2014-2015 ASG Handbook by ASG PR

ASG

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HANDBOOK The comprehensive guide to Northwestern Universityâ&#x20AC;&#x2122;s Associated Student Government

asg@northwestern.edu

campusvoice.northwestern.edu

TABLE OF CONTENTS

Introduction 1 Table of Contents 2 Letter from the Executive Board 3 About ASG 4 The ASG Executive Board 5 By The Numbers Organizational Structure 8 Organizational Chart 9 Senate Structure 10 The Executive Office 10 Officers of the Senate 11 The Cabinet 12 Financial Officers

Committees 14 Descriptions Senator Guide 24 Expectations & Responsibilities 25 Parliamentary Procedure 26 Legislation 27 Legislation Writing Guide 28 Funding Procedures 29 Sample Funding Spreadsheet 30 Sample Funding Petition 31 ASG Budget Guide

WHAT IS ASG?

DEAR NORTHWESTERN,

ASG’s mission is to serve & represent the undergraduate student body and improve the Northwestern undergraduate experience. While our projects & initiatives may change from year to year—or even from quarter to quarter—our goal is constant: to strengthen the Northwestern experience, we look to foster a campus environment in which our fellow students can identify and craft their own paths.

We are pleased to present to you the 2013-2014 Associated Student Government Handbook, a comprehensive guide covering everything you need to know about the internal structure and function of our student government. As the representatives for the entire undergraduate student body, we serve the Northwestern community by listening to our friends and peers, learning their needs and wants, and acting to support their activities and goals. This guide demonstrates how we go about fulfilling our mandate in accordance with our core values.

ADVOCACY

As you consult this Handbook, keep in mind that the student government is founded on three primary missions, with the ultimate goal of improving the Northwestern undergraduate experience: • Advocacy: Elevating student priorities • Services: Supporting student learning, activities, and programming • Community: Connecting students & bridging perspectives

We amplify student issues, concerns, and ideas, through an act of Senate on behalf of the 8,200-strong undergraduate student body; through engagement with administrators, student leaders, city officials, and other stakeholders; and through initiatives & projects to increase awareness & establish or expand services.

This year, we’re tackling more than 200 projects across 14 committees and the 51-member student Senate to make progress in each mission. With over 150 dedicated, engaged, and passionate members, we are confident ASG will shape the Northwestern experience. We are also taking particular care to ensure ASG is a dependable, helpful partner through internal efficiency and transparency initiatives and a renewed focus on recruiting students throughout the year who have a clear passion for serving our community. This includes empowering students throughout ASG to engage with peers, faculty, and administrators on a variety of topics to maximize the breadth of our advocacy and to strengthen our relationships with offices and communities across campus.

SERVICES

Together, we can attain the vision of a reliable, efficient, and transparent student government improving the Northwestern experience by serving students.

Northwestern’s strength comes from its students, who continuously create, innovate, and achieve new heights in fields of study, expressions of identity & culture, and athletics.

Yours Sincerely,

• Mental Health • Diversity & Inclusion • Student Group Services

ASG Projects

Signature Initiatives

The 2013-2014 ASG Executive Board

COMMUNITY

• Campus-wide events calendar & listserv • Housing occupancy reform • Alumni-funded scholarship programs

As the representative body for all undergraduate students, we serve to create and renew bonds among students and communities. We strive to help Northwestern recognize and expand its diversity, and to support students in their efforts to better understand their peers.

How do students convey these ideas? Three ways: 1. Senate: by interacting with a Senator, which could include introducing a bill (at this point, you could direct them to see the Legislation guide for more info on the different types of legislation) 2. Campus Voice: an online forum where students can post questions, concerns, and ideas. Students control the priorities on CampusVoice by ‘upvoting’ posts. 3. Direct engagement: ASG leaders frequently visit student group general meetings, munchies, firesides, and other student gatherings to discuss initiatives and hear from students. Our services empower students to create new, unique ways to learn and to contribute to the community, and support student groups & communities in producing rich, engaging programming through funding & advising. Other services work to improve the day-to-day lives of students through connections to jobs, peer-generated guides, and online forums and exchanges. Our services recognize and emphasize that when students can craft their own paths at Northwestern—full of different perspectives, novel ideas, and new challenges—our community grows stronger.

We promote opportunities for students to share experiences, exchange ideas, and respectfully challenge each other in the spirit of deeper understanding, broadened perspective, and sincere compassion. We also intentionally seek to bring people & communities from across campus to shared, safe spaces. When Northwestern students come together to contribute their perspectives and experiences, the Northwestern experience is enriched.

Noah Star Speaker of the Senate

asg-speaker@u.northwestern.edu

Petros Karahalios Parliamentarian

asg-parliamentarian@u.northwestern.edu

RCB/RHA Caucus Whip

Off-Campus Caucus Whip

Greek Caucus Whip

Student Groups Caucus Whip

Anna Rennich Academic VP

Grant Nicholas Analytics VP

Andrew Green Chief of Staff

Kevin Harris Community Relations VP

Austin Romero Diversity & Inclusion VP

Mackenzie Schneider Financial VP

Jaime Toplin Public Relations VP

Christina Kim Services VP

Serene Darwish Student Activities VP

Alex van Atta Student Groups VP

Chris Harlow Student Life VP

Christina Cilento Sustainability VP

asg-pr@

asg-technology@

asg-services@

BY THE NUMBERS

1.3

Senate is charged with allocating the $1.3 million Student Activities Fund, which helps ASG-recognized student groups offer diverse, enriching programming.

million

ASG Senators represent every facet of campus: residential life, Greek life, offcampus life, student athletes, and student groups.

asg-cos@

asg-studentgroups@

asg-communityrelations@

asg-studentgroups@

The ASG budget funds the operations of the organization, including projects, events, services, and marketing.

asg-technology@

asg-studentlife@

61.6 thousand

asg-safc@

asg-technology@

Each ASG committee addresses a distinct area of Northwestern life. Committees are responsible for brainstorming, researching and executing ASG projects.

COMMITTEES

Appointed

asg-vp@u.northwestern.edu

asg-president@u.northwestern.edu

asg-academic@

Erik Zorn Executive Vice President

Julia Watson President

SENATORS

Elected by Senate

Elected Campus-Wide

THE 2014-2015 ASG EXECUTIVE BOARD

PROJECTS &INITIATIVES 6

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Foster innovative, collaborative programming across cultural, academic, special interest, and other groups Encourage new student initiatives & programming with $15,000 in Project Pool funds Work with local officials on housing occupancy reform Create a volunteer opportunity database in conjunction with student groups Create campus-wide events listserv & calendar Publicize ASG & University resources consistently, broadly, and clearly Create & publish student-sourced Unofficial Student Guide and Study Abroad Guide Negotiate standard storage, equipment, transport, venue, and hotel rates for student groups with local vendors Raise alumni-funded scholarship programs for students on experiential programs like JR, practicum, etc. Publish streamlined Funding Guide and info on starting & expanding student groups Pilot 24-hour study & social spaces Introduce free printing and better entertainment options for on-campus students Coordinate & elevate student-run mental health programming Introduce (free) health & wellness programs on south campus Develop electronic IM sign-up service Launch green events consulting, plastic bag recycling, and environmental literacy assessment

ASG organizational structure

Off-Campus Caucus

The Senate is the representative body for Northwestern undergraduates. The Senate sets & reviews ASG policy, allocates funding to student groups, and represents the student body on a variety of issues & topics.

Greek Caucus

Student Groups Caucus Residential Caucus

THE SENATE

Operations Committee

FINANCIAL VP

Student Activities Finance Committee

STUDENT ACTIVITIES VP

Student Activities Committee

SUSTAINABILITY VP

Sustainability Committee

Analytics Committee

DIVERSITY & INCLUSION VP

Diversity & Inclusion Committee

SERVICES VP

Services Committee

STUDENT LIFE VP

Student Life Committee

Academic Committee

COMMUNITY RELATIONS VP

Community Relations Committee

Public Relations Committee

STUDENT GROUPS VP

Student Groups Committee

PUBLIC RELATIONS VP

CHIEF OF STAFF ANALYTICS VP ACADEMICS VP

SENATORS

CABINET

PRESIDENT

EXECUTIVE VICE PRESIDENT

SPEAKER

PARLIAMENTARIAN

ORGANIZATIONAL CHART

SENATE STRUCTURE 15

Residential Senators

Student Group Senators

Off-Campus Senators

Interfraternity Council Senators

Panhellenic Association Senators

National Pan-Hellenic Council Senator

Multi-Cultural Greek Council Senator

Student Athletic Adv. Council Senator

While any undergraduate student may participate in Senate debate, the 51 Senators are uniquely empowered to introduce bills & cast votes. Senators directly represent residential students, student groups, Greek organizations, and off-campus students, but always act in the interest of all Northwestern students--no matter their involvement or address.

SPEAKER OF THE SENATE PARLIAMENTARIAN

RULES COMMITTEE

SENATE STUDENT GROUP WHIP

RHA/RCB WHIP

OFF-CAMPUS WHIP

GREEK WHIP

STUDENT GROUP CAUCUS

RHA/RCB CAUCUS

OFF-CAMPUS CAUCUS

GREEK CAUCUS

THE EXECUTIVE OFFICE

THE CABINET

PRESIDENT

EXECUTIVE VP

Creates the strategy and vision for ASG and acts as chief ambassador of students to administrators

Chairs the Cabinet

EXECUTIVE VP

Ensures officers within ASG produce tangible results for the student body and assists the president as the administrator liaison

Makes all final bottom-line decisions and assumes ultimate accountability

TECHNOLOGY VP

PUBLIC RELATIONS VP

ACADEMIC VP

SERVICES VP

COMMUNITY RELATIONS VP

CHIEF OF STAFF

TECHNOLOGY COMMITTEE

PUBLIC RELATIONS COMMITTEE

ACADEMIC COMMITTEE

SERVICES COMMITTEE

COMMUNITY RELATIONS COMMITTEE

OPERATIONS COMMITTEE

OFFICERS OF THE SENATE SPEAKER

CAUCUS WHIPS

PARLIAMENTARIAN

Chairs Senate sessions, ensures efficiency & transparency in the body Holds senators, executive officers accountable Represents the Voice of the Senate on the executive board & to administrators

Lead the RCB/RHA, Greek, OffCampus, and Student Groups caucuses. Serve as liaisons between the caucuses and respective

Interprets & upholds the rules in Senate Chairs the Rules Committee

constituencies. Serve on Parliamentary Body as Voice of respective caucuses.

RULES COMMITTEE

STUDENT LIFE COMMITTEE

TECHNOLOGY VP

PUBLIC RELATIONS VP

SERVICES VP

Works to improve the efficiency & efficacy of ASG by ensuring members have the resources, experiences, and support they need to succeed

Chairs the Technology Committee and handles all technological resources maintained by ASG

Chairs the Public Relations Committee and manages the relationship between ASG and students

Chairs the Services Committee and oversees all services provided by ASG for students

STUDENT LIFE VP

ACADEMICS VP

Chairs the Student Life Committee and acts as the primary lobbyist for student life interests and issues

Chairs the Academic Committee and acts as the primary lobbyist for academic interests and issues

Oversees the Diversity & Inclusion and Sustainabilty Committees

Plans and executes the Faculty Honor Roll process

SENATE

TREASURER

CHIEF OF STAFF

CAUCUS WHIPS

PRESIDENT

ASSOCIATE VP FOR SUSTAINABILITY

ASSOCIATE VP FOR DIVERSITY & INCLUSION

SPEAKER OF THE SENATE PARLIAMENTARIAN

STUDENT LIFE VP

COMMUNITY RELATIONS VP Chairs the Community Relations Committee and is the ambassador to Evanston Responsible for organizing advocacy efforts for local, state, and national student issues

FINANCIAL OFFICERS

SENATE

ASG

PRESIDENT

STUDENT GROUPS VP

FINANCIAL VP

STUDENT ACTIVITIES VP

STUDENT GROUPS COMMITTEE

STUDENT ACTIVITIES FINANCE COMMITTEE

STUDENT ACTIVITIES COMMITTEE

STUDENT GROUPS VP

FINANCIAL VP

STUDENT ACTIVITIES VP

Chairs the Student Groups Committee

Chairs the Student Activities Finance Committee

Chairs the Student Activities Resources Committee

Recommends allocation of 2.5 percent of SAF to B-status groups

Recommends allocation of 95 percent of the SAF to A-status groups.

Engages with student groups/ communities regularly

Recognizes and evaluates B- and T-status groups Organizes the Fall and Winter Student Activities Fairs and Student Leadership Training

Recognizes and evaluates A-status groups

Advocates for and develops resources, services, and policies to strengthen all ASG- and Northwester-recognized groups

Organizes the Fall and Winter Student Activities Fairs and Student Leadership Training

Organizes the Fall and Winter Student Activities Fairs and

COMMITTEE DESCRIPTIONS

ACADEMIC COMMITTEE

led by the Vice President for Academics

What do we do? The Academic Committee undertakes projects to enhance the undergraduate academic experience. • Fosters programs that allow students to build communities around their academic departments or fields of study • Develops new academic initiatives to create experiential learning opportunities for students • Bolsters different aspects of real-time class experiences through educational technology enhancements. • Works to improve career, research and advising experiences for students. Members work closely with student leaders, faculty, and staff across departments and disciplines to shape academic policies, programs, and services that will benefit thousands of students for years. Members plan and execute the Faculty & Administrator Honor Roll, which is decided annually by student vote. The Vice President for Academics also disburses grants for professors to host class dinners & field trips.

Accomplishments • Proposed and piloted Freshman Peer Advising. • Created unofficial transcripts, degree audits, and course catalogs for students • Created 0.5 unit credits for lab portions of introductory level science courses • Pushed the drop deadline back by 2 weeks • Made 5th class registration easier for Weinberg students

COMMUNITY RELATIONS COMMITTEE

led by the Vice President for Community Relations

The Community Relations Committee fosters relationships between Northwestern and external communities by providing off-campus information and resources, and also promoting civic engagement and local services.

DIVERSITY & INCLUSION COMMITTEE What do we do?

The Diversity & Inclusion Committee supports and oversees campus-wide diversity initiatives & efforts, including: • Coordinating efforts to link perspectives through collaboration across communities • Researching & creating proposals for new policies & initiatives with student groups and administrators. • Promoting positive, productive dialogue across identity-related topics including race, gender, ethnicity, sexual orientation, socio-economic status, ability status, etc.

Accomplishments • Creation of Universty Diversity Council. • Contributing to develop of Social Inequalities & Diversities academic requirement proposal. • Led diversity discussions & training within Greek leadership. • Initiated conversations to create prayer rooms in University buildings.

ANALYTICS COMMITTEE

led by the VP of Analytics

What do we do? The analytics committee is an interdisciplinary committee that creates surveys, gauges campus interest, and presents a budget to Northwestern administrators in order to help back student policy and budgeting issues on campus with data.

Accomplishments • Creates & executes ASG’s all-campus survey • Analyzes data and works with VPs to utilize data-driven resources

Members develop relationships with student leaders and local officials to plan community events and shape interactions between Northwestern students and other community members. Events include the ASG Garage Sale, Big Bite Nite, Housing Fairs, ReNUvation, and off-campus LightWalks (to identify poorly-lit areas).

led by the Associate VP for Diversity & Inclusion

PRESIDENTIAL LEADERSHIP INTIATIVE

SERVICES COMMITTEE What do we do?

The Presidential Leadership Initiative is an opportunity for freshmen and sophomores to work with the president on projects. Each member is hand-selected by the president as a rising leader in the organization. Throughout the year, the members of the committee are mentored by the president through the project execution process. Members have the opportunity to brainstorm ideas, research potential projects and then execute new initiatives.

PUBLIC RELATIONS COMMITTEE

Are you interested in startups, entrepreneurship or computer science? The ASG Services Committee works toward a better, more efficient Northwestern by designing small, nimble and sustainable solutions to undergraduate issues.

Why should I get involved? As students, we have four years to improve our school. Because we are all a part of the larger Northwestern community, we have an obligation to leverage our intelligence and ingenuity to solve problems creatively.

led by the Vice President for Public Relations

The Public Relations Committee connects students to ASG by communicating resources, services, and events available on campus. • Publicizes ASG’s services, events, and announcements • Provides accessibility to ASG’s resources • Monitors campus-wide communication flow • Maintains the ASG brand Members work closely with ASG officers and other student leaders to develop strategic marketing and brand management initiatives. Members execute campuswide marketing campaigns for ASG’s Garage Sale, 10k Initiative, JobCat, BookSwap, and other services.

RULES COMMITTEE

Lobbying administrators and advocating for institutional change is an important part of that process. But building solutions from the ground up is an effective way to make our four short years matter.

Sounds cool. But what have you guys actually done? JobCat, a website that helps students find odd jobs in Evanston. Did you know that people will pay you $10 an hour to walk their dog?

led by the Parliamentarian

BookSwap, where you can buy and sell textbooks at better rates than any bookstore.

The Rules Committee reviews legislation to ensure the formatting and content are in agreement with the ASG Constitution and Code, as well as grammatically correct and well-phrased, before legislation can be sent to the Senate floor. Twice per year, the Parliamentarian leads the Committee in revising & proposing changes to the ASG Constitution, Code and election guidelines. The Committee functions as the judicial branch of ASG. If any senator has more than 2 absences, the Parliamentarian will hold an attendance hearing during the committee meeting to determine whether to revoke the Senator’s accreditation. Any other issues or questions regarding the ASG Constitution, Code, election guidelines, and rules of order are brought to the Committee on the Rules as the need arises.

led by the Vice President for Services

CabCorner, a Northwestern-only cab sharing website. Because $35 to get to O’Hare is a monstrosity. Campus Voice, a platform for students to submit and discuss questions, complaints, and suggestions.

STUDENT ACTIVITIES FINANCE COMMITTEE

led by the Vice President for Finance

What do we do? The Student Activities Finance Committee advises and supports A-status groups by: • Auditing and advising student groups to facilitate quality campus programming • Allocating over a million dollars to student organizations during fall and spring funding cycles

How DO I START MY OWN STUDENT GROUP?

Accomplishments • Allocated over $1.1M to 40 student organizations • Assisted A-Status student organizations in providing some of the most diverse and successful programming on campus • Assisted the Student Groups Committee in planning and executing quarterly leadership training conferences

STUDENT GROUPS COMMITTEE

The Center for Student Involvement (CSI) can walk you through the process and connect you with the resources, advising, and training you need to get your group off the ground. You can also find opportunities for community service, leadership development, and programming support at CSI. Visit their office, located on the third floor of Norris, or email:

led by the Vice President for Student Groups

The Student Groups Committee advises, audits, and advocates for over 200 student groups. • Provides $35,000 in funding to more than 100 groups each year • Advises new and newly recognized student organizations • Creates and improves resources & services for student organizations

Hope Wallace

Members work closely with a diverse range of student leaders and organizations to allocate tens of thousands in funding and help establish, expand, and support student groups. Members also help plan and execute Activities Fairs and student group leadership training conferences.

Coordinator of Student Organization Resources

h-wallace@northwestern.edu

STUDENT LIFE COMMITTEE

led by the Vice President for Student Life

TECHNOLOGY COMMITTEE What do we do?

The Student Life Committee has one of the broadest mandates in ASG: to improve the Northwestern student experience outside of classes. • Researches and executes projects & initiatives to improve the quality of residential living, recreation, amenities, and other student services. • Works to enhance safety & security on- and off-campus through improvements to lighting and transportation

The ASG Technology Committee creates, improves, and maintains web services used by thousands of students. Last year, ASG Technology launched: • Campus Voice, a platform for students to submit and discuss questions, complaints, and suggestions -Student support on the platform led to the creation of a campus loop stop at Elder and a visit by therapy dogs during finals week • BookSwap, a textbook exchange for Northwestern • A redesign of the ASG website

Members lobby administrators for better dining options, convenient transportation, accessible recreation & entertainment, and comprehensive physical & mental health services. improve all aspects of campus life at Northwestern. Members plan and execute quarterly Exam Relief programs (including bringing therapy dogs to campus) and on-campus LightWalks.

SUSTAINABILITY COMMITTEE

led by the Associate VP for Sustainability

STUDENT ACTIVITIES RESOURCE COMMITTEE

led by the Vice President for Student Activities

What do we do?

SARC is dedicated to developing resources, services, and policies to strengthen student groups and activities recognized by ASG and Northwestern Univeristy.

The Sustainability Committee (SusCom) seeks to ingrain environmental sustainability as a fundamental precept of Northwestern culture. The committee works closely with the Office of Sustainability, Facilities Management, Sodexo, and the many environmental student groups on campus to develop tangible, impactful projects.

SARC does projects related to: • Student group funding and organizational resources, including storage, venue reservation, equipment, and tool rental • Administration of the WIld Ideas Fund • Planning and improvement of the annual Spring Leadership Conference • Organizational growth and development, including group transitions, overprogramming, and more

We employ fast, positive action in order to: • Pursue sustainability projects that inform and educate the student body • Support academic curricula • Provide key services for student groups • Allow any member(s) of the community to effectively pursue their own projects

Accomplishments • Distributed free low-flow shower heads and CFLs to off-campus students • Created the Northwestern Sustainability Fund, which will allocate $50,000 per year to student-led sustainability initiatives • Established the Green Events Consulting service as a resource for student groups to make their programming more sustainable

led by the Vice President for Technology

ASG SENATOR GUIDE

EXPECTATIONS &RESPONSIBILITIES Represent your constituents.

Communicate with your constituents.

To represent, communicate.

To communicate effectively and easily, send out the ASG Weekly.

Seek diverse viewpoints, and represent every aspect of your constituents’ lives and experiences. Do not confine yourself to only dorm or student group issues—your constituents most certainly do not.

There’s always space for a personal note in the newsletter you send out across listservs, so be sure to always mention that your constituents can reach out to you about any issue.

Develop a relationship with the leaders of your constituents.

Communicate with your caucus and caucus whip.

This could be through hall governments, executive boards, or off-campus advisory councils. Whoever they are, go to their meetings, get to know them, and understand their agendas, their concerns, and what they bring to the table.

Senators within the same caucus often face similar problems- discussing these problems with your whip and other Senators can help to identify common issues and begin caucus projects/legislation to address them.

Be involved with a standing committee, working group, or ad-hoc. Committees, working groups and ad-hocs implement the change Senate mandates. Each Senator is required to apply to a standing committee, and every Senator is encouraged to join one or more working groups or ad-hocs. General recruitment occurs in the Fall, but all committees selectively recruit through the year.

Put in 1 hour of PR work per quarter. Effective marketing is key to the success of our events and initiatives. The Public Relations committee serves to facilitate marketing; Senators have greater access to constituents, communities, and manpower, and are responsible for a minimum of one hour of PR work per quarter, for any ASG committee.

Don’t miss Senate.

Gain real access to your constituents.

If you’re not in Senate, you’re not representing your constituents when it really counts. Generally, 2 unexcused absences will trigger a judicial hearing. Find a substitute (up to twice a quarter), and email the parliamentarian well in advance—two weeks if you’re going to miss Funding (which you really should not).

Subscribe to listservs, obtain non-resident keys to dorms, and attend munchies. Consider hosting forums to gather feedback. Make sure your constituents know you and are aware that you represent them.

PARLIAMENTARY PROCEDURE ASG employs a customized version of Robert’s Rules to govern meetings, guide debates, and frame discussions. Robert’s Rules is designed to allow equal time and opportunity for each side of an issue to be defended, questioned, and amended. Parliamentary procedure, when used properly, ensures efficiency and fairness, and mandates civility and respect for every participant—Senators, officers, and guests. The Speaker of the Senate controls the floor; all requests and speeches must be addressed to the chair, not individuals. This table contains commonly used motions.

Purpose

You Say...

Interrupt?

2nd?

I rise to a point of privilege.

Yes

None

Lay aside temporarily

I move to lay the question on the table.

Yes

Majority

Close debate

I move the previous question.

Yes

2/3

Limit or extend debate

I move that debate be limited to.

Yes

2/3

Postpone to a certain time

I move to postpone the motion to....

Yes

Majority

Refer to committee

I move to refer the motion to...

Yes

Majority

Modify wording of motion

I move to amend the motion by...

Yes

Majority

Kill main motion

I move that the motion be postponed indefinitely

Yes

Majority

Bring business before assembly

I move that [or “to”]

Yes

Majority

Enforce Rules

Point of Order

Yes

None

Submit matter to assembly

I appeal the decision from the chair

Yes

Varies

Majority

Avoid main motion

I object to the consideration of the question

Yes

2/3

Divide Motion

I move to divide the question

Yes

Majority

Demand a rising vote

I move for a rising vote

Yes

None

Request for Information

Point of Information

Yes

None

Debate? Amend?

Vote?

LEGISLATION WRITING GUIDE

LEGISLATION

ASG Senate October 26, 2011 SR1112-03

Legislation is the most powerful tool in ASG: it can mandate progress, create projects, eliminate waste, and support a cause with the full force of 8,000-plus voices. Any student can write legislation, but only senators can bring bills to the floor and cast votes.

SENATE RESOLUTION

CONSTITUTIONAL

A bill requiring action of ASG and of general interest to the undergraduate community.

Expresses the moral support of the Senate and the student body for an issue that does not require ASG to take any action.

A bill amending or modifying the ASG Constitution.

AMENDMENT

The 9-Step Legislative Process 1

Clearly identify the problem you wish to solve.

Research several possible solutions.

Form a specific idea on how to remedy the problem.

Talk to officers & committee members about the legislation.

Write the bill. Ask the Speaker, Parliamentarian and the committee chair for help.

Submit the bill to Parliamentarian, who oversees the Rules Committee.

If passed by Rules, legislation is sent to Senate as New Business.

The legislation proceeds to Old Business at Senate the next week.

If passed, the Executive Board enacts the legislation.

Whereas, the Deering Library previously served as the University’s main library till 1970, and continues to be linked to the Main Library; Whereas, the Deering Library, which evokes the charm and warmth of a time long past, is not accessible by its main doors facing Deering Meadow;

The Four Types of Legislation SENATE LEGISLATION

Writing a Resolution

Deering Doors Whereas, the Deering Library stands as one of Northwestern’s most recognizable and most beloved landmarks;

CODE AMENDMENT

A bill amending or modifying the ASG Code.

Legislation should be written before or while you are researching your project, and sometimes before contacting administrators. Legislation serves as proof that ASG supports your idea and bolsters your case with adminstators.

Bill or Resolution? Bills involve direct action. Resolutions lend the moral support and influence of the Senate to a cause, initiative, or other effort, but do not require ASG officers to take specific action. Resolutions are expressed on behalf of the student body, as the Senate is a wholly representative body.

2. “Whereas…”: Clauses which are effectively a combination of the Background and Principle section of a bill.

Whereas, students and other members of the Northwestern community would doubtlessly welcome the ability to walk into the grand library through its front doors, as opposed to taking a circuitous route through the Main Library;

3. “Be it resolved…”: Clauses which are the “opinion” portions of the resolution.

Whereas, opening the main doors of Deering Library would especially enhance its attraction and openness to newer students and members of the community, and this encourage greater discovery and use of one of Northwestern’s gems;

4. Closing:

Respectfully submitted, (name) (position or other identifier) Author/Sponsor

Whereas, the Library administration has recently received a major donation and has earmarked it to revamp Deering Library’s lobby; Whereas, any entrance to the library requires staff monitoring, security gates, ADA access, and a variety of other features, as well as climate control measures. Whereas, the Deering Library’s main doors are opened only on rare occasions-such as Commencement; Whereas, the Dean of Libraries has expressed interest in working with ASG, the UBPC, and the University Budget & Planning Committee to secure additional funding to ensure the doors can be opened and can stay open; Be it resolved by the Associated Student Government here assembled, that the Northwestern University student body supports the re-opening of the University’s grandest and oldest library to greater public access;

When should you write legislation?

1. Title: Short and easy to remember

Be it further resolved by the Associated Student Government here assembled, that the Northwestern University student body exhorts the University Budget & Planning Committee, ASG, UBPC, and other organizations and departments invested in improving the sense of tradition, community, and openness on campus to provide funding for the renovation, re-opening, and operation of the Deering Library Main Doors. Respectfully Submitted, Ani Ajith, Off-Campus Caucus Whip Author Kayla Foulk, Sponsor

Writing a Bill All legislation introduced in the Senate must include the following five sections: 1. Title: Short and easy to remember.

3. Principle: An explanation of what the bill proposes and what the effect of the bill would be. 4. Action: The exact proposed action, opinion, allocation, or amendment; should be formal and precise.

May 16, 2012

Working Group on Alcohol Policy and Culture Background: Alcohol policy at Northwestern has been regularly discussed over the past halfdecade, primarily by Greek letter organizations. In 2010, the Interfraternity Council researched and submitted a “Fraternity Wet Status Proposal” to Dr. William Banis, the Vice President for Student Affairs. A series of events that followed, including Dr. Banis’s resignation, indefinitely tabled the Fraternity Wet Status Proposal. Following the hiring of Dr. Patricia Telles-Irvin to replace Dr. Banis, Fall 2012 saw more hospitalizations due to alcohol related incidents than any quarter in recent memory. The Interfraternity Council, Panhellenic Association, Residence Hall Association, Residential College Board, Associated Student Government and Student Affairs have engaged in conversations since to attempt to identify the reasons for the increase in hospitalizations and also to propose solutions. Principle: Discussions surrounding alcohol policy have for too long been a Greek-only issue. This is an issue that not only affects the Greek community, but also the larger Northwestern community, including, but not limited to, residential life. The 2010 Fraternity Wet Status Proposal concluded, “Our current policy is outdated, relying on a ‘don’t ask, don’t tell’ policy regarding drinking across campus. There are no current policies that encourage students to be responsible or take action when fellow students may be in danger. The current Responsible Action Protocol, while focusing on altering behavior of students in high-risk situations, in reality encourages students to worry more about potential disciplinary action against them before making sure their fellow students are safe.” This sentiment has been echoed across campus to this day. A comprehensive review of our alcohol policies, including analysis of peer institutions, is needed to determine what, if any, changes are possible to our current alcohol culture and policy. Action: Be it enacted by the Associated Student Government here assembled, that a working group be created to research and analyze Northwestern’s alcohol policy and “culture of alcohol consumption,” specifically in comparison to peer institutions. Be it further enacted, that the group shall consist of one member appointed by the Interfraternity Council, one member appointed by the Panhellenic Association, one member appointed by the Residence Hall Association, one member appointed by the Residential College Board, and two senators elected by Senate upon the passing of this legislation. The group shall be overseen by the Associated Student Government Student Life Vice-President. Be it further enacted, that the working group shall report back to Senate no later than November 1, 2012 with a comprehensive assessment of Northwestern’s alcohol policies and culture compared with peer institutions and proposals for any potential changes to Northwestern’s alcohol policy.

2. Background: Explain why the bill was written; include thorough research, and do not make an argument.

5. Closing:

ASG Senate SL1112-35

Respectfully submitted, (name) (position or other identifier) Author/Sponsor

Respectfully Submitted, Brad Stewart Executive Vice-President Author

Victor Shao President Sponsor

Alex Van Atta Student Life Vice-President Sponsor

SAMPLE FUNDING SPREADSHEET

FUNDING Allocating funds for student programming is one of Senate’s most important responsibilites. Each quarter, Senators review recommendations made by the SAFC and SGC, hear petitions from student group leaders, and award around $1.3 million in Student Activity Fee (SAF) money over three quarters. The amount of money involved, the critical role ASG funding plays in student group budgets, and most importantly, the faith placed in Senators by the student body lend tremendous weight to the funding process. Senators are expected to be present and participatory when recommendations are presented as New Business, and when the recommendations are debated as Old Business, and must prepare fully for each funding session.

The Funding Process

Student groups submit funding petitions according to a sample petition provided.

SGC & SAFC then hold add and cut rounds in committee to recommend all available funds to groups.

SGC & SAFC present recommendations to Senate as New Business, usually one week apart.

The following week, the recommendations are debated as Old Business; Senate has an Amendment Pool to allocate more money than recommended.

5 6

Senate holds a cut round, during which students & senators may propose cuts to programming funding. Cut rounds are followed by add rounds.

NU Line Dancing Team (NLDT): 2012-2013 Programming Fall

1 2 Spring

During add rounds, students & senators may propose additional funding for programming. Rounds continue until the Amendment Pool is balanced.

TIERS

STANDARDIZATION

Events with an honorarium (speaker’s fee) greater than $2,000 require tiers, in which a student group must include at least three different honorarium options. The SAFC can only funds at levels provided in the tiers—not arbitrary amounts.

Certain items are standardized to maintain consistency among groups: ground transportation, publicity, computers. The Student Organization Price Index (SOPI) lists these and other common items and expenses, like Sound & Sight costs, and hall rental.

MERIT Group performance will be considered, including but not limited to: Past audits; Event evaluations; Account status; Past programming history; Financial Misconduct/ Group Misconduct; Communication with Advisor and Account Executive; Event Proposal.

Request

Recommendation

Allocation

Line Dancing Jamboree

$4,325.00

Honorarium

$2,850.00

$2,200.00

Sound and Sight

$525.00

Costumes

$300.00

Decorations

$500.00

$400.00

Venue (Louis)

Publicity

$150.00

$100.00

Fall Speaker

$5,870.00

$155.00

Honorarium

$5,000.00

Publicity

$150.00

$75.00

Travel

$400.00

Ground Transportation

$100.00

Hotel

$140.00

Venue (Jones)

$80.00

Revenue

free

Line Dancing Competition

$640.00

Travel

$400.00

Hotel

$140.00

Costumes

$100.00

$6,510.00

$155.00

Total Request

Funding Factors

Every funding cycle, Senators receive a Funding Packet from both the SAFC and the SGC. In each packet, funding requests, trends, and recommendations are broken down by group. The table below is a fictional group’s funding summary, complete with quarterly itemization and previous recommendations & allocations.Refer to the Funding Factors on p. 32 to identify the criteria and data used to make recommendations. The explanations on the right-hand side would typically appear below each group’s funding summary. Senators consider the recommendation, the group’s petition (if any) for more funds, and then allocate funds.

Previous Years Funding: NU Line Dancing Team (NLDT) 2011-2012 Programming

FUNDING TRENDS New A-status groups are generally recommended a conservative amount of funding so that they can learn how to use SAF funds. Other groups see gradual, not dramatic increases.

Fall

3 Spring

Total Request

Request

Recommendation

Allocation

Line Dancing Jamboree

$4,325.00

$3,325.00

Honorarium

$2,850.00

$2,000.00

Sound and Sight

$525.00

Costumes

$300.00

Decorations

$500.00

$400.00

Venue (Louis)

Publicity

$150.00

$100.00

Line Dancing Competition

$640.00

Travel

$400.00

Hotel

$140.00

Costumes

$100.00

$4,965.00

$3,325.00

Recommendation Explanations Funds are only recommended at tiers—in this case, at a lower tier than requested. The honorarium was only increased slightly from last year’s allocation because the SAF increases only slightly (or not at all) every year. Increases of 3-4 percent are the norm, in order to maintain a sustainable growth in group funding. Standardized costs in the SOPI are set at several levels, and are determined based on size of honorarium and other factors.

The Fall Speaker is a new event, and the SAFC & SGC do not fund new events. Before SAF funds are allocated to an event, groups must first demonstrate their organizational capacity to raise money, plan a new event, and successfully host it with a reasonably-sized audience. The following year or quarter, the group may then ask for SAF funds to increase the size and scope of the event. This reduces the risk of student money being misused or wasted on an unproven event.

SAF funds can only be used for programming that is open to all Northwestern students and benefits students beyond just those in the group. The Line Dancing Competition is an out-of-state trip that involves only NLDT members, and is not open to all undergraduate students. Conferences are usually treated similarly.

SAMPLE FUNDING PETITION Every funding cycle, student groups fill out a petition for funds describing their financial status and upcoming programming. Use this example to understand funding procedures and to guide your constituents through the funding process.

I. Administrative Budget Overview The Administrative Budget is a prioritized list of operating expenses. Generally, these include computer requests, printer requests, capital improvements etc. In Spring Funding, the Board reserves the right to prioritize all Programming Budgets over Administrative Budgets. You may request administrative items, but there is no guarantee they will be considered. A) Computer $600.00 A computer is critical towards the operations of our student group. The amount of our data our executive board deals with in terms of contracts, bid letters, etc. require a central system. It has been three years since we have received a computer from the SAF, and our system is beginning to break down. Total Administrative Budget Request

$600.00

II. Programming Budget Overview The program budget is a prioritized list of future events. When formulating the program proposal it is important to consider the organization’s resources and purpose on campus. Remember that each group is unique and its programming will influence its future success on campus. The types of events could include speakers, films, dances, debates, concerts, lectures, etc. Important points to remember: • Prioritize. With little money and many requests, the board may not be able to fund for all events, so please list events in order of importance. Make sure to reiterate your priorities when you attend your funding interview. • Recommendations are based on merit, as defined by the SAFC guidelines. • For events over $2000, please remember each event request requires at least one back-up speaker/entertainer at each level of honorarium. Specifically, your petition will include at least three honorarium levels, and at each honorarium level, you must provide one backup at that honorarium level. • Include estimated attendance, venue, and your suggested ticket price (if event will be free, say free) for the events. Groups are bound by venue. Please denote the quarter in which the event will be held. Groups are also bound by quarter. A. Speaker Request Example: Winter Speaker Honorarium Jane Doe Description & Backup John Doe Description & Backup Grandma Doe Description & Backup

Hotel $140.00 Based on SOPI Rate for NU at Holiday Inn

$20,000.00

Sound & Sight Rental of Equipment A/V Technician

$15,000.00 $10,000.00

Travel for Speaker $580.00 Lowest Boston-O’Hare airfare: $500.00 Carfare from O’Hare to NU: $80.00

Advertisements $50.00 Flyers: 500 B&W copies at Pulse: 0.10/copy

Venue Rental $0.00 Louis Room (preferred); McCormick; Harris 107 TOTAL REQUEST:

III.

$65.00 $25.00 $30.00

$20,835.00

Total Budget Page

ASG 2013-2014 BUDGET Special Events Food Truck Festival ($400)

Fall Tailgate ($150)

Funds for site clean-up and table rentals at ASG’s Food Truck event, now in its second year. While SAF funds may not be used for food or beverages, this line item covers other logistical costs and the Facilities Management site cleaning fee.

Funds for equipment rental, site clean-up, and other costs at the annual ASG Tailgate, envisioned this year as a BBQ on Deering Meadow, hosted in collaboration with other student groups.

This money will cover any costs associated with Big Bite Nite including transportation costs, table rentals and any other supplies needed for the execution of the event.

Faculty Honor Roll ($350)

Housing Fair ($200)

Spring Leadership Training ($200)

These funds will be used to cover any costs incurred from the Faculty Honor Roll, when ASG commends faculty chosen by students campus-wide.

These funds cover venue charges, A/V charges, room setup or other equipment fees, printing of material for handbooks, and any other necessary materials for the Housing Fair.

Senator Retreat(s) ($500)

Fall Activities Fair ($3,500) Winter Activities Fair ($100) These funds cover venue charges, tent rentals, A/V charges, room setup or other equipment fees, printing of handbooks, and any other necessary materials for the Fall and Winter Activities Fair.

Copier ($4,000) These funds cover charges associated with the student group copier including monthly rental service, paper, staples, and any charges for repairs. Student groups are charged for use of the copier through unique copy codes.

TOTAL OPERATING BUDGET

Martin Luther King Jr. Day ($20,000) This line item covers all ASG-related expenses for the Martin Luther King Jr. Day Celebrations, including the honorarium for the keynote speaker.

Senate Project Pool ($7,500)

SAFC/SGC Expenses ($1,500)

The next page would be the sum of the administrative and programming budgets. This page integrates and summarizes all the requested items in a table.

$74,050

Additionally, this line item will cover any costs associated with copying materials at the copy center that are not included in the special events or marketing line items.

Accessible by the executive board or senators with Senate’s approval, these funds allow ASG to pursue projects not foreseen or prioritized in the creation of the budget.

These funds will be used to pay for any costs incurred for senator retreats including venue charges, A/V charges and binders for the event.

This line item is to be used for any expenses related to the operations of the SAFC/SGC including student group audits, account executive binders, etc.

Big Bite Nite ($200)

This money covers venue charges, A/V charges, room setup or other equipment fees, printing of material for handbooks, nametags, and any other necessary materials for Spring Leadership Training.

Marketing/Services ($1,000)

ASG Services ($500)

This money covers all costs for maintaining current ASG projects, including cell phone rental, JobCat, and other student services.

This money covers all advertising and marketing costs to raise awareness of Committee projects and general ASG initiatives and causes. These costs include flyering, banners, posters, Rock- painting, the yearbook layout, and marketing materials for events.

10K Initiative ($5,000) This money covers half of the student body-selected projects for the year. Remaining funds are raised from other groups, grants, and the administration.

Office Supplies ($500)

Technology ($800)

This money will go toward general office supplies for the ASG office and does not include costs associated with the student group printer/copier. Office supplies include staplers, pens, pencils, paper clips, binders, page protectors, tape, file folders, etc.

These funds are to be used for the purchase and maintenance of ASGowned technology. This includes the fax machine, computers, software, printers, etc., but does not include the student group copier.