Student Government Association of the

 New York Institute of Technology College of Osteopathic Medicine at Arkansas State University

ARTICLE I - MISSION STATEMENT 

The Student Government Association (SGA) of the New York Institute of Technology College of Osteopathic Medicine at Arkansas State University is committed to Student Advocacy, Community Outreach, Promotion of Diversity, and Development of Compassionate Future Physicians for Rural and Urban Care. The SGA shall strive to promote fraternity, mental and physical wellness, and maintain transparency of SGA supported initiatives and events for its students and faculty. 

ARTICLE II – EXECUTIVE BOARD 

Section 1 SGA President 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA President are as follows: 

A. Be elected to serve while a second or third year student, and, if elected to serve during clinical years, must still be willing and able to fulfill all duties and expectations of office as outlined by the Bylaws and Standing Rules 

B. Serve as a voting member and attend quarterly meetings of the COSGP of AACOM 

C. If necessary, delegate an alternate representative to attend COSGP meeting(s) 

D. After each meeting, report pertinent information from COSGP meeting proceedings to the SGA Executive Council, General Council, and school administration as necessary and appropriate within four (4) weeks of receiving said information from COSGP 

E. Serve as the NYITCOM student representative to the Arkansas Osteopathic Medical Association (AOMA); May alternatively appoint another NYITCOM student to serve as AOMA representative 

F. Serve as a delegate of the NYITCOM Arkansas delegation to the AOA House of Delegates (HOD). Following the AOA HOD Meeting, make a report of proceedings to the General Council and shall disseminate pertinent information to SGA members as necessary and appropriate within four (4) weeks 

G. Coordinate and oversee the selection process for Student D.O. of the Year (SDOY) , RSO of the Year, Faculty of the Year, Staff of the Year, SGA Representative of the Year, RSO Member of the Year, and SGA Officer of the Year Awards 

H. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic Semester 

I. When necessary, represent NYITCOM students at conferences, conventions, and special events

Section 2 SGA 1st Vice-President - Executive 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA 1st Vice President - Executive are as follows: 

A. Be elected to serve while a second-year student 

B. Attend Faculty Senate, Curriculum Committee, and Academic Technologies Group meetings as scheduled and disseminate pertinent information to SGA members as necessary and appropriate 

C. Serve as the SGA liaison to Clinical and Preclinical class leadership 

D. Serve as an alternate delegate of the NYITCOM Arkansas delegation to the HOD 

E. Coordinate and oversee the selection process for Student Researcher of the Year Award 

F. Serve as Chair of the SGA Academic Affairs Committee 

G. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

H. Serve as a representative for FOM Enrichment students to Academic Affairs

Section 3 SGA 2nd Vice President - Administrative 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA 2nd Vice President - Administrative are as follows: 

A. Be elected to serve while a second-year student 

B. Attend Admissions Committee meetings and disseminate pertinent information to SGA members as necessary and appropriate 

C. Serve as the SGA liaison to the leadership of Registered Student Organizations (RSOs) and newly emerging student organizations 

D. Coordinate and oversee the selection process for the House Cup Awards if the House Cup were to occur 

E. Serve as point of contact for the Pre-Clinical Peer to Peer Mentorship Program F. Maintain JB SGA Google Drive and ensure up-to-date RSO documents 

G. Serve as Chair of the SGA Student Affairs Committee 

H. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

Section 4 SGA Secretary 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA Secretary are as follows: 

A. Be elected to serve while a second-year student 

B. Generate and post notification of scheduled SGA meetings to the SGA Calendar at least one month before the regular meeting date and as close to the calling of special meetings as possible 

C. Generate and post an agenda for SGA meetings, to include any proposed amendments, by the Friday prior to the regular meeting date and as close to the calling of special meetings as possible 

D. Record and maintain accurate and complete attendance of SGA meetings 

E. Collect and maintain accurate contact information for SGA committee representatives

F. Maintain and update the SGA website and social media sites as needed--a designee from the Morale Committee may be appointed as a social media proxy if approved by a simple majority of the SGA Executive Board

G. Serve as Chair of the SGA Morale Committee 

H. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

Section 5 SGA Treasurer 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA Treasurer are as follows: 

A. Be elected to serve while a second-year student 

B. Serve as a signatory on all SGA and SGA-linked bank accounts and assist in establishing and updating said accounts 

C. Attend Facilities & Planning meetings and disseminate pertinent information to SGA members as necessary and appropriate. 

D. Consolidate class and RSO financial statements that have been prepared per Standing Rules Article V, Section 4 

E. Submit collected financial statements to the Parliamentarian to be reviewed for the generation of the semesterly audit report 

a. Deadline for submission to be established at the beginning of each semester by the Parliamentarian 

F. Serve as Chair of the SGA Finance Committee and SGA Allocations Committee 

G. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

Section 6 SGA Parliamentarian 

In addition to the duties outlined in the SGA Constitution, the duties and responsibilities of the NYITCOM at Arkansas State University SGA Parliamentarian are as follows: 

A. Be elected to serve while a second, third, or fourth year student, and, if elected to serve during clinical years, must still be willing and able to fulfill all duties and expectations of office as outlined by the Bylaws and Standing Rules 

B. Maintain parliamentary procedure at SGA meetings as described in the most current edition of Robert’s Rules of Order Newly Revised, including the hierarchy of SGA rules including national and state laws, charters and accreditations standards, bylaws, rules of order, standing rules, and customs 

C. Serve as Chief-of-Staff for the SGA, coordinating SGA correspondence and requests for SGA Executive Board representation at various events and committees 

D. Maintain a written account of all amendments to the Bylaws and Standing Rules proposed during term of office 

E. Relay any and all proposed constitution changes to Old Westbury SGA Executive board F. Review RSO handbook and NYITCOM Student Handbook for accuracy and consistency with these outlined Bylaws and Standing Rules

G. Conduct a semesterly audit and provide an overall Audit Report to the Allocations Committee prior to generation of the following year/semester’s Budget

H. Keep abreast of ongoing legislative activity related to medical policy and advocacy on local, state and national levels, and disseminate pertinent information to SGA members as necessary and appropriate 

I. Serve as Chair of the SGA Legislative Committee and SGA Rules Committee 

J. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester. 

Section 7 SGA Wellness Chair (or Co-Chairs) 

The duties and responsibilities of the NYITCOM at Arkansas State University SGA Wellness Chair (or Co-Chairs) are as follows: 

A. Be elected to serve while a second-year student 

B. Review and maintain the NYITCOM at A-State COM Olympics Guide 

C. Serve as the COSGP Mental Health Task Force COMs Coordinator 

D. Serve as a Chair (or Co-Chair) of the SGA Wellness Committee 

E. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

Section 8 SGA Diversity Chair (or Co-Chairs) 

The duties and responsibilities of the NYITCOM at Arkansas State University SGA Diversity Chair (or Co-Chairs) are as follows: 

A. Be elected to serve while a second-year student 

B. Serve as a Chair (or Co-Chair) of the SGA Diversity Committee 

C. Maintain a minimum of one (1) office hour per week in the SGA Office beginning the second week of the academic semester 

ARTICLE III – COMMITTEES 

Section 1 Committee Representatives 

Each committee representative shall serve as a voting delegate to the SGA General Council, as well as represent their respective classes in all matters pertaining to committee business. Committee representatives are therefore expected to: 

A. Carry out any and all duties required of the respective Committee as described hereafter in these Bylaws and Standing Rules 

B. Attend and participate in all Committee meetings, events, outreach activities, etc., at the discretion of the respective Committee Chair 

C. Both solicit and disseminate pertinent information from and to their constituencies 

D. Not serve as an RSO President or hold any other elected leadership roles within the SGA executive council or class 

E. Be in good academic and disciplinary standing, as defined by the NYITCOM Student Handbook.

Failure to carry out these duties may result in a recall of the offending Committee representative as outlined in Article IX of the Bylaws. 

Section 2 Standing Committees 

The NYITCOM SGA shall have the following standing committees: 

A. Academic Affairs Committee 

B. Allocations Committee 

C. Finance Committee 

D. Morale Committee 

E. Rules Committee 

F. Student Affairs Committee 

G. Wellness Committee 

H. Diversity Committee 

I. Legislative Committee 

The Committee Chair may appoint appropriate coordinators within their respective committee, as deemed fit to meet the duties of the committee. 

Section 3 Academic Affairs Committee 

The SGA Academic Affairs Committee shall be composed of the SGA 1 st Vice President-Executive, two (2) elected representatives and the President from the first and second year classes. The 1st year elected position will also serve as a FOM enrichment representative. It is chaired by the SGA 1st Vice President-Executive, who shall cast no vote except in the event of a tie. The Academic Affairs Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and presenting the students’ voices and opinions on matters related to academic matters 

B. Meeting on a regular basis with appropriate faculty/staff from Academic Affairs for a question-and-answer session and relaying responses back to respective constituents 

C. Formulating discussion and programming relating to matters including, but not limited to: 

1. Curriculum and Curricular Committee Student Representation 

2. Academic Policies 

3. Undergraduate and Graduate Medical Education 

4. Technology Planning 

5. Professionalism 

6. Research 

Section 4 Allocations Committee 

The SGA Allocations Committee shall be composed of the SGA Treasurer, the Treasurer of each class, the Treasurer of each RSO, the Assistant Dean for Student Administration, and the Associate Director of Student Life. It is chaired by the SGA Treasurer who shall cast no vote except in the event of a tie. The committee shall meet at a minimum of one (1) times per year. The Allocations Committee is charged with: 

A. Establishing and recommending for approval to the SGA Finance Committee: 

a. The Annual SGA budget for the upcoming academic year

b. The Annual SGA Action Fund, which will allow for the funding of additional programming that may arise throughout the academic year as established hereafter 

c. The Annual SGA Funding Precedent, which shall be an indicator of how funds can be allocated for the upcoming academic year 

Section 5 Finance Committee 

The SGA Finance Committee shall be composed of the SGA Treasurer, two (2) elected representatives each from the first and second year classes, and the Treasurer of each class. It is chaired by the SGA Treasurer, who shall cast no vote except in the event of a tie. The Finance Committee is charged with: 

A. Collecting, soliciting, formulating, and organizing matters related to the overall financial health of SGA and the student body at large 

B. Maintaining and preserving all financial records and budgetary allowances, on the JB SGA Google Drive, including:

a. Records generated by Class Treasurers as outlined in Article IV, Section 6-A b. Records generated by RSO Treasurers as outlined in Standing Rules Article II, Section 4 

C. Reviewing the proposal for the annual SGA Budget, SGA Action Fund, and annual SGA Funding Precedent submitted by the Allocations Committee, and either sending back for recommended changes or sending forward to the SGA General Council for final approval 

D. Reviewing and approving requests for Action and/or Surplus funding when necessary and appropriate, as outlined hereafter 

E. Meeting on a regular basis with appropriate staff for a question and answer session and relaying responses back to respective constituents 

F. Formulating discussion and programming relating to matters including, but not limited to: 

1. Financial Aid 

2. Standard Operating Procedures 

3. Allocations and Surplus Funding Requests 

4. Facilities 

Section 6 Morale Committee 

The SGA Morale Committee shall be composed of the SGA Secretary, two (2) elected representatives each from the first and second year classes, and the Secretary of each class. It is chaired by the SGA Secretary, who shall cast no vote except in the event of a tie. The Morale Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and presenting the students’ voices and opinions on any matter related to the overall morale and outlook of the student body at large 

B. Meeting on a regular basis with appropriate staff for a question and answer session and relaying responses back to respective constituents 

C. Formulating discussion and overseeing programming relating to matters including, but not limited to:

1. Social/ Special Events Planning 

2. Event Promotion & Awareness 

D. Reviewing sponsorship opportunities for class meetings and events 

Section 7 Rules Committee 

The SGA Rules Committee shall be composed of SGA President, SGA 1st Vice President-Executive, SGA 2nd Vice President-Administrative, SGA Secretary, SGA Treasurer,SGA Wellness Chair(s), SGA Parliamentarian, Associate Director of Student Life, and two (2) elected representatives from the Preclinical Classes. It is chaired by the SGA Parliamentarian, who shall cast no vote except in the event of a tie. The committee shall meet at a minimum of two (2) times per academic year. The Rules Committee is charged with: 

A. Ensuring all current rules are being followed accordingly 

B. Analyzing requests to amend the rules and, when extensive review is needed, delegating to a Rules Task Force 

1. A Rules Task Force will be Chaired by the SGA Parliamentarian, who shall vote only in the event of a tie 

2. The remainder of the Rules Task Force will be compiled as defined by the Rules Committee but consist only of those in good standing with NYITCOM 

3. A Rules Task Force shall use a variety of methods to solicit feedback from the student body at large as well as conducting a review of all applicable processes to compile a thorough recommendation report to the Rules Committee for consideration 

C. Reviewing current rules for accuracy 

D. Providing suggestions for revision to the SGA General Council in the form of resolutions when rules are not accurate or have been requested to be amended 

Section 8 Student Affairs Committee 

The SGA Student Affairs Committee shall be composed of the SGA 2 nd Vice President, two (2) elected representatives each from the first and second year classes, and the Vice President of each class. It is chaired by the SGA 2nd Vice President-Administrative, who shall cast no vote except in the event of a tie. The Student Affairs Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and presenting the students’ voices and opinions on matters related to Student Affairs 

B. Coordinating and overseeing the TOUCH program, OMED Conference attendance, and Student Leadership Retreats and Luncheons 

C. Meeting on a regular basis with appropriate staff for a question-and-answer session and relaying responses back to respective constituents 

D. Formulating discussion and programming relating to matters including, but not limited to:

1. Community Service 

2. Conventions 

3. Residential Affairs 

4. Public Relations 

5. School Publications

Section 9 Wellness Committee 

The SGA Wellness Committee shall be composed of three (3) elected representatives each from the first and second year classes. It is chaired by the SGA Wellness Chair, who shall cast no vote except in the event of a tie. The Wellness Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and amplifying the students’ voices and opinions on any matter related to the overall mood, wellness, and health of the student body at large 

B. Meeting on a regular basis with appropriate staff for a question-and-answer session and relaying responses back to respective constituents 

C. Formulating discussion and overseeing programming relating to matters including, but not limited to: 

1. Health Programming 

2. Nutritional Concerns 

3. Wellness Events (including COM Olympics), Seminars, or Workshops 4. Sports & Activities (including those related to Wellness Week) 

D. Maintain and promote use of the NYITCOM reflection room. 

Section 10 Diversity Committee 

The SGA Diversity Committee shall be composed of three (3) elected representatives each from the first and second year classes. It is chaired by the SGA Diversity Chair, who shall cast no vote except in the event of a tie. The Diversity Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and presenting the students’ voices and opinions on any matter related to the diversity and inclusion of minorities within the student body at large 

B. Meeting on a regular basis with appropriate staff for a question-and-answer session and relaying responses back to respective constituents 

C. Formulating discussion and overseeing programming relating to matters including, but not limited to:

1. Promoting diversity and inclusion of minorities within the SGA and COM 

2. Identifying and eliminating areas of bias and prejudice within the SGA and COM 

3. Diversity and inclusion events, seminars, or workshops 

Section 11 Legislative Committee 

The SGA Legislative Committee shall be composed of three (3) elected representatives each from the first and second year classes. It is chaired by the SGA Parliamentarian, who shall cast no vote except in the event of a tie. The Legislative Committee is charged with: 

A. Collecting, soliciting, formulating, organizing, and presenting the students’ voices and opinions on any matter related to medical policy and advocacy on local, state and national levels 

1. Any correspondence on behalf of the student body shall require a proper forum in which all student opinions may be shared and a collective voice may be acquired prior to sending. If at the end of discussions with the student body dissenting opinions persist amongst the student body for any matter of policy, the Legislative committee shall represent the majority by addressing and signing correspondences as the committee themselves and not as the student body. 

B. Meeting on a regular basis with appropriate staff for a question-and-answer session and relaying responses back to respective constituents 

C. Formulating discussion and overseeing programming relating to medical policy and advocacy

Section 12 Ad Hoc Committees 

Ad hoc committees may be formed as outlined in the SGA Governing Documents as deemed necessary to perform the work of the SGA. The SGA President shall appoint the ad hoc committee chair and committee members with the approval of the SGA Executive Board. 

ARTICLE IV – CLASS OFFICERS 

Section 1 Class Officers 

Each Class shall elect and be represented by their Class Officers consisting of the President, Vice President, Secretary, and Treasurer. 

Section 2 Eligibility 

In order to be elected and serve as a Class Officer, individuals must meet the following requirements: 

A. Be a registered student at NYITCOM at A-State. 

B. Agree to promote and uphold the governing documents of the NYITCOM at A-State SGA. 

C. Be in good academic and disciplinary standing, as defined by the NYITCOM Student Handbook. 

D. Not serve as an RSO President or hold any other elected or appointed leadership roles within the SGA or class. 

E. Be a member of the class they will be representing. 

F. If elected to serve during clinical years, must still be willing and able to fulfill all duties and expectations of office as outlined by the Bylaws and Standing Rules. 

G. At least one clinical year officer from each clinical year must be available to attend each SGA General Council meeting and relay pertinent information to remaining class officers discussed after said meetings. Teleconference attendance is acceptable. 

Section 3 Class President 

The duties and responsibilities of the Class President are as follows: 

A. For All Classes:

a. Solicit, promote, and represent class opinions and positions whenever necessary and/or appropriate 

b. Not serve on any other SGA committee aside from their designated committee 

B. For Preclinical Classes: 

a. Schedule and preside over class meetings as necessary 

b. Serve as a voting member on the SGA Academic Affairs Committee 

c. Serve as the SGA Co-Recruitment Coordinator focusing on encouraging and recruiting applicants for leadership positions 

d. Appoint representatives to SGA committee positions that remain unfilled in his or her class after committee elections 

e. Maintain a minimum of one (1) office hour per week in the SGA Office starting second week of academic semester 

f. Serve as a representative for FOM Enrichment students to Academic Affairs.

C. For Clinical Classes:

a. Serve on the NYITCOM Curriculum Committee 

b. Coordinate and maintain correspondence with clinical year regional representatives and Office of Clinical Education

c. Attend at least 1 general council meeting per academic semester 

d. Maintain a 48-hour response window for communication (i.e. e-mail, telephone, etc) with NYITCOM SGA and appropriate faculty/staff 

Section 4 Class Vice President 

The duties and responsibilities of the Class Vice President are as follows: 

A. For All Classes: 

a. Assume the roles and responsibilities of the Class President in their absence or upon request

b. Assist the Class President as necessary 

c. Not serve on any other SGA committee aside from their designated committee 

B. For Preclinical Classes: 

a. Serve as SGA Community Outreach Coordinators focusing on creating and promoting TOUCH/volunteer opportunities for students 

b. Maintain a minimum of one (1) office hour per week in the SGA Office starting second week of academic semester 

C. For Clinical Classes: 

a. Attend at least 1 general council meeting per academic semester 

b. Maintain a 48-hour response window for communication (i.e. e-mail, telephone, etc) with NYITCOM SGA and appropriate faculty/staff 

Section 5 Class Secretary 

The duties and responsibilities of the Class Secretary are as follows: 

A. For All Classes: 

a. Generate and maintain class-related correspondence as necessary

b. Collect and maintain accurate contact information for SGA Committee and Regional Representatives from their respective class and file said information with the SGA Secretary 

c. Serve as a voting member on the SGA Morale Committee 

d. Not serve on any other SGA committee aside from their designated committee 

B. For Preclinical Classes: 

a. Generate and post notification of any scheduled class meetings one (1) month in advance, and as reasonable for special meetings 

b. Be responsible for recording attendance at class meetings as necessary 

c. Record and maintain accurate and complete minutes of class meetings as necessary 

d. Post and distribute class meeting minutes to class members, SGA Executive Board, and Office of Student Life within two (2) weeks 

e. Serve as SGA Public Relations Coordinators focusing on management of SGA web presence and event promotion

f. Maintain a minimum of one (1) office hour per week in the SGA Office starting second week of academic semester 

C. For Clinical Classes: 

a. Communicate important information from SGA General Council to respective class members 

b. Attend at least 1 General Council meeting per academic semester 

c. Maintain a 48-hour response window for communication (i.e. e-mail, telephone, etc) with NYITCOM SGA and appropriate faculty/staff 

Section 6 Class Treasurer 

The duties and responsibilities of the Class Treasurer are as follows: 

A. For All Classes: 

a. Maintain a current ledger and records on the JB SGA Google Drive consisting of: 

i. Class expenditures 

ii. Class disbursements 

b. Present up-to-date information regarding the class’s financial status at each class meeting 

c. Submit the aforementioned records to the SGA Treasurer for consolidation during the semesterly financial audit process 

i. Deadline for submission to be established at the beginning of each semester by the governing SGA Executive Board 

d. Serve as a signatory on class financial accounts 

e. Serve as primary disbursing officer for their respective class 

f. Serve as a voting member on the SGA Finance Committee 

g. Serve as a voting member on the SGA Allocations Committee 

h. Not serve on any other SGA committee aside from their designated committees 

B. For Preclinical Classes: 

a. The First Year Treasurer shall serve as the SGA Facilities Liaison

b. Maintain a minimum of one (1) office hour per week in the SGA Office starting second week of academic semester

C. For Clinical Classes: 

a. Attend at least 1 General Council meeting per academic semester 

b. Maintain a 48-hour response window for communication (i.e. e-mail, telephone, etc) with NYITCOM SGA and appropriate faculty/staff 

ARTICLE V – REGIONAL REPRESENTATIVES 

Section 1 Regional Representatives 

Second year students shall, upon learning of their clinical regional placement, elect one (1) student from within their respective region to serve as their Regional Representative for the duration of their clinical education. These Regional Representatives shall serve for a period of two academic years and are charged with representing and promoting the interests of all students within their region. 

Section 2 Eligibility 

In order to be elected and serve as a Regional Representative, individuals must meet the following requirements: 

A. Be a registered student at NYITCOM at Arkansas State University 

B. Agree to promote and uphold the governing documents of the NYITCOM SGA C. Be in good academic and disciplinary standing, as defined by the NYITCOM Student Handbook 

D. Hold no other elected offices within the college 

E. Be a member of the class that they will be representing 

F. Be assigned within the region that they will be representing 

Section 3 Duties 

The duties and responsibilities of the Regional Representatives are as follows: 

A. Serve as a liaison between students within their respective Regions and the greater SGA body 

B. Serve as a liaison to the Clinical Education Department of NYITCOM at Arkansas State University, and meet regularly with representative(s) from the Department to provide feedback from their fellow students 

C. Generate and maintain region-wide correspondence on all matters relating to clinical education 

D. Promote engagement and interaction between students within their respective region, and provide regional event planning and coordination as necessary 

E. Maintain a 48-hour response window for communication (i.e. e-mail, telephone, etc) with NYITCOM SGA and appropriate faculty/staff 

ARTICLE VI – ELECTIONS AND APPOINTMENTS

Section 1 Student Leadership Election Process 

The elections for the SGA Executive Board, Class Officers, and SGA Committee Representative shall follow the process outlined below: 

A. Quorum, as defined for the specific meeting type, is required for elections to be conducted 

B. All elections shall be conducted by electronic ballot 

C. Candidates may submit materials via electronic means (from their NYIT Email account only) to the SGA for dissemination to the electorate to demonstrate their aptitude for the position 

D. A simple majority is needed to win each election. If no candidate receives a majority vote, a run-off election shall be immediately conducted between the top two (2) candidates 

E. In the event of a tie, an immediate re-vote shall be conducted. If a tie occurs again, a second election shall occur within fourteen (14) days 

F. All election results and completed ballots shall be confirmed by the Associate Director of Student Life, Assistant Dean of Student Administration and the SGA President. They should remain on file in the SGA office for a period of no less than one (1) year 

Section 2 SGA Executive Board Elections 

In addition to following the process outlined in Article VI, Section 1 of these Bylaws, members of the SGA Executive Board shall be elected as follows: 

A. The members of the student body of NYITCOM at Arkansas State University shall elect a new SGA Executive Board annually. Executive Board elections should be held prior to the last day of second-year classes 

B. In the event that a quorum of two-thirds (2/3) of the preclinical years does not participate in the regularly scheduled election, the voting delegates of the SGA General Council will conduct the election for the SGA Executive Board as the first item of new business in the SGA General Council meeting held prior to the last day of second-year classes. 

C. In the event of a vacancy during the regular officer term, a replacement will be elected by the SGA Voting Delegates. 

D. All SGA elections shall be conducted in cooperation with the Office of Student Life with the efforts being coordinated by the outgoing SGA President and the Associate Director of Student Life. 

E. Elected officers will serve a term beginning May 1st of the year in which they are elected and lasting through April 30th of the following year. 

Section 3 Class Officer Elections 

In addition to following the process outlined in Article VI, Section 1 of these Bylaws, each group of Class Officers shall be elected by their respective class during a class meeting as follows: 

A. First-Year Class Officer Elections 

1. Should be held no sooner than the end of the first (1st) academic course block and no later than the end of the 1st academic semester.

2. Will be coordinated by the SGA Executive Board and the Office of Student Life 3. Elected officers will serve a term beginning upon election and lasting through April 30th of the following year. 

B. Second-Year Class Officer Elections 

1. Should occur before the last day of first-year classes. 

2. Will be coordinated by the outgoing first-year class officers and the Office of Student Life 

3. Elected officers will serve a term beginning May 1st of the year in which they are elected and lasting through April 30th of the following year 

C. Third/Fourth-Year Officer Elections 

1. Should occur before the last day of second-year classes 

2. Will be coordinated by the outgoing second-year class officers and the Office of Student Life 

3. Elected officers will serve a term beginning May 1st the year in which they are elected and lasting through Commencement 

Section 4 Committee Representative Elections/Appointments 

In addition to following the process outlined in Article VI, Section 1 of these Bylaws, the class representatives for SGA Committees shall be elected/appointed as follows: 

A. The SGA Officers, respective Class Presidents and the Office of Student Life shall coordinate all SGA committee representative elections 

B. SGA committee representatives shall be in good academic and disciplinary standing, as defined by the NYITCOM Student Handbook 

C. Members shall be eligible to run for and/or fill no more than one (1) SGA committee representative positions during each term of office 

D. Committee members shall not be an elected RSO President or hold any other elected leadership roles within the SGA executive council or class 

E. Exclusive of the limitations set forth herein, members of each class are eligible for election as SGA committee representatives 

F. First-Year Class Committee Representatives

1. Should be held at a First-Year Class meeting within thirty (30) days after the first-year class officer elections 

2. Term of office is upon election/appointment through June 30th of the following year 

G. Second-Year Class Committee Representatives 

1. Should occur before the last day of first-year classes 

2. Term of office is upon election/appointment through April 30th of the following year 

H. Regional Representatives 

1. Should occur before the last day of pre-clerkship course 

2. Term of office is upon election/appointment through Commencement 

I. In the event that any positions remain unfilled after elections, the respective Class President shall appoint SGA committee representatives to positions until all are filled

J. Each elected/appointed individual that sits on a committee is expected to attend each committee meeting. Two absences in one academic year can lead to dismissal from the committee to be determined by the committee chairperson and the Associate Director of Student Life 

Section 5 Verification of Eligibility 

Per the NYITCOM Student Handbook, the Associate Director of Student Life and Assistant Dean for Student Administration shall receive names of all candidates at least one (1) week prior to elections and prior to the confirmation of appointed positions for the purposes of verifying all candidates are in good academic and disciplinary standing. 

Section 6 Reporting of Election Results

All SGA Executive Board, class officer and committee representative election results shall be reported to the Office of Student Life and the Council of Deans by the officer(s) who organized and conducted the election. 

ARTICLE VII – MEETINGS 

Section 1 General Council Meetings 

In addition to the regular meeting requirements outlined in the SGA Constitution, special meetings of the NYITCOM at Arkansas State University site-specific SGA General Council may be called at any time by any member of the SGA Executive Board of that location upon at minimum twenty-four (24) hour notice to each member, or by petition of a majority of the membership, submitted at minimum of twenty- four (24) hours in advance. 

General Council meetings shall be conducted as follows: 

A. All SGA Committees, RSO Leaders, and Class Presidents are expected to provide a brief quarterly report of their respective organizations’ updates and activities, with dates determined after the release of semester schedules

B. Voting members of the General Council shall be limited to all members of the SGA Executive Board, all class officers, all SGA committee representatives, and the President plus one additional Core Executive Board member of each SGA recognized student organization

C. All voting members of the General Council shall be limited to one (1) vote, regardless of the number of voting-eligible positions held by the individual

D. Quorum for SGA General Council meetings shall be two-thirds (2/3) of all voting members

E. Except where otherwise specified, all SGA General Council votes shall require a simple majority to carry

F. All SGA voting members are expected to attend each meeting

G. Absences from SGA General Council meetings are handled as outlined in Article I of the Standing Rules. 

Section 2 Executive Board Meetings

In addition to the joint meeting requirements outlined in the SGA Constitution, the SGA Executive Board shall meet as follows: 

A. Regular meetings of the NYITCOM at Arkansas State University site specific SGA Executive Board shall be held twice per month. The time of these meetings shall be determined by the Executive Board. 

B. Special meetings of the NYITCOM at Arkansas State University site specific SGA Executive Board may be called at any time by any member of the site specific SGA Executive Board upon, at minimum, twenty-four (24) hour notice to each member. 

C. Open forum discussions for class and RSO presidents shall be held at the beginning of each regularly scheduled Executive Board meeting. 

Section 3 Committee Meetings 

A. Each NYITCOM at Arkansas State University site specific SGA Committee shall meet as follows: 

1. Regular meetings of the NYITCOM at Arkansas State University site specific SGA Committees shall be held at regularly as needed to conduct business as outlined for each committee in the NYITCOM at Arkansas State University site specific SGA Bylaws. The time of these meetings shall be determined by the Committee Chair. 

2. Special meetings of the NYITCOM at A-State site specific SGA Committees may be called by any committee member upon a minimum of twenty-four (24) hours’ notice to each member. 

B. Committee meetings shall be conducted as follows: 

1. The chair of each committee shall be charged with organizing specific structure and function of the committee to accomplish business in an expeditious and effective manner. This may and should include forming subcommittees as needed. 

2. With the exception of the Allocations and Rules Committees, all remaining SGA committees shall meet, at a minimum, after every SGA General Council meeting and report committee progress at each SGA General Council meeting and other meetings as necessary. 

3. The Allocations and Rules Committees shall be held at the frequency outlined for each committee in Article III of these Bylaws. 

Section 4 Class Meetings 

A. In addition to the regular meeting requirements outlined in the SGA Constitution, special meetings of the NYITCOM at Arkansas State University site specific Classes may be called at any time by any Class Officer upon at minimum twenty-four (24) hour notice to each member or by a vote of no less than thirty percent (30%) of the class occurring at minimum of twenty-four (24) hours in advance. 

B. Class meetings shall be conducted as follows: 

1. All voting members of the class shall be limited to one (1) vote.

2. Quorum for class meetings shall be one-half (1/2) plus one (1) of all members of that class. 

3. Except where specifically restricted, all class votes shall require a simple majority to carry. 

ARTICLE VIII – FINANCES 

Section 1 Fiscal Year 

The fiscal year of the NYITCOM at Arkansas State University SGA shall be from July 1 to June 31. 

Section 2 Sources of Funding 

SGA funds shall be derived from the NYITCOM Student Activity Fees and any SGA fundraising activities. All SGA funds shall be collected and disbursed as outlined in this Article. 

Section 3 Financial Policy 

The SGA Finance Committee shall establish, maintain and uphold SGA financial policy which shall be limited to regulations not set forth herein. SGA financial policy is to be reviewed and updated at the prior to the beginning of each fiscal year. 

Section 4 SGA Financial Accounts 

The SGA and its entities will maintain a financial account process that allows consistency in financial management and improved efficiency in transferring accounts to incoming officers. 

 A. The SGA Executive Board shall maintain a master financial account within NYIT, hereinafter referred to as “master account”. 

B. All classes and SGA Recognized Student Organizations (RSOs) will have financial accounts within NYIT linked to the master account. These accounts will be hereinafter referred to as “linked account(s)”. SGA funds outlined in this Article shall be deposited and disbursed through the master account to linked accounts. 

C. RSOs and classes are strictly prohibited from having bank accounts outside of NYIT. 

Section 5 Account Signatories 

Class officers, SGA RSO officers, the SGA Treasurer, and the Associate Director of Student Life shall serve as signatories on their respective master and/or linked accounts. 

Section 6 Annual Budget Process 

The SGA Allocations Committee is charged with developing a proposed annual budget to assist in developing strong financial management strategies and shall follow the process outlined below: 

A. The SGA Treasurer will request Annual Budget Applications from all SGA Executive Board officers and Committee chairs during the month of February.

B. The Allocations Committee will then convene and compile a proposed annual budget, to be submitted to the SGA Finance Committee prior to the second to last SGA General Council meeting for review. 

C. Upon affirmative review by the SGA Finance Committee, the proposed budget will be presented to the SGA General Council for approval at the last General Council meeting of the year, which should occur prior to the last day for second-year students. 

D. If the proposed budget cannot be affirmed through this process, the SGA Budget Committee will assume responsibility for approval prior to the beginning of the fiscal year of the budget. 

Section 7 SGA Annual Budget Allocations 

All SGA funds shall be collected and disbursed as prioritized below with the exact amount of each allocation being determined in the budgeting process. 

A. All SGA Committees will receive programming funds to support programs for the student body at large. 

B. SGA Executive Board will receive appropriate and necessary funds for required travel. Said funds shall be reserved exclusively for SGA Executive board travel and shall be utilized as set forth hereinafter. 

C. Each class shall receive a per-student baseline funding determined by the number of students in each class. 

D. All SGA RSOs that are recognized prior to the generation of the budget for the following fiscal year shall receive equal baseline funding. 

E. Reasonable effort shall be made to encourage 2nd year students’ attendance and financial support of hotel accommodations at the Osteopathic Medical Conference & Exposition (OMED) per the NYITCOM Student Handbook. 

F. Remaining SGA funds shall be considered Action Funds and shall be available, by request each Finance Committee meeting, to SGA Committees, new and established RSOs, and/or Classes to assist with programming beyond the allocations within the annual SGA Budget. Requests are subject to the guidelines set forth within the Standing Rules and as per the SGA Finance Committee with approval of the SGA General Council. 

Section 8 Appropriate Use of SGA Funds 

SGA Funds shall only be used in a manner that benefits the members of the SGA and that is congruent with these governing documents, NYITCOM policies, and all applicable laws. SGA funds may not be used for illegal activities or to purchase illegal substances. Use of SGA funds for illegal activities or to purchase illegal substances will result in revocation of funding and referral to the Assistant Dean of Student Administration for disciplinary action. 

Section 9 Event Follow-Up Reporting 

Any organization that wishes to utilize SGA funding for the purposes of an event must generate an Event Follow-Up Report following said event for the purposes of the semiannual SGA Audit.

This report must include a description of expenditures, advertising undertaken, and event attendance, and will be used to guide future budgetary decisions by the Allocations Committee. 

Section 10 Semesterly Audit 

The SGA Parliamentarian shall conduct a semesterly financial audit process in order to ensure proper usage of student activity funds, and is subject to the guidelines outlined in the Standing Rules as well as the guidelines set forth by the SGA Finance Committee. This Audit Report will utilize Follow-Up Reports generated by organizations during the preceding budget semester, and will be presented to the Allocations Committee to aid in the generation of a Budget for the following year/semester. 

Section 11 End of Year Consolidation

At the start of January in the SGA Fiscal year, the SGA Executive Treasurer will have the

following duties, responsibilities, and privileges in order to conduct a consolidation of SGA funds across all linked accounts and the master account.

1. The SGA Executive Treasurer will have the responsibility and privilege to indicate the last date to receive Financial Transaction Forms. Any forms submitted past this date will be reviewed and approved at the discretion of the SGA Executive Treasurer, as such there is no guarantee of approval of the submitted forms.

   1.  Notification of the last date will be delivered at least one (1) month prior to the defined date. All SGA Executive Members, all RSO Executive Members, and Student Life Administration will be notified of this date.

2. The SGA Executive Treasurer will conduct the following actions to consolidate funds across all linked accounts with regards to RSO funding 

   1. By the start of February, 

      1. Any RSO with a remaining balance of more than fifty percent (50%) from baseline funding will be issued a warning indicating their current utilization status. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

      2. Any RSO which has not sponsored or co-sponsored at least three (3) events and has a remaining balance of more than fifty percent (50%) from baseline funding will have their respective accounts frozen. The RSO president must provide a detailed statement indicating their intent or interest to sponsor or co-sponsor future events with the remaining funds. The SGA Executive Board will conduct a simple majority vote to either release funds or to immediately transfer all or a portion of the funds into the Action Fund after review of the submitted statement. If no response is heard within seven (7) days, the remaining funds of the RSO will be automatically transferred into the Action Funds. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

   2. By the start of March,

      1. Any RSOs with an outstanding balance of more than fifty percent (50%) from baseline funding will have twenty-five percent (25%) of the remaining fund immediately transferred into the Action Fund. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

   3. By the end of March,

      1. Any RSOs with an outstanding balance of more than fifty percent (50%) from baseline funding will have the entire remaining fund immediately transferred into the Action Fund. The RSO will be notified of this action and be placed on RSO probation. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

      2. All RSO treasurers will receive a request either to keep open or to close their linked accounts. All responses must be received within seven (7)days of notification. If no response is received, the linked account will automatically close by default. For all closed linked accounts, any remaining funds will be immediately transferred into the Action Fund for use. The RSO will remain eligible to receive funding through the Action Fund. Linked accounts that remain open will continue to follow the guidelines for SGA Funding Use. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

   4. By the last date for Financial Form Transactions,

      1. All remaining funds less the amount reserved for future purchases as approved by the SGA Executive Treasurer will be immediately transferred into the Action Fund.

3. The SGA Executive Treasurer will conduct the following actions to consolidate funds across all linked accounts with regards to class funding:

   1.  By the beginning of March,

      1. All class treasurers will receive a notification with regards to their outstanding balance. 

   2. By the last date for Financial Form Transactions,

      1. All remaining funds less the amount reserved for future purchases as approved by the SGA Executive Treasurer will be immediately transferred into the Action Fund. All members of the SGA Executive Board, the members of the RSO Executive Board, and Student Life Administration will be notified.

4. The SGA Executive Treasurer will conduct the following actions to consolidate funds across all RSO linked accounts, all Class linked accounts, all budgeted allocations, and any remaining Action Funds:

   1. After the last date for Financial Form Transactions,

      1. All remaining funds less the amount reserved for approved future use and purchases will be transferred and consolidated into a special fund called the “Consolidation Fund”. Use of these funds will be distributed on a request basis by any member of the SGA Executive Board. Approval of each funding request will be made by the SGA Executive Board through a simple majority vote. Funding use will follow the SGA Fund Use guidelines set forth above.

ARTICLE IX – REMOVAL FROM OFFICE 

Section 1. Recall Eligibility 

All SGA voting members, (e.g. Executive Board members, Class Officers, Regional Representatives, and SGA committee representatives) are subject to recall by the SGA general membership. 

Section 2. Recall Petition 

Any SGA member may request a recall of voting SGA members (i.e., Executive Board members, class officers, etc.) in the form of a written petition which should detail the specific reasons for the demand of recall.  All petitions shall be filed with the officer/representative being recalled, the SGA President, the respective class president (if applicable), and the Associate Director of Student Life. 

  A. For recall of Executive Board members, thirty percent (30%) of the General Council must sign said petition. 

B. For recall of SGA committee representatives, thirty percent (30%) of the members of the voting delegation who elects the position may present a recall petition. 

C. For recall of class officers, thirty percent (30%) of the respective class’ students must sign said petition. 

Section 3. Recall Meeting

Within seven (7) days of receipt of the recall petition, an emergency meeting of the appropriate SGA division (General Council/class meeting in the case of SGA Executive Board/Class Officers or respective class officers and the SGA President for SGA Committee Representatives) shall be scheduled. A quorum of two-thirds (2/3) shall be mandatory for all emergency recall meetings for SGA Executive Board and Class Officers. If the individual being recalled resigns their position prior to the emergency recall meeting, the position shall be filled as outlined in Article X of these Bylaws. 

Section 4. Presentation of Recall Petition

The original recall petition shall be presented at the emergency recall meeting. At the meeting, the individual being recalled shall have the opportunity to present a reasonable and appropriate defense either orally or through written statement. 

Section 5. Recall Approval 

For SGA Executive Board members, Committee Representatives, and Class Officers, a vote of two-thirds (2/3) majority of the voting body responsible for the election of said individual shall be required for removal from office. Upon removal from office, the vacated position shall be filled as outlined in Article X. 

Section 6. Notification of Recall 

The Associate Director of Student Life and Assistant Dean for Student Administration shall be notified of the results of all recall processes. 

ARTICLE X. VACANCY OF OFFICE 

Section 1. Elected Office Vacancy 

If for any reason, an SGA Executive Board member or a class officer leaves office prior to beginning or completing their term, an emergency election shall be scheduled within two (2) weeks during the regular academic year to fill the position. 

Section 2. Appointed Office Vacancy 

If a representative to an SGA committee leaves office prior to beginning or completing their term, a new representative shall be appointed by the guidelines set forth herein. 

ARTICLE XI—RULES OF ORDER 

The current edition of Robert's Rules of Order Newly Revised shall be the parliamentary authority for all matters of procedure not specifically covered by these governing documents and/or any special rules of order the SGA may adopt. 

ARTICLE XII – BYLAW AMENDMENTS 

Section 1. Proposal of Amendments 

Amendments to these Bylaws may be proposed in writing by any member and submitted to the SGA Parliamentarian for review at minimum two (2) weeks prior to a scheduled SGA General Council Meeting. A detailed written explanation shall accompany all proposed amendments. 

Section 2. Voting on Proposed Amendments 

Proposed amendments shall be voted upon only after two regular or special meetings of the SGA General Council including the meeting in which the proposal was introduced and which have achieved quorum as outlined in the Bylaws.

Section 3. Adoption 

Proposed amendments will become effective immediately following an affirmative vote from two-thirds (2/3) of members present and shall be recorded and kept on file by the SGA Secretary. 

STANDING RULES

 Student Government Association of the New York Institute of Technology College of Osteopathic Medicine at Arkansas State University 

ARTICLE I – ATTENDANCE AT SGA GENERAL COUNCIL MEETINGS 

Section 1 Attendance Policy 

Regular attendance at all SGA General council meeting is mandatory for all SGA General Council voting members and all executive board members. When SGA General council meetings are held virtually, all SGA General council voting members must turn their cameras on in order to be counted present. 

Section 1 Attendance Policy Part B 

Voting members of the General Council shall be limited to all members of the SGA Executive Board, all class officers, all SGA committee representatives, and the President plus one additional Board member of each SGA recognized student organization. For students holding multiple executive positions, they will be limited to one vote per person.

Section 2 Absences 

Absences are divided into notified and un-notified. One notified absence is allowed per academic year, however after the second notified absence, students will receive a written warning. For a notified absence, the student must notify the SGA secretary and the Associated Director of Student Life at least 48 hours prior to the GC meeting and provide the proxy’s name to attend the meeting on the student’s behalf. There are no unnotified absences allowed per academic year. For subsequent absences, please refer to the flowchart below. As per the flowchart, the second notified absence or first unnotified absence will result in a written warning from the SGA executive board. The second transgression, which is either a 3rd notified absence or 2nd unnotified absence will result in removal of the student’s position from their respective SGA, Committee, or RSO office/position. 

A. Proxies. In the event of a notified absence by a SGA general council voting member (SGA Executive Board, all class officers, all SGA committee representatives, and Core Executive Board members consisting of President, Vice-President, Secretary, and Treasurer of each SGA recognized student organization), the SGA general council voting member must appoint their own proxy and submit said proxy’s name to the SGA Secretary and the Associate Director of Student Life at least 48 hours prior to the scheduled general council meeting. Those students experiencing an emergency within the 48 hours prior to an SGA scheduled meeting, if unable to find a proxy, must notify SGA secretary and Associated Director of Student Life as soon as possible, and will be counted towards a notified absence. 

B. Students serving as proxies for absent general council voting members can also be a general council voting member themself and be granted two votes in this case. They must specify during the voting process who they are voting for. If the proxy is not already a general council voting member they must notify the SGA secretary who they are voting on behalf of. 

Section 3 Consequences 

SGA will make all reasonable efforts to keep members informed of their absences and will make all reasonable efforts to help improve their attendance when such improvement is warranted. Exceeding the maximum number of absences allowed will result in the following consequences: 

A. The first transgression will result in a written formal warning sent to the offending council member. 

B. The second transgression will result in the removal of the offender from their position and responsibilities.

C. For reference refer to the flow chart outlined above in section 2. 

ARTICLE II – RECOGNIZED STUDENT ORGANIZATIONS (RSOs) 

Section 1 RSO Purpose 

The purpose of RSOs at NYITCOM is to provide for student participation and involvement in academic, professional, and co-curricular activities. 

Section 2 RSO Financial Support 

RSOs shall receive financial support annually, as outlined in Article VIII of the SGA Bylaws, regarding RSOs funding. Additionally, RSOs shall have access, where appropriate, to SGA resources including, but not limited to publications, facilities, and media support. 

Section 3 RSO Non-discrimination Clause 

Membership in student organizations requesting SGA recognition shall be open to all SGA members regardless of race, color, national origin, religion, creed, ethnicity, disability, age, marital status, sex, gender, sexual orientation, veteran status, or any other legally protected status or academic status in any of its policies, procedures and practices. Student organizations must ensure that their policies, procedures and practices do not include discriminatory language against any of the aforementioned groups and other legally protected statuses. 

Section 4 RSO Financial Accounts 

SGA RSOs shall maintain accurate financial records on the JB SGA Google Drive. RSOs shall ultimately use these records to prepare a financial statement as set forth in Article VII of these Standing Rules to be submitted to the SGA Treasurer for consolidation in the SGA semesterly financial audit process. 

Section 5 RSO Records 

SGA RSOs shall record and maintain organizational records and documentation. These organizational records shall be relinquished to incoming organizational officers at upon organizational transition. 

A. As per duties in the SGA Bylaws Article II, Section 3, the SGA 2nd Vice President will ensure maintenance of each RSO’s records on the JB SGA Google Drive. 

Section 6 Proposed RSO Application Process 

Each proposed RSO shall submit the RSO Application Packet to the SGA and Office of Student Life for review prior to being recognized as an RSO. 

A. The RSO Application form may be submitted to the Director of Student Life no later than 2 weeks prior to a regularly scheduled SGA General Council meeting of the academic year and can be found on the SGA website. As part of this form and NYITCOM requirements, the following should be submitted:

1. A membership roster with a minimum of 7 active student members who are in good standing. 

2. Information for the RSO Faculty/Staff advisor that is employed full-time at the NYITCOM at A-State site. RSOs may select a Co-Advisor that is employed as a formal, adjunct faculty member. 

3. An RSO officer list including a minimum number of 3 officers (President, Vice-President, and Treasurer/ Secretary) while also fulfilling National RSO requirements, if applicable. 

4. List of other potential RSO executive board members including (ex. First Year Liaison, Event Coordinator, National Liaison Officer, etc). 

5. Local and national, if applicable, RSO Constitution and Bylaws 

B. RSO Application forms will be reviewed by the SGA 2nd Vice President - Administrative and the Associate Director of Student Life to verify completion and adherence to the purpose of RSOs as stated in Article III, Section 1 of these Standing Rules as well as NYITCOM and SGA policies. In the event that a proposed RSO is deemed to fit into the medical specialty and/or discipline of an existing organization, it shall request to be a committee within that parent organization. 

C. Proposed RSOs who have successfully completed the RSO Application form will be recommended for approval by the SGA 2nd Vice President - Administrative at the next regularly scheduled SGA General Council Meeting. Proposed RSOs are approved by simple majority. 

D. All established RSOs that are approved prior to the preparation of the annual Budget will be eligible for baseline funding for that budget year. Additionally, all approved RSOs will be eligible for Action Funding as outlined in these bylaws. 

E. Total number of registered RSOs should not exceed 10% of the total number of students in the first and second year classes as defined by Commission on Osteopathic College Accreditation (COCA). 

Section 7 Annual RSO Renewal Process 

All existing RSOs are required to complete the RSO Renewal Packet on an annual basis between March 1 and June 30 in order to remain an active RSO and maintain the rights and privileges of an RSO. 

A. Renewal Packets will be reviewed by the SGA 2nd Vice President - Administrative and the Associate Director of Student Life to verify completion and continued adherence to the purpose of RSOs as stated in Article III, Section 1 of these Standing Rules as well as NYITCOM and SGA policies. 

B. Renewing RSOs who have successfully completed the RSO Renewal Packet will be recommended for approval by the SGA 2nd Vice President - Administrative at the next regularly scheduled SGA General Council Meeting of each academic year. Renewing RSOs are approved by simple majority. 

C. Less active RSOs will lose priority during the renewal process. 

a. RSO activity [as per outlined in Standing Rules Article II, Section 10] is determined via audit of an SGA JB Google drive folder that is to be regularly

updated by RSO leadership with required paperwork and documentation of meetings 

Section 8 RSO Leadership Eligibility 

In order to be elected and serve as an RSO Officer, individuals must meet the following requirements: 

1. Be a registered student at NYITCOM at A-State. 

2. Agree to promote and uphold the governing documents of the NYITCOM at A-State SGA including these Bylaws and Standing Rules and the RSO Handbook. 

3. Be in good academic and disciplinary standing, as defined by the NYITCOM Student Handbook. 

4. Hold no other elected SGA class officer or SGA executive board positions within the college or be a President of another RSO. RSO leaders may hold appointed positions. 

5. First year students interested in holding a President or Vice-President position in an RSO must first successfully complete their first academic semester, but may hold a Treasurer/Secretary or an appointed position after successfully completing their Fall semester in good academic standing. 

Section 9 RSO Leadership Elections 

Election and recall of the leadership for SGA RSOs shall be conducted according to each organization’s respective constitution and bylaws and shall occur prior to the second SGA General Council meeting of the Spring semester. The names of the new officers must be forwarded to the SGA President and the Office of Student Life within one week for verification that all officers are in good academic and disciplinary standing. Failure to conduct these elections in the timeline provided will result in RSO Probation or loss of priority during the RSO Renewal Process. Failure to fill these positions prior to the RSO Renewal submission deadline will result in failure to renew. 

Section 10 RSO Meeting Expectations 

SGA RSO meetings shall be held regularly, according to the constitution and bylaws of each organization, but must be held at a minimum of five (5) occurrences per academic year. Meetings are defined as any presentation, panel, speaker or event hosted or co-sponsored by the RSO. 

A. Examples of eligible “events” include:

a.     Volunteering opportunities

b.     Educational workshops

c.     Approved participation in the Registered Student Organization (RSO) Fair held at the beginning of the academic year.

d.     Interest meetings, when held in conjunction with an approved RSO-sponsored activity (e.g., workshops, suture clinics, panels, etc.) and open to all students, shall be counted as one official RSO event.

e.     Any event that benefits the NYITCOM community and/or greater community. 

B.    RSO leadership meetings do not count towards the required minimum.

C.    Documentation of attendance numbers must be submitted to the Office of Student Life or uploaded to the JB SGA Google Drive within 1 week after a meeting occurs.

D. All meetings must be properly scheduled with the SGA and Office of Student Life and placed on the SGA Calendar to minimize scheduling conflicts. 

E. Requests for facilities and media support shall be made through the Associate Director of Student Life. All requests must be made by e-mail (NYIT email account) and follow the guidelines of the Office of Student Life located within the RSO Handbook and on the NYITCOM SGA website. 

F.   Requests for event/activity funding shall be made in accordance with the guidelines set forth in Article IV of these Standing Rules. 

G. In the case of co-sponsored events, all sponsoring RSOs shall inform their membership of the upcoming event and must be represented at the event by at least two (2) members of the RSO’s Executive Board. 

Section 11 RSO Probation Guidelines

If a Registered Student Organization (RSO) does not meet the financial and/or programming expectations outlined in this manual, as determined by the spring audit, the RSO may be placed on probation at the discretion of the SGA Executive Council for one semester. During the probationary period, all RSO activities, including meetings, room reservations, food orders, and financial transactions, must receive prior authorization from the Office of Student Life. The RSO must develop and communicate an improvement plan to the SGA Executive Council, addressing the issues that led to the probation. If all requirements are met by the end of the probationary period, all restrictions will be lifted. If the RSO has not completed at least half of the required annual expectations by the end of the fall semester, it will be placed on suspension.

Section 12 RSO Suspension Guidelines

If an RSO fails to meet the expectations outlined during probation, it will be suspended for the remainder of the academic year. The RSO’s members will be notified of the suspension. During the suspension period, the RSO is prohibited from scheduling new events, and any previously scheduled events may be canceled at the discretion of the SGA Executive Council and the Office of Student Life. The RSO is also restricted from performing any financial transactions during the period of suspension. The RSO’s Executive Board is required to meet with the RSO’s Faculty Advisor, the Office of Student Life and members of the SGA Executive Board to discuss the issues which resulted in suspension. If reinstated in the future after fulfilling all requirements as an interest group and being reapproved as an RSO, it will be on probation for one semester, during which it must comply with financial and programming expectations.

Section 13 RSO Forced Officer Recall 

If the issue(s) leading to Suspension remain unresolved, the RSO’s Executive Board will be recalled at the discretion of the SGA Executive Board. The RSO’s membership will be required to hold an election to fill any vacant Executive Board positions. Elections shall be conducted in

accordance with the RSO’s governing documents. In the case of a forced recall of officers, those officers being recalled are not eligible for re-election. 

ARTICLE III – REQUESTS FOR SGA FUNDING 

Section 1 Baseline Funding 

SGA Committees, Classes, and recognized RSOs that have been approved will receive baseline funding as part of the annual SGA budget. Classes and eligible RSOs receiving funding are responsible for requesting these baseline funds from SGA. Funds will not be 

distributed until the appropriate request has been made. Once the request has been submitted and approved, the funds will be distributed. 

Section 2 Action Funding 

During each annual Allocations Process, the Allocations committee will establish a dedicated Action Fund to be utilized throughout the following academic year, in order to provide for additional programming and opportunities that may arise outside of the normal funding cycle. Recognized RSOs, Classes, and SGA Committees are eligible to request additional funding from this Action Fund for programs, activities, or events open to all NYITCOM at Arkansas State University students. Such request may only be made when the initial baseline funding for the entity has been used either in its entirety or the amount remaining is not enough to fund additional planned programming. Any Action Funds disbursed to an organization that remain unused following the proposed event shall be returned to the SGA Action Fund. The Action Funding Request Form shall be available on the NYITCOM SGA website. 

Section 3 Funding Usage Precedent 

In addition to the terms outlined in Article VIII of the SGA Bylaws, Section 8, funding provided by the SGA to Classes and eligible RSOs may be used only as outlined below: 

 A. Baseline funds may be used to purchase, fully or partially, any items that will be kept by individual students. These include pens, apparel, books, DVDs, etc. 

B. Events, including but not limited to, speakers, workshops and meals, must be open and free to all NYITCOM students. 

C. No funds may be used for payment to students, faculty, or staff for services provided. 

D. All unused baseline funds will be returned to the SGA budget no later than May 1st. Changes to the established precedent will be reviewed by the SGA Allocations Committee on a semesterly basis. Any recommendations for change will be presented to the SGA General Council for approval. 

Section 4 Action Funding Request Process 

Applications for Action funding will be accepted and reviewed as follows: 

 A. The SGA Finance Committee will accept and review requests for Action Funding on a monthly basis and as funding is available.

B. Applications for Action Funding are due one (1) week prior to the monthly Finance Committee meeting in order to allow time for adequate review. Dates of the aforementioned meetings will be announced at the first General Council meetings of the semester. 

C. Appropriate use of action funds shall be limited to educational materials, hosted events, speaker fees, or any other uses deemed appropriate by the SGA Finance Committee. All uses of Action funds must be open to all NYITCOM at Arkansas State University students. 

D. An agenda and itemized, supporting documentation for anticipated expenses of proposed events, activities etc. shall be provided with all requests for funding to aid in the review process. When requesting funding for food, a menu and invoice must be provided. 

E. The following criteria will be used in evaluating surplus funding applications: 

 1. Is the funding consistent with the mission or purpose of the entity? 

2. What is the level of need for the program to NYITCOM students? 

3. How will participants benefit from the program? 

4. Is the program scheduled in an appropriate time? Does it conflict with other programs? 

5. What is the target population for the program? 

6. How is the program significant to the existence of the entity? 

7. Is this an annual program? Has it been successful in the past?? What are new initiatives? 

8. What is the estimated cost per attendee? Has this been funded for a different entity this year? 

9. Are other entities interested in co-sponsoring? 

F. Applications will be reviewed by the following: 

1. The SGA Finance Committee and Associate Director of Student Life shall review and consider applications for funding not exceeding five thousand dollars ($5,000). If a member of the finance committee is an officer in an RSO or Class, said member will recuse themselves in voting on that matter. 

2. The Assistant Dean for Student Administration shall personally review and consider funding applications for funding that exceed five thousand dollars ($5,000). 

Section 5 Disbursement of Funding 

If approved, the financial transaction will be coordinated by the SGA Treasurer and/or the Associate Director of Student Life through the processes established by NYIT Procurement Services (quote/order or p-card). In some instances, it may be determined that a reimbursement is the best method for purchase. In these instances, reimbursements will only be processed after the appropriate supporting documentation (e.g., invoices, receipts, etc.) of expenses has been submitted. Proper documentation must submit to the SGA within two (2) weeks following completion of the event, activity, etc. to avoid the risk of not being able to be reimbursed.

Section 6 SGA Co-Sponsorship 

The SGA shall be considered a co-sponsor of all activities, events, etc., funded in full or part by SGA funds. The SGA shall be recognized accordingly as a co-sponsor in all associated publications, announcements, media, etc. 

Section 7 Additional Terms 

Additional terms and conditions may apply as per the SGA Finance Committee, the Associate Director of Student Life, and the Assistant Dean of Student Administration. 

ARTICLE IV – SGA EXECUTIVE BOARD TRAVEL FUNDING 

Section 1 Purpose of SGA Executive Board Travel 

SGA Executive Board travel funded by the SGA shall be for the purpose of representing NYITCOM and its students at events, conferences, and convocations where the attendance of the SGA is required and shall be supported by the annual budget as approved by the SGA General Council. 

Section 2 Funded SGA Executive Board Travel 

The following Executive Board Officers will be funded for the travel commitments as follows: 

A. The SGA President and 1st Vice President shall receive travel funding to attend all four (4) quarterly COSGP meetings. 

B. Additional SGA Executive Board travel may be funded as necessary and appropriate after evaluation and consideration of all such requests by the SGA Finance Committee. 

Section 3 SGA Executive Board Travel Guidelines 

SGA Executive Board travel arrangements should be, whenever feasible, arranged according to the following guidelines. When submitting requests for advances or expenses for reimbursement, deviation from these guidelines should be explained in writing to the SGA Executive board. 

A. Lowest published transportation (e.g., air, train, etc.) fares shall be purchased at least one (1) month prior to each trip. 

B. Hotel accommodations should be reserved with the meeting group (e.g., COSGP, AOA, etc.) at the lowest available rate. Executive Board members should share accommodations at their discretion. 

C. Taxis and other local transportation should be shared whenever possible. 

D. Meals will be reimbursed up to the standard CONUS per diem for travel to the specified destination. All food receipts must be presented in an itemized bill. No alcohol will be allowed to be included on this reimbursement. 

E. Convention/Conference registration fees shall be reimbursed when necessary and appropriate. 

F. For all SGA Executive Board Travel, individuals are expected to adhere to the guidelines outlined in Article V of these Standing Rules.

Section 4 SGA Executive Board Travel Disbursement 

SGA Executive Board travel funds shall be disbursed as follows: 

A. Each SGA Executive Board member traveling shall work with the Associate Director of Student Life at least one month prior to travel to make arrangements to have all expenses that can be paid for in advance processed through the office p-card. 

B. Each Executive Board member traveling shall submit a final travel expense form with receipts for any items paid for in advance and receipts for reimbursement of travel expenses no later than 2 weeks following travel. This application shall document actual travel expenses with original receipts (photocopied receipts are also acceptable). No travel expenses shall be reimbursed without said documentation. 

ARTICLE V SEMESTERLY FINANCIAL AUDIT PROCESS 

Section 1 Audit Timeline 

Prior to May 1 and November 15 of each year, the SGA Parliamentarian shall conduct a semesterly financial audit process which shall be subject to the guidelines established herein and the guidelines set forth by the SGA Bylaws. The NYIT Office of Fiscal Affairs will conduct a separate financial audit on an annual basis. 

Section 2 Financial Statement Preparation 

The SGA Executive Board, each class, and each SGA RSO shall prepare a financial statement for submission to and consolidation by the SGA Treasurer. The financial statements shall detail SGA or RSO funded expenditures which contains, at a minimum: 

A. Expenditures/disbursements with vendor/payee, amount, and purpose. Supporting documentation (e.g. receipts, invoices, event attendance if applicable) shall be attached. 

B. All funding requests made to date 

Section 3 Audit Report 

Upon completion, the SGA Parliamentarian shall generate a report detailing the results of the semesterly financial audit process. 

Section 4 Document Ownership 

All documents generated and received during the semesterly financial audit process shall become SGA property and shall remain on file in the SGA Office for a period of no less than five (5) years. These documents shall be produced upon demand by the Associate Director of Student Life. 

ARTICLE VI – DISTRIBUTION 

The governing documents of the SGA shall be available as follows: 

A. To all members upon matriculation to NYITCOM at Arkansas State University. 

B. On file with the Office of Student Life at the location site. 

 C. Electronically on the NYITCOM SGA Website and shared JB SGA Google Drive

ARTICLE VII – STANDING RULE AMENDMENTS 

Section 1 Proposal of Amendments 

Amendments to these Standing Rules may be proposed in writing by any member during any regular or special meeting of the SGA General Council. 

Section 2 Voting on Proposed Amendments 

Proposed amendments shall be voted upon only after the introduction and discussion of the proposal in a regular or special meeting of the SGA General Council with quorum as outlined in the Bylaws. 

Section 3 Adoption 

Proposed amendments will become effective immediately following an affirmative vote of a simple majority of members present and will be recorded and kept on file by the SGA Secretary.