations, he or she shall so certify, and such certification shall authorize the collection of the fee at registration.
Section 3. In the event that the College President, or his/her designee, concludes that a particular
proposed allocation included in the budget may not be in compliance with the provisions above, he or she hall refer such proposed allocation to a campus review board composed of eight members appointed by the Undergraduate Student Association and four members appointed by the College President, or his/her designee. The campus review board shall study the proposed allocation and made a recommendation to support or not support it. The College President, or his/her designee, shall thereafter make the final decision. Any proposed allocation that is determined not to be in compliance with the provisions of these regulations shall be excluded from the budget.
Section 4. Collection:
a) The student activity fee shall be collected via the College billing system at the beginning of the academic term and then distributed to the Undergraduate Student Association via the appropriate (independent) fiscal agent.
b) The total amount of the fee for one academic year, as fixed and assessed by the Undergraduate Student Association, shall not exceed SUNY guidelines.
c) Full time students shall be required to pay the full fee while part-time students shall be required to pay one half the total fees.
d) Failure to pay the required fee may result in denial of registration. If however, there is reasonable evidence in an individual case that payment of the fee may cause undue hardship, such student may be allowed to register by the College President, or his/her designee, after consultation with the Undergraduate Student Association.
e) In a case which a student has been allowed to register without payment of the student activity fee, the chief administrative officer of ESF may withhold grades or transcripts of credits until payment has been waived by such administrative action or the obligation has been met.
Section 5. The Undergraduate Student Association has specific responsibilities relative to the administration of the Student Activity Fee.
a) Development of an internal control program that serves as a system of checks and balances to ensure the security of assets, services and resources. The internal control guidelines must be written by the Undergraduate Student Association and approved by the College President or his/her designee.
b) Contract for the services of a fiscal agent to provide financial, business and accounting services from a SUNY recognized entity.
c) Commission an annual audit of the Undergraduate Student Association. This audit shall be conducted by an independent auditor.
d) Provide programming to the general student body, as well as recognition and funding on a non-discriminatory basis.
e) Purchase adequate insurance for the organization, which covers the officers and member organizations for liability risks.
f) Abide by SUNY policies and procedures regarding the collection and disbursement of the student activity fee, and abide by campus policies for use of grounds and facilities.
g) Provide timely and regularly disseminate information to the student body regarding the budgeting process including a list of funded activities, current allocations and expenditures.
h) Changes to approved budget after certification, either prior to or subsequent to the collection of mandatory fees, shall be subject to administrative review and certification by the chief administrative officer, or his/her designee, in the same manner as was applicable to the original budget.
Section 6. The provisions of this section shall not be interpreted to authorize the use of college facilities for student activities and programs without appropriate administrative approval.
Section 7. A separate Undergraduate Student Activity Fee to
Section 8. Enrolled SU students shall have the option of purchasing an Associated Membership in the Association for one-half the annual student fee paid by ESF students. While this will permit club memberships and campus activities, SU students shall not hold elected offices in ESF organizations.
Section 9. The Graduate Student Association shall contribute funds to the Association in order to subsidize graduate student participation in Association events and to cover student insurance, premiums.
Section 10. All leftover funds from the fiscal year shall be placed into the Student Life S-52 account which is a SUNY Research Foundation account. This account is used to fund co-curricular programming, late night activities, etc. and is administered by the Student Life Staff.
ARTICLE XIV. ASSOCIATION ADVISOR
Section 1. Annually, the Association shall name a faculty or staff advisor to be selected by Executive Body officers.
ARTICLE XV. BYLAWS
Section 1. Amendments to these bylaws shall be made following consideration by the Constitution Review Committee and with approval of two thirds of voting Association members.
Section 2. Copies of these bylaws, constitution and budget of the Association shall be available in the Student Association Offices.
Section 3. A copy of all resolutions passed by the Association shall be maintained by the Secretary and available in the Student Association Office.
Upcoming Events
