Student Organizations & Governance

Samantha Chambers
VAN 130
845-688-1560

Students are encouraged to participate in College governance. Opportunities exist to do so through the Student Government Organization, as an elected Student Trustee, as a member of the President’s Cabinet, and by serving on one of the College’s standing committees. Students are also recruited for membership in such important groups as the Ulster Community College Association and the Middle States Steering Committee.

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Preamble

The Student Government Organization of SUNY Ulster aims to provide a foundation in partnership with faculty, staff, and the community, in which social responsibilities and the needs of the individual students are provided for, in keeping with the aims and ideals upon which the college was founded. The Student Government Organization shall be the official representative voice of the student body.

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The name of this organization is the Student Government Organization, hereafter referred to as SGO. Together with the College Association’s Board of Directors, the SGO oversees student clubs and organizations. It also works with the Student Activities Board to plan special social and cultural events. The Student Council is sponsored by the SGO and made up of representatives from all active student clubs.

Students registered at SUNY Ulster are entitled to all benefits and privileges the organization may provide. The College Association fee paid as part of tuition entitles each student to full membership in the Student Council.

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Section 1: Officers

There shall be a student elected President, Vice-President, Secretary Treasurer of the SGO and a Student Trustee of the Board of Trustee. Student officers must be 17 years, have a minimum 2.25 GPA at the time of taking office and maintain a minimum 2.25 GPA both by semester and cumulative average. Officers must be in good academic and disciplinary standing. Officers found responsible for disciplinary infractions will be required to participate in the judicial process of SGO or if they choose, can resign (See By- Law 3.1).

By- Law 2.1: Officers

Officers of SGO include:

• President
• Vice President
• Secretary
• Treasurer
• Student Trustee to the SUNY Ulster Board of Trustees
• Association Directors (4) and all other members are part of the Senate (Senators).

By- Law 2.2: Qualifications

All officers must meet the following qualifications:

• 17 years old
• Minimum GPA of 2.25 at time of office, maintained throughout the semester and at the final cumulative average
• Good academic and disciplinary standing
• No violations of the code of conduct as detailed in the judicial process

All members of The Senate must meet the following qualifications:

• 17 years old
• Minimum GPA of 2.25 at time of office, maintained throughout the semester and at the final cumulative average
• Good academic and disciplinary standing
• No violations of the code of conduct as detailed in the judicial process

Note: An officer or senator may be under the age of 17 with the exception of the Student Trustee through a special vote.

Section 2: President

The President of SGO must meet the qualifications of an Officer. The President shall:

• Be the official representative of the student body
• Serve as the presiding officer of the Student Council
• Have the authority to fill all vacancies, make appointments and have the sole power to declare a special election. 

Section 3: Vice President

The Vice President must meet the qualifications of an Officer. 

1. The Vice-President shall assume the duties of the President in his/her absence. 

Section 4: Treasurer

The Treasurer must meet the qualifications of an Officer. The Treasurer shall: 

• in conjunction with the College Association financial officer and/or the coordinator

of campus life work to keep records of all allocations and expenditures of SGO funds.

Section 5: Secretary

The Secretary must meet the qualifications of an Officer. The Secretary shall:

1. Record accurate, professional minutes of all SGO and Student Council meetings

2. Maintain a record and calendar of all club meetings and activities

Section 6: Student Trustee

There shall be a student elected Student Trustee representing the student body on the College Board of Trustees. The Student Trustee must meet the qualifications of an officer. The Student Trustee shall:

1. Be a voting member of the College’s Board of Trustees

2. Act as the voice of the student body to the College Trustees

3. Give monthly reports to the Board of Trustees and to the SGO

To avoid the appearance of a conflict of interest, the student trustee may not hold a paying position on campus during his/her term of office.

Section 7: Term of Office

The term of office shall be one year beginning one day after Commencement of the year in which he/she is elected, and shall continue in that office until the day of Commencement the following year.

Section 8: Officer and Senator Responsibilities

All Officers and Senators must understand the responsibilities of their position. This includes events, social media and ethics policy.

By-Law 2.3 Event Policy 

• All student council events must be approved by a vote of the SGO
• SGO will promote all Campus Life events.
• SGO Officers and Senators are representatives of SGO at events and will uphold the SGO constitution, by-laws and SUNY Ulster Code of Conduct.

By- Law 2.4 Social Media Policy

SGO Officers and Senators have the right to freedom of expression within the law. SGO and SUNY Ulster encourage personal freedoms but maintain that these freedoms must be exercised responsibly.

SGO Officers and Senators are representatives of SGO through their term. With this, all Social Media activity must follow the SGO Constitution, By-Laws, and the SUNY Ulster Code of Conduct.

Any misuse of social media that is determined to violate these policies will be brought to SGO for grounds of removal.  This can include but is not limited to:

• Inappropriate language, offensive terms/phrases/photographs that disrespect individuals based on race, color, national origin, ancestry, gender, religion, age, disability or sexual orientation
• Any language that can be deemed threats, bullying, hate speech, slander or personal attacks
• Any confidential material for SGO members only.  

Individuals are responsible for any content that is published through their social media accounts. See By-Law 3.1 for the official Impeachment Procedure.

By- Law 2.5: Ethics Policy

SGO Officers and Senators shall adhere to the following Ethics Policy:

• Act in accordance with the standards of SGO including the positive and collaborative partnership with faculty, staff, the student body, and the community.
• Be honest regarding work, follow through with obligations, and always respect your fellow SGO colleagues.
• Adhere to the policies set forth in the SGO Constitution, By-Laws, and the SUNY Ulster Code of Conduct.

Section 9: Clubs

SGO shall have the authority to establish requirements for recognizing student clubs and in conjunction with the Student Activities Board (SAB) establish requirements for allocation of all student activity funds.

By-Law 2.6: Clubs

To be recognized as a student club an interest sheet noting the following must be submitted: 

• Club Name

• Name of Club Advisor(s)
• Signatures of eight student members
• Purpose of Club and Contribution to Campus
• Requirements For Membership
• Officers and Duties
• Meeting Schedule
• Participation in Student Council Meetings
• Submit Club Constitution and By-Laws
• All clubs must be approved by the Ulster Community College Association.

Also see the How to Start a New Club and The Procedure Guide for Clubs on The Portal.

Section 10:  Annual Budget

SGO Advisor, in conjunction with the College Association shall prepare an annual operating budget.

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In the event that an SGO member has violated any part of the SGO Constitution, By-Laws or the SUNY Ulster Code of Conduct, the student will be removed from appointment and the vacancy will be filled.

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Section 1: Elections

Elections for all SGO Officers, for the Student Trustee, and for the four members of the College Association Board of Directors, shall be held in the month of April. All positions shall be for the term of one year, beginning on the day following Commencement in that academic year. The election dates and times shall be announced 30 days in advance.

Section 2: Nominations

Nominations for positions shall come from the student body.  The SGO Advisor(s) shall be responsible for collecting and reviewing petitions and candidate platforms. 

Section 3: Campaigns

All candidates will be allowed to display SGO Advisor approved campaign materials in appropriate places on campus. No campaign materials will be allowed in the areas of the voting booths. 

By-Law 4.1 Campaign Rules

Campaigning activities include:

• Introducing oneself to others as a candidate.
• Marketing views, platforms, goals and ideas to others.

Campaign violations include:

• Removal of opponents campaign materials
• Any verbal, written, or other slander of an opponent
• Any activity that is deemed inappropriate or violates the SGO Constitution, By-Laws, or SUNY Ulster Code of Conduct.

Campaign violations will result in removal from the ballot.

Section 4: Run-Off Election

In the event of a tie vote, the SGO Advisor(s) shall set a date for a runoff election. The same procedures shall be followed as in a regular election except no further petitions need to be submitted.

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Section 1: Meetings

SGO weekly board meetings will be determined on a semester basis based on Officers’ and Advisor(s) availability.

By-Law 5.1Attendance/Participation

• SGO Officers and Senators are required to attend SGO Meetings.
• If an Officer or Senator of SGO has four unexcused absences for the semester, they will be dismissed from SGO.
• Special circumstances should be brought to the SGO President and SGO Advisor for review. 
• If scheduled events are missed this will count as an absence.
• Meeting and event absences totaling more than four in one semester will be grounds for automatic dismissal from SGO. 

Section 2: Special Meetings

Special meetings may be called by the SGO president in writing, or at the request, in writing, of three or more members to the SGO President. If a special meeting is called, the SGO Advisor(s) will be notified. 

Section 3: Notice of Meetings

Notice of the place, day and time of the meetings, with general description of the business to be transacted, shall be announced at least one week in advance.

Section 4: Quorum

Two SGO Officers and at least three Senators shall constitute a quorum to conduct business. All motions shall be determined by a majority vote of those members present.

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Section 1: Student Council

The Student Council, made up of representatives from each active club, shall be presided by the SGO. The Student Council shall be the venue for all student input on college student life matters. Club representation is required in order for student clubs to maintain active status and to be eligible for student activity funding.

Section 2:  Student Council Meetings

Student Council meetings are held on a monthly basis based on the availability of the SGO President, Vice President, Secretary and Advisor(s)

By-Law 6.1 Student Council

The SGO President, Vice President, Secretary and Advisor(s)  shall attend each Student Council meeting. If the Vice President or Secretary is unavailable a Senator can be sent as a proxy. 

Section 3: Voting

Club representatives shall have one vote each on the Student Council. SGO officers shall have one vote each. Members shall be present to vote. A written proxy shall be accepted.

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Section 1: Advisor

The SGO advisor shall be the Coordinator of Campus Life or his/her designee. The Advisor(s) shall serve as a consultant to SGO and render an opinion when needed.

Section 2: Parliamentary Procedures

Robert’s Rules of Order shall be the authority for decisions relating to parliamentary procedures not already provided for in these By-Laws.

Section 3: College Association

There shall be a Board of Directors of the College Association for the purpose of controlling the use of funds collected for the College Association. Members of the Board of Directors shall be of legal age, 17, by the time of the first board meeting and shall be in good academic standing. There shall be seven students on the College Association Board of Directors.. The student body shall elect four Student Association Directors.

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Section 1: Constitution

This constitution may be added to, amended, altered, or repealed at any meeting of SGO providing at least fifteen (15) days notice has been given referring to the proposed action by a majority of the voting membership.

Section 2: By- Laws

The By-Laws may be added to, amended, altered, or repealed at any meeting of SGO providing at least fifteen (15) days notice has been given to the proposed action by a majority of the voting membership.

The By-Laws cannot be added to, amended, altered, or repealed in any way that conflicts with the SGO Constitution.

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Section 1: Ad-Hoc Committees

The SGO has the power to form Ad- Hoc Committees. These committees are temporary and set up to solve a specific problem or work towards a specific goal.

Ad- Hoc Committees must be at least three but not more than five members of SGO.

Section 2: Standing Committees

Student membership is encouraged and solicited for several of SUNY Ulster’s standing committees. Students interested in serving on any of the following committees should contact the SGO Advisor.

Section 3: Affirmative Action, Equity, and Access Committee

This committee is charged with conducting a review of the College’s affirmative action policy and procedures for Federal and State compliance on an annual or semester basis. The committee is responsible for developing a college-wide program on multiculturalism and gender equity. 

Section 4: Campus Safety, Environment, and Facilities

This committee is charged with advising the Dean of Administration in the monitoring of the College’s program of safety, with particular emphasis on crime prevention and reporting and on preservation of a healthy and accessible campus environment conducive to academic learning. Committee members evaluate these areas and make recommendations for improvement strategies. They are also charged with promotion of recycling regulations and of proper procedures for the disposition of all recyclable materials. 

Section 5: Curriculum Committee

This policy-making committee is charged with considering new course offerings and programs or changes to existing course offerings and programs.  

Section 6: Planning and Assessment Committee

This policy-making committee is charged with the evaluation and review of the College’s campus-wide plan, the planning process, and assessment methods. Assessment activities are focused on educational outcomes and institutional effectiveness.

Section 7:  Ulster Community College Association

Under regulations of the State University of New York, the College will not participate financially in extracurricular activities. SUNY Ulster formed a separate, not-for-profit corporation to establish, finance, and operate faculty and student activities, known as the Ulster Community College Association. 

Membership is made up of:

(a) One director selected by virtue of their position; the Vice President for Administrative Services.

(b) Four student directors elected by the student body during the annual SGO elections in April. The President of the College has the right of veto of a studentdirector so elected, but shall provide the Association and SGO with a written explanation of said veto. Should a vacancy occur in a student directorship during the term of service, a public announcement shall be made seeking candidates and a replacement director shall be elected by the SGO officers and senators.

Eligible student members must be of legal age as stipulated by the New York State Not-for-Profit Law.

(c) Three faculty/staff directors elected by the faculty and staff through an election by the campus community, a public announcement shall be made seeking candidates, and a majority vote will determine the 3 directors. The President of the College has the right of veto of a faculty/staff director so elected, but shall provide the Association and the faculty and staff with a written explanation of said veto. Should a vacancy occur in a faculty or staff directorship during the term of service, the campus community shall immediately elect a replacement.

(d) The President of the College (or Designee), the Associate Dean of Student Services, the Children’s Center Director, the Athletic Director, the Campus Life Coordinator, the Financial Coordinator and the President, Vice President, Secretary and Treasurer of the Association Board shall be ex- officio non-voting members of the Board of Directors.

(e) In the event that a person holds more than one of the positions mentioned, or in the event one of those positions no longer exists, an an additional director shall be appointed by and from the faculty to serve.

(f) The property, affairs, business and concerns of the Association shall be vested in the Board of Directors.

The Association has two main purposes: to cultivate, promote, and encourage the development of such appropriate extracurricular activities for the academic community which will parallel the educational goals of SUNY Ulster; and to receive, manage, and control the revenues and disbursements of student activities (SGO, clubs, and athletics), day care, and workshops and special campus events.

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