Board of Trustees Policy
Student Government Association Constitution
We, the student body of Montgomery County Community College, deriving our authority from the College Board of Trustees and our governance from this Constitution, do hereby establish the Student Government Association of Montgomery County Community College which shall act on behalf of the student body by providing leadership, guidance, and oversight to all Student Clubs and assuring timely response to issues raised by the student body.
Name and Membership
The name of this organization shall be the Student Government Association of Montgomery County Community College, (hereinafter referred to as the SGA). All persons enrolled in at least one course for credit are considered members of the student body and have the right and responsibility to vote in the elections for Senate and Executive positions within the SGA.
Purpose and Responsibilities
The primary purpose of this organization, as a representative student government, is to act as a liaison to the faculty, administration, and staff on behalf of the student body. Our responsibility is to listen to and, when appropriate, act upon the suggestions and concerns expressed by the student body, to foster recognition of student rights and the College’s responsibilities to the students, to act in the students’ best interests when participating in the development of College policy and sitting on College committees, and to demonstrate leadership, honesty, loyalty and integrity by our actions.
More specifically, our responsibilities are to represent the student body on College committees and when requested, at College events and programs; to encourage activities of a social, cultural and civic nature to develop and maintain a College and community spirit; to allocate and oversee Student Activities funds that are distributed to clubs that promote the interests of the student body.
Duality of Campuses
This Constitution recognizes the existence and authority of two separate Student Governments, one at Central Campus and one at West Campus, each with its own separate Executive and Senatorial branches. To ensure parallel operation, procedures, and standards, policies and documents related to those policies shall remain consistent within both Student Governments. At least once per month, the Executive Committees of Central and West Campus shall hold joint meetings to discuss mutual issues and ensure parallel operation of the SGA. The Student Leadership and Involvement administration shall assist in ensuring compliance with the parallel operation objective.
Branches of Organization
The SGA at both campuses shall consist of the following two branches, Executive and Senate.
- The Executive branch shall consist of a President, Vice President, Secretary and Treasurer, all of whom shall be elected by a popular vote of the student body.
- All applicants for positions on the Executive branch shall be students of Montgomery County Community College currently enrolled in at least 6 credits with a previous semester GPA of at least 2.5.
- Executive branch officers may not hold an Executive position for more than four semesters and may not hold the same position for more than two semesters.
- All Executive officers are eligible for a Service Award, which will be determined by the Service Award Review Board.
- Responsibilities—Executive branch members shall adhere to the following.
- Attend all scheduled meetings.
- Report any suggestions and complaints from students, and act upon them, as necessary.
- Meet in Executive session when deemed necessary.
- Set and fulfill goals and objectives.
- Act as the formal liaisons among the Senate, Clubs, Students, and Administration.
- Carry out the duties of that office, as specified in Sections D thru H.
- Removal From Office—Executive officers shall be removed for the following reasons.
- Two consecutive unexcused absences, greater than three total unexcused absences, or greater than four total absences including excused, in a semester.
- 2. Failure to maintain a 2.5 per semester GPA. (See Article XI, Section E.)
- 3. Failure to complete at least six credits.
- 4. If impeached in accordance with the Impeachment Proceedings described in Article XI, Section G.
- The President
- The President shall direct the Executive Branch.
- The President shall approve or veto all legislation passed by the Senate.
- The President shall preside over all meetings of the SGA without the privilege of voting.
- The President shall call special meetings of the Executive Branch when necessary.
- The President, or his/her appointee, shall represent the SGA at all official occasions.
- The President shall present a written agenda to the Senate at each meeting.
- The President shall appoint the Chair of all committees not previously designated and assign members to serve on the standing College committees.
- The Vice President
- The Vice President shall temporarily take over duties of the President in the event of the President’s absence. In the event of the President’s removal from office, the Vice President shall assume the Presidency.
- The Vice President, or his/her appointee, shall chair the Inter-Club Council.
- The Vice President shall present to the President the names of those members of the SGA that are delinquent in their duties or attendance.
- The Vice President shall assist the President.
- The Vice President shall have voting privileges in the Senate.
- The Vice President shall direct and administer SGA elections with the assistance of the Chair of the Senate and shall notify the President and Senate on the progress of the elections and all election results.
- The Secretary
- The Secretary shall keep an accurate record of all proceedings of regular and special meetings of the SGA.
- The Secretary shall distribute the Minutes of all regular meetings to all SGA members by the following SGA meeting and ensure that corrections are annotated and completed before archiving.
- The Secretary, upon written request, shall present to any Student, Faculty, or Administrator a copy of the Minutes of all meetings of the current session of the SGA.
- The Secretary shall routinely contact the other campus’ Secretary to facilitate an open communication channel between both campuses’ SGA.
- The Secretary shall have voting privileges in the Senate.
- The Secretary shall ensure the adherence to Roberts Rules of Order at meetings in which voting is taking place or when the executive officers deem appropriate.
- The Secretary shall secure the desk or files of the Senate and the Executives so that only those authorized have access.
- The Treasurer
- The Treasurer shall have an up-to-date account of all Student Activities funds within the authority of the SGA, and shall release only funds approved by the SGA.
- The Treasurer shall maintain a record of all collections and disbursements of the SGA and shall receive end of year Finance Reports from all clubs.
- The Treasurer shall have voting privileges in the Senate.
- The Treasurer shall make weekly reports on the financial status of the SGA and shall submit a report to the Secretary at the first meeting of each month detailing the last month’s expenditures.
- The Treasurer shall have access to the Student Activities fund records.
- The Treasurer shall have the right to inspect and audit the financial records of student clubs chartered by the SGA, upon request of said clubs or the SGA.
- The Treasurer shall be a member of the Inter-Club Council to advise on and oversee clubs’ financial matters.
- The Treasurer shall meet with the Director of Student Leadership and Involvement and with other Executives periodically in order to review and discuss SGA financial matters.
- The Treasurer, on a two-thirds vote of the Senate, shall have the power to temporarily restrict an SGA-sponsored group from disbursing its funds.
- Membership and Voting
- There shall be 15 Senator positions available per campus during the school year.
- All members of the Senate shall be students of Montgomery County Community College who are currently enrolled in at least 6 credits and have a previous semester GPA of at least 2.5. Students enrolled for their first semester are exempt from the GPA requirement.
- Newly elected Senators shall take office immediately after election results are known, with voting privileges beginning at that time and ending prior to the last meeting of the Spring Semester when new executive officers are installed.
- Responsibilities—Senate members shall adhere to the following.
- Attend all scheduled meetings.
- Serve upon committees when requested.
- Report any suggestions and complaints from students, and act upon them, as necessary.
- Powers—The Senate shall have the authority for the following.
- To pass legislation that pertains to student welfare.
- To Charter College clubs.
- To Override Presidential vetoes by a two-thirds vote.
- Elect a Chair who shall:
- Preside over the Senate.
- Be a member of the Senate with voting rights.
- Speak for the Senate as appropriate.
- Be eligible for a Service Award.
- Assist the Vice President in elections of the SGA.
- Convene Senate meetings and administer meetings in accordance with Roberts Rules of Order when deemed appropriate.
- Determine excused and unexcused absences and report them to the Secretary and Vice-President.
- Any vacancy in the Senate shall be filled by a qualified student presented to the Senate by the President and approved by two-thirds vote.
- Removal From Office—Senators shall be removed for the following reasons.
- Two consecutive unexcused absences, three total unexcused absences, or greater than four total absences including excused, in a semester.
- Failure to maintain a 2.5 per semester GPA. (See Article XI, Section E.)
- Failure to complete at least six credits.
- A Senator delinquent in his/her responsibilities may be removed by a two thirds vote of the SGA.
- All students currently enrolled in at least six credits with a previous semester GPA of at least 2.5 are eligible to run for either a Senate or an Executive position.
- All students are required to submit to the Secretary of the SGA an election petition signed by members of the student body who are currently enrolled in credit courses at the college before they will be placed on the ballot and their candidacy considered official.
- The number of signatures required on the election petition shall be designated annually by the SGA; however, the number of student signatures shall be no less than 25. In addition, two signatures from either faculty or staff members of the college are required.
- The Student Leadership and Involvement Office will validate that all candidates are qualified for the office for which they are running. Within one week of receiving the list of candidates, the Student Leadership and Involvement Office shall notify SGA Executives if a problem with a student's qualifications exists.
- The Vice President and the Chairman of the Senate shall examine petitions and place the names of those candidates who meet requirements on the ballot for the general election.
- In case of a tie, a run-off election will be held within one week of the original election.
- The existing Executives will conduct Senate elections internally until all available positions are filled.
- Campaigning by candidates shall be permitted from the time they are authorized to run for office until the conclusion of the main election. Campaigning during the two days of the election may not take place inside any campus facilities and are therefore, is limited to outdoor campus grounds.
- Candidate debates will take place on the Wednesday prior to the main election.
- While campaigning, slander and/or libel or personal attacks will not be tolerated and may result in the removal of candidacy.
- Additional campaigning guidelines and protocol will be distributed to all candidates as part of approval process.
- The main election will be held online on the Thursday and Friday at least one week before the Student Leadership Recognition Banquet so that the newly elected Executives may be sworn into office at the banquet. The new Executives and new and returning Senators will take office at the last meeting of the Spring Semester.
- All election results will be validated by the Vice President of Institutional Effectiveness and Enrollment Management.
- The SGA shall meet at least once a week at the time and place specified by the Executives. The President, the Executive Committee independently, or six or more members of the Senate, may call special meetings of the complete SGA.
- The Chair of the Senate may call for special meetings of the Senate.
- At least once per semester the Executive Committees and Senate of Central and West Campus shall hold joint meetings to discuss mutual issues and ensure parallel operation of the SGA.
- The Executive Committees may call a special meeting between the Central and West Campus at any time.
- All meetings shall be conducted under the jurisdiction of the Constitution and when appropriate in accordance with Roberts Rules of Order. All attendees shall conduct themselves in a courteous and professional manner.
- All SGA members are responsible for contacting the Senate Chair prior to missing any meeting, or it will count against them as an unexcused absence.
- All other SGA committees shall meet at the times and places that their functions dictate.
- The SGA shall have power to charter student clubs within the College.
- The procedure for filing for a charter shall be as follows.
- Students requesting new clubs to be chartered shall
- Obtain the appropriate form from the Student Leadership and Involvement Office.
- After completing the form with the required information, submit said form to the President of SGA.
- Attend an SGA meeting to describe their group and its purpose for the approval of the SGA.
- Members of all existing student clubs must submit a completed charter form at the beginning of Fall each semester. Charter forms shall include the following.
- The name and purpose of the group
- The names of the club executives and the name of the club advisor
- An outline of the group’s planned events for the upcoming academic year
- If an existing student club does not submit a charter, the group will be considered defunct and recognition can only be regained through the submission of the necessary club charter forms.
- All student clubs are required to have an advisor from the College faculty, administration, or support staff.
- Students requesting new clubs to be chartered shall
- The regulations for charters shall be as follows.
- Charters and funds shall be granted only to those groups serving the interests of the student body of the College.
- Officers of all student clubs shall be registered students. Although non-students may participate, club membership shall be at least 70% students at all times.
- Club officers and advisors shall insure adherence to all regulations as stated in the SGA Constitution, the Student Club and Organization Manual, the Student Activity Fee Manual, the Student Code of Conduct, and the Student Academic Code of Ethics.
- Clubs found to be in violation of these regulations shall have their charter and/or funds revoked by the SGA upon a two-thirds affirmative vote.
- Activity fee policies to be reflected in Student Activity Fee Manual.
Student Activities Fees
- The Student Government Association is responsible for the distribution of the Student Activities funds to the various student clubs on campus and the Student Leadership and Involvement Office on both campuses.
- All current clubs shall submit an end of year Finance Report for review by the SGA during the Spring Term. The Finance Report shall include the following.
- The past year’s activity fee allocation
- An accurate list delineating all expenditures
- Funds raised, for short term and for long term purposes (see Section I)
- Amount of funds remaining to be returned to Student Activity Fee fund
- The specific due date for the Finance Report submission shall be determined on a year-by-year basis. It shall be advertised to all clubs via club mail, the Student Leader Newsletter, general postings, and/or general announcements coordinated by the Treasurer.
- Student clubs may raise money for their own activities and expenditures. All money raised must be turned in to the Student Leadership and Involvement Office to be entered into the individual club account. Fundraised funds will be carried over into the next school year. Funds not used within two consecutive academic years will be diverted to the Student Activity overflow fund.
- All fund raising requests must be made through the Student Leadership and Involvement Office on the appropriate form and in accordance with the Student Club and Organization Manual. Soliciting for donations from off campus sources must also be approved by the Executive Director of Foundation Relations.
- Funds appropriated to clubs by the SGA are received from all students attending the College. This money may be used only for activities open to current students and benefitting campus life at the College and MUST adhere to the guidelines outlined in the Student Activity Fee Manual.
- Revenues raised by student clubs over and above the SGA allocation may be used for any purpose within established College, State, and Federal regulations and upon approval by the Student Leadership and Involvement Office.
- Funds shall be allotted to student clubs in the following manner.
- Registered Student Clubs and Organizations must submit a Student Activity Fee Funding Proposal form to the SGA Treasurer at least one week prior to a scheduled Student Activity Fee Allocation meeting.
- Student Activity Fee Allocation meetings will be scheduled once a month during an SGA meeting starting in August and ending in May of each academic year.
- The SGA shall make no allocation to cover debts already incurred by any club.
- Representatives of student clubs may and are encouraged to attend meetings of the SGA when Student Activity Fees are being allocated and their funding proposal is being discussed and may speak when recognized by the SGA Treasurer.
- A majority vote of the SGA members present is required to allocate the proposed funds.
Summer Sessions and Interim Occasions
Whenever the SGA is not in session, be it during the Summer sessions, vacation times, etc, the President or Vice President of the SGA, or other designee, shall speak for the membership on all matters over which the SGA has jurisdiction. Official action on these matters shall be taken at the first regular meeting after the interim and decisions ratified by a two-thirds affirmative vote of the Senate.
Amendments and Redrafts
- Amendments to the Constitution shall be submitted in writing at least two week prior to being voted upon by the SGA.
- Amendments shall pass by a two-thirds vote at both campuses before they are submitted to the administration for review, approval, and addendum.
- The Constitution shall be redrafted only if changes are too numerous for amendments to correct. A two-thirds majority is required at both campuses before the Redraft Committee begins to prepare a Redraft and prior to administrative review for final approval.
Vacancies, Absences, Probation, and Impeachment
- SGA Senators serve from time of election until the last meeting of the spring semester. A SGA member who wishes to resign before the end of the year shall submit a written resignation to the Secretary of SGA. The Secretary of SGA should submit a written resignation to the Vice President of SGA.
- In the event of the temporary absence of the President of the SGA, the Vice President shall assume the duties of the President. However, in the event that the President of the SGA is permanently unable to continue in office, the Vice President shall become President.
- In the event that the Vice President is unable to replace the President, the order of succession shall be Secretary, Treasurer, and then Chair of Senate.
- In the event of the resignation or removal of the Vice President, Secretary, or Treasurer, the President shall temporarily appoint a replacement from the Senate. This replacement may become permanent by a two-thirds vote of the Senate.
- The SGA may vote to retain a member whose previous semester GPA has fallen below 2.5 but is not less than 2.25. The student will then be placed on SGA academic probation. Student Leadership and Involvement shall check the student’s GPA at mid or final term to see if they have regained a GPA of 2.5. No student may be on academic probation more than once.
- Any SGA member determined by the administration or faculty of violating either the Student Code of Conduct or the Student Academic Code of Ethics shall lose his/her voting privileges and position at the conclusion of disciplinary proceedings. The Senate may retain the member with an affirmative two-thirds vote depending on the severity of the infraction.
- The Executives may be impeached in accordance with the following procedure.
- A voting member of the SGA shall introduce a motion for impeachment to the SGA. The impeachment motion shall be debated and voted on after its presentation; however, debate shall be limited to one hour for and one hour against the motion.
- A two-thirds affirmative vote of the entire SGA shall be necessary for passage of an impeachment motion. The officer under review for impeachment shall not preside, or vote, at a meeting involving discussion and/or voting on his/her impeachment.
- The Service Award Review Board consisting of the Vice President of Institutional Effectiveness and Enrollment Management, the Director of Student Leadership and Involvement, and the SGA President shall review all persons eligible for Service Awards.
- The list of eligible students and the amount of each award shall be listed in the Student Club and Organization Handbook. All procedures for changing the amount of each award and the number of available awards shall also be recorded in the Student Club and Organization Handbook, which shall be subject to review as needed by the members of the Service Award Review Board.
- Awards shall be based on the following three criteria.
- Maintaining the required course load.
- Obtaining the minimum required GPA.
- Fulfilling the responsibilities and duties of their position, including attendance.
- If a person meets all of these criteria, he/she will receive their full Award.
- If a person does not meet all of these criteria he/she may receive a percentage of the Award based on the Service Award Review Board’s decision.
- The distribution of all award funds will be processed through the Student Leadership and Involvement Office.
- The Service Award full amount will not be awarded if the officer leaves or is removed from his/her position before serving a full term. The officer will be paid for the amount of time he/she has served as long as the stipulations in Section B of this Article were met during that period.
- If a person takes on a role within the semester, Service Awards will reflect the time serving in this capacity.
- The following shall be considered permanent standing committees with members appointed from the Senate upon advisement from the Executive Branch as soon as possible after the election of the Senate.
- Inter-Club Council (Chaired by Vice-President or Appointee)
- President’s Leadership Council (SGA Presidents)
- SGA shall also have representation on the following standing College committees. (One student from each campus.)
- Auxiliary Services Committee
- Distance Education Committee
- Information Technology Advisory Committee
- Safety and Wellness Committee
- Student Life Committee
- Traffic Appeals Committee
- Each standing committee chair may appoint, as needed, a subcommittee to study or investigate a particular matter falling within the jurisdiction of the standing committee. Subcommittees shall be in existence only for the time necessary to complete their assignment and report to their standing committees. Their reports, whether favorable or unfavorable, shall be considered by the standing committee.
- The Chair of each standing committee shall be an ex-officio member of each subcommittee that is part of his/her standing committee with the right to attend meetings of subcommittees and vote on any matter before such committees.
- The President or the Senate may form Ad Hoc committees. The function, composition, and charge of these committees shall be specified in the motions creating them.
The Inter-Club Council
- The Inter-Club Council, (hereinafter referred to as the ICC), shall exist with the purpose of communication with, and the review of, student clubs by the SGA.
- The SGA Representative shall chair all meetings of the ICC.
- The ICC shall meet at least once a month, unless otherwise deemed necessary by the Vice President of the SGA or his/her designated representative.
- A representative from each club, preferably, their president or vice president, shall attend ICC meetings, but if neither is available, an informed member shall attend.
- The ICC shall assist the Student Leadership and Involvement Office in the preparation of the Student Leader Newsletter by providing accurate and up-to-date information prior to the due date set by the Student Leadership and Involvement Office.
- Attendance at ICC meetings is mandatory. Any club failing to attend two consecutive meetings risks a formal review and possible suspension of funds by SGA.