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SGC Bylaws

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I. PURPOSE

  1. The purpose of the bylaws of the Florida State University Panama City campus (FSU PC) Student Government Council (SGC) is to provide SGC with rules of order and internal operating procedures to assist in its effective execution of duties and responsibilities.

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II. CODE OF ETHICS

A. Intent and Declaration of Policy

  1. It is essential to the proper conduct and operation of SGC that its Representatives be impartial. SGC Representatives hold their position for the benefit of the Student Body. Such Representatives are bound to observe in their official acts, the highest standards of ethics consistent with the code.
  2. It is the intent of this code to protect the integrity of SGC by prescribing restrictions against conflicts of interest and unethical practices.

B. Definitions

  1. “Benefit” means a gain or advantage, which is the doing of an act beneficial to any person in whose welfare he/she is interested.
  2. “Conflict” or “Conflict of Interest” means a situation in which regard for a private interest or dual interest tends to lead to a disregard of a public duty or interest.
  3. “Corruptly” means done with a wrongful intent and for the purpose of obtaining, or compensating or receiving compensation for, any benefit resulting from some act of omission of a public servant which is inconsistent with the proper performance of his/her public duties.
  4. “SGC Representative” means any Representative or Officer of SGC whether duly elected or appointed.
  5. “SGC Officer” means any Representative with the title of President, President Pro Tempore, or Senator of SGC whether duly elected or appointed.

C. Standards of Conduct

  1. Conflict of Interest: No SGC Representative shall participate in any private business or professional activity or have any direct or indirect financial interest which would place that person in a position where there is a conflict between that private interest and the public interests of the Student Body and the University as a whole.
  2. Misuse of SGC: No SGC Representative shall use or allow the use of SGC property, and or Activity and Service Fees (A&S Fees), facilities, or personnel in any manner other than for sanctioned SGC business.
  3. Unlawful Compensation:
    1. No SGC Representative shall corruptly receive, offer, or agree to accept any pecuniary or other benefit for the past, present, or future performance of any act within the official capacity of the Representative.
    2. No SGC Representative shall corruptly receive pay for time not actively working on the duties that pertain to SGC.
    3. Violation of the Student Conduct Code: No Representative shall violate the FSU Student Code of Conduct, published annually in the FSU Student Handbook.
    4. Inducing to Act: No Representative of SGC shall aid, advise, procure, or in any way induce another to act in violation of this code of ethics.

D. Penalties

  1. A violation under this code of ethics may be cause for suspension or removal from office, public censure, and/or reprimand as the Ethics Committee and the SGC deems appropriate.
  2. All disciplinary procedures must be approved by a 3/4 majority vote of the Ethics Committee and the SGC combined, with the Plaintiff, Defendant, and the SGC President as ex-officio.

E. Ethics Committee

  1. When necessary, an investigative body, the purpose of which is to serve as guardian of the standards of conduct for the Representatives of SGC, shall be convened.
  2. Membership: The Ethics Committee shall be comprised of five voting individuals; with the SGC President Pro Tempore serving as the non-voting committee chair. The remainder of the committee is to be selected from the University community by the SGC, at least one but no more than two of whom should be a member of the faculty or administration. In the event that no students can be recruited, the Dean will appoint students to serve on the Ethics Committee at their discretion. The Dean may also choose to approve a member of the FSU-PCC faculty or administration to appoint the necessary amount of students. With the exception of faculty and administration, all members shall be currently enrolled as Florida State University students. No voting member shall be a relative, fraternity brother or sorority sister, or roommate associated with either the plaintiff or defendant in a manner which the committee deems to be:
    1. A conflict of interest
    2. A personal friend of the plaintiff or defendant
    3. A current Representative or employee of SGC
  3. Upon completion of its investigation, the Ethics Committee will make a formal written recommendation to the SGC on the findings of the investigation.

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III. ELECTIONS PROCEDURES

A. Definitions

  1. “Campaigning” the publicizing or solicitation of support for or against a ballot item or candidate for an elective office of the student body, and/or calling for the action to vote.
  2. “Duly Elected” SGC Representative who has been elected by popular vote in an SGC Election.
  3. “Duly Sworn” SGC Representative who has been installed by having taken their oath of office. This includes both elected and appointed Representatives.
  4. “Representative-Elect” a newly elected Representative who has not yet been inducted into office.
  5. “President-Elect” a newly elected President who has not yet been inducted into office.
  6. “Campaign Material” all artifacts, including, but not limited to, signs, circulars, buttons, balloons, and t-shirts which publicize a candidate for elected office.
  7. “Referendum Election” election held for the purpose of amending the Student Body Constitution or submitting to popular vote a measure proposed by the SGA Senate, the FSU-PCC SGC, or popular initiative.
  8. “Declaration of Candidacy” filing application with intent to run for elected position with elections committee or SGC.
  9. “Candidate” any student seeking elected office in SGC.
  10. “General Election” election held for the purpose of determining which candidate will assume office by majority vote.
  11. “Proof” evidence sufficient to establish a claim as true or believable – the establishment of truth or fact.

B. Council Elections

  1. Standard elections shall be held during the spring and fall semester each year during the first full week of March and October, respectively.
  2. A Declaration of Candidacy and eligibility checks shall be conducted for a period of one week, no more than three weeks prior to the voting window. Active campaigning may only open after the close of the candidacy and qualification period and immediately following the candidate information meeting. Active campaigning may not exceed 10 school days in total, including the voting window.
  3. All potential SGC Representatives must meet the following criteria to be elected onto Council:
    1. Be a currently enrolled student of the FSU-PCC or be an FSU student that demonstrates, as determined by the current SGC Representatives who are not in the election and the FSU-PCC Dean, to have adequate invested interest in the FSU-PCC Student Body and,
    2. Be in good academic standing as determined by the University Academic Policy, unless there is any relevant academic pending action as determined by the FSU-PCC SGC.
  4. The Elections Chair shall provide candidates with election procedures at a candidate information meeting. The Elections Chair must disclose approved poster sites; the University’s approved method of affixing or posting election material; and the maximum number of election materials allowed per candidate. All candidates must sign an affidavit of their acceptance of University and SGC policy prior to active campaigning.
  5. SGC Representatives may run for re-election or for President without resigning their current position. No Representative of the SGC may hold more than one Representative seat at a time.
  6. Elections shall be held online with a secure online voting provider chosen at the discretion of the Tallahassee-Main Campus.
  7. Students wishing to vote shall be required to disclose their FSU ID for verification, which will be kept confidential.
  8. The voting window shall last three days. The Elections Chair must notify all candidates of individual election results and the current SGC President total election results within 24 hours of the close of polls. Additionally, election results shall be posted to the general student body no later than 72 hours from the close of polls.
  9. Any protest of election results must be filed with the Elections Chair within seven school days after general student body notification. A violation of any bylaw or statute concerning elections in a candidate’s campaign shall result in a peer review by the current SGC Representatives who are not candidates in the election within one week of the filed appeal or charge. Specific charges of violation will be presented by the Elections Chair at the peer review. The person(s) who reported the violation may speak and present evidence, or elect to remain anonymous and submit material in advance of the hearing. The alleged violator may rebut. A 3/4 majority vote shall be taken by the SGC Representatives conducting the peer review regarding the action to be taken. Appeals regarding the peer review decision will be made to the appeal committee which will be headed by the President Pro Tempore or his/her designee. The appeals committee will consist of the President Pro Tempore, a Non-Council member of the student body, and a faculty member/advisor. The function of the Appeal Committee is to review process and procedure of the original judgment.
  10. All election records shall be submitted to the SGC Office within 24 hours and kept for 30 calendar days.
  11. Duly elected Representatives and the President shall assume office the first day of the term following their election. The President-elect shall be installed by the outgoing President at the last regularly scheduled meeting of the spring semester. Representatives-elect shall be installed by the duly sworn President at the first regular SGC meeting of their term of office. Any Representative-elect who misses the installation shall arrange, within 10 days after the formal installations, to be sworn in separately by the President or that seat shall be considered vacant.
  12. The “Faculty Member of the Year,” “Adjunct Faculty Member of the Year,” “Staff Member of the Year,” “SGC Representative of the Year,” “RSO of the Year,” and “RSO Advisor of the Year” awards shall be included on the ballot in the spring semester election. These shall be comprised of the top three nominees from student body canvassing through nomination forms tallied by the Scholarship and Awards Committee. This will be accomplished in the first two weeks of February and the results provided to the Elections as well as Publicity Chair by the 15th of February or the first school day thereafter. The award recipients shall be chosen by popular vote of the student body. The purpose of these awards is to recognize superior service; commitment to student-related activities, functions, and services; and performance “above and beyond” in their specific duties with regard to the betterment of FSU-PCC as well as its student body. SGC will break all ties via vote.
    1. The list of eligible faculty, adjunct faculty, and staff members for the corresponding awards shall be provided by Human Resources.
    2. The “SGC Representative of Year” candidates shall include any SGC Representative who has either served on Council during the previous fall or summer semester, or one who is currently serving during the spring. This list will be provided by the SGC Advisor.
    3. The “RSO of the Year” and “RSO Advisor of the Year” awards shall include any RSO and RSO Advisor that has either been active during the previous fall or summer semester, or that is currently active in the spring. The list of eligible nominees will be provided by the SGC Advisor.
  13. Advertisement of upcoming elections shall be posted in the appropriate locations and sent via email to the student body. The Elections Chair in coordination with the Publicity Chair are responsible for advertising elections, “Faculty Member of the Year”, “Adjunct Faculty Member of the Year”, “Staff Member of the Year”, “RSO of the Year”, “RSO Advisor of the Year”, and “SGC Representative of the Year” awards two weeks prior to the elections.

C. Regulations of Campaign Material

  1. Campaign posters on bulletin boards shall not exceed 11”x17”. All campaign materials must distinguish between the Tallahassee-Main Campus SGA and Panama City-Campus SGC as appropriate.
  2. Campaign posters may be placed on University bulletin boards intended for general use only. All candidates must follow guidelines as per the elections packet.
  3. Campaign materials may not be displayed or distributed on vehicles in the parking lots.
  4. Distribution or display of campaign material is not allowed in the classrooms.
  5. Any use of University property must be approved by the proper University authority.
  6. No elected candidates shall be certified for office until all of his or her campaign materials are removed from the University. Posted campaign materials must be removed no later than seventy-two hours (excluding weekends) after official closing of the elections.
  7. Proof of removing, relocating, or defacing an opponent’s campaign material is a violation of this code and candidates shall be subject to disqualification for such action.
  8. No use of voice amplifying equipment is allowed.
  9. No student may actively campaign as a write-in candidate. The SGC office shall determine eligibility of winning write-in candidates before notification of candidates is made.
  10. Any violation of Section III, B, 1. through C, 10., of the SGC Bylaws shall result in loss of campaign privileges, as determined by the Elections Chair. The Elections Chair must inform the SGC President of any action taken within 24 hours.

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IV. ATTENDANCE

  1. All SGC Representatives are required to attend all regularly scheduled council meetings, special meetings, SGC associated or sponsored events (further defined in Section VII, C, 6a.), and semester retreats. Special meetings are defined as any meeting called by the SGC President or any meeting called by a committee chair.
  2. Absence shall be judged as excused or unexcused by the SGC President or President Pro Tempore if the President is unavailable. Failure to contact the President or the SGC office before all regularly scheduled business meetings, special meetings, SGC sponsored events for which a member is scheduled to work, orientations, and summer retreat constitutes an unexcused absence.
  3. A member may appeal an unexcused absence at the next regular meeting of the SGC. The appeal shall be dismissed or upheld by a majority vote.
  4. A member who has two unexcused absences in the same semester shall automatically lose his/her seat on the SGC and forfeit pay for the remainder of that semester.
  5. The total number of Representatives in any semester shall not fall below quorum of the full SGC. Refer to the Student Body Statute (603.1.E) for regulations concerning quorum.
  6. A Representative may be inactive and still retain one’s seat during one semester in which the Representative is not taking classes at FSU-PCC. While a Representative is inactive he/she shall not receive pay for that semester.
  7. The SGC President may appoint temporary replacements to fill in for inactive Representatives.
  8. Temporary Representatives shall receive pay per Human Resources guidelines for length of the term served. At the beginning of the semester in which the elected Representative returns to the SGC, the replacement member shall surrender his/her seat to the elected Representative, provided the elected Representative can fill his/her seat.
  9. The process by which vacancies are filled shall begin within five business days of notification of vacancies. Vacancies shall be advertised and applications taken for at least five business days. An appointment hearing shall be held at the first business meeting following the application period. The SGC President shall have the power to fill permanent vacancies after the second meeting, if desired, with the approval of Council by majority vote.
  10. Expected vacancies for the following semester shall be filled at the last regularly scheduled SGC business meeting each semester. These appointment hearings shall be advertised and applications taken for at least five business days.
  11. Voting process for appointees: Candidates shall meet the same eligibility requirements as those for candidates for election. Candidates shall formally address the SGC with an oral statement. Each Representative shall then nominate one candidate per vacancy for appointment. Nominations will be tallied by the President and those candidates with the highest number of nominations will be eligible for appointment and shall be approved for appointment by 2/3 vote of SGC. All candidates shall be notified within 24 hours after their presentation of the results of the confirmation vote.
  12. The term of office of an appointee shall coincide with that of the Representative he/she is replacing.
  13. Duly appointed Representatives shall assume office upon approval of SGC. Installation shall be conducted at the first regular meeting following appointment by the President. An appointee who misses the installation ceremony shall arrange, within 10 days after the formal installations, to be sworn in separately by the SGC President or that seat shall be considered vacant.

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V. VOTING PROCEDURES FOR SGC MEETINGS

  1. The SGC President shall vote only in the case of a tie among the SGC Representatives.
  2. Any member of the SGC may demand a roll call vote, which shall be recorded in the minutes.
  3. All SGC Representatives who are members of any duly organized campus organization that requests SGC funding in the form of A&S Fees or any other financial assistance from SGC shall be required to abstain from voting on any motion that appropriates funding for that organization. Any member of SGC who has a direct personal or pecuniary interest when called on to vote on such issue shall be required to abstain from voting on that issue. It shall be the responsibility of the President to determine if a conflict of interest exists.
  4. In the event of legislation being passed which was voted on by a Representative who is later found to have had a conflict of interest at the time of voting, the results of the vote shall be considered null and void and the vote shall be put before the SGC at the next meeting.

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VI. ELECTED OFFICERS

A. President

  1. Duties and responsibilities of the President are delineated in the Student Body Statutes §603.1 (H).
  2. The SGC President shall be elected in the spring semester election to serve a one-year term.
  3. In order to assume the position of President, candidates shall have already served as a Representative on the SGC for at least one full semester before taking office.
  4. If no candidate meets this qualification, the SGC shall elect, by 2/3 vote, the SGC President to serve a one-year term from among its duly elected Representatives during the first regular SGC meeting of the summer semester and a Representative shall be appointed to fill the Representative seat vacated by the President-elect.
  5. The President must coordinate dates for the SGC retreat and all regularly scheduled SGC meetings, as well as chair assignments, at the start of each semester or as needed, in a timely manner.
  6. The President shall promote a good relationship between the SGC, the Office of Advancement, and Student Affairs.
  7. Submit officer report to President Pro Tempore bi-weekly.

B. President Pro Tempore

  1. The SGC shall, by ⅔ vote, elect the SGC President Pro Tempore from among its duly sworn representatives during the first meeting of the summer semester.
  2. The President Pro Tempore serves in the absence, removal, resignation, or at the request of the President.
  3. The President Pro Tempore represents the SGC as a standing member of the University Refund Appeals Committee.
  4. The President Pro Tempore should be well informed of information regarding SGC and keep abreast of current SGC activities and issues in order to efficiently run a meeting if necessary.
  5. The President Pro Tempore shall ensure that all RSOs are fulfilling their duties, taking part in organized SGC events, keep RSOs informed regarding SGC, and file all meeting minutes.
  6. The President Pro Tempore shall head the Ethics Committee as delineated in the SGC Bylaws, Section II, E.
  7. Serve as Chair of the Elections Appeal Committee or appoint a designee.
  8. Serve as the Parliamentarian.
    1. The Parliamentarian shall:
      1. Be knowledgeable in the SGC Bylaws, the Student Body Statutes, and Robert’s Rules of order.
      2. Assist the presiding officer to maintain order in SGC matters by advising on matters concerning the SGC Bylaws, the Student Body Statutes, and parliamentary procedure.
  9. Submit officer report to President Pro Tempore bi-weekly.
  10. The President Pro Tempore will file officer and committee reports for public view.

C. PCC Senator(s)

  1. The SGC shall, by ⅔ vote, elect the SGC Senator from among its duly sworn representatives in order to fill the SGA Senate seat allocated to FSU-PCC.
  2. The President shall inform the SGA Administration Senate Program Assistant, in writing, that a Senator(s) has been selected and who the Senator-elect(s) is (are). The SGA Administration Senate Program Assistant shall then issue a Certificate of Elections and arrange for the PC Senator(s) to be sworn in.
  3. A PCC Senator’s term shall coincide with his/her term as Representative.
  4. Senate attendance is mandatory once a month and when issues that affect PC students are being considered.
  5. Gulf Coast SGA attendance is mandatory at least twice monthly with committee meetings counting as attendance for no more than once monthly.
  6. The PCC Senator(s) shall:
    1. Report at each SGC meeting on matters before the Tallahassee Student Senate and Gulf Coast SGA as well as their various committees that are of concern to PCC students.
    2. Represent the wishes of the SGC on matters before the Tallahassee Student Senate and Gulf Coast SGA concerning PCC and University-wide issues.
    3. Perform other regular duties of a Student Body Senator as set forth in the Constitution of the Student Body and the Student Body Statues.
    4. Be responsible for making changes, after council vote, to the official copy of the bylaws, and distribute to council and SGC staff.
    5. Submit officer report to President Pro Tempore bi-weekly.

D. Representatives

  1. All Representatives shall:
    1. Adhere to all attendance and University policies.
    2. Be required to attend the semester retreats. Newly elected/appointed Representatives will be required to attend at least one retreat or a separate training, at the discretion of the SGC President.
    3. Perform other duties and responsibilities as delineated in the Student Body Statutes.
    4. Be required to attend a budget orientation with the SGC Office Assistant within three weeks of being sworn into office.
    5. Be required to hold a minimum of three office hours per week for a maximum of 20 paid hours each two week pay period. Office hours may be hours performed supporting, attending or planning SGC functions, committee meetings or activities on campus. Class work is prohibited during office hours with the exception of working the gym.
    6. Be required to supervise the campus gym up to three hours each week upon completion of CPR training, with scheduling to be coordinated through the Student Development and Wellness chair.
    7. Obtain a committee and have at least one scheduled meeting a month. Shall submit a committee report or meeting minutes to the President Pro Tempore at least two business days prior to each regularly scheduled council meeting to be distributed to the SGC members.
    8. Attend and work all events and meetings that are associated with or sponsored by SGC unless prior arrangements are made with the SGC President. Excused absences will only be granted in the case of class, illness, or other reason deemed excusable by the President.
    9. It is the responsibility of an SGC representative to check their email and respond to issues that are directly related to them, their position, all of SGC, or an appointed task within 48 hours except in cases deemed excusable by the President.
    10. All tasks as described under specific chair duties and responsibilities or reasonably appointed by another chair member/officer shall be completed in a timely manner as deemed reasonable by the President, President Pro Tempore and Senator by 2/3 majority.
    11. Shall be held accountable for all duties and responsibilities delineated in the SGC Bylaws under the committee chair they hold.
    12. Wear their name badges during all functions, office hours, and events which are sponsored by the SGC.
  2. Compensation
    1. SGC members shall receive an hourly wage according to the following schedule:
      1. President, President Pro Tempore, and Senator will be paid $10.00 an hour for a maximum of 30 office hours per two week pay period.
      2. Representatives will be paid $10.00 an hour not to exceed 20 hours in a two week pay period.
    2. SGC members who do not complete the full semester in office or who are appointed to office during the semester shall receive compensation for hours worked per Human Resources guidelines.
    3. SGC members shall return all SGC equipment and supplies (including handbooks) by the last regularly scheduled SGC meeting.
    4. SGC members who do not meet the requirements in Section VI, D.1, a-j. will be subject to the disciplinary guidelines set forth in Section VI, D. 3a, i, ii, iii. The SGC President will be responsible for reviewing and bringing to SGC at the next regularly scheduled meeting any Representative that has not fulfilled any or all of the above-mentioned requirements.
  3. SGC Representatives who do not meet the requirements in Section VI, D.1-7 will be subject to the disciplinary process as identified below:
    1. Disciplinary Process:
      1. Upon the first infraction, the Representative will receive a written reprimand from the SGC President and be reported at the regularly scheduled meeting.
      2. Upon the second infraction, the Representative will receive a two-week suspension without pay and shall remain accountable for all duties and responsibilities the chair requires as outlined in the SGC bylaws.
      3. Upon a third infraction, the Representative may be formally removed from the SGC by 2/3 vote of the SGC.

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VII. COMMITTEES

A. Types and Composition

  1. The following are standing committees of the SGC:
    1. Elections
    2. Programming
    3. Finance
    4. Scholarships and Awards
    5. Publicity
    6. Special Events
    7. Student Development and Wellness
    8. Historian
  2. Ad hoc or temporary committees may be established at the President’s discretion.
  3. The SGC President will appoint the chairs of standing and ad hoc committees.
  4. Invitation to serve on a committee shall be made by the Committee Chair or the SGC President.
  5. All students enrolled in and in good standing at PCC are eligible for selection as committee members.
  6. Alumni may serve on committees in a non-voting advisory capacity.
  7. The SGC President is an ex-officio member of all SGC committees.

B. Duties and Responsibilities of Committee Chairs

  1. Committee chairs shall attend the SGC Retreat to receive orientation and training for their committee. If appointed after, they are responsible for making appointments with the SGC President, SGC Advisor, and SGC Office Associate.
  2. Committee chairs shall not be empowered to authorize any monetary transactions without prior approval of the SGC or the SGC President’s approval of $100 or less.
  3. Committee chairs may seek out qualified assistants to aid them in the completion of their duties and recruit eligible students to serve as committee members.
  4. Each committee chair shall maintain a committee information handbook on all committee activities and procedures and is responsible for maintaining and updating the handbook.
  5. Committee chairs shall submit a written committee report or meeting minutes to the President Pro Tempore before each regularly scheduled business meeting.

C. Committee Responsibilities and Duties

  1. Elections Committee
    1. Specific duties and responsibilities of the Elections Committee are delineated in the FSU-PCC Bylaws, Section III, and in the Student Body Statues.
    2. The Elections Committee Chair shall:
      1. Coordinate the photographing of SGC candidates and give the photos to the Publicity Chair to produce election flyers.
      2. Monitor election rules and campaign rules throughout the election process.
      3. Be responsible for staffing poll locations.
      4. Advertise all SGC elections.
      5. Provide a report of voter participation for the fall and spring elections.
      6. Post election results within three business days of the polls’ closure.
      7. Coordinate an election drive during the summer and fall semesters.
      8. Invite representatives from all major local political parties to participate in an open forum during the fall semester.
      9. Make every effort to increase and maintain awareness concerning campus, local, state, and national elections among the student body.
      10. Prepare rosters of candidates for the awards delineated in the FSU-PCC SGC Bylaws Section III, B, 12-13.
      11. Work in conjunction with the Publicity Committee to publicize all elections and election awards two weeks prior to the spring election.
      12. Determine the recipients of “Faculty Member of the Year”, “Adjunct Faculty Member of the Year”, “Staff Member of the Year”, “RSO of the Year”, “RSO Advisor of the Year”, and “SGC Representative of the Year” awards at the close of the polls during the spring election.
      13. Inform the recipients of all awards, including information regarding the graduation banquet where the awards will be presented.
  2. Programming Committee
    1. The Programming Committee Chair shall:
      1. Attend all SGC Programming activities or appoint a Representative.
      2. Supervise Programming committee members’ projects and activities in conjunction with the Special Events chair ensuring compliance with all deadlines.
      3. Prepare a program summary on all programs and activities sponsored by the Programming Committee.
      4. Approve programming expenditures in conjunction with the Finance Committee for presentation to the SGC. All non-budget expenditures require SGC approval.
      5. Act as the liaison to the student organization on campus to promote participation of their organizations in SGC events.
      6. Maintain programming manual to include copies of approved Facility Use Request, Purchase Orders, publicity flyers, and event summaries for each event.
      7. Develop an annual calendar of events due by the end of the summer semester.
  3. Finance Committee
    1. The Finance Committee shall be established at the first SGC business meeting of every semester.
    2. Specific duties and responsibilities of the Finance Committee are delineated in the SGC Bylaws in the Finance Code of the Student Body Statutes.
    3. The Finance Committee shall:
      1. Maintain and report on the status of the following accounts:
        1. Cash Reserve: Shall be maintained at a minimum balance of $30,000. This reserve will be utilized for cash flow needs, enrollment shortfalls, and budgetary emergencies in compliance with A&S Fee Guidelines. If the cash reserve falls below the required amount due to expenditures based on established criteria, it shall have first claim to A&S dollars unencumbered or unexpended on June 30 (a.k.a. Sweepings).
        2. Self-Generated: This is the amount of available funds from self-generated revenue that is budgeted to the Expense category but not allocated. It may be allocated during the fiscal year.
        3. Sweepings: This is the amount of funds in each A&S fee account that is unencumbered or unexpended on June 30 of the fiscal year.
          1. After required allocation to the Reserve account, the remaining balance will be remitted to SGC for allocation.
          2. All A&S fee funded entities shall be informed of the amount of the Sweepings and shall be eligible to request additional funding.
          3. Once funds are allocated, monies may be returned to SGC only through Sweepings or by prior approval of the A&S fee funded entity.
          4. Funding requests which will directly benefit FSU-PCC students, but are not funded by the SGC Operational budget, may be allocated from the SGC Sweeping account.
          5. Sweepings expenditures shall be reviewed and used as an analytical tool annually by the A&S Fee Committee when the A&S Fees are analyzed and by the SGC Finance Committee when planning the annual SGC Operating Budget for that fiscal year.
      2. Develop an operating budget for the SGC to cover the period of one fiscal year starting on July 1st and ending on June 30th.
      3. Meet during the spring semester and shall be responsible for submitting the completed proposed budget to the SGC for approval by the deadline stated in the University budget. The SGC approved budget shall be submitted to the Director of Student Affairs for review by the deadline in the University budget.
      4. Construct the Operating Budget to include the following sections:
        1. “Salary” Wages for the SGC USPS office staff.
        2. “OPS” Other Personal Services consist of contractual services (other contracted for services to/by the SGC) and wages for the SGC.
        3. “Expense” Consists of expenses such as telephone, office supplies, travel, food products, institutional memberships, scholarships, awards, and other operating expenses.
        4. “OCO” Operating Capital Outlay consists of funds for office furniture, equipment, vehicles and other purchases that have a lasting value of more than one year, are non-consumable, and have a monetary value of at least $5,000.
        5. “Unallocated” This is the amount of available funds from anticipated revenue that is budgeted to the Expense Category but not allocated. It may be allocated during that fiscal year as the need arises.
      5. Submit, with recommendations, the proposed budget to the SGC. This proposed budget must pass by a 3/4 vote of the SGC. Once approved by the SGC, the budget shall be submitted for review by the Advisor who shall submit the budget for approval to the Director of Student Affairs. If approval is given, the Director shall forward the budget to the FSU-PCC Dean for final approval. A copy of the approved budget shall be sent to the Student Body Comptroller and the VP of Student Affairs.
      6. Receive, review, and make recommendation to SGC regarding all registered student organization travel requests.
    4. The Finance Committee Chair shall:
      1. Make monthly reports to the SGC about the status of all A&S accounts.
      2. Be responsible for assuring implementation of the Finance Code and Section VII, E. of the SGC Bylaws.
      3. Work with committee chairs on budget items for SGC business and activities.
      4. Have a budget review meeting at least once monthly, including, but not limited to, the Director of Student Affairs and SGC Advisor.
  4. Scholarships and Awards Committee
    1. The Scholarship and Awards Committee Chair shall be responsible for collecting the nominations and ordering the awards for the following:
      1. The SGC Presidential Scholarship: (see Section VIII for description). There shall be a sub-committee consisting of the Scholarship and Awards Chair, two FSU-PCC faculty and/or staff, and one other SGC Representative to award the SGC Presidential Scholarship.
      2. “The Brandon Harmon Seminole Spirit Award”: this award recognizes a student attending FSU-PCC that has had the greatest impact on the student body through school spirit and exemplifies the Seminole Creed. The SGC will make nominations and select the winner by written ballot at Council. The Scholarship and Awards Chair will preside over the proceedings and the winner will be announced at the Graduation and Awards Ceremony. The selection process must be completed in time to have the award made for the ceremony.
      3. “The SGC President’s Choice Award”: this award is for the person that has had the greatest impact on the success of the SGC President during their term. This person is chosen by the SGC President and the selection must be made in time for the Graduation and Awards Ceremony.
      4. “Coram’s Spirit of Service Award”: this award is for a member of the community that has had the most substantial impact on FSU-PCC and the student body for the current school year. This person is a strong advocate for our campus and may also have provided monetary or in-kind support to FSU-PCC. The Scholarship and Awards Chair will submit a letter to the FSU-PCC Dean by Friday of the second week of February requesting nominations for the “Coram’s Spirit of Service Award”. The nominations shall be presented at the second SGC business meeting in March. The SGC may also submit nominations at this meeting. The award winner will be determined by majority vote of the SGC. This award will be presented at the Graduation and Awards Ceremony.
    2. Coordinate with SGC office staff for the purchase of awards for “Faculty Member of the Year”, “Adjunct Faculty Member of the Year”, “Staff Member of the Year”, “RSO of the Year”, “RSO Advisor of the Year”, “Coram’s Spirit of Service”, “Brandon Harmon Seminole Spirit”, “SGC President’s Choice”, and “SGC Representative of the Year” awards for the Graduation and Awards Ceremony.
    3. Solicit new ideas to get faculty, staff, and students involved and motivated. All ideas are subject to SGC approval.
    4. Coordinate the purchase of prizes and awards for homecoming events in the fall semester.
  5. Publicity Committee
    1. The Publicity Committee shall:
      1. Interact with the SGC and its committees in a combined effort to publicize their events and activities. This is to include:
        1. Designing flyers and posters for meetings, socials, and other events.
        2. Forwarding information to the Office of Advancement, such that they may publicize on the televisions throughout campus.
        3. Assisting the Office of Advancement in maintaining the website, including maintaining bylaws, meeting minutes, recordings, and any other relevant records up to date on the FSU Panama City website.
      2. Publicize all pictures, videos, and misc. on any and all social media. This is to include:
        1. Photographing and/or collecting photos of all SGC activities and/or A&S fee sponsored events, processing photos within one week of the activity/event.
        2. Promoting SGC at orientation and other applicable functions.
        3. Promoting SGC at all A&S fee sponsored events.
      3. Be responsible for posting portraits of current SGC members on the SGC bulletin board.
      4. Be responsible for ensuring all SGC event announcements are posted in public areas throughout campus.
      5. Be available to assist any and all student publications on campus.
      6. Be allowed to check the camera out during working hours.
  6. Special Events Committee
    1. The committee shall be in charge of planning, coordinating, and executing special events, including but not limited to Student Orientation (year round), Homecoming Week (in conjunction with the Homecoming football game), Spring Fling (in March), the Graduation Banquet and Awards Ceremony (end of April), and Summer Bash (during the summer), in conjunction with SGC staff and under the guidance and supervision of the SGC Advisor.
    2. The Committee Chair shall:
      1. Chair committees for each event specified above.
      2. Coordinate the printing and ordering of publications/programs, t-shirts, gifts, and promotional items to support the aforementioned events.
      3. Coordinate with the Finance Chair to determine the budgets for each event to be presented to SGC for approval.
      4. Ensure that all events are publicized adequately by coordinating with the publicity chair.
  7. Health and Wellness Committee
    1. The committee shall:
      1. Study, develop, and enhance student experience in and out of class.
      2. Ensure all students are able to get involved with FSU-PCC activities, organizations, and the SGC.
      3. Promote, encourage, and foster student health and development and campus improvement.
    2. The Committee Chair shall:
      1. Monitor SGC suggestion box and poll students each semester to gain ideas/recommendations for improvements.
      2. Maintain the gym with a regular schedule based on the needs of the students.
  8. Service Committee
    1. The Service Committee shall:
      1. Coordinate with Service Chair at Gulf Coast State College.
      2. Be responsible for the implementation of service projects at Florida State University Panama City.
      3. Advertise various service opportunities in conjunction with Publicity.
      4. Assist the SGC Advisor in discovering community service events throughout the local area. There shall be at least one event coordinated and announced at an SGC meeting per month in a timely manner as defined by the President.
      5. Coordinate with local organizations for implementation of service opportunities for the student body.
      6. Ensure, with the assistance of the Finance Chair, that all A&S guidelines are followed.

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VIII. SGC PRESIDENTIAL SCHOLARSHIP REQUIREMENTS AND INFORMATION

The SGC Presidential Scholarship is awarded to FSU-PCC undergraduate and graduate students each year. This scholarship was funded by SGC through A&S fees many years ago. It is the responsibility of the Scholarships and Awards Chair to organize a sub-committee to award this scholarship each summer.

The scholarship applications shall be made available to students at least four weeks before the spring semester ends.

The committee shall hold a meeting within 10 school days of the application deadline to select recipients.

Scholarship recipients shall submit a thank you letter to the SGC within 10 days of notification. This must be done in order for the scholarship to be disbursed.

  1. The scholarship shall be $1500 per year, disbursed as follows:
    1. For undergraduate recipients:
      1. $600 for the fall semester (Minimum enrollment of 12 credit hours)
      2. $600 for the spring semester (Minimum enrollment of 12 credit hours)
      3. $300 for the summer semester (Minimum enrollment of 6 credit hours)
    2. For graduate recipients:
      1. $750 for the fall semester (Minimum enrollment of 6 credit hours)
      2. $750 for the spring semester (Minimum enrollment of 6 credit hours)
  2. Awardees must apply to receive subsequent scholarship(s), and may be awarded for a maximum of 6 semesters.
  3. All information will be kept confidential.
  4. Eligibility:
    1. Must be a citizen or legal resident of the United States.
    2. Must be admitted to an undergraduate or graduate degree program at FSU-PCC.
    3. Must be pursuing first baccalaureate/graduate degree.
    4. Must have an overall cumulative GPA of 3.5 or higher.
  5. Conditions:
    1. Must be classified as a FSU-PCC (in-class or distance) and be enrolled a minimum of 12 credit hours in the fall and spring semesters and for a minimum of 6 credit hours in the summer for undergraduate students and a minimum of 6 credit hours in the fall and spring for graduate students.
    2. Must maintain a cumulative 3.2 grade point average on all work completed at The Florida State University.
    3. Must submit at least one letter of recommendation.
    4. Applicants may be granted a partial year award within the same funding cycle if prior recipient(s) is (are) no longer eligible for scholarship.

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IX. REGISTERED STUDENT ORGANIZATIONS

  1. Student organizations requesting A&S Fees from the SGC shall be officially registered with the Office of Student Affairs and must be in good standing with the SGC, having all paperwork and other requirements completed and up to date.
  2. Registered Student Organizations requesting A&S fees shall be open to all FSU students and may include GCSC students. There shall be a non-voting faculty or staff advisor and no less than six members, including 3 officers.
  3. Registered student organizations shall abide by the FSU-PCC SGC Finance Code 603.3 of the Student Body Statutes; the FSU-PCC A&S fee guidelines; and Section IX and applicable part of Section X of the SGC Bylaws.
  4. Registered student organizations “RSOs” shall present their budget request in person to the SGC at budget hearings held in accordance with the A&S Fee Guidelines. The budget hearing date will be determined and advertised by the SGC Finance Chair. Prior to the SGC hearing, the RSO representative will meet with the SGC Finance Chair to insure their budget request meets guidelines. If questions arise at the hearing during the RSO budget presentation, these will be directed to the SGC Finance Chair. If there are unanswered concerns, the budget request will be tabled and the Finance Chair will work with the RSO/SGC Representatives to correct issues for the presentation at the next SGC hearing. Failure of an RSO representative to appear before the SGC hearing may result in the budget request being delayed until such time as an RSO representative can appear at an SGC budget hearing. Failure to show up to the hearing may forfeit funding.
  5. Registered student organization must match at least 10% of the A&S revenue they receive over the year through fund raising. The funds shall go into the organization’s off-campus account. In the event a student organization is unable to match the 10% revenue requirement, an in-kind contribution may be accepted at the discretion of the SGC based on the intended use of the contribution per the organization’s mission statement.
  6. Registered student organizations must sponsor no less than three on campus activities each year, preferably one each semester, to directly benefit FSU-PCC students. These activities are in addition to SGC sponsored events to which RSOs are expected to participate (i.e. Homecoming, Spring Fling, etc.). RSOs are required to submit a post-event evaluation form to the Finance Committee and SGC office staff within three weeks of the event.
  7. Registered Student Organizations must submit meeting minutes to the SGC President Pro Tempore on or before the 15th of the following month. They must also attend at least one SGC meeting or event per month.
  8. Registered student organizations must submit an annual “Off Campus” account report to the SGC Finance Chair and the SGC Office Assistant or RSO secretary on or before May 15th to be used to help determine if the 10% revenue requirements has been met for the fiscal year.
  9. Failure to meet Section IX, C-J. may result in A&S funding being frozen at the discretion of SGC.
  10. A revision to the original budget totaling less than $100 per line item may be made without prior approval of the SGC. However, the revision is not effective until signature approval of the SGC President and SGC Advisor is obtained. The revision shall be reported to the SGC by submitting a Budget Revision/Transfer Form at the next regularly scheduled SGC meeting for inclusion in the minutes.
  11. Any revision to the original budget of $100 or more, with the exception of transfers for contractual services and travel expenses, shall require prior joint approval by signature of the SGC President and the Finance Chair on a Budget Revision/Transfer Form. This form shall be submitted at the next regularly scheduled SGC meeting for inclusion in the Minutes. However, the revision is not effective until signature approval of the SGC Advisor is obtained.
  12. Any revision to the original budget concerning travel or contractual services shall be brought to the next regularly scheduled SGC meeting and shall require a majority vote to pass.
  13. Registered student organizations requesting A&S funds to be used in conjunction with travel must request such funds at a regularly scheduled Finance Committee meeting. The deadline for requesting reimbursement of funds must be made a minimum of six weeks prior to travel.
  14. Registered student organizations requesting A&S funds to be used for contractual services must request such funds at a regularly scheduled SGC business meeting. The deadline for such request shall be as follows:
    1. For contracts with “Day-of Show” payment – a minimum of 12 weeks prior to date of service.
    2. For contracts without “Day-of-Show” payment – minimum of 10 weeks prior to date of service.
  15. A&S fees may be allocated by SGC to fund up to 100% of actual travel expenses for each FSU-PCC student traveling to a conference or workshop with a registered student organization. When less than 100% of actual travel expenses is allocated all travelers must sign the University provided form for seeking reimbursement for travel expenses less than entitled to per Florida Statute. Any remaining amount of travel expense shall be the responsibility of the student organization and/or the travelers. Receipts for all travel expenses (off campus as well as A&S Fees) must be provided to SGC for documentation within one week of return. Students may only be funded for travel twice per fiscal year, excluding SGC related business (i.e. Senator, Representative, Signal, etc.)
  16. Following any travel involving A&S fees, the organization is required to make a presentation to SGC about what benefit they received from the trip within four weeks. Such presentation shall be in a format that can be used to disseminate information to students, i.e. Tri-Board, PowerPoint Presentation, Handouts, etc.
  17. All flyers for events and activities paid for in whole or in part with A&S Fees shall include the wording “funded by A&S Fees” or “co-sponsored by SGC”, or the SGC logo.
  18. Student organizations must have SGC approval to charge admission fees to students prior to any event subsidized or paid for by A&S fees allocated to them.
  19. Officers of registered student organizations must attend an orientation each semester regarding policies and procedures for expenditures and activities or funds will be frozen.
  20. No individual memberships or scholarships may be allocated from A&S fees to registered student organizations.
  21. Student organizations must keep the SGC staff updated with a current officer roster, complete with name, address, home/work/cell phone numbers, and email address for each officer.
  22. Any violation of Section VIII of the Finance Code or Student Body Statutes may result in freezing or revocation of A&S funds. Such action requires a 3/4 vote of the SGC.

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X. A&S FEE STIPULATIONS

  1. A&S funds may be allocated or expended for awards, trophies, or food and refreshment items only with the prior approval of the SGC.
  2. Travel: when hotel accommodations are required, there shall be two students per room unless circumstances prevent from doing so (i.e. male/females will not be required to room together, disability services, etc.).
  3. There shall be no expenditure in any amount without the approval of the SGC, SGC President or the President’s designee with the exception of blanket purchase orders previously approved by the SGC.

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XI. BYLAWS

  1. These bylaws shall be revised annually by the end of summer semester by an ad hoc committee chaired by the President with the SGC office staff serving as ex-officio members.

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XII. AMENDING OR WAIVING THE BYLAWS

  1. These bylaws are adopted by 2/3 vote of the SGC and approval by the SGC Advisor.
  2. The bylaws may be changed by 2/3 vote of the SGC and approval by the SGC Advisor.
  3. The bylaws may be waived by a 3/4 vote of the SGC present at any regular or special meeting.

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