Constitution&By-Laws
ofthe
AssociatedStudent
Community
Revised: November 2016
TableofContents
ConstitutionoftheAssociatedStudentCommunity...................................................................4
Article1.Preamble.........................................................................................................................................4
Article2.Name.................................................................................................................................................4
Article3.Definitions......................................................................................................................................4
Article4.Purpose...........................................................................................................................................4
Article5.Membership...................................................................................................................................4
Article6.Structure.........................................................................................................................................4
Article7.Amendments..................................................................................................................................5
Article8.Adoption..........................................................................................................................................5
By-LawsoftheAssociatedStudentCommunity..........................................................................7
Article1.Procedures.....................................................................................................................................7
Article2.CentralCommittee.......................................................................................................................7
Article3.CampusRepresentativesCommittee....................................................................................7
Article4.EligibilityforAppointmenttoLeadStandingCommittees............................................8
Article5.Initiatives,Referendums...........................................................................................................8
Article6.RecallsandProvisions...............................................................................................................9
Article7.RulingsandAppeals..................................................................................................................10
Article8.BudgetingandFinance.............................................................................................................11
Article9.CharteredStudentClubs..........................................................................................................12
ClubsManual
BecomingaClub...................................................................................................................................15
RegisteringforOfficialRecognition.......................................................................................................15
RequirementsforOfficialRecognition..................................................................................................15
StipulationsforClubsAffiliatedwithExternalOrganizations......................................................17
Inactivity..........................................................................................................................................................17
DeclaringaCharteredClubDefunct(post-renewalperiod)..........................................................17
ResponsibilitiesofStudentClubs............................................................................................................18
PrivilegesofaRegisteredStudentClub................................................................................................18
RoleoftheAdvisor..............................................................................................................................19
AdvisorResponsibilities.............................................................................................................................19
ClubFunds..............................................................................................................................................20
FundingfromASC.........................................................................................................................................20
FundingPolicy...............................................................................................................................................20
AthleticClubs.................................................................................................................................................21
HowtoaccessyourClubAccounts..........................................................................................................22
EventPlanning......................................................................................................................................22
AdvertisingandSellingonCampus........................................................................................................23
ThingsYouNeedtoKnowAboutPosting..............................................................................................23
Solicitation/SellingOnCampus...............................................................................................................23
PoliticalAdvertising....................................................................................................................................24
PolicyforStudentUseofGeorgeFoxBranding..................................................................................24
ElectionofOfficers.......................................................................................................................................26
Elections...........................................................................................................................................................26
OfficeSeats......................................................................................................................................................29
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OathofOffice..................................................................................................................................................29
TermofOffice.................................................................................................................................................29
AmendmentstotheElectionsManual...................................................................................................29
OperationsManual..............................................................................................................................32
Amendments..................................................................................................................................................32
JobDescriptions............................................................................................................................................32
ProfessionalEthics.......................................................................................................................................36
OfficeProcedures..........................................................................................................................................37
ComputerGuidelines...................................................................................................................................39
Financials.........................................................................................................................................................39
RecordkeepingandFiles............................................................................................................................40
ActivitiesProposal........................................................................................................................................41
ProgramEvaluationForm.........................................................................................................................41
ConductingMeetings...................................................................................................................................41
DancePolicy...................................................................................................................................................43
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Constitution of the Associated Student Community
Article1.Preamble
“We,themembersoftheAssociatedStudentCommunityofGeorgeFoxUniversity,being
authorizedbytheBoardofTrustees,forthepurposeofpromotingspiritual,intellectual,
physical,andsocialstudentdevelopment;toimprovethegeneralwelfareofeachstudent;to
providequalityservicesandactivitiesforthestudentbody;toencourageandfacilitate
communicationbetweenstudents,faculty,andadministration;andtorepresentthestudent
bodyUniversityconcerns,doherebyestablishthisConstitution.”
Article2.Name
Thenameofthisorganizationshallbethe“AssociatedStudentCommunity”ofGeorgeFox
University.
Article3.Definitions
Quorum:Theminimumnumberofmemberspresentmustbetwothirdsofacommitteeto
makeavotevalid
ASC:TheundergraduatestudentbodyofGeorgeFoxUniversity
ASCgoverningbody:TheelectedASCmembersandtheircommittees
Article4.Purpose
ASC’spurposeistoinform,impactandinvolve.
Article5.Membership
Section1.Part-timeStudents
Part-timestudentswhopaythestudentbodyfeesareentitledto:
• AsubscriptiontoallASCpublicationsandbenefits
• AvoteinallASCelections
• Admissiontoallregularhomeathleticevents
• ArighttoparticipateinallASCfunctionsandactivities
• TheprivilegeofholdingASCofficeswiththeapprovaloftheCentralCommitteeand
theASCadvisorunlessrestrictedbytheASCCentralCommittee,theASCConstitutionand
By-Laws,orbyGeorgeFoxAdministration
Section2.Full-timeStudents
Full-timestudentswhopaythestudentbodyfeesareentitledto:
• AsubscriptiontoallASCpublicationsandbenefits
• AvoteinallASCelections
• Admissiontoallregularhomeathleticevents
• ArighttoparticipateinallASCfunctionandactivities
• TheprivilegeofholdingASCofficesunlessrestrictedbytheASCCentralCommittee
andtheASCadvisorunlessrestrictedbytheASCCentralCommittee,theASCConstitution
andBy-Laws,orbyGeorgeFoxAdministration
Article6.Structure
Section1.CentralCommittee
TheprimarygoverningbodyoftheAssociatedStudentCommunityshallbeCentral
Committee,composedofthefollowingmembers:
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President
ExecutiveVicePresident
VicePresidentofFinance
VicePresidentofRepresentation
VicePresidentofCommuterLife
VicePresidentofMulticulturalLife
VicePresidentofActivitiesandPrograms
VicePresidentofMarketingandCommunication
Section2.StandingCommittees
ThefollowingstandingcommitteesshallaccompanytheCentralCommittee:
• President’sCommittee
• ExecutiveVicePresident’sCommittee
• VicePresidentofFinance’sCommittee
• CampusRepresentativesCommittee
• CommuterLifeCommittee
• MulticulturalLifeCommittee
• ActivitiesCommittee
• MarketingandCommunicationsCommittee
Article7.Amendments
Section1.Conditions
TheConstitutionoftheAssociatedStudentCommunitymustonlybeamendedunder
circumstanceswhere:
• Emergingtechnology,culture,orcircumstancesdeemtheConstitutionirrelevantor
inefficient
• TheASCisunabletoeffectivelyservethestudentbodywithimmediateneeds
• Asignedpetitionof20percentofthestudentbodyisturnedin,urgingCentral
Committeetovoteonaproposedamendment
Section2.Procedure
AmendmentstotheConstitutionmustbeproposedtotheVicePresidentofRepresentation
tobereviewedbytheCampusRepresentativesCommittee.
• Avoteoftwo-thirdsofthetotalmembersoftheCampusRepresentativesCommittee
isrequiredtorecommendtheproposedamendmenttoCentralCommittee.
• Theproposedamendmentrequiresatwo-thirdsvoteofthetotalmembersof
CentralCommitteetobepassedandamendedintotheConstitution.
• Proposedamendmentsshallbecomeeffectiveimmediatelyuponadoption,unless
otherwisestatedintheproposedamendment.
TheVicePresidentofRepresentationshallkeepanofficialrecordoftheConstitution,ByLawsandaccompanyingdocumentsintheirmostcurrentform.Inaddition,he/sheshall
keeparecordofallpreviousversionsoftheConstitutionandBy-Lawsfromthecurrent
academicyear.
Article8.Adoption
Section1.Conditions
• Anyamendmenttotheconstitutionthataffectsover10%ofthecurrent
constitution’ssectionspersemestershallbedeemedanewconstitution.
Section2.Procedure
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Toadoptanewconstitutionthefollowingstepsmustbetaken:
• Avoteoftwo-thirdsofthetotalmembersoftheCampusRepresentativesCommittee
isrequiredtorecommendtheproposedamendmenttoCentralCommittee.
• Theproposedamendmentrequiresatwo-thirdsvoteofthetotalmembersof
CentralCommitteetobeproposedtothestudentbody.
• Aschoolwidemajorityvoteisneededtopasstheproposalandeffectivelypassthe
newconstitution.
• Proposedamendmentsshallbecomeeffectiveimmediatelyuponadoption,unless
otherwisestatedintheproposedamendment.
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By-Laws of the Associated Student Community
Article1.Procedures
Section1.Meetings Robert’sRulesofOrderRevisedshallbethestandardoperatingprocedureinCentral
CommitteeandtheCampusRepresentativesCommittee.
Anystudent,administration,faculty,and/orstaffareallowedtobepresentduringall
meetingsoftheCentralCommittee.
Section2.Voting
Thestandardvoteshallbeamajorityofthemembersofthecommittee,unlessotherwise
notedintheConstitutionorBy-Laws.Ifamemberofacommitteedecidedtoabstainfroma
vote,theirpresenceshallcontributetoaquorum.However,theirvoteshallnotbecounted
asaffirmativeornegative.
• EachCentralCommitteememberwillhaveonevote.
• ThePresidentwillnotvoteexceptincaseofatie.
• Beforeapprovedactionstakeplace,theCampusRepresentativesCommitteemust
approveallminutesandrulings.
• Electronicvotesmustfollowthesamepolicies.
Article2.CentralCommittee
Section1.Duties
ThedutiesoftheCentralCommitteeshallbeto:
• ApprovethebudgetformulatedbytheFinanceCommittee
• FormmandatesandresolutionsregardingASC
• ServeinanadvisorycapacitytoallotherASCbodies
• Promoteintercollegiaterelations
• ActonmatterssubmittedtoCentralCommittee
• Havethepowerto:
o Bytwo-thirdsvotereverseanyactionofastandingcommittee
o ByamajorityvotereferandevaluateanyCentralCommitteemember’sactions
andcontributiontoASC
o Initiateactiononanymatteritwishestohaveconsideredbythestudentbody
o Byamajorityvote,referanymatterconsideredbyCentralCommitteetothe
studentbody
• Hearallcampusinitiativesinvolving:
o AwaiveroftheConstitutionBy-Laws,orstandingrules
o Anunbudgetedexpenseorbudgettransferofover$250
o AconflictwithanyofficialpreviousactionofASC
Article3.CampusRepresentativesCommittee
ThemembersoftheCampusRepresentativesCommitteeshallincludetheVicePresidentof
Representation, two multicultural representatives, two international representatives, four
commuter representatives and nine area representatives (Pennington, Suites, Coffin,
Edwards,HMS,Brandt,HAW,HANandHAE).
ThedutiesoftheCampusRepresentativesCommitteeshallbeto:
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Approve the constitutionality of all Central Committee minutes. If any Central
Committee action is deemed unconstitutional, the Campus Representatives
Committeeshallbeempoweredtovetothatdecisionandformallycallameeting
withinthreedays
o Majority vote among both committees will decide the outcome of the
rulinginquestion
o Aquorumisneededtotakethevote
o TheASCgoverningbodyPresidentdoesnotvoteunlessintheinstance
ofatie
ApproveandfacilitatethefundingofCommunityLifeFundevents
ApproveandfacilitatethefundingofAcademicPursuitFund
ApproveandfacilitatethefundingofSocialResponsibilityFund
MakesurethattheConstitutionisbeingupheldinallfunctionsanddecisionsof
allASCgoverningbodies
ReviewandvoteonanyproposalstoamendtheConstitutionandBy-Lawsofthe
AssociatedStudentCommunity
VicePresidentofRepresentationisanon-votingmemberexceptinthecaseofa
tie
Maintain the Elections Manual as an authoritative document for all ASC
elections. Central Committee shall approve the Election Manual before the
secondweekoffallsemester.
Article4.EligibilityforAppointmenttoLeadStandingCommittees
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SeeHiringManual
Article5.Initiatives,Referendums
Section1.CampusInitiative
Any member of the ASC who desires to bring a matter before the student government for
considerationmust:
• Statethepurposeoftheproposal
• Statewhoissponsoringit
• Submit a written proposal signed by at least 20 percent of the ASC to the
appropriategoverningbodyforconsideration
If the campus initiative involves an amendment to the Constitution, By-Laws, or standing
rules,thewrittenproposalshall:
• Besignedbyatleast20percentoftheASC
• BesubmittedtotheVicePresidentofRepresentation
Section2.CampusReferendum
If any member of the student body wants to have any action of any ASC governing body
subjectedtoacampusvote,he/sheshall:
• SubmitawrittenproposalspecifyingtheactiontobevotedonbytheASCgoverning
body,andsignedby20percentoftheASCtotheVicePresidentofRepresentation
withinonemonthfromthetimethedecisionbeingcontestedwasmade
AspecialelectionoftheASCregardingthismattershallbecallednotsoonerthanoneweek
and not later than two weeks after the petition was submitted to the Campus
RepresentativesCommittee.
TheElectionsCommitteeshalladministerreferendumelections.
Topasstheremustbe:
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A simple majority (51 percent) of votes in the election except when the question
involvesconstitutionalamendments
o A two-thirds majority of the votes cast will be required in order to pass a
constitutionalamendment.Thisnumbershallbeamajorityofthetotalstudent
body.
Article6.RecallsandProvisions
Section1.Recalls
PresidentiallyInitiatedRecall
The ASC President, in conjunction with the Vice President of Representation, and the ASC
Advisor,shallremovefromofficeanymemberofanASCgoverningbodywhofailsto:
• Remainingoodacademicstanding
• Carryafull-timeclassload
• Stopco-curricularactivitiesasrequestedinwriting
• KeepgoodstandingwiththeOfficeofStudentLife
• Have fewer than three unexcused absences from that governing body’s meetings
duringanyoneschoolsemester
• Meetexpectationsindicatedonthesignedvolunteeragreement
In the case of the President failing to meet these requirements, the Vice President of
RepresentationinconjunctionwiththeASCAdvisorwillremovehim/herfromoffice.
Inanycaseofremovalfromoffice,aformalletterwillnotifytheoffendingmemberofASC
government.
• The President will issue a written warning to an officer at least one time before
takingactiontoremovehim/herfromoffice.
The Central Committee may, by a two-thirds vote, override any recall decision of the
President.
• AnyASCcommitteemembermayberecalledbyatwo-thirdsvoteoftheASCCentral
Committee.
• Any ASC committee member who falls out of good standing with the Office of
StudentLifemaybeaskedtoresignbytheASCAdvisor
2.CampusInitiatedRecall
If any member of the student body wants to have a member of the Central Committee
subjectedtoarecallvote,he/sheshallsubmitapetition,signedby20percentoftheASC,
demanding the recall of that Central Committee member, to the Vice President of
Representation.
TheCampusRepresentativesCommitteeshall:
• Serve a written warning to warn an officer or representative one time before
recallinghim/her
• Giveanyonesubjecttorecallahearingnoticebeforetakingaction
• Notifyanyonefacingrecallatleastthreedaysinadvanceastothetimeandlocation
ofhis/herrecallhearing
AspecialelectionoftheASCCentralCommitteeonthemattershallbecallednotsoonerthan
one week and not later than two weeks after the petition has been submitted to the Vice
PresidentofRepresentation.
Atwo-thirdsmajorityofthevotescastwillberequiredinordertoremoveapersonfrom
office.ThisnumbershallbeamajorityofthetotalASCmembership.
In the event that a member of the Elections Committee faces a campus recall, he/she will
notbeallowedtoserveontheElectionsCommitteefortherecallelection.
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Section2.Provisions
• If the office of ASC President becomes vacant, the ASC Executive Vice President will
becomePresident.
• If the offices of both ASC President and Executive Vice President become vacant, the
VicePresidentofRepresentationwillbecomeactingPresidentuntilaspecialelectionis
heldtofillthevacantpositionswithintwoweeksofthevacancy.
• Iftheoffice(s)ofASCExecutiveVicePresident,VicePresidentofFinance,VicePresident
ofRepresentation,VicePresidentofCommuterLife,VicePresidentofMulticulturalLife,
Vice President of Activities and Programs, or Vice President of Marketing and
Communications become(s) vacant, the ASC President must nominate an eligible
memberoftheASCtofulfillthisvacancy.
o AnomineemustbepresentedtotheCentralCommitteenolaterthanthreeweeks
afterthepositionbecomesvacant.
o Thisnominationmustberatifiedbyatwo-thirdsvoteoftheCentralCommittee.
o In the event of the Central Committee failing to ratify the first nominee, the ASC
President is responsible for presenting a new nominee by the next meeting of the
CentralCommittee.
• Anypersonappointedtofillavacantofficeorpositionwillserveonlyuntilthecompletion
ofthetermoftheofficerbeingreplacedbytheappointment.
• Ifduringastudent’sterm,he/sheisdeterminedbytheASCPresidentandASCAdvisortobe
overcommittedinanyco-curricularactivities.
o TheASCPresidentshall:
§ Request the student, in writing, to cease participation in the co-curricular
activitiessothattheymightfocusupontheirASCofficeposition.
• In the case of the ASC President being overcommitted as determined by any Central
Committee member, he/she may ask for a quorum of the Campus Representatives
Committeeinsupportofsuchadecision.
• Ifaquoruminsupportofsuchameasureisreached
o TheVicePresidentofRepresentationshall:
§ Request,inwriting,thatthePresidentceaseinvolvementintheco-curricular
activitiessothathe/shemayfocusuponhis/herASCofficeposition.
Article7.RulingsandAppeals
Section1.Rulings
• All Campus Representatives Committee rulings must be posted on the ASC website
(asc.georgefox.edu).
• TheCampusRepresentativesCommitteeshallincludeamajorityopinionandanyminority
opinionswitharulingifthematterisaproposedamendmentoftheConstitution,By-Laws
orstandingrules.
• TheCampusRepresentativesCommitteemayrenderadecision“withobjection”atanytime
that the Constitution, By-Laws or standing rules for a decision on an appeal or recall that
thecourt,byatwo-thirdsvote,considersunwiseandunjust.
• TheCampusRepresentativesCommitteemaypostponetheeffectivedateofthisdecisionfor
astatedperiodnottoexceedfourweekstoallowaffectedpartiestoinitiateremedialaction.
Section2.Appeals
• AnystudentmayappealtheconstitutionalityofdecisionsmadebyanASCgoverningbody
totheCampusRepresentativesCommittee.
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Article8.BudgetingandFinance
Section1.FinanceCommittee
ThemembersoftheFinanceCommitteeshallincludetheVicePresidentofFinance,Vice
PresidentofFinanceAssistant,President,ExecutiveVicePresidentandtheASCadvisor.
• ThedutiesoftheFinanceCommitteeshallbeto:
o ControlthefinancesandassetsofASC
o DesignapreliminaryASCbudgetforthefollowingyearandpresentitto
theCentralCommitteeforapprovalpriortotheendofspringsemester
o PrepareandpresentthefinalASCbudgettoCentralCommitteefor
approvalbythefifthweekoffallsemester
o Meetoncepersemester
Section2.StudentFees
ASCfinancesshallbebyassessmentofstudentstakingeightcredithoursormore.
MembershipfeesshallbesetbythebeginningofMarchofthepreviousyearbyavoteofthe
FinanceCommitteeandapprovaloftheCentralCommitteeandtheBoardofTrustees.
Section3.BudgetPreparationandAdjustments
• AnyindividualorgrouprequestingASCfundsshallcompleteanitemizedbudget
withregardstodollaramountsanddetailsofplannedexpenditurestobesubmitted
totheFinanceCommittee.
• TheFinanceCommitteeshallformulatethepreliminarybudgetandfinalbudget
accordingtothetimelinesandguidelinesdescribedinthedutiesoftheFinance
Committee.
• Anyexpenditureover$250thathasnotbeenapprovedinthefinalbudgetmustbe
broughttoCentralCommitteeforapproval.
• AllbudgetrequestsshallbereviewedbytheFinanceCommittee.
• Transferofbudgetedfunds:
o TheVicePresidentofFinanceshallhavethepowertotransfer$250orless
fromonebudgetedareatoanotherintheeventthatsuchatransferbecomes
necessary.
o Any budget transfers above $250 shall be approved by Central Committee
andtheASCAdvisor.
• A contingency fund shall be made to cover unbudgeted expenses, which is to be
designatedbytheVicePresidentofFinance.
Section4.AccountsandAuditing
• TheASCfiscalyearshallbefromJuly1throughJune30.
• AllaccountsofASCshallbeaccessiblethroughtheGeorgeFoxUniversityOfficeof
FinancialAffairs.
• TheFinanceCommitteeshallhavetheabilitytohavetheASCbooksauditedbya
GeorgeFoxUniversitycontrollerorotherwisequalifiedthird-partyaccountant.
Section5.Funds
• TheExecutiveVicePresidentisresponsibleforprovidingapplicationsand
communicatingwithapplicantsfortheStudentProjectFund.
• TheVicePresidentofRepresentationinconjunctionwiththeCampus
RepresentativesCommitteeisresponsibleforprovidingapplicationsand
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communicatingwithapplicantsfortheAcademicPursuitFund,CommunityLife
Fund,andSocialResponsibilityFund.
Section6.ResidenceLifefunding
• TheASCFinanceCommitteeshalldesignatetotheOfficeofResidenceLifeadollar
amounttobeusedforthecurrentacademicyear.
o ResidenceLifeshallnotreceivealargerportionofthefundunless
determinedbytheASCCentralCommitteeandtheASCCampus
RepresentativesCommittee.
• ResidenceLifewillprovideabreakdownoftheexpensesmadeattheendofeach
semestertoASCCentralCommittee;thisbreakdownwillalsobereviewedbythe
CampusRepresentativesCommittee.
• ResidenceLifemayapplyforextrabudgetingintheeventthattheoriginalbudgeted
amountisusedup.
Section7.SpiritualandInterculturalLifefunding
• TheASCFinanceCommitteeshalldesignatetotheOfficeofSpiritualand
InterculturalLife10%oftheirbudgetasatitheduringtheFallandSpringsemester.
• TheSpILOfficeshallhavefullauthorityoverthebudgeting,allotmentand
disbursementofthebudget.
• TheSpILOfficewillprovideabreakdownofexpensesmadeattheendofeach
semestertoASCCentralCommittee.
Article9.CharteredStudentClubs
Section1.ASCStudentClubsPolicy
• EverymemberofASChastherighttostartaclub
• Everyclubhastherighttoproposeabudget
• SeeClubsManual
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Student Clubs Manual
George Fox University
2015-2016
Updated 10.2.15
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WelcomefromAssociatedStudentCommunity!
WeareexcitedthatyouareinterestedinmakingadifferencewithintheGeorgeFoxUniversity
communitythroughastudentclub.Youhavetheuniqueopportunitytogatherstudentswhohave
commoninterestsandhelptocreateasenseofcommunitywithintheuniversity.Weapplaudyou
foryourwillingnesstogiveofyourselftoothersandassureyouthatyourinvestmentoftimeand
energythisyearwillhaveaprofoundeffectinthelivesofthestudentsinyourclubandintheFox
community.
Thispacketisdesignedtobearesourceguideforstudentswhoareinterestedinstartingaclubon
campusaswellasforthosewhoarealreadyinclubleadership.Itisfilledwithpracticalinsightson
everythingyouwillneedinordertosuccessfullyrunastudentclubwithintheGeorgeFox
community:
TableofContents
BecomingaClub...................................................................................................................................14
RegisteringforOfficialRecognition.........................................................................................14
RequirementsforOfficialRecognition....................................................................................14
StipulationsforClubsAffiliatedwithExternalOrganizations........................................16
Inactivity............................................................................................................................................16
DeclaringaCharteredClubDefunct(post-renewalperiod)............................................16
ResponsibilitiesofStudentClubs..............................................................................................17
PrivilegesofaRegisteredStudentClub..................................................................................17
RoleoftheAdvisor..............................................................................................................................18
AdvisorResponsibilities...............................................................................................................18
ClubFunds..............................................................................................................................................19
FundingfromASC...........................................................................................................................19
FundingPolicy.................................................................................................................................19
AthleticClubs...................................................................................................................................20
HowtoaccessyourClubAccounts............................................................................................21
EventPlanning......................................................................................................................................21
EventPlanningforClubs..............................................................................................................21
AdvertisingandSellingonCampus..........................................................................................22
ThingsYouNeedtoKnowAboutPosting................................................................................22
Solicitation/SellingOnCampus.................................................................................................22
PoliticalAdvertising......................................................................................................................23
PolicyforStudentUseofGeorgeFoxBranding....................................................................23
TheASCClubsDirectorwillbeyourprimaryliaisonwithASCinmattersrangingfromfacility
requests,clubfundingandclubdevelopment.
Blessingsonyourendeavors,
AssociatedStudentCommunity
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Becoming a Club
Clubsofferauniqueopportunityforthosewithsimilarintereststocometogethertolearn,grow
andfindcommunity.Thissectioncontainsinformationforthoseinterestedinstartingaclub,
requirementsforclubsatGeorgeFox,responsibilitiesofASCclubs,andtheprivilegesthatcome
withbeingauniversity-recognizedclub.
SectionContents:
RegisteringforOfficialRecognition.........................................................................................14
RequirementsforOfficialRecognition....................................................................................14
StipulationsforClubsAffiliatedwithExternalOrganizations........................................16
Inactivity............................................................................................................................................16
DeclaringaCharteredClubDefunct(post-renewalperiod)............................................16
ResponsibilitiesofStudentClubs..............................................................................................17
PrivilegesofaRegisteredStudentClub..................................................................................17
RegisteringforOfficialRecognition
AllstudentclubsdesiringtobeofficiallyrecognizedasaclubbyGeorgeFoxUniversityarerequired
toregisterwiththeASCClubsDirector.
Thefollowingareideasfortypesofclubs:
• Athletic
• Hobby
• Political/Philosophical
• Spiritual
• Academic/Career
• Ethnic/Cultural
RequirementsforOfficialRecognition
Allstudentclubsmustfollowtheseapplicationguidelines:
1. ApplicationForm
2. InformationForm
3. AdvisorVerificationForm
4. StudentLeaderAgreementForm
5. ListofCurrentMembers
6. Dues/IncomeAgreementForm
7. StudentBodyApprovalForm
8. ClubConstitution
9. DetailedBudget
10. AdvisorAgreementForm(ifclubischangingadvisors)
11. ReleaseofLiabilityForms(forclubsparticipatinginanyformofphysicalactivity,i.e.club
athleticteams)
12. ClubRenewalForm(tobecompletedattheendofeachspringsemestershouldclubswish
tocontinuethefollowingyear)
Clubsmustalsomeetthefollowingcriteriainordertobeconsideredforofficialrecognitionbythe
university:
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AClubmustconsistofatleastthreeoffices.Typically:aPresident,VicePresident,
Treasurer,and/oranyotherofficersdeemednecessary.
AClubmustholdregularmeetings,atleastoncepermonth.
AClubmusthaveacurrentfull-timefacultyorstaffadvisor.Ifapart-timefacultymember
wantstohelpwiththeclub,afull-timefacultymemberwillhavetostillbetheclubadvisor.
Itmusthaveaclearlystatedmissionandpurposestatementsconsistentwiththe
university’smissionandvisionstatements.
Itmusthaveacurrentconstitution,approvedbyASC.
Itmustincludeacurrentlistofofficers,membersandadvisor(s),includingnames,box
numbersandemailaddresses.
Withtheexceptionofgroupsregisteredascompetitive–“clubathleticoracademic”teams
requiringatryoutprocess–clubsandorganizationsmustbeopenandaccessibletoall
undergraduateGeorgeFoxstudentsregardlessofrace,color,nationalorigin,gender,age,
economicstatusorphysicalability.
TobecomeaCharteredClub,aCharteredClubapplicationpacketmustbesubmittedtothe
ASCClubsDirectorforapprovalfromtheASCAdvisor.
Clubswithfewerthan5membersarenoteligibleforcharteredstatus.
•
OnceapprovedbytheASCAdvisor,applicationswillbesubmittedtotheASCCentralCommitteefor
atwo-thirdsvoteonapprovalofcharterstatus.
IfapprovedbyCentralCommittee,theclubwillbeconsideredaProvisionalClubfortherestofthe
year,withallthebenefitsofaCharteredClub.However,theProvisionalClubswillmeetwiththe
ClubsDirectormonthly.Attheyear-endreview,Provisionalclubswillhavetheopportunityto
becomeCharteredClubs.CharteredClubwillbepermittedtofunctionforoneyearandhave
continuingCharteredClubstatusanditsprivileges.
AllcurrentCharteredandProvisionalClubsaresubjecttoannualevaluationandwillberequiredto
submitaClubRenewalFormtotheClubsDirectorbytheendofthefirstfullweekinFebruary.
TheClubsDirectorwillthenrevieweachclubandtheirapplicationpacketsandcompileareport
withhis/herrecommendationsand/orreservationsabouteachrespectiveclub.
ClubofficersarerequiredtoattendanymeetingcalledbytheExecutiveVicePresident.
• Clubofficerswillbegivenaminimumofone-weeknoticeofanymeeting.
• FailuretoattendoneofthesemeetingswillresultintheClub,atminimum,being
placedonprobationand,atmaximum,beingdeclareddefunct.
EachClubisrequiredtoparticipateinthe“GetInvolvedDayFair”heldduringtheServeDay
celebrationandanyeventtheASCCentralCommitteedeemsnecessaryforallclubstoattend.
EachClubisrequiredtofilloutaMonthlyReportFormandMonthlyReflectionandsubmitittothe
ASCClubsDirector.
MonthlyReportFormswillbedistributedatleastoneweekbeforethedatetheyaredue.Failureto
turninaMonthlyReportFormwillresultintheClubbeingplacedonprobation,temporarilylosing
funding,andpossiblybeingdeclareddefunct.
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ThisreportwillbeissuedtotheExecutiveVicePresidentandbeusedintherecommendationsof
theClubstoCentralCommittee.
CentralCommitteewilldiscussthereportandevaluatetheclub’slegitimateroleasanofficial
CharteredClubontheGeorgeFoxUniversitycampus.
AnyClubsthatfailstoturnintheirrenewalformbythedeadlinewillautomaticallylosetheir
charteredstatusandfunding.
Clubsarerequiredtoadvertiseactivities,meetings,etc.tothegeneralstudentpopulation,unlessan
AcademicClub.
AmemberofCentralCommitteemustapproveallflierspostedoncampus,viastamp.
ACharteredClubpresidentisrequiredtoattendindividualmeetingswiththeASCExecutiveVice
PresidentorClubsDirector.
StipulationsforClubsAffiliatedwithExternalOrganizations
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Alldecision-makingpowerofanyclubaffiliatedwithanexternalorganizationmustliewith
thestudentofficers,notwiththeexternalaffiliate.
Clubofficersmustsubmitacopyoftheaffiliatedgroup’sbylaws,constitution,charters,or
foundingdocumentsalongwiththeirclubapplication.
TheDirectorofStudentInvolvementhasrighttodenyaclub’saffiliationwithanexternal
organizationshouldtheorganizationfailtoreflecttheuniversity’smission,thecommunity
standards,orliabilityconcerns.
Allexternalorganizations’recruitmentandhiringprocessesormembershiprequirements
mustadheretoGeorgeFoxUniversity’snon-discriminationpolicies.
Ifmemberduesarerequired,theclubmustemailtheClubsDirector.
Inactivity
•
•
•
Ifaclubbecomesinactiveforthelengthoftwosemestersorpaperworkisnotsubmittedin
thatsametimespan,theclubwillbeconsideredofficiallyinactive.
TheclubPresidentwillbenotifiedpriortobeingdeclaredinactive.
Iftheclublosesitscharter,thatclubwillbeeligibletosubmitarenewalformfor
provisionalstatuswithinaweekoflosingitscharter.
o Iftheclubfailsthatdeadline,itwillautomaticallybecomedefunct.
DeclaringaCharteredClubDefunct(post-renewalperiod)
•
•
If,intheestimationofaCentralCommitteemember,aCharteredClubfailstomeetthe
bylawrequirements,he/sheshallbringtheCharteredClubbeforetheCentralCommittee
forreview.
TheCentralCommittee,byatwo-thirdsvote,maydeclareaCharteredClubdefunctorplace
theclubonprobationanddirecttheClubsDirectortodevelopaplanofactionfortheclub
tomeetrequirements.
• ThedecisionoftheCentralCommitteemaybeappealedbyaproposaloftwo(2)
membersofthatparticularCharteredClubtotheCentralCommittee.
• TheCentralCommitteemusthearappealswithintwoweeksofitssubmission.
17
Revised: November 2016
•
DefunctCharteredClubswillbeallowedtoapplyforProvisionalClubstatuswithinaweek
aftertheCentralCommitteedeclaresthemdefunct;otherwisetheywillbedefunct.
ResponsibilitiesofStudentClubs
ASC-charteredclubsandclubofficersareheldtothefollowingresponsibilities:
• AllclubsareresponsibleforrespectingthepolicieslistedintheCommunityStandardsand
thismanual.
• ClubsmustoperateinawayconsistentwiththeuniversityandASC’smissionandvision.
• TheDirectorofStudentInvolvementhastherighttodenytherecognitionandformationof
aclubbasedontheuniversity’smission,thecommunitystandards,orliabilityconcerns.
• Astudentclubanditsofficersmaybeheldcollectivelyand/orindividuallyresponsible
whenviolationsofthiscodeoccureitherduringaneventsponsoredbythecluborbyan
individualrepresentingorassociatedwiththatclub.
o Thefollowingsanctionsmaybeimposeduponclubs:warning,reprimand,
probation,lossofprivileges,othereducationalsanctions,ordeactivation.
Deactivationincludesalossofallprivileges,includinguniversityrecognitionfora
specifiedperiodoftime.Individualstudentsaresubjecttoothersanctionsas
describedabove.
• Officersmustmaintainanactiveprogramandfulfillthepurposeofthegroupasstatedin
theirconstitution.
• Allclubsmustmaintainaccuraterecordsofincomeandexpenditures.Failuretodoso
jeopardizestheclubforbeingeligibletoreceivefundingfromASC.
• Clubofficersareresponsibleformaintainingabalancedbudget.Financialstatementswill
beavailable.ContacttheClubsDirectorformoreinformation
• IfaclubhasanegativebalancetheClubsDirectorwillnotifythem.
• ClubsthatconsistentlyhaveanegativebalancewillbesubjecttosanctionsfromASC,
including,butnotlimitedto,decreasedfunding,educationalsanctionsordeactivation.
• Allclubsmustconsulttheiradvisorspriortomakinganycontractualagreements(i.e.
speakers,bands,services,etc.)orreleasinganypublicitythatcommitstheuseofuniversity
facilities.
• Allclubmembersassumefullresponsibilityforallfacetsofsponsoredevents,from
planningtocleanupaftertheeventhasoccurred.
• Alloff-campuseventsrequireastudentactivitieslog.
• AllclubsarerequiredtoparticipateinthefallandspringClubFairs.Thisistobeusedasa
venueforrecruitment,fundraisingandotherpromotionalactivities.
• Clubsareexpectedtoinformtheadvisorofallmeetings,plannedeventsandclubvision.
• Schedulespecifictimestoconsultwiththeclubadvisor.
NOTE:Studentclubsthatfailtomaintainthe“RequirementsforOfficialRecognition”once
theyareregisteredorfailtomeettheresponsibilitieslistedaresubjecttorevocationofofficial
recognitionfortheremainderoftheacademicyearandfutureacademicyears.
PrivilegesofaRegisteredStudentClub
Registeringastudentcluboffersanumberofbenefitsforstudentgroups.Notonlyaregroups
allowedtoprogrameventsoncampus,buttheyarealsoallowedtoapplyforfunding.Seebelowthe
benefitsofregisteringyourstudentgroup.
18
Revised: November 2016
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•
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Officialrecognitionbytheuniversity
Useofthenameoftheuniversityintheidentificationoftheclubandthesponsorshipof
activitiesand
Useofuniversityfacilitiesandservicesequipment.Abilitytoreserveroomsformeetings
throughtheOfficeofEventServices.
Abilitytoorganizeactivities,events,meetings,etc.oncampus
Useofcampuspublicationsanddesignatedbulletinboardsforpublishingactivitieson
campus
Privilegetopostanddistributematerialsoncampusinaccordancewithuniversityposting
policy
OptiontorequestfundingfromtheAssociatedStudentCommunity
EligibilitytoparticipateintheClubFairs(fall/spring)
RecognitionofclubontheASCwebsite
CooperationandsupportwiththeASCVicePresidentofActivitiesandProgramsandClubs
DirectorandExecutiveVicePresident
InclusionintheGeorgeFoxUniversityHandbookandwebsite
AccesstoandinclusionontheASCMasterCalendarforschedulingactivities.
AccessandsupportoftheASCMarketingandCommunicationsCommittee.
Role of the Advisor
WhileASCisheretosupportyouinanywaythatyouneed,yourmainsourceofsupportshouldbe
yourCubAdvisor.Thissectionwilldetailtheroleoftheadvisoraswellasprovidewaysthatyou
canconnectwithyouradvisortomeettheneedsofyourclub.
SectionContents:
AdvisorResponsibilities...............................................................................................................18
AdvisorResponsibilities
Theadvisorrolewithinastudentcluboffersuniversityfacultyandstaffmemberstheopportunity
toimpactGeorgeFoxstudentsinauniquesetting.Thoughtherolerequiresasmallleveloftime
commitment,therewardsareimmeasurable.TheClubAdvisorassumesamentoringand
informationalrolefortheclubinthefollowingways:
●Assisttheclubinidentifyingitsgoalsandaidthemembersandofficersbyclarifyingtheir
responsibilitieswithinthegroup
●Givefinalapprovalonfundsspentforclubpurposes
●Promotepositiverelationshipsbetweenuniversityrepresentativesandstudents
●Focusondevelopingtheleadershipskillsofclubofficers
●Serveasaresourcepersonforalternativesolutionstoproblemsandtohelpresolveproblems
andissuesconfrontingtheclub
●AlthoughASCencouragesadvisorstobeactivelyinvolved,clubsexisttoempowerstudentsas
leaders.Anadvisor’sroleistosupportandguide,nottosupervise.Ultimately,clubofficersand
membersshouldhavethepowertomakecompetentandwell-informeddecisionsonbehalfofclub
members.
AdvisorsmustnotifytheDirectorofStudentInvolvement,ExecutiveVPandClubsDirectorif,for
anyreason,theyareunabletocontinuewiththeirresponsibilities.
19
Revised: November 2016
ResponsibilitiesoftheClubtotheAdvisor
Clubadvisorsmaybeaclub’sgreatestresource.Herearesomethingstoconsiderthatwillhelpyou
cultivatetheclub/advisorrelationship:
• Establishingandsharingajobdescriptionfortheadvisorthatclearlydefinestheir
responsibilitiesandanticipatedlinesofcommunication
• Notifyingtheadvisorofallmeetings,activitiesandprograms
• Meetingwiththeadvisortodiscussclubissues/ideas
• Consultingtheadvisorpriortomakingsignificantchangestothestructureoftheclub
• Consultingtheadvisorwhenanysignificantclubpolicychangesaremade
• Allowingtheadvisortosharetheirthoughtsandideas
• Consideringalladviceandguidanceprovidedwithanopenmindandasincereinterestfor
improvementofdailyoperationalandspecialevent/activityneeds
Club Funds
OneofthemostapparentprivilegesofbeinganASCCharteredClubistheabilitytoreceivefunds.
Thissectionwillhelpyouunderstandourfundingpolicy,explainthefundingproposalprocess,
provideinformationonhowtoraisefunds,andassistyouinaccessingyouraccountandusingthe
university’sfinanceforms.
SectionContents:
FundingfromASC...........................................................................................................................19
FundingPolicy.................................................................................................................................19
AthleticClubs...................................................................................................................................20
HowtoaccessyourClubAccounts............................................................................................21
FundingfromASC
Criteriaforfundingincludes,butisnotlimitedto:
• Activitiesandeventsinthepast
• Howmuchofthestudentpopulationdoestheclubdirectlyaffect
• Whattypesofeventsthecluborganizesandexecutes
• Howmanyeventstheclubhashistoricallyputon
• Thecostofpastactivities(nomorethanthreeyearsprior)andeventsorganizedbytheclub
• Fundswillnotbeavailableuntilthestartoftheschoolyear.Nofundswillbedistributed
duringthesummermonths.Anyexpensesincurredduringthesummerwillnotbe
reimbursed.
FundingPolicy
ClubsmustcompleteobjectivesforeitherProvisionalCluborCharteredClubtoreceivefunding.
• Allnewclubswillbeonaprovisionalstatusfortheirfirstsemester.
• Allpotentialclubpresidentsmustscheduleameetingwiththeclubsdirector,
20
Revised: November 2016
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•
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Onlyofficiallyrecognizedstudentclubsmayproposeforclubfunding(clubsarenot
requiredtoproposeforfunding).
ClubsmustparticipateinboththefallandspringClubFairsinordertobeconsideredfor
funding.
Clubadvisorsmustconfirmthattheyagreetotheirresponsibilitiesfortheyearbefore
fundingisapproved.
ClubPresidentsmustattendanymeetingscalledbytheExecutiveVicePresidentinorderto
beconsideredforclubfunding.
o Ifaclubpresidentcannotattendthevicepresidentmustattend
o IfneithertheclubPresidentnorVicePresidentcanattend,priorarrangementswith
theClubsDirectormustbemadetoaccommodatetheirabsence.
Requestedamountsarenotguaranteed.
Clubswillbegrantedamaximumamountbaseduponthepreviousyear’saverage
attendance
AnyexternalaffiliationthatrequiresduesmustcontacttheClubsDirectorforspecific
instructions
ASCwillnotfundthefollowingitems:
• Mealsatexpensiverestaurants
• Costlyequipment
• Luxurygoods
• Elaborateparties
• Activitiesthatonlybenefitasmallnumberofstudents
• Fundsforindividualofficeruse
• Hiringstaff
• Lodging
• ClubswhohaveabudgetlinewithinanexistingGeorgeFoxdepartmentmustprovethat
theyneedadditionalfundinginordertofunctiontoreceivefundsfromASC.
• ASCwillnotfundmonetaryprizes.Ifaclubwishestogivestudentsaprize,theprizemustin
somewayfostercommunity.
• Thereisa$100limitonT-shirts,$30onadvertisement,$50ontransportationcostsper
trip.
AthleticClubs
Anyathleticclubrequestingabove$1,000willbesubjectto:
• $2,000persemesterlimitonleaguedues,equipment,refereepayments,fieldlining,etc.
• Showingproof,throughClubAdvisor,thatequipmentisproperlystoredfromyeartoyear
andthatnewequipmentisneededinordertoreceivefundingforadditionalequipment.
• Understandingthatthesefundsarebasedonaveragetrendsoffundspreviouslygrantedto
existingathleticclubs.Totalamountsarenotguaranteed.
• Operatingwiththeunderstandingthatfundingrequestsforeventsorpurchasesthathave
alreadytakenplacebeforeclubfundingwillnotbeconsidered,norwillthatmoneybe
reimbursedwiththisexception:
o Anyfinancingthatwasrequiredbeforeclubfunding(i.e.leagueduesforsportclubs
orregistrationfeesfornationalorganizations)
• Maintainingtheirownbudget
• Understandingtheclubwillnotbereimbursedforexpensesexceedingapprovedallotment.
21
Revised: November 2016
•
•
Understandingclubmaybecomeineligibleforfuturefundingallocationifitdoesnotabide
bytheFundingPolicy.
Havingfundspossiblywithheldifanyoftheapplicationrequirementsarenotcompleted.
HowtoaccessyourClubAccounts
Navigatingthechannelofpaperworktouseyourclubaccountscanbeconfusingandoff-putting,
butitisnotashardasitappears.Hereareafewtipstodealwithaccountingforms:
• Expecttowaituptothreetofourweeksbeforeyourreceiveyourmoneybackifdoinga
ExpenseReimbursementForm.
• TheVPofFinanceortheFinanceAssistantwillemailyouiftheyencounterproblemswith
yourform.
Therearefourgeneralwaysofpayingforclubeventsorotherneeds:
• Cashadvance
• ExpenseReimbursementForm
• Checkrequest
• Pettycash
Event Planning
Asaclubyouhavetheopportunitytocreatecommunityoncampusthrougheventplanning.Event
planningcanbedifficult,butitisrewarding!Thissectionwillprovideresourcesforyoutoplan
effectiveandfunevents,helpyouadvertiseyourevents,giveinformationonuniversitypoliciesthat
applywhenplanningevents,andhelpyouevaluateyoureventstomakethembetterinthefuture.
SectionContents:
EventPlanningforClubs..............................................................................................................21
AdvertisingandSellingonCampus..........................................................................................22
ThingsYouNeedtoKnowAboutPosting................................................................................22
Solicitation/SellingOnCampus.................................................................................................22
PoliticalAdvertising......................................................................................................................23
PolicyforStudentUseofGeorgeFoxBranding....................................................................23
EventPlanningforClubs
Planninganon-oroff-campuseventfortheGeorgeFoxcommunitycanbealotoffun,butalsoalot
ofwork.Intheprocess,eventplannershaveanopportunitytodeveloptheirleadershipskills,learn
toworkwithothersinateamsetting,anddevelopotherskillsthatwillhelptheminfuture
professionalendeavors.
EventPlanning:
Ifyourclubisplanninganevent,followthesesimplestepstomakesureyoureventisasuccess:
• ChecktheUniversityCalendarforalistofscheduleduniversityeventstomakesureyour
eventwon’tbecompetingwithanylarge-scalecampusevent.
• Determinethepurpose,date,time,targetaudienceandacontactpersonforyourevent.
• Consultwithyouradvisorontheevent,andconsultthecurrentClubDirectortoseeifthey
canbeofhelp.
• Reserveanyfacilitieson25live.Tutorial
22
Revised: November 2016
•
Publicizethroughoutcampus.Themosteffectivewaytopublicizeisthroughwordofmouth.
Ifyouwouldlikeconsultationformarketing,pleasecontacttheClubsDirector.
Followingthesestepswillhelpyouandyourclubhaveaneventthatwillnotonlybenefityour
group,butitwillalsoallowforotherstudentstobeawareofwhatyourclubisallabout.Ifyouneed
helpwithanyofthesesteps,donothesitatetocontacttheASCClubDirector.
AdvertisingandSellingonCampus
TheUniversitydoesnotallowpostingordistributionofanymaterialsthatarecontrary,in
appearanceorcontent,totheLifestyleStandardsorpoliciesoutlineinthestudenthandbook.The
decisionoftheDeanofCommunityLife,orhis/herdesignee,ontheseissueswillbefinal.Student
lifewillnotallowstudentstosellticketsoradvertisefornon-GeorgeFox-sponsoredeventswithout
approvalfromtheofficeofstudentlife.
Inaddition,thefollowingagencies,organizations,orpersonswillnotbeallowedtoadvertiseor
solicitontheGeorgeFoxcampusthroughanymeans:
Daycareservices;creditcardcompanies(exceptforthoseofferedbybanksduringWelcome
Weekend);politicalgroupsororganizationsnotsponsoredbyaGeorgeFoxdepartmentor
recognizedstudentclub;religiousorothergroupsnotinaccordwiththemission,visionand
doctrinalstatementoftheuniversity.
PostingPolicy
ClubadvertisingoncampusmustabidebytheGeorgeFoxStudentHandbook’spostingpolicy.
ThingsYouNeedtoKnowAboutPosting
•
•
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•
•
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•
•
Allstudentfliers/postersmustbeapprovedbyamemberofASCCentralCommittee.
Absolutelynostaplesallowed.
Postonlyonbulletinboardsandapprovedlocationsoncampus
Youmusttakedownyourflierswhenyoureventisover.
Donotcoverotherperson’sfliersthathavenotyetexpiredwithyourownoritwillbe
removedimmediately.
Onlyoneflier/posterperbulletinboardperclub
Nocommercialadvertising,sellingorsolicitationofanykindallowed.
Pleasepostoneveryotherboard.Fliersdonotneedtobeoneveryboard.
Leaveroomforotherstopostsinceourboardshavelimitedspace.
Pleasemakeposters11x17inches
Solicitation/SellingOnCampus
Toensurethesafetyandprivacyofallresidents,solicitors(includingstudents)arenotpermittedto
canvassormarketanyproductoncampuswithoutpriorapprovalfromtheManagerofthe
Bookstore,whichcontrolsallcommercialsalesoncampus.Solicitorsareneverallowedinto
residencefacilities,includingapartmentcomplexes.
23
Revised: November 2016
ItemssoldaspartoffundraisingforGeorgeFoxdepartmentsorregisteredstudentclubsor
organizationsareallowed,aslongasuniversityprotocolsarefollowed.However,foodsalesas
fundraisersarelimited:healthdepartmentregulationsrequirethatfoodsaleseitherbeprepackagedorsoldbyaregistered,approvedfoodvendor.Additionally,studentsmaynotoperate
multi-levelmarketing/businessesorsellmerchandiseorsolicitsubscriptions/services(i.e.Mary
Kay,Avon,PamperedChef…)anywhereonuniversityproperty.ContacttheClubDirectorformore
information
PoliticalAdvertising
Foradditionalinformationonpolitical/partisansolicitingandposting,pleasecontacttheClubs
Director.
PolicyforStudentUseofGeorgeFoxBranding
Individualstudents,orgroupsofstudentsnotrecognizedasofficialclubsororganizationsbyASC
orStudentLife,maynotuseGeorgeFox’sname,address,logos,signatures,athleticlogos,seal,any
otheruniversitymarks,letterheadorbusinesscards.
GroupsofstudentsrecognizedasofficialclubsororganizationsbyASCorStudentLifemaycreate
theirownletterhead,businesscardsandotheridentifyingmaterialsusingthewords“GeorgeFox
University”andtheirownlogo.
ThesegroupsmayuseGeorgeFox’sletterheadwhenrepresentingtheinstitutioninanofficial
capacity,withpriorpermissionandapprovalofthecontentofthiscommunication,fromtheASC
advisorandthentheOfficeofMarketingCommunications.
24
Revised: November 2016
Elections Manual
George Fox University
2016-2017
25
Revised: November 2016
ElectionsManual
ElectionofOfficers
a) Eligibility:
i) CandidatesforelectiontoCentralCommitteemusthaveattendedGeorgeFox
Universityatleastonefullsemesterpriortoelection.CandidatesforCentral
Committeemaybeeitherfull-timeorpart-timestudentsduringtheelectionand
theirsubsequenttermofservice.TheCentralCommitteeandtheASCAdvisor
mustapproveanyexception.
ii) Noonecanconcurrentlyholdanytwo-campusgovernment/leadershippositions
unlessapprovedbytheCentralCommittee.
iii) AstudentisconsideredineligibleforanyCentralCommitteepositioniftheyare
determinedbytheASCPresidentorASCAdvisortobeovercommittedinacocurricularactivity(e.g.varsitysport,studentteaching,Players,ResidenceLife,
etc.)orifdeterminedtohaveaninsufficientGPAbyResidenceLife.TheCentral
Committeemustapproveexceptionstothis.
iv) AstudentmustbecurrentlyattendingGeorgeFoxUniversityfromitsNewberg
campusduringthetimeofelectionsandmustbetakingafullload(atleast
twelvecredithours).
v) StudentsapplyingforASCpositionsunderstandtheyareconsentingtohave
theirgoodstandingstatuscheckedwiththeStudentLifeoffice.
b) Nominations:
i) EachcandidateforanASCCentralCommitteeofficemustbenominatedbya
petitionbearingthesignaturesofatleasttenpercentoftheASC.
ii) PetitionsforCentralCommitteeofficeswillbesubmittedtotheASCVice
PresidentofRepresentationatleasttwoweekspriortoelections.TheVice
PresidentofRepresentation,actingasElectionsCommitteeChair,under
advisementwiththeASCAdvisor,willdeterminetheeligibilityofallcandidates
forASCCentralCommitteeelectedoffices.Ifthecandidateisquestionable(low
GPA,hasmorethantenworkstudyhours,isworkingoffcampus,orisover
committedinotherco-curricularactivities)theVicePresidentofRepresentation
willbringthesecandidatesbeforeCentralCommitteeforavote.Athree-fourths
voteofCentralCommitteeisrequiredforthecandidateinquestiontorunfor
office.IfamemberofCentralCommitteeisrunningforre-election,theywillnot
beabletovoteonapossiblecandidate’seligibility.ShouldtheVicePresidentof
Representationberunningforre-electiontheExecutiveVicePresidentwillfulfill
theabove-mentionedresponsibilities.IftheExecutiveVicePresidentisunableto
fulfilltheresponsibilities,he/shemayappointanothermemberofCentral
Committeetodoso.
c) TheofficesofASCPresidentandExecutiveVicePresidentwillbeelectedonasingle
ticket,asrunningpartners.
d) AllcandidatesrunningforCommuterLifemustbeacommuterthesemesterthey
arerunning.
Elections
e) TheASCElectionsCommitteewill:
26
Revised: November 2016
i) BecomposedoftheASCCentralCommitteemembers,theCampus
RepresentativesCommittee,andtheASCAdvisor.AnymemberrunningforreelectionmaynotserveontheElectionsCommittee.TheASCVicePresidentof
RepresentationwillserveastheElectionsCommitteeChair.
ii) Plan,publicizeandexecuteallASCelections(dutiesshallbeperformedbythe
CampusRepresentativesCommittee.TheCentralCommitteemembersandthe
ASCAdvisorwillsupervise).Speechesandorderofnameasseenontheballot
willbelistedalphabeticallybyposition.
f) PetitionsforallASCCentralCommitteeofficesshallbeavailablenolaterthanthe
firstweekofMarch.
g) TheCentralCommitteegeneralelectionshallbeheldnolaterthantheWednesday
beforespringbreak.
h) ASCCentralCommitteeelectionswillbeheldbyopenballot.
i) Nocampaigningmaybedoneearlierthantwoweeksbeforetheelection.The
candidatemustbeapprovedbytheASCAdvisorbeforeheorshebecomeseligibleto
campaign.
j) Propercampaigningguidelines,electionprocedures,andthenamesofopposing
candidateswillbemadeavailabletoallcandidates.Itistheresponsibilityofthe
candidatetoacquirethisinformationfromtheElectionsCommittee.
k) ThecountingofballotsforallASCCentralCommitteeofficesistheresponsibilityof
theElectionsCommittee.Resultswillbemadeavailabletocandidatesimmediately
uponthecompletionofthecount.
l) Thecandidatereceivingamajorityofthevotescastforsuchcandidate’sofficewill
bedeclaredelectedandofferedtheposition.Iftheelecteddeclines,thenexthighest
candidatebasedonelectionnumbersisthenofferedtheposition
m) Awrite-incandidate,ifeligible,maybeelectedbyasimplemajorityofthevotescast
forthatoffice.
n) Ifnocandidateestablishesamajorityvoteforanoffice,thecandidate(write-inor
otherwise)withthemostvotesforthatoffice,andwhohasatenpercentmargin
overthesecondplacecandidateforthatofficeinquestion,willbedeclaredelected.
o) Intheeventthatthreeormorecandidatesareontheballot,orthereisawritein,
thecandidatereceivingthehighestpercentageofvotesshallbedeclaredelected.
p) TheElectionsCommitteeChairshallannounceallASCCentralCommitteeelections
withintwenty-fourhoursofallthecandidatesacceptingtheirpositionstothe
studentbody.IftheVicePresidentofRepresentationrunsforre-election,the
ElectionCommitteeshallappointamemberofthecommitteetonotifythestudent
body.
q) Themethodofrequestingarecountwillbebypetitionofthecandidateseekingsuch
recounttotheElectionCommitteeChairwiththechargeof$10.00forthefirst
requestedrecountand$20.00foreachadditionalone.Ifthechallenger’srecountis
favorable,he/shewillnotberequiredtopay.Allrequestsforrecountmustbe
receivedinwritingbytheElectionsCommitteeChairwithin48hoursofthe
announcementofthegeneralelectionresults.
r) Ifthereisnorequestforarecountwithinthe48-hourtimelimit,allballotswillbe
destroyedbytheElectionCommitteeChairperson.Inthecaseofarecount,ballots
willbedestroyedafterthefinalrecount.
27
Revised: November 2016
s) Themethodofchallenginganelection,therebychargingthatfraudulentorirregular
procedureexistedatthetimeoftheelection,thereforemakingimpossibleacorrect
countoftheballotseveninthecaseofarecountshallbeasfollows:
i) ApetitionforchallengemustbesubmittedtotheVicePresidentof
Representationbythecandidatestatingthespecificelectioninquestionandthe
basisforchallenge.
ii) TheCampusRepresentativesCommitteeshallbecalledtogetherbytheASCVice
PresidentofRepresentationforthepurposeofreviewinganddeterminingthe
meritofthecandidate’scharge(s).TheASCAdvisoristobenotifiedandin
attendanceatthetimeofreview.
iii) TheCampusRepresentativesCommitteewillissueitsdecisioneithernullifying
thechallengeorinstructingtheElectionsCommitteetocallanewelectionfor
thepositioninquestion.
iv) Thisproceduremustbecompletedbetweenthetimeoftheelectionandthedate
thetermcommencesortheCampusRepresentativesCommitteemustissuea
writofinjunctiontopreventthechallengedcandidatefromtakingoffice.
v) CampusRepresentativesCommitteedecisionsaresubjecttoanappealtothe
DeanofCommunityLifeand/ortheASCAdvisorbyanyconcernedparties.
t) Electronicmeansofvotingandvotecountingarepermissible.
ElectionRules
a) ThecandidatesrunningforPresidentandExecutiveVicePresidentmaynotspend
morethan$150.00ontheircampaign.Anyitemsdonatedtowardthecampaign
counttowardsthe$150.00limit.Thecandidatesmustsubmitalistofallitems
boughtfor,ordonatedto,thecampaign.Thislist,alongwiththeaccompanying
receipts,mustbesubmittedtotheelectionscommitteeby12pmonthelastdayof
theelection.Theselistsareavailableforpublicinspection.
b) Thecandidatesrunningforanyotherpositionmaynotspendmorethan$100.00on
theircampaign.Anyitemsdonatedtowardthecampaigncounttowardsthe$100.00
limit.Thecandidatesmustkeeparecordofallitemsboughtfor,ordonatedto,the
campaign.Thislistmustonlybesubmittedtotheelectionscommitteeifanopposing
candidatefilesagrievance.
c) Nolibelousorslanderousstatementsmaybemadeaboutanyothercandidate.In
addition,candidatesmaynotlieaboutthemselvesorotherstovotersortothe
electionscommittee.
d) Candidatesandtheirsupportersmaynotknowinglycampaignwithfiftyfeetof
usersfillingouttheirelectronicballots(computers,tablets,orphones).No
campaigninginthelibraryisallowed.
e) CandidatesmaynotperformanyactofcampaigningintheAssociatedStudent
Communityofficesduringelectionseason.
f) Candidatesandtheirsupportersmaynotremove,damage,orrelocateother
candidates'campaignmaterial.
28
Revised: November 2016
ElectionConsequences
a) Violationofrules1-3resultinimmediatedisqualificationfromtheelection.
b) Forcandidateswhoviolaterules5-7:
i) Firstviolationwillbeawarning.
ii) SecondviolationresultwithameetingwithASCadvisorandmaybedisqualified
byunanimousvoteoftheelectioncommittee.
iii) Thirdviolationisimmediatedisqualification.
OfficeSeats
a) TheASCCentralCommitteeofficesofPresident,ExecutiveVicePresident,Vice
PresidentofFinance,VicePresidentofRepresentation,VicePresidentofCommuter
Life,VicePresidentofMulticulturalLife,VicePresidentofMarketingand
CommunicationsandVicePresidentofActivitieswillhaveonlyoneASCmember
seatedineachoffice.
OathofOffice
a) AllCentralCommittee(appointedandelected)willtakethefollowingOathofOffice
atthefinalCentralCommitteemeetingofthepreviousschoolyear:“Idosolemnly
affirmthatIwillfaithfullyexecutetheofficeoftheAssociatedStudentCommunityof
GeorgeFoxUniversity,andwill,tothebestofmyability,preserve,protect,and
upholdtheConstitutionoftheAssociatedStudentCommunity.”
b) EachmemberofASCCentralCommitteeleadership,electedandappointed,must
readandsignastudentleadershipvolunteeragreementbywhichtheywillbe
evaluated,aswellasfilloutappropriatetaxforms(W-4andI-9).Bothofthese
formsmustbefilledoutwithinthreedaysofbeinghired.Failuretomeetthese
expectationsmayresultinarequesttoresignoradismissalbytheASCAdvisor.
TermofOffice
1.1. AllCentralCommitteeMemberswillserveforatermofofficehavingtheduration
oftwelvemonthsbeginningattheendoftheelectedacademicyear.
1.2. TheoutgoingCentralCommitteewillinstallthenewlyelectedASCCentral
CommitteeofficersonthefirstMondayfollowingspringbreak.Theoutgoing
officerswillremaininofficethroughtheendofthecurrentacademicyear.The
newlyelectedofficerswillserveasinternstothepositionsandwillassistinthe
preparationoftheASCbudgetforthefollowingyear.
1.3. Thenewlyappointedpositionswilltakeofficeuponcompletionofthespring
semester.
AmendmentstotheElectionsManual
1.1. TheElectionsCommitteebyamajorityvotewillapproveordisapproveall
amendments
1.2. Proposedamendmentswillbecomeeffectiveimmediatelyuponfinaladoption
unlessotherwisestatedinthetextoftheamendment
1.3. TheElectionsCommitteeshallbeempoweredtomakeanychangesintheformof
wording,spelling,grammar,orstructureoftheConstitution,By-Laws,orstanding
rulesthatitdeemsnecessarytomakeitconsistentinstylewiththerestofthe
29
Revised: November 2016
Constitution,By-Laws,orstandingrules,aslongassuchchangesdonotaffectthe
intentormeaning.
30
Revised: November 2016
Welcome
Central
Committee!
31
Revised: November 2016
Operations Manual
CONGRATULATIONS!!!!Wearesohappytowelcomeyouasyoubeginyournewroleon
CentralCommittee.
• Yourtimeinofficewillflybyveryquickly-electionprocessbeginsinJanuary!
• Thinkaboutrepresentationmorethanprogramming.Theprogrammingwillhappen,but
representationiswhatshouldbemostimportant.
• Focusonbigpicturestudentneedsandhowyourpositioncanbenefitthestudentbodyasa
whole,don’tgetstuckonsmallpictureneeds.
• ASCmusthaveacommittedCentralCommitteetosucceed.Thereisalotofworktobedone
andthestudentbodyispayingyoutomakethingshappen.Notfollowingthrough,could
causeyoutoloseyourjob.
• Youarenotexpectedtohavealloftheanswers,pleaseaskquestions.
• Teamworkisveryimportantinthisjob,worktowardsbuildingtrust.
• Stayawayfromconversationsthatarenothonoringofothercentralcommitteemembers,if
youhaveaconcernpleasegototheperson/peopleASAP.
• Youwillnotagreewitheveryoneallofthetime.Thisisokay.
• Beimpeccablewithyourword.
• Don’ttakethingspersonally.
• Don’tmakeassumptions.
• Alwaysdoyourbest.
Amendments
DuringthespringofeveryyearthenewlyhiredCentralCommitteeteam,inconjunctionwiththe
prioryear’sCentralCommitteeteam,mustreviewandmakethechangesthattheyseefittothe
OperationsManual.
JobDescriptions
ThePresidentshall:
• ServeasthechairmanandexecutivememberofASC
• ChairallCentralCommitteemeetingsandusingRobert’sRulesofOrderRevised
• BeanadvisorymemberofallASCgoverningbodies
• BeempoweredtoappointtheVicePresidentasthePresident’srepresentativeat
any
meeting,functionoractivitythePresidentisunabletoattend
• Chair/organizeallStudentLeadershipForumsorTownHalls
• AuthorizeexpenditureofallfundsoftheASC
• WorkwithVicePresidentasASCstudentgovernment’sofficialrepresentativeto
the
administrationandthecommunity(i.e.,UniversityPresident’scabinet)
• MeettwiceamonthwiththeASCAdvisor
• WithASCVicePresident,meetregularlywiththeVicePresidentofStudentLife
andDean
ofCommunityLife
• SelectASCstudentgovernmentrepresentativestoserveonFacultyCommittees
• ServeasamemberoftheASCFinanceCommittee
• SpeakatofficialUniversityFunctions(BoardofTrusteemeetings,Family
Weekend,
WelcomeWeekend,etc.)
• ServeasastudentrepresentativeontheStudentBoardofAppeals
32
Revised: November 2016
•
•
MeetatleasttwiceamonthwithallCentralCommitteemembers
BeastudentRepresentativefortheUndergraduateAdmissionsCommitteeand
Academic
AppealsBoard.
TheExecutiveVicePresidentshall:
• AssumeofficialdutiesofPresidentinhis/herabsence
• AssistthePresidentinallcapacities
• ServeasastudentrepresentativeontheStudentBoardofAppeals
• Chair/organizetheStudentProjectFundCommitteewiththeASCPresident
(meetings
heldonceasemester)
• WorkwithPresidentasASC’sofficialrepresentativetotheadministrationandthe
community
• MeetwiththeASCAdvisorandASCPresidenttwiceamonthorasneeded.
• WithASCPresident,meetregularlywiththeVicePresidentofStudentLife,Dean
of
CommunityLifeandASCAdvisor
• ServeasamemberoftheASCFinanceCommittee
• OverseetheStudentProjectFund,makingsurethatprojectsarecompletebefore
termof
officeisover.
• AssistinmeetingwithstudentsregardingtheStudentProjectFund
• BeastudentrepresentativeforUndergraduateScholarshipCommitteeandthe
Academic
AppealsBoard
• MeetwithStudentClubsDirectorWeekly
• OverseeStudentClubsDirectorandStudentClubs
• PresentStudentClubsapplicationstoCentralCommittee
TheVicePresidentofFinanceshall:
• ChairtheFinanceCommittee
• Beintheofficedailytoprocessfinancialdocuments
• OverseeallASCfundsandensureappropriateuseandmanagementofthose
funds
throughtheAdministrativeSoftwareProgram(PeopleSoft)
• SupplyFinancialAffairswithappropriatecheckrequests,deposits,andother
financial
information
ResponsibleforW-4andI-9taxformsatbeginningofyearandwhenneeded
throughouttheyear.
• Supplynamesandpayamountstopayroll(monthpriortolastmonthofsemester)
• Mailalloutgoinglettersanddistributecheckrequestsdaily
• MeetwiththeASCPresidenttwiceamonthtodiscussfinancialstatusofASC
student
government
• Workwithadvisortocontinuallyupdateandimproverecordkeeping
• Maintainallfinancialrecords
• MeettwiceamonthwiththeASCAdvisor
• BeastudentrepresentativefortheUniversity’sFinancialAidCommittee
• MailfinancialstatementstoallASCcommitteesandstudentclubswithinthefirst
weekof
everymonth.
TheVicePresidentofRepresentationshall:
• ChairtheCampusRepresentativesCommitteeandtheElectionsCommittee
• CallweeklymeetingsoftheCampusRepresentativesCommittee.
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Revised: November 2016
•
•
•
•
•
•
•
•
•
Beresponsibletoseethatallappeals,amendments,recalls,andquestionsof
constitutionalitybroughtbeforetheCampusRepresentativesCommitteeare
considered.
MaintaintheofficialcopyoftheASCConstitution,By-Laws,andstandingrules.
AmendtheConstitutionandwriteinthesechangeswhenapprovedbyboth
Central
CommitteeandCampusRepresentativesCommittee
Plan,execute,(andpublicizewhenneeded)allASCelections.
MeettwiceamonthwiththeASCAdvisor.
MeettwiceamonthwiththeASCPresident.
Beawareofstudentdisciplinepoliciesandcommunityissues.
Serveasaliaisonbetweenstudentsandadministrationonpolicyissues.
ResponsibleforProvidingapplicationsandcommunicatingwithapplicantsforthe
AcademicPursuit,CommunityLifeandSocialresponsibilityfund.
TheVicePresidentofCommuterLifeshall:
TheVicePresidentofMulticulturalLifeshall:
TheVicePresidentofActivitiesandProgramsshall:
• ChairtheweeklyActivitiesCommitteemeeting
• BeresponsibleforallASCactivities,programs,andevents
• Beresponsibleforseeingthateventsareeffectivelypublicized
• HaveaworkingknowledgeofGFUdancepolicyandenforcethepolicywhen
applicable
• MeettwiceamonthwiththeASCAdvisor
• MeettwiceamonthwiththeASCPresident
• Communicatewithothercampusofficesregardingactivities
• Maintainaccuraterecordsandfilesforallprograms
• Selectcoordinatorsthroughanapplicationprocess
• Holdmonthly1-on-1’swithallactivitiesdirectors
TheVicePresidentofMarketingand
Communicationshall:
• ChairtheCommunicationsCommitteeandMarketingCommitteemeetings
• Hiretheheadofeachofthefourcommittees(TheCrescent,StudentCollective,
KFOX,
MarketingCommittee).
• Helpeachcommitteeheadhirestaff
• AssurethateachoftheCommunicationscommitteesoperateseffectively.
• Beresponsibleforseeingthateventsarepublicizedeffectively.
• MeetwithCommunicationsandMarketingcommitteedirectorseveryotherweek
oras
necessary.
• EnsurethesmoothcoordinationandteamworkoftheCommunicationsand
Marketing
committeeswithoneanother.
• LeadameetingoftheCommunicationssubcommitteeheadsatleastonceeach
semester.
• WorkwithCommunicationsandMarketingcommitteedirectorstodevelopthe
scopeand
qualityandambitionsoftheirwork.
• MeetwiththeTechDirectorbi-weekly
• MeettwiceamonthwiththeASCAdvisorandASCPresident.
President’sCommittee
34
Revised: November 2016
•
•
•
ThePresidentshallhavetheresponsibilitytohireanOfficeManagertoorganizetheASC
officesandassistinthedailyfunctionsofASC.TheOfficeManagerneedstobeapprovedby
theCentralCommittee
TheOfficeManagerisalsoresponsiblefortakingtheminutesatboth,theCentral
CommitteeMeetingandtheCampusRepresentativesCommittee.
Minutesneedtobe
postedontheASCwebsitewithinthreedaysofmeeting.
ExecutiveVicePresident’sCommittee
• TheExecutiveVicePresidentshallhavetheresponsibilitytohiretheStudentClubs
Director.
• ThedutiesoftheStudentClubsDirectorshallbeto:
• MeetwiththeExecutiveVicePresidentregularly
• EnsurethatallstudentgroupsshallmeetrequirementsofClubManual
• OrganizeClubFairsforFall(ServeDay)andSpring(ScholarshipCompetition)semesters
• Meetbi-monthlywithStudentleadersand/oradvisors
• Assistnewstudentgroupsthroughtheapplicationprocess
• MaintainaccurateanduptodaterecordsforallStudentClubss
• MaintaintheClubManualasanauthoritativedocumentforallStudent
Clubss.Central
CommitteeshallapprovetheClubManualbythe4thweekoffallsemester.
FinanceCommittee
• TheVicePresidentofFinanceshallhavetheresponsibilitytohireaFinanceAssistantto
helpintheday-to-daymanagementofthebudgetsandfinancialproceduresofASC.
CampusRepresentativesCommittee
• ThemembersoftheCampusRepresentativesCommitteeshallincludetheVicePresident
• ofRepresentation,TwoMulti-CulturalRepresentatives,TwoInternationalRepresentatives,
FourCommuterRepresentatives,andEightareaRepresentatives(PCWB(2),CoEd(2),HMS,
HAW,HANandHAE).
ThedutiesoftheCampusRepresentativesCommitteeshallbeto:
o ApprovetheConstitutionalityofallCentralCommitteeminutes.IfanyCentral
Committeeactionisdeemedunconstitutional,theCampusRepresentatives
Committeeshallbeempoweredtovetothatdecisionandformallyrequestthat
CentralCommitteerefrainfromanysuchaction.
o ApproveandfacilitatethefundingofCommunityLifeFundevents
o ApproveandfacilitatethefundingofAcademicPursuitFund
o MakesurethattheConstitutionisbeingupheldinallfunctionsanddecisions
ofall
ASCgoverningbodies
o ReviewandvoteonanyproposalstoamendtheConstitutionandBy-Lawsof
the
AssociatedStudentCommunity.
o MaintaintheElectionsManualasanauthoritativedocumentforallASC
Elections.
CentralCommitteeshallapprovetheElectionManualbeforethe2ndweekoffall
semester.
CommuterLifeCommittee
• Tobedeterminedbasedoffoffirstyearexperience.
MulticulturalLifeCommittee
• Tobedeterminedbasedoffoffirstyearexperience.
ActivitiesCommittee
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Revised: November 2016
•
•
•
•
•
TheActivitiesCommitteeshallconsistoftheVicePresidentofActivitiesandPrograms,the
BlueZoneCoordinator,theSpecialProgramsCoordinator,GeneralActivitiesCoordinator,
andDanceCoordinator.
ThedutiesoftheActivitiesCommitteeshallbeto:
PlanandfacilitateASCspecialeventsandprograms,includingMr.BruinandLipSync.
Planandfacilitateatleast6dances,includingthe80’sDance,WinterFormalSwingDance,
andSpringFormal.
CoordinateBlueZoneandotherschoolspiritevents.
Planandfacilitateothergeneralactivities.
MarketingandCommunicationsCommittee
• ThemembersoftheMarketingandCommunicationsCommitteeshallincludetheVice
PresidentofMarketingandCommunications,theCo-CrescentEditor-in-Chiefs,KFOX
StationManager,StudentCollectiveEditor,MarketingDirector,andCreativeDirector.The
dutiesoftheCommunicationsCommitteeshallbe:
• Meettwiceamonth
• Setacommongoalandvisionamongstallcommunicationdepartmentsof
ASC.
• Collaborateoninterdepartmentalprojectsandinitiatives.
ThemembersoftheMarketing
CommitteeshallincludetheVicePresidentofMarketingandCommunications,Creative
Director,MarketingDirector,SocialMediaCoordinator,MarketingCoordinator,Media
ContentDirector,andtwoGraphicDesigners.
ThedutiesoftheMarketingCommitteeshall
be:
• Create,publishandpostevent-marketingpiecesforASC,standing
committees,andother
ASCaffiliatedpersons.
• EstablishapunctualmarketingcalendarinregardstoASCpublicationsin
conjunction
withtheActivitiesCommittee.
• AssistinallcorrespondenceonbehalfoftheASCCentralCommittee
• Brainstormeffectiveadvertisingmethodstoreachthestudentbody
ProfessionalEthics
ASCstudentleadersbearasizableresponsibilityforhowstudentsperceiveGeorgeFoxUniversity.
Theymustmaintainsoundrelationshipswiththestudentsandtheadministration.Thefollowing
considerationsareimportantforeffectiveperformancewithstudents,administrationandfellow
committeemembers.Pleaseremember,thisisajob.
1. Inwordsandactions,abidebytheLifestyleStandardsandValues,andallaspectsas
outlinedintheStudentHandbook.
2. Carryouttothefullesttheresponsibilitiesinwhichyouhaveassumedaspartofyour
leadershipposition.Ifyoufallshortbecauseofoutsideactivities,academicproblemsor
personalproblems,youshouldmakeadjustmentsbydroppingsomeactivitiesorbyasking
toberelievedofyourleadershipposition.
3. Usegoodjudgmentinsocialrelationshipswithstudentsandotherstaffmembers.Avoid
placingyourselfinsituationswhereyourbehavior,valuesormoralsmaybequestioned.
4. Youmayreceiveconfidentialmaterialandinformationfromseveralsources.Bediscreet.
Informationfromotherstaffmembersandcollegeadministratorsmustbekeptconfidential.
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Revised: November 2016
5. Recognizethedifferencebetweenconsultationandgossip.
6. Disharmonyamongstaffmembers,shoulditexist,isbestkeptwithinthestaff.Suggestions
andconstructivecriticismwithinthestaffarethepositiveoutlets.
7. Groupingisneverappropriate.Seekoutthepersonorofficethatcanhearyououtanddeal
withyourcomplaint.Indiscriminatecriticismoftheadministration,staffmembersor
studentsdamagesmoraleandlessenstherespectofothersforyou.
8. Thestudentbodyhasentrustedyouwithfinancialandmaterialresourcesthatrequire
prudentstewardship.Youshouldbeabletoopenyourbudgetrecordsandexplainwhere
andwhyfundswereissued.Inappropriateuseofprivilegesorcommunity-owned
belongingsforpersonalgainmayresultinbeingaskedtoresignfromyourposition.
OfficeProcedures
OfficeHours
TheroleofASCistorepresentthestudentbodytotheadministrationandthegeneralpublic.In
ordertodothis,thestudentbodymusthaveaccesstothestudentleaders,leadershipoffices,as
wellastheadministration.
• EachCentralCommitteeOfficermusthaveaminimumof10scheduledhoursperweek.
• TheASCleadershipofficesshouldbeopenfrom9a.m.to5p.m.,MondaythroughFriday.
YoumustviewyourselfasanofficeatGeorgeFoxUniversityandfunctionasone.
• Yourofficehoursshouldbeusedtoplan,organizeandcompletepaperwork.
• Allofficesmustposttheirofficehoursaswell,sothestudentsmaycomeinduringthose
postedtimestodiscussanyissuesandconcerns.
CardAccess
StudentIDswithcardaccesstotheASCofficesorotherASCareasshouldneverbelentout.Ifa
studentneedsaccesstoanarea,gowiththemandletthemin.Ifyouwillbeunabletoaccompany
theindividual,eitherarrangeanewmeetingtimeorfindanotherASCofficerwhomayprovide
access.
• Alwayscheckthedoorstomakesuretheyarelockedifyouarethelasttoleavetheoffices.
• Lockupvaluablesinyourdesk,oranappropriatestoragecabinet.Preventtheftbykeeping
importantinformationorbelongingslockedup.
• EachpersonwillbeissuedcardaccessbytheASCAdvisor.
• ThePresidentneedstokeeprecordsofeveryoneheorsheissuescardaccessto.Records
shouldbecheckedwithITattheendoftheyear.
Access
• Thekeytotheactivitiesclosetislocatedoutsidethecommunicationshallwayinagreen
box.YouMUSTreturnthekeypromptlyafteruse.
• TheFoxholekeyislocatedoutsidethedoortothecoffeebar.RememberthattheFoxholeis
alsoownedbyASCsoweneedtokeepitniceandclean.Donotuseanythingbehindthebar
withoutcleaningitup.
37
Revised: November 2016
•
Youwillneedcardaccesstoenterthecommunicationhallway.DONOTplaceextraitemsin
thecommunicationhallway.
Cleanliness
• ASCofficesshouldbekeptinaclean,functionalandpresentablecondition.
• Thisisnotyourhome.Thisspaceisownedbyallstudents,sopleasetreatitwithrespect.
• Ifyoueatinthespace,youareresponsibleforyourownclean-up.
• Ifyouchoose,youcanhaveonesetofdrawersunderneaththecomputers.Contactthe
OfficeManagerifyouneedhelpfiling,orwithotherofficematerials.
CreditCard
• ShouldyounotbeabletosubmitaPO,requestacheckintime,orputmoneyupfor
reimbursementforanevent,pleasecontacttheASCAdvisor.Thereisarequestformthat
mustbefilledoutpriortousingtheASCAdvisor’sGeorgeFoxUniversitycreditcard.This
cardisissuedinthenameoftheadvisorandistobeusedonlywiththeadvisorpresent.
Pleaseplanaccordingly.
CustomerService
• Ifyouareintheoffices,bereadytohappilyanswerrandomquestionsandprovide
assistancetostudents.Rememberthatthisistheiroffice,too,andit’syourjobtoserve
them.
• Ifastudentisseekinginformationthatrequiresanapplication,searchtheASCwebsiteto
findit.
• Foroutsidevendorswantingtorentatable,usejudgmenttonotallowsolicitation
companiestousetables,buttheywillstillapplyonline.
StampingAdvertisements:See“ASCStampingGuide”
Mail
• OfficeManagerisinchargeofretrievingmail.
• IncomingmailwillbeplacedinyourboxinthemainASCoffice.
• ASCmailcanbesentbyplacingtheappropriatecostcenteratthetopright-handcornerof
theenvelope.Thereisanoutgoingmailslotacrossfromthebookstore.
MeetingsandEvents
• ASCCentralCommitteemeetseveryweekatadesignatedtime.Comepreparedwithyour
computerandcharger.Ifyouwishtoplaceanitemontheagendaforanupcomingmeeting,
notifythepresidentby10a.m.Mondaymorning.Beawarethatemergencymeetingsmay
arise.Besuretohaveyourphoneandemailaccessibleatalltimes.
• MakeapointtoattendmostASCevents.Yourrepresentationiskey.Knowyourlimit,and
taketimeoffandtakecareofyourselfandyourschoolwork.
• NotifytheASCAdvisorandCentralCommitteewhenyouwillbemissinganevent.
• Youhavethree“noquestionsasked”excusedabsencesfromweekendactivitiesduringthe
semester.CentralCommitteemembersmaybefinedformissingmorethanthreemeetings
andevents.
• YouarerequiredtomeetwiththeASCAdvisortoupdatethemonwhatyouareworkingon
twiceamonth.Beforemeeting,pleasefilloutthe“IndividualMeeting”form.Itisexpected
thatyouwilltaketheleadonsharingduringthismeeting.
38
Revised: November 2016
StaffCommunication
Anytimeacorrespondencegoestoanothercampusoffice,totheentirestudentbody,orwill
functionasawrittenagreement,acopymustgototheASCPresidentandASCAdvisor.Thisisso
theyareawareofwhatisgoingoninyourdepartment.
Ifyousendanoticetotheentirestudentbody,postacopyintheASCofficesontheinformation
boardsootherofficerswillbeawareofwhatishappening.Officerswillthenbeabletoanswerany
questionsregardingyourprogram.
Other
• Throwawayallgarbage.Fooditemsshouldnotbeinthemainroomorthecenteroffice.
Perishablegarbageitemsshouldbeplacedinthemaingarbagecanoragarbagelocatedin
theBruinDen.Largecardboardorothertrashshouldbetakenouttothedumpsterarea,as
thejanitorialwillnotpickitup.
• Ifyounoticeasupplythatislowormissing,writeitonthewhiteboardabovetheprinter.
TheOfficeManagerwillordernewmaterials.
• Ifyouhaveanyquestions,orhavestudentsthatyoudon’tknowhowtohelp,pleasecontact
theASCAdvisor.
ComputerGuidelines
Allcomputersaretobeusedforofficialbusinessonly.
Computers
• ComputersareassignedtoCentralCommitteemembers.
• Computersarenottobeusedforpersonalcomputing.
• Ifyouhaveanissuewithyourcomputer,pleasecontacttheTechDirector.
ComputerSoftware
• DoNOTunderANYcircumstancesloadothersoftwareonthecomputer.ASCcouldgetfined
forhavingpiratedprogramsorfonts.
• Donotaddgamesorutilities
• PleasedoNOTalterthesystemsfileofyourcomputer.
PrinterGuidelines
• Thecomputerprintershouldnotbeusedasaphotocopier.
• YouarenotallowedtoprintyourhomeworkonASCprinters.
Financials
FinancialRecords
Itisessentialthatwekeepaccuratefinancialrecords.Wemusthaveareceiptforeverythingwe
spend.Wecanbeauditedandfinedifwedonothaveaccuraterecords.
Anyitemsfromyouraccount(s)thatdonothavereceiptswillbeconsideredwagesandistaxable
income.
Eachpersonmanagingabudgetmustmaintainrecords.
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Revised: November 2016
Budget
Eachstudentleaderisrequiredtodevelopaspecificbudgetoutlineforeachaccountbythethird
weekofSeptemberforfinalbudgetapproval.AsktheVPofFinanceforexamples.Eachleader
shouldmaintainaccuratebudgetrecords.Thereshouldneverbeanoverdrawnaccountwithout
priorPresidentialapproval.
• Allexpenseover$250.00mustbeapprovedbytheCentralCommitteeandtheASCAdvisor.
• AllequipmentpurchasesmustbeapprovedbytheCentralCommitteeandtheASCAdvisor.
Bills
Ifyourdepartmentreceivesabillfromanoutsidebusiness,paperclipthebillandthereturn
envelope.Indicateonthebillreceipt“PleasepayAccount#_______,yoursignature.”Returntothe
VPofFinanceforapproval.
Billswillnotbepaidunlessindicatedasabove.
GasMileage
ASCwillreimburseyouforgasatthegoinggasreimbursementrate.Completethetopportionof
theASCgasmileagesheetandreturnittotheVPofFinance.
Stipend
AstipendisNOTasalary,howeveryoumayrequestyourstipendtobepaidearlyonlyifyouwish
toapplyittoschool-relatedexpenses.
Contracts
AnytimeASCmoneyisinvolvedwithoutsidebusinesses,campusofficesorstudents,youmusthave
awrittenexplanationoftheagreementortransaction.TheASCPresidentandASCAdvisormust
signthecontractandacopyofthisagreementshouldberetainedinthememo’ssent/received
sectionofyournotebook.
Ifyouarecontractingwithabusiness,itisessentialthatyourecordyourcontractexpectations
clearly.Donotassumethebusinesswillbeclearonservicesprovided.GETITINWRITINGsoif
therearedifficulties,wehaveproof.Ifthecontractinvolvesmorethan$100,havetheASCAdvisor
checkitoverwithyou.
TheFinanceOfficealsomustapprovecontractsinmanycircumstances.
TheASCAdvisormustapproveallcontracts.
RecordkeepingandFiles
EveryASCofficer,editoranddirectorMUSTretainaccuraterecordsandfiles.Thiswillallowfuture
memberstohaveaclearunderstandingofwhatneedstobedone,whattraditionstokeep,and
whichprogramstoavoid.
1. Yournotebookshouldbekeptcurrent.Thiswillprovidethemostdirection.
2. Filesshouldbemaintainedinconjunctionwithyournotebook.Wewanttoprovide
accurateinformationforfutureleaders.
3. Officialcopiesofthefollowingwillbemaintainedbytheofficemanager:
• CentralCommitteeminutes
• Constitution
• Monthlyreports
40
Revised: November 2016
•
•
•
Copiesofallpublications
Programevaluations
Personnellists
Ifyouhavedifficultymaintainingaccuratefiles,pleasespeaktotheofficemanager.Thereisnothing
morefrustratingthanhavingtoreinventthewheel.
ActivitiesProposal
GroupsorindividualswhowishtoplananactivityorprogramwithASC(financialsupportfrom
ASC)needtocompleteanActivitiesProposalworksheetandsubmitittotheappropriate
departmentheadforapproval.
• Thedepartmentheadshouldreviewtherequesttoensurethatdates,etc.,areacceptable
andthattheyclearlyidentifythedegreeofinvolvementnecessarybythedepartment.
• Asdepartmenthead,youareresponsibletoseethatappropriateproceduresarebeing
followed(receiptssaved,programevaluationcompleted,andappropriaterepresentationof
ASC).
ProgramEvaluationForm
EachprogramcompletedbyanyofficeofASCshouldbeevaluatedincludingthenumberof
participants.Thiswouldincludesuchthingsasevents&programs,commutereventsand
multiculturalevents.Thiswillprovidefutureofficerswithdirectioninhelpingthemlearnfrom
yourprogram’sstrengthsandweaknesses.
ConductingMeetings
ASCCentralCommitteeandsubcommitteesarerequiredtoconductweeklymeetings.
Meetingroomswillbeassignedonafirst-come,first-servedbasisandasavailabilitypermits.
Transactingbusinessatameetingrequiresaquorumofmemberswhomustbepresentfor
businesstobelegallytransacted.
TheASCAdvisormustalsobepresentatthemeetingforbusinesstobelegallytransacted.
Howtorunaneffectivemeeting:
Meetingsareoneofthemostimportantareasfordeterminingthesuccessoftheclub.Thefollowing
suggestionsmayhelpimproveclubmeetings:
• Givenoticeofthemeetingatleasttwo(2)weeksinadvance.Includethedate,timeand
locationofthemeeting.
• Developanagendathatisdistributedtothemembership.
• Holdthemeetingsintheproperphysicalsetting.
• Designateamembertorecordtheminutesofthemeeting.
• Startontimeandendontime.
• Giveeveryoneachancetobecomeacquaintedwitheachother(inafirstmeetingorone
withnewmembers).
• Conductonepieceofbusinessatatime.
• Inviteandfacilitatecommunication.
• Besureallmemberscontributetothediscussion.
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Revised: November 2016
•
•
•
•
•
•
•
•
•
•
•
•
Directquestionsbacktothegroup.
Askexperiencedorcreativememberstorespondandseekinputfromnewmembers.
Don’tbethefocalpointofthemeeting.
Keeptheconversationfocusedonthetopicanddirectedtoaneventualsolution.
Summarizethediscussionfrequently.
Concentrateonreachingdecisionsthroughconsensusofthemembers.
Delegateresponsibilitiestothemembersoftheclub.
Clearlystatethescope,nature,andtimelimitsofthetask.
Besureexpectationsareclear.
Keepyourmeetingsshort,generallywithin60minutes.Membersaremorewillingtoattend
iftheyknowwhenthemeetingwillbeover.Ifthemeetingislikelytogobeyond60minutes,
besuretoincludethatintheagendaormeetingannouncementsoclubmemberscanplan
theirtimeaccordingly.Toeliminateconfusionandtoensuremaximumproductivityinthe
allottedmeetingtime,alwaysprepareanagenda.
Anagendaisavaluableorganizingtoolandapreparationlistforthemeeting.
Asanoutline,themeeting’sagendacontainsthetopics,issuesorproblemstobediscussed.
Thefollowingisatypicalagendaoutline:
I.
CalltoOrder
o Chairpersoncallsmeetingtoorder
II.
RollCall/Attendance
o Rollcallcanbetime-consumingbutmustbedoneforaccountability.Usedifferent
methodslikeassigningseats,signinginatthefrontdoororpassingaroundasheet
ofpaperformemberstosign.
III.
ApprovaloftheMinutesoftheLastMeeting
o Approvalcanbedonequicklybyreadingthepreviousminutesbeforethecurrent
meetingbeginsoraspeopleenterthemeeting.TheChairmustaskforany
correctionsoradditions.Changescanberesolvedwithafriendlyamendment;if
therearenone,theChaircanstate,“Theminutesstandapproved.”
IV.
OfficerReports
• VPofFinance
• VPofCommuterLife
• VPofMulticulturalLife
• VPofRepresentation
• VPofMarketingandCommunications
• VPofActivitiesandPrograms
• ExecutiveVicePresident
• President
V.
Special/CommitteeReports
VI.
OldBusiness
o “Oldbusiness”isgenerallybusinessfromanothermeetingthatwasnotresolved
and/orcouldnotbeaddressedbecauseofincompleteinformation.Alltabled
businessfromanothermeetingwillbeincludedinthispartofthemeeting.
VII.
NewBusiness
VIII.
VPReports
IX.
Announcements
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Revised: November 2016
o
Itisalwaysimportanttomakesureallmembershavetheopportunitytoshare
positiveinformationwiththerestoftheclub/organizationandprovidepraiseto
thosememberswhodeserverecognitionfortheirperformance.
DancePolicy
Thispolicyisdesignedtoupholdthestudent-sponsoredproposalmadetoandapprovedbytheGeorge
FoxUniversityBoardofTrusteesonSept.30,1995.
Thepolicysetguidelinesonhowdancesaretobeplanned,organizedandexecutedincompliancewith
GeorgeFoxUniversityexpectations.
CommunityActivity
1. DancesareopentoGeorgeFoxstudents,faculty,staffandadministrators.
2. Dancesareclosedtopersonsfromoutsidetheuniversitywhohavenoassociationwith
GeorgeFoxstudentsoremployees.Personswhoaredatesorfriendsofstudentsand/or
employeesarewelcomebyinvitationonly.Allguestsareexpectedtoadheretoall
communitystandardsandlifestyleexpectationswhileattendinganyuniversity-sponsored
event.
3. Nonon-universityoroff-campusgroupsareinvited(i.e.groupsoffriends,youthgroups,
etc.)
NumberofDances
1. Thenumberofdanceswillincludethefallorientationdance.Therearenomorethansix
ASC-sponsoredthemedancesappropriatetotheuniversity’smissionstatementand
behavioralstandards.
2. Intheeventthatthereisanopportunityforastudentorganizationtosponsoradancethat
servesaneducationalpurposeandtheuniversity,additionaldancesmaybeplanned(i.e.
LatinoHeritageClub).ItmustbeapprovedbytheASCanditsadvisorandmustbecosponsoredbyafaculty/staffmember.
Location
1. Mostdancesaretobeheldinon-campusfacilities(HeacockCommons/SUB,Miller
Gymnasium,EHSAtrium,etc.).Alllocationsforadancemustbepre-approvedbytheASC
Advisor.
2. Danceswillremainprohibitedinhouses,apartmentsandothernon-residencehallareas.
Planning
1. Allon-campusdancesmustbeendorsedbytheASC.
2. TheASCVPofActivitiesandProgramsandhis/hercommitteewillberesponsibleforthe
planningandorganizationofallASC-sponsoreddances.Thethemeofthesedancesisat
theirdiscretion,butmustbeapprovedbyCentralCommitteeandtheASCAdvisor.
3. TherewillbeGeorgeFoxsecuritystaffpresentatallon-campusdances.
Representation
1. Theremustbea)threefacultyand/orstaffmembersandthreemembersofStudentLife
staffpresentateachoff-campusdance,andb)twofacultyand/orstaffmembersandtwo
membersoftheStudentLifepresentateachon-campusdance.
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Revised: November 2016
2. AllmembersoftheASCCentralCommitteeandRepresentatives,withreasonable
exceptions,aretobepresentatallASC-sponsoreddances.
Music
Itisunderstoodthatduetotheemphasisonthemesfordances,thatawidevarietyofmusic
mustbeconsideredforplay.However,playlistsforalldancesmustbeapprovedbythe
ActivitiesCommitteeandtheASCAdvisor.
PolicyReview
TheStudentLifeCommitteeoftheBoardofTrusteeswillreviewthedancepolicyatleastevery
threeyears.Thepracticebeganinthespringsemesterof1999.
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Revised: November 2016
ASCPOST-EVENTEVALUATION
Assoonaspossibleafteryoureventoccurs,itisverybeneficialtositdownwitheveryonewhowas
involvedtoevaluatetheexecutionoftheevent.Post-eventevaluationreportsareausefultoolto
passontofutureASCmembers.
NameofEvent:_____________________
BriefDescriptionofevent:____________________________
DateofEvent:____________
Time:___a.m./p.m.to___a.m./p.m.
Location:________________________
OpentoGeorgeFoxUniversityStudents:Yes___No___
Attendance:__________
OverallCost:__________
SponsoringOrganizations:______________________
Name:____________________
Date:__________
Didtheeventfulfillthepurposethatwasproposed?
Didtheeventmeetyourgoals?
Ifathemewasusedoraprogramwasapartofaseries,whatwastheseriestheme?Howwasthis
themecarriedout?Whatweredecorations,ifused?
Didthedateandtimeofyoureventworkwell?Explainwhyorwhynot?Didconflictingevents
affectattendanceoreffectivenessofyourevent?Whatsuggestionswouldyoumakeforholdingthis
eventatthesametimeinthefuture?
Didthelocationworkwellforyourevent?What,ifanything,wouldhaveworkedbetter?Wereyou
abletosetupthewayyouoriginallyplanned?Whyorwhynot?
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Revised: November 2016
Whatpartsofyourmarketingplanworkedthebest?Doyoufeelthatthemarketingwastimely?
Howwouldyouchangetheadvertisingforfutureevents?
Whatwasyourtotalbudget?Howmuchdidyouspend?Wasyourbudgetaccurate?Wouldyou
recommendaddingorcuttinganyitemstobetterfitintothebudgetforthefuture?Listanyandall
changesorrecommendationsforthefuture.
Didyouutilizeoutsidevendors/performers/speakers/foodserviceprovidersforthisevent?Ifso,
whowerethey?Wouldyouutilizethemagain?Whyorwhynot?
WereallservicescontractedandexecutedbyastaffmemberintheOfficeofStudentandLife?Have
allvendorsbeenpaid?Ifso,when?Werethereanyproblemswithcontractsorprovidersbeing
paid?
Whowasinvolvedwiththeplanningofthisevent?Dideveryonefollowthroughwithhisorher
responsibilities?Howcouldtheplannershavedoneabetterjobassistingwiththeplanning?What
changeswouldyourecommendtotheplanningcommitteeandvariousdelegatedresponsibilities?
Howmanystaffvolunteersdidyouhaveattheevent?
OverviewofEvent
Whatwentreallywell?Why?
Whatchangeswouldyoumakeforthefuture?Why?
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Revised: November 2016
Didtheeventmeettheneedsofstudents?
Additionalcommentsabouttheprogram:
47
Revised: November 2016
OfficerTrainingandTransitionWorkshopGuide
AssociatedStudentCommunity
GeorgeFoxUniversity
Atransitionmeetingisnecessaryfornewmemberstolearnabouttheposition’s
responsibilities
andtoreceiveadvicefromtheoutgoingofficer.
Thistransition
meetingshouldbeacasualandopentimefortheoutgoingteammembersto
providehonestfeedbackforthenewlyelectedofficerandevaluatetheaccomplishmentsand
obstaclesofthepreviousyear.
When
• CompleteAFTERnewofficerelectionsandBEFOREfinals
o Provideatleasttwotothreeweeksnoticeforallofficers
• Workshopwillbeatleastahalf-daycommitment.
WhoAttends
• ALLincomingCentralCommitteemembers
• ALLoutgoingCentralCommitteemembers
• ASCAdvisor
Facilitators
• OutgoingASCPresidentandExecutiveVP
• ASCAdvisor
• StudentLifeandEventServicesstaffmembersarealsoavailabletoassist
Purpose/Goals
• ToensurethestrengthandcontinuityoftheASCleadership
• Tobuildtrustandteamworkamongincomingleaders
• Todevelopspecificgoalsandaplanforachievingthosegoalsfortheupcomingsemesteror
year
• Toofferoutgoingofficerstheopportunitytosharetheirexperienceandadvicetonew
officers
Thefollowingoutlinecanhelpmakeyourtrainingandtransitionmeetingflowassmoothlyas
possible.
I.WelcomeandIntroductions
• Helpparticipantstogetacquainted
• Conductatleastoneicebreakerorteam-buildingexerciseevenifofficersarealready
familiarwithoneanother.Workingtogetherasateamrequiresahigherlevelofknowledge
ofothersthantypicalacquaintanceshipsorevenfriendships.
• Explainthepurposeofthemeeting
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Revised: November 2016
•
Helpoutgoingandincomingofficerstounderstandwhyformaltransitionandtrainingis
important.
Provideparticipantsanoverviewoftheday
•
II.TheYearinReview
Programsandactivities
• Evaluateeachevent/program/activitytheorganizationcompletedduringtheyear.
Besuretoanswerthefollowing:
• Howeffectiveweretheevents/programs/activitieswesponsored?
• Howwelldidwemarkettheeventtothecampus?
• Wereourprogramsconsistentwiththegoals/missionoftheorganization?
• Didourevents/programs/activitieshaveagoodattendance(ifnot,why)?
• Didwehaveagoodbalanceofdifferentkindsofprograms?
• Whichevents/programs/activitiesshouldbecontinuedandwhichshouldbedropped?
EventReportsshouldbecompletedaftereachevent/program/activitythroughouttheyeartoassist
withthisprocess.
Membershipreview
• HowmanymembersareinvolvedinASC?
• Dowecurrentlyhavejustenough,toofew,ortoomanymembers(inlightofthegroup’s
goals)?
• Howeffectivewereourmembershiprecruitmentefforts?
• Areourmembersasactiveaswewantthemtobe?
• Areourmembersactivelyinvolvedintheoperationsoftheorganization(includingdecision
making,planning,implementingandevaluating)?
• Aremembersenthusiasticaboutthegroup'sactivitiesandmotivatedtoworktowardthe
group’sgoals?
• Werethereadequateopportunitiesformemberstogetinvolvedinresponsibleand
meaningfulways?
• Howdowerecruitandretainnewmembers?
Officersandorganizationstructure
• Areofficerrolesandresponsibilitiesclearlydescribed?
• Doofficersunderstandtheirresponsibilitiesandroleswithintheorganizational
structure?
• Doweneedtore-evaluateanyresponsibilitiesoraddnewpositions?
• Didtheofficersoperateasateamorcouldcooperationbetweenofficersbeimproved?How
wouldtheofficersevaluatetheeffectivenessofthegroupasawhole?Whatcouldbe
improved?
• Istheamountoftimeandeffortrequiredofeachofficerequal,oraresomeexpectedto
workharderthanothers?Doofficershaveacommitteewithwhomtheywork?Howoften
doorganizationofficersmeetasagroup?
• Aretheofficers“intune”withthemembership?Istheretwo-waycommunication(and
understandingofmembers’needsandtalents)?Howwouldthegeneralmembership
evaluatetheeffectivenessoftheofficers?Havethemembersevaluatetheexecutiveboardto
findoutiftheofficersare“intune.”
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Revised: November 2016
Organizationaloperations
• Whatwasthebudgetallocationfortheorganization?
• Werethefinancesadequateforthegroup'sactivities?
• Wasthebudgetmanagedproperly?
• Wasthefrequencyofmeetingsappropriate?
• Weremeetingsruneffectively?
• Dowehaveacommitteestructure?Ifso,isitworking?Ifnot,isitneeded?
• Doweexperienceschedulingconflictswithothergroupsoractivities?
Advisorinvolvement
• WhatistheroleoftheASCAdvisor?
• Didouradvisorprovidethesupportweneeded?
• Didwegiveouradvisorachancetogetinvolved?
• Whattypeofinteractiondowehavewithouradvisor?
• Whatchangeswouldweliketoseeinregardstotheorganization’srelationshipwiththeir
advisor?
Publicimage
• Howdoothergroupsperceiveourorganization?
• Howdoweseeourselves?
• Whatcanourorganizationdotoenhanceourimageoncampus?
SWOT(Strengths,Weaknesses,Opportunity,Threats)analysis
• Whatarethecurrentstrengthsoftheorganization?
• Whatarethecurrentweaknessesoftheorganization?
• Whatareareasofopportunityfortheorganization?
• Whatarethreatstotheorganization?
III.OfficerTransition
Havethenewandoutgoingofficersmeetindividuallytodiscussthefollowing:
• Responsibilitiesoftheposition,withajobdescriptionandtimecommitment
• Atimetableforcompletionofannualduties
• Unfinishedprojectsorideasfornewchanges
• Importantcontactsandresourcepersons(introducenewofficertothesepeopleifpossible)
Advicefornewofficer
• Answeranyquestionsnewofficermayhave
• Wheretheoutgoingofficercanbereachedwithfuturequestionsfromnewofficer
IV.Goalsetting
• Reviewtheorganization’sgoalsandmissionforthepreviousyear.
o Whatdidwehopetoaccomplish?
• Howwelldidwedooneachgoal?
• Whatgoalswerewemostsuccessfulinaccomplishing?
• Whatgoalswerewelesssuccessfulinaccomplishing?
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Revised: November 2016
• Whatgoalsshouldbecontinued,altered,addedorabandoned?
V.Wrap-Up
OutgoingOfficerGuide
AssociatedStudentCommunity
GeorgeFoxUniversity
TableofContents
•
BeforeLeavingOffice
•
OutgoingOfficerTo-DoList
•
CompileResources:
o
•
Binders,Files,Notebooks
OutgoingOfficer’sTransitionWorksheet
BeforeLeavingOffice
RecruitOfficers:BeginearlyintheyeartoidentifywhowouldbeagoodfitdifferentASCpositions.
Thinkabouttheleadershiptalentsandskillsofcurrentmembersandhowtheycouldbenefitthe
organization.Encouragespecificindividualsthroughpersonalizedcontacttoconsiderrunningfor
anASCposition.
Elections:Besuretheelectionprocessiskeptformalandrequestaresume/platform/activitysheet
frompossiblecandidates.Encouragecurrentexecutiveboardmemberstobepresentduringall
officerelections.
ShadowProcess:OncenewASCmembersareelected,theshadowingprocessbetweencurrentand
nextyear’sASCCentralshouldbegin.Introducenewnextyear’sCCtokeypeople.Besuretheyare
familiarwiththeASC’sgoals,mission,constitution,by-lawsandadvisor(s).
PositionBinder:Eachofficerpositionshouldhaveanotebook/binderofimportantinformation
relevanttohisorherposition.Thenotebookshouldcontainmaterialsanddocumentsused
throughouttheyear.Makesurethisnotebook/binderisup-to-dateforthenewlyelectedofficerto
have.
Finishingwhatyoustarted:Makesuretofinishreports,minordutiesoractivities,etc.thatmaybe
duesoonbeforeorrightafterthenewlyelectedofficersbegintheirterm.
UtilizetheOfficerTrainingandTransitionGuide:Besuretomeetone-on-onewithnewofficersand
goovertheOfficerTrainingandTransitionGuideandpositionbinder.Completetheoutgoingand
incomingassessmentformsandgooveranswersandquestionswithnewlyelectedofficers.Allow
timefornewlyelectedofficerstoaskquestionsandtounderstandthedutiesoftheirnewposition.
OutgoingOfficerTo-DoList
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Revised: November 2016
•
•
•
•
•
•
•
•
Organizeallnotebooksandfiles
Finishallnecessarycorrespondence(letters,emailandphonecalls)
Updatenewmemberinformationonrosterandgivetoadvisor
Prepareyear-endreportandevaluation
Developactionplanandtimelinefornewofficertransition
o Including,butnotlimitedto:
§ NecessarymeetingsattendedandconductedbytheCCmember
§ Importanttasks
§ Sharingtasksanddutieswithothergroupmembers
§ Introductionstokeypeople/relationshipbuilding
§ Schedulingone-on-onemeetingsandtraining
§ Financialinformation
• Stamps
§ Leadershiptraining
Complete“OutgoingOfficer’sTransitionWorksheet”
Transferkeys,passwords,bankaccountaccess
o Financialaccounts
§ Composealetteronletterhead,ifavailable,indicatingachangeinofficers
hasoccurred.
Indicatewhonolongerhastheauthoritytosignfinancial
documentsandwhonowhasthisauthority.Besuretoincludethefirstand
lastname,phonenumber,andaddressofallnewindividuals.
MakesuretogivecardaccesstonewCCmembers
o Somemembersmightalsorequestaccessoverthesummer
§ EmailAlanThurston,[email protected]
CompileResources:Binders,FilesandNotebooks
Eachincomingofficershouldbeprovidedwithanorganizedbinderofelectronicandhardcopy
paperfiles.
Introduction
• Tableofcontents
• Importantnamesandnumbers(contactlist)
• Nameandcontactinformationofoutgoingofficer
• Resourcelist
o Advisorcontactinformation
o Nationalheadquartersinformation
o Passwords,logininformation,ifapplicableforwebsite(s),emailaccounts,mailbox
number,codes,etc.
• Organizationalcalendar
o Listdatesthatarealreadysetfortheupcomingyear,orwhenmajoreventstypically
occur
• Organizationgoals,bothmetandunmet
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Revised: November 2016
Governingdocuments
• Organizationmissionstatement
• Organizationconstitutionandby-laws
• Organizationpoliciesandprocedures
• StudentOrganizationHandbook
• OrganizationOperationsManual
Officerpositiondescriptionsandresponsibilities
• Listspecificdutiesoftheposition
• Listanychangesorsuggestionsforthepositiondescription
• Positiongoals,bothmetandunmet
• Unfinishedprojectslist
o Areroomreservationsmadefornextyear?
o Arethereanyforms/paperworkthatneedstobesubmittedtoStudentLife&Event
Servicesoryournationalorganization?
• Positiontimeline
o Year-longcalendarthatindicatedwhentheoutgoingofficercompletedeachtask
o Recommenddeadlinesbywhichtasksshouldbecompletedtobestfulfill
responsibilities
• Procedures–the“howto’s”
o Copiesofimportantforms
o Howtoregisterasastudentorganization
o Howtoreservearoomoncampus
Membershipinformation
• Listofmembersandcontactinformation
• Listofpeopleexpressinginterest,buthavenotjoinedyet
• Committeeroster
Agendasandmeetingminutes
Committeereports
EventReports
• Provideinformationonhoweachprogram/event/activitywasimplemented,includingany
relevantfilesorcopies,i.e.programs
Budgetinformation
End-of-the-yearreportsandevaluation
OutgoingOfficer’sTransitionWorksheet
[CompletethefollowingBEFOREtransitionmeetingsandtrainingsession.]
Nameofoutgoingofficer:
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Revised: November 2016
Position:
Date:
Listthreethingsduringyourterminofficethatwereconsideredmostimportant.
Listthreethingsyouwishyouhaddoneduringyourterminofficebutwereunableto
accomplish.
Listspecificaccomplishmentsrealizedduringyourterminofficeandthereasonsfortheir
successes.
Listanyproblemsordisappointmentsyouencounteredaspartofyourofficeand
suggestwaysofavoidingorcorrectingthem.
Listanyobstaclesyouencounteredthatnegativelyaffectedyourabilitytoperformyourposition
effectively.
List“lessonslearned”orthingsyouwishyouhadknownpriortostartingtheposition.
Listsupplementalmaterialsandsourcesofinformationyoufoundmosthelpful.Includespecific
resourcesandpeople.
Listanyoutstandingitemsthatstillneedcompletionpriortoyourleavingoffice.
IncomingOfficerGuide
AssociatedStudentCommunity
GeorgeFoxUniversity
TableofContents
YourRoleasaStudentLeader
IncomingOfficer’sTransitionWorksheet
AStep-by-StepGuideforNewOfficers
YourRoleasaStudentLeader
1. LearnandunderstandyourresponsibilitiesandexpectationsasanASCCentralCommittee
member.
2. FamiliarizeyourselfwiththeASCAdvisor.Youradvisorwillbeaconstantcontactforyouand
allareasofASCthroughouttheyear;besuretohaveaclearunderstandingofhisorherroleand
duties.
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Revised: November 2016
3. Workonthemoraleofyourgroupmembers.Unlesstheyfeelgoodabouttheirroles,yourgroup
memberswillnotbeascooperativeandproductiveastheycanbe.
4. Promotegroupcohesiveness.Ensurethatallofficersworkwelltogetherandthatorganization
membersfeelasthoughtheybelongandareimportanttoASC.
5. Letyoursub-committeemembersdeterminetheASC’spurpose.
6. Besureyoursub-committeehasacommonpurpose.Structuremeetingssothatissuesof
common
interestarediscussedwiththeentireteam,andindividualconcernsareaddressedat
other
times.
7. Sharedecision-makingregardingpoliciesandprocedures.Byemphasizinghowtosolve
problems,and
involvingyourmembersinthesedecisions,youwillcreatedeepercommitment
inyourmembers.
8. Emphasizetheprocessforworkingthroughproblemsratherthanthefinalresult.Yourdesired
results
maychangeasyourorganizationchanges.Anopenchannelofcommunication,which
involvesall
organizationmembers,willhelpyouincorporatethesechanges.
9. Encouragebrainstormingandcreativity.Providefeedbackandsupportfornewideasandavoid
penalizingformistakesmadeforthesakeofexperimentation.
10. Expectanychangestobeacceptedgradually.Sometimesweexpectpeopletoacceptchanges
overnightthatwehavebeenthinkingaboutformonths.Rememberthatitisalmostimpossible
tochangepeople;theyusuallymustchangethemselves.
11. Havefaithandconfidenceintheabilityofyourcommittee.Enjoyservingasamemberinyour
groupandunderstandthemissionstatementforASC.
12. Sharetheglory.Youcannotexpectenthusiasticpeopleifyoutakeallthecredit.
13. Beopentocollaboratingprograms/activitieswithotherstudentcommitteeswithinASC,aswell
aswithotherclubs/organizations.Branchouttootherorganizationstocollaborateonevents
forcampus.
14. Bespecific.Communicateexactlywhatyouexpectandthink.
15. Beimpartial.Playnofavoritesandgiveallcommitteemembersequalchancetoparticipate.
16. Manageconflict,donotignoreit.Bringconflictintotheopenandconcentrateonissues,
behaviors,
andfactsratherthanpersonalities.
IncomingOfficer’sTransitionWorksheet
Afteryoumeetwiththeoutgoingofficerinyournewposition,thinkthroughandrespondtothe
followingquestionsregardingyourresponsibilitiestohelpyoupreparefortheupcomingyear.
Nameofoutgoingofficer:
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Revised: November 2016
Nameofincomingofficer:
Position:
Date:
Listthreethingsthatmadeyouwanttorunforthispositionandwhy.
Listthreenewideasyouwouldliketoimplementforyourofficethisyear.
Listthreeareasinwhichyouforeseepossibleproblemsinyouroffice.
Listpossiblesolutionstotheabovethreeproblems.
Listtasksyoushouldcompleteoverthesummerorwinterbreaks.
Listpeople(positions)youshouldgettoknowbetterinordertobemostsuccessfulinyour
position.
Listresourcesorservicesyouneedtolearnmoreaboutinordertobemostsuccessfulinyour
position.
Listotherquestionsyouneedansweredinordertobemostsuccessfulinyourposition.
AStep-by-StepGuideforNewOfficers
BEFORESTEPPINGINTOOFFICE
Reviewrole/responsibilitiesoftheposition
• Don’tacceptapositionunlessyoufullyunderstandtheresponsibilitiesandhave
appropriatetimetocommit.
• Youmaynotcompletelyunderstandeverythinguntilwellintoyourterm,butacceptinga
positionwithoutfirstreviewingthejobdescriptionisaskingforfailure.
Discussthepositionwiththeoutgoingofficer
• Askthecurrentofficerhisorherperspectiveonthepositionandthefactorsheorshefaced
ingettingthejobdone.Besureyouhavethefollowingquestionsanswered:
o Thethreemostimportantorlargestresponsibilitiesassociatedwiththeposition
o Themostdifficultresponsibilitiesofthejob
o Factorsmakingitdifficulttocompletetasks(lackoftimeandmoney,resistance
fromothers,etc.)
o Themostrewardingaccomplishmentsofthepastyear
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Revised: November 2016
o
o
Goalstheywouldsetforthemselvesiftheyhadthepositionforanotheryear
Thingstheywoulddodifferently
ONCEINOFFICE
TheFirstWeek
Announcechangeofofficers
• Distributecorrespondenceannouncingtheelectionofnewofficers,particularlythe
executivepositions.Completeappropriatepaperwork,ifapplicable.
Changenamesonaccounts
• Financialaccounts
o Composealetteronletterhead,ifavailable,indicatingachangeinofficershas
occurred.
Indicatewhonolongerhastheauthoritytosignfinancialdocumentsand
whonowhasthisauthority.Besuretoincludethefirstandlastname,phone
numberandaddressofallnewindividuals.
• Keysforlockboxes,storagelockersandoffices
• Obtainupdatedofficermanual
o Ifyouareunabletohaveaone-on-onemeetingwiththeoutgoingofficer,getthe
officermanualassoonaspossible.BesureYOUareinpossessionofthemanual
duringyourfirstweekinoffice,evenifit’snotupdated.
TheSecondWeek
Meetwithothernewlyelectedofficersasagroup
• Theprimaryfocusofthismeetingistwofold:one,toensurethateachnewofficerhas
obtainedthenecessaryofficermanualsandrecords;andtwo,toscheduleandbegin
planningamoredetailedofficers’workshop.
Reviewallrecordsandresourcesdocuments
• Reviewtheofficermanualforyourpositionandbesureyouhaveacopyofandunderstand
thefollowingdocuments:
o ASC’s:
§ Mission/visionstatements
§ Constitutionandby-laws
§ Policiesandprocedures
o Resourcelist
o Importantnamesandnumbers(contactlist)
o Nameandcontactinformationofoutgoingofficer
o Officerjobdescriptionsandresponsibilities
o Budgetinformation
o Year-endreportsandevaluations
o Importantforms
o Organizationalcalendar
o Agendasandmeetingminutes
o Committeereports
o Organizationgoals,bothmetandunmet
o Positiongoals,bothmetandunmet
o Unfinishedprojectslist
57
Revised: November 2016
•
•
Asyouconductyourreview,preparealistofquestionsyouwillwanttoasktheoutgoing
officeraboutthemechanisms(operatingpractices)inplacetoassistyouincompleting
theseduties.
Lookforinformationaboutresponsibilitiesthepreviousofficertookonbutarenotlistedas
specificdutiesoftheposition.Didthepastofficertakeonresponsibilityfordutiesthat
othersshouldhavecompleted?
Meetwiththeoutgoingofficeragain
• Bythispointinthetransition,youshouldhaveadditionalquestionsfortheoutgoingofficer.
Alongwiththequestionsnotedinreviewingtherecordsandresourcesyouhavereceived,
discusswiththemyourassessmentoftheorganizationandupcomingmeetings,aswellas
suggestionstheymighthave.
MeetwiththeASCadvisor
• BecomeacquaintedwiththeASCAdvisor.Youradvisorwillserveasaguideduringyour
terminoffice.
• Gainhisorherperspectiveontheimportantresponsibilitiesofyourposition.
• Asktheadvisor(s)tobrainstormavisionandcorrespondinggoalsfortheorganizationfor
thenextyear.
DuringtheFirstMonth
Establishgoals
• Whatisthevisionfortheorganization?
• Howdotheresponsibilitiesforyourpositionfallwithinthatvision?
• Whatcanyoudoinyourpositiontohelpmakethatvisioncometolife?
AtThreeMonths
Reviewpositionandorganizationalgoals
• Goalsareonlyusefuliftheyareconstantlyworkedtowardandevaluated.Itisunlikely
theywillbeachievedifyoudon’tmonitoryourprogressonanongoingbasis.
• CentralCommitteewilldoanemployeeevaluationofoneanotheratthistime.
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Revised: November 2016
CentralCommitteeMemberContract
YouhavebeenelectedtoapositionontheCentralCommitteeoftheAssociatedStudentCommunityatGeorge
FoxUniversityforthe2015-16academicyear!YourservicebeginsApril21st.
ThefollowingareexpectationsforyouasaCentralCommitteemember:
• Possessanattitudeofhumility.
• Advocateforstudentneeds.
• Committohelpingtobuildaninclusive,diverse,andwelcomingcommunity.
• LearnmoreabouttheGeorgeFoxUniversitymission,goals,andobjectives.
• Beflexible.
• Whenpossible,collaborate.
• Ifyoudon’tknowhowtodosomething,ask.
• Fulfillyourleadershipresponsibilitiesbyfollowingthroughwithtasks.
• BecommittedtodoingyourbestandpresentingASCwell.
• TakeinitiativetodoallyoucantomaketheGeorgeFoxstudentexperiencebetterforallstudents.
• Attendthreepre-summerleadershipmeetings.
• AttendLeadershipTrainingandIn-Service
• HelptoleadWelcomeWeekend,returntocampusAugust15.
• AttendweeklyCentralCommitteemeetings.
• MeetwithASCAdvisorweekly.
• MeetwithASCPresidentregularly.
• Submitamonthlywrittenreport.
• Holdregularofficehours(asrequiredonjobdescription).
• AttendSpringIn-ServiceTrainingsessioninJanuary.
• WelcomeSpringnewstudents.
• AttendamajorityofASCactivitiesinaservingrole.
• AttendFallandSpringSpILretreat.
• AbidebyallGFUcommunitylifestylestandardsasoutlinedintheStudentHandbook.
• Maintaingoodacademicstanding(monitoredbyASCAdvisor)eachsemesterofappointment.
TheagreementtoacceptthisroleissubjecttothepoliciesandregulationsoftheBoardofTrusteesregarding
cooperationwithadministration,loyaltytotheuniversityanditsmission,efficientperformanceofduties,
worthyandexemplaryconduct,completionofadditionaldutiesdeemednecessarybytheASCAdvsiorand/or
DeanofCommunityLife,agreementwiththepolicies,principlesandstandardsoftheuniversity.Your
financialcompensationforyourserviceis$4200peryearandwillbepaidmonthlyAugustthroughApril.
Iherebyaccepttheaboveappointmentandpromisetoservewholeheartedlyincarryingouttheduties
attendanttothisappointment.Iagree,byGod’shelp,toliveanexemplaryChristianlife,towork
cooperativelywiththestaffandadministration,andtosupportthepoliciesoftheuniversity.Priortomaking
additionaltimecommitmentstomyschedule,IwillconsultwiththeASCAdvisor.
______________________________
__________________________________
_____________________
Signature
PrintName
Date
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