DEPARTMENT OF STUDENT GOVERNANCE & ADVOCACY
Student Senate GUIDE 2019
2019-20 Student Senate Guide 1
WELCOME TO
Student Government Association The Student Government Association is the university-wide governing body representing students in all divisions of the university. The SGA consists of executive, legislative, and judicial branches. The powers of the executive branch are vested in the student body president and vice president, who represent the concerns of the student body. The students elect these two officers each spring semester. Some of the duties of the student body president and vice president include: 1) administering and enforcing the laws of the student body; 2) signing or vetoing acts of the student senate; 3) calling and presiding over meetings of the student body; 4) making recommendations for legislation to the student senate; and 5) creating new programs that address the needs of the students or better the campus.
Evan Steinberg Student Body President (he, him, his)
The judicial branch functions as the supreme court of the student body. This branch hears appeals from groups or individuals on such issues as controversies involving constitutionality of actions by students or student groups and violations of the student body constitution and statutes. The legislative branch is made up of the student senate. Each of the 80 members of the senate represents academic divisions of FSU and works diligently to ensure that all students are heard and their interests are represented. It is the body that Florida law requires allocate the entire annual $13 million budget. Senators sponsor bills to appropriate funds, adopt statutory amendments and revisions, and approve constitutional amendments for the student body electoral process.
Stephanie Lee Student Body Vice President (she, her, hers)
Caleb Dawkins Student Body Treasurer (he, him, his)
SEN·A·TOR (ˈsɛn.ə.tɚ) Each Senator is expected to be able to represent the opinion of their constituents through an extensive knowledge of the Florida State University Constitution, Student Body Statutes, Senate Rules of Procedure, and the SGA Financial Manual. Each of these sources shall aid Senators in making fiscally and statutorily responsible decisions.
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Table of Contents SGA Structure..............................................................................................................................................4 Bill 2019 Allocation......................................................................................................................................5 SGA Signature Events................................................................................................................................6 Executive Branch and Affiliated Projects.............................................................................................8 Agencies, Bureaus, Class Councils, and Institutes...........................................................................10 Senate Leadership and Organization................................................................................................... 12 Senate Committees................................................................................................................................... 14 Parliamentary Procedure and Robert’s Rules of Order................................................................... 16 Example Meeting Agenda........................................................................................................................ 17 What Do Senators Do?.............................................................................................................................. 18 Senate Communication............................................................................................................................. 19 Chair & Vice Chair Deadlines and Responsibilities.......................................................................... 20 Types of Legislation...................................................................................................................................22 Example Statutory Amendment.............................................................................................................24 Reviewing and Presenting Legislation..................................................................................................25 What Are Your Morals and Values?.......................................................................................................26 Leadership @ the Next Level..................................................................................................................27 Relationship Building.................................................................................................................................28 Where your Leadership Position Can Take You................................................................................ 30 Career Readiness....................................................................................................................................... 31 Time Management......................................................................................................................................32 10 Tips for Self Care..................................................................................................................................33 Resources for Success............................................................................................................................ 34 Finances....................................................................................................................................................... 36 Marketing: Student Publications............................................................................................................42 Marketing: Design/Print/Photography Timeline............................................................................... 43 SG&A Staff................................................................................................................................................... 44 Allies & Safe Zones................................................................................................................................... 46 Green Dot......................................................................................................................................................47 KNOW More/Hazing Prevention............................................................................................................ 48 Report.fsu.edu............................................................................................................................................ 49 Notes............................................................................................................................................................. 50
REMEMBER! Your Senate President, Pro-Tempore, and Advisors have an open door policy and encourage senators to reach out when writing legislation.
2019-20 Student Senate Guide 3
LEGISLATIVE BRANCH EXECUTIVE BRANCH
CHIEF OF STAFF Deputy Chief of Staff
CABINET
Pride Student Union
Hispanic/Latino Student Union
Press Secretary
Health + Wellness
Co-Collegiate Affairs
Accessibility
Women Student Union
Student Engagement Strategic Initiatives
JUDICIAL BRANCH
CHIEF JUSTICE
JUSTICES
ATTORNEY GENERAL
STUDENT DEFENDER
CLERK OF THE COURT
ELECTIONS
ELECTIONS COMMISSION
Supervisor of Elections
Deputy Supervisors of Elections
OTHER ENTITIES
ALLIES & SAFE ZONES
SGA ACCOUNTING Senior Class Council
CAMPUS RECREATION
TRANSFER LEADERSHIP INSTITUTE
FRESHMAN LEADERSHIP INSTITUTE
GOLDEN TRIBE
HEADLINERS
HOMECOMING
UNION BOARD
DIVERSITY & INCLUSION INSTITUTE
Sophomore Class Council
Junior Class Council
CLASS COUNCILS
Office of Entrepreneurship and Innovation
Office of Student Sustainability Initiative
Student Council for Undergraduate Research and Creativity
The Center for Participant Education
Inter-Residence Hall Council
Office of Governmental Affairs
BUREAUS
Veterans Student Union
Black Student Union
Asian American Student Union
AGENCIES
STUDENT BODY VICE PRESIDENT
STUDENT BODY PRESIDENT
Student Government Webmaster
V-89
Student Publications
First Responder Unit
SAFE Bus
Child Development Center
AFFILIATED PROJECTS
Deputy Treasurer
STUDENT BODY TREASURER
SENATE PRESIDENT SENATE PRO TEMPORE
STUDENT SENATE Budget Finance Judiciary Student Affairs Internal Affairs Rules & Calendar
FUNDING BOARDS Resources for Travel Allocations Committee (RTAC) Programming Allocations Committee (PAC)
CONGRESS OF GRADUATE STUDENTS COGS Supplemental Allocations Committee (C-SAC) Medical School Council (MSC) Law School Council (LSC) Presentation and Attendance Grants
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Bill Allocation 2019 ORGANIZATION
SALARY
OPS WAGES
CONT. SERV.
EXPENSE
FOOD
OTHER
TOTAL
SGA OFFICES COLLEGE LEADERSHIP COUNCILS
10,000.00
ELECTIONS EXECUTIVE BRANCH
7,425.00
150.00
19,888.00
8,962.00
EXECUTIVE PROJECTS
45,000.00
HOMECOMING
310,000.00
LECTURE SERIES
80,000.00
SGA ACCOUNTING & ADVISING
150.00
7,725.00 1,558.00
4,000.00
12,000.00
49,000.00 90,000.00
500.00
22,000.00
39,500.00 689,459.00
SENATE BRANCH SENATE PROJECTS SENIOR CLASS COUNCIL
1,200.00
SUPREME COURT
39,500.00
10,000.00 5,075.00
699,459.00
4,000.00
1,250.00
30,000.00
4,000.00
7,000.00
1,400.00
2,466.00
30,408.00 310,000.00
10,000.00
9,500.00
SGA ADMINISTRATION SGA SALARY ACCOUNT
10,000.00
400.00
600.00
10,925.00 34,000.00 9,600.00
50.00
2,916.00
AGENCIES AASU
2,393.00
7,000.00
7,000.00
3,070.00
1,000.00
20,463.00
BSU
2,393.00
5,000.00
10,000.00
3,415.00
2,000.00
22,808.00
HLSU
2,393.00
5,000.00
8,000.00
3,050.00
2,000.00
20,443.00
PRIDE
2,393.00
8,000.00
7,000.00
3,000.00
1,000.00
21,393.00
VSU
2,393.00
3,000.00
4,000.00
700.00
1,000.00
11,093.00
WSU
2,393.00
5,000.00
6,000.00
2,500.00
1,500.00
17,393.00
CPE
743.00
500.00
500.00
100.00
IRHC
743.00
150.00
1,000.00
500.00
1,000.00
3,393.00
800.00
BUREAUS
OEI
1,843.00
743.00
1,500.00
GOVERNMENTAL AFFAIRS
1,065.00
3,000.00
850.00
STUDENT SUSTAINABILITY
743.00
1,500.00
650.00
4,393.00
SCURC
743.00
7,500.00
600.00
8,843.00
1,500.00
2,243.00 5,715.00
AFFILIATED PROJECTS CHILD CARE CENTER
280,000.00
MEDICAL RESPONSE UNIT
280,000.00
5,808.00
10,000.00
SAFE STUDENT PUBLICATIONS
39,142.00
WVFS V-89
41,290.00
750.00
16,558.00
5,000.00
5,000.00
25,000.00
64,142.00
10,000.00
51,290.00
FUNDING BOARDS Organizational Fund
4,000.00
6,243.00
PAC -PROGRAMS
60,000.00
60,000.00
RTAC - TRAVEL
70,000.00
70,000.00
SPORT CLUB COUNCIL
87,000.00
87,000.00
SAP (Academic Programs)
14,000.00
14,000.00
562,400.00
562,400.00
OTHER REQUESTS COGS CTR GLOBAL ENGAGE TOTAL SGA
60,191.00
11,000.00
749,650.00
441,475.00
480.00 116,350.00
1,392,992.00
71,671.00 30,135.00
13,258.00
2,743,860.00
UNION
4,771,720.00
4,771,720.00
CAMPUS RECREATION
5,774,420.00
5,774,420.00
Overhead Assessment TOTAL
500,000.00 749,650.00
441,475.00
116,350.00
12,439,132.00
500,000.00 30,135.00
13,258.00
13,790,000.00
2019-20 Student Senate Guide 5
Student Government Association
Signature Events AUGUST/SEPTEMBER SGA and Agencies Welcome Back BBQ (First Wednesday of the Academic Year) COGS Ice-cream and Grad Orientation Social Pride Drag Show (First Friday of Semester in Club Downunder) Hispanic Heritage Month (September 15-October 15) Black Student Union Pep Rally Budget Hearings
OCTOBER/NOVEMBER Women Student Union Love Your Body Week Black Student Union COBOL (Coalition of Black Organizational Leaders) Showcase Pride Month (October) SGA Fall Elections (Senate, Congress of Graduate Students, Campus Recreation Board) Black Student Union Pageant Veteran’s Awareness Month (November) Veteran’s Film Festival Pride Student Union Trans Awareness Week Asian American Student Union Fall Formal Black Student Union Bobby E. Leach Ball SGA Fall Inauguration
JANUARY/FEBRUARY MLK Week Senior Class Council’s 100 Days to Graduation Celebration Asian American Student Union Lunar New Year Celebration Black History Month (February) FSU Day at the Capitol SGA Spring Elections (Executive Branch, Senate, and Union Board)
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U
Ongoing Events ALL YEAR
FALL
Senate Meetings (every Wednesday night)
Away Game Viewings on the Green
Agency General Body Meetings- GBMs (approximately once a month)
(Night Games coordinated by Class Councils)
Congress of Graduate Students Meetings (First & Third Monday nights)
Minority Leadership Institute
Black Student Union, Seminole (Mondays, Fall Semester)
Transfer Leadership Institute (Tuesdays, Fall & Spring Semesters)
Freshman Leadership Institute
Center for Participant Education Workshops
(Mondays, Fall Semester)
Allies & Safe Zones Workshops (approximately twice a month) Golden Tribe Lecture Series
SPRING
Pride-U (Pride Student Union)
Diversity and Inclusion Institute
Womxn’s Initiative (Women Student Union)
(Spring Semester)
L.E.A.D (Asian American Student Union)
Noles Engaged in Politics (Spring Semester)
MARCH/APRIL SGA Spring Presidential Inauguration Women’s History Month (March) Inter Residence Hall Council’s Lord of the Wings Asian American Heritage Month (mid March – mid April) Women Student Union, Sexual Assault Awareness Week Black Student Union, Elections & Inauguration Pride Prom Hispanic Latino Student Union Gala Senior Week (April) OWL Release (Student Council for Undergraduate Research and Creativity) Veteran Student Union, Suck It Up Challenge
2019-20 Student Senate Guide 7
EXECUTIVE BRANCH The Executive Branch of Florida State University’s Student Government Association includes the Office of the President, the Executive Cabinet, Agencies, Bureaus, Class Councils and special Executive Projects such as the Freshmen Leadership Institute and Transfer Leadership Institute. The Executive Branch is the administrative, advocacy, and programming branch of SGA. The Executive Branch represents the student body, through the Student Body President, on the Board of Trustees and on various committees and university-wide collaborations to work towards improving the quality of life of all students at Florida State. While there are standard processes, duties, and signature events for each component of the Executive Branch, each year’s administration may shift projects and agenda in the best interests of the student body.
sga.fsu.edu/sga-contacts
@fsusga
Executive Cabinet The Executive Cabinet is created by the Student Body President to assist the Executive Branch in their duties and goals for each administration. Cabinet positions are most often project or area-based positions, in which individuals work independently to support initiatives and programs of the Executive Branch. They are created and selected each year based on the priories of the Office of the Student Body President.
Secretary of Accessibility: Serves as a liaison between the Student Disability Resource Center and community to make Florida State’s campus safer. Also responsible for formally pursuing creating initiatives like a Disability Student Union. Secretary of Co-Collegiate Affairs: Responsible for collaborating and communicating with other collegiate entities. This cabinet member will attend Florida Student Association meetings, work to cultivate relationships with other student governments in Florida and the Atlantic Coast Conference. Additionally, they will be responsible for coordinating and collaborating with FSU’s Panama City Campus, Florida Agriculture & Mechanical University, and Tallahassee Community College. Secretary of Health and Wellness: Responsible for making sure the health, wellness, and safety of the Student Body, ensuring executive branch has undergone Allies & Safe Zone Training, supporting the Mental Health Council, the safety of housing for all students, student sustainability, sustaining partnerships with Title IX and organizations that work with students with developmental disabilities. Press Secretary: Maintains strong and consistent relations with various media outlets, effectively
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communicates to them the policies and stances of the SGA administration, and oversees all public relations and social media efforts of the administration. Required to be skilled in graphic designing and videography or have previous experience managing a team of individuals skilled in graphic design and videography.
Secretary of Engagement: In charge of promoting the active recruitment and development of all the students at Florida State University. Responsible for Navigating College Test, Nole 60 and in partnership with organizations, such as Seminole Boosters, Office of Fraternity and Sorority Life, and the Student Athletic Advisory Committee, Works to cultivate school spirit and in charge of coming up with initiatives that support students professional development.
Secretary of Fulfillment and Strategic Initiatives:
Follows the proceedings of the legislative and judicial branches and capitalize on opportunities for checks and balances. Responsible for the Platform Tracker, Annual Report, and working alongside the Deputy Chief of Staff and makes sure the administration and executive cabinet can fulfill their platform points. Works to support the Florida State strategic plan through intentional programming efforts.
AFFILIATED PROJECTS FSU Childcare and Early Learning Program We care for and nurture young children of student parents so they may pursue their studies knowing their children are in a safe environment that promotes life–long learning. We capture and extend childrens natural eagerness to learn so that it is not lost or dampened by drill, rote or other mind-numbing practices. For young adult students, we provide an extension of the classroom that allows hands–on, learning opportunities to develop professionally. childcare.fsu.edu
@fsuchildcare
WVFS The Voice WVFS Tallahassee 89.7FM (also known as ‘The Voice of Florida State’ and affectionately referred to as V89) operates as a non-commercial, educational, public radio station. WVFS is on air 24 hours a day, 365 days a year, and maintains a terrestrial broadcast radius of 25-30 miles while also streaming audio worldwide on the web. WVFS is staffed by 150-200 hard working volunteers from both the campus and the community, all of whom work with the primary goal of providing a diverse source of new and different music, news, sports, and entertainment for greater Tallahassee and beyond. wvfs.fsu.edu
@WVFSTallahassee
@WVFS
Medical Response Unit The Medical Response Unit functions as a basic life support and quick response unit at FSU. Staffed by trained student volunteers, the Medical Response Unit offers support to existing emergency medical and safety units during campus events, such as intramural sports, 5K’s, the FSU Flying High Circus, Dance Marathon and many others. uhs.fsu.edu/health-care/mru/
@FSUMRU
@FSU_MRU
Student Publications Student Publications (Student Pubs) provides free graphic design, color printing, and event photography for Recognized Student Organizations, Student Government Association, and the Department of Student Governance and Advocacy. Student Pubs also provides professional and creative development opportunities through student employment, InternFSU, and the Experiential Recognition Program. The Student Pubs team of student creatives is dedicated to cultivating diversity, inclusion, and freedom of expression on campus through their services. sga.fsu.edu/student-pub.shtml
@FSUStudentPubs
S.A.F.E. Connection S.A.F.E. Connection (Student Alert Force Escort Connection) is a free service provided to FSU students that offers travel around campus at night, and promotes awareness of the dangers of driving under the influence of alcohol. S.A.F.E. Connection is sponsored by the Student Government Association and is an affiliated project with FSU Transportation and Parking Services.
2019-20 Student Senate Guide 9
AGENCIES An agency is a programmatic division of the Executive Branch created to provide support for and education on a particularly select identity group of the Florida State University, whether it be based on race, ethnicity, sex, sexual orientation, gender identity, gender expression, disability, or veteran status (1000.2A). All agencies must be in compliance with Student Body Statutes, Student Body Constitution, and State of Florida Constitution.
Asian American Student Union The Asian American Student Union works to inspire, educate, and empower those interested in Asian Pacific Islander American issues. AASU hosts cultural and educational events to spread the knowledge and appreciation of Asian culture within campus and the Tallahassee community. 406 Thagard Building, 109 Collegiate Loop fsuaasu fsuaasu@gmail.com sga.fsu.edu/aasu
Black Student Union
Hispanic/Latino Student Union
The Black Student Union, the official representative on issues concerning Black Students, offers Black students a form of identity and a social life. BSU functions as a vehicle of communication to the FSU faculty and administration. BSU will remember our past, build on our present, and fight for our future.
The Hispanic/Latino Student Union seeks to unify, inform, and serve the Hispanic/Latino community at FSU and in Tallahassee. The HLSU offers educational and cultural learning opportunities for the FSU community and opportunities for the Hispanic/ Latino community.
Black Student Union House, 921 W. Jefferson St. fsu_bsu
fsubsu
fsublackstudentunion@gmail.com sga.fsu.edu/bsu
406 Thagard Building, 109 Collegiate Loop fsu_hlsu
fsuhlsu hlsu_fsu
hlsu.director@gmail.com sga.fsu.edu/hlsu
Pride Student Union
Veterans Student Union
Women Student Union
Pride Student Union supports lesbian, gay, bisexual, transgender, asexual, intersex, and queer students across campus no matter their sexual orientation or gender identity. Pride creates a safe and positive environment by addressing the needs of LGBTQ+ students and increasing awareness of issues pertinent to them.
The Veterans Student Union represents the collective interests of all student veterans of the armed forces and those who support them. VSU strives to provide and promote economic, political, and academic enrichment through its activities and promote awareness of an appreciation for those who have served in the armed forces and the military culture.
The Women Student Union fosters the growth of women personally, professionally, and politically. WSU celebrates the power existing within every woman to promote selfautonomy, denounce all limitations, educate on systems of oppression and advocate inclusivity within a diverse community.
406 Thagard Building, 109 Collegiate Loop pridefsu fsupride psu.director@gmail.com sga.fsu.edu/pride
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406 Thagard Building, 109 Collegiate Loop fsuvsu sga.fsu.edu/vsu
406 Thagard Building, 109 Collegiate Loop wsu_fsu FSUWomenStudentUnion fsuwsudirector@gmail.com sga.fsu.edu/wsu
BUREAUS
CLASS COUNCILS
A bureau is an administrative division of the Executive Branch created as a direct support services for the student Body as a whole. It is responsible for educating, respresenting, and facilitating programming for special interest groups.
The Center for a Participant Education sga.fsu.edu/cpe
fsucpe
The Class Councils work to instill unity in the Florida State University’s Senior, Junior, and Sophomore classes to enhance their college experience and encourage active participation in the Florida State University community as both students and alumnus.
Sophmore, Junior, and Senior Class Councils FSU_ClassCouncils
FSUClassCouncil
Office of Entrepreneurship and Innovation sga.fsu.edu/oei
oeifsu
Office of Governmental Affairs fsuoga
sga.fsu.edu/cpe
FSUClassCouncils
sga.fsu.edu/class-councils
INSTITUTES There are three Leadership Institutes hosted and sponsored by the SGA Executive Branch. All programs host weekly workshops for 10 weeks in the fall and spring semesters where they invite campus partners to share information and resources. These engaging programs are designed to help students acclimate to life as a college student and enhance their leadership skills and experiences. Executive board members are selected annually and work throughout the year to develop and deliver content.
Office of Student Sustainability sga.fsu.edu/oss
FSUStudentSustainability
Freshman Leadership Institute sga.fsu.edu/fli
FLIFSU
Student Council for Undergraduate Research and Creativity sga.fsu.edu/scurc FSU_SCURC
SCURCFSU FSUSCURC
Inter-Residence Hall Council sga.fsu.edu/irhc
irhcfsu
Transfer Leadership Institute sga.fsu.edu/tli
TLIFSU
FSUTLI
Diversity & Inclusion Institute sga.fsu.edu/dii
DIIFSU
FSU_DiversityInstitute
2019-20 Student Senate Guide 11
Senate Leadership AND ORGANIZATION
Student Senate President
Committee Vice Chairs
The Student Senate President is the chief legislative officer of SGA. They run Senate meetings, appoint Senators to committees and liaison roles, preserve decorum in the Chambers, and sign all legislation passed by the Student Senate. The Senate President serves on the Golden Tribe Lectures Committee, Homecoming Planning Commission, OGA Board of Directors, and various other committees and appoints students to serve on the Academic Honor Policy Committee. They meet weekly with the Student Senate advisor, and hold weekly office hours (elected at the first meeting of the new Student Senate in the fall after inauguration by the Student Senate, and whenever there is vacancy).
Committee Vice Chairs support the work of their committee and committee chair, compile and submit the Committee Report immediately after the Committee meeting each evening, and help move forward the goals of the Student Senate (elected by members of their individual committee through the process outlined in Senate Rules of Procedure 5.4 after committees have been assigned and posted).
Student Senate Pro Tempore The Student Senate Pro Tempore supports the Senate President in the organization of the Senate, manages the Legislative Certification Program, administers the oath to confirmed candidates, and ensures meetings run smoothly by managing the administration of voting tools and meeting presentations. The Senate Pro Tempore is also responsible for holding Senators accountable to attendance, financial certification, and Student Senator responsibilities and expectations. They keep attendance at each meeting and tabulate and post the votes. They chair the Rules & Calendar Committee and the Homecoming Planning Commission. They meet weekly with the Student Senate advisor, and hold weekly office hours (elected at the first meeting of the new Student Senate in the fall after inauguration by the Student Senate, and whenever there is vacancy).
Committee Chairs Committee chairs lead committees in the business assigned to their committee, call and communicate upcoming committee meetings to the Senate and Webmaster, serve on the Rules and Calendar Committee, and help move forward the goals of the Student Senate. As members of the Leadership Team of the Student Senate, Committee Chairs help train and educate members of the Senate, invite special guests to Committee meetings, and help generate ideas for legislation.
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PAC Chair The Program Allocations Committee Chair is a student senator elected by the Senate to serve as the Chair of the funding committee. They collect funding request forms from SG&A Accounting, communicate with student organizations, hold funding committee meetings, and present the decisions of PAC to the Finance Committee. The PAC Chair is also responsible for reviewing applications for PAC membership and forwarding to the Senate for Confirmation. As a member of the Leadership Team of the Student Senate, the PAC Chair also trains the PAC Committee on financial processes and procedures, and outreaches to RSOs regarding the funding process (elected in the spring after inauguration, or whenever there is a vacancy).
RTAC Chair The Resource & Travel Allocations Committee Chair is a student senator elected by the Senate to serve as the Chair of the funding committee. They collect funding request forms from SG&A Accounting, communicate with student organizations, hold funding committee meetings, and present the decisions of RTAC to the Finance Committee. The RTAC Chair is also responsible for reviewing applications for RTAC and forwarding to the Senate for Confirmation. As a member of the Leadership Team of the Student Senate, the RTAC Chair also trains the RTAC Committee on financial processes and procedures, and outreaches to RSOs regarding the funding process (elected in the spring after inauguration, or whenever there is a vacancy).
Student Senators
Student Senate Logistics Team
The Student Senate is comprised of up to 80 students representing their academic college on all legislative business. Each senator:
Parliamentarian: The Parliamentarian gives advice on parliamentary procedure, Roberts Rules of Order, the SGA Constitution, Student Statutes, and Senate Rules of Procedure. (appointed by the Student Senate President & confirmed by the Senate)
•
Serves as a member of one Student Senate Standing Committee, attending weekly Committee meetings and being prepared to review legislation, candidates, and expenditures
•
Attends weekly Senate meeting having reviewed the Senate Journal, legislation on first and second reading, and committee minutes, prepared to engage in debate and listen attentively to special guests and announcements
•
Is well versed in the Student Body Constitution, Student Statutes, Senate Rules of Procedure, and the SG&A Financial Manual
•
Meets (at least) quarterly with members of their academic college and communicates regularly with their constituents
•
May serve on ad hoc committees, the Sweepings or Central Reserves committee, as a mentor to new Senators, or as a Senate Liaison to organizations and departments
Senate Press Secretary: The Press Secretary shall be responsible for maintaining the Senate social media presence and outreach and create a weekly calendar of Student Senate funded or related events. They work with committee chairs to help inform the student body on committee meeting information. They are appointed by the Student Senate President and confirmed by the Senate, and are not a Senator. Senate Clerk: The Senate Clerk attends meetings, aids in distributing legislation, ballots, iClickers, Student Senate event announcements, and other necessary documents for the Senate to conduct business. They record votes and motions for Senate meetings. They may also support Student Senate’s social media efforts and alert the Senate to upcoming events paid for by A&S fees. (appointed by the Student Senate President & confirmed by the Senate)
Senate Organization Student Senate Logistics Team
SENATE PRESIDENT Senate Press Secretary
Parliamentarian
Senate Clerk
SENATE PRO TEMPORE
Student Senate Budget
Finance
Judiciary
Student Affairs
Internal Affairs
Rules & Calendar
PAC
RTAC
Chair
Chair
Chair
Chair
Chair
Chair
Chair
Chair
Vice Chair
Vice Chair
Vice Chair
Vice Chair
Vice Chair
Vice Chair
Vice Chair *
Vice Chair *
* = not a senator
2019-20 Student Senate Guide 13
Senate Committees
Senate Committees are where the work gets done! Senate is organized in 5 standing committees, 2 time-sensitive committees (Sweepings/Central Reserves), and ad hoc committees as decided by the Student Senate President. Committees meet weekly prior to Senate to discuss legislation, vote on referred bills or resolutions, interview candidates forwarded to the Senate, and engage in the work of the Student Senate. Meeting time, place, location, and agenda must be advertised at least 24 hours in advance (but should be posted and advertised at the previous Senate meeting), and should take place at the same day and time each week for consistency. Senate Committee Reports must be emailed directly following the meeting to be posted online for the Student Senate to review. Chapter 411 of Student Body Statutes outlines Senator’s Committee Rights, including submitting committee preferences, requests to be moved to a different committee, excused absences and removal processes, and additional responsibilities.
Budget The Budget Committee is responsible for discussing legislation related to SGA allocated Activity & Service (A&S) fees. This includes the annual budget, budget transfers for SGA entities, Senate Projects, and overall understanding of the SGA Budget. The Budget Committee may host workshops and meetings with A&S funded entities to learn and share more about how all Florida State students benefit from allocated funds. Review Chapters 411, 416, 418; and Chapter 800: Finance Code for more information.
Finance The Finance Committee focuses on Finance Code and ensuring student organizations are utilizing their funds in the best interest of the Student Body. All fiscal matters (Statutes, Chapter 800) and PAC and RTAC funding requests and allocations are discussed in Finance. Review Chapters 600 and 800 for more information.
QUORUM Attendance at committee meetings is important, because there must be a quorum present to make the proceedings of that meeting valid. Rules 5.7 outlines Quorum as more than half of all voting committee members!
Judiciary The Judiciary Committee focuses on legislation pertaining to SGA policies, including any legislation amending the Student Body Constitution or Student Statutes. They are also responsible for interviewing candidates the Judiciary Branch, assisting the Supervisor of Elections with the Election Code certification, and enacting the Investigative Rights of the Student and impeachment proceedings. Judiciary members should be well versed in the Student Body Statutes, including details, grammar, cross-references, and review of all components of the document.
Internal Aairs The Internal Affairs committee interviews forwarded candidates for the SGA Executive Branch, including Agencies, Bureaus, and Affiliated Projects. They also review the SGA Application, internal proceedings and trainings of the Student Senate, and the Bureau Review process. Review Chapters 307, 703, and 900 for more information.
Student Life & Academic Aairs SLAA is interested in the needs of the student body and the quality of student life at FSU. This is a proactive and creative committee that considers allocations from Senate Projects, compiles Senate liaison reports, and connects with student affairs and academic affairs pertaining to issues facing current students. SLAA is also instrumental in the process for FSU Student Senate Award for Excellence and coordinating the annual Campus Safety Tour with numerous campus partners. Review Chapters 413, 418, and 1100 for more information.
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Rules & Calendar Chairs of all committees and funding boards comprise the Rules & Calendar Committee, which approves Senators requests for leaves of absences, deals with resolutions that changes the Rules of Procedure and resolutions that commend an individual. Members of this committee also interview applicants that are forwarded to the Senate for Senate seats, and serve as the leadership team to support the growth and development of all Senators. Rules & Calendar members should be well versed in all the legislation being heard in committees and are the stewards of the Student Senate Rules of Procedure.
Sweepings/Central Reserves Committees Sweepings and Central Reserves Committees are special standing committees that exist only when there is a need to allocate Sweepings (previously allocated but unspent funds) or Central Reserves (unallocated funds from previous fiscal year) to requesting organizations or departments. 2 members of Budget, Finance, Judiciary, Student Life & Academic Affairs, and Internal Affairs comprise the membership of the committee, which elects its own Chair and Vice Chair. Review Chapter 412, 416, and 803 for more information.
Program Allocations Committee PAC is a funding board of the Student Senate. Chaired by an elected Senator, the committee is comprised of members of the Union Board, SOAR Board, and general students interested in student organizations and funding. The group meets at the beginning of each week in the fall and spring semesters to review requests from RSOs for funding for programming, events, and promotional items. Decisions of PAC are forwarded to the Finance Committee via Consent Resolution, which is then approved or objected to on the Senate floor. Review Student Statutes Chapter 807 for more information.
Resources for Travel Allocations Committee RTAC is a funding board of the Student Senate. Chaired by an elected Senator, the committee is comprised of members of the Union Board, SOAR Board, and general students interested in student organizations and funding. The group meets at the beginning of each week in the fall and spring semesters to review requests from RSOs for funding for group travel and competitions, including conference registration, rental cars, and reimbursement for lodging, airfare, and mileage. Decisions of RTAC are forwarded to the Finance Committee via Consent Resolution, which is then approved or objected to on the Senate floor. Review Student Statutes Chapter 807 for more information.
College Leadership Council Funding Committee CLCs receive a block amount of funding in the Student Senate Budget, which is allocated in the Spring semester for the upcoming fiscal year. The Student Body Treasurer chairs the committee, with 2 senators serving on the committee. The CLC Committee makes a recommendation to Senate for the fund distribution via a resolution submitted by the Senators serving on the committee, to be reviewed by the Budget Committee and approved on the Senate floor by a 2/3 vote. Review Student Statutes Chapter 621 for more information.
Student Academic Programs Funding Committee SAPs receive a block amount of funding in the Student Senate Budget, which is allocated in the Spring semester for the upcoming fiscal year. The Student Body Treasurer chairs the committee, with 2 senators serving on the committee. The SAP Committee makes a recommendation to Senate for the fund distribution via a resolution submitted by the Senators serving on the committee, to be reviewed by the Budget Committee and approved on the Senate floor by a 2/3 vote. Review Student Statutes Chapter 614 for more information.
Homecoming Planning Commission Homecoming receives a block amount of funding in the Student Senate Budget, which is allocated in the Spring semester for the upcoming fiscal year. The Senate Pro-Tempore Chairs the committee, with the Senate President also serving. Review Student Statutes Chapter 616 for more information.
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Parliamentary Procedure Senate Meetings Student Senate Meetings take place every Wednesday at 7:30pm in the fall and spring semesters and every other Wednesday during the summer. Senate always begins the second week of the semester (after drop/add). You should be there by 7:15pm to sign out your iClicker, gather your materials, and take your seat to get started. Meetings end no later than 11pm.
Guiding Principles Everyone has the right to participate in discussion if they wish, before anyone may speak a second time. Everyone has the right to know what is going on at all times. Only urgent matters may interrupt a speaker. Only one thing (motion) can be discussed at a time.
Motions A motion is the topic under discussion (e.g., “I move that we add a coffee break to this meeting”). After being recognized by the Senate President, any member can introduce a motion when no other motion is on the table. A motion requires a second by another senator to be considered. Each motion must be disposed of (passed, defeated, tabled, referred to committee, or postponed indefinitely). Another senator may object to a motion. If the original motioner does not rescind the motion, the Senate must vote on whether to pass that motion. This requires a simple majority vote.
Robert’s Rules of Order Intentions
What You Say
Action
Bring a new idea or course of action to the floor
I move to….
Simple majority vote.
Change wording of motion under debate
I move to amend...
Simple majority vote.
I move to refer _________ to ___________ committee.
Simple majority vote.
I move to table...
Simple majority vote.
Hear a item on the calendar out of order
I move to unlock the calendar.
Simple majority vote.
Allow a non-Senator to speak
I move for a non-Senator to speak.
Senate President gives or does not give permission
Take a brief break from debate or other business
I move to recess for _______.
Simple majority vote.
Call attention to rules of procedure being broken (when you know they have been broken)
Point of Order
Senate President corrects order to follow rules and procedure
Inquire further about the bill or resolution up for debate (during pro/con)
Point of Information
The individual to whom the point was directed answers the inquiry
Ask to have a personal request fulfilled
Point of Personal Privilege
Senate President gives or does not give permission
Want clarification on rules of procedure (when you are unsure whether rules of procedure have been broken)
Point of Parliamentary Inquiry
Parliamentarian or other delegate officer answer the inquiry
Would like to inquire beyond one question
May I reserve a follow-up?
Senate President gives or does not give permission
End the meeting
I move to adjourn.
Simple majority vote
Give more time for research of a bill or resolution
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Example Meeting Agenda THE SEVENTY-SECOND STUDENT SENATE THE CALENDAR: Today’s Date Call to order
The meeting begins.
Pledge of Allegiance
A student senator leads the room in the Pledge of Allegiance.
Moment of Silent Reflection
The Senate President holds a moment of silence.
Roll Call
The Senate Pro Tempore calls Senators names for attendance.
Verification of Quorum
We make sure there are enough people in attendance.
Corrections and Approval of the Journal
Senate approves the minutes of the previous meeting that were posted online.
Student and Non-Budgeted RSO Comments
Anyone can come and speak to Senate. They are asked to fill out a comment card so their message is noted in the Journal.
Special Introductions and Announcements
Special guests to Senate may visit to share updates or get feedback. (Please, no laptops open at this time).
Messages from the SGA Entities
SGA funded entities are invited to share updates about their organizations, upcoming events, and needs. (Please, no laptops open at this time).
Report of the SGA Accounting Office
A report of the funds available in Senate Projects, PAC, & RTAC.
Report of Committees
Committee Chairs update the Senate on their business, Reports are posted online.
Senate Confirmations
Senate interviews any forwarded candidates that have gone to Committee.
Consent Calendar
PAC & RTAC Resolutions, that have been heard by PAC/RTAC and Finance are approved unless enough Senators object.
Bills First Reading
Bills must be submitted by Tuesdays at 12:00pm. A bill on first reading will be referred to a Committee to be deliberated at the next Committee meeting.
Bills Second Reading
Bills on second reading have been voted on by at least one committee and are ready to be heard on the Senate floor. Any amended bills have been emailed to the Senate for review.
Constitutional Amendments
Amendments to the Constitution require special procedures.
Resolutions
Resolutions must be submitted by Tuesdays at 12:00pm. They may or may not be referred to Committee, or be voted upon the first week they are submitted.
Unfinished Business
If there is any outstanding missing business that hasn’t been taken care of yet.
New Business
New updates or required voting, for Senator of the Month, etc.
Statement of Dissent
Any Senator wishing to write a formal dissent about Senate decision announces it here, and sends it in electronically by Friday
Closing Announcements
Senators are invited to share upcoming events and announcements. There are event cards to share business as well.
Final Roll Call
The Senate Pro Tempore takes attendance. 2019-20 Student Senate Guide 17
WHAT DO
senators do? You may know that Senators meet every Wednesday evening in the Senate Chambers, vote on legislation, approve candidates to hold office, and serve as the voice of the student body, but being a Student Senator is more than just clicking a button in the Senate Chambers.
Here are ten tips on ensuring you are being a good Student Senator: • Attend all Committee meetings and Senate meetings and be an actively engaged participant. This includes coming to meetings, have read legislation, checked statutes, talked to peers, and prepared with questions and ideas. • Read your Senate emails! Come to Senate informed! Everything is posted online and available to you. • Respond in a timely fashion (24-48 hours) to Senate emails, GroupMes and other forms of communication! • Speak up in Senate – get in the minutes and make your opinion and knowledge heard! • Meet with students in your college to get a sense about the issues that matter to them. • Attend SGA sponsored events, RSO programs, and activities supported by A&S fees. • Serve as a liaison to an organization or department and share what is going on across campus with your fellow Senators! • Volunteer to support Student Senate and SGA co-sponsored events like Market Wednesday! • Discuss, submit, and write legislation that impacts Florida State students and makes Student Senate, SGA, and the campus, better than when you joined! • Be in compliance with the Senate Rules of Procedures, SG&A Financial Manual, Florida State University Regulations and Policies, Student Body Statutes, Student Body Constitution, and State of Florida Constitution.
Be Present and Engaged. As Student Senator, you are a leader in your community. Be sure to educate yourself with trainings, events, and services that help you better represent the student body, and grow as a person too! Over the years, Senate Resolutions and Statutes have encouraged attending the following trainings: Financial Certification Exam (required), Green Dot Training, Hazing Prevention Module, Allies & Safe Zones, NCBI.
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Senate Communication As a Student Senator, there are lots of places for you to go for information: • Your myFSU Email. Official communication will be emailed to you, and constituents may reach out to you based on what you post online! • Student Senate Listerv, sga-studentsenate@lists. fsu.edu. Links to business and any amended bills, upcoming events, or other pertinent information you need to know as a Student Senators will be sent via this listserv to your myFSU email account. • Student Senate & Committee GroupMe’s. Be sure to make sure the Senate ProTempore and your Committee Chair adds you to the proper GroupMe. • This Guidebook. Breaks down a lot of information regarding Student Senate and includes resources about SGA and Florida State University that you may find useful. • Meeting with Senate Leadership or your advisor: Check office hours or click the doodle link to set up a meeting to chat about legislation ideas! • Committee Meetings: You are required to go to your own committee meeting, but all Student Senate meetings are open for you to attend!
• Legislative Branch Website • Senate Seats & Contacts: A list of all Senators with photographs, emails, committee, and liaison assignments. • Need a Photo? If you did not take a headshot at inauguration, email byoung@fsu.edu to have your photograph taken. • Contact Info Missing? Be sure you have submitted your FERPA Consent Form, fsu. qualtrics.com/jfe/form/SV_9MHmh9lHlRibbU1 • Something incorrect? Email the Student Senate Advisor to correct it! • Senate Legislation: PDF copies of all legislation submitted on first reading is posted online every Tuesday by 4:00pm for your review. • Senate Legislative Forms: Submit an absentee form, new piece of legislation, or liaison report via the Qualtrics links on this page. Also have access to sample documents. • Senate Voting Results: Votes are recorded at each Senate meeting and posted by Friday previously for review. • Senate Documents: Includes posted minutes, signed bills and resolutions, archived information, previous business, and any governing documents. • Confirmation Letters: Links to forwarding and confirmation letters.
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Committee Chair and Vice Chair Deadlines and Responsibilities
Committee Chairs are elected by each committee after elections or a new group of senators. There are administrative roles responsible primarily for organizing meetings and taking minutes. As a leader in the Student Senate, it is your responsibility to ensure Senate is running smoothly and good work is taking place during committee meetings. Be sure to: • Communicate with your committee. Members need to know what will be discussed at meetings, how to review legislation, and standard rules for meeting processes. Be sure all members are included on GroupMes, Emails, and any online files or documents. • Announce your meetings in a timely fashion. Statutes require that meetings be publicly posted at least 24 hours prior to the meeting. A good rule is to book the space a week ahead of time to get it posted and let folks know at Senate when you will be meeting. • Invite speakers, Senators, and candidates. Make meetings an efficient use of time by inviting speakers and guests, including any forwarded candidates or Senators whose legislation will be heard to the meeting via email.
• Follow an agenda. The best meetings are ones where everyone knows how to engage, what is coming up next, and how to prepare. Send out your agenda ahead of time and help Senators be ready! • Document proceedings. Committee minutes are posted online the morning after your meeting, and serve as the historical record of legislation, votes (names required). Final actions in minutes should be BOLDED. If legislation will go to another committee, be sure the proper Chairs and Vice Chairs are included in your communication. • Do Your Homework. An educated meeting leader can ensure good work happens in Committee. Review legislation, Statutes, Rules, and policies prior to the meeting. Help Senators think through questions, and come prepared with historical knowledge, and have resources available for the Committee to make informed decisions.
Taking Minutes Each committee must post minutes online for viewing. Be detailed, and be sure to capture the following information: 1.
The name of the vote
4. Legislation edits
2. Motions and seconds
5. Time, date, location
3. Amendments
6. Attendance
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Action
Deadline
Information to Know
You can reserve space online: Union/SLC/SSB: reservations.dsa.fsu.edu/
Reserve Space for a Committee Meeting (Senate Leaders are able to reserve space under SGA and must follow administrative procedure.)
One week prior
Thagard 4th Floor: fsu.qualtrics.com/jfe/form/SV_ da7S9nHRfNiClX7 Innovation Hub: innovation.fsu.edu/reservations/index. html Please note – You do not have the space, and cannot advertise your meeting, until you have received a confirmation email.
Announce a Committee Meeting
One week prior (No less than 24 hours before)
Share meeting date, time, place, location & agenda. Confirmed and announced at each Senate meeting for the upcoming week, and emailed to the SG&A Webmaster, byoung@fsu.edu, & Senate Advisor, dmacosta@fsu.edu
Submit a Committee Report
Immediately after meeting (no later than 9am following day)
Committee Reports should be WORD documents saved as “Senate#.CommitteeName.date.” For example, “72nd. Budget.9.12.20.” Committee Reports should be emailed to dmacosta@fsu.edu with a synopsis of the meeting.
Forward Legislation Amended in Committee
Immediately after meeting (no later than 9am the following day)
Amended Legislation should be WORD documents saved as “Bill#.72nd.Amended.” For Example, “Bill13.72nd. Amended.”. Amended Legislation should be track changed in bold– Senators should be able to clearly identify the original legislation and what has been amended.
Emailing about official Committee business? Send information/CC the following: Student Senate President, sgaspres@admin.fsu.edu Student Senate Pro Tempore, sgasenateprotem@admin.fsu.edu SG&A Webmaster, Ben Young, byoung@fsu.edu Senate Advisor, Dr. Danielle Morgan Acosta, dmacosta@fsu.edu
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Types of Legislation As the legislative arm of the Florida State University Student Government Association, legislation is the life of the Student Senate. Legislation formally express the opinions of the Student Senate, updates, or alters the current rules or statues, creates clarity in SGA practice, recognizes excellence, and supports the student body through funding, permission, or endorsement of ideas. All Student Senate legislation must have a sponsor, or Student Senator(s) that draft and submit legislation for the Senate to discuss and vote upon. Legislation must be submitted using the proper Student Senate Forms (embedded in the form and in the Listserv Archives. Rules, Statute, and Constitution changes will not be accepted if not received in the proper format. Legislation is due every Tuesday by noon prior to a Senate meeting to be placed on first reading on Wednesday night via the Senate Legislation Qualtrics Form at sga.fsu.edu/senatelegislation_forms/.
RESOLUTIONS Resolutions are formal expressions of the opinion and will of the Student Senate. They are used to make recommendations, share support, or the opinion of the Student Senate regarding particular issues impacting Florida State University students. In addition, Resolutions can:
•
Give permission to an RSO to spend over $3000 for a contractual service
•
Give permission to an RSO to spend A&S funds for an event off-campus
• •
Set the date for the SGA election
•
Make changes to the Student Senate Rules of Procedure
Approve the OGA Legislative Agenda
Resolutions are written with a series of “WHEREAS” statements – facts that share information about the cause that lead to “RESOLVED” statements, showcasing how Senate feels and what they believe should be done. Resolutions are signed by the Student Senate President, and can be sent to various stakeholders depending on the nature of the Resolution.
PLEASE NOTE: You should provide the address of everyone you add to your CC list in a resolution .
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BILLS Bills are legislative proposals to appropriate and or transfer funds or adopt statutory or constitutional amendments and revisions. They require at least two weeks in the Senate.
•
The first week, they will be referred to committee(s), where they will be reviewed and discussed, and a recommendation will be sent to the Senate.
•
The second week, they will be discussed and voted on in the Senate.
•
Bills must be signed by the Student Senate President, Student Body President, and Vice President of Student Affairs before taking effect.
Sponsoring a bill that updates Statutes? Contact the Student
Senate advisor for a Word version of the statute you are working on to ensure you have the formatting correct!
Thinking about writing senate legislation?
sga.fsu.edu/senatelegislation_forms/
2019-20 Student Senate Guide 23
Example Statutory Amendment Chapter 416 Annual Budget Procedures Act of 2007 History: Added by the 59th Senate Bill 33. Revised by the 60th Senate Bill 61. 416.1 Purpose
Statute revisions must be submitted as a Microsoft Word document. Use “Arial” size “11” font. It is the official statute font because it is easy to read and accessible.
This act is to establish a procedure by which the annual A&S Fee Budget of the Senate is produced and passed. 416.2 Scope The Annual A&S Fee Budget (the Budget) shall be passed in compliance with the provisions of this act and all applicable State of Florida Administrative Code. No exceptions are authorized other than those specified within. 416.3 Procedures for Passage of the Budget A.
The Budget shall not be approved by the Senate in a Summer Session.
B.
An estimated amount of the Budget shall be used to submit to the Senate President for First Reading by the Chairperson of the Budget Committee no later than the second Senate meeting of the Fall semester. Hearings shall beheld at the discretion of the Chairman of the Budget Committee.
C.
When the Budget has been approved in whole by the Budget Committee it will be heard in Second Reading. The Chairperson of the Budget Committee will provide to the Senate Program Assistant copies of the Budget as presented. All Senators will have copies available to them of the proposed allocations. The Budget shall be on the calendar for a minimum of one (1) week with proposed allocations before passage. The budget and proviso must be advertised in a paper of general campus circulation, The Budget shall be published as well as on the Student Government Website, before it is considered for Second Reading. Such publication must include the date, time and location of the Senate meeting where the budget is to be debated along with the phrase “public comment is welcome.”
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Use the formatting that is in statutes and follow spacing guidelines.
Strikeout text that is being removed.
Underline new text that is being added.
BOLD any amendments in committee to show distinction.
Reviewing and Presenting Legislation Reviewing Legislation Each Tuesday, legislation is posted online by 4pm. Read the legislation prior to your meetings! When reviewing, amending, and discussing legislation, here are some questions to keep in mind:
Remember: If when reading legislation, it is unclear how it could be interpreted or used, and you need to ask clarification questions to the sponsor regarding content, it might not be ready to be voted on the Senate floor. Do your due diligence to resolve issues of incongruence before Wednesday nights!
• • • •
What is the purpose of the legislation?
• • •
What are the intended consequences of the legislation?
•
How can the language be interpreted? What needs to be clarified to make the legislation more clear and sustainable?
How does it benefit the student body? Who does it impact? Who has been communicated with regarding the legislation? Who needs to be? What are the unintended consequences of the legislation? Where else is this topic discussed (Rules, Statutes, Constitution)? Does it align with what is currently stated in other places?
Presenting Legislation OPENING
CLOSING
As a sponsor, you have time to highlight the work you’ve been doing and state your case. Focus on details, data, and impact!
Follow up on anything that needs clarification that was mentioned on the floor.
• • • •
What did you research? Who did you talk to?
Remind the Senate what you do, how you did it, and why it is important!
What does the data say? Why is your legislation important?
Funding Processes Senate votes on the consent resolutions providing funding to RSOs for programs, promotional materials, and travel through PAC and RTAC, and budgets for organizations through SAP and the CLC funding Board. In addition, Senate votes on the annual budget and any bills requesting funds from Senate Projects. When thinking about funding for programs, events, and services, please remember to:
• • • • • •
Follow Finance Code (Chapter 800) Follow the SGA Financial Manual (link) Follow University rules and guidelines Remain content neutral Focus on process Think about the impact/reach to the student body
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What Are Your Morals & Values? When you arrive in the Senate chamber, you bring a set of morals, values, and ethical considerations that guide how you interact with fellow senators, presenters, agencies and bureaus, other SGA officers, and guests. This set of morals, values, and ethical considerations should affect how you vote, what bills or resolutions you sponsor, and how you vote for bills and resolutions.
Values: your individual standards of what is valuable or important Morals: the rightness or wrongness of actions or ideas Ethics: a generally-accepted standard of morality Values are the most flexible and change over time. Morals can also change over time, but have much more specific orientations (good vs. bad) than values. Ethics can change over time, but must have general acceptance among society.
Example: I specifically value tolerance and respect of others opinions. My morals tell me that I am not a good person if I am intolerant or disrespectful of others opinions. Ethical guidelines will determine whether my values of tolerance and respect of others opinions match those of the place and time I occupy.
Use the space below to outline the following
What are my specific values?
What do my morals tell me about my role as a senator?
What ethics are related to my role as a student and public servant of the Florida State University student body?
What is my plan to make value-driven, morally-focused, and ethically-sound as a senator?
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Leadership @
THE NEXT LEVEL Move Up/Down/In/Out: It’s about when to volunteer when no one else is volunteering, or doing something that no one else seems to be taking care of. Learning that often the most effective leaders are the ones who let others move up, while you take a back seat. It’s about sharing yourself and being part of the group, while stepping out of your normal comfort zones.
Look For It: It’s about using a critical eye, thinking ahead, and planning for what you know from experience is coming. It’s not about heading off without looking around you and saying ...hmm... what needs to be done here or what is going on here that I might need to jump into?
You Are THEM: It’s about understanding that you are now “them”; as a member of the executive /committee board, you are the organization and if there’s blame or praised to be received, it falls on you. As the old saying goes, “The buck stops here.”
Sniff It Out: It’s about not only seeing what’s going on and letting the information come to you, but realizing “what” needs to be found out, and taking the appropriate steps to discover the issues/concerns/information.
Hear Them: It’s about hearing as well as listening, and taking what you hear and actually using it. Distinguishing what is best for the group and what the group thinks is best. Ensuring that individuals within the organization feel like what they have contributed is valuable and useful.
Find Your Voice: It’s about speaking when necessary, and using your voice effectively and appropriately to help and support the organization/membership.
Truly Care: It’s about feeling it in your heart and believing in what you do 100%. You are the ones who will inspire the individuals and the groups to make this organization what it can become. Without caring, the spark will never catch.
Open Your Mind: It’s about being willing to say that you were wrong, changing your viewpoint, and flexing for the greater good of the group. Learning to see things in a new light and being willing to change when change is needed.
Reaching Out: It’s more than just the position – it’s about making a difference in as many people as you can. Every person you come in contact with forms an image of the organization, and every word you say, action you make, and thing you do will represent the organization, whether you intend it or not.
Letting Go: It’s about knowing when to move on and not dwell on something, and knowing when it’s time to let someone else take the lead.
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Relationship Building As student leaders within your SGA Organization, it is imperative that you are thinking through the most effective ways to ensure that you are engaging your peers and working towards the advancement of your goals. Building dynamic and ongoing relationships allows your organization to reach out to a more diverse audience, make your interests a relevant and important topic on campus, and create sustainable endeavors.
You don’t have to do it all! FSU offers so many different organizations, offices, programs, and resources. Make sure you have a good understanding of what already exists before creating something new. (HINT: Many are included in this book). Competing with the same services that are already offered decreases participation and the success of your own endeavors. When possible, find ways to collaborate or to publicize other events and programs that fit your mission.
Research the groups and offices on campus that share similar goals or values.
Get to know your partners and let them get to know you. People are much more willing to listen and work together if they feel that you care about them and what their group is doing.
Collaboration Collaborating with other entities on campus should be mutually beneficial. Be sure to sit down with your potential partners to discuss what you each hope to accomplish before planning further.
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Enter your collaboration with a mutual respect and understanding of each other’s missions. Avoid potential conflict by ensuring that the co-sponsorship will be consistent with your organization’s vision and branding.
Keep SGA Staff and the Student Body Vice President informed of what your organization is doing so they can ensure your success and help make you look good!
Make sure your organization is in compliance with Student Body Statutes, the Florida Administrative Code, State of Florida Statutes and Laws and the rules and regulations of Florida State. Respond to emails, texts, Groupme, Facebook, etc. in a timely manner to maintain working and professional relationships across campus and in the community.
Stay true to your word by following through on what you say you will commit to your campus partners.
Compliance
Reach out to the experts! Within the interest area of your bureau, there are people on campus and in the community who have expertise in the subject matter. They have done the research and have years of work experience to inform their understanding. Don’t ignore this important resource when planning out your events and programs for the year.
Complete tasks early so that you remain within deadlines and are able to do everything you want to do for the year.
Strategic Thinking
Think strategically about the types of partnerships you are seeking to build. Why do you want to collaborate? What kind of collaboration are you looking for?
2019-20 Student Senate Guide 29
WHERE YOUR
Leadership Position CAN TAKE YOU
Examples of transferable skills you are gaining through your involvement: COMMUNICATION • Leading or contributing at meetings • Communicating with University administrators • Public Speaking at general body meetings, rallies, programs, interacting with guests, and speaker introductions • Facilitating small group conversations at events • Professional email etiquette TEAMWORK IN DIVERSE GROUPS • Recognizing differences in identities and cultural backgrounds as it relates to representation in decision making • Navigating multiple perspectives within an identity group • Using consensus as a framework for decision making • Understanding how people work together CRITICAL THINKING AND ANALYTICAL REASONING • Balancing advocacy, activism, and bureaucratic systems • Recognizing the benefits of advocacy from outside and within a political system • Making tough decisions for the benefit of your organization APPLIED KNOWLEDGE IN REAL WORLD SETTING • Navigating bureaucratic systems • Thinking about issues and consequences from a broader perspective • Listening civilly and acting with civility, especially to people who you disagree with ETHICAL JUDGMENT AND DECISION MAKING • Being good stewards of student allocated funds (Activity & Service Fee funds) • Utilizing feedback from constituents and campus community in programmatic choices and organization governance • Voting based on your ethics, morals, values, and benefits to the student body COMPLEX PROBLEM SOLVING • • • •
Determining course of action in a dilemma Making quick decisions during programs and events Thinking through ideas in a clear and concise manner Following up on department and university processes while planning events
EFFECTIVE MANAGEMENT • • • • •
Delegating tasks and following up with group members Managing multiple perspectives and ideas Improvising when situations arise Creating and maintaining a budget, Minute by Minute, and submitting event permits and purchase requests Organizing office space, communicating with stakeholders and other officers
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Career Readiness
FOR THE NEW COLLEGE GRADUATE a definition and competencies DEFINITION: Career readiness is the attainment and demonstration of requisite competencies that broadly prepare college graduates for a successful transition into the workplace.
Career readiness of college graduates is of critical importance in higher education, in the labor market, and in the public arena. In accordance with its mission to lead the community focused on the employment of the new college graduate, the National Association of Colleges and Employers (NACE), through a task force comprised of representatives from both the higher education and corporate sides, has developed a definition and identified competencies associated with career readiness for the new college graduate.
All information from the National Association of Colleges and Employers (NACE)
COMPETENCIES: •
Critical Thinking/Problem Solving: Exercise sound reasoning to analyze issues, make decisions, and overcome problems. The individual is able to obtain, interpret, and use knowledge, facts, and data in this process, and may demonstrate originality and inventiveness.
•
Oral/Written Communications: Articulate thoughts and ideas clearly and effectively in written and oral forms to persons inside and outside of the organization. The individual has public speaking skills; is able to express ideas to others; and can write/edit memos, letters, and complex technical reports clearly and effectively.
•
Teamwork/Collaboration: Build collaborative relationships with colleagues and customers representing diverse cultures, races, ages, genders, religions, lifestyles, and viewpoints. The individual is able to work within a team structure, and can negotiate and manage conflict.
•
Digital Technology: Leverage existing digital technologies ethically and efficiently to solve problems, complete tasks, and accomplish goals. The individual demonstrates effective adaptability to new and emerging technologies.
•
Leadership: Leverage the strengths of others to achieve common goals, and use interpersonal skills to coach and develop others. The individual is able to assess
and manage his/her emotions and those of others; use empathetic skills to guide and motivate; and organize, prioritize, and delegate work. Professionalism/Work Ethic: Demonstrate personal accountability and effective work habits, e.g., punctuality, working productively with others, and time workload management, and understand the impact of non-verbal communication on professional work image. The individual demonstrates integrity and ethical behavior, acts responsibly with the interests of the larger community in mind, and is able to learn from his/her mistakes.
•
Career Management: Identify and articulate one’s skills, strengths, knowledge, and experiences relevant to the position desired and career goals, and identify areas necessary for professional growth. The individual is able to navigate and explore job options, understands and can take the steps necessary to pursue opportunities, and understands how to self-advocate for opportunities in the workplace.
•
Global/Intercultural Fluency: Value, respect, and learn from diverse cultures, races, ages, genders, sexual orientations, and religions. The individual demonstrates openness, inclusiveness, sensitivity, and the ability to interact respectfully with all people and understand individuals’ differences.
2019-20 Student Senate Guide 31
D
Time Management 101 Set your goals and priorities: Review
all that you need to complete and decide what is the most important. Be realistic and specific when setting your goals. What needs to be done now and what can wait?
Clean your workspace: Keep your desk, room, backpack, and computer clean and organized so you can access needed materials quickly. Devise an organizational plan for storing old materials you may need later so they do not take up space on your desk in your room.
Work with (not against) your personal time clock: Do you work best in the morning or at night? Plan your weekly study schedule around your most productive times of the day. Put easier tasks or errands (i.e. laundry, grocery shopping, sending emails) during nonproductive times, leaving more focused and alert hours for studying.
Organize your classes and due dates: At the beginning of each semester write down all important class due dates (i.e. papers, test, quizzes, projects, etc.) on a paper or electronic planner. You will be able to see when you have busy weeks and plan ahead.
Budget and monitor your time: Take time to your review your plans each day and update your schedule/planner as needed. Overestimate the time needed for academic tasks. If you get done early, move on to something else or reward yourself with a break. Be flexible and try to allow some time in your schedule for rescheduling.
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Create a weekly study schedule:
Establish a routine for each week. Start with your classes and then add in study time for each class. The more specific the better, so pencil in what class you will study and where you’ll be much more productive if you have a set weekly routine helping you know what to work on and when.
Use a planner and to-do lists: Paper or electronic, it’s up to you! Either one is fine as long as you use something to record what needs to be done and when. Include your class, work, studying, and organization responsibilities. Also, include your free time. Know when to disconnect: Turn off
your phone or use airplane mode during class and study time to stay focused and manage distractions.
Break larger assignments into smaller segments: Take one large
paper or project and break it into smaller segments with your own internal deadlines. Follow your plans, stay on track, and avoid working on projects and papers last minute.
Use “hidden” time: When you have
20 minutes between classes or you are waiting for the laundry to finish, make use of down time by carrying note cards to study, review notes, or update your calendar and prioritize your activities for the next day.
Learn to say “no, but”: No doesn’t mean that you won’t do something, simply that you are not available at that given time. You may be able to do it on another day or at another time. For example, “I’m not free for a committee meeting tonight, but I am on Monday at 5pm.”
10 TIPS
FOR SELF-CARE 1.
Practice sleep hygiene by going to bed and waking up at the same time each night, making sleep a priority by scheduling it like any other daily activity, avoiding electronics use right before bed, and limiting naps to 20 minutes or less.
2.
Make sure you are eating balanced meals at least three times a day. If you are in class all day, bringing a lunch box is a great option. Visit CHAW to learn more about nutritious, delicious, quick and easy food options
3.
Take advantage of the water bottle refill options across campus as a way to stay hydrated!
4.
Don’t be afraid to use the services FSU offers! Free counseling is available to all students at the University Counseling Center and is a great way to make sure you stay aware of your emotions. Check out more FSU services on the next page!
5.
It sounds simplistic, but breathing is an important part of self-care. Try 4-7-8 breathing on the go (In class, in the car, while studying, etc.) • Sit down comfortably with one hand on your stomach and the other on your chest. • Breathe in slowly but deeply. Take 4 seconds to breathe in, feeling your stomach move in the process. Hold your breath for 7 seconds. • Breathe out as silently as you can manage, taking 8 seconds. Once you reach 8, you should have emptied your lungs of air. • Repeat as many times as you need, making sure to stick to the 4-7-8 pattern.
6.
Find and stay engaged with other people in your community who you have identified as your empathetic and open support. Process your feelings with them.
7.
Spend time playing and simply enjoying life. Find things that you love doing and do them with the people who make you laugh. This goes beyond the community we find in going out to party. Go to an arcade, the beach, the movies, bowling, etc. Things that allow you to be in the moment and have fun.
8.
Find what you believe that gives your life meaning and purpose, whether this is religious or not.
9.
Focus on your goals , values, and beliefs and assess whether those are congruent with your life. It is important to set your priorities in a way that aligns with your values.
10. Find enjoyment in what you study: If you’re not able to study what you love, the key to self-preservation is to find some aspects of it that you really enjoy.
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RESOURCES ACADEMIC RESOURCES
HEALTH AND WELLNESS
CAMPUS TUTORING COOPERATIVE
STUDENT DISABILITY RESOURCE CENTER
Information about all tutoring services offered on campus, with many offered to particular academic areas and engagement areas on campus.
Collaborates with students to create an accessible and inclusive environment by identifying, minimizing, and where possible, eliminating barriers to equal access while encouraging equal participation for students with disabilities.
ace.fsu.edu/tutoring/campus-tutoringcooperative THE ACADEMIC CENTER FOR EXCELLENCE (ACE) LEARNING STUDIO Drop-in and appointment based peer tutoring in all undergraduate majors. Sunday-Friday 8:00am-10:00pm Ground Floor, William Johnston Building (WJB) LEARNING DISTRICT (LIBRARIES) Drop-in peer tutoring Sunday-Wednesday Strozier Library and Dirac Library Chemistry, Physics, Biology, Economics, Math, Accounting, conducting research, and using technology. lib.fsu.edu/tutoring/about THE CENTER FOR ACADEMIC RETENTION AND ENHANCEMENT (C.A.R.E.) One-on-one, group, email, and telephone tutoring in Math and Science. Sunday, 5:00-10:00pm; Monday-Thursday, 8:00am-10:00pm; Friday, 8:00am-5:00pm. Thagard Building. care.fsu.edu/college-programs/caretutoring-computer-lab ADVISING FIRST William Johnston Building (WJB), all majors. Academic Advising services by major: undergrad1.its.fsu.edu/advising_first/advisors-display.php Resources for exploratory students, current, and prospective transfer students: advisingfirst.fsu.edu/exploratory College Life Coaches for holistic student success: advisingfirst.fsu.edu/college-life-coaching
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Phone (VOICE) (850) 644-9566 Phone (TDD for the D/deaf) (850) 644-8504 8:00am - 5:00pm 108 Student Services Building dos.fsu.edu/sdrc UNIVERSITY COUNSELING CENTER By-appointment for one-on-one, couple, and group counseling. Walk-in services for urgent situations. Monday-Friday 8:00am - 4:00pm Second Floor, Askew Student Life Center (ASLC) After-hours and weekends hotline: (850) 644-TALK (8255) Free to all students counseling.fsu.edu PSYCHOLOGY CLINIC Individual therapy, child services, parenting skills, assessment services. Intake $25 per individual. Fees per session are on a sliding scale based on household income from $20-$60 per hour. Assessments range in price. Insurance is not accepted at the Psychology Clinic. By-appointment only. Monday-Thursday, 8:00am-8:00pm. Friday, 8:00am-4:00pm. Psychology Building psy.fsu.edu/php/about/communityservice/psychologyclinic/ psychologyclinic.php HEALTH AND WELLNESS CENTER The medical professionals at University Health Services are passionate about student health and committed to helping students perform at their best. The medical professionals include clinicians who are certified in areas of medicine such as family practice, gynecology and psychiatry. Appointments: (850) 644-4567 Information: (850) 644-6230 uhs.fsu.edu
FOR SUCCESS STUDENT RESILIENCE PROJECT
VICTIM ADVOCATE PROGRAM (VAP)
The Student Resilience Project is a web-based, researchinformed toolkit developed to encourage students’ wellness by helping them learn to manage stress in healthy ways and increase their sense of belonging. The website features videos, skill-building activities, resources and information, including podcasts by campus experts.
Emotional support, instructor notification, referrals, crisis intervention and assistance in student conduct, legal and medical matters.
strong.fsu.edu/ CENTER FOR HEALTH ADVOCACY & WELLNESS (CHAW) Nutrition services, HIV Testing, Smart Choices (alcohol/drug reduction), tobacco cessation, sexual health, sexual violence prevention, healthy relationships, peer health educators. Fee vary for services. Presentations and consultations are free to all students and student organizations. Monday-Friday 8:00am-5:00pm Fourth Floor, Health & Wellness Center chaw.fsu.edu/ CAMPUS RECREATION LEACH CENTER AND FITNESS & MOVEMENT CLINIC Cardio & strength training areas, sport courts, indoor track, aquatic center, group fitness, personal training in large and smaller facilities. FSU Reservation 73-acre lakefront property with canoeing, kayaking, picnicking, swimming, sand volleyball, disc golf, etc. Hours vary per location and activity. Most services and activities free to all students. campusrec.fsu.edu/
CRISIS MANAGEMENT DEAN OF STUDENTS, CASE MANAGEMENT SERVICES
24/7 Support Line: (850) 644-7161 Suite 4100, University Center A Free for all students, faculty, and staff dos.fsu.edu/vap FSU FOOD FOR THOUGHT PANTRY Food is available to all current FSU students and are allowed to take one bag of food at a time, but may visit the pantry as often as necessary. (850)-644-2428 8:00am – 5:00pm University Center A NOLES C.A.R.E. A suicide prevention program which supports the goal of providing suicide prevention training, education, and resources to the campus community. Schedule a training by emailing: Jaymee Spannring, Suicide Prevention Coordinator jspannring@fsu.edu nolescare.fsu.edu/
COMMUNITY RESOURCES REFUGE HOUSE Confidential, 24-hour hotline, information and referral, crisis, intervention, advocacy and accompaniment: medical and legal support groups, medical referrals and followup, victim/survivor follow-up, shelter, and emergency financial assistance.
Emotional support, counseling, advocacy, identifying immediate needs, making appropriate referrals to campus and community resources.
850-681-2111 refugehouse.com
(850)-644-2428 Monday-Friday University Center A, Suite 4100 8:00am-5:00pm Free to all students dos.fsu.edu/cms/
211 BIG BEND Confidential, 24-hour crisis helpline and referral services for the Tallahassee community. Phone: 211 211bigbend.net
2019-20 Student Senate Guide 35
FINANCES INFORMATION AND POLICIES REGARDING SGA & COGS FUNDS Florida State University students pay a $12.86 activity & service (A&S) fee for every credit hour in which they are enrolled. As required by Florida Statute, the Student Government Association allocates those funds to various entities and student organizations, including Campus Recreation, Oglesby Union, the branches and student organizations of Student Government, Congress of Graduate Students, and a variety of funding boards. To learn more about the 2019-2020 allocated budget, visit sga.fsu.edu/archives/70th-Senate/bills/Bill-2019-Budget-Proviso.pdf To ensure spending of A&S fee resources benefits the entire student body, the state, University, and SGA/COGS have many policies regarding the spending of student funds. Knowing your responsibilities as an A&S fee recipient in following all funding guidelines and policies are necessary for you to receive A&S funds and for SGA to process your requests in a timely manner.
YOUR A&S RECIPIENT RESPONSIBILITIES As a student organization wanting to utilize A&S funds, you are a steward for all the students who have paid their fees, SGA, and Florida State University as a whole. The funds distributed are not part of your own personal funds, and the policies and guidelines outlined below ensure the safety, security, and use of these funds. Failure to follow the policies and guidelines outlined in the Financial Manual, SGA Student Body Statutes, and Florida law will result in SGA/COGS not being able to fund your purchases! Anything purchased utilizing activity & service fees must follow these overarching rules:
•
The event or activity must be free, open, and advertised to the entire student body.
•
The organization must not discriminate in membership or otherwise on the basis of race, creed, color, sex, religion, national origin, gender, age, disability, genetic information, veterans’ status, marital status, sexual orientation, gender identity, gender expression, or any other legally protected group status.
•
•
•
Purchase requests must be entered into Nole Central by an Executive Board member of a Recognized Student Organization (RSO) that has successfully completed the Financial Certification exam and submitted the SGA Statement of Understanding Form to the SGA office weeks prior to spending any funds. Purchase requests must be pre-approved in Nole Central by the SGA Treasurer or COGS Deputy Speaker for Finance, and the Accounting Office or Campus Rec Sports Club Coordinator weeks prior to any spending of funds. Purchase and travel requests must follow all the guidelines outlined in the Financial Manual, SGA & COGS Finance Code or Campus Rec Sports Club policies, and all University policies.
Title VIII, Chapter 800 of the Student Body Statutes contains the Finance Code and defines the standards of financial accountability and fiscal management. It is important to pay close attention to how funds are allowed to be spent, as requests outside of these guidelines cannot be processed.
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A&S SPENDING RULES & REGULATIONS 802.4 Accessibility of Meetings & Events (Cannot charge FSU students, events cannot be in a private home, must be advertised prior, must have SGA permission to be off campus) 802.5 Limitation on Outside (non-FSU) Benefits (Cannot use for political activities, community benefits, donations; must provide priority admission to current FSU students) 802.6 Acknowledgment of SGA Funding (Must use SGA logo or statement on all printed materials, publications, clothing, or awards. Visit sga.fsu.edu/logos.shtml for logos.)
• • •
Online and printed publications Audio and video advertising All printed materials and broadcasts expressing a political message must also include “The views expressed herein do not necessarily reflect those of FSU SGA”
802.7 Personal Gifts (Not allowed cannot purchase anything that can be construed as a personal gift, including promotional items that are too expensive per person, end of the year recognition to participants, etc.) 802.8 Alcohol (Not allowed – cannot purchase alcohol, alcohol supplies, etc.) 802.9 Stolen property (Must be reported) 802.11 Receipts (Must be turned in within 10 days of purchase or your organization cannot spend money in the future) 811 The Service Funding Act of 2009 (This chapter details information for service groups and service trips)
OVERVIEW OF THE PURCHASE REQUEST PROCESS Your RSO is recognized, financially certified, and has secured funding through one of the ways detailed above for an event, clothing or promotional items, or a trip. You have funds in your Nole Central account, know what budget your money is coming front, and have all of your documents completed and ready to submit. You are ready to begin the Purchase Request process! Here is a breakdown of the process and what you can expect:
1
Submit a purchase request in Nole Central under your RSO’s account 15-30 business days prior to your event as required by SGA/COGS policy. Complete all fields as necessary and submit all completed required documents.
2
SGA Accounting will review your request and verify forms are completed correctly, your vendor is in the system, the second signer form is accurate, funds are available in correct category, and there are no outstanding receipts. Check your email for any questions from SGA Accounting!
3
Approvals Begin: SGA Treasurer/COGS Deputy Speaker for Finance ensures the money is being spent according to SGA policies. In your Purchase Request, you will find any comments from them at the bottom on the page.
4
SGA Accounting generates a PO, check, Enterprise registration, conference registration, or reimbursement documents. The RSO Requestor and any student being reimbursed should regularly check their email for any questions from SGA Accounting!
EVENT OR PROMO ITEM 5
RSO receives email with PO and instructions to submit receipts, information on contract signatures and check pick up for performer/DJ/etc
CONFERENCE REGISTRATION OR ENTERPRISE RENTAL CAR RSO members will visit the SGA Accounting Office to book buses, rental cars, or conference registration.
TRAVEL REIMBURSEMENT SGA Accounting prepares reimbursement materials for the individual student being reimbursed for airfare, lodging, or mileage.
6
It’s time to make the purchases/travel! Print the PO, select items needed, and give the PO to the vendor.
7
Have an awesome event/trip or collect some great promo items and share with all students!
FOR SERVICES/PRODUCTS PAID FOR BY SGA/ COGS:
8
Immediately submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics, sga.fsu.edu/ receipts. Receipts are considered late if not received within ten (10) days of receiving goods and services. Vendors will not get paid and your RSO cannot spend additional funds until the receipt has been submitted. Faster is better!
FOR PRE-APPROVED TRAVEL REIMBURSEMENT: Immediately submit receipts to the SGA Funding Evaluation Receipt Submission Qualtrics, sga.fsu. edu/receipts. Receipts are considered late if not received within ten (10) days of the trip. Failure to submit receipts could forfeit any reimbursement opportunities. Once receipts are submitted, the student being reimbursed must check their email to confirm and sign their ExpenseReport in order to receive a reimbursement from the University.
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IMPORTANT DOCUMENTS The following SGA & COGS documents are necessary for spending A&S funds and submitting Purchase Requests in Nole Central. They are all linked below and available on the SGA website. Visit sga.fsu.edu/accounting-forms.shtml for more info.
STATEMENT OF UNDERSTANDING FORM
Required signed document indicating review, understanding, and compliance of SGA/COGS Accounting processes. Must be completed and turned into Accounting in order to utilize SGA/ COGS funds as part of the recognition process, and updated when new officers are elected.
SECOND AUTHORIZED SIGNER FORM
All purchases require confirmation by 2 officers who have completed the “SGA Statement of Understanding,” the first is the student completing the purchase request in Nole Central, the second is a student that completes this form for each purchase request. Completed form must uploaded in Nole Central. Advisor signature required for purchases over $1000.
GROUP TRAVEL ROSTER
A list of all students participating in a trip funded by SGA/COGS funds. All students participating must sign the form and provide proper information. Completed form must be uploaded in Nole Central as part of the Purchase Request anytime more than one student is traveling.
TRAVEL INFORMATION FORM
Travel details and Payee information for trips funded by SGA/COGS funds. A separate form should be submitted for each type of travel payment (car reservation, conference registration, each individual student being reimbursed). Completed form must be uploaded in Nole Central as part of the Purchase Request.
CONTRACTUAL SERVICE/ AGREEMENT FORM
All the necessary information to bring a speaker, comedian, performer, DJ, or guest to campus. Information submitted will help the University generate a contract or utilize the payee’s contract. Completed form must be uploaded in Nole Central as part of the Purchase Request.
EXPENSE REPORT
A signed document for any student receiving a reimbursement for travel. Once receipts are submitted, the University generates a document detailing travel and reimbursement allocations. A copy is emailed to the student traveler by SGA Accounting. It must be SIGNED AND RETURNED via email to SGA Accounting. Once submitted, the University can process the reimbursement. Failure to return the form will result in reimbursements being delayed or cancelled.
REMEMBER: You should ask vendors for a quote only. Do not reserve services or commit your organization or the university to paying before receiving full approval with the purchase order! GATHERING ALL OF YOUR DOCUMENTS TO SUBMIT A PURCHASE REQUEST Within Nole Central, each RSO will submit a Purchase Request for any spending you are hoping to do with SGA/COGS Funds. The Purchase Request form will collect all the necessary information and documents you will need for any event, promotional item, or travel expenses. Prior to logging in to Nole Central, be sure you have all your documents ready to upload:
EVENTS
• • • • •
2nd Signer Form Vendor quotes and list of what you are purchasing Event Flyer with pertinent information Completed Contractual Service Agreement Form with all-inclusive amount if you are paying a person for a service Date and location of event
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PROMOTIONAL ITEMS
• • • •
2nd Signer Form Quotes for Purchases Artwork design with SGA/ COGS logo/statement included Preferred purchase date
TRAVEL
• • • • •
2nd Signer Form Group Travel Roster Conference Schedule Trip/Travel/Flight Itinerary Completed Travel Information Form outlining the type of travel and pertinent student information for travel reimbursement (flights, mileage, airfare)
UNIVERSITY VENDORS AND PURCHASING Companies RSOs often work with for programs, events, and travelling. There are many companies, payees, or vendors, that take Purchase Orders from the University. These vendors have an agreement with the University, and are frequently visited by RSOs, like the Publix on Ocala, T-Formation, or Hungry Howie’s. Existing vendors are the easiest companies to do business with when working with University funds because of this relationship, and often times, RSOs are required to use University vendors for particular items (office supplies from Office Depot, for example). They may also be helpful to RSOs using offcampus funds because they work with the university so often. RSOs are encouraged to visit the University Shopping Guide (procurement.fsu.edu/how-buy/ shopping-guide) or ask the SGA Accounting Office to check if a company is a vendor in the University system. There are some companies that are not vendors in the system that will NOT accept purchase orders, including: Best Buy, Costco, JoAnn’s Fabrics, Target, Walmart, Party City, Sam’s Club, and Michael’s. Should you need to purchase something from these locations, please contact the SGA Accounting Office for options. Please note: A&S funds cannot be used for any purchase requests for vendors not in the system. It is up to you to communicate with the possible vendor about what they need to do prior to submitting your request
GROCERY STORE VENDORS
Publix on Ocala
FOOD SERVICE VENDORS
Andrew’s Catering, Chuy’s, Habana Boardwalk, Hungry Howie’s, Gordo’s, Moe’s, MoMo’s, Newk’s, Red Elephant, Sonny’s BBQ, Super Perros, Seminole Dining
OFFICE SUPPLY VENDORS
Office Depot
T-SHIRT VENDORS
Full Press, Clothesline, T-Formation
AWARDS VENDORS
Awards 4U
RENTALS & NOVELTIES VENDORS
A-Z Rentals, Jumping Jacks
PRINTING & COPYING VENDORS
UPS Store on Woodward, Student Publications
MAILING & SHIPPING VENDORS
UPS Store on Woodward
RENTAL CAR VENDORS CHARTER BUS VENDORS
Enterprise/National Rental Car Annett Bus Lines, Astro Travel Tours
T-SHIRT & PROMOTIONAL ITEM VENDORS T-shirts and promotional items are a great way to get the word out about your organization. When ordering printed materials, keep in mind the vendor must have the rights to print licensed logos and/or images. This includes any FSU official logos, seals, and imagery. The vendor may require additional funds associated with printing licensed images. All promotional items paid for with SGA/COGS funds must have the SGA or COGS logo, sga.fsu.edu/logos.shtml. T-shirts must include the SGA logo or the phrase “Paid for by SGA” or “Funded in part by SGA”. Graduate organizations must include the COGS logo or the phrase “Paid for by COGS” or “Funded in part by COGS”. All promotional items purchased with SGA/COGS A&S funds must follow University branding requirements and policies.
TYPICAL T-SHIRT BREAKDOWN Small: 24% Medium: 32% Large: 32% X-Large: 10% XX-XXX-Large: 2%
When purchasing t-shirts and promotional items, be sure to submit the proof of your project from the company along with your purchase request. Any promotional items funded by SGA/COGS or containing university or SGA imagery must be purchased from a licensed vendor and approved by University Branding. When ordering shirts, be sure that they are accessible to all types of students.
2019-20 Student Senate Guide 39
TRAVEL REQUEST After completing the above required information within Nole Central, for any type of Travel Request, you will be required to upload a series of documents. Each Purchase Request should have it’s own Second Signer Form and Travel Information Form. If multiple students are getting reimbursed, or you were funded for multiple components of travel (rental car and conference registration, for example), you must submit a different Purchase Request for each component of Travel. The signed Group Travel Roster, Conference Schedule or Agenda, and Travel Itineraries may be similar. Read below regarding the information that is necessary for all travel forms. Travel Information Form: This for is available on the SGA Accounting website and required for all travel requests. It includes trip information, including dates and times of travel, travel destination, and conference meeting name and address. There is a breakdown of the form for Individual Student Reimbursement Information, Conference/Meeting Registration Payment Request Information, and Enterprise/National Car Rental Request information. Be as detailed as possible, save the file as “Travel.RSOName.ConferenceName.” and upload in Nole Central.
GROUP TRAVEL ROSTER A group travel roster showing the names and signatures of all students going on the trip must be attached to the travel request if there is more than one student travelling. This information is required for all travel funding. Each student traveler, as well as the organization’s advisor, must complete and sign the Group Travel Roster with their individual information, emergency contact, and type of travel prior to the RSO submitting the travel request in Nole Central. Once all signatures have been obtained, scan and save the file as “GroupTravelRoster.RSOName” and upload in Nole Central. Conference Schedule or Agenda: To process travel requests, SGA Accounting must share the conference schedule or agenda with the University Travel department. You can usually find this on the Conference website, or in an email detailing when the event begins, ends, and the types of sessions or scheduled offered while there. Save a PDF file or photo of the schedule or agenda and upload it in the Nole Central Purchase Request, saved as “Agenda.RSOName.ConferenceName.” Travel Itineraries: Travel details and itineraries are required by the University Travel department. This includes:
• • •
Quotes from Enterprise/National regarding rental cars Flight information including Ticket Number, trip details (departure/arrival times, airport, and stops), proof of payment Confirmation of any reimbursable requests (hotel reservations, etc)
When it doubt, upload the materials to the Purchase Request! The more details, the better!
COMPLETING YOUR PURCHASES FOR PAYMENT After a purchase is made and the materials have been received, it is imperative that you submit the receipt or invoice for processing. Without a receipt, vendors will not be paid, and your RSO cannot spend additional funds. To submit your receipts for purchases using SGA/COS funds, upload a picture or scan of the receipt to the “SGA Funding Evaluation Receipt Submission” Qualtrics link. Receipts can be submitted from your smart phone, tablet, or computer at any time.
All receipts for events, activities, items, or travel purchases with SGA/COGS funds must be submitted electronically within 10 days to ensure payments are processed and your RSO can continue spending SGA/ COGS funds. Receipts can be uploaded utilizing the SGA Funding Evaluation Receipt Submission Qualtrics, found online at sga.fsu.edu/receipts
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PLANNING EVENTS ON CAMPUS Event Proposal Process Events that take place on campus should go through the Event Proposal (EP) process. EPs are submitted through your RSO Nole Central page under the events tab, and are required for any large events (over 50 people), events that have food, may need security, etc. When submitting an EP, you will be asked a series of questions that help ensure your RSO is ready to host a successful event!
Did You Know? Your event permit should be submitted at least 10 days before your event
Facilities for Events Most RSO events take place in Student Affairs spaces, which can be reserved by RSO leaders through reservations.dsa.fsu.edu/. Facilities requests should include room set-ups, any furniture, and/or Audio-Visual (A/V) needs. All spaces for RSO events should be reserved through the process outlined by that department. For some outdoor spaces on campus, RSOs may need to pay to have tables and chairs delivered and provided by FSU Building Services. RSOs must have funds allocated prior to requesting such services. If using SGA/COGS funds, the SGA Accounting staff will submit the request for you after acquiring funds and submitting a Nole Central purchase request at least 15 school days prior to the event. SGA Accounting staff will place the order for tables and chairs with Building Services, facilities.fsu.edu/requests/specialRequest/prices.php, with the proper funding information. Planning Sustainable Events SGA encourages RSOs to plan events and make purchases with Sustainability in mind. Florida State University Sustainable Campus provides these tips, and check out sustainablecampus.fsu.edu/resources/greenevent-guide for more information:
• • • • •
Buy large containers or food platters and avoid individually-packaged snacks. Encourage students to bring their own water bottles for drinks and avoid purchasing plastic water bottles or anything Styrofoam! Always remember to recycle and purchase recyclable and recycled or biodegradable materials when you can! Avoid putting years or leader names on promotional items so they can be used over time! Purchase programming supplies you can share with other organizations or use for multiple events.
Hosting Games of Chance Organizations planning events that include any games of chance, such as “Casino Night,” must obtain approval from the EP process and cannot use A&S Fees. If you are hoping to have a raffle or game of chance, download, read, and following the gambling and games of chance provisions outlined in the RSO Handbook, union.fsu.edu/sac/involvement/rsoresources. Public Performance Rights for Copyrighted Video Records Any RSO publicly showing a movie, DVD, Blu-ray, film, show, or any other copyrighted video recording, must obtain a purchase order for PUBLIC PERFORMANCE RIGHTS fifteen (15) business days prior to showing the copyrighted material. Contact Amie Runk at either (850) 644-4504 or arunk@fsu.edu for more information.
Did You Know? The ASLC co-sponsors events with RSOs. Contact Amie Runk for more details!
Renting Inflatables RSOs planning events which include rental of inflatables need to review the Event Planning Guide. FSU requires the inflatable company to have at least $100,000 of insurance coverage and the company must be approved by FSU Environmental Health and Safety. Waivers Organizations hosting events that involve any form of risk including, but not limited to, personal injury, weather-related risks, misuse of equipment, or illness or harm from food and/or beverage consumption, are required to have all participants complete a “General Release and Waiver of Liability” form. Waivers should also be completed when organizations travel during any RSO sponsored event. Waivers can be found at union.fsu.edu/sac/eventplanning/forms-for-events.
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U Marketing
HOW TO PRINT WITH STUDENT PUBS
STUDENT PUBLICATIONS Student Publications is a team of part-time student designers and photographers who are enrolled full time at FSU. They provide free color printing, graphic design, and photography services for all requesting recognized student organizations and branches of SGA. They can provide the following services, including, but not limited to:
• • • • •
Business Cards Fliers Handbills Posters & Banners T-Shirt Designs
• • • • •
Logos Buttons Invitations Programs/Booklets Event Photography
Student Publications can provide these services, so long as the organization’s event/project meets these requirements:
• • • •
Does not promote fundraising Does not promote events held at private residences Does not require a fee or donation to participate in or attend an event Has the SGA and appropriate RSO logos (printing/ design only)
AGENCY WEBSITES Student Government Association houses the websites for all agencies. These pages contain current information of your e-board, events, and how to get involved. Need to make any updates or changes? Feel free to contact the web designer, Ben Young at byoung@fsu.edu.
QUALTRICS FORMS Qualtrics are online surveys that can send results straight to your email. Useful applications include RSVPing for an event or filling out a questionnaire. For more information about this service, contact Ben Young at byoung@fsu.edu.
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•
Come to Student Publications in person (please note we do not take email print requests) to make your request, discuss finishing options, and transmit your file. USB, email to fsustudentpublications@gmail.com, or Google Drive works best!
•
For most print jobs, we will print it for you then and have it ready for you shortly. If it is a large print job or we’re backed up, we will offer to email you once the job is complete instead of making you wait.
•
If your file doesn’t have logos on it or they’re too small, you may be asked to modify your design.
PRINT WHAT YOU NEED Planning ahead to determine how much you need to print is the environmentally and financially responsible thing to do—printing is a lot of ink, trees, and energy! Remember that your organization will be responsible for distributing and cutting your prints as well, so print what you need. Student Publications can always print more at a later date. Below are amounts needed for on campus distribution. Residence Halls/Housing ..................................198 Fliers DSA Marketing ....................................................... 10 Fliers Tabling Regular Events ................................ 50 Handbills Tabling Larger Events ......................... 100-150 Handbills Tabling Involvement Fairs .............. 200 - 300 Handbills
Did You Know? It costs about $15 to post just one flier in the residence halls. (Housing requires 198 fliers.)
DESIGN PROCESS 1
Finalize Event Date, Time, and Location
2
Submit design request at least 2 weeks in advance at: sga.fsu.edu/student-pub.shtml 10 business day turnaround. Don’t forget to accommodate for any semester breaks/university closures when determining when to make your request! If you are requesting a publication, turnaround time is at least 5 weeks.
3
First Draft and Revisions Revision requests are turned over after 24 hours at earliest. Maximum two (2) content revisions for a total of three proofs (3). If you need more, repeat step 2.
4
Final Draft Approved
5
Request to Print and Pick Up (Tell us Quantities and Sizes) Same day or overnight printing. Please note that agencies are responsible for cutting prints, so be sure to factor finishing time in.
6
Uploaded to SGA Website
Uploaded to SGA Social Media Accounts
Uploaded to University Calendar, once EP is approved.
PHOTOGRAPHY PROCESS 1
Finalize Event Date, Time, and Location
2
Submit photography request at least 7 days before event at: sga.fsu.edu/student-pub.shtml Your agency must obtain publishing consent from all participating parties in order for events to be photographed
3
Student Publications checks Photographer Availability If students can or cannot attend, they will notify you via email in advance. There are no guarantees.
4
Photographer(s) attend event and edit photos taken 5 business day turnaround for edited photos
5
Uploaded to SGA Social Media Accounts
Uploaded to Google Drive for client download.
Images will remain available for download for two weeks before they’re removed for storage purposes.
2019-20 Student Senate Guide 43
SG&A STAFF
Danielle Morgan Acosta, Ph. D. Director dmacosta@fsu.edu (850) 644-1811 • SGA Policies • Executive Branch • Freedom of expression & demonstrations • Leadership
• • • •
Ebony Guidry Student Program Coordinator eguidry@fsu.edu (850) 644-0939 • • • •
Black Student Union Asian American Student Union Bureau & Affiliate Outreach Assessment
• • • •
• Student Publications
44 Student Senate Guide 2019-20
• • • • •
Pride Student Union Women Student Union Allies & Safe Zones Accessibility
• • • •
Web Development Logo & T-shirt Design ITS Liaison Inventory
SGA Accounting Policies Purchase & Travel Requests Financial Certification PAC & RTAC COGS grants
Jacalyn Butts Student Program Coordinator jbutts@fsu.edu (850) 644-0939 • • • •
Ben Young Web Designer byoung@fsu.edu (850) 644-0089
(850) 645-0160
• Marketing & Social Media
Nole Central Class Councils Elections Agency Curriculum & Employment
Grace Wilson Student Program Coordinator clwilson4@fsu.edu (850) 644-0908
Media Specialist
• Print & Digital Design
Laurel McKinney Business Manager lmckinney@fsu.edu (850) 644-1814
Assistant Director (850) 644-4850
COGS Transfer Leadership Institute Freshman Leadership Institute Assessment
Da’Shaun Scott Student Program Coordinator dlscott@fsu.edu (850) 644-0072 • • • • •
Natalia Rivera-Hernandez Office Administrator nriverahernandez@fsu.edu@fsu.edu (850) 644-0078 • • • •
Nole Central Student Accounts Purchase & Travel Requests Purchase Orders & Receipts Travel grants
Payroll Appointments Key & Swipe Access SGA Applications Inauguration
Eduardo Caraballo Vega Accounting Representative ecaraballovega@fsu.edu (850) 644-6950
Rosalind Sapp Accounting Representative rsapp@fsu.edu (850) 644-7166 • • • •
Hispanic/Latino Student Union Veterans Student Union Diversity & Inclusion Institute Scholarships Management Work Study Managaement
• • • •
Nole Central Student Accounts Purchase & Travel Requests Purchase Orders & Receipts Travel grants
The Department of Student Governance & Advocacy cultivates environments of student engagement, inclusion, and experiential learning. We create and support tailored opportunities for students’ personal and professional growth, where they practice leadership, use voice, manage funds and resources, and are actively engaged members of their community.
Christina Archipolo Graduate Student Co-advisor carchipolo@fsu.edu • Freshman Leadership Institute
Danny Dominguez Graduate Student Co-advisor djdominguez@fsu.edu • Hispanic Latino Student Union
London Judge Graduate Student Co-advisor ljudge@fsu.edu • Transfer Leadership Institute
Jada Toledo Graduate Student Co-advisor jtoledo@fsu.edu • Women Student Union
Frankie DiFranco Graduate Student Co-advisor fdifranco@fsu.edu • Allies & Safe Zones
Satcha Sanon Graduate Student Co-advisor ssanon@fsu.edu • Black Student Union
Jennifer Lee Graduate Student Co-advisor jylee@fsu.edu • Asian American Student Union
•
We believe that SG&A offers students hands-on, experiential, outside of the classroom learning.
•
We believe that advising the students of SG&A is a situational process of challenge and support.
•
We believe that diversity of thoughts, ideas, and identities bring a richer, more educational dialogue to leadership and the campus community as a whole.
•
We believe that all students have the potential to serve, lead, advocate on behalf of their peers, create change, and be positive financial stewards of their funds.
•
We believe that students learn through engaging in the leadership process, and that the limitless opportunities within SG&A is a venue to practice that leadership and hone their skills.
2019-20 Student Senate Guide 45
ALLIES & SAFE ZONES Allies & Safe Zones is an ally development program to promote acceptance and support of Lesbian, Gay, Bisexual, Transgender, Queer, Questioning, Intersex, Asexual, Pansexual, and Two-Spiritidentifying (LGBTQ+) people. Allies & Safe Zones is coordinated through the offices of the Student Government Association at Florida State University and is offered regularly to the campus community. The program is open to all, regardless of orientation, identity, or expression.
100 Level • • • •
Tuesday, September 17, 2019 • 2 pm - 5 pm Wednesday, October 9, 2019 • 2 pm - 5 pm Thursday, November 7, 2019 • 9 am -12 pm Wednesday, December 4, 2019 • 2 pm - 5 pm
200 Level • 201: Trans Ally Friday, October 24, 2019 • 2 pm - 4 pm A two-hour training that will engage participants in understanding trans identities, gender variance, socialized gender expectations, intersex identities, and becoming allies to people with trans and other gender variant identities. • 202: Personal Identity Development Wednesday, September 25, 2019 • 1 pm - 3 pm A workshop that engages participants in exploring their own identity development as allies using identity development models, reflection tools, and interactive exercises. Identity development of LGBTQ+ individuals will also be discussed and examined using multi-media and discussion. • 203: Navigating the Holidays Thursday, November 14, 2019 • 2 pm - 4 pm A workshop that engages participants in understanding the dimensions of LGBTQ+ students’ experiences of going home for the holidays. This conversation-based workshop will include: dialogue regarding holiday dinner table discussions around religious beliefs and politics, navigating a non-supportive environment, and resources for students unable to go home.
1,825+ PARTICIPANTS*
166 20
*SINCE 2013
+ 110 SCHEDULED
SESSIONS
ACTIVE FACILITATORS
96%
56 REQUESTED
REPRESENTING 11 DEPARTMENTS
of participants agreed or strongly agreed that they obtained resources for further support and connection for LGBTQ+ students and community members.
“I liked how it was very open, positive, and understanding of people’s different levels of LGBTQ+ exposure.” “I liked the discussion-based learning. It was nice to learn from each other’s experiences opposed to a lecture style workshop.”
301Level
Interested in Professional Development and being part of the facilitator team? Ask us about Allies & Safe Zones 301: Train the Facilitator. Dates/Times don’t work for you? Contact Allies & Safe Zones at safezone@admin.fsu.edu to schedule a 101 workshop for your department or organization.
Visit safezone.fsu.edu to register and for more information 46 Student SenateFSUAlliesSafeZones Guide 2019-20
@AlliesSafeZones
2019-20 Student Senate Guide 47
Hazing Education Initiative We believe no student should be harmed, demeaned, and/or put at any safety risk while joining, during membership or after membership of any student organization, club, group, or university entity.
What is hazing? Hazing is defined as any group or individual action or activity that endangers the mental or physical health or safety or which may demean, disgrace, or degrade any person, regardless of location, intent, or consent of participant(s). Although hazing is generally related to a person’s initiation or admission into, or affiliation with, any group or organization, it is not necessary that a person’s initiation or continued membership is contingent upon participation in the activity, or that the activity was sanctioned or approved by the organization, for a charge of hazing to be upheld. The actions of active, associate, new and/ or prospective members, former members, or alumni of a student organization or student group may be considered hazing. - FSU Student Conduct Code
@UpholdFSU #FSUHazingPrevention
48 Student Senate Guide 2019-20
For more information about hazing visit hazing.fsu.edu. To Report Hazing visit report.fsu.edu.
REPORT.FSU.EDU FLORIDA STATE UNIVERSITY
Florida State University’s report.fsu.edu is an easily accessible community information-sharing site where members of the campus community can report misconduct, concerning behaviors, discrimination, and many other situations to inform FSU’s administration. Each link asks for an incident occurrence and various other pieces of information that help administration investigate issues on campus. Reporting potentially harmful situations is everyone’s responsibility to keep our campus safe.
2019-20 Student Senate Guide 49
NOTES
NOTES
This guidebook was developed, designed, and printed on-site by Florida State University Department of Student Governance & Advocacy staff and Student Publications, an affiliated project of the Student Government Association. Designed by: Sarah Notley
52 Student Senate Guide 2019-20
