ASCC Bylaws on Meeting Protocol of Student Groups
The Associated Students of Cuesta College (ASCC) Constitution is the framework for which the organization is expected to conduct itself. It gives guidelines for which the ASCC is to follow. Some of these guidelines include the purpose:
- to promote educational advancement;
- to provide resources and guidance to student organizations;
- to promote student rights and provide effective representation of student interests and concerns;
- to promote a positive public image and to enhance the campus environment;
- to ensure good communication between students, faculty, administration, and the community;
- to inform students of available resources and services;
- to promote the development of student leadership and service;
- to encourage greater involvement on campus; and,
- to serve the best interests of the students of Cuesta College.
In the spirit of shared governance, the expectation is that student leaders will be accountable and responsible to actively participate in decisions that directly affect their constituency-the students of Cuesta College. In order to achieve this goal, Student Senate, the recognized student association for the San Luis Obispo County Community College District, will designate specific committees and recognized associations to conduct the organization’s business.
Meetings of the Associated Students of Cuesta College
Meetings that are designated relevant to the organization include, but are not limited to: Student Senate, Executive Cabinet, Judicial Council, Legislative Committee, Programming Committee, Elections Committee, Finance Committee, and the spring semester Budget Development Committee. The college district will provide the coordinator of Student Life & Leadership or designee as the advisor who will work with the ASCC to develop rules and regulations necessary for the timely and proper transaction of business.
The ASCC includes a number of people with complementary skills who are committed to a common purpose, performance goals, and approach for which they hold themselves mutually accountable. Therefore, any student senator who attends the designated meetings will have a direct connection between the content and quality of the decisions that will flow from that meeting. Participants should include all persons that have relevant expertise, who are affected by the problem or issue, and who must make the final decisions: Who has relevant expertise?
Who must be in on this decision?
Who will be crucial to the implementation of whatever decision is reached?
Based on these essential premises, the coordinator of Student Life & Leadership or designee must be present at all meetings that are agendized, posted, and in which financial matters are discussed or business action takes place. Since financial matters are discussed and action can only take place at the Executive Cabinet, Student Senate, Finance, and spring semester Budget Development committee levels, these should be the only meetings that require an advisor’s presence. All other committees are advisory; thus an advisor’s presence is recommended, but not required. The exception is Judicial Council, in which a designee of the vice president of Student Services serves as advisor.
It is expected that those student committee chairs who have a meeting without an advisor present are responsible for discussing the intent to schedule a meeting, agenda goals, and sharing the end result of that meeting with advisor.
It is also expected that all student group meetings shall be governed by the provisions of the Ralph M. Brown Act, ASCC Constitution, Robert’s Rules of Order, college policy, and education code.
Meetings of Clubs and Organizations
All student organizations (clubs) must have a staff advisor before college recognition through the Student Senate may be given to the organization. Rules and regulations for clubs and organizations are included in the handbook, How to Be a Successful Club/Organization at Cuesta College, published by the Student Life & Leadership division. Designated staff members that are approved as advisors to Cuesta College clubs and organizations must be present at all meetings of the club and/or organization in which business is transacted.
Exceptions: Meetings of student groups may be held without advisor supervision provided that:
- No official action of the group may be taken without written approval of the advisor.
- Facilities are arranged through an activities request form signed by the advisor who will, in writing, appoint a responsible student to accept responsibility for care of equipment, security of the room, etc., regardless if the meeting is held on or off campus.
Approved Senate 9/4/98