Last Revised: 02.12.20

Originally Written by: Session 4 LEB

Title 9 Student Government Agencies and Departments #

Chapter 900: Agency Creation
Chapter 901: Campus Activities Board

Agency Creation #

  1. ARTICLE 1: INTRODUCTION
    1. Definition of an Agency
      1. Agencies may be formed by complying with all formation requirements and obtaining the approval of the Student Government Association Senate. Agencies are Student Government Association bodies that allows students to further their education through discovery and application of their developing skills on and off campus, such as voting, sustainability, student entertainment, etc. Each agency must comply with applicable regulations, policies, and procedures. Agency members may include registered, currently enrolled students of the University community. Only currently enrolled, full-time or part-time registered students can hold leadership positions. The Agency Head is to be appointed by the Student Body President to run the daily operations of each agency. They are then confirmed by the Student Government Senate before assuming their position. No less than 80% of the members of an agency must be currently enrolled students.
        1. The remaining 20% shall be non-voting members and may consist of alumni, former students, staff, faculty.
          1. The head of the agency may add or remove non-student members at any time.
        2. Other community members may be added with a super majority approval from the agency.
          1. These members may be removed at any time by the agency head or by majority vote of voting agency members.
        3. An agency is created by the Legislative branch of the Student Government Association and reports to the Executive Branch. The regulation of an agency falls solely on the Student Government Senate.
    2. The General Responsibilities of an Agency
      1. An agency must:
        1. Operate and abide by the Standard Operating Procedures (SOP) created by that agency’s cabinet.
        2. Serve as a Student Government body that specializes in particular student needs on and off campus and within Student Government.
        3. Serve under the regulation of the Student Government Senate, but shall serve as their own entity in function.
        4. Have an Agency Cabinet comprised of at least these five (5) members who shall be the only members to hold voting power unless specified in that agency’s SOP:
          1. Agency Head:
            1. The Agency Head shall be appointed by the Student Body President and confirmed by a simple-majority vote of the Student Government Senate.
            2. The Agency Head’s purpose is to be the governing figure of the agency. They shall head each agency cabinet meeting, maintain an agenda per meeting, and maintain order and direction of the agency as a whole.
            3. The Agency Head shall be able to vote in all voting matters, unless specified otherwise by that agency’s SOP.
          2. Agency Vice-Head
            1. The Agency Vice-Head shall be appointed by the Agency Head. This appointment shall be sent to the Executive board via email to be confirmed with a simple majority vote.
            2. The Agency Vice-Head’s purpose is to assist the Agency Head in any and all matters pertinent to the Agency’s function. This includes, in the Agency Head’s absence, running meetings and assuming the position of Agency Head.
          3. Agency Treasurer
            1. The Agency Treasurer shall be appointed by the Agency Head and confirmed by the Executive Branch.
            2. The Agency Treasurer’s purpose is to maintain, log, and balance the agency’s budget. This includes writing and filing purchase requests, attending Audit and Budget Committee meetings, and responsibly handling the agency’s finances.
          4. Agency Chief of Staff
            1. The Agency Chief of Staff shall be appointed by the Agency Head and confirmed by the Executive Branch.
            2. The Agency Chief of Staff’s purpose is to maintain meeting information/minutes, relay meeting time and place information, and relay information from outside governing bodies.
          5. Agency Public Relations Officer
            1. The Agency Public Relations Officer shall be appointed by the Agency Head and confirmed by the Executive Branch.
            2. The Agency Public Relations Officer’s purpose is to maintain a positive agency image within the student body, manage all communications between the agency and the student body, and develop all media assets pertinent to the agency.
        5. Auxiliary Positions
          1. The following position(s) are not required in an agency’s cabinet:
            1. Agency Seargant-at-Arms
              1. The Agency Sergeant-at-Arms may be appointed by the Agency Head and confirmed by the Executive Branch.
              2. The Agency Sergeant-at-Arms’ purpose is to maintain order in meetings, and maintain all rules, policies, and procedures.
              3. This position is not required to run an agency, but may be appointed if deemed necessary by the Agency Head or a simple-majority vote of the Agency Cabinet.
        6. Meet at times determined by the Agency Cabinet.
          1. Meeting times must be set at a time and date where at least one-third (1/3rd) of voting members can attend.
          2. An agenda must be prepared and distributed at least twenty-four (24) hours prior to each meeting, in accordance with Sunshine Law.
          3. Meeting minutes must be taken for each meeting and stored in a manner where any student, faculty, staff, or alumni may access it, in accordance with public records requirements.
          4. All members in attendance of a meeting must follow Robert’s Rules of Order, unless otherwise specified by the meeting agenda.
        7. Have an Agency Cabinet meeting no less than one (1) time a month, with the exception of summer semesters.
        8. Allow auxiliary members, comprising no more than 20% of the total active membership count.
          1. Auxiliary members include staff, faculty, and alumni.
          2. Auxiliary members do not include non-alumni, former students.
    3. Agency Rules
      1. An agency shall follow the following rules:
        1. No agency may be set up or operated in a manner that an individual benefit monetarily from its existence.
        2. In seeking, securing, and maintaining the privilege to be created as an agency, each agency must agree to abide by all University policies, procedures, and regulations. In addition, each agency must abide by Student Government policies and procedures.
        3. Agencies that violate any law, University regulation or policy, or Student Government policy are subject to disciplinary action, pursuant to the Student Code of Conduct.
        4. Students or agencies do not have the authority to bind the University for any purpose; therefore, students or agencies shall not enter into any contract which purport to bind the University.
        5. Student Government agencies are entities independent of the University; the University assumes no legal liability for any agency.
        6. No hazing may be committed by any Agency. “‘Hazing’ as defined by §1006.63, Florida Statutes
    4. Non-Discrimination Clause
      1. It is the policy of the University that Agencies and Student Government must be in full compliance with all Federal and State nondiscrimination and equal opportunity laws, orders, and regulations. Neither Student Government nor Agencies shall discriminate against any student leader, member, or prospective member on the basis of race, color, national origin, marital status, sex, religion, age, disability, sexual orientation, gender identity, gender expression, or veteran status, or any other legally protected class or basis under applicable Federal and/or State laws.
    5. Agency Office Appointments and Vacancies
      1. Office Vacancies
        1. An Agency Officer may be removed by the office that appointed them or a higher office.
          1. Only the Student Body President may remove the Agency Head.
          2. The Agency Head may remove a member of their cabinet, but the Student Body President can veto the removal. Likewise, the Student Body President can remove any Agency Officer from their position.
        2. Should the Agency Head be removed from office, the Agency Vice-Head shall take their place.
          1. The Student Body President may appoint a new Agency Head in their place. In this case, the Agency Vice-Head shall return to their original position as Vice- Head.
        3. Should any other member of the Agency Cabinet be removed from office, the Agency Head shall appoint their replacement and they shall be confirmed by the Student Body President.
      2. Officer Resignation
        1. The same rules as for an officer vacancy apply here.
          1. Should an Agency Head resign, the Student Body President must appoint a new Agency Head.
            1. The Agency Vice-Head shall take the role of interim Agency Head while the Student Body President appoints a new Agency Head.
          2. Should any other member of the Agency Cabinet resign, the Agency Head shall appoint a replacement and they shall be confirmed by the Student Body President.
        2. A resignation from an Agency Cabinet officer must be delivered, via University email, to the Agency Head and the Student Body President.
  2. ARTICLE 2: AGENCY RECOGNITION
    1. Functional Requirements
      1. An agency must be created by the Legislative Branch, under the assumption that they are able to meet all functional requirements.
      2. The Agency Cabinet must write the requirements for the Agency’s Standard Operating Procedures unless otherwise specified.
      3. An Agency’s Standard Operating Procedures must include:
        1. Establishment
          1. A proposed name of the agency.
          2. The goals and governing authority for the agency.
          3. The agency’s mission statement.
        2. Membership
          1. The definition of membership, including membership requirements (if any), recruitment practices, revocation and reinstatement of memberships.
          2. The eligibility of Agency Cabinet members, titles, and duties of each position, voting rights of each position, and the term of office for each position.
          3. The rules for vacating offices, including the removal of position holders, resignation of position holders, and filling vacant positions, in adherence to all Student Government policies.
          4. The required numbers of Agency Cabinet meetings above or equal to the minimum requirement, how to call meetings to order, and meeting procedures.
          5. The advisor selection, role and authority, length of term, and removal, as well as replacement of advisor.
          6. The rules on membership dues, budget approval, financial authority, and Agency Cabinet member transitions.
        3. Organization
          1. Any external affiliations, if applicable.
          2. The formation of committees.
        4. Regulations
          1. The agreement to comply with the Student Handbook and require approval of the Agency Public Relations Officer and Agency Head for all publications and advertising.
          2. The ratification approval requirements, including approval from Student Government Executive Branch.
          3. An agreement to follow all risk management guidelines provided by the Department of Student Affairs The method for proposing and ratifying amendments.
          4. The original date of creation and the revised date, after initial rules of operation approval.
      4. The Student Government Executive Branch must verify that the above requirements are met in the agency’s rules of operation.
      5. The Student Government Senate must approve with a simple majority vote in the recognition of the agency.
  3. ARTICLE 3: MAINTAINING RECOGNITION STATUS
    1. Semester Status Reports
      1. Semester Status Reports are due at the last Student Government Legislative Executive Board meeting of each semester, with the exception of the summer sessions.
      2. Registered Agencies must present the previous year’s budget request to the Audit and Budget Committee of the Student Government Senate.
      3. Registered Agencies must present the previous year’s expenditures and documentation of assets to the Student Government Executive Branch.
      4. Registered Agencies must present updated rosters for their entire agency membership to the Legislative Executive Board of the SGA Legislative Branch.
    2. Losing Recognition
      1. A Registered Agency may lose recognition at any time by a super-majority vote of both the Legislative Branch and the Judicial Branch. An unrecognized agency has no University privileges until reinstatement procedures are completed.
      2. A Registered Agency will lose Student Government Association recognition if:
        1. A violation of any rule in Article 1, Section 3 is performed by the agency.
        2. Failure to update Agency Officer information and Advisor information within thirty (30) days of change.
        3. Failure to adhere to the agency’s SOP and/or bylaws.
        4. Misuse of Student Government Association funds.
    3. Reapplying for Recognition
      1. The agency must appeal first to the Student Body President.
      2. The Student Body President’s decision must then be presented to the Student Government Senate to be confirmed.
  4. ARTICLE 4: MANAGING STUDENT GOVERNMENT ASSOCIATION FUNDS
    1. Student Government Association Budget
      1. Funds are allocated by the Audit and Budget Committee after the Agency’s budget is approved.
      2. All funds received from the Student Government Association must be accounted for and may be audited at any time.
    2. Outside Revenue
      1. Funds which are generated by an agency, not using Student Government Association fees, are called outside revenue and may be placed in off-campus accounts or in Student Government Association’s account and may also be audited at any time by the SGA Treasurer.
      2. External income must be reported in the Semester Status Reports.

Campus Activities Board #

  1. CAB shall operate under its own Standard Operating Procedures, which shall not be in conflict with the Student Body Constitution or Student Government Statutes.
  2. CAB shall be charged with the duties of planning and executing campus wide events, and any student culture events.
  3. The Agency head shall be appointed and confirmed by the Executive Branch to serve in a temporary capacity until such a time that the Senate can convene with the necessary attendance to take action on the presidential appointment.