Student Leader

Handbook

Revised Fall 2014Table of Contents

SGA Mission Statement

Expectations of SGA Leaders

Diversity Statement

Important University Student Rules

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Koldus Building Hours/Room Reservations

Committee Member Selection Process

Organizational Transitioning

Recognition Cycle

Office Equipment Checkout

Travel Form/Procedures

Pre-Event Planning Form

Concessions Permits

Food at Events

Pepsi Donations

Camps and Enrichment Programs

Contracts1

Telephones

Fax Machine2

Copies/Printer Information

SOFC Information5

Payment Card Checkout7

SGA Allocation Process7

Information Technology Assistance8

SGA Staff Directory9

SGA Meeting Times1

Mission of the Student Government Association

To serve Texas A&M University by representing student opinion, addressing campus needs through targeted programming and the maintenance of tradition, and providing opportunities for leadership development in order to enrich the quality of student life.

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Expectations of SGA Leaders

Lead his/her respective committee within the mission/vision of the organization Lead the recognition process for the organization Be aware of and follow student rules regarding student organizations including but not limited

to: grade requirements, risk management, conduct, etc. Maintain committee operations procedures manual and enforce policies and procedures within

the manual Attend Chair Team Roundtables, which serve as an opportunity for all committee chairs to

discuss challenges, successes and ideas Report to the SGA Student Advocate for Human Resources Select officers and committee members following the procedures set forth by the organization Keep the organization’s cubicle in neat and tidy order Check email that is provided from SGA staff and leadership Check committee mail slot, located in SGA Computer Lab Regularly check organization’s SOFC box

Diversity Statement

The Department of Student Activities is dedicated to creating an environment that fully supports the well‐being, free expression, and development of all. We respect the dignity and individuality of each member of our community and strive to create a place where individuals and student organizations can learn with and from each other.

Important University Student Rules

41.1.2 File an annual request for official recognition with the Department of Student Activities. An organization’s annual recognition cycle should begin in the month that the organization elects or selects leadership, as defined by the organization’s constitution. Each organization should provide: signatures of the university advisor and the student officers authorized to withdraw money; the names and contact information of all advisors and officers of the group; and a current constitution and by-laws that comply with the provisions outlined in the Student Organization Manual. Any changes to the organization’s constitution and by-laws shall be submitted to the Department of Student Activities in a timely manner.

41.1.3 Deposit and withdraw all funds of the organization in the Student Organization Finance Center and/or with the University Fiscal Department. All funds must be deposited no later than the next business day after collection. The organization’s advisor must approve and sign each expenditure before payment.

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

41.2.1 Have a minimum cumulative and semester grade point ratio (GPR) as stated below and meet that minimum cumulative and semester GPR in the semester immediately prior to the election/appointment, the semester of election/appointment and semesters during the term of office.

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41.2.1.1 For undergraduate students, the minimum cumulative and semester GPR is 2.00.  In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester under consideration. In one limited circumstance, summer semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least six credit hours must have been taken during the course of either the full or two summer session(s).

41.2.1.2 For graduate level students the minimum cumulative and semester GPR is a 3.00.  In order for this provision to be met, at least four hours (half-time credits) must have been taken for the semester under consideration.  In one limited circumstance, summer semester hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least four credit hours must have been taken during the course of either the full or two summer session(s) unless fewer credits are required as they complete the final stages of their degree.

41.2.2 Be in good standing (see 27.1.4) with the university and enrolled:

41.2.2.1 at least half time (six or more credit hours), if an undergraduate student (unless fewer credits are required to graduate in the spring and fall semesters) during the term of office. Students enrolled in the Blinn TEAM program are also eligible to hold an office, as long as the student is meeting all applicable Blinn TEAM requirements and is in good standing with the program.

41.2.2.2  at least half time (four or more credits), if a graduate level student (unless fewer credits are required in the final stages of their degree as defined by the Continuous Registration Requirement) during their term of office.

42.2 If a recognized student organization is entering into a contract on behalf of their organization, the contract must be approved by the following:

42.2.1 If the contract is for an all-university audience, then the contract needs to be approved in compliance with the Texas A&M University President's Delegation of Authority for Contract Administration;

42.2.2 If the contract involves films or events subject to copyright laws, then the Director of Student Activities, in conjunction with the Director of the Memorial Student Center, shall monitor those contracts;

42.2.3 In all other cases, the organization is expected to provide their university advisor an opportunity to review the contract prior to execution.

Koldus Building Hours

The following proposal was developed to be cognizant of the safety and security of our students and staff and create consistent hours with the University Center Complex.

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Standard Office Hours for Koldus 125 & 127- The Office will be open for the following hours during the fall and spring semesters :

Monday, 8:00 am – 10:00 pm Tuesday, 8:00 am – 10:00 pmWednesday, 8:00 am – 11:00 pmThursday, 8:00 am – 10:00 pmFriday, 8:00 am – 6:00 pmSaturday, ClosedSunday, 6:00 pm- 10:00 pm

- Room reservation times have changed.  Meetings will end at 9:45 pm on Monday, Tuesday, Thursday and Sunday.   Meetings will end at 10:45 pm on Wednesday and 5:45 pm on Friday.

- 2 student assistants will staff the front desk until closing time and 15 minutes before closing they will do rounds, sweep the office, close the meetings and ask all students to leave the building.

- The role of the student assistant is to close the building, if they have challenges with groups or individuals, they will follow their standard procedures.

- When the office closes all students must leave the central office space, including the student organization offices and the Koldus 126 and 127 SGA areas unless they have afterhours access.

After Hours Access

o All student card access ends when the office closes. o Meeting rooms have the same hours as stated above. o The role of the student assistant is to close the building, if they have challenges with

groups or individuals, they will follow their standard procedures. o SBP and other key student leaders will not have access past 11:00 pm on Wednesday

and 6:00 pm on Friday. All other days, the SBP will have access until 10:00 pm. o Weekend access: if granted access by their advisor, chief student leaders (the leaders

that have access now) will have the following card access to their official work space: Saturday: 8:00 am – 8:00 pm Sunday: 8:00 am – 10:00 pm

*Access will only be allowed for a certain period of time and is granted with consent of the advisor

o Student Leader has access to office/ work space. This access is not intended to be used for meetings in public use areas of the office.

o If access is required by key student leaders in SGA, Camp programs and Graduate Student Council. An advisor should request access to Tim Sweeney, the Associate Director of Student Activities at tsweeney@stuact.tamu.edu.

Room Reservation ProceduresThe SGA Conference Room is available for all members of SGA to reserve for meetings. Contact Debbie Lockledge, Administrative Coordinator, at dlockledge@stuact.tamu.edu to check for availability. All reservations are taken on a first come – first serve basis. All other reservations should be directed through the Central Office Administrative Coordinator Linda Lewis at llewis@stuact.tamu.edu.

Reading Days, Finals Week, Between Semesters and Summer Session--During these special time periods when the office is open 8:00 – 5:00 pm, and closed on weekends, the card access will revert to these times for student leaders with this access.

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Special Requests for Office Access - For any activity or event (for activities and events that are outside of the scope of the normal

business of the organization) that is outside of the above mentioned access hours, special request office access can be requested to the SGA Administrative Coordinator, Debbie Lockledge at dlockledge@stuact.tamu.edu.

- Special request office access can be requested for office space, including the use of meeting rooms and student organization offices.

- Requests will be reviewed on a case by case basis.- We reserve the right to deny any request and some requests may be approved with stipulations

such as the required accompaniment of an advisor or the support of a student assistant, funded by the student organization.

Committee Member Selection Policies

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

1. No pictures may be requested of applicants, whether listed as a requirement or optional for applicants

2. A standard process must be applied and carried out for each applicant when considering their qualifications for membership within the committee

3. Applications must contain the SGA eligibility policy sheet to be signed and turned in by all applicants in order for them to be considered for membership

4. Applications must include a supplemental insert informing applicants of all forecasted dues that they will be required to pay

5. No qualified applicant may be denied membership to a committee based solely on their race, gender, color, religion, national origin, age and sexual orientation

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

InterviewsFollowing the application process, committees may choose to have interviews. We highly recommend that those applicants, whom you wish to interview, go through the eligibility check procedure before being offered an interview. Additionally, please allow at least 1 business day for the eligibility check.

Eligibility checks

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All SGA members are required to meet eligibility requirements. This means all members and officers must meet the minimum grade requirement of 2.0 for undergraduates and 3.0 for graduate students, and must maintain that GPR throughout their time in SGA. When taking applications for membership, you will need to supply SGA with a spreadsheet listing the names and UINs on all applicants that you are considering. This must be done PRIOR to offering any position. Additionally, we will check eligibility of all members at the end of each semester to confirm they meet SGA membership guidelines. If a member does not meet the eligibility requirements, they will be notified by staff. The committee chair will be responsible for upholding the decision.

RostersAll committees/commissions will need to provide their most current roster at the beginning of each semester to Debbie Lockledge, Administrative Coordinator, at dlockledge@stuact.tamu.edu.

Organizational Transitioning

It is entirely up to the SGA committee to define its own transition process. Some committees will go on weekend retreats, while some committees just need a half-day to transition. Regardless of the method, it should be documented in the committee’s Operations Manual.

A transitioning guide for executives can be found on the SGA webpage. While it does not likely encompass everything involved in an executive member’s transition, it serves as starting point for discussion. 

Recognition Cycle

Each year, every student organization must complete a recognition process. The recognition components are the following:

Leadership Positions

An advisor, chief student leader, and treasurer are required at a minimum to have a student organization. Each person will need to log into the system at stuact.tamu.edu, go to the organization profile, click on the roster tab, and “claim” a position; however, other officer positions may (and should) log in so that they may access the information that is available on the site.

Officer eligibility including grades and university conduct standards

All undergraduates are required to have a minimum of 6 hours and a 2.0 cumulative and semester GPR for the semester prior to taking office and every semester in office. Graduate students are required to have a minimum of 4 hours and a 3.0 cumulative and semester GPR for the semester prior to taking office and every semester in office.

StuAct Online Profile Update

This will collect important information about the organization and will be used as part of the organization’s public profile and for OrgMatch. To update your organization profile, visit stuact.tamu.edu, and select the organization you are updating. Click the profile tab, then the “OrgMatch Profile” tab. Select Edit OrgMatch Profile to update the information.

Advisor Training

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Advisor Development Online Training can be found within your StuAct Online profile. As a reminder both primary and secondary advisors must complete the following training.

Officer Training

1. Officer Orientation Seminar (needs to be taken by the chief student leader and one other officer):  Information emphasized within the OOS provided below. 

2. Treasurer Online Training:  Available in an online format or in person

SOFC Signature Card

The SOFC Signature Card requires the advisor, Chief Student Leader, and Treasurer signatures at a minimum and is required to conduct financial transactions through the SOFC.

Constitution

All SGA organizations fall under the SGA Constitution, thus each organization must simply upload the organization’s mission statement. You will be notified for any revisions that are necessary.

Office Equipment Checkout

SGA has projectors, laptops, hand held radios, coolers, a first aid kit, and tablecloths that may be checked out for your committee/commission use. Please see Debbie Lockledge, Administrative Coordinator, at dlockledge@stuact.tamu.edu to reserve this equipment.

Travel Forms/Procedures

The Student Travel Rule applies when your organization is traveling to an event or activity located 25 miles or more away from the university and that activity is sponsored by the university, funded by the university, undertaken using a university vehicle, or undertaken under the scope of the organization.  For all in-state and out-of-state travel, the following procedures apply:

1. Your organization must submit a travel notification online to the Critical Incident Response Team (CIRT) within at least 48 hours of your event.  This form will request information about the logistics of your travel plans and the names, student ID’s, and emergency contact information of all traveling participants.  In the case of an emergency during your trip, staff members from CIRT will serve as your on-campus liaisons for crisis management.

2. Each traveling member must complete the SGA Membership Waiver via the SGA Membership Registration at http://sga.tamu.edu/member_registration.

Pre-Event Planning Form/Procedures

For any event outside the scope of regularly scheduled meetings, a pre-event form must be completed. This form should be electronically submitted at least ten (10) business days in advance of your event to ensure a complete review.  In some cases, your organization may be required to submit the Pre-Event Planning Form (including but not limited to events involving travel, events involving alcohol, events requiring insurance, and cases in which your organization is seeking resources from our department).   To submit an Event Planning Form to the Department of Student Activities, please sign in to StuAct

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Online and locate the form link under "Resources" on your organization's homepage.  You can also directly access the Event Planning Form at http://studentactivities.tamu.edu/online/forms/preeventplanning/index. All Pre-Event Planning Forms for SGA organizations are reviewed by Sarah Edwards. For any questions or concerns contact Sarah at sedwards@stuact.tamu.edu.

Concessions Permits

"Concessions" are defined as any public sales or transactions on the Texas A&M University campus, including the exchange of goods or services for financial consideration and the acceptance of donations.  The Texas A&M campus is defined as all university-owned property in Brazos County, TX, including the main campus, Hensel Park, the University Apartments, Research Park, and the Riverside campus.

To be eligible to conduct concessions, you must either be a recognized student organization or a TAMU department. Recognized student organizations seeking concessions permits must have an up-to-date signature card on file with the SOFC and must not have exceeded five (5) days of concessions per calendar month (thirty days).

For further details, exemptions, and Concession forms visit the Student Activities webpage.

Food at Events

Any event involving the sale of food requires a concessions permit from the Department of Student Activities, as explained in the “Publicity and Communication” section of this manual. If no transaction is taking place and you are just distributing the food, no concessions permit is necessary.

If your event is only serving food (whether catered or personally prepared) internally, to members of your organization, no forms or permits are required. However, if the event is serving food to anyone outside your membership, you will have to abide by the following rules.

A Food Distribution Form must be submitted to the TAMU Office of Environmental Health & Safety anytime a potentially hazardous food (PHF) is served on campus.  Potentially hazardous foods can cause a foodborne illness if handled or prepared improperly.  Examples include:

Meat products Dairy products Fruits and vegetables 

If you are hiring a caterer to bring and/or serve PHF on campus or you are picking up PHF from a food establishment which you then serve at your campus event, you must ensure that the vendor has all necessary health permits and follow proper food handling procedures to distribute the items. You must also complete the Food Distribution Using Caterers Form, http://ehsd.tamu.edu/documents/FoodSafety/FoodDistributionForm_Caterers.pdf, and submit it to Environmental Health & Safety no later than 7 working days prior to your event.

If you are preparing and/or serving PHF yourself, you must complete this form, http://ehsd.tamu.edu/documents/FoodSafety/FoodDistributionForm.pdf, and submit it to Environmental Health & Safety no later than 7 working days prior to your event.  Please note that it may

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also be necessary to obtain a Temporary Food Service Permit from the Brazos County Health Department.   Environmental Health & Safety will help you determine if a Temporary Health Permit is required.  More information regarding Temporary Food Service Permits can be found here: http://www.brazoshealth.org/EHS/tempevent.php.

The information provided here, http://ehsd.tamu.edu/documents/FoodSafety/TempFoodGuidelinesAndRequest2.doc, covers food preparation and handling guidelines and requirements.

 

Pepsi Donations

The Student Organization Advisory Board, in conjunction with the Department of Student Activities, has established a limited allocation of Pepsi products for assisting student oriented activities. Due to the limited availability of these products an application/evaluation process has been established involving a sub-committee of the Student Organization Advisory Board. These requests will be reviewed on a biweekly basis, so applications should be submitted 21 days in advance of the event to receive full consideration. The following requirements also apply:

Your organization is in good standing with the university and not 30 days past due on any financial obligations to the university.Your organization is a recognized student organization.

Application Process: Complete a Campus Pepsi Product Request form, which can be found at stuact.tamu.edu under

forms and resources, and submit it to the Department of Student Activities. (Koldus 125, M.S. #1236)

Applications are reviewed every two weeks by a committee of staff and students. You may be asked to schedule a meeting with the SOAB Committee to discuss your request. If you receive an allocation, the arrangements for delivery and/or set-up will be made with the

local Pepsi product provider.

Restrictions: Pepsi products must be used for the purpose for which they were allocated as indicated. Pepsi products shall not be used for resale. Pepsi products may only be distributed to students of Texas A&M

Camps and Enrichment Programs

A camp or enrichment program is defined as a university-sponsored activity that has a participant group made up, in whole or part, of individuals under the age of eighteen. The Camp and Enrichment Program review and approval process is guided by Texas A&M University Rule 11.99.99.M1: Camps and Enrichment Programs and Standard Administrative Procedure 11.99.99.M1.01: Camp and Enrichment Program Procedures. Please review these two documents for more in-depth definitions of camps and enrichment programs, and for an explanation of the approval process and required documentation.

The camps application process is now available through StuAct Online. We Request that you submit your application at least 8 weeks prior to the starting date of your event, to ensure timely completion of

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the extensive review and approval process and acquisition of insurance for your program. It will be the responsibility of the parent to submit the form at that point.

Contracts

Contracts are a binding agreement between two parties in which each gives something in return for something else.  Contracts will usually include a description of the services or product, background information, contract duration, definition of terms, party obligations, operative provisions, and enforcement provisions.  Student organizations are required to have their advisors review all contracts before signing with any vendors.  If the contract is for a service open to the campus community, such as a speaker or performance, the student organization is also required to submit the contract to the Department of Student Activities for a contract review.  This process involves multiple offices, and as such, we need your contracts at least 4-6 weeks in advance of the event.

As a recognized student organization, your organization is entitled to all of the rights and privileges associated with your recognition.  While you can use the university name, symbols, and funds, you cannot formally represent the university to third parties, as your group is not an employee or designated representative to enter into binding agreements on behalf of the university.  Therefore, it is recommended that you include a clause in the contract clarifying that you are entering the contract solely on behalf of the student organization.  Other key issues with contracts include the final execution of contracts, agreement between parties about the terms of service, validity of the signed contract, and fairness of the contract.  More information about these topics can be located at http://studentactivities.tamu.edu/risk/contracts. 

Memorandums of Understanding

For agreements with entities within the Texas A&M University and any university student organization, a memorandum of understanding (MOU) should be used. For more information on MOUs contact Sarah Edwards at sedwards@stuact.tamu.edu.

Telephones

Telephones in the SGA office are rented through the Telecommunications Department on campus.  Any questions and/or problems in the use of these phones should be directed to the Senior Administrative Coordinator, Debbie Lockledge at dlockledge@stuact.tamu.edu.  In her absence, you may contact the Business Coordinator, Judy Been at jbeen@stuact.tamu.edu.

Long-Distance CallsLong distance telephone access is limited to staff and some individual committees (i.e., Muster, Parents’ Weekend, Traditions Council, Big Event, COSGA, etc.) who pay extra for the service. The long distance calls made on these phones should be logged in at the time of the call in a notebook so that the phone numbers can be reconciled with the Telecommunications Billing Statement each month.  Any charges assigned to a number which cannot be identified through the log-in system will be the responsibility of the committee whose phone was used.  It will then be the responsibility of the committee to collect the charges on their phone if additional charges should occur. To call long distance, secure line 2 or 4 by dialing “9”, and then dial the area code and the number – with no “1” before the area code.

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Fax Machine

SGA has a fax machine available for all SGA committees/commissions for business use. It is located in 126D – Debbie Lockledge’s office.

Copies

Each SGA group will receive a copy code from the Business Coordinator. Any large volumes of copies should be completed at a print shop, not the SGA copier.

Student Organization Xerox Printer Setup 1. Click on the Start menu

2. Depending on your menu configuration, click Printers and Faxes

3. Right click on SA-SGA Xerox 7346 printer and select Set as Default Printer

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4. Right click on SA-SGA Xerox 7346 printer and select Printing Preference

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5. Select Color Options tab, click Black and White, and then click OK.

Printer Information: Removing Banner Sheet

The SGA printer automatically prints a banner sheet with each document. To conserve paper and money, instructions for disabling the banner sheet are below.

1. Click "Start" (located on the far left of your lower taskbar) 2. Go to "Settings" and click on "printers and faxes" 3. Right click the "SGA Xerox 7346 on PRINTSRV1" and select (left click) "Printing

Preferences" from the pop-up 4. Select (left click) the "Advanced" tab (tabs are located across the top of the pop-up) 5. Expand the Paper/Output (click on the symbol that looks like box with the plus inside) 6. Click on "Banner Sheet" and select "Disabled" from the drop-down box 7. Select "OK" at the bottom of the pop-up 8. Close the Printers and Faxes dialog box

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Student Organization Finance Center Information

SOFC hours are Monday - Friday, 8:00 am to 4:30 pm. The SOFC will open at 10:30 AM on the 2nd and 4th Thursday of the month.

Important Information to Know The SOFC processes documents in the order that they are received. There is no

guarantee that your check will be ready the next day. You must have your organization’s account number to pick up checks, turn in forms, and

get answers about any accounts. A photo ID and account number are needed to pick up a check from the SOFC office. All forms require two signatures: one from an advisor and one from a student leader who

are on the organizations Signature Card. Use the Credit Card Payment Request Form for any online purchases. For anything being paid out of the organization’s SOFC account, you are not tax exempt,

not a non-profit, and do not have a federal ID #. (Except for CARPOOL) Tax deductible donations are to be made out and sent to the Texas A&M Foundation for

an acceptable income tax receipt. No Raffles, it is the law! Do NOT pay cash for rentals or services!

All Student Organizations are required to: Deposit ALL organizational money into the SOFC account within 24 hours; no slush

funds allowed! The University requires that all funds be deposited within 24 hours of receipt. If an

organization receives money after SOFC business hours or on the weekends, a night deposit box is available.

Maintain account ledgers Reconcile ledgers monthly

SOFC FormsAll SOFC forms, except deposit slips, can be found on the website or in the SOFC lobby. Deposit slips are located on the tables inside the SOFC workrooms.

Texas A&M Foundation FundsAll donations received through the Texas A&M Foundation will be deposited into your organization’s 99999 sub-account. The special sub-account was created to ensure that the funds are used specifically for the organization’s benefit.

Special restrictions for these funds: Organizations cannot transfer funds The money cannot be donated The money cannot be used to purchase alcohol

Marketplace

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Marketplace allows every student organization to be able to receive credit card payments. This system is available by setting up an online store front within the SOFC merchant account. Contact Leslie Darling, ldarling@stuact.tamu.edu or 845-1114 for more information.

Account LedgersLedgers allow for up to date account balances. You have a choice to keep up with your personal money, however you DO NOT have a choice with your organization’s money. You are responsible for these funds. The SOFC website provides student organizations with a computer friendly spreadsheet.

-Save this spreadsheet to your desktop-Post ALL transactions

Reconciling AccountsThe treasurer is responsible for monthly reconciliations. The organization’s ledger should be kept up to date. At the beginning of each month, the SOFC sends out “easy to read statements” for the previous month. These statements are also available on Student Activities online. The statements should be compared to the ledgers kept by the treasurer.

Notifications of any changes made to your accounts will be placed in the organization’s mail slot which should be checked regularly.

SOFC DropboxesWest Campus - Olsen Blvd (in front of parking area 74, next to the freestanding ATM machine). John J Koldus Student Services Building- Located on the 1st floor, next to the information Desk.

Drop-box keys:

In order to have access to a drop-box on West Campus, a key must be issued by the SOFC.

The John J Koldus Student Services Building also contains a drop box on the first floor but it requires a separate key. This key is issued by SOFC.

The SOFC night deposit box is located next to Room 235 in the John J Koldus Student Services Building. A key is not needed.

Any money received should be deposited the following business day. If a completed deposit slip is enclosed, indicate on the outside of deposit envelope the organization's name, account #, and "work deposit" on the envelope. The SOFC will open and deposit the money into the account. The deposit receipt will be placed in the organization's SOFC mail slot. If the envelope is unmarked, the envelope will remain unopened and placed in the SOFC vault until the organization comes to the SOFC to process.

Lockboxes and BagsThe SOFC has a limited supply of lock boxes and bags that may be borrowed by a student organization. The box/bag may be kept for one week. After one week, the box/bag should either be returned to the SOFC or rechecked out for another week. The organization is responsible for paying for any damage to the box/bag and for replacing any lost keys, boxes or bags

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Payment Card Checkout

Organizations with fiscal accounts may check out a payment card to make purchases. To check out a payment card all purchases must be pre-approved. Email the SGA Business Coordinator, Judy Been at jbeen@stuact.tamu.edu, to request a time to check out the card.

SGA Allocation Process

The budget allocation process will largely involve the Vice-Chair or Finance executive for each committee. It will be his/her responsibility to meet with the Business Coordinator II, Judy Been, and the Executive Staff Finance Officer.  Spring Semester 1) Preliminary Request The SGA Committee’s chair and/or finance chair will provide a numerical request along with a written justification of the following year’s expenses. The Executive Staff Finance Officer will help assess the past and current financial conditions of the committees, as well as any future fiscal changes that might need to be reevaluated.  Necessary discussions regarding the preliminary allocation will be made by the Executive Staff Finance Officer with the current Student Body President. 2) Preliminary Allocation The Student Body President and Executive Staff Finance Officer will submit all preliminary allocations that will go through further deliberation in the fall semester of the following academic year. It is now in the hands of the new Student Body President, Executive Staff Finance Officer, and committee finance chairs. 

 Fall Semester 1) Final Request The SGA Committee chair / finance chair have the opportunity to submit any changes or increases of their original request during this process to the Executive Staff Finance Officer.  All budget requests and information must be turned in no later than the first Friday of classes. Further discussions are held with the Student Body President in preparation for the Final Allocation. 2) Presentation to SGA Appropriations Committee

Once final budget requests have been submitted, each SGA Committee chair / finance chair will present their budget to the SGA Appropriations Committee, composed of the Senate Appropriations Chair and eight Senators.

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3) Final Allocation The Executive Staff Finance Officer submits final allocations to the SGA committees and the Student Senate. 4) Student Senate Approval The Executive Staff Finance Officer and the Senate Appropriations Chair offer a presentation at the 1st or 2nd Senate meeting to allow for any appeals to the budget.  Appeals should be made by the following Wednesday after presentation, and a response from the Executive Staff Finance Officer is due two days later on a Friday. At the next Senate meeting, the budget will be voted on.  A majority vote is required for final approval. 5) Student Body President Approval The Student Body President then signs his/her approval for the current year’s budget and the allocation process becomes official.

Information Technology Assistance

For immediate IT support or for glitches contact the DoIT Helpdesk at 862-7990 or via email: help@doit.tamu.edu. For larger projects and issues, visit the DoIT website at http://doit.tamu.edu/ and click “submit a project request”.

For assistance resetting a password on a computer contact Debbie Lockledge at dlockledge@stuact.tamu.edu.

For any other assistance or questions, contact Buster Neece at bneece@stuact.tamu.edu.

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Staff Directory/Job Descriptions/ResourcesAmy Loyd Assistant Director for Student Activities and Primary SGA Advisoraloyd@stuact.tamu.edu

Advisor of Student Body President Advisor of Executive Council Advisor of Diversity Commission Advisor of Election Commission Advisor of Development Commission Advisor of Legislative Relations Commission Advisor of Fish Aides Provider of coverage in the absence of other SGA

staffDebbie Lockledge Administrative Coordinator for SGAdlockledge@stuact.tamu.edu

Manager for the SGA Office Administrative supporter and calendar/schedule

manager for the Student Body President Administrative supporter to the Assistant Director

of SGA Coordinator of equipment check out Manager of room reservations Provider of support for computer/copier/telephone

issues Coordinator of eligibility process for all SGA

members and prospective members Coordinator of Inspiration Awards selection

process Coordinator Invocation Leaders for all graduations Liaison to the President’s office, Regent’s office

and the Vice-President’s office

Kenneth JohnsonStudent Development Specialist IIIkjohnson@stuact.tamu.edu

Advisor of Student Senate Advisor of Judicial Court Co-Advisor of COSGA Coordinator of SGA Risk Management Reviewer of Pre-Event Planning Forms Coordinator of Pre-Operations Meetings Coordinator of SGA Marketing Designer of SGA Website

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Judy BeenSGA Business Coordinatorjbeen@stuact.tamu.edu

Distributor of copy codes Contact for financial and business related

questions

Colby SeayGraduate Assistantcseay@stuact.tamu.edu

Co-Advisor of COSGA Coordinator of COSGA Advisor Track Coordinator of SGA Newsletter Coordinator of SGA Leadership Certificate Coordinator of SGA Assessment

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SGA Meeting Times (Fall 2014)

Organization Day TimeAggie Recruitment Committee Tuesday 7:00 PMAlternative Spring Break Wednesday 8:00 PMThe Big Event Tuesday 6:45 PMBuilding Young Leaders Tomorrow Monday 7:00 PMCARPOOL e/o Wednesday 7:00 PMCOSGA Wednesday 6:30 PMEnvironmental Issues Committee e/o Tuesday 7:00 PMFish Aides Tuesday 8:00 PMGilbert Leadership Conference Wednesday 6:00 PMGUIDE Wednesday 6:45 PMMuster Tuesday 7:15 PMParents Weekend Thursday 7:00 PMReplant Tuesday 7:00 PMTexas Aggies Making Changes e/o Thursday 6:00 PMTraditions Council Tuesday 8:30 PMSenate e/o Wednesday 7:00 PM

*Time, date, and location are subject to change.

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