Section 1: Assembly
A. The Assembly shall meet regularly, preferably weekly while classes are in session, to discuss issues of concern to the student body, allocate funds, represent the voice of students to the university faculty, staff, administration, alumni, donors, and outside agencies, and organize events and activities for the benefit of students.
B . As per Article II of the UWSG Constitution, the governing body of the UWSG shall be known as the “Assembly.” Any student may propose items for the Assembly agenda by contacting the Vice President (or Secretary in the VP’s absence) prior to the weekly Executive Committee Meeting. The Executive Committee will determine under which section of the agenda the new item falls. Agendas for the Assembly meetings must be published twenty-four (24) hours in advance to give all students fair notice of items to be discussed.
C . The agenda for meetings of the Assembly shall be structured as follows and may be modified by the chair as necessary:
D . The time and location of meetings must be publicly announced twenty-four (24) hours in advance. Whenever possible, a time and location should be selected to allow the greatest number of students to attend and should remain consistent throughout the semester.
E . Two-thirds (2/3) of total officers and representatives must be present to constitute quorum. No items may be voted on unless quorum is reached.
B . As per Article II of the UWSG Constitution, the governing body of the UWSG shall be known as the “Assembly.” Any student may propose items for the Assembly agenda by contacting the Vice President (or Secretary in the VP’s absence) prior to the weekly Executive Committee Meeting. The Executive Committee will determine under which section of the agenda the new item falls. Agendas for the Assembly meetings must be published twenty-four (24) hours in advance to give all students fair notice of items to be discussed.
C . The agenda for meetings of the Assembly shall be structured as follows and may be modified by the chair as necessary:
- Call to Order: Announce the start of the meeting
- Executive Roll Call: Have UWSG officers sign in
- Club Roll Call: Have club leaders sign in
- Approval of Minutes: Review of last week’s general assembly minutes
- Open Forum: Only for guest speakers
- Executive and Committee Reports: Reports progress of issue or project
- Old Business: Previously on the agenda, discussed but not voted on
- New Business: Anything on the agenda which has not been discussed
- Public Comments: Any student may raise new items for discussion during the Public Comments section of the Assembly Meeting. However, no motions, votes, or decisions will be held on these items until the following Assembly, when they can be properly announced on the agenda so that any interested students may attend and participate in the discussion.
- Announcements: Comments and questions are allowed
- Adjourn: Motion is made to end the general assembly and must be seconded
D . The time and location of meetings must be publicly announced twenty-four (24) hours in advance. Whenever possible, a time and location should be selected to allow the greatest number of students to attend and should remain consistent throughout the semester.
E . Two-thirds (2/3) of total officers and representatives must be present to constitute quorum. No items may be voted on unless quorum is reached.
Section 2: Officers
Primary Role
The primary role of UWSG Officers is to handle the daily operations of the Student Government. President, Vice-President, and Treasurer are not allowed to be a staff member within the university to avoid conflict of interest. Student workers are still able to run and are excluded from this condition. Officers include the President, Vice President, Secretary, Treasurer, Public Relations Officer, Activities Officer, Student Issues Officer, Webmaster, and Alumni Advisor. These officers make up the Executive Council. Minimum GPA requirement: 2.5 or above. Student must have attended the University for at least 1 (one) semester before being allowed to run for a position. UWSG officers must comply with primary and secondary duties at all times or they will be subject to removal of position. UWSG is not allowed to be influenced by Administration or Student Life when dealing with sensitive or urgent matters.
Primary Duties for all Student Government officers
President
Primary Duties
Secondary Duties
Vice President
Primary Duties
Secondary Duties
Secretary
Primary Duties
Secondary Duties
Treasurer
Primary Duties
Secondary Duties
Activities Officer
Primary Duties
Secondary Duties
Public Relations Officer
Primary Duties
Secondary Duties
Student Issues Officers (Currently 2 Active Officers)
Primary Duties
Secondary Duties
Webmaster
Primary Duties
Secondary Duties
Alumni Advisor
Primary Duties
Secondary Duties
The primary role of UWSG Officers is to handle the daily operations of the Student Government. President, Vice-President, and Treasurer are not allowed to be a staff member within the university to avoid conflict of interest. Student workers are still able to run and are excluded from this condition. Officers include the President, Vice President, Secretary, Treasurer, Public Relations Officer, Activities Officer, Student Issues Officer, Webmaster, and Alumni Advisor. These officers make up the Executive Council. Minimum GPA requirement: 2.5 or above. Student must have attended the University for at least 1 (one) semester before being allowed to run for a position. UWSG officers must comply with primary and secondary duties at all times or they will be subject to removal of position. UWSG is not allowed to be influenced by Administration or Student Life when dealing with sensitive or urgent matters.
Primary Duties for all Student Government officers
- Be aware of issues of concern to the student body
- Maintain open lines of communication with the university administration
- Set goals for the UWSG, attend executive committee
- Attend the weekly Assembly, and guide UWSG policy, which will be subject to the approval of the Assembly.
- Officers shall have the primary and secondary duties as outlined below.
- Maintain communication (In person, Online, Phone, Text, Social Media, etc.) at all times and not allow an important matter to be ignored past a twenty-four (24) period.
President
Primary Duties
- The President is the primary spokesperson for the UWSG and the student body.
- The President attends meetings with the university administration, faculty, and staff and reports back to the UWSG regarding issues affecting students. During these meetings the President represents the study body and advocates in their best interest regarding decisions and policy changes that affect them.
- The President acts as the chair of the Executive Council. (See duties of a committee chair.)
- The President has the power to call or cancel Assembly meetings with twenty-four (24) hour notice.
- The President guides policy objectives for each school year and compiles year-end reports with assistance from the other Officers.
- The President appoints committee chairs, subject to the approval of the Assembly, unless otherwise specified in the provision of that committee.
- The President is responsible for disbursing petty cash, if any. (Per the article pertaining to Finances.)
Secondary Duties
- The President assists other officers and committee chairs in carrying out their duties as requested. This includes the authority to chair the weekly Assembly meeting in the absence of the Vice President.
- The President moderates grievances brought against the Student Issues Officer by students, staff, or other UWSG members.
Vice President
Primary Duties
- The Vice President chairs the Assembly.
- The Vice President chairs the Club Committee. (See duties of a committee chair.)
- The Vice President coordinates with other committee chairs on a regular basis in order to keep abreast of the ongoing activities taking place in the committees. The Vice President reports on these activities as necessary during the regular meetings of the Executive Council.
- The Vice President assumes the duties of the President if the President is unable to perform his or her duties or if the President is removed, recalled, or resigns.
Secondary Duties
- The Vice President attends meetings in the absence of the President.
- The Vice President assists the President and other officers in carrying out their duties as requested.
- The Vice President coordinates with the Activities Officer to organize Club Day at the beginning of each semester.
- The Vice President may sign Purchase Request forms in the absence of the Treasurer.
- In the absence of the President, the Vice President may disburse petty cash. (Per the article pertaining to Finances.)
Secretary
Primary Duties
- The Secretary records the minutes at all Assembly and Executive Council meetings as requested/needed.
- The Secretary prepares the Assembly and Executive Council agendas. The final agenda shall be published no later than twenty-four (24) hours in advance of the meeting.
- The Secretary makes and brings paper copies of any documents being debated to Assembly meetings.
Secondary Duties
- The Secretary assists committee chairs to carry out their duties as requested, including printing, uploading committee meeting minutes, and adding events to the calendar.
- If the President and Vice President are unavailable, the Secretary attends meetings in place of the President.
Treasurer
Primary Duties
- The Treasurer prepares the annual budget at the beginning of each school year and presents it to the Assembly for a vote no later than the fourth meeting.
- The Treasurer prepares the Year End Financial Report no later than the second to the last week of Spring semester (for inclusion in the Year End Report prepared by the President). The Treasurer prepares a Mid-Year Financial Report if requested by the President.
- The Treasurer keeps ongoing accounting records, including: tracking the running balance of the UWSG account, tracking petty cash, tracking funds used by and available to the official clubs, handling paperwork such as Purchase Requests and receipts, and general record keeping and filing.
- The Treasurer coordinates with the University Accounting and Finance Department and complies with all reasonable requests for records and audits in a timely manner.
- The Treasurer must fill out the required paperwork necessary to keep UWSG status as a nonprofit organization. The treasurer can consult with previous officers or Alumni if necessary.
Secondary Duties
- The Treasurer assists club officers and committee chairs in preparing budgets and filling out paperwork as requested.
- If the Vice President and President are unavailable, the Treasurer chairs the Assembly.
Activities Officer
Primary Duties
- The Activities Officer is responsible for planning and carrying out events (such as concerts, picnics, games, field trips, and meetings) at the direction of the Assembly.
- The Activities Officer, in coordination with the Vice President, holds a Club Day (in order to allow clubs to recruit and demonstrate their activities) at the beginning of every semester.
- The Activities Officer coordinates with official clubs in planning events and activities.
- The Activities Officer coordinates with Student Affairs in planning events and activities.
- The Activities Officer liaisons with University departments regarding events and activities being carried out by UWSG or the official clubs as needed, especially with regards to General Services and Information Technology.
- The Activities Officer must report to the VP or treasure on a weekly basis on any current and future events.
Secondary Duties
- The Activities Officer assists other officers in planning events and activities, particularly the monthly student forums organized by the Student Issues Officer.
- The Activities Officer puts up and takes down fliers and advertisements around campus.
Public Relations Officer
Primary Duties
- The Public Relations Officer is primarily responsible for ensuring that all UWSG social media are up to date, online media presence is strong and that all events happening around the UWest Campus are properly reported and promoted to Students in an accessible and marketable fashion.
- The Public Relations Officer should have a good grasp of external programs for graphic arts so as to create proper, informative flyers, and announcements to the Student Body. This includes reporting to UWSG events that are of importance that happen outside of the University that may interest the UWest Student Body, such as lectures, talks, or special events.
- The Public Relations Officer will correspond with various faculties, such as that of the Student Life Office, Residential Life Office, and UWSG Activities Officer, to keep proper information on the UWSG Social Media and UWSG Website.
Secondary Duties
- The PR Officer will assist the UWSG Secretary with maintaining the official UWSG Website and official Calendar of Events.
- The PR Officer will regularly meet with the Activities Officer and assist with the duties of promoting events, as determined.
- The PR Officer should make an attempt to visit UWest Events, UWSG sponsored activities, and other momentous occasions so as to document them in the form of photos and videos and upload those to the UWSG website.
Student Issues Officers (Currently 2 Active Officers)
Primary Duties
- The Student Issues Officers holds regular student forums and conducts surveys per the direction of the Assembly to solicit feedback on issues affecting the student body. This includes organization, choice of topics for discussion, facilitation, coordination with the administration, and reporting the results to the Assembly.
- The Student Issues Officers communicates with the student body regarding issues that affect them, particularly in areas relating to Student Life and Resident Life. He or she maintains the privacy and confidentiality of students.
- The Student Issues Officers monitors online comments and forums and brings issues to the attention of the Executive Council as necessary.
- The Student Issues Officers coordinates with the Institutional Research Office and Student Life regarding student surveys, including specific questions regarding the performance of the UWSG, and ensures that the results of student surveys are made available to the UWSG.
- The Student Issues Officers moderates grievances brought against UWSG members by students, faculty, staff, administration, or other UWSG members, excepting when the grievance is against the Student Issues Officer, in which case the President shall moderate.
- The Student Issues Officers must inform advisors and report to administration immediately of any physical or verbal altercations that are occuring within the University.
- The Student Issues Officers must inform advisors if any legal actions is necessary for the issue.
Secondary Duties
- The Student Issues Officer shall assist the Activities Officer to carry out his or her duties as requested.
Webmaster
Primary Duties
- The Webmaster is responsible for the upkeep, maintenance, and design of the UWSG website. The Webmaster ensures stable delivery of online forms to responsible officers.
- The Webmaster works closely with all officers maintaining group chats, emails, and online partners.
- The Webmaster will make recommendations based on student feedback and experience.
- The Webmaster must keep the website up to date.
- In the case of the position not being filed, it is up to the UWSG to be responsible for maintaining the UWSG website.
Secondary Duties
- The Webmaster coordinates with UWest IT Department regarding technology related comments, concerns, or suggestions.
- The Webmaster will coordinate with Secretary about the General Assembly Agenda that will be uploaded on the UWSG website no later than twenty-four (24) hours prior the General Assembly meeting.
Alumni Advisor
Primary Duties
- Assists the Executive team as experienced mentor and former UWSG Officer.
- Conduct/Assist in Officer training during the semester
- Maintain connections with UWest Alumni
Secondary Duties
- Alumni Advisor will coordinate with UWest Administration regarding UWSG initiatives and assist with support.
- Alumni Advisor is not subject to Automatic Removal for Dereliction of Duty since it is not necessary the officer to be present in all meetings unless request by UWSG.
Section 3: Representatives
Senators
Primary Duties
Senator Vacancy
If a Senator’s seat for an academic department is vacant and no student from that department volunteers, the Assembly may appoint a student from another academic department to fill that seat. See the procedures for appointment in Article VI.
Special Interest Groups
In addition to academic departments, special interest groups may be assigned one or more Senators to represent their needs. A Senator for a special interest group must be a member of that group. A special interest group meets three basic criteria:
The UWSG currently recognizes the following special interest groups and assigns one Senator to each: Monastic Students, Doctoral Students, and Resident Students. These groups may be changed from year-to-year as the Assembly sees fit.
Senator Attendance
Attendance at Assembly meetings is required. The Secretary maintains attendance records. Representatives with more than three unexcused absences (as determined by the chair) may be removed from office by the Assembly per the procedures in Article V of the Constitution and Article VIII of the Bylaws.
Delegates
Primary Duties
Delegate's primary duties are to serve on the Assembly and facilitate communication between the student government and the student body. This includes attending all Assembly meetings, meeting with students in their constituencies as needed, and serving on internal and external committees as assigned.
When an academic department has more than forty (40) students, for every subsequent forty (40) students they shall be allocated one Delegate. Use the following table as needed:
Students Senators Delegates
0-40 1 0
41-80 1 1
81-120 1 2
121-160 1 3
161-200 1 4
Delegates Vacancy
If a Delegate seat for an academic department is vacant and no student from that department volunteers, the Assembly may appoint a student from another academic department to fill that seat. See the procedures for appointment in Article VI.
Special Interest Groups
In addition to academic departments, special interest groups may be assigned one or more Delegates to represent their needs. A Delegate for a special interest group must be a member of that group.
A special interest group meets three basic criteria:
The UWSG currently recognizes the following special interest groups and assigns one Delegate to each: Monastic Students, Doctoral Students, and Resident Students. These groups may be changed from year-to-year as the Assembly sees fit.
Other Officials
Primary Duties
- Senator's primary duties are to facilitate communication between the students and the faculty and staff of their academic department. This includes attending department meetings, meeting with students in their department as needed, identifying and referring students to the Peer Mentoring Program, coordinating with the Executive Council, and attending Assembly meetings.
- Senator's must also serve on the Assembly and facilitate communication between the student government and the student body. This includes attending all Assembly meetings, meeting with students in their constituencies as needed, and serving on at least one committee as assigned.
- If the academic department has no further representatives, the Senator must also attend regular Assembly meetings and serve as the primary communication channel between their constituency and the student government.
- Senator positions may only be filled by students within that academic department.
Senator Vacancy
If a Senator’s seat for an academic department is vacant and no student from that department volunteers, the Assembly may appoint a student from another academic department to fill that seat. See the procedures for appointment in Article VI.
Special Interest Groups
In addition to academic departments, special interest groups may be assigned one or more Senators to represent their needs. A Senator for a special interest group must be a member of that group. A special interest group meets three basic criteria:
- Represents a significant portion of the student population.
- Has needs significantly different from the rest of the student population.
- Is otherwise unrepresented or underrepresented among the officials of the UWSG.
The UWSG currently recognizes the following special interest groups and assigns one Senator to each: Monastic Students, Doctoral Students, and Resident Students. These groups may be changed from year-to-year as the Assembly sees fit.
Senator Attendance
Attendance at Assembly meetings is required. The Secretary maintains attendance records. Representatives with more than three unexcused absences (as determined by the chair) may be removed from office by the Assembly per the procedures in Article V of the Constitution and Article VIII of the Bylaws.
Delegates
Primary Duties
Delegate's primary duties are to serve on the Assembly and facilitate communication between the student government and the student body. This includes attending all Assembly meetings, meeting with students in their constituencies as needed, and serving on internal and external committees as assigned.
When an academic department has more than forty (40) students, for every subsequent forty (40) students they shall be allocated one Delegate. Use the following table as needed:
Students Senators Delegates
0-40 1 0
41-80 1 1
81-120 1 2
121-160 1 3
161-200 1 4
Delegates Vacancy
If a Delegate seat for an academic department is vacant and no student from that department volunteers, the Assembly may appoint a student from another academic department to fill that seat. See the procedures for appointment in Article VI.
Special Interest Groups
In addition to academic departments, special interest groups may be assigned one or more Delegates to represent their needs. A Delegate for a special interest group must be a member of that group.
A special interest group meets three basic criteria:
- Represents a significant portion of the student population.
- Has needs significantly different from the rest of the student population.
- Is otherwise unrepresented or underrepresented among the officials of the UWSG.
The UWSG currently recognizes the following special interest groups and assigns one Delegate to each: Monastic Students, Doctoral Students, and Resident Students. These groups may be changed from year-to-year as the Assembly sees fit.
Other Officials
- The Assembly may create seats for other government officials and appoint to fill vacancies as necessary to coordinate programs, activities, events, committees, and carry out other business.
- The duties of these members shall be defined by the Assembly.
- If a newly created seat carries over into the following year, it must be filled via election. A candidate may be appointed if no one stands for election.
Section 4: Advisors
UWSG is only allowed one (1) Advisor. UWSG must choose to have a one (1) Alumni Advisor or Faculty Advisor. Advisors are only allowed to advise. They are not allowed to influence the UWSG in the decision making process. All UWSG must agree on the Advisor or the Advisor will not be selected.
