Student Senate H o l y o k e C o m m u n i t y C o l l e g e 2014-2015 Student Senate mission To serve as the representative voice of the student body, facilitating communication among and between students of the college and staff, faculty, and the administration of the college, in order to improve the lives of students, and to protect the reputation and experience of the student body, so that we may foster a sense of community, empower students, and safeguard academic standards and personal rights.
Advisors right to dismiss Please be aware that the advisors, student activities coordinator, dean of students, or vice president for student affairs have the right to suspend or terminate a student senator if that student has been found in violation of a college policy, failed to keep successful academic progress, pending a disciplinary hearing, suspended from a program, club, or college affiliate, or is under investigation by the college. Dear Senators, Being a student leader in the Holyoke Community College Student Senate is a rewarding, challenging, and fun experience. This position is one of a kind since you are not only representing your peers as their voice on campus, but also you have a unique opportunity to make things happen for the good of the college. This is a chance to reach your potential, but it only works if you dedicate the time, effort, and energy. You must take risks! You must learn to speak up under all circumstances! You will bounce back when you fail, and learn to challenge the status quo. You will be amazed at what you can accomplish! I look forward to being a part of your leadership journey. If you have any questions, I am here to answer them. Welcome to the Student Senate and the start of your journey towards achievement and leadership! Liz Liz Golen, Student Activities Coordinator and Student Senate Advisor Colby and Jeffery, Summer 2014 Page 1
H C C Student Senate H o l y o k e c o m m u n i t y c o l l e g e Page 1. Welcome, Advisors Right to Dismiss Page 2. Table of Contents, What it takes to be a Senator Page 3. Code of Conduct, Roberts Rules of Order Page 4. Responsibilities and expectations Page 5. Leadership Positions in Senate Page 6. Executive Committee and Trustee Page 7. Attendance Policy, Office Hours Responsibilities of a Senator at Large Page 8. Cabinet Positions Page 9. Constitution, Club Relations and Liaisons, Email Page 10. Adding to the Agenda, Discipline, Elections Civil Disagreement Page 11. Personal project, Donahue 103 usage Your Senate Folder includes: A Student Senate Constitution Student Senate Handbook Descriptions of committees Current Club List What it takes to be a Student Senator Participation Commitment Civil Disagreement Listening more, speaking less RESPECT Shared leadership Self-assessment Valued Diversity Open Communication Positivity Availability Cooperation GPA of 2.5 or greater Good academic standing Currently enrolled at HCC HCC at a Glance HCC Student Handbook Academic Calendar Page 2
O u r O f f i c e : D O N A H U E 1 0 3 S t u d e n t A c t i v i t i e s C O D E O F C O N D U C T All applicants must sign the Code of Conduct before gaining a position and having voting rights. We Agree to Maintain a positive reputation in and outside of the college Engage in professional interactions on and off campus Promote a healthy campus and uphold college policy Robert s Rules of Order Senate meetings follow parliamentary procedure and Senators are responsible for familiarizing themselves with it. Basic information about Roberts Rules is in the Senate office. A summary of what the Senate uses most is at the end of this handbook. If you need extra help, talk to the Parliamentarian to set up one on one training. Act as a role model in and out of class and campus Set the example for student behavior by going above and beyond what is expected We agree to refrain from Using profanity, offensive terms, & hate speech on campus and online. Speaking about personal drug or alcohol use on campus. Behaving in a obnoxious or distasteful manner. Creating distractions or Zoning Out at events and meetings Page 3
H C C r e q u i r e m e n t s R e s p o n s i b i l i t i e s & E X P E C T A T I O N S T R A I N I N G : Y o u r S t a r t i n g p o i n t! Senator Basic Training lasts happens throughout your first semester and begins with your Orientation. Times of training are flexible and run between 20-90 minutes and involve staff from around campus. After training, you will be an excellent HCC ambassador! M e e t i n g s : b e T h e r e! Meetings are mandatory for membership! Meetings are 2:00 3:30pm on Thursdays. They are 90 minutes long and all Senators are expected to be in attendance for the whole meeting. Repeated late arrival or leaving early will mean the loss of Senator rights. If the school is closed, the Senate does not meet. Meeting before or after the semester is decided upon the Executive Committee in advance. S E N A T E C O M M I T T E E S : Y o u r p o s i t i o n i n s e n a t e! All Senators are eligible to join an ad-hoc committee as needed. At times, the Executive Board may assign Senators to committees if needed. C O L L E G E C O M M I T T E E S : Y o u r v o i c e c o u n t s! You will be assigned to a college committee by the Executive Vice President. You may make a request but they are not always accommodated because the Senate must have representation on all college committees. Be sure you attend your committee meetings! Failure to do so will count as an absence. College Committee meetings are a required part of Student Senate service. Attendance is mandatory unless you have class. Committees are created At times, a Senator will be excused from college on an ad-hoc basis and often include: Fundraising committee service because they are serving on an ad-hoc college committee such as Smoke- Free Campus or Orientation Task Force. Community Service Conduct Welcome and Mentorship Page 5 Page 4
O u r O f f i c e : D O N A H U E 1 0 3 S t u d e n t A c t i v i t i e s L e a d e r s h i p P o s i t i o n s i n S e n a t e If you are elected you become part of a team, responsible for the effective management of the Senate. You meet weekly with the advisor and biweekly with the Cabinet. Management is not just completing duties. It is helping others find their strengths, understanding dynamics, setting an example, and being a mentor. There are plenty of opportunities to lead in Senate without being an officer! Committee Chair Project Manager Student Representative Achieving a leadership position is not a difficult process, but it is a challenge to keep it and even harder to be remembered as successful! Student Senators wear their Senate shirts on Wednesdays or Thursdays Appearance Counts! It s a fact of life! As a student leader representing HCC, we expect you will take your role seriously and make a good impression in classes and on campus by dressing appropriately, avoiding profanity, and setting an example. This applies to your classroom and off campus persona as well including Facebook and online discussion boards. Page 5
H C C E x e c u t i v e b o a r d Y o u r p a t h t o l e a d e r s h i p P r e s i d e n t Set an example and manage the senate in and out of meetings Chair meetings, remain impartial in discussions Use Robert s rules of order Meet with the E-Board to set agendas 5 hours per week on Senate business outside of meetings Report at College Senate meetings and with the President E x e c u t i v e V i c e P r e s i d e n t Assign Senators to College Committees Oversee Volunteer Projects Support the President Represent the Senate at meetings and campus events 5 hours per week on Senate business outside of meetings S e c r e t a r y Create Agendas and keep Minutes Track the email list and communication Send invitations and thank you cards Keep up the Senate Facebook page Organize documents and expenses 5 hours per week on Senate business outside of meetings S t u d e n t t r u s t e e The Student Trustee is not automatically part of the Senate. However, most Trustees choose to become members. If so, They are excused from college committee assignment and may miss meetings or events for conflicting trustee responsibilities only. The Trustee has a chance to report at each meeting regardless of their position as a senator. We appreciate your work! The Executive Board gives tokens of appreciation every month to senators doing something special or going above and beyond. Pa 6Page 6
O u r O f f i c e : D O N A H U E 1 0 3 S t u d e n t A c t i v i t i e s You can be removed from senate after 3 absences. This includes meetings, committees, projects, and appointments. Be there when you commit! S e n a t o r A t l a r g e M o s t s e n a t o r s a r e c o n s i d e r e d S e n a t o r A t L a r g e w h i c h m e a n s t h a t y o u d o n o t h o l d a n o f f i c e r p o s i t i o n. Y o u r r e s p o n s i b i l i t i e s a r e : Serve on 1 Senate Committee Serve on 1 College committee Gather information to best Office Hours E v e r y S e n a t o r h o l d s o f f i c e h o u r s e v e r y w e e k i n S t u d e n t A c t i v i t i e s. T h i s i s a s e t 3 h o u r s e a c h w e e k, n o t i n c l u d i n g m e e t i n g s, f o r s t u d e n t t o s c h e d u l e m e e t i n g s w i t h y o u o r f o r y o u t o s i m p l y b e a v a i l a b l e t o t h e m. represent students Communicate with 1-2 clubs Check the Senate Board regularly Spend 2 hrs per week on Senate business outside of meetings. S e n a t o r s s e t t h e i r o w n o f f i c e h o u r s b u t t h e n a r e e x p e c t e d t o m a i n t a i n a r e g u l a r s c h e d u l e t h r o u g h o u t t h e s e m e s t e r. We are Punctual Reliable Committed Page 7
H C C C a b i n e t P o s i t i o n s R E Q U I R E M E N T S & E X P E C T A T I O N S V P f o r A c a d e m i c A f f a i r s The primary advocate for gathering information and concerns about academic issues on campus. You will communicate with the Administration about these concerns or projects. You will meet with the VP for Academic Affairs of the college and the academic Deans. 3 hours per week on Senate business outside of meetings. V P f o r S t u d e n t A f f a i r s The primary advocate for gathering information and concerns about student issues on campus. You will communicate with the Administration about these concerns and projects. You will meet with the VP for Student Affairs of the college and the Dean of Students. 3 hours per week on Senate business outside of meetings V P f o r A d m i n i s t r a t i o n a n d F i n a n c e The primary advocate for gathering information and concerns regarding the facility, funding, & clubs. You will communicate these concerns to the Administration. You will meet with the VP for Administration and Finance of the college. 3 hours per week on Senate business outside of meetings. V P f o r B u s i n e s s a n d C o m m u n i t y S e r v i c e s The primary advocate for gathering information about community events that involve the college. You will communicate with the Administration about these projects and initiatives and report to Senate. You will meet with the VP for Business and Community Services for the college. 3 hours per week on Senate business outside of meetings. P a r l i a m e n t a r i a n The primary person in charge of knowing and enforcing Robert s Rules of Order, Senate By -Laws, and Policies. Keep a speakers list at meetings, assist the President in keeping order. Assist new Senators in Senator Orientation by training them in parliamentary procedure. 3 hours per week on Senate business outside of meetings. Page 8
O u r O f f i c e : D O N A H U E 1 0 3 S t u d e n t A c t i v i t i e s are powerful T h e S e n a t e C o n s t i t u t i o n As a Senator, you are responsible for knowing and comprehending its contents. The Constitution describes most items in this handbook in further detail along with regulations. Senators may propose amendments at any time during the academic year. Refer to the Constitution for protocol. All Senators must use their HCC email We will be happy to help you get started or reset your account. You are also expected to use Google Drive and calendar. check your email daily. C a m p u s I n v o l v e m e n t We encourage senators to be involved in campus programs! Don t forget to identify yourself as a Student Senator if you are involved with other programs, giving tours, or volunteering at an event. C l u b R e l a t i o n s Senators can be members of clubs, but we request that you do not hold an officer position in both. Senators serve as a liaison to 1-2 clubs. Responsibilities include developing a functioning communication relationship with the student leaders of the club and bringing information to Senate. Senators can request which clubs they would like, but the request is not always granted. Page 9
H C C i n f o r m a t i o n T h i n g s y o u s h o u l d u n d e r s t a n d A d d i n g N e w B u s i n e s s You can add new business to the Agenda by submitting it in writing. New business proposals need to be submitted by the time the Exec Board sets the agenda each week. If you do not submit the item for the Agenda, you may be able to bring it up if there is time at the end of the meeting. Meetings end promptly at 3:30pm. R u n n i n g i n a n e l e c t i o n If you have voting rights and have completed one successful semester as a Senator you can run in an election. Candidates for a position always have to submit their candidacy in writing and give a short speech about why they are the best choice. Votes are held by secret ballot. Voting is held online in the spring for the following year. F a i l u r e t o P e r f o r m D u t i e s Senators are expected to positively contribute to the overall functioning of the group. If you fail to perform your duties you may be subject to disciplinary action. Behavior can be reviewed for discipline if suspected of: deliberate attempt to circumvent the Constitution, failure to fulfill duties, breaking the Code of Conduct, or breaking regulations for behavior in the Student Handbook. The entire disciplinary procedure and policy is outlined in the Constitution. C I V I L D I S A G R E E M E N T The Senate has a Conduct Committee who meet to follow through on any accusations of inappropriate conduct. Two Senators in addition to members of the E-Board can be on the Conduct Committee. Civil Disagreement is a core value in Senate. We avoid judgment of each other, and encourage understanding and respect for individual differences. We work to understand that everyone has a different background, experience, and learning ability. You may disagree with each other, but we do not allow discrimination, tolerate egotism or superiority fixations. Page 10
H C C P e r s o n a l p r o j e c t : t h e p a t h t o p e r s o n a l a c h i e v e m e n t Each Senator chooses a personal goal to achieve throughout the year. Through self-discovery and discussion, Senators decide on a personal project to undertake that will benefit the campus community and student body. Sometimes Senators will work together for a specifically large project. After you choose your project, topic, or interest Meet with the Advisor and... Plan a mission statement Set goals and action steps Discuss progress at meetings Review and revise Donahue 103 the home of student senate! DON 103 IS THE STUDENT ACTIVITIES OFFICE AND THE WORKSPACE FOR STUDENT SENATE. YOU CAN FIND DESKS, MEET- ING AREAS, OFFICE SUPPLIES, AND QUIET AREAS TO WORK ON SENATE BUSINESS. PLEASE BE COURTEOUS AND REMEMBER THIS AREA IS OPEN TO SENATORS AND STUDENTS YOU ARE WORKING WITH. Donahue 103 is located on the first floor near the Student Lounge and POD. Page 11