SG Handbook (Draft)

STUDENT GOVERNMENT

HANDBOOK Organizational Structures and Office Policies

PURPOSE This guide is meant to be a resource for all

members of Student Government. This

guide governs all activity within Student

Government space and/or in the name of

Student Government or one of its

departments. This guide is by legislation and

executive orders.

American University Student Government Handbook 2014-2015

GENERAL INFORMATION

Mission: We represent the needs and collective voice of over 6,000 undergraduates. Our mission is to

advocate for policies that will tangibly benefit students, offer top-notch programs and lasting traditions,

provide services and resources to students, and work with clubs and students, and work with clubs and

student leaders to establish a positive cohesion between our groups. The Student Government is an

organization that works for advancing and promoting student interests in academic and social life at

American University.

Structure: The organization is divided into three branches: executive, legislative, and judicial. The

President, Vice President, Comptroller, and Secretary oversee four respective cabinets in the Executive

Branch, which executes policy, programming, and provides internal and external services,

communications, and outreach. The Legislative Branch is comprised of the Undergraduate Senate,

overseen by the Speaker, which constructs policies, provides oversight to the other branches, and

allocates the budget. The Judicial Branch is comprised of the Elections Commission and the Judicial

Board, headed by a Chair, which resolves all disputes regarding the governance and rules of the

organization

Student Activities: The Office of Student Activities provides advice and oversight to the Student

Government and its departments. Unless noted otherwise, please contact an Executive or your branch

head before taking a question or concern to the Office of Student Activities.

EXECUTIVE BOARD

ADMINISTRATIVE LEADERSHIP

Sophia WirthPresident

Molly Kepner Vice President

Abby Dunn Comptroller

Sarah PrestonSecretary

Dr. Gail HansonVice President of Campus Life

Michael ElmoreDirector of Student Activities


ORGANIZATIONAL STRUCTURE


ACRONYMS TO REMEMBER

SA (Office of Student Activities) – The university office that oversees student organizations on campus.

SALC (Student Activities Leadership Commission) – A commission comprised of representatives from

Student Government, Club Council, Student Media Board, and the Campus at-Large that makes

recommendations to the University administration about the allocation and level of funding from the

Student Activities Fee

AUCC (American University Club Council) – The council that provides funding to many clubs and

student groups on campus.

AUSG (Student Government) – An organization of students dedicated to bringing meaningful advocacy,

programming, and services to the student body.

E-Board (Executive Board) – The elected Executives of the Student Government; President, Vice-

President, Comptroller, and Secretary.

JBoard (Judicial Board) – The judicial body responsible for interpreting the governing documets of the

Student Government.

WI (Women’s Initiative) – A department within the President’s Cabinet that programs and advocates on

behalf of issues important to women on campus.

SAC (Student Advocacy Center) – A department within the President’s Cabinet that provides information

and guidance to students about the rights given to them by the University.

ECC (Ethnic & Cultural Coalition) – A coalition of organizations dedicated to promoting racial, ethnic,

and cultural diversity on AU’s campus.

KPU (Kennedy Political Union) – The premiere speakers bureau on campus. The Kennedy Political

Union brings figures from all fields and political persuasions to speak to students throughout the year.

SUB (Student Union Board) – A group of students dedicated to bringing artists of all genres and

backgrounds to perform on campus for the student body’s enjoyment.

CRP (Committee on Rules and Privileges) – A committee in the Undergraduate Senate chaired by the

Speaker and comprised of the leadership from all of the other committees. Its duties involve reviewing

executive nominees before full senate and maintaining the rules and procedures that govern the Senate.

COPS (Committee on Communications, Rules, and Privileges) – A committee in the Undergraduate

Senate that is charged with reviewing bills relating to any of the mentioned areas within its jurisdiction.

DOG (Director of Open Government) – A position within the Speaker’s Cabinet that is charged with

maintaining the Senate page on the website and performing any other duties the Speaker deems necessary.

EO (Executive Order) – An order issued by any member of the Executive Board that creates Student

Government policy.

LO (Legislative Order) – An order issued by the Speaker of the Undergraduate Senate that changes the

structure or procedure of the Undergraduate Senate

NDA (Non-Disclosure Agreement) – The agreement that all members of the Student Government must

sign agreeing to not disclose confidential Student Government information to the public.


GENERAL CONDUCT

Code of Conduct: All members of the Student Government are held accountable to American

University’s codes, policies, and guidelines. It is the responsibility of each individual as students of this

university to be aware of these policies. Violations will be considered grounds for immediate dismissal,

subject to review of the Office of Student Activities.

Non-Discrimination & Equal Opportunity: The American University provides a safe working

environment for all members. The organization complies with University and federal regulations

prohibiting discrimination and discriminatory harassment on the basis of race, color, creed, ancestry,

religion, national origin, sex, age, sexual orientation, disability and any other bases defined under federal

or local law (“Protected Bases”). All Student Government operations, activities, policies, and services are

liable to such policies. Violations should be reported to the Office of Student Activities.

Sexual Harassment: Any unwelcome sexual advances (physical, verbal, or otherwise) are considered

sexual harassment and will not be tolerated. Violations should be reported to the Office of Student

Activities. The University defines sexual harassment as unwelcome sexual advances, requests for sexual

favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

Submission to such conduct is made either explicitly or implicitly a term or condition of an

individual’s employment or academic achievement;

Submission to or rejection of such conduct by an individual is used for the basis of employment

decisions or academic decisions affecting such individuals;

Such conduct has the purpose or effect of unreasonably interfering with an individual’s work or

academic performance or creating an intimidating, hostile, or offensive working or academic

environment.

Sexual harassment can range from sexual humor and innuendos to physical threats. Some examples of

sexual harassment include direct or subtle pressure for sexual activity, unwelcome brushes or touches,

physical aggression such as pinching or patting, inappropriate sexual innuendos, sexist jokes or remarks,

or obscene gestures or comments.

Confidentiality: Because some information you may know is restricted---due to contract agreements or

office procedures—it is essential that you keep all information confidential unless otherwise noted or the

information has been advertised. All members shall be required to sign a confidentiality agreement at

orientation. Please contact the Comptroller for a sample at [email protected].

WORKING WITH OTHERS

Students: When assisting or communicating with students who are not in Student Government,

remember that you are representing our image. Be kind and patient, and if you have any trouble or need

clarification, please contact the appropriate executive or department head.

Faculty & Staff: When dealing with the American University faculty and staff, please keep in mind that

you represent the Student Government. Please maintain a professional attitude and know that electronic

communications can easily be misinterpreted or taken out of context.

Outside Organizations: When working with outside organizations, it’s important to be professional and

remember that you represent the Student Government as well as American University.


Safe Space: All members of the Student Government should be Safe Space trained to promote inclusivity

within our offices. Completion stickers should be placed on individual desks and not on office doors

unless all members working in said office have completed the training. Trainings will be advertised via e-

mail.

Contracts: Members of the Student Government cannot sign contracts as we are not agents of the

University. However, it is important that we honor the tenets of any contract that the University signs for

the Student Government.

SG RESOURCES

Computers: Every individual and department will have access to an assigned computer(s), and

individuals should only use those computers assigned to them. Every computer should have a guest

account as well as an account dedicated to any department using that computer with a password only

known by the members of the department. Every computer should also have an ‘AUSG’ account with a

password known only by the Director of IT and the Executives. It is expected that the department heads

will take responsibility for the care of the department’s assigned computers/desks:

270: President, VP, Comptroller, COS, Secretary (5)

268: SUB, SPEC/Councils, SUB/SPEC/Councils (3)

266: KPU, Events/Founders, KPU/Events/Founders (3)

264: SAC x2, Guests (3)

262: Senate, WI, WI/President’s Cabinet, Secretary’s Cabinet x2, AUTO, AUTO TV, BL/CSC,

JBoard/BOE, General (10)

Total: 24

Printers: Each office is equipped with at least one printer for the use of departments for business activity.

Extra paper is located in 262. Let the Secretary know if you need more ink.

Fax: The Student Government has a fax machine located in 270B for business use only. The number is

202.885.6360 and it can accommodate incoming and outgoing faxes.

Phones: All workspaces are equipped with office phones, owned by the University. Each

department/office should be familiar with its extension(s) and ensure that voicemail is set up accordingly.

Please be mindful of the following:

Long distance codes are available through the Secretary’s Office

Office phones are to be used solely for Student Government business

Personal phone calls are to be made outside the office

Supplies: Members of the Student Government have access to office supplies and resources for business

purposes only. Supplies can be found in each desk and the supply cabinet. If you need additional supplies,

please contact the Secretary.

Personal Use: At not time should resources paid for by Student Activity Fees be used for personal or

academic use.

Television: The television is to be used strictly for displaying the Student Government slideshow, created

weekly by the Secretary, and for AUTO certification. No one other than the Executives and the AUTO


Commissioner should use the television or the computer attached to it without the express permission of

one of those people mentioned herein. The device will receive neither cable nor Internet except in the case

of bonding or team-building events.

Aid: If you need help utilizing any SG resources, please contact the Secretary at [email protected].

COMMUNICATION

Overview: The Secretary, in conjunction with the Department of Communications, will develop a

communications policy, which will be made available to all SG members. In addition, these specific

departments should assign communications liaisons who shall liaise and attend regular meetings with the

Secretary’s cabinet:

WI

SAC

Community Service Coalition

Chief of Staff or Deputy Chief of Staff (representing the rest of the President’s Cabinet)

KPU

SUB

Associate Vice President (representing the rest of the Vice President’s Cabinet)

Comptroller’s Cabinet

Senate

Judicial Branch

MEDIA

On Campus Media: These organizations include, but are not limited to, the Eagle, ATV, HerCampus,

AmLit, and the Talon. If your department/office is hosting a program or has an interest in publishing

information to these organizations, contact the Department of Communications at least one week in

advance of the target date. Press releases from the Student Government will be coordinated by the Press

Secretary within the Communications department. If you are contacted by any of these on-campus

organizations, feel free to respond to their questions, but send a blind carbon copy to [email protected] and

your department’s communication liaison. In addition, simply remember that you represent the Student

Government and its established policies. Answer questions fully and truthfully; if you are given an option,

try to interview via e-mail as there is little room for misinterpretation with the written word. Always

remember that you may contact the Department of Communications before answering questions, if you

feel comfortable.

Outside Media Outlets: Any media organization not affiliated with American University (i.e. the

Washington Post, Fox 5 News, etc.) is considered an outside media vendor. If your department/office is

hosting a program or has an interest in publishing to these types of organizations, contact the

Communications Director at least two weeks in advance of the target date. If you are contacted by an

outside media vendor for comment on an issue, please refrain from making comments on the spot. If you

are contacted by another school’s campus paper about an issue, feel free to speak directly to that reporter.

However, if the issue for discussion relates to American University at-Large, contact the Director of

Communications and treat the interaction as you would an outside media vendor. There are instances in


which the Student Government advocates for change to the University policies. For on-campus media,

these may be discussed freely. However, members of the Student Government should refrain from

communicating about these issues to outside media vendors. Any communication of this type to outside

media vendors will be handled by the Director of Communications.

E-Mail: Please check your e-mails daily and respond to them within 24 hours. All members of the

Student Government should have an AUSG e-mail provided to them by the Secretary.

Mail: Mail is distributed by the Secretary to the desks associated with the person(s)/organization

receiving the mail. It is inappropriate and in some cases criminal to open mail that is not designated for

you or your department. The Student Government mailing system is reserved for business-related

activities and is as follows:

Ms. Jane Smith

Department, Student Government

American University

4400 Massachusetts Avenue, N.W.

Mary Graydon Center xxx

Washington, D.C. 20016-8074

REFERENCE RESOURCES

External SG Master Calendar: Please put all (and only) public events on this calendar so that (a) SG

people know when SG events are and (b) there’s less overlap between departments. Note that any

member of the public can see this calendar on our website. Guidelines:

Event name should include department hosting event

Tentative events should be marked (TENTATIVE)

If the official event title cannot be released due to contract issues, etc., just use a generic name

like Event

Please be as specific as possible in your entry by including an event title, date, time, and

description if helpful

Update the event information when things are confirmed

Example: Event – SUB (TENTATIVE)

Internal SG Master Calendar: This is a new Master Student Government Calendar that will only be

available to members of the SG. This can be used for meetings, fun events, or anything else you don’t

want the public to necessarily know. Follow the same guidelines as above.

Surveys: Poll or surveys that are intended to be distributed to the student body needs the approval of

Student Activities and potentially Institutional Research, from which Student Activities will seek the

approval.

Student Government Directory: The Directory of Student Government Officials is available to all

members of the Student Government. The Directory incudes the name, position, class, office location,

office hour, and AUSG e-mail of every member of Student Government. A new Directory is published by

the Office of the Secretary prior to the beginning of each academic semester.


PERSONNEL

New Members & Hiring: Before advertising open positions that have not existed in the past, contact the

appropriate SG leader. If you hire a new member, contact the Chief of Staff with the individual’s name,

email, school, year, and position. He/She will receive transition documents and introductory information.

No position should be advertised as paid unless otherwise directed. Any new hire that is to be paid must

meet with the Comptroller to go over hiring procedures and paperwork.

Service Agreements: Elected executives and department heads shall be responsible for developing a

service agreement to be signed by every non-elected member of the Executive Branch. The agreement

must contain:

A clause by which the signatory agrees to this Office Policy Manual

Information regarding confidentiality within the department and/or Cabinet

Specific office hour requirement

Compensation

Office Hours: An Office Hour is defined as 60 minutes spent in Mary Graydon Center unless the nature

of the work REQUIRES the individual to be elsewhere and/or the Comptroller grants a prior exemption.

At least ½ of these hours must be done between the hours of 9:00 Am and 6:00 PM, Monday through

Friday. The Deputy Chief of Staff is charged with publicizing office hours internally. Department heads

should use the website to publish their office hours. All members of the Student Government are required

to have some form of office hours. For those receiving compensation, the Comptroller is the final

authority on the Office Hour policy. For volunteer members, number of hours shall be set by direct and/or

indirect supervisors. Senators must hold at least one advertised office hour per week, to be supervised by

the Speaker and the Comptroller.

Reviews: All members of the Executive Branch are subject to review during the last few weeks of the Fall

Semester. Department heads are expected to draft a report for each official cabinet meeting. Contact the

Executive Director of Presidential and Cabinet Affairs for more information about the review process.

Cabinet Meetings: It is required that the Department head attend every official cabinet meeting to be

organized by the Executives. Any legitimate excuses should be sent to your respected Executive or

Executive Director of Presidential and Cabinet Affairs prior to the meeting.

Time Sheets: Paid members are required to maintain a log of hours worked each week (Monday-Sunday).

The Comptroller is responsible for ensuring that office hour requirements are being met. During each

two-week period, paid individuals and their direct superiors will be required to validate office

performance with their signature. Individuals must also update their office hours each week electronically

using GoogleDocs. This must be completed bi-weekly.

Termination & Resignation: All policies, orders, legislation, and governing documents must be

followed during the termination process. Members of the Executive Branch must contact the Comptroller

before official termination as there are different rules that apply to different positions. If a member of the

Executive Branch resigns, his/her supervisor should also contact the Comptroller immediately. For the

legislative and judicial branch, the same guidelines apply with your branch head.

Undergraduate Senate Reports & Transition Documents: Department Heads are expected to report to

the Undergraduate Senate at least once each semester. In addition, departments are required to submit

transition documents to the Executive Director of Presidential and Cabinet Affairs during the Spring

Semester.


OFFICE SPACE

Space Allocation: All members of the Student Government are entitled to at least some use of space,

computer time, and other office equipment/supplies for work-related activities. Departments/offices will

be assigned space, which will be governed by these policies and any additional policies set by the

department/office head. Desk space, cabinet usage, and computers will be apportioned according to the

attached office space memorandum.

MGC 262 is to be used and maintained by the heads of the following departments with the

advisement of the Executives: Undergraduate Senate, Judicial Board, Department of Outreach &

Recruitment, Department of Communications, Department of IT, Department of Design,

American University Transportation Organization, Bike Lending, Women’s Initiative,

Department of Socially Responsible Investing, Department of Residential and Campus Life,

Department of Fraternity and Sorority Life, Department of LGBTQ Advocacy, Department of

Budget Advocacy, Department of Academic Affairs, Department of Military Affairs, Department

of Student Voice, Department of Student Rights, Department of Budget Management,

Department of Human Resources, the Joint Committee on Elections Policy, and the Joint

Committee on Ethics

MGC 266 is to be used and maintained by the Director of the Kennedy Political Union and Co-

Directors of Founders Week under the advisement of the Vice-President

MGC 268 is to be used and maintained by the Director of the Student Union Board, the Director

of Class and School Councils, and the Events Director under the advisement of the Vice President

MGC 270A is to be used and maintained by the Student Advocacy Center under the advisement

of the President

MGC 270B is to be used and maintained by the Executives and the Executive Director of

Presidential and Cabinet Affairs

The MGC 270 Hallway will be used for additional storage and awards

Room Access: All members of the Student Government are entitled to MGC 262 and any other offices

correlated with their department above. (See University Center MGC/Butler New Door Procedures in

Appendix)

OFFICE CONDUCT

Office Manager: For all Student Government Offices (save 270), the Comptroller shall designate an

Office Manager whose role it shall be to act as a liaison between the Executives and the Office occupants.

The Office Manager is also responsible for maintaining and enforcing the policies outlined in this

handbook

Cleanliness: All members of the Student Government are asked to keep a tidy workspace as members of

the University’s administration and guests to campus visit the office.

Noise: As common workspace should be respected, conversations and phone calls should be kept at a

respectable level. In addition, computer speakers should generally be turned off unless necessary for the

completion of a duty. Extraneous noise will not be tolerated, and as such, headphones are highly

encouraged for music.


Food: Although eating and drinking are permissible, excessively doing so is discouraged. As crumbs

attract unwanted pests, it is integral that SG members dispose of and recycle materials after consumption

as well as clean the eating area.

Eco-Certification: During the fall semester, the Student Government shall undergo the eco-certification

process. Specific changes to policy will be executed and communicated via Executive Memo. As a stop-

gap measure, the following procedures will be enforced.

All rooms will contain at least two recycling bins/boxes, one for paper, and one for every other

recyclable. Use of these bins is highly encouraged, and it is the responsibility of those working in

the office and the ORDERS committee to empty the bins regularly.

The main copier/printer area in 262 will include a bin for one-side-only paper. Please place paper

in there that has printing on only one side. Use this paper when appropriate to print one-sided for

things such as drafts.

If you are the last to leave a room, please turn off all the lights.

Please turn off or put to sleep any electronic equipment that will not be used for an extended

period, especially computers. Instead of using screensavers, just have the computer go to sleep.

Visitors: Friends and family are not prohibited from the SG office as we want to encourage others to

learn more about SG; however, frequent and/or prolonged visitation is discouraged.

Organizational Courtesy: Under emergency circumstances, and with the permission of the Office

Manager, offices may be closed for private meetings. Advance notice must be given to all office

occupants if any office is to be closed.

Privacy: At no time shall the files of any Student Government department, entity, or branch be made

available for viewing by the public or viewed within the office space without explicit consent and

direction of the officer in charge of the department.

Dress Code: While business attire is not required, it is expected that SG members dress appropriately

while in the office and in meetings representing the Student Government. Casual wear is appropriate

during regular office hours; however, business casual is expected for meetings with the AU

administration.

University Center Policies: Student Government members are expected to follow all University Center

policies. Furniture should be kept where it is.

Security: Please keep cabinet and offices closed and locked when no one is in the office. Any vandalism,

theft of property, or threat of physical or structural harm should be reported immediately to Public Safety,

the Office of Student Activities, and the Comptroller. The Comptroller is charged with security and

maintenance of SG facilities.

ENFORCEMENT

ORDERS: The Committee on Office Re-organization, Décor, Efficacy, Recycling, and Sanitation shall

comprise no more than 10 members of the Student Government who frequently use office space. The

Committee shall be comprised of the office managers and any other member of the Student Government

that frequently uses the office as determined by the Comptroller. ORDERS shall be led by a Chair,

appointed by the Secretary, the former who shall preside over regular meetings. The committee shall hold


no authority over anyone, but rather they shall make suggestions. In conjunction with the Office

Assistant, the committee shall:

Make recommendations abut future re-organization of SG office space

Ensure that offices are appropriately decorated according to University Center policy

Develop systems that promote a fun, yet professional, working environment

Work with the Department of Environmental Policy to ensure that the internal recycling system is

functioning

Organize days dedicated to organization, cleaning, and sanitation

Ensure that office supplies are maintained

Office Assistant: The Office Assistant will work with the Office of the Secretary to ensure that the office

policies are being enforced. Please respect his/her advisement. Feel free to contact the Secretary if you

have any concerns.

FORMS

Financial Policy: All financial forms (J/V transfers, expense requests, POs, etc.) must be submitted at

least one week prior to check, transfer, etc. being needed to the Comptroller. All expenses over $100

should have at least one other quote if the item is readily available from other vendors. Requests should

include the appropriate contact information if the person is to be contacted is anyone other than the

department director/officer. When submitting expense paperwork, verify that the correct account numbers

are on the form. Expense requests must include an explanation of what the item will be used for. Any

document being copied or associated contracts must be attached to the request. Remember, student

activity fee funds may not (1) be used for personal gain, (2) be used for events not open to the entire

student body, and (3) be donated to any charity outside AU

Other Paperwork: Many procedures for the Student Government involve physical or electronic forms. It

is essential that these procedures be followed as directed by Executives and Department Heads.

AGREEMENT, ADDENDUM, AND ENFORCEMENT

Agreement: You agree to abide by the policies herein upon mandatory review of this manual, which is to

be made available via google docs and e-mail. When amendments are made, an e-mail memorandum will

be sent to all members of the Student Government, and the electronic copy of this manual will be updated.

Additional Policies: Executives and department heads may establish additional policies, communicated

via e-mail, by issuing Executive Memoranda, Directives, and Orders.

Enforcement: The Office Assistant shall be charged with management of the offices and shall ensure that

the policies are being followed. Any member who disregards or otherwise fails to fulfill the policies

herein shall be subject to disciplinary action. However, as courteous individuals, members are asked to

mediate disputes or conflicts first between themselves. If no agreement can be made, contact the

Secretary to file a complaint who will re-direct it to the appropriate person in need be. If the Secretary is

in violation, contact the Office of Student Activities. Depending on the type, severity, and persistence of

violations, the following disciplinary actions may be taken: Suspension of Google Account; Suspension

of Duties; Limitation of Office Space and Resources; Termination; or Referral to Student Conduct.

SG Handbook (Draft)

Documents

Transcript of SG Handbook (Draft)