Student Affairs Council

By-Laws

Amended and Approved at SAC Meeting 03/20/01

STUDENT AFFAIRS COUNCIL

TEXAS A&M UNIVERSITY-TEXARKANA


STATEMENT OF PURPOSES

The Student Affairs Council exists:

  1. To provide a forum wherein any matter associated with the University can be openly discussed by any student
  2. To provide students with the opportunity to collectively and formally advise the University administration and faculty about matters which directly or indirectly affect students
  3. To make recommendations to the University administration about the expenditure of funds (collected from student service fees) for the support of programs, activities and services for students
  4. To assist the Department of Student & Academic Support Services in planning, coordination and implementation of programs and activities for student development.

BY-LAWS

I. Composition of the Council

                    The Council will be composed of sixteen (16) members; one (1) undergraduate student and one (1) graduate student representing students from each of the 4 primary departments of the two colleges of the University (College of Business and Behavioral Sciences and College of Arts & Sciences and Education), one student-at-large, one faculty member, one Student Recruitment and Activities Specialist, one staff member from Student & Academic Support Services appointed by the Vice President of Student & Academic Support Services, one administrative advisor (Vice President of Student and Academic Support Services) and three ex- officio members (Career and Special Services Coordinator, Administrative Secretary, and Coordinator for Enrollment Management and Outreach Activities

Voting Members:


Undergraduate Representatives (4)
Graduate Representatives(4)
Faculty member (advisor)(1)
Student -at-large Student & Academic Support Representative (1)

Non-voting Members:

Administrative Advisor(1)
Ex-Officio Members(3)
Votes only in the absence of a voting member Services Staff member (1)
Student Recruitment and Activities Specialist

II. Membership/Eligibility

  1. Any undergraduate or graduate student who meets the eligibility requirements listed below is eligible to seek election as a representative on the Student Affairs Council.

  2. Students who wish to seek election must:
    1. Be enrolled or intend to enroll for nine semester credit hours during the academic year(s) of the term(s) of office;

    2. Be in good academic standing (as defined institutionally);

    3. Indicate a desire, commitment and a willingness to contribute to the governance of the University;

    4. Be able to attend council meetings on a regular basis,

    5. Be willing to assist in the coordination or implementation of programs and services for students.

    6. Be willing to adhere to rules and regulations of the Student Affairs Council By-Laws and the Texas A&M University - Texarkana Student Code of Conduct.

    7. File an application which will include:

      1. a statement of why he/she desires to serve on the Council,

      2. a statement of qualifications which will allow them to be an effective representative of the student body

      3. three letters of recommendation from three (3) different recognized campus organizations, one of which must be from faculty or staff.

  3. Elections will be held in March of each year. Only currently enrolled students are eligible to vote. All elections shall be determined by a majority of those voting.

  4. New members elected in March will be installed in the regularly scheduled April meeting. Terms of office will begin in May and end in April of the following year. April will be the transition meeting for the new members and officers will be elected at this meeting.

  5. The President's Administrative Council, in consultation with the Deans, will nominate one full-time faculty member to serve on the Council for a three-year term.

  6. The Vice President of Student & Academic Support Services is a permanent member and acts as administrative advisor to ensure that Council actions are in compliance with various rules, regulations and guidelines of the University and The Texas A&M University System. The Vice President will appoint one other Student & Academic Support Services staff member to serve on the council.

  7. Undergraduate representatives who graduate in December or August may remain in the position for the remainder of the academic year provided they continue to meet eligibility requirements.
III. Vacancies
  1. If a council member should resign, the student-at-large representative until a qualified representative from the vacated representative's department can be recommended by the Chair and approved by the Council.

  2. A council member who has missed one regularly scheduled Student Affairs Council meeting will be sent a letter by the Chair (if the member has not already called within 2 business days). This letter will indicate that a second unexcused absence will result in immediate dismissal pending a hearing before the Student Affairs Council membership.

  3. The student-at-large shall attend all meetings of the council, serving as an active alternate. The student-at-large shall be allowed to enter discussions at council meetings but will vote only in the absence of one of the other members of the council.

  4. Following each election, a list of representative alternates (those not elected but receiving votes) will be compiled and placed in order of most votes cast to least votes cast for each of the primary academic divisions. The Chair shall recommend, in order of most votes received, a constituency representative as a vacancy occurs, pending approval by the Student Affairs Council. In the event of a vacancy, where no alternate is available, the chair will make a recommendation of a qualified candidate representing the appropriate academic department to the Student Affairs Council. All appointments to the Student Affairs Council must be approved by the Council.

IV. Officers

                     A. At the April meeting, the Student Affairs Council shall elect from the student representatives, a Chair, Vice-Chair, Secretary, Parliamentarian and Historian. Officers will be elected annually by the council using closed ballots. The duties of these officers are:
  1. Chair
    1. presides over all meetings of the council.

    2. serves as the Student Body President, as well as, primary Chancellors Student Advisory Board (CSAB) Representative. Representative must fill multiple obligations on and off campus, including travel. The Chair/CSAB Representative is eligible for a $1500 stipend.

    3. appoints individual council members to serve on an ad-hoc or standing committee.

    4. serves as ex-officio member of all council committees.

    5. transmits to appropriate administrative personnel of Texas A&M University - Texarkana decisions, recommendations and resolutions passed by the council.

    6. votes only to make or break a tie.

    7. prepares Council meeting agendas.

    8. works in conjunction with the secretary, Vice President of Student & Academic Support Services and Student Recruitment & Activities Specialist in preparing for meetings.

    9. works with Vice President of Academic & Student Support Services and Student Recruitment & Activities Specialist in developing the Student Affairs Council budget.

    10. initiates removal procedures of inactive Student Affairs Council representatives.

    11. holds regular office hours.

  2. Vice-Chair a. assumes the duties of the Chair in his/her absence. b. assists the Chair and Secretary with the performance of their duties. c. works with Secretary to maintain records of Student Affairs Council proceedings. d. coordinates the Student Affairs Council election with the Student Recruitment and Activities Specialist. e. coordinates all Student Affairs Council committees and ensure all members serve on at least one committee.

  3. Secretary a. records, prepares, publishes and maintains minutes of each Council meeting. b. keeps a roll of members present at each meeting and reports member absences to the Chair. c. assists the Student Recruitment & Activities Specialist in carrying on the correspondence for the Council. d. works closely with Student Recruitment & Activities Specialist to ensure appropriate documentation of Student Affairs Council business.

  4. Parliamentarian a. acts as the authority on Parliamentary Procedure. b. ensures that Council business is conducted in accordance with Student Affairs Council By-Laws and Robert's Rules of Order. c. coordinates the refreshments for each scheduled meeting.

  5. Historian a. maintains the Student Affairs Council Notebook/Scrapbook. b. works closely with the Student Recruitment & Activities Specialist in producing the Student Affairs Council newsletter and maintaining the web page.

V. Standing Rules Elected Student Affairs Council representatives are expected to:
  1. A. Participate in Student Affairs Council sponsored events on and off campus.

  2. B. Promptly and regularly attend Student Affairs Council meetings;

  3. C. Act in a professional manner consistent with any position of responsibility;

  4. D. Adhere to rules and regulations of the Student Affairs Council By-Laws and the Texas A&M University - Texarkana Student Code of Conduct;

  5. E. Act as a liaison between the students, campus organizations, administration, faculty, and staff;

  6. F. Maintain regular contact with constituent groups;

  7. G. Use sound judgment when making decisions;

  8. H. Address issues that are important in the improvement of campus life;

VI. Meetings
  1. The Student Affairs Council shall meet at least once each month during a regular academic year, but meetings may be cancelled if no items of business have been submitted.

  2. Agenda items should be submitted at least one week in advance of the meeting. Agenda items will be distributed to members prior to the meeting. Meetings will be scheduled for May through April of each year.

  3. The first action at the April meeting shall be the election of Officers (as said in Section II-D April will be the transition meeting for the new members/officers)
  4. A quorum shall be defined as a majority of the voting members of the Council. 6 members

  5. All meetings of the Council shall be conducted in accordance with the By-Laws. When a question of procedure that cannot be resolved by this document is raised, the guide shall be Robert's Rules of Order.

  6. Meetings will be open to any visitor. Official student organizations are encouraged to designate a member to attend and observe Student Affairs Council meetings and maintain contact with their assigned Student Affairs Council representative (see IV-5).

  7. Non-members may address the Council by contacting Vice President of Student and Academic Support Services and Student Recruitment and Activities Specialist to request placement on the agenda a minimum of three (3) days prior to the next scheduled meeting or by signing up to speak in Open Forum (limit 3 minutes per person).
VII Standing Committees
  1. By-Laws

  2. Activities

  3. Public Relations

  4. Advocates for Student Concerns

  5. Student Fee Advisory Committee
VIII. Adopting Procedures This set of By-Laws shall become effective when adopted and signed by a majority of the Student Affairs Council members.

IX. Adoption/Amendment of By-Laws The council members may adopt or amend the By-Laws only as follows:
  1. At a regular meeting by a two-thirds vote of members present, provided that the by-law or amendment has been read at a prior meeting of the council in the exact form in which it is to be finally adopted, or;

  2. At a regular meeting by a two-thirds vote of the members present if the proposed by-law or amendment, having been read at a prior meeting, is newly amended. The new amendment itself shall require only a majority vote.