SGA Policies and Procedures

  1. SGA Policies and Procedures
    1. SGA Grade Check Policy
      1. SGA Grade Requirements
      2. Grade Check Procedure
      3. Grade Appeal
      4. Grade Check Timeline
      5. First Year Grade Exclusion and Grade Changes
    2. Computer Usage Policy
    3. Committee Resources
      1. SGA Equipment Checkout
    4. Business Placards
    5. SGA After Hours Access Requests
    6. SGA Conference Room Reservation Process
    7. Fax Machine Usage
    8. Telephones
      1. Long Distance Calls
    9. Copies and Copy Cards
    10. SGA Facility Maintenance
    11. Computer Assistance
      1. IT Computer Project Form
    12. Committee Member Selection Policies
      1. Photo Attachments
      2. Online Applications
      3. Best Practices

SGA Grade Check Policy  

SGA Grade Requirements

Department of Student Activities Grade Policy
41.2 Students selected, elected or appointed as officers (an officer is an individual in a leadership position as defined in the organization’s constitution) in officially recognized student organizations shall:

  • 41.2.1 Have a minimum grade point ratio (GPR) as stated below and meet that minimum GPR in the semester immediately prior to the election/appointment, the semester during election/appointment and semesters throughout the term of office.
  • 41.2.1.1For undergraduate students, the minimum GPR is 2.00.  In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester under consideration. In one limited circumstance, summer semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least six credit hours must have been taken during the course of either the full or two summer session(s).
  • 1.2.1.2For graduate level students the minimum GPR is a 3.00.  In order for this provision to be met, at least four hours (half-time credits) must have been taken for the semester under consideration.  In one limited circumstance, summer semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least four credit hours must have been taken during the course of either the full or two summer session(s) unless fewer credits are required as they complete the final stages of their degree.

The Student Government Association Constitution and Bylaws imposes a minimum GPR equal to or higher than 2.0 for several positions. Below are the position GPR requirements:

 

Position 

Most Recent Grades as of

Election/Selection/Appointment

 Cumulative

Semester 

 Graduate Students 
 Student Body President

2.5 

2.5 

2.0 

3.0
 Executive Council

2.25 

2.25 

2.0 

3.0
 Speaker of the Student Senate

2.25 

2.25 

2.0 

 3.0
 Senate Chair

2.25 

2.25 

2.0 

 3.0
 Judicial Court Chief Justice

2.0 

2.0 

2.0 

 3.0
 Senate Committee Chair

2.25 

2.25

2.0 

 3.0
 SGA Committee Chair  2.25  2.25  2.0  3.0

 SGA Committee Office Position

2.0 

2.0 

2.0 

 3.0
 SGA Committee Member

2.0 

2.0 

2.0 

 3.0
 Senator

2.25

2.25 

2.0 

 3.0
 Judicial Court Justice 

2.0 

2.0 

2.0  

 3.0

 

 

Grade Check Procedure

Through Stuact Online, the Department of Student Activities will check all officer positions for a minimum of 2.0. If the organization has more than 10 general officer positions, the remaining officers should select “member” as their position in the organization. All officers who fall below the GPR of 2.0 will be notified by Jennifer Boyle, Program Coordinator-Student Organization Recognition of his/her grade deficiency and of their noncompliance with the student rule 41.2. The Department of Student Activities will receive all applications for exemption to the grade policy from student officers who fall below the 2.0 minimum requirement.

The Student Government Association (SGA) will submit a list to Shawn Smith, Systems Analyst II, of all leadership positions and all membership within SGA that require a minimum GPR above a 2.0. Preceding the completion of grade checks, this list will be provided once the official spring and fall semester grades are posted. Members who choose not to register on Stuact Online will have their grades manually checked by Sandy Briers, Senior Administrative Coordinator of SGA. A membership list will be provided to Sandy Briers, Senior Administrative Coordinator one week following membership selections each semester.

SGA staff will notify all students with a grade deficiency other than 2.0 as the SGA constitution imposes a more restrictive policy than the Department of Student Activities. The SGA staff will receive all grade applications for exemption to the grade policy for student officers of SGA who are required to maintain a minimum GPR higher than a 2.0.

 

 

Grade Appeal

The Department of Student Activities Grade Policy-Student Officer 2.0
Jennifer Boyle, Program Coordinator-Student Organization Recognition will notify all students who fall below the 2.0 GPR requirement and will handle all appeals and notification of the outcome of those appeals. One of three outcomes will be decided for each student officer who appeals his/her eligibility; 1) the appeal for grade exemption is denied; 2) the grade exemption is granted so that the student will remain an officer; 3)grade exemption is denied for student to remain an officer; however is granted for student to remain as a member within his/her organization.

The SGA Policy-Student Officer minimum GPR of  2.25 or 2.5 (This standard applies to the Student Body President, Executive Council, Speaker of the Student Senate, Senate Chairs, Senators, and SGA Committee Chairs)
Jennifer Fountain, Primary Advisor to Student Government, will notify all students who fall below the SGA imposed grade policy of 2.25 or 2.5 GPR requirement GPR and will handle all appeals and notification of those appeals. One of three outcomes will be decided for each student officer who appeals his/her eligibility; 1) the appeal for grade exemption is denied; 2) the grade exemption is granted so that the student will remain an officer; 3)grade exemption is denied for student to remain an officer; however is granted for student to remain as a member within his/her organization.

The SGA Grade Policy-Student Membership minimum GPR 2.0
Jennifer Fountain, Primary Advisor to Student Government, will notify all students who fall below the SGA imposed 2.0 GPR and will handle all appeals and notification of appeals.One of two outcomes will be decided for each student who appeals his/her eligibility: Grade Exemption granted to remain a member of the organization; or Grade Exemption denied.

 

 

 

Grade Check Timeline

All SGA members registered in Stuact Online will be checked in conjunction with all other student organization grade checks. Notifications will be sent to students on the following schedule:

  • Spring Grades- No later than the last week of May
  • Summer Grades- No later than one week after grades are posted
  • Fall Grades- No later than one week prior to the students return to classes for the spring semester.

 

 

First Year Grade Exclusion and Grade Changes

All first year Grade Exclusions and changes to posted grades must be completed and posted on the students’ “official” record in SIMS by the date that applications for exemption to the grade policy are due. This due date will be stated in the notification letter that the student receives once grade checks have been completed.

 

 

Computer Usage Policy

Click here for the Computer Usage Policy

All committee executives and advisors should be familiar with the expectations set forth in the policy.

 

 

Committee Resources

SGA Equipment Checkout

The Student Government Association has the following equipment available for checkout to student leaders within SGA at no rental charge:

  • SGA Banners (2)
  • Tablecloths (2)
  • Digital Camera (1)
  • Video Recorder (1)
  • Cell Phones (2)
  • Coolers (3)
  • Dolly (1)
  • Computer Laptops (2)
  • Video Projector (1)
  • Punch Bowl (1)
  • Decorative Vases 

These items may be checked out through Sandy Briers, the Senior Administrative Coordinator in SGA.  In her absence, any other member of the Student Government Association staff can check these out for you.  The Equipment Checkout notebook is located on the bookshelf in 126D Koldus.  The individual must provide his/her name, committee name, phone number and email addressthe date  the equipment is checked out.  A pre-arranged date for equipment return will be discussed at the checkout time. 

This equipment should be reserved in advance to insure that the equipment is available when needed for the committee’s event.

 

Walkie Talkies 

SGA has walkie talkies available for use by committees within SGA; however, these are checked out through the Student Advocate for Communications on the Executive Council.   These walkie-talkies may be requested via email (sgacomm@stugov.tamu.edu) on a first come-first served basis.

The format for requesting walkie-talkies should include the following information:

  1. Name of student requesting the walkie-talkies
  2. Position of student
  3. Organization / Group
  4. Reason for requesting walkie-talkies
  5. Number of radios requested
  6. Duration of request (mm/dd/yyyy format; example 09/22/2008)
  7. Contact email information
  8. Contact phone information

After receiving your email, you will be contacted with a time to pick up your walkie-talkies.

If you lose or break a walkie-talkie, you will be charged a $100 replacement fee.  These walkie-talkies operate on public channels.  In other words, your conversations are not private; please watch what you way.  Walkie-talkies are for SGA committee use ONLY.

Any questions regarding the use and policies surrounding the use of the SGA walkie-talkies should be directed to the Student Advocate for Communication (sgacomm@stugov.tamu.edu).

 

SGA Shredder

Student Government has a shredder for use by its committees and staff.  It is located in the computer work room (127C Koldus).  Additional trash bags are available under the mail sorting area in the computer work room. 

When shredding, one should not attempt to shred more than five regular pages of copy paper at a time.  Failure to abide by this suggested guideline may result in the shredder becoming clogged.  In order to maintain a strong working shredder, please do not attempt to shred more than five pieces of regular paper at a time. 

Any questions or problems with the shredder should be directed to the Senior Administrative Coordinator or the Business Coordinator I.

 

Supply Cabinet

Each committee has access to the SGA supply cabinet and basic office supplies.  Access to the cabinet can be given by the Business Coordinator or the Senior Administrative Coordinator.  If a committee has additional supply requests/needs, please contact the Business Coordinator for additional assistance.

 

Business Placards

A total of 3 business placards are purchased yearly for use by the Student Body President, the Assistant Director/Advisor of SGA, and student leaders within an SGA Committee to attend meetings across campus and/or to use for parking in the University Center Garage prior to and/or during their event.   These business placards must be used in conjunction with a current University Parking Permit.

The University Business Permit Hangtag is checked out through the Senior Administrative Coordinator in the Student Government Association Office.  An individual wishing to use this type of permit must first request it through their committee chair and/or advisor.  If it is determined that a business permit should be used by a member and/or an officer other than the committee chair, then an email stating who can be issued the permit must be sent to the Senior Administrative Coordinator and copying the committee advisor and the Assistant Director for SGA.

The individual must provide his/her University UIN and the license plate number of the car.  Should the individual be issued a citation while using this permit, then the individual is responsible for the payment of these citations.

Any questions regarding use of the University Business Permits should be addressed to the Senior Administrative Coordinator.

 

 

SGA After Hours Access Requests

Student leaders in the Student Government Association may request after-hours access if they are in one of the following positions:

  1. Student Body President
  2. Executive Council
  3. Senate Speaker
  4. Senate Pro Tempore
  5. Senate Officers
  6. Committee Chairs

If an SGA Committee wishes to allow other members of that committee to have additional access one to two weeks prior to their major event, then an email should be sent by the committee chair,  copying the Assistant Director for SGA and the committee advisor, to the Senior Administrative Coordinator for approval.  If either the SGA Assistant Director or the committee advisor determine that this should not occur, either or both may contact the Senior Administrative Coordinator and negate the access request. 

Additional access should be limited to only those individuals in officer positions who will need to function in a registration or administrative role for that week. 

The individual requesting access must complete and submit the After Hours Access Request form to the Senior Administrative Coordinator for access to be granted.  Access will normally be only for the week prior to the event and no more than one week afterwards to allow for wrap-up evaluations and cleanup work to take place.

The individual requesting access must agree to the following:
To ensure the safety and security of the SGA, your responsibilities include:

  1. Reporting a lost or stolen ID immediately to the Senior Administrative Coordinator.
  2. Leaving the front door closed and locked when operating after hours (i.e., do not prop open the door).
  3. Limiting after-hours use to SGA-related business only.

The individual’s signature on the form will mean that the information above is understood and agreed to.

The Senior Administrative Coordinator will then input the information onto the Door Access System with the appropriate beginning and ending dates and times for use by the student / student leader.  Any questions resulting from this process should be directed to the Senior Administrative Coordinator.

 

 

SGA Conference Room Reservation Process

The SGA Conference Room Reservation process is currently on a first come-first served basis.

It is preferred that an email be sent to the Senior Administrative Coordinator who has the primary responsibility for room reservations in SGA; however, in her absence, the SDS II is the current backup. 

Room reservations for this room may be sent in email format, detailing the following information:

  1. Each date, day and time for which the room (127E JJK) is requested
  2. Name of the committee requesting the reservation
  3. Name of the individual requesting the reservation
  4. Phone number and email address of the individual requesting the information
  5. Number of people expected to attend the meeting
  6. Purpose/title of the meeting
  7. Contact person information – if different person than above

Committee chairs and/or officers may begin requesting the 127E JJK room reservations beginning in the Spring Semester (April 15) and in the Fall Semester (November 15).  Reservations may continue to be requested throughout the year via email or in person through the Senior Administrative Coordinator.

The SGA Conference Room now has the following equipment available for use for meeting participants:

  • White Board, markers and erasers
  • SmartBoard w/remote control (currently located in the Senior Administrative Coordinator’s office (top right desk drawer)
  • Computer stand for use in presentations located to the left of the SmartBoard
  • One large conference table
  • 12 conference chairs

Individuals who use the room are expected to leave it in the same clean and neat manner in which they found it at the beginning of their meeting.  Any and all foods must be removed at the end of the meeting.  Failure to clean up may result in loss of future room usage by the committee.

Questions should be addressed to the Senior Administrative Coordinator in 126D Koldus.

 

 

Fax Machine Usage

The Student Government Association has a fax machine for use by its SGA committees and staff.  The fax number is 979.862.8908 and is located in the office of the Senior Administrative Coordinator (126E Koldus).    Committee members and officers may use this fax machine for committee business with no additional charge to their accounts.

For instructions on how to use the fax machine, please contact the Senior Administrative Coordinator.

 

 

Telephones

Telephones in the SGA office are rented through the Telecommunications Department on campus.  Any questions and/or problems in the use of these phones should be directed to the Senior Administrative Coordinator.  In her absence, you may contact the Business Coordinator in 130 Koldus.

Long-Distance Calls

Long distance telephone access is limited to staff and some individual committees (i.e., Muster, Parents’ Weekend, Traditions Council, Big Event, COSGA, etc.)  The long distance calls made on these phones should be logged in at the time of the call in a notebook so that the phone numbers can be reconciled with the Telecommunications Billing Statement each month.  Any charges assigned to a number which cannot be identified through the log-in system will be the responsibility of the committee whose phone was used.  It will then be the responsibility of the committee to collect the charges on their phone if additional charges should occur.

To call long distance, secure line 2 or 4 by dialing “9” , and then dial the area code and the number – with no “1” before the area code.

 

 

Copies and Copy Cards

The Student Body President, Executive Council, Senate, Judicial Court and committee chairs have access to a copy card that will allow them to use the Student Government Association copier in the main SGA administrative area and the copies will be charged to their committee account. 

At the beginning of the year, the committee chair meets with the Business Coordinator I to check out the committee’s copy card.   The committee chair will then work with his/her committee membership to secure the card for their use throughout the year. 

At the end of the year (May), the committee chair is required to check the committee’s copy card back in to the Business Coordinator I.   Should the committee chair leave before the end of the year, s/he should return it to the Business Coordinator IF so that it can be re-issued to the new or interim chair.

 

SGA Facility Maintenance

Facility Maintenance problems and/or concerns should be directed to the Senior Administrative Coordinator.  However, in her absence, any staff member can relay your concerns and/or problems to the Student Activities Administrative Coordinator (862-1973) or to the University Center Facilities Office (845-8905) for immediate assistance. 

Such maintenance concerns may include, but are not limited to, the following:

  • Lack of air conditioning or air flow in the SGA offices
  • Water dripping from the ceiling
  • Electrical problems with lighting and equipment

 

Computer Assistance

Computer assistance relating to computer and/or printer problems should be referred to the Division of Student Affairs Information Technology (DoIT) office located in Cain Hall (862-7990) or via their website (http://doit.tamu.edu) or via their email address (help@doit.tamu.edu). 

Should you forget or not know the new password for a committee computer, please contact the help desk for assistance in resetting the password so that you may access your organization’s files.

 

IT Computer Project Form

The IT Computer Project Form is a new process adopted by the Department of Student Activities IT staff as a means for project management for students and staff. Please read the Online Project Planning Best Practices.

Click Here for the IT Computer Project Form

Click Here for the Online Project Planning Best Practices

 

Committee Member Selection Policies

Photo Attachments

Each committee within Student Government has the right to create their own unique applications for their committee and determine the process for member selection so long as it abides by the following guidelines:

 

  1. No pictures may be requested of applicants, whether listed as a requirement or optional for applicants
  2. A standard process must be applied and carried out for each applicant when considering their qualifications for membership within the committee
  3. Applications must contain the SGA grade policy sheet to be signed and turned in by all applicants in order for them to be considered for membership
  4. Applications must include a supplemental insert informing applicants of all forecasted dues that they will be required to pay
  5. No qualified applicant may be denied membership to a committee based solely on their race, gender, color, religion, national origin, age and sexual orientation

 

Online Applications

SGA Committees should consider the use of online applications, which would be completed and submitted by applicants over the internet. Online applications will reduce the amount of paper used in SGA, which saves your committee money, and create more organization. All of the application files would be accessible on a secure, online database, which you could download to an excel document. If you are interested, please contact Buster Neece at bneece@stuact.tamu.edu. Prior to meeting with Buster, please identify what questions you will be asking and what fields should be on the online application.

 

Best Practices

Marketing and Recruitment

Informationals

 

Application and Interview Questions

It is best to create application and interview questions that are purposeful and assess what is actually necessary for success in you committee. Use the Application/Interview Question Worksheet to help create purposeful questions and answer keys.

 

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