Bylaw Article 5: ASSP Vice President of Campus Activities

Position Description | The Student Union Board Executive Director | The Student Union Board | Student Union Board Coordinators | Media Equipment Coordinator | Committee for Student Clubs | Official Club Registration | Registered ASSP Clubs | Recognized ASSP Clubs | Club Funding Options | Club Activities Fund | Activities Coordination Committee | Homecoming Selection Committee

Section 1: Position Description
PURPOSE
To oversee all campus activities of the ASSP and provide active leadership to the Student Union Board (STUB) and official ASSP clubs.

RESPONSIBILITIES
Leadership
The Vice President of Campus Activities (VPCA) shall be responsible to appoint the Student Union Board Executive Director (Executive Director) following his/her election in spring quarter. Subsequent to their respective election and appointment, the VPCA and Executive Director shall be responsible to cooperatively appoint members to the Student Union Board, in consultation with the Coordinator of Student Programs (STUB Advisor). S/he shall have direct supervision over the Executive Director and shall serve as area director for all STUB budgets. The VPCA’s responsibilities shall also include providing leadership and accountability for ASSP sponsored clubs; working to facilitate collaboration in University programming and calendaring; as well as working towards the goals and visions of the ASSP. The VPCA shall chair the Activities Coordination Committee and the Committee for Student Clubs. S/he shall also serve as a resource for registered and recognized ASSP clubs.

Materials and Equipment
The VPCA shall be responsible for the storage space and the ASSP stage. S/he will also be directly responsible for the upkeep and the maintenance of all event related equipment held by the ASSP.

Representation
The VPCA or designate shall serve as the primary liaison between the ASSP and Alumni Office in coordinating student involvement in Homecoming activities. S/he shall be responsible to communicate the Homecoming Court selections to the Steering Committee and to coordinate any details pertaining to the Court. The VPCA or designate shall also serve as the ASSP representative on all committees pertaining to student activities.

Event Programming
The VPCA shall establish the process for scheduling student events. This process shall be communicated to all scheduling managers in the spring following elections and in the fall by the third week of the quarter. All events must be approved by the VPCA before being submitted to the Master Calendar.

Clubs
The VPCA shall personally interact with club representatives throughout the year, assisting them with their goals. The VPCA shall also be the area director for all club budgets.

Other Duties
To assist in establishing vision, goals, and direction for the annual Student Leadership Conference. During spring quarter, the VPCA shall train his/her successor by way of the following:

1. Meeting during spring quarter;
2. Passing on a resource manual created or updated during the year;
3. Including the VPCA-elect in current programming, meetings and activities;
4. Initiating contacts with advisors and related positions.

ELECTION
As per Article I, Section 2 of the Constitution.

ACCOUNTABILITY
The VPCA shall be accountable to the President for the fulfillment of his/her duties and responsibilities outlined in the Constitution and Bylaws, and shall be ultimately accountable to the Associated Students.

SERVICE COMPENSATION
As per Bylaw Article III, Section 5.

Section 2: Student Union Board Executive Director
PURPOSE
To provide direct supervision of the Student Union Board (STUB).

RESPONSIBILITIES
Leadership
The Student Union Board Executive Director (Executive Director) is primarily responsible for direction of STUB event programming. In conjunction with the VPCA, the Executive Director shall be responsible for appointing members to the Student Union Board. The Executive Director shall meet regularly with the VPCA to convey the progression of specific events and issues concerning the Student Union Board. The Executive Director has primary responsibility for leading STUB meetings, assisting the STUB members with their respective budgets, and overseeing the general operation of the STUB office.

Campus Programming
S/he is responsible for planning the annual Student Leadership Conference in collaboration with the ASSP officers. The Executive Director shall also manage the STUB’s volunteer program, including the recruitment and recognition of all Team Activity Personnel (TAPs). S/he shall also serve as STUB archivist, and coordinate the yearly STUB reunion. The Executive Director shall assign STUB Programming Coordinators primary responsibility for the planning and execution of specific programs and activities.

APPOINTMENT
The STUB Executive Director shall be appointed by the VPCA-elect, in consultation with the incumbent Executive Director, the incumbent VPCA, and the STUB Advisor, subject to the approval of the ASSP Senate, following the VPCA’s election in spring quarter. If the position is vacated, it shall be filled by the VPCA acting in consultation with the STUB Advisor.

ACCOUNTABILITY
The Executive Director shall be accountable to the VPCA.

SERVICE COMPENSATION
As per Bylaw Article III, Section 5.

Section 3: The Student Union Board
PURPOSE
To plan and implement a broad range of campus social programs and activities that reflects Christian values and builds community though campus traditions and contemporary community issues.

MEMBERSHIP
The Student Union Board (STUB) shall be chaired by the Executive Director. Other members shall include: the Publicity Coordinator, and six Programming Coordinators.

RESPONSIBILITIES
Campus Programming
The STUB shall provide comprehensive program opportunities for all segments of the ASSP within the context of its purpose. Each STUB member shall have specific duties and responsibilities, as outlined in Section 4. Members shall also complete written evaluations of all events for which they hold primary responsibility. The STUB shall program student events recognized as University Traditions by the Board of Trustees. Planning and implementation of any other activities shall be left to the discretion of the STUB board.

Collaboration
Although each member has his/her own responsibilities, the STUB shall seek to collectively implement all activities. The Executive Director may reserve the right to switch certain responsibilities within the STUB based on the time commitments and strengths of its members in consultation with the VPCA. Attendance at all STUB-sponsored activities is expected and attendance at regular business meetings is mandatory. Failure to fulfill the requirements shall result in the appropriate disciplinary action(s) being taken by the Executive Director in consultation with the STUB Advisor and the VPCA.

Other Duties
The STUB shall be held accountable to maintain a budget within its ASSP allocation. During spring quarter, each member shall be responsible to train his/her successor by way of the following:

1. Meeting during spring quarter;
2. Passing on a resource manual created or updated during the year;
3. Including the appointee in current programming, meetings and activities;
4. Initiating contacts with advisors and all relevant positions.

APPOINTMENT
Appointing The Student Union Board
Members shall be appointed to the STUB by the Executive Director following his/her appointment in spring quarter. All applicants for membership shall complete an application and shall be interviewed by the incumbent and newly-elected VPCAs, the incumbent and newly-appointed Executive Directors, and the STUB Advisor. All incumbent members seeking re-appointment must re-apply. All applicants shall be treated with equal consideration.

Filling Vacancies
Any vacancies occurring on the Student Union Board shall be filled by the Executive Director in consultation with the VPCA and the STUB Advisor.

ACCOUNTABILITY
All STUB members shall be directly accountable to the Executive Director and ultimately to the VPCA.

SERVICE COMPENSATION
As per Bylaw Article III, Section 5.

Section 4: Student Union Board Coordinators
PUBLICITY COORDINATOR
The Publicity Coordinator has responsibility for the publicity and advertisement of all STUB events. S/he shall also produce a quarterly activities calendar, to be distributed in a timely manner.

PROGRAMMING COORDINATORS
The Programming Coordinators will have the individual responsibility to plan and execute campus-wide programs and activities. All programs and activities shall promote corporate growth consistent with the STUB purpose statement in Section 3.

Section 5: Media Equipment Coordinator
PURPOSE
To oversee use of the ASSP sound and lighting equipment.

RESPONSIBILITIES
The Media Equipment Coordinator shall assume the following responsibilities:

1. Oversee all sound equipment use by authorized ASSP groups, including STUB, GROUP and the Chapel Worship Team, ensuring that those groups operate the equipment responsibly, providing training and/or written instructions as necessary.
2. Act as the primary sound equipment operator and technical consultant for STUB events requiring the use of the ASSP media equipment, providing a competent substitute operator when necessary.
3. Implement policies, in conjunction with the Vice President of Campus Activities, governing the use and/or rental of sound equipment by additional on-campus and off-campus parties.
4. Maintain an accurate inventory of all sound and lighting equipment.
5. Keep all sound and lighting equipment in working order. Upgrade or replace equipment as necessary.
6. Develop a list of competent sound equipment operators for assistance and use by external parties.
7. Provide any additional training for the incoming Media Equipment Coordinator at the end of the year

SELECTION
The Media Equipment Coordinator shall be selected by the incoming Vice President of Campus Activities.

QUALIFICATIONS

1. Extensive previous experience in sound equipment operation.
2. Excellent organizational skills.
3. Ability to coordinate responsibilities to multiple persons or groups.
4. Effective communication skills.

ACCOUNTABILITY AND SUPPORT
The Media Equipment Coordinator shall be accountable to the Vice President of Campus Activities and shall maintain a working relationship with the Student Union Board. In the event of a conflict with the Student Union Board, the Vice President of Campus Activities shall act as mediators to resolve the issue.

SERVICE COMPENSATION
As per Bylaw Article III, Section V

Section 6: Committee for Student Clubs
PURPOSE
To communicate with all clubs and serve club needs; to review the development, operation, and registration of clubs; to review requests for club funding; and to hold clubs financially accountable.

MEMBERSHIP
The VPCA shall serve as Chair of the Committee for Student Clubs (CSC). Other members shall include five students, of which two shall be senators and three shall be students at large.

RESPONSIBILITIES
CSC shall review all matters concerning club accountability, registration, continuance, and applications for funding. CSC shall hold quarterly informational meetings with club leaders concerning available ASSP resources, club registration, and information concerning the ASSP budget timeline. CSC shall communicate regularly with clubs to ensure accountability to the guidelines set forth in this document.

Section 7: Official Club Registration
Student clubs at SPU may become official ASSP clubs by applying for and becoming registered with the CSC. Registration shall entitle these organizations to ASSP services, including recognition in student publications and fiscal support from ASSP.

DEFINITION OF A CLUB
For purposes of ASSP, a club is defined as a group of students who meet regularly for a specific purpose and share a common interest. Registered clubs must meet criteria set forth in this section.

REGISTRATION PROCESS
Prerequisites For Registration
A new student club seeking registration shall first have met the following prerequisites:

1. Have held at least three club meetings comprised of at least 5 persons. The date, place and minutes of these meetings must accompany any petition for ASSP recognition.
2. Have at least one faculty, staff, and/or University administrator who shall act as an advisor, whose name shall be stated in the ASSP petition for recognition.
3. Have created a constitution ratified by the members of the club which will include:
   1. Name of club.
   2. Club purpose statement.
   3. Type of membership requirement and process of selection.
   4. Method and time for selection of officers.

Application For Registration
After meeting prerequisites, a club may apply to the Committee for Student Clubs for recognition. Such an application shall include the following:

1. Copy of constitution and bylaws.
2. Minutes from most recent club meeting. The meeting must have been attended by at least five members.
3. List of student officers and names of at lest five SPU student members. At a minimum, a registered club must maintain a primary officer and/or a financial officer at all times.
4. Statement of support from advisor, who must be a full-time faculty or staff member of SPU.
5. Signed agreement to abide by SPU policies and procedures.

CSC reserves the right to register clubs based on their appropriateness as an ASSP club. Clubs who apply for, but do not receive registration may appeal the decision of CSC to Senate. Senate may reverse a decision of CSC by a majority vote.

CONTINUANCE REQUIREMENTS
During spring quarter the VPCA-elect shall provide information concerning the ASSP spring budget timeline. Each club must submit the Club Continuance Application before applying for funding for the following year. The VPCA-elect shall submit a list of all new and continuing clubs to the Student Senate at the Spring Budget Meeting.

During the ASSP Spring Budget Meeting, the VPCA shall submit to the Senate a list of all clubs, which, after review and recommendation by the CSC, qualify for renewal status. At that time, CSC shall also submit a list of those clubs which do not qualify for renewal. A representative of a club or organization will be required to attend Senate in order that any existing questions may be clarified before a club is renewed or dissolved by a two-thirds majority vote of the Senate.

GROUNDS FOR ASSP CLUB DISCONTINUANCE
A club’s registration may be discontinued for one or more of the following reasons, pending CSC evaluation. Clubs may appeal the decision of CSC to Senate and shall be reregistered by a majority vote of Senate. Possible reasons for discontinuance of registration include:

1. Failure to submit updated club information.
2. Inactivity, i.e., no club activities or meetings for one full quarter.
3. Lack of a primary and financial officer.
4. Lack of compliance to the social expectations of the University by the club or its leadership.
5. Lack of an active advisor.
6. Failure to attend ACC & CSC informational meetings.
7. Failure to abide by club constitution and ASSP guidelines.
8. Failure to responsibly handle ASSP funds as allocated.

Clubs whose registration has been discontinued may re-apply for registration through the established registration process at any time during the year.

Section 8: Registered ASSP Clubs
As per Bylaw Article V, Section 7.

PRIVILEGES OF REGISTERED ASSP CLUBS

1. Use of the University logo.
2. Use of the University name.
3. Recognition in the Student Handbook.
4. ASSP funding.
5. Registered clubs may have the option of receiving publicity of club activities through STUB or ASSP bulletin boards.
6. Rights of solicitation to students including campus mailing (in accordance with their guidelines), provided that fund-raising projects are approved individually through the Office of Student Life.
7. Use of SPU Purchasing services.

RESPONSIBILITIES OF REGISTERED ASSP CLUBS

1. To act in a manner in accordance with the lifestyle expectations of SPU.
2. To responsibly represent the ASSP to the campus and surrounding communities.
3. To have at least one representative attend all required meetings, whether the ACC or VPCA called club meetings.
4. To uphold the vision statement that the VPCA has made and keeps track of for all of the ASSP sponsored clubs.
5. To spend, in consultation with the VPCA, ASSP money in a responsible manner.

SPECIAL GUIDELINE[S] FOR REGISTERED CLUBS
Sports clubs, as defined by CSC, may not have an operating budget exceeding $100.

Section 9: Recognized ASSP Clubs
To receive recognition, a club must follow all of the processes required to be registered as per Bylaw Article V, Section 7. A recognized club cannot have an operating budget. Recognized clubs are entitled to the following privileges and responsibilities:

PRIVILEGES OF RECOGNIZED ASSP CLUBS

1. Use of the University logo.
2. Use of the University name.
3. Recognition in the Student Handbook.
4. Recognized clubs may have the option of receiving publicity of club activities through STUB or ASSP bulletin boards.
5. Recognized clubs may request funds through the ASSP proposal process.

RESPONSIBILITIES OF RECOGNIZED ASSP CLUBS
See Responsibilities of registered ASSP clubs.

Section 10: Club Funding Options
Fiscal Year Budgeting
Prior to the Spring Budget Meeting, CSC shall review the yearly performance of each club to determine which clubs are eligible to apply for yearlong budgets. Only registered clubs that have been active throughout the year are eligible.

After the Spring CSC information meeting, but prior to the spring quarter Finance Board meeting, CSC shall review the performance of new and continuing ASSP clubs to identify those which qualify for fiscal year budgets. All fiscal year budgets shall be submitted directly to Finance Board for recommendation to Senate.

Activity Budgeting
Clubs without fiscal year budgeting status may apply for funding on an activity-by-activity basis through CSC. CSC shall make recommendations on proposals for funding from the Club Activities Fund to the Senate. CSC shall directly approve expenditures up to $150 from the Club Activities Fund. Any activities request of over $150 shall be referred by CSC to the Finance Board to be recommended to Senate.

Initial Operating Budget
All registered clubs without fiscal year budgets shall be credited an initial operating budget to allow for club start-up and supplies.

Advisor
The advisor shall ensure the organization’s compliance with the standards of the University; shall assist in policy formation and programming; shall counsel and advise the officers and members of the group as needed; shall assist in elections, and shall participate in the formation of the club’s constitution.

Section 11: Club Activities Fund
BUDGET
The Senate shall set the budget for the Club Activities Fund during the Spring Budget Meeting. In determining this budget, the Senate shall consider previous club spending and projected club activity for the coming year. The Club Activities Fund shall also include funds for initial operating budgets of clubs registered after the fall budgeting process.

PROPOSAL GUIDELINES
Proposals from the Club Activities Fund may come only from registered clubs. Requests must be approved by the club’s advisor.

CSC ALLOCATION AUTHORITY
The CSC shall have the ultimate authority to approve up to $150 from the Club Activities Fund. Proposals of more than $150 are referred directly to Finance Board for recommendation to Senate.

Section 12: Activities Coordination Committee
PURPOSE
To assist the VPCA in the mediation of overlapping activities planned by student groups.

MEMBERSHIP
The VPCA shall chair the Activities Coordination Committee (ACC); other members shall include the STUB Executive Director, three ASSP sponsored club representatives, one representative of each Hall Council, one campus ministries coordinator or designate, and the Public Relations Manager or designate, who shall serve as advisor.

RESPONSIBILITIES
The ACC shall be responsible for mediating overlapping activities with which the VPCA desires consultation. When convened, the ACC shall hold the ultimate authority to approve the events in question.

MEETINGS
The ACC shall meet at the discretion of the VPCA.

Section 13: Homecoming Court Selection Committee
PURPOSE
To oversee all aspects of the Homecoming Court selection process.

MEMBERSHIP
The Vice President of Campus Activities or designate shall serve as the Chair of the committee, and shall appoint two representatives from each class (freshman, sophomore, junior, senior) to serve on the committee. The committee shall be organized no later than the last week of fall quarter so that nominations can start the first week of winter quarter.

RESPONSIBILITIES
Nominations Process
Nominations shall be solicited from the students via SUB box stuffers beginning the first day of winter quarter and lasting for one academic week. Persons nominating will be asked to consider the nomination criteria listed below when making their choices. Once the nominations are in, the committee shall send a questionnaire to all nominees with three or more votes who also meet the nomination criteria; they shall have 24 hours to complete and return the questionnaire. The questionnaire shall contain the following questions:

1. What is your statement of faith?
2. Please list and describe your extra-curricular involvement, both on and off campus.
3. What is one quality you appreciate about yourself and why?
4. How has the SPU community challenged you to grow?

Selecting The Finalists
The committee shall meet the same evening that the questionnaires are turned in and shall read through all those received, choosing the class representatives to appear on the ballot by the quality of the answers given. In the case where there are more qualified people than can appear on the ballot, the number of nominations received shall be the determining factor. The ballot shall be limited to five male and five female representatives from each class. No member of the committee may appear on the ballot.

The Voting Process
Voting shall take place on Wednesday of the second week of winter quarter. One female and one male shall be chosen from each class except the senior class; three male and three female representatives shall be chosen from the seniors. The committee shall tally the votes the same evening and contact the winners. In the case of a tie the winner shall be selected by a vote of the full Homecoming committee. A tie in the committee shall be decided by the committee Chair. University Relations shall be notified the following morning so that a photo session can be arranged for the Homecoming brochure.

Selecting The King And Queen
Sometime during the week prior to Homecoming a second vote shall be taken to determine the Homecoming King and Queen. Only the six seniors shall appear on the ballot, and the winners shall be the male and female receiving the most votes. In the case of a tie the winner shall be selected by a vote of the full Homecoming committee. A tie in the committee shall be decided by the committee Chair. Results of the vote shall be kept confidential until the half-time show of the Homecoming basketball game.

NOMINATION CRITERIA

1. Demonstration of Christian commitment;
2. Service to SPU;
3. Extra-curricular involvement on and off campus;
4. Academic accomplishment.

ACCOUNTABILITY
The Homecoming Court Selection Committee is accountable to the Vice President of Campus Activities.

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