Middlebury College Staff Council (MCSC) Constitution

Article I. Name

The name of this organization is the Middlebury College Staff Council (hereinafter referred to as MCSC).

Article II. Purpose

The purpose of the MCSC is to help make Middlebury College a better place to work. The MCSC is elected by the staff employees, and acknowledged by the Board of Trustees, to establish priorities and implement planning for the staff. The MCSC's responsibilities include, but are not limited to:

A. Listen and respond to the ideas, opinions, problems, concerns, and grievances of staff employees, and consider other matters that require the MCSC's attention;

B. Organize data, staff views, and other information into reports, and formulate recommendations for actions, changes, and solutions, as required;

C. Convey reports and recommendations to the College administration;

D. Meet with the College administration on a regular basis to discuss reports and recommendations, seeking through mutual agreement to achieve improvements;

E. Report regularly to both staff and administration;

F. Pursue any other lawful action consistent with making Middlebury College a better place to work.

Article III. Members, Officers, and Elections

A. Membership

Voting membership of the MCSC consists of 10 Middlebury College staff employees. The executive vice president and treasurer (or designate) serves as a non-voting member. Voting members of the MCSC serve two-year terms, which begin on the first Monday after their election. Expiring terms are refilled by election. Each voting member serves on at least one MCSC committee and/or the MCSC Executive Committee.

One member of the MCSC is elected to represent the entire staff as a member-at-large.

Four members of the MCSC are elected to represent employee work groups. One member is elected from each of the following work groups:

Custodial Services Employees (those whose pay originates from the organization number 308013)

Dining Services Employees

Facilities Management Employees (those whose pay originates from the organization number 309606)

Library/ITS Employees

Five members of the MCSC are elected to represent campus work areas. These campus work areas are combined into five districts based on the chart of accounts and number of employees. One member is elected from each of the following campus districts:

District A, roughly those working in the Museum, Admissions,, Dean of Faculty

District B, roughly those working in Summer/Off Campus Programs or College Advancement

District C, roughly those working in Student Affairs, Center for Campus Activities and Leadership, Center for Counseling and Human Relations, Center for Teaching and Learning, Public Safety, Alliance for Civic Engagement, Chaplain and Scott Center, Health Center, Registrar, Institutional Research, and Vermont Campus Compact

District D, roughly those working in the offices of the President, Commons, Athletics, Americans with Disabilities Act, CIA, Davis UWC Scholars Program, Dean of the College, Institutional Planning and Diversity, International Student and Scholar Services

District E, roughly those working in the offices of the Treasurer, or Assistant Treasurer/ Director of Business Services and Student Financial Services, 51 Main Street

Position in an employee work group or campus district is determined by and subject to review by the MCSC Election Committee under the supervision and approval of the MCSC. Composition of campus districts is monitored and determined by the MCSC to assure balanced representation. Any change in individual districts will result in a rewrite/replacement of this section without necessitating amendment procedures.

Regular and "Time Limited" (a duration of work at least 9 months and a predetermined end date) Middlebury College staff employees, who are not voting members of the faculty, are eligible to participate in MCSC meetings, to vote in MCSC elections and to serve as elected MCSC representatives.

High school students or Middlebury College students working for Middlebury College are not eligible to be voting members of MCSC.

[Article III section A "Membership" revised March 2009]

B. Officers

A president, vice president, and co-secretaries are elected from among the voting members of the MCSC by its voting members. Each officer serves for one year and may be reelected. The four officers of the MCSC make up the MCSC Executive Committee.

a. The MCSC president presides at meetings of the MCSC, prepares the agenda for MCSC meetings, and casts a vote in case of a tie vote. In addition, the MCSC president is the official representative of the staff and the MCSC to the College president and the College community at large. The MCSC president also serves as the budget administrator for the MCSC budget, which is a regular College budget account. The president may choose to appoint any MCSC member to serve as budget administrator..  The MCSC president serves as an ex officio member of all MCSC committees.

b. The MCSC vice president presides at MCSC meetings in the absence of the MCSC president, provides general assistance to the MCSC president, and serves as the MCSC representative to the Community Council. In addition, the MCSC vice president oversees the development of grievance procedures and the periodic review of such procedures.

c. The MCSC secretaries share responsibility for the secretarial duties of the MCSC. Those duties include but are not limited to: taking minutes of each MCSC meeting and distributing these minutes to all MCSC members and to appropriate locations on campus; informing MCSC members and staff employees of the date, time, location, and agenda of MCSC meetings; maintaining the records of the MCSC; hiring a recording clerk, when necessary, to take the minutes of MCSC meetings. Allocation of secretarial duties is determined by the secretaries and the MCSC.

The MCSC Executive Committee meets annually with the executive vice president and treasurer to review general guidelines and practices for staff salaries and benefits for the purpose of recommending improvements in these areas. The MCSC Executive Committee meets periodically with representatives of the Board of Trustees and with the College president to address and discuss staff issues.

The MCSC Executive Committee is responsible for ensuring that part-time and full-time concerns are considered in addressing all MCSC issues.

When necessary, the MCSC Executive Committee may reassign duties among the executive officers. In the event that a member of the MCSC Executive Committee is unable to attend a meeting, another member of the MCSC may be appointed by the MCSC president to serve at that meeting. If a member of the Executive Committee resigns or is unable to continue in office, MCSC representatives will elect a new officer to complete the unexpired term.

C. Elections

MCSC elections are held annually in May.

The MCSC Election Committee, under the direction of the MCSC, develops election procedures, establishes election deadlines, conducts nominations and elections for MCSC representatives, validates the results, and resolves any problems that arise from the election process.

All voting is by secret ballot.

Nomination Procedure

a. Four weeks before the final election date, election procedures, including deadlines and nomination forms, are sent to all staff employees whose representatives are up for election.

b. The nomination forms for representatives of specific employee work groups or campus districts list the names of all eligible employees in that group or district and are distributed to members of that group or district only.

c. Staff employees may nominate one person from their specific employee work group or campus district.

d. In the case of the member-at-large, the nomination form provides space for one write-in candidate. A list of all staff employees eligible for nomination will be distributed. Nominations must be made from that list.

e. Nomination by official ballot takes place at least three weeks before the date of the final election.

f. A nominee may appear on one final ballot.

g. A nominee may decline to run for office.

Election Procedure

a. At least two weeks in advance of the final election date, the Election Committee sends out ballots to voting staff employees.

b. The staff employees who received the most nominations and agreed to run are listed on the ballot for each vacant representative's seat. Each ballot may list up to four nominees. The ballots also contain space for write-in candidates.

c. Staff employees may vote once within their employee work group or campus district and once for the member-at-large representative.

d. The candidate who receives the most votes for each vacant representative's seat in which they are eligible to serve is elected to the MCSC. In case of a tie, a run-off election will be held within a month between the highest vote-getters to determine a winner.

If an MCSC representative resigns or is unable to continue in office, another staff employee from the representative's employee group or campus district will be appointed by the MCSC to serve until the next regular election. In the case of the member-at-large, the appointment will be made from among all eligible staff members. When an election is held to fill the unexpired term of the resigned MCSC member, the nomination and election for the replacement will be held in the same manner as provided for in nomination procedure and election procedure above.

An MCSC representative may serve three consecutive terms, with a hiatus of two years before running again.

Recall Procedure

An MCSC representative may be recalled from office by the following procedure:

a. A recall may be initiated by the staff employees in the employee work group or district that the MCSC member represents, provided that a recall petition is signed by one-third of the staff employees in that group or district. In the case of the member-at-large, a petition must be signed by 100 eligible staff employees.

b. Upon receipt of the petition, the MCSC will conduct a recall vote within 30 days.

c. The recall vote will be taken among the staff employees represented by the MCSC member for whom the recall has been petitioned.

d. A simple majority of those voting in favor of a recall is required for the recall to take effect. If the required number of votes is not achieved, the MCSC member will remain in office.

e. No MCSC member will undergo a recall vote more than once a year during his/her term of office.

f. If the required number of votes for a recall is achieved, the MCSC will appoint a replacement in the same manner as provided for above.

Article IV. Committees

A. Standing Committees

Each standing committee operates under the authority of the MCSC and makes recommendations for action to the MCSC. In turn, the MCSC acts on committee recommendations, and reports to each committee the results of MCSC actions. Listed below are the standing committees and their specific areas of responsibility:

1. Compensation Committee: studies and reviews salary issues, benefits, leaves and vacations, job categories, and related subjects;

2. Election Committee: conducts nominations and elections for MCSC positions including written notification of election procedures and deadlines; validates election results; determines and reviews representation of employee groups with the approval of the MCSC;

3. Publicity & Events Committee: surveys staff employee opinions; publishes articles in Middlebury College publications regarding activities of the MCSC and staff employees; plans and coordinates MCSC activities and events (e.g. MCSC open meetings, picnics, parties);

4. Staff Development Committee: studies, develops and plans for workshops, on-the-job training, staff education/orientation, and related programs;

5. Safety and Work Environment Committee: conducts research and examines issues related to the campus as a workplace and worker safety.

6. HR-6: Comprised of three MCSC members and three HR employees whose purpose is to keep the lines of communication open between HR and Staff Council.  The mission is to identify and develop recommendations for HR-related issue

Membership

a. All staff employees eligible to participate in MCSC may volunteer for MCSC committees.

b. The MCSC makes every effort to ensure that each MCSC committee includes representation from the various employee groups. The MCSC may recommend committee assignments when new committee members are needed. The MCSC reserves the right to limit the size of MCSC committees.

c. Each MCSC committee includes a chair, vice chair, and secretary as provided below.

Leadership

a. Committee chairs are approved and may be removed by the MCSC. They serve for one year as committee chair and may be appointed for a second year. While the chair may be, but is not required to be, a member of the MCSC, at least one elected member of the MCSC serves on each committee.

b. The chair conducts the meetings of the committee. The MCSC representative conveys the results of each committee meeting to the MCSC and the results of each MCSC meeting to the committee.

c. Each committee elects from its membership a vice chair and a secretary.

i. The vice chair assists the chair in conducting the business of the committee and fills the duties of the chair if the chair is unable to do so.

ii. The secretary keeps the minutes of all meetings of the committee and distributes the minutes to all members of the committee and to the MCSC secretary. The secretary informs all committee members of the date, time, location, and agenda of committee meetings.

B. Ad hoc Committees

As the need arises, the MCSC may create ad hoc committees to deal with particular issues, and recommends the names of volunteers to serve on such committees. Once an MCSC ad hoc committee has dealt with the issue in question as directed by the MCSC, or, if the MCSC determines that the ad hoc committee is no longer needed, it is dissolved by the MCSC.  If however, MCSC feels that a specific ad hoc committee is needed and would better continue as a standing committee, an amendment petition and vote will be held to make it a standing committee.

The chair of each ad hoc committee is appointed by the MCSC. The chair may be, but is not required to be, a member of the MCSC. During the period that the ad hoc committee is active, its chair reports to the MCSC as directed.

Each ad hoc committee has one or more members who are elected members of the MCSC.

C. Middlebury College Committees and Positions

The MCSC makes appointments or recommendations for appointments to College committees. These include, but are not limited to: Wage and Salary Review Committee, Human Relations Committee, Community Council, Community Judicial Board, Environmental Council, and Staff Appeals Panel. The MCSC also makes recommendations to the College president for the positions of ombudspersons.

Article V. Meetings and Records

A. Meetings

Annual Meeting

a. Within 30 days of the annual MCSC elections, an annual meeting of the MCSC is held.

b. At the annual meeting the MCSC elects its officers and appoints the chairs of standing committees. The MCSC also makes recommendations for committee assignments.

Regular, scheduled meetings of the MCSC

a. The time and number of meetings per year is determined by the MCSC.

b. A written agenda of each meeting is distributed by the MCSC secretary, or his/her designate, to MCSC members and to designated posting locations on campus during the week prior to the meeting.

c. Regular meetings are open to all Middlebury College staff members.

d. An executive session may be entered into at any time by a majority vote of the MCSC. Executive sessions are conducted in the following manner:

i. The motion to go into executive session indicates the nature of the business to be considered during the executive session.

ii. The executive session is limited to the consideration of the business for which the executive session was called.

iii. Attendance is limited to voting members of the MCSC and persons invited by the MCSC.

e. MCSC members are expected to attend all MCSC meetings and are to be compensated at their normal rate of pay. In addition, MCSC meeting time is counted toward the weekly total of hours in order to determine overtime pay for nonexempt employees.  Overtime pay will be charged to the employee's department.  Absences are to be made known in advance to the MCSC secretary.

Public meetings

a. On a regular basis, at least twice a year, the MCSC conducts public meetings for all staff employees to communicate the activities of the MCSC and to solicit input and reaction from the staff.

b. Public meetings are held at such times and places as to enable staff employees to attend. Notice of public meetings is made at least one week in advance.

c. Release time without penalty is provided to all Middlebury College staff employees for attendance at public meetings.

Special meetings

a. Special meetings of the MCSC may be called by the MCSC president at the request of any MCSC member or at the request of the College president.

b. The section on regular, scheduled meetings of the MCSC above applies to special meetings.

Conduct of meetings

a. The MCSC president conducts all meetings of the MCSC.

b. Two-thirds of the voting membership of the MCSC constitutes a quorum.

c. A majority of the MCSC members present is required to pass a seconded motion. In the case of a tie vote, the MCSC president casts the deciding vote.

d. Voting on all matters other than the election of officers is made by voice vote. A roll-call vote will be taken on any matter should a simple majority of MCSC members request such a vote.

e. Any member of the Middlebury College community may address the MCSC with prior permission from the MCSC president. Permission to address the MCSC is obtained at least one week prior to the date of the meeting.

f. Robert's Rules of Order, Newly Revised may be consulted as needed to maintain orderly procedure.

Content of meetings

a. Business for the MCSC's attention may originate from any member of the MCSC or the Middlebury College community in the following manner:

i. Through contact with an elected MCSC member.

ii. Through contact with an MCSC committee

iii. At the request of the College president

b. Regular meetings of the MCSC usually include the following:

i. Approval or amendment of the minutes of the previous meeting

ii. Reports from the MCSC committee chairs

iii. Old business and new business

iv. Opportunity for public comment

c. The MCSC may invite groups or individuals not affiliated with Middlebury College to address the MCSC.

d. Business at special meetings is limited to discussion of the matters about which the special meetings are called.

Committee meetings

a. Committee meetings are held as needed.

b. Committee meetings are open to all members of
the Middlebury College staff. Notice of each committee meeting is posted at campus locations during the week prior to the meeting.

c. A committee may enter into executive session at any time by a majority vote of the committee members. Committee executive sessions are conducted as provided for in the section on regular, scheduled meetings of the MCSC, d. i. and ii. above. Attendance is limited to voting members of the committee and to those who are invited by the committee.

d. Committee members are expected to attend all committee meetings and are to be compensated at their normal rate of pay.  In addition, MCSC meeting time is counted toward the weekly total of hours in order to determine overtime pay for nonexempt employees.  Overtime pay will be charged to the employee's department.  Absences are to be made known in advance to the committee secretary.

B. Records

The permanent records of the MCSC are maintained by the MCSC secretary in a secure campus location. These records include:

1. The MCSC Constitution and its amendments.

2. Minutes of all MCSC meetings.

3. Minutes of all MCSC committee meetings.

4. All correspondence and other documentation of the MCSC.

A permanent record is maintained by the secretary of each MCSC committee of

1. Minutes of all committee meetings.

2. All correspondence and other documentation of the committee.

Article VI. Amendments

A. A motion to amend this constitution must be accompanied by a petition signed by at least 50 Middlebury College staff employees who are eligible to vote in MCSC elections

B. The motion to amend must be stated on the agenda for the MCSC meeting at which the amendment is to be considered

C. A motion to amend must be passed by six of the ten voting members of the MCSC.

D. A special open meeting to explain the amendment will be held prior to the vote.

E. If the proposed amendment is passed by the MCSC it is put to a referendum vote for all eligible Middlebury College staff employees within 30 days.

F. A simple majority of those casting ballots is required for the amendment to be adopted.

Article VII. Dissolution

A dissolution vote will be held within 30 days of receipt of a petition signed by one-third of the staff employees of Middlebury College eligible to vote in MCSC elections. All eligible employees will be notified of the dissolution vote at least 10 days prior to the vote. If a simple majority of those casting ballots vote for dissolution, the MCSC will be dissolved.

Student Government Association (SGA)

The Student Government Association is the vehicle through which students can participate in the formulation of institutional policy affecting academic and student affairs and collectively express their views on matters of general interest to the student body. The SGA makes student appointments to student, joint student/faculty, and trustee councils and committees. The SGA also allocates student activities fees and authorizes student activities for their eligibility to receive funds. The SGA provides services to the student body as deemed necessary.

The purpose, structure, and function of the SGA are set forth in the Student Government Association Constitution and By-Laws. Further information concerning the SGA and the committees to which it appoints students can be found in the Student Government Association Guidebook.

Senators are elected in the first month of school.

Students, faculty, and staff are all invited to contact any SGA officer.

CONSTITUTION OF THE STUDENT GOVERNMENT ASSOCIATION (as of June 10, 2015)

I. PURPOSE

In an effort to broaden student discussion and representation on all issues, the students of Middlebury College have assembled this Student Government Association (SGA). This Student Government Association shall represent the student voice in every capacity.

II. STRUCTURE

The SGA shall be composed of the Student Senate and the Presidential Cabinet.

(A) Function of the Student Senate and Presidential Cabinet

To propose and pass all SGA legislation; to decide on issues relevant to the interests of the student body; to determine all official SGA positions, and to carry out all other duties as outlined in the Constitution and bylaws.

(B) The Student Senate

(1) Commons Senators: Each Commons will elect one senator. The Commons senators are responsible for reporting to their Commons Council on a weekly basis. They also report relevant Commons’ activity to the SGA as well as their weekly activity with relation to their job as a student senator.

(2) Class Senators: All Class senators are expected to report the current concerns of their constituents to the SGA at each regular meeting. Additionally, each will report about their weekly activities with relation to their job as a student senator.

(a) First Years: Two full-year senators.

(b) Sophomores: Two full-year senators.

(c) Juniors: Two senators, whose eligibility is specified in the bylaws.

(d) Seniors: Two full-year senators.

(e) February Students: Two full-year senators.

(3) House Senator: The Inter-House Council (IHC) shall be represented by one, non-voting delegate entitled to full floor privileges. The IHC delegate is responsible for reporting to the Inter-House Council on a weekly basis. They also report relevant Social House activity to the SGA.

(4) The Student Co-Chair of Community Council

(5) The President of the SGA

(C) The Presidential Cabinet

The Student Senate shall determine the structure of the Presidential Cabinet. Changes to the Presidential Cabinet require the majority consent of the Student Senate. The president of the SGA shall appoint the members of the Presidential Cabinet with the consent of the Student Senate. The bylaws of the SGA shall explain the duties and composition of the Presidential Cabinet.

(D) Selection of Student Members of Community Council

Interviews are required for all students submitting a valid application for the Community Council, to be conducted jointly by the SGA Director of Membership and the student co-chair of Community Council. Interviews will be held at the beginning of the fall term. The student co-chair of Community Council has final determinative power over appointments to Community Council in all instances. Student applicants for Community Council must apply annually, and must go through the appointment and ratification process annually.

(E) Qualification of Members of the Student Senate and Presidential Cabinet

(1) All positions are open to any matriculated student of the College.

(2) Class senators must be a member of the class they represent. Class senators must be on campus for the duration of their office, with the exception of winter term.

(3) Commons senators must be a member of the Commons they represent for the duration of their office. Commons senators must be on campus for the duration of their term, with the exception of winter term.

(F) Vacancies

(1) In the event that the SGA President cannot fulfill the position of president, the student co-chair of Community Council will assume the dual role of president and SCOCC only until a special election is administered to elect a permanent president.

(2) In the event that the student co-chair of Community Council cannot fulfill the position of SCOCC, the SGA President will assume all responsibilities of the SCOCC during the interim of his/her absence or only until a special election is administered to elect a permanent SCOCC.

(3) In the event of a vacancy of any appointed office in the SGA, the president shall appoint a new officer, subject to proper ratification.

(4) In the event of a vacancy on the Student Senate, the Elections Council shall hold an election to fill the vacancy.

III. COMMITTEES

(A) Standing Committees

A standing committee is a committee that is stipulated by the SGA Constitution or bylaws. The Presidential Cabinet shall make all appointments to standing committees, subject to proper ratification, unless otherwise stipulated. Standing committees must make a report to the Student Senate at least once per semester. The Presidential Cabinet shall advertise all committee positions before appointments are made.

(B) Ad Hoc Committees

The Student Senate can create an ad hoc committee with a majority vote. These committees shall exist for a maximum duration of one year. Ad hoc committees may exist for a second year subject to majority approval of the Student Senate. After a period of two years, the Student Senate must decide to transform the committee with a majority vote into a standing committee or the committee must be dissolved.

(C) Rules Concerning Committee Members

(1) Any member of the student body may serve on a committee.

(2) A student may not serve on more than three SGA committees. The Presidential Cabinet is not an SGA committee.

(3) Before any committee shall commence its work, the committee’s members shall be subject to proper ratification, unless the committee must begin its work before the first Student Senate meeting. Committee members must be ratified on a yearly basis. The Elections Council is not subject to ratification.

(4) The Presidential Cabinet shall make committee openings public.

IV. RATIFICATION

The senate shall ratify all members of the Presidential Cabinet and SGA committees by majority vote of senators present, unless otherwise stipulated. The Presidential Cabinet may begin its work pending ratification.

V. MEETINGS

(A) Rules

Meetings shall follow the protocol given in Robert’s Rules of Order, unless otherwise stated in the Constitution. The senate may adopt its own rules of procedure by a two-thirds vote, provided they do not conflict with the Constitution.

(B) First Meeting

During the first senate meeting of the year, the following events occur:

(1) The president welcomes the newly elected senators.

(2) The speaker of the senate is elected. From this point, the speaker chairs the meeting.

(3) The Impeachment Committee is formed.

(4) The Appeals Committee is formed.

(5) Normal business follows these appointments.

(C) Speaker of the Senate

The senate shall select the speaker of the senate by majority vote during the first meeting of the year.

(1) The speaker is a member of the senate and is allowed to vote.

(2) The senate may remove the speaker by a two-thirds vote.

(3) The speaker is not a member of the Presidential Cabinet.

(4) The president shall be the first person called by the speaker when debate begins.

(5) The speaker shall resolve all questions of procedure.

(D) Agenda

The president shall set the agenda for each Student Senate meeting, yet cannot block legislative items from the agenda.

(1) The agenda of each meeting will be sent via email to the members of the Student Senate, as well as The Campus, by 5:00 p.m. on Thursday.

(2) All bills on the agenda will be emailed to members of the Student Senate by 5:00 p.m. on Thursday. Bills not emailed by this time are not discussed unless the president makes an exception. Sponsors of bills are responsible to forward a copy of the bill to the recording secretary to meet this deadline.

(3) The order of business shall be as follows:

(a) Attendance

(b) Acceptance of minutes

(c) Announcements

(d) Committee reports

(e) Old business

(f) New business

(E) Attendance

All members of the Student Senate must attend all Student Senate meetings. Members of the Presidential Cabinet will attend Student Senate meetings at the discretion of the president. A member of the Student Senate missing more than two senate meetings without proper excuse shall be removed from office.

(1) A member of the senate missing more than five senate meetings shall be removed from office.

(2) If a senator cannot attend a meeting, a proxy from the same constituency shall temporarily occupy the seat. This proxy shall have full voting rights and floor privileges. No member of the Presidential Cabinet may serve as a proxy. One person cannot serve as both a student senator and a proxy.

(3) A member of the senate missing more than two meetings without sending a proxy shall be removed from office.

(4) Members arriving 15 minutes after the meeting begins shall be considered absent.

(5) Absent members shall be so noted in the minutes.

(6) Without the notification of the director of Membership, no Student Senate or Presidential Cabinet member may leave a meeting before the motion to adjourn. If a meeting runs over two hours, this clause no longer applies.

(F) Quorum

Quorum shall consist of half of the voting members of the Student Senate.

(G) Frequency

Meetings of the Student Senate shall be held weekly and shall begin at 7:00 p.m. on Sunday nights, subject to presidential discretion. Meetings shall continue until the assembly votes to adjourn. The speaker of the senate or their designee shall chair all Student Senate meetings.

(H) Emergency Meetings

The president, Elections Council, or any five members of the Student Senate shall have the power to call an emergency meeting of the senate.

VI. LEGISLATION

(A) Any student may author legislation.

(B) Only a member of the Student Senate may sponsor legislation.

(C) Unless otherwise stipulated in the Constitution or bylaws, the affirmative vote of a majority of Senators present shall be required to pass all proposals.

VII. ELECTIONS

(A) Elections Council

The Elections Council shall be responsible for running all SGA elections and referenda in accordance with the SGA bylaws.

(1) The Elections Council shall consist of a chair, and from two to four other students appointed by the director of Membership. The director of Membership shall serve as chair unless he is a candidate for office, in which case the president shall appoint another member of the Presidential Cabinet to serve as chair.

(2) The Elections Council does not require ratification.

(B) Elections Rules

Candidates for president, student co-chair of Community Council, and senator must meet all requirements and follow all campaign rules as defined in the bylaws.

(C) Violations of Procedures

If any candidate violates any election procedures, the Elections Council shall have the power to call a special meeting of the Student Senate. During this meeting, the Elections Council will make a recommendation to the Student Senate regarding the eligibility of the involved candidate. The Student Senate, by a two-thirds vote, may then nullify the candidacy.

 

VIII. APPEALS

(A) The Appeals Committee shall hear complaints and review decisions made by the SGA Finance Committee and Constitution Committee based upon criteria established in the Constitution and bylaws.

(1) The Appeals Committee shall consist of the SGA President and four student senators. The four student senators shall be chosen at the first senate meeting of the year by a majority vote of the senate. The Committee shall select one of the student senators to be chair.

(2) Two of the student senators, excluding the Committee chair, shall be selected by the Committee to be appeals reviewers.

(3) The Appeals Committee does not require ratification.

(B) Student organizations have the right to file an appeal with the Appeals Committee once communication between said organizations and the Finance or Constitution Committee have been exhausted. The bylaws of the SGA shall detail the grounds by which an organization may make an appeal.

(C) Student organizations have the right to a fair and impartial hearing before the Appeals Committee. The bylaws of the SGA shall detail the appeals process.

(1) In the event that a member of the Appeals Committee is involved in any way with the case, they shall abstain from participation.

(2) If fewer than four members of the Committee are eligible to participate, an additional senate member shall be sought to fill the void.

(D) The Student Senate may amend the Finance and Constitution Appeals Guidelines, as stated in the SGA bylaws, by a two-thirds vote of the Student Senate. Changes shall go into effect at the beginning of the next semester.

(E) A Senator who sits on the Finance Committee or Constitution Committee cannot sit on the Appeals Committee concurrently.

 

IX. IMPEACHMENT

(A) Any member of the Presidential Cabinet or senate shall be impeached if found in violation of the SGA Constitution or bylaws. Proceedings shall be commenced by:

(1) A written petition signed by one-quarter of a member’s constituency to the Impeachment Committee.

(2) A written statement by a member of the Student Senate or Presidential Cabinet that is submitted to the Chair of the Impeachment Committee.

(B) The Impeachment Committee shall examine any petition or statement given to it and recommend to the Student Senate whether or not the member should be removed from office.

(1) The Impeachment Committee shall consist of three senators chosen by majority vote of the Student Senate. The speaker of the senate, president of the SGA and student co-chair of the Community Council may not serve on the Impeachment Committee. The Committee shall self-select a chair. The Impeachment Committee does not require ratification.

(2) The Impeachment Committee procedures shall be outlined by the SGA bylaws. The Student Senate may change Impeachment Committee procedures by a two-thirds vote.

(3) The accused shall receive a fair and impartial hearing before the Impeachment Committee. If a member of the Committee has brought the charges, said member must recuse himself or herself. In such a case, the chair of the Impeachment Committee shall select another member of the Student Senate to replace said member.

(C) The full Student Senate shall hold an impeachment hearing if recommended by the Impeachment Committee.

(1) The speaker of the senate shall chair impeachment proceedings. If the speaker brought charges or is subject to charges, then the senate shall choose a temporary speaker by majority vote. Members of the Impeachment Committee may not serve as the temporary chair.

(2) Removal from office requires a two-thirds vote of the Student Senate.

(3) Impeachment hearing procedures shall be outlined in the SGA bylaws. The Student Senate may change impeachment guidelines by a two-thirds vote.

 

X. AMENDMENTS

(A) Constitution

Amendments to this Constitution require the consent of the Student Senate and student body.

(1) Amendments must first be brought before and consented to by the Student Senate.

(a) Amendments are brought to the floor of the senate in the same fashion as bills, with the exception that they are made available one week before they are voted on.

(b) Amendments must be approved by two-thirds of the Student Senate before a student body referendum is held.

(2) Upon approval by the Student Senate, a student body referendum is held.

(a) The Elections Council shall be responsible for conducting the referendum.

(b) The referendum must be held within one month of Student Senate approval.

(c) The student body must approve the amendment by majority vote of those participating in the referendum.

(3) If approved by the student body, the amendment takes effect at the beginning of the next term, unless otherwise noted within an enactment clause in the amendment.

(B) Bylaws

Amendments to the bylaws of the SGA require the majority consent of the Student Senate unless otherwise stipulated in the Constitution.

(1) Bylaws amendments are brought to the floor of the senate in the same fashion as bills, with the exception that they are made available one week before they are voted on.

(2) If approved by the Student Senate, the amendment takes effect immediately.

 

XI. INTERPRETATION

(A) The SGA President shall resolve all questions of constitutional interpretation and interpretation of the bylaws, except relating to procedures for senate meetings.

(B) The senate may override the president’s interpretation by a majority vote.


 

BYLAWS OF THE STUDENT GOVERNMENT ASSOCIATION

Last Amended June 10, 2015

 

Section I. President and Student Co-Chair of Community Council

(A) President of the SGA

The president represents the student body at meetings or functions within and outside of the College community. The president serves as the chair of the Presidential Cabinet, and ultimately makes all cabinet decisions. At the end of each academic year, the president drafts a memo to the incoming president about the state of affairs of the SGA. The president is responsible for setting the agenda for Student Senate meetings. While the president may recommend postponing legislation, the president may not block legislation from coming to the senate. The president is ultimately responsible for the execution of all SGA action.

(B) Student Co-Chair of Community Council

The student co-chair of Community Council (SCOCC) serves as the principal student leader on the Community Council. The SCOCC is a voting member of the Student Senate. The SCOCC appoints the eight other students serving on Community Council in concert with the director of Membership. At the end of each academic year, the SCOCC drafts a memo to the incoming SCOCC about the state of affairs of Community Council.

 

Section II. The Presidential Cabinet

The following officers are members of the Presidential Cabinet. Cabinet officers are appointed by the president and confirmed by the senate. At the end of each academic year, each cabinet officer drafts a summary detailing the work of their committee and the state of affairs of their respective portfolio for the incoming cabinet officers.

(A) Chief of Staff

The chief of staff is responsible for carrying out and implementing all elements of the president's agenda. The chief of staff supervises the cabinet officers. The chief of staff develops, keeps current, and publicizes an official codification of the SGA Constitution and bylaws. At the end of each academic year, the chief of staff drafts a summary of the proceedings and affairs of the senate and delivers this summary to the incoming members of the senate and cabinet. The chief of staff is responsible for other miscellaneous tasks as delegated by the president.

(B) Director of Membership

The director of Membership is charged with ensuring that all members of the SGA (cabinet officers, committee members, and members of the senate) fulfill their obligations as stated in the Constitution and bylaws. The director of Membership chairs the Elections Council and is personally responsible for conducting all SGA elections. The director of Membership coordinates the committee application process and ensures that committees are appointed in a fair and open manner.

(C) Treasurer

The treasurer chairs the Finance Committee and Comprehensive Fee Committee and oversees their work. The treasurer serves as the liaison between the president, the senate, and the Finance Committee. The treasurer maintains the SGA budget, and prepares and presents the mid-year report and the annual budget to the senate. The treasurer shall keep a record of all Finance Committee decisions, minutes, and financial statements. The treasurer shall have had prior experience on the Finance Committee.

(D) Director of Student Organizations

The director of Student Organizations chairs the Constitution Committee and oversees its work. The director of Student Organizations is responsible for coordinating the Spring Student Leadership Awards. The director of Student Organizations serves as an ex officio non-voting member of the Finance Committee.

(E) Director of Publicity

The director of Publicity is responsible for SGA publicity and chairs the Publicity Committee. The director of Publicity is responsible for executing all visibility campaigns for SGA initiatives, updating college bulletin boards used by the SGA, and managing all social media channels operated by the SGA.

(F) Director of Academic Affairs

The director of Academic Affairs chairs the Student Educational Affairs Committee, serves as a liaison between the SGA and the Office of the Dean of Faculty, and is responsible for the oversight of all SGA activity pertaining to academic affairs. The director of Academic Affairs serves on, and may chair, the Honor Code Committee.

(G) Director of Institutional Affairs

The director of Institutional Affairs chairs the Institutional Affairs Committee, works with various College offices to facilitate infrastructural and programmatic improvements, and is responsible for newspaper subscriptions.

(H) Director of Environmental Affairs

The director of Environmental Affairs chairs the Environmental Affairs Committee, serves as an ex-officio voting member of Environmental Council (or appoints a proxy), serves as a liaison between the SGA, Environmental Council, and environmental groups, and oversees SGA activity relating to environmental matters.

(I) Director of External Affairs

The director of External Affairs chairs the External Affairs Committee and serves as the liaison between students, parents, alumni, and the SGA. The director of External Affairs maintains consistent communication with student governments at other institutions and researches initiatives and concepts of these other student governments. The director of External Affairs serves as a liaison between the SGA and the town of Middlebury, Addison County, the state of Vermont, and other governmental and non-governmental bodies external to the College.

(J) Director of Institutional Diversity

The director of Institutional Diversity chairs the Institutional Diversity Committee and oversees SGA initiatives relating to diversity.

(K) Director of Athletic Affairs

The director of Athletic Affairs chairs the Athletic Affairs Committee and oversees SGA initiatives relating to athletics.

(L) Director of Transportation

The director of Transportation coordinates the break bus program and other SGA transportation initiatives.

(M) Director of Technology

The director of Technology coordinates the SGA website and oversees all other technology needs of the SGA.

(N) Director of Student Health and Wellness

The director of Student Health and Wellness serves as a liaison between the SGA and the Student Wellness leaders as well as a liaison between the SGA and the Office of Health and Wellness. The director of Student Health and Wellness oversees SGA activity relating to the physical and mental health and well-being of the student body.

(O) Director of Sexual and Relationship Respect

The director of Sexual and Relationship Respect organizes initiatives and conversations on how to foster greater sexual and relationship respect on campus. They facilitate programming and policy on sexual respect and related issues, including bystander training. The director of Sexual and Relationship Respect is an ex-officio member of the Sexual Assault Oversight Committee. The director of Sexual and Relationship Respect serves as a liaison between student groups, administrators, and community partners on issues of sexual respect.

 

Section III. Responsibilities of Members of the Senate

(A) Notification of Interpretation

If the president resolves a question of constitutional or bylaws interpretation pursuant to Section XI of the Constitution, they shall notify the senate in writing prior to the next senate meeting.

(B) SGA Coffee Hour

(1) Time and Location

(a) The president shall host and attend a weekly SGA Coffee Hour. At the first senate meeting of each term, the president shall propose a weekly time and location for the Coffee Hour, subject to senate approval.

(b) During the fall and spring semesters, a Coffee Hour shall be held during each of Weeks 3 through 10.

(c) During winter term, a Coffee Hour shall be held during each of Weeks 2 and 3.

(2) Publicity

The president shall be responsible for posting the time and location of each Coffee Hour on the SGA bulletin board, and for sending an email to all students notifying them of each Coffee Hour.

(3) Funding

The senate shall allocate $60 for each Coffee Hour.

(4) Attendance

(a) Every member of the senate shall attend at least three Coffee Hours during the fall and spring semesters, as well as both Coffee Hours during winter term.

(b) The president shall be responsible for keeping attendance.

(c) If there is a term during which one or more senators do not attend the required number of Coffee Hours, unless their absence is due to a regular scheduling conflict, then at the first senate meeting of the following term, the senate shall discuss how to ensure consistent attendance.

 

Section IV. SGA Representatives to College Bodies

(A) Student Liaison to the SGA on Endowment Affairs

(1) The student liaison to the SGA on Endowment Affairs (SLSEA) shall be the official student body liaison to the Board of Trustees Investment Committee and shall attend all three Investment Committee meetings during the academic year. The SLSEA shall also be a member of the SGA Comprehensive Fee Committee as outlined in Section V(A)(5).

(2) The SLSEA shall, at the request of any member of the senate, report to the senate on their work, while abiding by all relevant confidentiality measures.

(3) The SLSEA shall publicize and hold at least one forum, at least one week prior to each Board of Trustees meeting, to gather student input and educate the community on the current state of the endowment.

(4) The SLSEA shall write a summary within one week of all issues addressed during each Investment Committee meeting, while abiding by all relevant confidentiality measures. The SLSEA will send this summary to the chief financial officer of the College, who will be given one week to review the summary for proprietary information, after which the SLSEA shall send the document to the senate.

(5) If the senate determines the SLSEA is not adequately performing the above listed responsibilities, it may remove the SLSEA by a simple majority. In such an event, the senate shall form the Student Liaison to the SGA on Endowment Affairs Selection Committee to select a new SLSEA as outlined in Section V(A)(3) of the bylaws.

(6) The senate shall post the summary on the SGA website for viewing by the campus community.

 

Section V. Standing Committees

(A) Special Committees

(1) Appeals Committee

(a) The Appeals Committee shall hear appeals from the Finance and Constitution Committees, as stipulated by Section VIII of the Constitution and Section VII of the bylaws.

(b) The committee shall examine complaints requesting the removal of Elections Council members pursuant to Section VI(A)(2)(e-f), and shall determine whether to remove the member. The committee shall not refer the matter to the senate in these cases.

(c) The committee shall hear requests from individual party hosts for damage reimbursements greater than the automatic reimbursement limit established by the senate.

 

(2) Impeachment Committee

The Impeachment Committee shall examine impeachment petitions and statements and recommend to the senate whether or not a member should be removed from office, as stipulated by Section IX of the Constitution and Section VIII of the bylaws.

 

(3) Student Liaison to the SGA on Endowment Affairs Selection Committee

(a) The committee shall consist of the president, the director of Membership, and three senators chosen by the senate.

(b) The committee shall examine applications for student liaison to the SGA on Endowment Affairs (SLSEA) during Week 8 the spring semester.

(c) The committee shall design the application and make it accessible to the student body at least one week before applications are due to the director of Membership.

(d) After consulting student opinion on the endowment, the committee shall read through the applications and recommend a limited number of qualified candidates to the senate to interview.

(e) The committee shall brief the senate on student opinion on the endowment and then the senate shall hear statements from the recommended candidates.

(f) The senate shall appoint one of the recommended candidates as the SLSEA no later than one week before the Spring Trustees Meeting.

 

(4) Awards Committee

(a) Description and responsibilities

The Awards Committee shall determine the recipients of the Marjorie Lamberti Faculty Appreciation Award and the Rodney and Beverly DeGray Staff Appreciation Award pursuant to Section IX of the bylaws. The committee shall plan the awards ceremony.

(b) Membership

(i) The committee shall consist of the president and four students appointed jointly by the president and the director of Membership.

(ii) The president shall chair the committee.

(iii) The dean of the faculty may attend committee deliberations.

 

(5) Comprehensive Fee Committee

(a) Description and responsibilities

(i) The committee shall work throughout the academic year in conjunction with the College vice president for Finance and Treasurer to ensure that the College’s budget aligns with student values and interest.

(ii) The committee shall publish a summary of its budget each year in The Campus and in any other forum they see fit.

(b) Membership

(i) The committee shall consist of the SGA Treasurer, the student liaison to the SGA on Endowment Affairs, and three senators representing different constituencies, chosen by majority vote of the senate at the first senate meeting of the year. The SGA President may not serve on the committee.

(ii) The SGA Treasurer shall chair the committee.

 

(6) First Year Committee

(a) Description and responsibilities

The First Year Committee promotes community in the first year class, provides a vehicle for addressing first year student concerns, assists in the promotion of campus resources and works with event planning bodies, Commons staff, and residential life staff in enhancing inclusive social and cultural experiences on campus.

(b) Membership

(i) The two first-year senators shall chair the committee.

(ii) The two first-year senators shall jointly appoint members of the committee.

(7) Honor Code Committee

(a) Description and responsibilities

(i) The committee is responsible for discussing, evaluating, and promoting (as the committee deems fit) Middlebury’s Honor Code through research, outreach, and collaboration.

(ii) The committee shall investigate the perceptions, experiences, and implementation of the Honor Code in the Middlebury community.

(iii) The committee shall actively promote the mission of the Honor Code to students and administrators.

(iv) The committee shall recommend and work to implement any changes or improvements to the Honor Code as deemed appropriate and necessary through its research.

(b) Membership

(i) The director of Academic Affairs shall chair the committee, or appoint the chair.

(ii) If the director of Academic Affairs is not chair, they shall be an ex officio member of the committee.

(iii) The director of Academic Affairs, the director of Membership, and the president shall jointly appoint at least five students, representing diverse perspectives, class years, and academic interests, to the committee.

(iv) All committee members’ terms expire at the end of the academic year.

(c) Meetings

(i) The committee shall meet at least six times over the course of each semester and twice during winter term.

(ii) The committee chair shall determine the interval at which these meetings occur.

(iii) At least one meeting per term shall be open to the student body.

(B) Cabinet Committees

(1) Elections Council

The Elections Council is responsible for the election process, as stipulated in Section VII of the Constitution and Section VI of the bylaws.

(2) Finance Committee

(a) Description

The Finance Committee is responsible for serving the financial needs of recognized student organizations and the needs of the SGA in its management of the Student Activities Fee.

(b) Responsibilities

(i) The Finance Committee allocates the Student Activities Fee as a primary funding source for student organizations.

(A) The senate must, by majority vote, approve individually each allocation exceeding $10,000.

(ii) The committee uses its expertise in an advisory role to student organizations and initiatives, providing guidance and information to students.

(iii) The committee offers outreach programs, constituting meetings and information sessions, in an effort to orient new leaders and interested parties with the funding process and create an open and supportive financial environment.

(iv) The senate has fiduciary responsibility for the oversight of the Student Activities Fee and may request funds through the budget process and by requesting additional allocations from the committee.

(v) The committee serves as a check against irresponsible spending but may not refuse an allocation to the senate. Committee guidelines do not apply to senate allocations. All College financial regulations do apply.

(c) Membership

(i) The treasurer shall chair the committee and may not vote, except in a tie.

(ii) At the beginning of each semester, a selection panel shall convene to review applications and, by majority vote, appoint new members to the committee. The selection panel shall consist of:

(A) The SGA President;

(B) Four senators, who may not be Finance Committee members, chosen by the senate;

(C) Four Finance Committee members chosen by the Finance Committee.

(iii) All committee members’ terms expire upon graduation.

(d) Regulations

(i) The Finance Committee shall publish its guidelines online annually.

(ii) The committee shall publish the budget and new money requests with rationale online.

(iii) The Office of the Dean of Students (ODS) will conduct a formal audit of the committee’s process on a biannual basis. In addition, ODS may audit committee accounts at any time. Should an anomaly be found, action may be taken as advised by the College administration.

(iv) Submission of mid-year and end-of-year review

(A) The Finance Committee is required by the College to produce a mid-year report of its activities detailing the allocations and expenditures for each student organization.

(B) A completed document must be submitted to the associate dean of students for Student Activities no later than the last day of classes in winter term. The report will be reviewed for accuracy and approved by ODS. A failure to submit this report will result in all student organization budgets being frozen until the report is submitted.

(C) The mid-year reports shall be made available for senate review as early as possible, but no later than one week before they are voted on.

(D) The treasurer shall consult the senate on broad-based budgetary issues when the mid-year report is presented.

(E) The budget shall be made available for senate review as early as possible, but no later than one week before it is voted on.

(F) The treasurer shall prepare bi-weekly reports to the senate detailing new money requests granted along with rationales and new money requests to be reviewed. These reports shall be made available to the senate prior to its weekly meeting.

(e) Student Activities Fee Increases

(i) The Finance Committee shall make a non-binding recommendation to the senate on the Student Activities Fee (SAF) as part of the Mid-Year Report. The committee may recommend:

(A) that the senate increase the SAF by the Consumer Price Index (CPI);

(B) that the senate increase the SAF by an amount greater than CPI but no greater than CPI + 1%;

(C) that the senate increase the SAF by an amount less than CPI, or decrease the SAF;

(D) or that the senate increase the SAF by an amount greater than CPI + 1%, due to extreme or emergency circumstances.

(ii) The senate shall discuss the SAF annually during its meeting directly after the Finance Committee submits the Mid-Year Report.

(iii) The SAF shall increase by CPI unless the senate votes to set it at a different level.

(iv) The previous year’s CPI shall be used to calculate the next year’s SAF. The calculated increase shall be rounded down to the nearest whole dollar.

(3) Constitution Committee

(a) Description and responsibilities

(i) The Constitution Committee is responsible for the recognition process for new and existing student organizations.

(ii) The committee also uses its expertise in an advisory role to student organizations and initiatives, providing guidance and information to students.

(iii) The committee offers outreach programs, constituting meetings and information sessions, in an effort to orient new leaders and interested parties with the funding process and create an open and supportive financial environment.

(b) Membership

(i) The director of Student Organizations and the director of Membership shall jointly appoint members of the committee

(ii) All committee members’ terms expire at the end of the academic year.

(iii) At the discretion of the director of Student Organizations and the director of Membership, past members may be reappointed without a written application.

(iv) The director of Student Organization shall serve as the non-voting chair.

(c) Regulations

(i) Procedure for Starting a New Student Organization

Student organizations can be started at any time between October and April. Procedures may be found online on the Student Activities website.

(ii) Club Review

(A) All student organizations will be reviewed after three years, on a rotating basis. Student organizations will be notified that they are up for review on or by October 1.

(B) The director of Student Organizations shall direct leaders of each student organization being reviewed to submit responses to a questionnaire by the end of the Thanksgiving Recess.

(C) Student Activities and the director of Student Organizations shall determine the content of the questionnaire on an annual basis. The questionnaire will also require the submission of a constitution, to be revised, amended and ratified by the current membership.

(D) The Constitution Committee shall approve of all submissions.

(E) During winter term, no applications for new student organizations will be accepted.

(F) During winter term, the committee shall review organization submissions and schedule in-person meetings with those organizations whose responses are unsatisfactory.

(G) At the end of winter term, the committee may inactivate any organization whose questionnaires and in-person meetings were unsatisfactory.

(H) If no leadership is available, the club shall be classified as inactive. Organizations that fail to submit the required information shall have their spring budgets frozen and may be inactivated at the discretion of the director of Student Organizations.

(I) The director of Student Organizations shall submit an end-of-year report to the senate detailing which new organizations were approved and which were inactivated that year.

(4) Publicity Committee

(a) Description and Responsibilities

The Publicity Committee shall publicize all SGA activity, and be responsible for keeping all records of the SGA.

(b) Membership

(i) The director of Publicity shall chair the committee.

(ii) The director of Publicity and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(5) Student Educational Affairs Committee

(a) Description and Responsibilities

The Student Educational Affairs Committee shall have oversight of all SGA activity pertaining to academic affairs, and shall serve as a liaison to the dean of the faculty and the Educational Affairs Committee.

(b) Membership

(i) The director of Academic Affairs shall chair the committee.

(ii) The director of Academic Affairs and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(c) Relationship with EAC

The Student EAC shall invite one faculty member of the EAC to serve in an advisory capacity.

(6) Institutional Affairs Committee

(a) Description and Responsibilities

The Institutional Affairs Committee shall serve as the liaison between the SGA and College offices pertaining to the physical infrastructure of the College.

(b) Membership

(i) The director of Institutional Affairs shall chair the committee.

(ii) The director of Institutional Affairs and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(7) Environmental Affairs Committee

(a) Description and Responsibilities

The Environmental Affairs Committee shall have oversight of all SGA activity pertaining to environmental initiatives.

(b) Membership

(i) The director of Environmental Affairs shall chair the committee.

(ii) The director of Environmental Affairs and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(8) External Affairs Committee

(a) Description and Responsibilities

The External Affairs Committee shall serve as the liaison between the SGA and alumni, the town of Middlebury, other colleges and universities, and other external organizations.

(b) Membership

(i) The director of External Affairs shall chair the committee.

(ii) The director of External Affairs and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(9) Institutional Diversity Committee

(a) Description and Responsibilities

The Institutional Diversity Committee shall consider and discuss matters related to diversity issues within the student community. The committee shall also make proposals to the administration and trustees.

(b) Membership

(i) The director of Institutional Diversity shall chair the committee.

(ii) The director of Institutional Diversity and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

(10) Athletic Affairs Committee

(a) Description and responsibilities

The Athletic Affairs Committee shall serve as the liaison between the SGA and Middlebury athletics.

(b) Membership

(i) The director of Athletic Affairs shall chair the committee.

(ii) The director of Athletic Affairs and the director of Membership shall jointly appoint members of the committee.

(iii) All committee members’ terms expire at the end of the academic year.

Section VI. Elections

(A) Elections Council

(1) Description

The Elections Council shall administer the elections of senators, the president and the SCOCC. The council shall administer all referendums. The council shall also be responsible for certifying the results of all elections and referendums.

(2) Membership

(a) The Elections Council shall consist of a chair and four other members appointed by the director of Membership. At least two of these members shall be senators.

(b) No council member may be a candidate for SGA office.

(c) The director of Membership shall chair the council, unless the director of Membership is a candidate for SGA office. In this event, the president shall appoint another cabinet officer to chair the council and the director of Membership shall abdicate their election responsibilities.

(d) Council members shall be appointed and publicly announced by the end of the first week of the academic year. All members’ terms expire at the end of the academic year.

(3) Removal of members

(a) In the event that a candidate objects to the participation of any council member based on a conflict of interest or other relevant circumstances, the Appeals Committee shall conduct a hearing to decide whether the member should be removed.

(b) Complaints filed accordingly must be filed at least 4 days prior to the opening of the polls. When a proper complaint has been filed, the Appeals Committee hearing shall take place as soon as is reasonably possible, and no later than 2 days prior to the opening of polls.

(4) Guidelines

The Elections Council may adopt and publish guidelines for conducting elections and referendums. The senate may amend the guidelines by a two-thirds vote.

(B) Eligibility of Voters and Candidates

(1) Eligibility of voters

(a) For president, SCOCC, and referendums: all current and enrolled students, including students abroad and graduating seniors.

(b) For Commons senators: all current and enrolled students, including students abroad and graduating seniors, who are members of the relevant Commons.

(c) For class senators: all current and enrolled students, including students abroad, who have academic standing in the relevant class, not including Febs.

(d) For Feb senators: all current and enrolled students, including students abroad, who have academic standing in a Feb class.

(2) Eligibility of candidates

(a) For president and SCOCC: all current and enrolled students, including students abroad.

(b) For Commons senators: all current and enrolled students, including students abroad, who are members of the relevant Commons.

(c) For first year, sophomore, and senior senators: all current and enrolled students, including students abroad, who have academic standing in the relevant class, not including Febs.

(d) For junior senators: students shall run and hold office on a semester basis. Students may run for either semester or both. Students are not eligible to be candidates for semesters during which they plan to study off-campus.

(e) For Feb senators, all current and enrolled students, including students abroad, who have academic standing in a Feb class.

(C) Elections Procedures

(1) Spring General Elections

The Elections Council Chair, with the support of the Elections Council, shall carry out the following duties prior to the spring general elections:

(a) During Week 8, notification of the upcoming election cycle and details regarding election procedures shall be sent to the entire student body via email.

(b) During Week 9, an informational meeting for potential candidates shall be held where candidate petitions shall be distributed. The Elections Council Chair shall arrange an alternative way to give petitions and necessary information to students unable to attend. After the meeting, the campaign period officially begins.

(i) If, after the meeting is held, no more candidates have expressed interest in a given position than there are seats to fill, the Elections Council Chair shall declare an uncontested race.

(ii) For each uncontested race, students shall be given an additional 48 hours to meet with the Elections Council Chair to receive candidate petitions. No other election deadlines may be delayed as a result of an uncontested race.

(iii) The president, in concert with the Elections Council, shall send an email to all constituencies for which there is an uncontested race, informing those constituencies of the uncontested nature of the upcoming election and announcing the 48-hour extension. This email shall include a provocative but appropriate title to ensure maximum readership, and shall state the importance of competition in elections and the powers of the SGA to affect campus policy and student life. The email may not identify any existing interested candidate(s) in any way.

(c) Candidates will have one week after the meeting to collect petitions as follows:

(i) Commons and class senator: 25 signatures;

(ii) President and SCOCC: 200 signatures;

(iii) Signatories to candidate petitions must be eligible to vote in the election for the candidate.

(d) During Week 10, candidates must submit petitions and statements of intent to the Elections Council Chair. Statements must be 100-400 words in length.

(e) The Elections Council shall certify all valid candidate petitions.

(f) At least three days prior to the voting period, statements of intent shall be sent to the student body via email, along with an explanation of online voting procedures.

(g) Within seven days prior to the voting period, the Elections Council Chair shall host a candidate debate for candidates for president and SCOCC. The Elections Council Chair shall designate a moderator for the debate.

(h) During Week 11 on a weekday, the Elections Council Chair shall hold voting online for a twenty-four hour period. The Elections Council may extend the voting period in the case of technical difficulties.

(i) During the voting period, the Elections Council shall offer public voting stations, to be staffed by the Elections Council or its designee.

(2) First-Year and Feb Elections

The Elections Council Chair, with the support of the Elections Council, shall carry out the following duties prior to the fall first-year elections, spring Feb elections, and concurrent elections for vacant seats:

(a) On the first day of classes, notification of the upcoming election cycle and details regarding election procedures shall be sent to all relevant students via email.

(b) No later than seven days after that, an informational meeting for potential candidates shall be held where candidate petitions shall be distributed. The Elections Council Chair shall arrange an alternative way to give petitions and necessary information to students unable to attend. After the meeting, the campaign period officially begins.

(i) In the event of an uncontested race as described in Sections VI(C)(1)(b)(i-iii), the procedures of those sections shall be followed.

(c) No later than five days after the meeting, candidates must submit petitions and statements of intent to the Elections Council Chair. Petitions and statements must be as specified in Section VI(C)(1)(c) and (d).

(d) At least two days prior to the voting period, statements of intent shall be sent to relevant students via email, along with an explanation of online voting procedures.

(e) No later than two weeks after the first day of classes, the Elections Council shall hold voting online for a twenty-four hour period. Whenever feasible, the voting period shall be set so that newly elected senators can be seated at the senate meeting on the Sunday of Week 3.

(f) During the voting period, the Elections Council shall offer public voting stations, to be staffed by the Elections Council or its designee.

(D) Voting Procedures

The Elections Council Chair, with the support of the Elections Council, shall carry out elections according to the following procedures:

(1) Elections for single-member constituencies (president, SCOCC, Commons senators) with more than two candidates shall be conducted using instant runoff voting (IRV).

(2) Elections for multi-member constituencies (class senators) shall be conducted using the single transferable vote and Droop quota (STV).

(3) At the opening of polls, the Elections Council Chair shall send an email to the relevant electorate detailing election procedures.

(4) At the close of polls, the Elections Council Chair shall email vote totals and the winner(s) to all candidates and The Middlebury Campus as soon as possible but within six hours.

(5) The Elections Council Chair shall send an email announcing the winners to relevant student constituencies as soon as possible but no later than twelve hours after the closing of the polls. If the results are inconclusive by these deadlines, the Elections Council Chair shall inform the candidates, The Middlebury Campus, and relevant student constituencies as to the reason of the delay. The Elections Council Chair shall also post results to the SGA website before the beginning of the next SGA meeting.

(6) Candidates for president or SCOCC may simultaneously be a candidate for one class or Commons senator seat. In the event that the candidate wins the election for president or SCOCC, they shall be disqualified from the senate election and any votes they received shall be redistributed in accordance with the IRV or STV process.

(E) Campaign Rules

(1) The Elections Council Chair, with the support of the Elections Council, shall enforce the following rules:

(a) Candidates may only campaign during the official campaign period, which begins immediately after the informational and mandatory meeting, and which ends at the close of the voting period.

(b) Campaigning is defined as soliciting votes or support orally, in written form, in graphic form, or on the Internet.

(c) No student may willfully observe any student voting. Notwithstanding the public voting stations provided for in Section VI(C)(1)(i), no student may provide an internet-enabled device to any student for the purpose of voting.

(d) Candidates for president and SCOCC may spend no more than $200 per ticket on any campaign activity, all of which shall come from the Student Activities Fee.

(e) Candidates for Commons or class senator may spend no more than $50 per ticket on any campaign activity, all of which shall come from the Student Activities Fee.

(f) All candidates must submit campaign receipts to the Elections Council Chair by the close of voting for the results to be certified and elected members to be seated.

(g) From one week prior to the voting period until the end of the voting period, no member of the SGA may use pre-permissioned email lists (all-students, all-class, all-Commons). However, such emails may be sent if their text is approved by the director of Publicity and the Elections Council Chair.

(h) Candidates may not disrupt or interfere with the campaigning of any other candidate.

(2) Challenges to campaign elections violations should be submitted to the Elections Council. Upon review of the challenge, the Elections Council shall have the power to call a special meeting of the senate. During this meeting, the Elections Council shall make a recommendation to the senate regarding the eligibility of the involved candidate. The senate, by a two-thirds vote, may then nullify the candidacy, delay the election, and/or hold a new election.

(F) Vacancies

(1) No candidate

(a) If, after the 48-hour period stipulated by Sections VI(C)(1)(b)(i-iii), there is still no candidate for a senate seat, the sitting president will appoint a student as interim senator, subject to senate ratification, until a special election can be held, at the discretion of the Elections Council Chair. The appointee is eligible to run in this election.

(b) If, after the 48-hour period stipulated by Sections VI(C)(1)(b)(i-iii), there is still no candidate for president or SCOCC, the Elections Council Chair shall extend the petition deadline by five days and adjust the elections calendar as necessary.

(c) If there is no candidate for president after the five-day extension, the sitting President shall appoint a student to serve as interim president until a fall special election.

(d) If there is no candidate for SCOCC after the five-day extension, the president shall serve as interim SCOCC, until a fall special election.

(2) Resignation, impeachment, or removal

(a) If the president, the SCOCC, or a senator resigns, or is removed from office via impeachment or automatic removal, the Elections Council shall hold a special election.

(b) Notwithstanding the above section, if a vacancy occurs due to resignation, impeachment, or automatic removal during or after Week 7 of the spring semester for all offices except Feb senator, or Week 7 of the fall semester for Feb senator, the vacancy shall be filled as follows:

(i) For senators, the president shall appoint a student to serve in the vacant seat, subject to senate ratification.

(ii) For the president, the SCOCC shall serve as president.

(iii) For the SCOCC, the president shall serve as SCOCC.

Section VII. Finance and Constitution Appeals

(A) Grounds for Appeal

A student or organization will not be granted appeal until they have exhausted communication between themselves and the Finance or Constitution Committee. Appeals will be granted for at least one of the following reasons:

(1) The decision is contrary to committee guidelines.

(2) The committee acts with derision, personally or collectively, toward the complaining party.

(B) Appeals Process

(1) A group of students or a student organization that is dissatisfied with decisions made by the Finance or Constitution Committee has the right to appeal to the SGA President within five class days of receipt of the original decision.

(2) Immediately following receipt of a written appeal, a written statement from the responding party (either the Finance or Constitution Committee) will be requested by the president and should be received no later than two class days following the receipt of the original appeal.

(3) Two Appeals Committee members shall review the appeal and shall make a recommendation to the full committee on the appropriate course of action. At least four of the five committee members must agree on the course of action. Committee members may choose among the following options:

(a) Refer the matter to the Appeals Committee in its entirety.

(b) Deny the appeal on stipulated grounds.

(4) If the matter is granted appeal to the Appeals Committee, the written grievance will be forwarded to the parties involved. This written grievance will include the date, time, and location of the hearing, which will occur no sooner than five class days and no later than 15 class days following the formal filing of complaint. The parties involved may reschedule the hearing only one time.

Section VIII. Impeachment

(A) Impeachment Committee

(1) Purpose

The Impeachment Committee shall examine any petition or written statement submitted to it pursuant to Section IX of the Constitution, and shall recommend to the senate whether the member should be removed from office.

(2) Procedures

(a) The Impeachment Committee shall meet when it receives a petition for removal of a cabinet member or senator and, based on a hearing, make a determination on whether the charges merit impeachment procedures.

(b) Only the Impeachment Committee Chair has the power to call an impeachment hearing in the senate.

(c) If a senate hearing is called, the hearing must occur at the next senate meeting. If needed, the Impeachment Committee may call for an emergency meeting of the senate.

(B) Hearings

(1) Impeachment Committee Hearings

(a) The Impeachment Committee Chair presides over this hearing.

(b) The petitioner or their designee shall present their case to the committee.

(c) The accused or their designee may present a rebuttal to the petitioner’s charges.

(d) Committee members may question petitioner and accused.

(e) The Committee shall vote on whether to refer the matter to the senate for impeachment procedures.

(2) Senate Hearings

(a) The petitioner or their designee shall present their case to the senate.

(b) The accused or their designee may present a rebuttal to the petitioner’s charges.

(c) Member of the senate and cabinet officers may pose questions to Impeachment Committee members, the petitioner, and the accused.

(d) Once concluded, the senate shall vote by secret ballot on whether to remove the accused from office. Removal requires a two-thirds vote.

Section IX. Faculty and Staff Appreciation Awards

(A) Marjorie Lamberti Faculty Appreciation Award

(1) Nominations for this award come from current students.

(2) The dean of the faculty shall facilitate the process by sending an email to all students on behalf of the SGA, requesting nominations of faculty members for this award.

(3) Nominations must be made by email or letter to the dean of the faculty, including the following information:

(a) Name of the student making the nomination;

(b) Name of the faculty member;

(c) Statement about why the instructor deserves the award.

(4) The Awards Committee shall review all nominations and select a recipient.

(5) The recipient will receive a research grant, to be coordinated and funded by the Dean of the Faculty.

(B) Rodney and Beverly DeGray Staff Appreciation Award

(1) Nominations for this award come from current students.

(2) In April, the SGA President shall facilitate the process by sending an email to all students, requesting nominations of staff members for this award.

(3) Nominations must be made by email or letter to the SGA President, including the following information:

(a) Name of the student making the nomination;

(b) Name of the staff member;

(c) Statement about why the staff member deserves the award.

(4) The Awards Committee shall review all nominations and select a recipient.

(5) The recipient shall receive a check for $500, with funds from the SGA Operations budget.

(C) Awards Reception

(1) The SGA President shall announce the recipients to the College community at a special presentation event before the conclusion of spring classes and shall present each recipient with a framed certificate.

(2) The SGA shall assist in the arrangements for a reception. The SGA shall be responsible for funding the reception from the SGA Operations budget. 

(3) Nominated faculty and staff members who have not been selected as award recipients shall be notified of their nomination and invited to attend the presentation event.