ASGRC Student Government
As an integral part of the college structure, the The Associated Students of Green River College (ASGRC) handles student complaints, provides funding for campus clubs, athletics and activities and provides reports about student needs and welfare directly to the College Administration and Board of Trustees.
Interested students are encouraged to apply for an appointed position or run for office. Everyone is encouraged to vote during elections. The Associated Students of Green River College (ASGRC) president, vice president and chief justice offices are located in the Student Life Office. Stop by and see them. Student Government meetings are every Wednesday and Thursday from noon - 1 p.m. in the Emerald City Room in the Mel Lindbloom Student Union. Meetings are open, if you want to get involved come to any meeting and learn how you can make a difference on campus.
To read more about leadership opportunities, qualifications and guidelines for the ASGRC student government, please come by the campus life office to obtain a copy of the ASGRC constitution, ASGRC Bylaws, and ASGRC financial code. The Campus Life office is located on the second floor of the Lindbloom Student Center (SU 240).
S & A Fee Budget End of the Year Report
In accordance with RCW 28B.15.045 -- Intent -- 2012 c 104: "The legislature recognizes that students play an important role in recommending how services and activities fees should be expended, as the majority of members of the services and activities fees committee at each institution of higher education. It is the intent of the legislature to increase transparency, so that expenditures of revenue from services and activities fees are clearly visible and accessible to the students who pay those fees." [2012 c 104 § 1.]
The S&A Fee Budget at Green River is determined by students and staff. At every stage of the budget development, students are a majority on the committees involved.
2019 - 2020 Budget Summary
Constitution of the Associated Students of Green River College (ASGRC)
this constitution of the associated students of green river college has been adopted for the purpose of fostering and developing student responsibility, interest, and participation in the activities and programs of the grc, and is dedicated to the furtherance of general student welfare.
The name of this organization shall be the Associated Students of Green River College and the organization hereafter may be designated as GRC.
The objectives of this organization shall be to provide the opportunity for student organization, for the growth of the academic and social life of the students, and to further student relations with faculty and community.
All students of GRC shall become members of this organization with the privilege of holding office and voting in the election process. Full-time students may vote in all elections and hold any office, commensurate to their class standing. Part-time students can hold the office of Senator, and shall be permitted to vote for these offices. Part-time students cannot hold the offices of President and Vice President, but shall vote for these offices. Students registered for ten or more units of college class work at GRC shall be considered full-time students.
GRC Elected and Selected Officers
Section 1 - Membership
The ASGRC President and Vice President candidates shall be selected by an Ad hoc Election Committee and voted into office by the student body. Selected officers will be: PUBLIC RELATIONS – Chairperson, FINANCE COMMITTEE – Chairperson, BY-LAWS – Chairperson, and JUDICIAL BOARD – Chairperson (Chief Justice). There will be an additional twelve senators selected by the Executive Committee, and the Director of Student Life to serve on these committees.
Section 2 - Term of Office
The terms of elected and selected officers shall be for one academic year.
Section 3 - Vacancy in Office
The Vice President of the GRC shall become President in case the Office of President is vacated. In the case of a vacancy in the Office of Vice-President, the President shall appoint a new Vice President subject to the approval by 2/3’s of the GRC Senate vote, within two weeks after the vacancy occurs. In the event of both offices being vacated. An Ad hoc Election Committee will select from the pool of Senators to fill these positions within two weeks of vacancies.
Section 4 - Presidential Powers
The powers of the President shall be to determine general executive policy; to appoint committees and boards, subject to the approval of the Student Senate; to appoint administrative assistants; to appoint students for faculty, administrative, and trustee committees with consent of the Student Senate; to fill all appointive officers positions with the consent of the Student Senate; to sign or veto all legislation passed by the Student Senate within ten academic days of passage or they shall automatically take effect; to make and to sign contracts for GRC, with the consent of the Director of Student Life; and to perform all duties necessary to carry out executive policy related to student interests.
Section 5 - Vice Presidential Powers
The Vice President shall be the chairperson of the Student Senate; does not vote unless the Senate is equally divided; serve as a student representative to the All College Council; shall insure all legislation passed by Student Senate is conveyed to the GRC President within two academic days of passage and perform all duties necessary to carry out legislative policy related to student interests.
Section 6 - Presidential and Vice-Presidential Duties
The GRC President and Vice-President will present a collaborative state of the year address to the student body. The state of the year address will be presented within three weeks of the start of Spring quarter, in an open public format. The GRC President and Vice President will also assist in the selection process of senators stated in Article IV, Section 1 of the GRC Constitution.
Section 1 - The Appointed Officers
The Appointed Officers of the GRC shall be defined and set forth in the by-laws.
Section 2 - Duties and Terms
The duties and terms of appointed officers shall be defined and set forth in the by-laws.
Section 1 - Jurisdiction
The GRC Student Senate shall serve as the legislative body of the GRC.
Section 2 - Membership
The GRC Vice President shall be the presiding officer of the Senate, but shall have no vote unless the Senate is equally divided. The GRC President shall be an ex-officio member. Voting members shall be the Finance Committee Chairperson, Public Relations Committee Chairperson, Judicial Board Committee Chairperson (Chief Justice), and By-Laws Committee Chairperson, three Finance Committee Senators, three Public Relations Committee Senators, three Judicial Board Committee Senators, and three By-Laws Committee Senators, the Director of Student Life or his/her designee shall serve as an ex-officio member in an advisory capacity.
Section 3 - Senate Powers and Duties
The powers of the Student Senate shall be to review and approve general policy concerning activities of the GRC; to make recommendations to the GRC President and Vice President; to recommend constitutional amendments and approve by-laws for this association; to review and authorize expenditures of GRC funds; to ratify all appointments to GRC standing committees or boards; and to override the President's veto with a 2/3's vote of those voting.
Section 4 – Quorum
For purposes of legislative active membership, a quorum shall consist of 2/3s of the current Student Senate.
Section 5 – Meetings
The Student Senate shall meet twice each week of the academic year except the finals week of each quarter.
GRC Senate Committees
Section 1-Public Relations Committee
The Public Relations Committee shall consist of a Public Relations Committee Chairperson and three committee members. These members shall be selected as stated in Article IV, Section 1 of the GRC Constitution. The Public Relations Committee shall comply with Article VI, Section 1 of GRC By-Laws. The Public Relations Committee shall also be responsible for the duties stated in Article IV, Section 6, Sub-Section 1c.
Section 2-Finance Committee
The Finance Committee shall consist of a Finance Committee Chairperson and three committee members. These members shall be selected as stated in Article IV, Section 1 of the GRC Constitution. The Finance Committee duties shall comply with Article IV, Section 6, Sub-Section 1a in the GRC By-Laws and shall also comply and enforce the policies of the GRC Financial Code.
Section 3-By-Laws Committee
The By-Laws Committee shall consist of a By-Laws Committee Chairperson and three committee members. These members shall be selected as stated in Article IV, Section 1 of the GRC Constitution. The By-Laws Committee shall comply and be responsible for the duties stated in Article IV, Section 6, Sub-Section 1b and Article IV, Section 7 in the GRC By-Laws.
Section 4-Judicial Board Committee
The Judicial Board Committee shall consist of a Judicial Board Chairperson, herein referred to as Chief Justice and three committee members. These members shall be selected as stated Article IV, Section 1 of the GRC Constitution. The Judicial Board Committee shall be responsible for all duties reflected in Article IV, Section 6, Sub-Section 1d and Article VII in the GRC By-Laws.
Rules of Order
All GRC Student Senate meetings shall be governed by Robert's Rules of Order, Revised.
Section 1 - Jurisdiction
By-Laws of the GRC shall be made and amended by 2/3 vote of the Student Senate.
Section 2 - Notification of Intent
Any proposed By-laws or amendments to By-Laws must be presented in writing to each member of the Senate and read to Student Senate seven (7) calendar days before it can be voted upon. proposed By-laws and/or amendments shall be advertised around campus seven (7) calendar days prior to the By-Law or amendment being voted upon. Locations of By-Law changes will include bulletin boards in Student Programs, and other readily-seen-by-the-student-body settings. By-Laws require approval of 2/3 of the Student Senate.
Constitutional amendments may be initiated by a petition from the student body or by action of 2/3's of the Senate. In the case of legislative action, the suggested amendment shall be submitted to each senator in writing and read in a Senate meeting which must precede the meeting at which it is voted upon by at least seven calendar days. The Constitution shall be amended by approval of a simple majority of students voting in a regular or special election, provided written notice of such amendment has been published and posted for ten instructional days before each election. In addition to this, the student senate will be required to provide information sessions at a set time where the Judicial Board Committee members and the Executive Committee will be present to explain the changes to the constitution. No voting will take place at such meetings.
Initiative, Referendum, and Recall
Section 1 – Initiative
A constitutional amendment or legislative action may be demanded by a petition signed by 5% of the Student Body.
Section 2 - Referendum
A referendum action of any legislative action may be demanded by a petition signed by 5% of the Student Body.
Section 3 - Recall
Any elected official may be subject to recall upon petition signed by 5% of the Student Body.
Section 4 - Adoption
Upon receiving a petition for an initiative, referendum, or recall measure, the Senate must call a special election in not more than 15 academic days. Initiative, referendum, or recall measures require a 51% favorable majority to pass in a special election.
Section 1 - Student Interpretation
The interpretation of this constitution shall be the responsibility of the Judicial Board Committee and its By-Laws shall be the responsibility of the By-Laws Committee, subject ultimately to approval by the Board of Trustees of Green River College.
Section 2 - Guidelines for Interpretation
Any interpretation of this constitution shall be made with the view of its basic principles which are to increase and foster student responsibility, interest, and participation in the activities and programs of the Associated Students of Green River College.
This constitution shall become effective upon approval of the Student Body by a 51% simple majority vote of the ballots cast at a special election in which 5% of the student body cast ballots. This constitution upon adoption shall supersede all preceding GRC Constitutions. This constitution shall become effective immediately upon adoption of the Student Body. This constitution will be presented by the President of the college. The final authority for approval of this constitution shall rest with the Board of Trustees of Green River College.
Bylaws of the Associated Students of Green River College (ASGRC)
ARTICLE I - DEFINITIONS
Section 1 - Special Meanings
- Academic year is that period of time between the first day of Fall Quarter and the last day of Spring quarter.
- Ad Hoc Committee is a temporary committee, appointed by the Vice-President, for the purpose of completing a specified task or objective. Upon satisfactory completion of such, the committee will be dissolved.
- Appointed officers are the ASGRC Secretary, and Sergeant-at-Arms.
- ASGRC Senate shall be the only representative of students officially recognized by the Board of Trustees.
- The Disciplinary Board of Appeals is the four student members appointed by the ASGRC President and four faculty members appointed by the College President who hear and adjudicate cases referred by or appealed from the Judicial Board.
- The Board of Trustees is the five members of the Board of Trustees of Green River College, District 10, who are appointed by the Governor of the State of Washington.
- Association shall mean the Associated Students of Green River College (ASGRC) which includes the Student Senate, all recognized student organizations, and all persons who are enrolled in classes at the College.
- The College is the campus and extension centers under the supervision of Green River College, District 10.
- College is all individuals who are enrolled in classes and/or employed by the College.
- College President is the chief executive officer of the College appointed by the Board of Trustees.
- Elected and selected officers are those officers who are defined in Article IV, Section 1 of the ASGRC Constitution.
- Ex Officio is a non-voting member of a group or committee, and shall be considered a senate position.
- Freshman is a student currently enrolled at the College who has completed less than 45 credits.
- The term "may" is used in the permissive sense.
- Member is the term used to define one who belongs to, or is part of, a group.
- Membership is the term used to define the minimum number of persons composing a group.
- Official petitions for candidacy for ASGRC President and Vice President shall consist of the signatures and printed name as registered at Green River College of 50 members of the Association.
- Pro-tem is used to define any temporary position under consideration of becoming permanent.
- Probation is a condition that may be imposed upon an ASGRC officer by the Judicial Board for failure to fulfill the requirements to maintain office.
- RCW is the Revised Code of Washington.
- The term "shall" is used in the imperative sense.
- Sophomore is a student currently enrolled at the College who has completed at least 45 college credits.
- Standing committee is a permanent committee, which considers matters of an ongoing nature.
- Student is any person enrolled in classes at the College, either full or part-time.
- Student organizations are those clubs, groups, or organizations of students who are officially recognized by the ASGRC Senate.
- “Unexcused absence” shall be defined as when a member of the ASGRC Senate does not notify the presiding officer of their absence twenty-four (24) hours prior to the Senate meeting and committee meeting.
- Active: that is acting, functioning, working, moving, etc.
- Ratify: to approve or confirm.
- The Judicial Board Chairperson will be referred to as the Chief Justice.
- The ASGRC Executive Committee shall be a three person committee consisting of the ASGRC President, ASGRC Vice President and ASGRC Chief Justice.
- “Tardy” shall be defined as when an officer is not yet present when the meeting is officially called to order. Three (3) tardies shall result in an Unexcused absence.
- “Absent” shall be defined as when an officer has not arrived to the Senate meeting by the end of the committee reports; or when an officer has not arrived by the dismissal to committee meetings.
- An excused absence is allowed when arranged by the officer twenty-four (24) hours prior to their absence, at the discretion of the presiding officer; or in case of an emergency.
- An “Emergency” shall be defined as any situation that requires the immediate attention of the affected officer in order to avert negative or harmful consequences to themselves or family members, or any situation that delays or prevents their attendance that is beyond their control.
- An Impeachment is the process of the removal of an elected officer.
- The term “assist” shall be defined as: “helping with the preparation, management, and/or cleaning up of the event in question.”
- The term “Student Leadership Group Activities” shall be defined as: “Any event organized by CLEO or CAP. These events shall also include non-mandatory events organized by the ASGRC.”
ARTICLE II - ELECTIONS
Section 1 - Spring Elections
- ASGRC President and Vice President candidates will be selected by an Ad hoc committee consisting of the current President and VP, one (1) ASGRC advisor and one (1) staff/faculty member. The selected candidates will be voted into office by the student body.
- Public Relations will begin promoting applications for President and Vice President beginning the first week of winter quarter.
- Applications will be available at the beginning of week five of winter quarter and will be due at the beginning of week eight of winter quarter.
- The Ad hoc Candidate Committee shall review the applications, interview, and select the candidates to run for office by the end of week ten.
- During week one of Spring Quarter the PR Committee will introduce the candidates to the campus.
- During weeks two through five of spring quarter the PR Committee will host candidate debates, open meetings and the candidates may begin campaigning directly following their completed participation in a public relations meeting. Campaigning may continue until the closing of the voting period.
- The election shall be held during week seven of Spring Quarter. The results shall be announced on Monday of the eighth week.
Section 2 – Spring Selections
- Up to ten Senators, to include the Chief Justice, shall be selected prior to the last Senate meeting of Spring Quarter.
- Two Chief Justice candidates shall be selected by the outgoing and incoming ASGRC President, Vice President and the Director of Student Affairs, Leadership and Involvement or designee. These two candidates will come to the full senate with a speech and shall be voted on by secret ballot, plurality wins the vote.
- The ASGRC President, Vice President, and Chief Justice shall be sworn in at the last official Senate meeting of Spring Quarter.
Section 3 - Fall Selection
- The fall selection shall start within four weeks of the beginning of Fall Quarter.
- Any remaining Senator positions shall be selected in the fall and sworn in at the first official Senate meeting of Fall Quarter.
Section 4 - Jurisdiction of the Public Relations Committee and the Judicial Board
- The Public Relations Committee shall conduct, supervise, and publicize the spring elections and fall selections process as well as any special elections called by the Senate.
- The full time secretary shall review the qualifications for all candidates for the ASGRC office before swearing each in.
- The Chief Justice shall swear in all newly elected senators.
Section 5 - Filing
- All candidates for the ASGRC office must file a petition for candidacy with the ASGRC Secretary for the spring election and fall selection process by the dates printed in the candidacy packets, except for appointments by the Senate.
- The ASGRC Secretary shall give each candidate an election packet consisting of the Lindbloom Student Union Publicity and Election Rules and Regulations.
- Upon receiving the spring election packet, the student must sign a Declaration of Understanding of all campaigning rules and regulations, a petition for candidacy, an application, the Executive Committee duties and qualifications, and a petition with 50 student signatures and clearly printed names as registered at GRC.
Section 6 - Campaign Policies
- Campaign spending by candidates for ASGRC President and Vice President shall be
limited to a total of $700.00 which shall be comprised from personal finances and/or
donations for campaigning.
- No campus facilities may be used in the production of campaign materials except those that are available to every student (i.e. printer points are allowed to be used, but not Student Life Office materials).
- The Public Relations Committee shall define those areas prohibited for the display of campaign materials.
- Campaign materials may not be displayed until the Monday of the second week of spring quarter.
- The Public Relations Committee shall compose the election packet for candidates, and any violation of these rules shall result in disciplinary action.
Section 7 – Voting
- Only Association (students currently enrolled) members may vote in any ASGRC spring election.
- Online polls will be open starting at 8:00 am on Monday of week seven (7) and closing at 8:00 am on Monday of week eight (8) of Spring Quarter.
- Plurality vote wins in all cases, but candidates must achieve 20% vote of the voter
Tied elections shall be decided by special elections at the discretion of the
- Absentee voting arrangements may be made through the Public Relations Committee Chairperson prior to the Election Day.
Bylaws of the Associated Students of Green River College (ASGRC)
ARTICLE III - ELECTED AND SELECTED OFFICERS
Section 1 - Qualification to Petition for Office
- Candidates for ASGRC Senate must be enrolled in a minimum of five (5) credits per quarter while attending GRC and participating in the ASGRC. Candidates for the ASGRC must have a minimum cumulative GPA of 2.5. For students who do not yet have a GPA at GRCC, they must earn a 2.5 GPA and maintain it while in office. Candidates for the elected offices of ASGRC President and Vice President must currently have a cumulative GPA of 3.0 upon applying for the position. Candidates for President and Vice President must have accumulated at least 45 total college credits by the end of spring quarter after the elections were held.
- Candidates for the chairman positions of the four committees in the ASGRC must currently have a cumulative GPA of 2.75 and be enrolled in and complete at least five (5) credit hours per quarter.
Section 2 - Qualifications to Maintain Office
- The ASGRC President and Vice President and Chief Justice must complete four weeks of leadership training for forty hours per week or as much as allowed by budget constraints, prior to the beginning of Fall Quarter.
- ASGRC President and Vice President must maintain a cumulative GPA of 3.0 while serving their term. They must also be enrolled in and complete at least twelve (12) credit hours per quarter.
- All Senators (including chairs of committees) and Ex-officio members must be enrolled in and complete at least five (5) credit hours per quarter at GRC and maintain at least a cumulative GPA of 2.75 while holding their position.
- All officers, excluding the ASGRC President, must attend all Senate meetings and committee meetings within one quarter. Officers are allowed one (1) unexcused absence, or three (3) excused absences. Additional absences should be appealed to be excused at the discretion of the ASGRC Judicial Board.
- All standing Senators and Ex-Officio’s are required to assist in the organization of a minimum of two (2) hours or two events of Student Life activities per quarter. This excludes events directly related to ASGRC Senate, as well as any and all Club meetings. If a Senator or Ex-Officio is a member of a Club, events facilitated by this club cannot be counted towards attendance. Senators and Ex-Officio’s are required to report attended activities within three school days to their chairperson. Once a senator has completed their attendance form they must sign it, have their chairperson sign it and turn it in to the By-laws chairperson by the final committee meeting or the quarter. Failure to complete the requirements stated in ASGRC By-law Article II, Section 2, Subsections 1-6 will result in probation the following quarter.
- Ex-officio members must attend senate meetings and must also attend a weekly committee meeting determined by the executive staff.
- Ex-officio members must adhere to the same attendance policy as senators (stated in Article II, Section 2, Subsection 3 of the ASGRC By-laws).
Section 3 – Probation
- The Chief Justice must notify an officer who has failed to meet the requirements to maintain office within one (1) week in writing, from notification of the By-law violation.
- No officer shall be deprived of his/her normal power while on probation.
- Members may only be placed on probation once per term of office. Any further violations shall result in expulsion by the Judicial Board.
- Officers on probation for violating ASGRC By-law Article III Section 2, Subsection 2 and 3 shall have until the next official release of grades to meet the requirements of the aforementioned by-law.
- Officers who are on probation for violating ASGRC By-law Article III, Section 2, Subsection 4 may not have any unexcused absences or tardies and may have only one (1) excused absence while on probation.
- Officers who are on probation for violating ASGRC By-law Article III, Section 2 Subsection 5 shall have until mid-term of the following quarter to make up their missed activities by assisting in the organization of a qualifying activity.
- Officers shall be immediately reinstated when the conditions for the By-law they violated are satisfied.
- Failure to complete the probation requirements stated in the ASGRC By-laws Article II, Section 2 Subsections 4-7 in the time periods stated shall result in removal from ASGRC Senate. If a time period is not specified then the conditions must be met by the end of the quarter in which the probation is received.
Section 4 – Class Representatives
- Class Representatives shall be appointed by a majority vote of the Senate no later than November 30th of the fall quarter. In the event of nonperformance of the responsibilities associated with any Representative, any class Representative, may be removed from office by a 2/3's vote of the Senate.
- The Sophomore Representative shall serve as the intermediary between student senate and the official campus newspaper, by presenting a monthly report to both.
- The Freshman Representative shall be in charge of all social networking sites affiliated with ASGRC. The social networking sites shall be used as a tool to keep the student body informed in regards to the ASGRC and shall be updated weekly.
- All class Representatives must uphold the same attendance and G.P.A. policy as senators (Reference Article II, Sections 1, 2.). When in violation of these policies, class Representatives shall be subject to the probationary procedure in Article II, Section 3.
The Sophomore and Freshman Representatives are to report to the ASGRC President on committee days, attend senate meetings, and senate training events.
- A senator who is serving for the current academic year and who will be graduating is allowed to keep his or her position during spring quarter of the given academic year even if he/she does not meet the credit requirement for holding office. The senator is still required to uphold the GPA standard and must be currently enrolled at GRC.
Section 5 - Petition Process
- This section shall apply only to affairs within the ASGRC Senate.
- An officer who has been found in violation of the ASGRC Constitution or By-Laws may submit an appeal to the Judicial Board. The officer must notify the Chief Justice of their appeal within one (1) business day from the time they become aware of the violation.
- The Petition packet must be completed and turned in to the Chief Justice by the beginning of the next committee meeting. If the next committee meeting is less than four (4) business days away the petition packet may be turned in at the following committee meeting.
- Once the Judicial Board has received the petition they have one week to review to make a determination.
- No officer shall be deprived of his or her normal power during the petition process.
- The process to fill the vacant seat as stated in Article II, Section 6 in the ASGRC By-laws shall continue during the petition process.
Section 6 – Vacancies
- Vacancies in the offices of ASGRC President and Vice President shall be filled in accordance with Article IV, Section 3 of the ASGRC Constitution.
- In the event that the office of Sophomore or Freshman Class Representative becomes vacant, the Senate shall appoint a new Senator, and elect a Class Representative from among the eligible Senators.
- All vacant senatorial seats (offices) shall be filled by a majority vote of the Senate within one (1) academic month of the time of vacancy.
- A written resignation of a senatorial position must be turned in two weeks before vacating office.
Section 7 – Senate Election Procedures of Class Representatives
- This section shall apply to the election of Class Representatives.
- All elections shall be conducted by secret ballot.
- Ballots shall be prepared and distributed to all voting members of the assembly by the Sergeant- at-Arms in conjunction with the ASGRC Vice President.
- The Vice President shall be allowed to vote as provided for in Robert’s Rules of Order.
- Each position shall be voted on separately.
- The ballots shall be counted by the ASGRC Secretary and the outcome announced by the Vice President.
- All students appointed to and by the ASGRC Senate shall experience a one week probation period during which the Judicial Board shall review the qualifications of the appointee(s).
Section 8 – Selection Procedures
- Upon self-nomination for a Senate position, candidates must pick up an application packet from the Student Life Office.
- After completion of the application packet, the candidate then must schedule an interview with Executive Committee, which consists of the current ASGRC President, Vice President, Chief Justice, the newly elected ASGRC President and Vice President, and the Director of Student Services, Leadership and Involvement or designee. Furthermore, if there are any applicants after the spring elections, the Executive Committee consists of that current year’s ASGRC President, Vice President, Chief Justice, and Director of Student Services, Leadership and Involvement or designee.
- Vice President shall announce the selected officers for the Senator positions.
Section 9 – Senatorial Terms
- The term of office for Senators shall end at the end of the given academic year.
- The term of office for President and Vice President elected in Spring shall be one academic year.
ARTICLE IV - APPOINTMENTS
Section 1 – Appointed Officers
- The duties of the ASGRC Secretary shall be to handle and keep on file all ASGRC correspondence, reports, and minutes. For specific duties, refer to the job description on file in the Student Programs Office.
- The duties of the Parliamentarian shall be to make sure that Parliamentary Procedure, as defined in Robert’s Rules of Order and the ASGRC Bylaws, is adhered to during Senate meetings. Furthermore, the ASGRC Chief Justice shall hold all the Parliamentarian duties.
- A Sergeant-at-Arms shall be appointed to preserve order during all Senate meetings and special meetings. If a senator acts out of order and fails to respond to orders from the chair, the Sergeant-at-Arms shall eject him/her from the meeting at the request of the chair. A total of two ejections shall result in immediate investigation and possible probation by the Judicial Board. A total of three ejections shall result in dismissal from office by the Judicial Board. The Sergeant-at-Arms shall also assist the ASGRC Secretary in the distribution and collection of materials to the Senate and guests.
- The ASGRC secretary position shall be filled by the Student Life program specialist. See job description on file.
- The Sergeant-at-Arms shall be nominated by the ASGRC Vice President at the first third official Senate meeting of the Fall Quarter, at which time the Senate shall either ratify or reject the aforementioned nominations.
- To be officially recognized as an Ex-officio member of the ASGRC senate after the initial selection process, students must request an application. Applications must be returned to the ASGRC Vice President in order to be added as an item in the agenda of the upcoming senate meeting. The applicant will then become a Ex-officio.
- An Ex-officio Senate member is a non-voting member of the ASGRC Senate. The powers of the ASGRC Ex-officio Senate members shall be to review general policy concerning activities of the ASGRC; to make recommendations to the ASGRC
- President and Vice President; to review constitutional amendments and by-laws for this association and to review expenditures of ASGRC funds.
Section 2 – Ad Hoc Committees
- Committees shall be formed, when necessary, to facilitate the working of the student body.
- Vice Presidential committee members shall be nominated by the ASGRC Vice President and ratified by the Senate.
- The ASGRC President may appoint ad hoc committees, of which no ASGRC Senator may be a member.
- The committee chairperson shall be responsible for:
- Representing the committee to the Senate
- Running the meetings
- Selecting non-voting members, upon approval of the committee
Section 3 - Impeachment
- Appointed officers and Ad Hoc Committee members may be removed from office by a 2/3’s majority vote of the Senate.
- The business of the Senate shall be conducted according to Robert’s Rules of Order.
- A special absentee ballot may be utilized by Senators who are not present at weekly or special meetings. This in no manner shall excuse the Senator from the missed Senate meeting, or change the attendance policy.
ARTICLE V - STUDENT SENATE
Section 1 – Rules of the Senate
- A document stating how that Senator would vote on each prospective bill may be given to the ASGRC Secretary prior to the normal Senate voting procedures. Absentee ballots accepted after the vote on that issue has been taken, shall not be counted.
- The document must be signed by the absent Senator, and sealed in an envelope when presented to the ASGRC Secretary. Unsealed or unsigned ballots shall not be accepted.
- At the time of the vote, the ASGRC Vice President shall open the sealed ballot, count the vote, and announce to the Senate how the absent Senator voted.
Section 2 – Weekly Meetings and Committee Meetings
- The Senate shall meet at least twice each week during the academic year, except during finals and breaks in the academic year. Wednesdays shall serve as ASGRC committee meetings and Thursdays shall serve as business meetings.
Section 3 – Special Meetings
- Special meetings may be called by either the ASGRC President or Vice President. Should the ASGRC President or Vice President call a special meeting, their attendance is required. Individual contact must be made with each Senator to qualify as prior contact.
- Without 24 hours prior notice, a Senator’s absence shall be counted as unexcused.
- Attendance requirements of special meetings shall be as stated in Article II, Section 2, Sub-section 3.
Section 4 – Order of Business
- The order of business at Senate meetings shall be:
- Call to Order
- Roll Call
- Approval of Minutes
- Unfinished Business
- New Business
Section 5 – Submission of Bills to Senate
- First Reading
- The bill must be presented to the chairman of the Senate at least two days prior to the formal meeting, at which time the bill will be assigned an exclusive bill number by the ASGRC Secretary and be presented to the senate at a formal meeting.
- The bill will be read to the Senate in its entirety, under new business including the name(s) of the proposing senator(s).
- Reading of Bills to the Finance Committee
- After the bill has been read for the first time under new business at a formal Senate meeting, the bill goes to the Senate Finance Committee for research, discussion, and recommendation back to the Senate. This is done during the Finance Committee’s meeting one day prior to the next official Senate meeting.
- Second Reading
- After appropriate committee action the bill will be resubmitted to the Senate under old business at the following formal meeting.
- Discussion and normal voting procedures shall follow.
Section 6 – Standing Committees
- The Senate Finance, By-Laws, Public Relations, and Judicial Board committees shall be considered standing committees.
- The Senate Finance Committee shall review all requests for monies which includes research and shall be responsible for the development of the budget for the next fiscal year.
- The Senate By-Laws Committee shall review all ASGRC By-Laws and shall be responsible for the development of the ASGRC By-Laws, subject to the approval of the Senate.
- The Senate Public Relations Committee shall be responsible for communications between the ASGRC Senate and the student body, and for facilitating Spring elections as stated in Article VI, Section 1 in the ASGRC By-Laws.
- The Judicial Board shall be responsible for investigating issues that are voiced by both day and evening students, to hear and adjudicate cases, charges, and/or interpretations as requested to do so by any student, handle all funding requests from clubs, and request by the ASGRC secretary or delegate of qualifications of all elected and selected officers of the ASGRC.
- The Executive Committee shall have the final authority in deciding committee members, the membership of each committee should consist of four members; one chairperson and three Senators.
- Attendance requirements of special meetings shall be as stated in Article II, Section 2, Subsection 5.
Section 7 – By-Laws Changes Through Senate
- The By-Law Committee shall make and review proposed By-Laws changes for constitutionality Once reviewed, the By-Law changes will follow Article IX, Section 2 of the Constitution through approval by the Senate
Section 8 – Requesting Item on Senate Agenda
- If a party wishes to present at an official Senate meeting he/she must meet with the ASGRC Vice President for approval of request and set a presentation date. Sole discretionary power lies with the ASGRC Vice President to approve or deny any presentation request.
ARTICLE VI - RULES AND REGULATIONS
Section 1 - Enforcement of College Regulations
- The Judicial Board shall be responsible for the enforcement of College policies, rules, and regulations among members of the ASGRC.
- The penalties which the Judicial Board may impose shall be:
- Warning: A written statement to the defendant that he/she is violating or has violated College rules and that continued violations may be cause for disciplinary action.
- Restitution: Compensation of losses for damage to College property. Monetary fines to a maximum of seventy-five dollars per individual and fifty percent of the organization’s remaining yearly budget. This money is to be deposited into the Executive Branch of ASGRC line 1311 in the 522 Budget.
- Disciplinary proceedings before the Judicial Board may be initiated by any member of the campus, excepting members of the Judicial Board.
- The Judicial Board may refer any issue directly to the College Disciplinary Board of Appeals as provided by WAC guidelines.
- The defendant shall be subpoenaed at least ten (10) academic days prior to the proceeding indicating the nature and basis of the charge and the penalties which may be attached.
- The Chief Justice shall, within three (3) academic days of receipt of a charge, issue notice to the members of the Judicial Board calling for a session. Sessions shall be held within ten (10) academic days of issuance of the notice.
- All members of the Judicial Board must be present at a session to render its decision valid.
- No member of the Judicial Board shall participate in any case in which he/she is defendant, plaintiff, witness, or has a direct interest or knowledge.
- A Judicial Board member's eligibility to participate in the proceedings may be challenged by parties to the case or by other Judicial Board members. Decisions in this regard shall be made by the Judicial Board or by action of the ASGRC Senate.
- The Judicial Board shall use such findings of fact to ensure a fair hearing and just decision.
- Each party shall have an opportunity to:
- To question the opponent's witnesses.
- Testify and/or present evidence and witnesses.
- To rebut the opponent's testimony and/or evidence.
- A session may be recessed at any time by the Chief Justice subject to the approval of the Judicial Board. No recess may exceed three (3) academic days.
- The defendant has the right to be represented by a peer, faculty member, or legal advisor of his choice during all stages of the proceeding.
- If the defendant intends to have legal aid, the Judicial Board shall be notified at least three (3) academic days prior to the scheduled hearing.
- Normally, proceedings will be open to all members of the College.
- A session may be closed upon request of the defendant or by a majority vote of the members of the Judicial Board.
- The Judicial Board may exclude from the hearing those guests who are disruptive of the proceedings.
- The judgment of the Judicial Board shall be sent to the Executive Vice President or designee.
- Only the Judicial Board and the Executive Vice President’s office or designee shall maintain files of disciplinary records.
- Disciplinary records shall be destroyed after one calendar year from the rendering of the decision.
- The defendant shall be provided with a copy of the findings and decisions of the Judicial Board, and may appeal the decision to the Administrative Board of Appeals.
- Where the decision of the Judicial Board is not appealed, any monetary penalty shall be discharged within ten (10) academic days of written notification of the Judicial Board’s decision or a further penalty may be imposed, unless extra time is granted by the Judicial Board.
- Witness shall be given written notice a minimum of five (5) academic days before the
Section 2 - Interpretation and Enforcement of ASGRC Constitution and By-Laws
- The Judicial Board shall have the authority to interpret all Constitutions and By-Laws Committee shall have the authority to interpret all By-Laws of the Association.
- The By-laws Committee shall add any changes that were made in the By-laws in the “Former By-laws”. This must be done within two (2) weeks after the change has been approved by the ASGRC Senate. This must be done systematically by Article number, date, quarter and year.
- The Judicial Board shall be responsible for the enforcement of all Constitutions of the Association and By-Laws Committee shall be responsible for the enforcement of all By-Laws of the Association.
- Interpretation and enforcement proceedings of the Senate may be initiated by any member of the association excepting members of Senate.
- Requests to Senate to change the By-laws shall be submitted in writing to the Chief Justice, stating the matter being questioned and the portion of the Constitution which it is alleged to be in conflict. Requests to the Senate shall be submitted in writing to the By-laws Committee.
- The Chief Justice and/or the By-Laws Committee Chairperson shall, within five (5) academic days of the receipt of the request, issue notice to the members of Senate, calling for a session. Sessions shall be held within fifteen (15) academic days of issuance of the notice.
- The Senate shall have authority to disqualify any candidate running for office in an Association election who is found guilty of breaking rules set forth in the By-Laws.
- The By-Laws Committee shall have the authority to ratify all By-Laws based on its interpretation of the constitution and existing By-Laws.
Section 3 - Review of ASGRC Elected Officers
- The ASGRC secretary or delegate has the authority under Article V, Section 6, Sub-Section 1d of the ASGRC By-Laws to " request qualifications of all elected and selected officers of the ASGRC each quarter." Such proceedings may be initiated by any member of the Judicial Board. The ASGRC secretary or delegate will review:
- Total accumulated credit hours and/or;
- Records of attendance of an ASGRC senator at meetings of the Senate or;
- G.P.A. status
- This information described in number one shall be provided to the Chief Justice and forwarded to the members of the Judicial Board.
- All such information shall be considered confidential.
- The Judicial Board shall have the authority to place on probation or dismiss from office any ASGRC elected or selected officer who fails to fulfill the requirements to maintain office.
- In the event an elected or selected officer is placed on probation or dismissed from office, the only information which shall be made public shall be the action taken by the Judicial Board and the requirements which the officer failed to fulfill.
- Affected officers shall have the right to request a hearing of the Judicial Board to reconsider the Committee’s action. No request shall be considered unless it is submitted in writing to the Chief Justice within five academic days of the written notification of the affected officer.
- The Chief Justice shall, within three (3) academic days of the receipt of the request, issue notice to the members of the Judicial Board calling for a session. Sessions will be held within ten (10) academic days of issuance of the notice.
- The Judicial Board shall follow procedures consistent with those set forth in Section 2, of this Article.
Section 4 – Appeals
- Appeals of the Judicial Board rulings shall be considered by the College Disciplinary Board as specified by WAC guidelines.
ARTICLE VII - CLUBS AND ORGANIZATIONS
Section 1 - Renewing Recognition
- To renew ASGRC Recognition a club must submit to the Clubs and Organizations Coordinator:
- A Renewal of Recognition form
b. The 10 member list with student ID numbers.
- A current copy of their constitution approved by, and on record with the Judicial Board.
Section 2 - Obtaining Recognition
- To receive ASGRC recognition, a club must:
- Show 10 or more active students.
- Submit a club constitution to the Clubs & Organizations Coordinator for review and approval.
- All organizations/clubs will be permitted the authority to impose a GPA standard on its official members, subject to the he approval of the Senate. Non-voting club members shall be excluded from the GPA requirement.
Section 3 - Mandatory Meetings
- All groups are required to attend all meetings of the Inter-Club Council unless otherwise approved by the Manager for Student Activities and Programs.
- The Manager for Student Activities and Programs shall be the Chairperson of the Inter-Club Council.
- The Inter-Club Council shall meet at least one time per quarter during the regular academic year.
- All clubs and organizations shall attend mandatory training as determined by the Clubs and Organizations Coordinator.
Section 4 – Funding
- Clubs must submit their Activity/Event Proposal forms to the Clubs and Organizations Coordinator at least five weeks in advance of their event. They must then meet with the ASGRC Judicial Board to get funding approved for their activity. The Finance Committee has the authority to approve or deny the requests at this meeting.
- Organizations are differentiated by participating in the annual 522 Budget process and have their own allocated budget line that does not need additional Finance Committee approval.
- In the event that there are more requests than the Finance Committee can reasonably approve in a timely manner, the Judicial Board may also approve funding requests from clubs.
Section 5 - Suspended Clubs and Organizations
- The Clubs and Organizations Coordinator shall have the power to suspend the charter of any group which fails to:
- Attend two consecutive meetings of the Inter-Club Council.
- Register the names of its officers with the Clubs and Organizations Coordinator.
- Conduct a program for one year.
- Comply with its constitutional purpose, actual or implied as interpreted by the Judicial Board.
- Comply with or deliberately violates ASGRC Senate policy.
- Such action by the Clubs and Organizations Coordinator may be appealed to the Senate.
- Suspended clubs and organizations shall not be eligible to receive ASGRC budget subsidization, have any calendar dates, or conduct any business in the name of the ASGRC for one (1) academic year.
ARTICLE VIII - OTHER COMMITTEES
Section 1 – Technology Fee Committee
- Voting members of the technology fee committee are:
- Representing staff and administration:
- Vice President of Information Technology
- Chair of Instructional Council or designee
- Director of Library and Learning Resources
- Representing student body:
- ASGRC Judicial Board Committee Chairperson (Chief Justice)
- ASGRC Vice President
- Three students appointed by the ASGRC Executive Committee
- Non-voting members include:
- ASGRC President
- Dean of Campus Life or designee
- Representing staff and administration:
- The ASGRC Executive Committee shall appoint three students to serve on the Information Technology Fee Committee for the duration of the academic year. The executive committee must make all three appointments by the end of the fourth full week of fall quarter. If an appointed position becomes vacant, the Executive Committee shall appoint another student to fill the vacancy.
- To maintain accountability as a student initiated fee, the Technology Fee shall be subject to approval of the ASGRC Senate every two (2) years. The Senate at such times shall make a recommendation to maintain the fee, adjust the fee, or revoke the fee as decided upon by a two-thirds vote of the Senate and approved of by the ASGRC President.
- The Technology Fee Committee shall be governed according to the Technology Fee Committee By-laws.
Section 2 - Fee Review Process
- To maintain accountability as a student initiated and maintained fee, the Technology Fee shall be subject to review and approval of the ASGRC Senate at least every two (2) years. The technology fee may be reviewed more often at the discretion of the Technology Fee committee. The first review shall occur in Winter 2007. The process for review shall be as follows:
- The Technology Fee Committee Chair shall lead the committee through a review and call for a majority vote by the Committee on a recommendation. The chair or designee shall present this written recommendation to the ASGRC Vice President a minimum of two (2) days prior to its official presentation to the ASGRC Senate.
- The Technology Fee Committee Chair or designee shall present both oral and written information on fee usage as well as a recommendation to maintain, increase, decrease, or revoke the Technology Fee to the ASGRC Senate. The information and recommendation shall be presented no later than the fourth week of winter quarter of the year during which the fee is being reviewed.
- The Technology Fee Committee Chair or designee shall be present at the senate meeting following the official presentation of the Technology Fee Committee recommendation.
- Senate’s decision is given to the ASGRC President within three (3) academic days for review and recommendation.
- Approval of Technology Fee Committee’s Recommendation
- If both the Senate and the ASGRC President approve the Technology Fee Committee’s recommendation, it shall then be passed to the Dean of Student Services and Retention, the Executive Vice President, and the Board of Trustees for final approval.
- If the Senate approves the Technology Fee Committee’s recommendation but Senate’s approval is vetoed by the ASGRC President, and the veto is challenged, then it shall be returned to the Senate. If the Senate re-confirms its decision by a two-thirds (2/3) vote then the Technology Fee Committee’s recommendation shall be passed to the Dean of Campus Life, the Vice President of Student Affairs, the College President, and the Board of Trustees for final approval.
- If the Senate approves the Technology Fee Committee’s recommendation by Senate’s decision is vetoed by the ASGRC President, and the veto is not challenged, then the recommendation shall be returned to the Technology Fee Committee for revision.
- Rejection of the Technology Fee Committee’s Recommendation
- If both the Senate and the ASGRC President reject the Technology Fee Committee’s recommendation it shall be returned to the Technology Fee Committee for revision.
- If Senate rejects the Technology Fee Committee’s recommendation but Senate’s decision is vetoed by the ASGRC President, and the veto is challenged, then it shall be returned to the Senate. If the Senate re-confirms its decision by a two-thirds (2/3) vote, then the recommendation shall be returned to the Technology Fee Committee for revision.
- If the Senate rejects the Technology Fee Committee’s recommendation but Senate’s decision is vetoed by the ASGRC President, and the veto is not challenged, then the Technology Fee Committee’s recommendation is passed to the Dean of Campus Life, the Vice President of Student Affairs, the College President, and the Board of Trustees for approval.
Section 3 – Executive Committee
- The ASGRC Vice President and Chief Justice must report all proposed Financial Code changes to their respective branches, within 7 days from the date of consultation with the Director of Student Affairs, Leadership and Involvement who will then present it to the Dean of Campus Life.
Section 4 – Commencement Speaker Committee
- Voting members of the Commencement Speaker Committee are:
- Representing Student Body
- President (chair)
- ASGRC Vice President
- ASGRC Two Students appointed by the ASGRC Executive Committee
- Representing the Staff and Administration
- Commencement Coordinator
- One faculty member appointed by the ASGRC Executive Committee
- Director of Student Activities & Engagement
- The ASGRC Executive Committee shall appoint two students to serve on the commencement speaker committee that plan to not be the commencement speaker. The ASGRC Executive Committee must make all appointments by the end of the third full week of spring quarter. If an appointed position becomes vacant, the Executive Committee shall appoint another student to fill the vacancy.
- In the event that a student on the Commencement Speaker Committee would like to apply to be the commencement speaker, that student will be replaced by another student appointed by the ASGRC Executive Committee.
- The Commencement Speaker Committee shall choose the selection process of the speaker by the fourth full week of spring quarter and shall choose a speaker by the eighth full week of spring quarter.
ARTICLE IX - DATE TO TAKE EFFECT
All of the alterations to the ASGRC Constitution By-Laws by the By-Laws Committee shall become effective immediately upon approval of the Senate, unless a longer duration of time is added to the motion by the sponsoring senator or senators.
All changes or alterations of the ASGRC By-Laws that are typographical, spelling or formatting in nature are to be done by the Senate Secretary without the formality of By-Law deliberation.
522 Financial Code for Associated Students of Green River College (ASGRC)
In compliance with Washington State law, Green River College has established the Service and Activities Fee (522 Fund) into which shall be placed fees and revenues received by the College in connection with Campus Life and activities of Associated Student Government, intercollegiate athletics, recreation programs, performing and cultural arts programs, publications, radio stations, clubs, and organizations.
All funds gathered and expended in the 522 Fund are subject to the policies, regulations and procedures of the Board of Trustees, the State Board for Community College Education, and the Budget and Accounting Act of the State of Washington.
The legal responsibility for the Service and Activities fee monies rests with the Board of Trustees. The President has delegated to the Vice President of Student Affairs and/or Dean of Campus Life the responsibility of overseeing the fund.
This code is part of the administrative procedures of Community College District 10 for the purpose of properly maintaining public funds.
The purpose of this Financial Code is to carry out the provisions indicated in the preceding introduction, while at the same time providing for the effective administration of the Campus Life Office.
The raising and expending of 522 funds by Green River Student Life organizations has the objective of enhancing the general educational experience and maximizing the success of every student by providing a meaningful variety of wellness focused, educational, cultural, recreational and social programs, activities, and services.
Section 1 – Source of Funds
Service and Activity funds are received from four sources:
- Student fees which are paid at registration.
- Revenues from activities sponsored by Campus Life and/or organizations.
- Interest income.
Section 2 – Use of Funds
- Funds in the 522 accounts are to be used only for Campus Life and Activities at Green River College.
- Those in charge of an activity may determine how budgeted monies are to be spent so long as the expenditure is not in violation of college policies or applicable state and federal laws.
- Prizes can be awarded for service or contests using 522 funds with the following criteria:
- Prize value is limited to a maximum of $50 per prize with a maximum of $100 per event
- Prize must be a certificate for a campus activity or an on campus service or product (i.e. Gator Grille, Paper Tree Bookstore, Campus Life activity). * Subject to prior approval from the department involved.
- Prizes may only be awarded to currently enrolled students. Exceptions are subject to approval from the Dean of Campus Life.
- Contest rules must be submitted in detail for approval. At the end of the contest the winner(s) name(s) and SID numbers must be submitted to the Student Life Office.
- No 522 funds may be used for professional or classified staff salaries and/or stipends, unless it is voted on and approved by the Campus Life budget team and approved by the ASGRC Senate.
- All activities using 522 funds for food MUST have a sign-up sheet prior to events or collected at the event with all participants listed.
- Events will be evaluated on participation and sign-ups and can be subject to cancellation by the Dean of Campus Life.
Section 3 – Accounting and Reporting Responsibility
- It shall be the responsibility of the Vice President for Business Administration, under the direction of the College President, to maintain proper accounting of financial transactions of all 522 monies and to provide monthly reports to the administration, students, and other interested parties.
- Separate accounts shall be kept on each activity and related information is available to interested parties during regular Campus Life office hours
Section 4 – Deposits and Expenditures
- All funds collected or revenues produced by or through Campus Life shall be deposited with and/or expended through the business office of the College.
- The official records of all monies for Campus Life and its subsidiary units are maintained by the business office.
- All monies collected as a result of any Campus Life activity, funded or non-funded, must be turned into the Student Life Program Specialist II or the Clubs & Organizations Program Coordinator at the end of the event. If it is after office hours, on a weekend, or on a holiday, such monies must be deposited at the end of the event by Campus Safety into the safe in the cashier’s office located in the Student Affairs Building These funds may not be held by any club member or advisor for more than 24 hours.
- Funds are to be deposited with the Student Life Program Specialist II or the Clubs & Organizations Program Coordinator as described. At this time, a receipt will be issued indicating the date, account to which the monies are to be credited, and such other information as will facilitate the accounting of these monies. If funds are directly deposited with the Cashiers Office the receipt must be turned in to the Student Life office within 3 business days.
- No disbursements for any account are made except by checks prepared by the business office. No revenue monies may be expended until they are properly deposited and recorded in the business office and checks prepared in a routine manner. Cash is not available for purchases.
Section 5 Voluntary Student Fees
- A voluntary student fee must be initiated and approved by the ASGRC senate before proceeding to an Associated Student Body vote. 5% of the student body must cast a ballot in which a 51% majority is needed to pass the referendum. The authority to determine the use of the fee is left solely to students and it must be used for “student purposes”. The duration of such a voluntary student fee is two (2) years and will be reviewed thereafter by the ASGRC Student Government to increase, decrease, eliminate or retain as is with the exception of any voluntary student fees assessed for building projects.
Section 1 – Funded Organizations
- Any activity whose basic aim is to promote the objectives of the Financial Code may be recognized as a funded activity upon approval of the Student Senate.
- Recognized student organizations may be formed to promote any legal purpose, as stated in the by-laws.
- Student organizations must be open to all students, except in cases which the ASGRC Senate determines there exists reasonable justification for exceptions directly related to the purpose of the organization.
- The membership of student organizations must be composed solely of currently registered students at Green River College. Faculty, staff, administrators and alumni may hold non-voting associate membership.
- The fact that a recognized student organization provides a service to its members or the College in general is justification for providing the organization with funds to the limit that resources are available in the budgeting process. For specifics regarding Church/State Issues and Student Services, and Student Political Issues see the sections after Article IV Section 1 – Funded Organizations.
- Donations using 522 funds are prohibited.
- Seed money from a 522 fund can be used for fundraising activity. The money used to pay for expenses of a fundraiser will be deducted from the total amount raised at the end of the fundraiser. The remaining fundraised dollars will be placed in the club or organization’s fundraising account (Foundation account). All fundraised dollars over $100 carry over to the following fiscal year if not used by June 30th
- Clubs which have similar purposes shall be reviewed by the Director of Student Activities & Engagement. Already funded programs cannot receive club funding.
- Fund-raising projects of student organizations are subject to the approval of the Director of Student Activities & Engagement and/or the Dean of Campus Life.
- Funds generated in any manner by a recognized student organization will be held in trust by the College. (Refer to Article III, Section 4 Deposits and Expenditures.)
- The fiscal affairs of all recognized student organizations are subject to the provisions of this Code. Violations of this Code by a student organization shall be cause for referral to the appropriate College body or official and violators will be subject to discipline as the Dean of Campus Life deems appropriate.
Section 2 – Funding Option
- See ASGRC Club Funding Policy (By-Laws).
- Clubs & Organizations receiving funding shall not be entitled to carry a balance forward at the end of the fiscal year. Funds remaining shall revert to the 522 Reserve Fund. Fundraised dollars exceeding $100.00 can be carried forward providing all expenses have been paid
CHURCH/STATE ISSUES AND STUDENT SERVICES (revised 2/03)
by W.Howard Fischer, Sr. Assistant Attorney, Education Division
Recognition: Religious groups must be given recognition on the same basis as (“Indirect aid”) other student groups, without regard to the religious nature of their activities or the content of their speech. Healy, 408 U. S. 169 (1972). S&A Funding: A college may consider requests for S&A funding by recognized (“Direct aid”; S&A student groups with a religious orientation. Fees are for the Express purpose If S&A funds are made available to recognized student groups for of funding student group activities, religious student groups may also receive such services and funds for their activities, including religious activities. Programs at the Rosenberger, 515 U.S. 819 (1995); Prince, 303 F.3d 1074 (9th Cir. Institution) 2002) Programs at the
Accounting: In the case of fundraising projects that have used S&A funds as “seed money”, all revenues are then commingled with state funds and are under college and state spending restrictions of public funds. In the case of fundraising projects that have not used S&A funds as“seed money”, all revenues should be held in a separate college “trust “ account.
- Where a college allows student groups to use campus facilities, it must permit the same use to religious groups upon the same (fee or non-fee) basis. Widmar, 454 U.S. (“Indirect aid”) (1981).
- A college may not close its facilities to recognized student groups desiring to use facilities for religious worship or discussion. Widmar, 454 U.S. 263 (1981).
- Religious activity, however, should not take place on a public campus with such frequency or regularity that the college may be perceived to have endorsed the religionc involved. See AGO 1978, No. 10; AGO 1995, No. 3. The College has an ability to establish reasonable time, place and manner restrictions on the use of its facilities.
Outside Affiliations: The Washington State constitution prohibits student groups from sharing office space and materials with off campus religious organizations.
College Logo: Religious clubs or organizations may not use letterhead of the college. It gives an impression that the college is endorsing religion and is violative of the federal and state constitutions.
College materials & equipment: When a college offers student body clubs time, supplies and AV and other equipment to convey their club messages, the time, supplies and equipment are a “forum” and access cannot be denied to religious clubs or organizations based upon the religious content of their speech. Prince, 303 F.3d 1074, 1091-92 (9th Cir. 2002)
STUDENT POLITICAL ISSUES-September 2009
By David Stolier, Sr. Assistant Attorney General & Chief Education Division
and Dr. Mari Kruger, Pierce College Puyallup & CUSP Past President
Student Political Clubs: S&A fees are public funds, subject to control by the Board of Trustees and expenditure by the college’s student life administrator. They may be used to fund officially recognized student political clubs or organizations.
Recognition: Student political groups should be given recognition on the same basis as other student groups, without regard to viewpoint.
Recognition Procedures: Funding may include fees for political speakers, travel expenses and other relevant club activities as deemed reasonable by the institution. Activities of clubs or student political groups should be approved or sanctioned by the student government association in advance of expenditures and off-campus speakers subjected to a college off-campus speaker policy. "Programs devoted to political or economic philosophies shall result in the presentation of a spectrum of ideas." RCW 28B.15.044. Political student clubs or groups may use college letterhead if officially sanctioned.
Facilities Use: Student political clubs or groups may use college facilities in the same manner as other officially recognized student clubs or groups even if the use is political in nature.
The college can establish reasonable time, place, and manner restrictions on the use of its facilities. Therefore, if political use is dominating the facility and impacting the use by others, such use may be limited.
Political student groups and off-campus political groups may post, vend, and distribute in the same manner as non-political groups, per college WACs and practices regarding reasonable time, place, and manner restrictions on the use of its facilities. Application of such policies must be content-neutral and uniform.
Lobbying with Public Funds: "Lobbying" means to attempt to influence the passage or defeat of any state
legislation. "Legislation" means matters pending or proposed in either house or matters that may be the subject of action. "Attempt to influence" includes legislative staff as well as legislators.
- State agencies are prohibited from using, directly or indirectly, public funds for lobbying, unless (a) expressly authorized by statute (rare); (b) officers, employees or students are communicating with a member at that members' request; or (c) communicating a request for legislative action or appropriation through proper legislative channels. "Proper legislative channels" include contacting a legislator in person; attending a legislative hearing; or lobbying legislators on campus. Such activity should be included in the institution's quarterly report. Student government associations or its equivalent are an exception and are allowed to lobby per item #3 below.
- State agencies are permitted to (a) provide information or communicate on matters related to official agency business to any elected official or officer or employee of a public agency, including the legislature; and (b) advocate the official position or interests of the agency. Again, these are reportable.
- Student political clubs or groups must consult with the Student Life Office so any lobbying activity may be included in the institution’s quarterly Public Disclosure Commission report.
- Voluntary student fees and services and activities fees may be used for lobbying by a student government association or its equivalent and may also be used to support a statewide or national student organization or its equivalent that may engage in lobbying.
Use of Funds:
- Under no circumstances, may public funds be used as a gift (including entertainment) or campaign contribution to any elected official or officer or employee of a public agency. Nor may facilities (employees, stationary, postage, machines, etc.) be used for the purpose of assisting a campaign for election or for the promotion or opposition to any ballot proposition unless expressly used by the student government association or its equivalent utilizing services and activities fee funds or voluntary student fees.
- Student orchestrated grassroots lobbying or other indirect forms of lobbying, i.e., mailing campaigns of postcards and letters; "call your legislator now" campaigns; mobilizing students and non-state employees to action; rallying public support; organizing rallies in Olympia; and creating citizen action groups, are allowable and are to be reported to the college’s student life administrator.
 Fischer, W.H., Coats, R., Kruger, M. (2001). Student political issues, WA Attorney General.
 RCW 28B.15.044
Section 1 – Account Responsibility
- The general long-range operational aspects of the 522 funds shall lie with the Dean of Campus Life.
- Account responsibility for specific funds shall be assigned by the Dean of Campus Life.
- The daily administrative responsibility for the proper management of the 522 Fund shall lie with the Dean of Campus Life.
- The Student Life Program Specialist II shall inform the Finance Committee of the current status of the 522 budgets upon request. The Finance Committee Chair will share the entire 522 budget to senate.
Section 2 – Revenue Estimates
- Estimates of income into the 522 Fund will be made by the Dean of Campus Life in collaboration with the Director of Budget during the last two (2) weeks of December of each year.
- This revenue estimate will be the basis for beginning the budgeting process for the coming fiscal year.
- Revenue estimates will be based on the number of full time equivalent (FTE) students projected for the forthcoming year.
- No adjustments will be made to increase revenue levels after estimates have been made unless so advised by the Vice President for Business Administration.
Section 3 – Budget Development Process
The budget development process shall follow the statutes of the State of Washington. RCW 28B.15.045 sets forth the requirements for budgeting 522 funds. The following budget development process meets State requirements as set forth in RCW 28B.15.045.
- The 522 Budget Development Process shall commence during Winter Quarter each year. The Dean of Campus Life will request a budget projection from the Director of Budget in late December/Early January. A budget request form and a budget timeline shall be sent to all currently funded programs through the appropriate 522 Budget area supervisor. The current supervisory personnel as of September 2016 are:
- Director of Recreation and Athletics
- Director of Activities & Engagement
- Director for Financial Aid/Student Employment
- Director of Diversity, Equity & Inclusion
- Dean of Campus Life
- Dean of Student Success and Retention
- The budget for each student program/activity must be developed by students participating in the program in conjunction with the appropriate advisor/coach/supervisor.
- All requests for monies shall be prepared in writing and shall outline the planned program and justification for expenditures.
- The Dean of Campus Life shall convene the S&A Budget Committee for mandatory training prior to addressing the balancing of the budget.
- The Dean of Campus Life shall submit the budget requests to the S&A Budget Committee. The S&A Budget Committee shall be composed of the following:
- ASGRC Vice President – Chairperson
- Voting members of the ASGRC Finance Committee.
- Up to three currently registered students
- The ASGRC President, Director of Budget, and Dean of Campus Life shall serve as ex-officio members.
- The Dean of Campus Life shall advertise for the three (3) currently registered positions. Interested students will apply and interview with the Dean of Campus Life and the ASGRC President.
- Meetings of the S&A Budget Committee shall be open, but the chairperson shall have the authority to declare an executive session within provision of the Open Public Meeting Act. The ASGRC Senate Secretary shall be the secretary of the committee. The purpose of the S&A Budget Committee is to hear all budget requests for 522 Funds and to prepare a balanced budget.
- Every request for funds must be presented to the S&A Budget Committee. These presentations will be scheduled in advance and shall consist of three (3) minutes for presentation and two (2) minutes for questions per budget line. Presentations are a mandatory part of the budget process. Those areas that do not participate may be presented with reduced or eliminated budgets.
- There shall be a minimum of two (2) open meetings of the S&A Budget Committee resulting in a balanced budget. These meetings shall be announced across campus at least five (5) academic days prior to their convening.
- Prior to the third Thursday in March, the S&A Budget Committee shall submit a balanced budget to the ASGRC Senate. Within ten (10) academic days after receiving the budget from the S&A Budget Committee, the Senate shall take action on the proposed budget. The Senate shall not have line item veto power. In the event the Senate fails to take action within ten (10) days, the S&A Budget Committee’s budget shall be considered approved.
- Upon approval by the Senate, the budget shall be sent to the ASGRC President. The President shall either pass or veto the total budget within four (4) academic days. The President shall not have line item veto power.
- In the event of presidential veto, the senate shall have the right to override by a two-thirds vote of the body. The Senate shall have five (5) academic days after receiving the vetoed budget in which to act.
- In the event the budget is unable to pass the Student Senate within the allotted time, the following groups and/or persons shall meet in Conference Committee on the sixth academic day following presidential veto:
- College President or Vice President of Student Affairs
- Dean of Campus Life
- ASGRC President
- S&A Budget Committee Chair
- The Conference Committee shall have three (3) days in order to agree upon a budget. If they are unable to arrive at a budget, then the original budget developed by the S&A Budget Committee shall be submitted to the Board of Trustees at their next regularly scheduled mtg.
- If the budget is approved by the ASGRC Senate, ASGRC President, the Dean of Campus Life, and the Vice President of Student Affairs, it shall then be submitted to the Board of Trustees for consideration at their next regularly scheduled meeting.
- Upon adoption by the Board of Trustees, all budgeted programs shall be guaranteed funding for that fiscal year so far as revenue permits.
Section 4 – Budget Approval
- Recommendations for the budget approval shall be indicated by signature of the ASGRC President or the S&A Budget Committee Chairperson (whichever is appropriate), the Dean of Campus Life and the Vice President of Student Affairs.
- Final approval of the 522 Fund shall rest with the Board of Trustees.
Section 5 – Quarterly Revenue Review
- Each quarter, as soon as accurate enrollment data can be determined, the total revenue level is subject to review by the Dean of Campus Life.
- Additional revenue, if available, shall be placed in the legislative budget account for allocation.
- If a revenue shortfall occurs and budget cuts are deemed necessary, the Dean of Campus Life in consultation with the ASGRC President can recommend changes to the current year’s budget to the Finance Committee.
- The Finance Committee shall within one month submit a bill to the Senate outlining proposed budget revisions. Approval is accomplished by majority vote of the Senate sitting in quorum, and approval of the ASGRC President. In the event of presidential veto, a two-thirds vote of the Senate sitting in quorum shall be required for approval.
Section 6 – Finance Committee
- The Finance Committee, the Finance Committee Advisor, and the Dean of Campus Life are responsible for overseeing the budget.
- Once the budget is adopted, the committee is responsible for:
- Recommending to the Senate appropriate action/policies on all requests for 522 Funds;
- Approving initial club funding according to club policy;
- monthly review of the 522 Funds
Section 7 – Emergency and Capital Project Fund
- The Emergency and Capital Project Fund is maintained for the purpose of assuring the integrity and continuance of programs and activities for students.
- The following accounts are set up within the fund:
- Disaster/calamity/catastrophe account. This account shall be 20 percent of the previous year’s annual 522 Fund and shall be used in cases of disaster/calamity/catastrophe.
- The uniform replacement account. This account shall be fifteen thousand dollars ($15,000) for uniform replacement annually.
- Capital Improvement Account. After the demands of the disaster, calamity, and catastrophe account and the uniform replacement account are met, the remaining funds shall be split equally between the capital improvement account and the fund balance account. The capital improvement account shall be used for the acquisition of real property and capital purchases. Additional funds may be directly deposited into the capital improvement account by action of the Student Senate and concurrence by the Board of Trustees.
- The Fund Balance Account. This account shall contain all remaining fund balances of the 522 Funds. It shall be used in support of revenue shortfall, support of extraordinary, unbudgeted, one-time programs and any remaining funds shall revert to the current senate fund on a quarterly basis.
- Current 522 Funds balances shall be deposited into the Emergency and Capital Project Fund. Available monies shall be first used to meet the requirements of the disaster account, uniform replacement account and the capital account. Remaining monies shall be placed in the fund balance account.
522 Financial Code for Associated Students of Green River College (ASGRC)
Section 1 – General
- 1. Purchase requests: All requests for purchase to be made from accounts in the 522 budget shall be initiated by the person(s) having account responsibility and processed through the Student Life office. Upon signature by the appropriate authorized staff member, the request shall be forwarded to the business office for preparation of a field order or check.
- Request for purchase shall be made on a purchase requisition form signed by the person(s) having account responsibility and/or signature authority. This form is then presented to the appropriate authorized staff member for approval.
- The Student Life Office then forwards the requisition to the Purchasing Department in the Business Office for preparation of a field order or check.
- The person(s) having account responsibility acknowledges receipt of items ordered by sending invoices or receipts to the Student Life Program Specialist II in the Campus Life Office.
- Reimbursement: Since no expenditures can be made without approval prior to purchase, reimbursement for personal funds expended should not be expected. Proper planning will make it unnecessary to use personal funds for purchase. Absolutely no reimbursements will be made without prior approval from the Dean of Campus Life, Directors with oversight of S&A budgets and/or the Student Life Program Specialist II.
- Advance Payment: It may be necessary to request funds in advance of the services to be performed. Permission must be obtained from the Dean of Campus Life or his/her designee. Advance of funds is to be strictly controlled and is not intended to take the place of the regular ordering procedure in the purchase of supplies. Advance payment is appropriate for per diem student group travel (except mileage); deposit payment of speakers, officials, entertainers when called for in their contract; and rental of outside facilities. A request for advance travel funds is made on the Travel Authorization Form (A-40). All group student travel must use Form No. A-40 and the Group Travel Report. These forms must be returned to the business office together with a properly completed Travel Expense Voucher (A-20) within 72 hours after returning to campus.
- Reporting of expenses: The person(s) assigned account responsibility is responsible for the proper disbursement of funds when advance payment has been made. Unexpended funds along with the Group Travel Report completely filled out are to be returned to Student Life Program Specialist II upon return of the group.
- Emergency Procedures: Proper advance planning will make the necessity for emergency purchases a rarity. In cases of genuine emergency, the process may be expedited by contacting the Dean of Campus Life and/or Directors of Student Activities & Engagement, Director of Recreation & Athletics or the Director of Diversity, Equity & Inclusion for verbal authorization for purchase. This emergency procedure must be followed by the normal procedures outlined elsewhere in this section. In no case is purchasing to be initiated without prior approval of the Dean of Campus Life. All students, faculty, and staff shall be personally liable for expenditure commitments made in violation of this procedure.
- Appropriate Authorization: In the event an authorizing staff member for an account is not available to approve a purchase request, the following persons are authorized to sign a request:
- Vice President of Student Affairs
- Dean of Campus Life
- Dean of Enrollment & Completion
- An accounting of all purchase requests granted shall be kept on file in the Campus Life Office.
- Budgets that exceed their allocation for the year and that do not have additional funding sources to cover overages will start the following year at the deficit of the overspending from previous year.
Section 2 – Travel
If 522 Funds are to be used for travel by members of a funded activity, a Travel Authorization Form (A-40) must be submitted by the person(s) having account responsibility through the Dean of Campus Life.
- Travel and Lodging: The following guidelines have been established for meals and can be less
than but cannot exceed these amounts when using 522 Funds unless there has been prior approval from the appropriate director AND Dean of Campus Life. Approval of an increase in the rate is to be used sparingly and only for exceptional circumstances: Breakfast - $8; Lunch - $12; and Dinner - $16. When there is a reimbursement requested for meals and lodging, itemized receipts must be presented to the Business Office.
- College Vehicles/Shuttles: The College maintains vehicles/shuttles for the purpose of providing transportation for members of recognized student organizations. These organizations will be charged on a per mile basis, for shuttles, driver expenses will be incurred as well. Users of College vehicles shall comply with all Motor Pool Regulations. Violations of the Vehicle Policy and/or Motor Pool Regulations will result in the loss of vehicle privileges.
- Private Vehicles: The use of private automobiles is reimbursable at the current College rate with prior approval.
- Off Campus Rental Vehicles: Those organizations utilizing off campus rental vehicles after obtaining prior approval, will be required to pay the full amount of the rental charge and all expenses incurred in the use of the vehicle.
- No travel out of the Pacific Northwest region shall be made by clubs or organizations from appropriated 522 funds. The Pacific Northwest region shall be defined as the State of Washington and the following contiguous cities: Portland, Oregon; Vancouver and Victoria, B.C.; Coeur D’Alene and Lewiston, Idaho; and all colleges within the NWAC for scheduled league contests, and other regionally defined and nationally recognized conferences. Defined regions must include Washington State. Prior approval must be obtained.
- All groups, traveling out of state must use fundraised monies with prior approval.
- Travel costs for advisors of instruction based clubs and organizations must be paid from division funds or with club member vote, they can use fundraised money when attending conferences or competitions with students.
Section 3 – College Facilities
College programs not ordinarily held on the weekends may incur expenses for custodial and maintenance services. Deductions will be made from organizations, activities, and administrative accounts for these expenses through the normal College accounting process. Events on Fridays may be charged a rental fee for use of college facilities.
Section 4 – On Campus Per Diem
The following guidelines have been established for meals associated with on-campus programs/events and can be less than but cannot exceed these amounts when using 522 Funds unless there has been prior approval from the appropriate director AND Dean of Campus Life. Approval of an increase in the rate is to be used sparingly and only for exceptional circumstances: Breakfast - $12, Lunch - $15, Dinner - $25. Appropriate documentation must accompany request for payment (complete Meals with Meetings form, flyers/promotion for program/event, list of attendees). Rates listed above must be inclusive of full meal, taxes and fees.
Section 1 – Responsibility
The Dean of Campus Life or his/her designee must approve contractual agreements pertaining to any activity using 522 Funds.
Section 2 – Invalid Contracts
Contracts pertaining to any student program made without prior approval of the Dean of Campus Life or his/her designee are invalid. Responsibility for payment of invalid contracts rests with the individual(s) making the contract and may not be paid from public funds.
Any of the articles, sections, and parts of this Financial Code shall be decreed inoperable and void if the article, section or part is contrary to State Statutes or Community College District 10 rules or regulations. Written changes will be made on a yearly basis to keep the Code up-to-date for persons utilizing 522 Funds.
Changes to this Financial Code will be collected from the ASGRC executive staff as well as the Campus Life staff throughout the academic year. Proposed changes will be made and submitted to the Dean of Campus Life after the conclusion of spring quarter each year for consideration by the respective Vice President of Student Affairs, who shall forward the amendment to the College President. Amendments approved by the President shall be returned to the Dean of Campus Life for insertion into the Financial Code.
The fund balance account is maintained for the purpose of assuring the integrity and continuance of programs and activities for students. With the exception of clubs and organizations fundraised dollars over $100 which may be carried forward, all remaining unspent service and activity fee monies shall, at fiscal year-end, revert to the fund balance. This account shall be maintained as the cash reserve that students use to establish their S&A Annual Budget.
Section 1 – Fund Balance Contingency
This account should be 5% of the annual budget. This account will be available for specific groups or organizations to make requests for unexpected costs or the development of innovative programs. Requests must be submitted to the Associated Students of Green River College and approved with a majority vote in a timely manner.
Section 2 – Student Reserve Account
This account shall be maintained at least twenty percent (20%) of the previous year’s annual allocated S&A Fund Balance for use in cases of disaster, calamity, and catastrophe and will be used in the case of a revenue shortfall. The Student Reserve Account will be used in accordance with the above-stated philosophy of fund use, primarily to enhance the extra-curricular and co-curricular experience of students on campus either through capital improvements or program augmentation. Monies will be released from the account only after a two-thirds vote of the ASGRC Student Government and upon the approval of the Dean of Campus Life. However, expenditures from this account for capital projects require the approval and signatures of the ASGRC President, Dean of Campus Life, Vice President of Student Affairs, College President and approval by the Board of Trustees.