Constitution of the Associated Students of
Yakima Valley Community College
REVISED: April 17, 2007
The name of this organization shall be the Associated Students of Yakima Valley Community College.
We, the Associated Students of Yakima Valley Community College, ordain and establish the Constitution stated below to insure that we as students of Yakima Valley Community College are suitably represented and are able to exercise our rights to participate in decisions concerning our education at Yakima Valley Community College and to represent studentsâ€™ needs and desires under the Constitution and within its jurisdiction.
Section 1. The members of ASYVCC shall be registered students at YVCC.
Section 2. Voting members shall be one representative from each recognized club or organization, Senators-At-Large, and the Executive Board. A representative may only represent one club or organization during a vote.
Section 3. ASYVCC Senators-At Large shall be YVCC students: full or part-time; must maintain a 2.0 GPA, and shall submit an application to the constituency, which they will represent. The constituency will present its recommendation to the Senate and they must be approved by a two-thirds vote of the Senate. They may hold this position for two years.
A. Represent constituency named in application.
B. Attend all Senate meetings. If three (3) or more meetings per quarter are missed, voting privileges will be revoked.
C. Be a voting member of the Senate.
D. Report their activities to the Senate on a quarterly basis, as requested.
E. Participate in Senate activities (i.e. retreats, workshops).
There will be nine (9) Senators-At-Large representing the following constituencies: Athletics, Day Care, Cultural Programs, Intramurals, LARC Peer Tutoring, Literary Journal, Playmasters, Vocal Music, and Wind Music.
Section 4. Established clubs and organizations shall be re-recognized upon the yearly submittal of the proper application forms at the beginning of fall quarter. The Senate must approve the club by a two-thirds majority.
At any time during the academic year, new clubs and organizations can petition for recognition. They must have at least 5 members/officers, an advisor, and a club constitution to do this.
Section 5. To maintain recognition status, each club and organization shall attend all senate meetings. Should a club or organization be absent for three or more meetings a quarter, voting privileges will be revoked, the clubâ€™s financial account frozen and the use of the YVCC facilities will cease.
The Grandview Campus or any branch campusâ€™s clubs will attend one random meeting per month. Weekly contact is advised with the ASB Executive Office and the Grandview Campus Coordinator.
To be reinstated after privileges have been revoked, a club or organization must be represented at two consecutive Senate meetings.
Prior to the second consecutive meeting attended, the representative must ask to be placed on the agenda to request re-instatement of their club by the Senate.
Section 6. If a Senator-at-Large, or elected officer, desires to resign they shall submit a resignation in writing to the ASYVCC President who will present it to the Senate.
Article IV-Executive Officers
Section 1. The officers of the ASYVCC shall collectively be called the Executive Board and shall individually be:
A. ASYVCC President
1. The President shall serve as chairperson of the ASYVCC Senate.
2. The President shall make all recommendations for appointments to the college boards and committees for confirmation of the Senate.
3. The President will recommend to the Senate any replacements for appointments due to lack of attendance or failure to perform duties.
4. The President may delegate any of those duties that are deemed necessary to accomplish the goals and objectives of the voting members of the Executive Board.
5. The President is a voting member of the Executive Board and Senate.
1. The President shall attend all Senate and Executive Board meetings.
2. The President of the ASYVCC is responsible for the management of ASYVCC operations; implementation of ASYVCC policies; and working cooperatively in the best interest of students with the faculty, administration, staff, and the District 16 Board of Trustees.
3. The President is responsible for representing the Executive Board in the YVCC budget development process for funding yearly objectives.
4. The President, or designee, is responsible for justification to the Senate of all encumbrances, allocations, and disposition of ASYVCC Reserve Account and Campus Project Reserve Account.
5. The President will be accountable to the Senate for reports summarizing the activities of the District 16 Board of Trustees, WACCS, WACCSAP, and other ASYVCC related activities.
6. The President must maintain a 2.5 GPA (cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
7. The President may be asked to assist in other areas as needed.
B. ASYVCC VICE PRESIDENT
1. In absence of the President, the Vice President will be Acting President.
2. The Vice President shall serve as the chair of the Students Activities Committee.
3. The Vice President shall serve as a liaison to ASYVCC recognized clubs and organizations.
4. The Vice President shall coordinate ASYVCC elections and have authority to develop necessary policy and regulations.
5. The Vice President is a voting member of the Executive Board and Senate.
1. The Vice President shall attend all Senate and Executive Board meetings.
2. The Vice President will be responsible for the coordination of student activities with the Directors for Student Programs.
3. The Vice President is responsible for making weekly reports to adviser and senate.
4. The Vice President is responsible for working with the Directors for Student Programs to develop an ASYVCC calendar of events.
5. The Vice President will be responsible for working with clubs/organizations to develop a balanced calendar of activities and fund raisers.
6. The Vice President will work with the Secretary to oversee coordination of ASYVCC elections.
7. The Vice President must maintain a 2.5 GPA (cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
8. The Vice President may be asked to assist in other areas as needed.
C. ASYVCC Director for Public Relations
1. The Director for Public Relations is a voting member of the Executive Board and Senate.
1. The Director for Public Relations shall attend all Senate and Executive Board meetings.
2. The Director for Public Relations will facilitate communication and cooperation throughout the college and community, providing information and assistance in the form of liaison with students and staff in the SRC, HUB, and student lounges. May produce calendars, flyers, posters, newsletters, WEB page material, reader board data, videos, etc.
3. The Director of Public Relations must maintain a 2.5 GPA (cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
4. The Director of Public Relations may be asked to assist in other areas as needed.
D. ASYVCC Treasurer
1. The Treasurer serves as chairperson of the ASYVCC S&A Fee Budget Committee.
2. The Treasurer monitors budget appropriations and expenditures, and establish a working relationship with student clubs to discuss budget matters.
3. The Treasurer is a voting member of the Executive Board and Senate.
1. The Treasurer will attend all Senate and Executive Board meetings.
2. The Treasurer will provide a report of Executive Board related expenditures at the third regularly scheduled meeting of each month.
3. The Treasurer will assist in tabulating revenue for ASYVCC sponsored events.
4. The Treasurer must maintain a 2.5 GPA(cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
5. The Treasurer will be responsible for chairing an ASYVCC Club Treasurerâ€™s meeting at least twice each quarter, excluding summer quarter.
6. The Treasurer may be asked to assist in other areas as needed.
E. ASYVCC Secretary
1. The Secretary shall serve as ASYVCC election commissioner. This may include advertising elections via posters, ASYVCC Newsletter, arranging a Candidates Day, assisting with elections, ballot counting with advisor, and planning the installation process.
2. The Secretary will be a voting member of the Executive Board and the Senate.
1. The Secretary will attend all Executive Board and Senate meetings and record full and accurate notes of these meetings. All Senate meetings will be video taped.
2. The Secretary will type and distribute agenda and minutes of all meetings at least two (2) days prior to and following each meeting with copies to the College President, Coordinator of Student Life, Senate, and Executive Board. Copies will also be posted in a display case in the HUB.
3. The Secretary must maintain a 2.5 GPA(cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
4. The Secretary will record and file any and all pertinent information concerning Senate and Executive Board business such as applications for office, ASYVCC Constitution, club constitutions, committee appointments, memorandums, all correspondence, etc.
5. The Secretary will be responsible for typing duties pertaining to Executive Board business, Senate committees, inter-office memorandums, and Board standing committee reports.
6. The Secretary will maintain an accurate ASYVCC Senate membership list which contains names of clubs, club advisors, club officers, and meeting times, places and dates of each club.
7. The Secretary will take roll call at each Senate and Executive Board meetings.
8. The Secretary will ascertain when clubs or members become eligible or ineligible for voting purposes and notify clubs, club advisors, and club members of their status in writing.
9. The Secretary will maintain current labels on club mail boxes and transfer mail to advisor mailbox if not picked up during the week.
10. The Secretary may be asked to assist in other areas as needed
F. ASYVCC Director for Student Programs (Two)
1. Both Directors for Student Programs will be voting members of the Executive Board and the Senate.
1. The Directors for Student Programs will coordinate all responsibilities with ASYVCC Vice President and Advisor.
2. The Directors for Student Programs will organize, publicize, produce, and evaluate student programs. Maintain program file and information. Plan and provide a balanced program of activities for all students.
3. The Directors for Student Programs will attend all Senate and Executive Board meetings and announce program events.
4. The Directors for Student Programs will keep a master calendar in the office of relevant campus events.
5. The Directors for Student Programs must maintain a 2.5 GPA (cumulative) with 10 credits or more. In the event the GPA requirement is not met, the officer must resign from his/her position. If there are extenuating circumstances he/she may petition the Executive Board for permission to ask the Senate for reinstatement.
6. The Directors for Student Programs may be asked to assist in other areas as needed.
Section 2. Officers may be members of any club or organization, and may hold an Office in that club or organization, and will abstain from voting in matters that could be a conflict of interest pertaining to the club or organization in which they hold an office.
Section 3. Elections of the President, Vice President, and Treasurer, shall be held on the third Tuesday of April during Spring Quarter at both Grandview and Yakima Campuses. The Swearing-in of all newly elected officers shall be at the end of the year awards ceremony in June. Interviewing and hiring of the Directors for Student Programs, Director for Public Relations and Student Living, and the Secretary shall also take place at the Yakima campus in April and they shall be installed at the same time as the President, Vice President, and Treasurer.
Section 4. All officers shall serve for one year and their terms of office shall begin following installation.
Section 5. No officer shall hold more than one office at a time, and no officer shall be eligible to serve more than two consecutive terms in the same office.
Section 6. Reason for Removal of an officer:
1. Failure to fulfill responsibilities as outlined in Job Description.
2. Misrepresentation of Office reflecting poorly on the college.
3. Any violation against student code of conduct, as stated in Code of Student Rights and Responsibilities, WAC 132P-33-170 Violation.
4. Failure to attend meetings, unexcused absences for a period of one week shall be cause for a letter of resignation request.
Any of the above reasons will give the Executive Board, Senate, or Student Body justice to begin the removal process.
Section 7. Procedure for Removal of an Officer:
1. Complaints and accusation shall be brought to the Executive Board to be presented to the accused for action or resignation.
2. In the case that there is no action by the accused to the complaints, petition may be started needing 5% of registered students signatures to continue removal process.
3. After a full petition is acquired, a public hearing with the Senate and other interested student members will take place, presided over by the President or President Protemp.
4. The final step of the removal process will be a vote by the Senate and Executive Board, needing a simple majority of votes to pass.
In the case of complete removal of an officer, a special election will be held to replace the position.
Section 8. The Executive Board may act for the Senate at those times when it is impossible to secure Senate approval. Such decision or actions shall be communicated to the Senate at the next regularly scheduled meeting. The Board shall be subject to the orders of the ASYVCC, the Coordinator of Student Life, the Administration, and Board of Trustees. There must be a majority of Board members to vote on an issue.
Section 9. Regular meeting dates and times of the Executive Board shall be announced each quarter.
Section 1. The Vice President shall be responsible for coordinating elections and have the authority to develop necessary policy and regulations to effectively manage ASYVCC elections. In the event that the Vice President runs for office, she/he will remove themselves from the election process.
Section 2. The President shall appoint the Secretary as the Election Commissioner.
Section 3. The election for President, Vice President, and Treasurer will take place on the third Tuesday of April. The polls shall be open at such hours as to ensure access to all students, including evening students.
Section 4. The Vice President and Secretary shall prepare for an election by:
A. Preparing and posting publicity in such a manner as to ensure that all Associated Students of YVCC shall be informed.
B. Preparing election packets to be distributed to all Associated Students of YVCC showing interest in running for office. The packets shall include applications for candidacy and other materials necessary to acquaint the candidate with the Associated Students of YVCC.
C. Establish and enforce a firm time-line for the election. This shall include but not limited to:
1. Last day and time to file for candidacy.
2. Date of candidates meeting to review election regulations and time-lines.
3. Date of a public candidatesâ€™ forum to be scheduled in such a manner as to provide all Associated Students of YVCC with ample opportunity to hear candidatesâ€™ platforms.
4. Date campaign publicity may be posted, along with specific regulations, consistent with college policy, as to how and where materials may be posted.
5. Date of the election.
D. Arranging for poll watchers, none of whom shall have an obvious interest in the election.
Section 5. To be considered eligible for candidacy, an Associated Student of YVCC shall:
A. Display an intense interest in the management of student affairs.
B. Be willing to make a commitment to fulfill the job description for the office for which the candidate intends to file.
C. Have completed at least 10 credit hours and have a cumulative grade point average of 2.5 or higher.
Section 6. The Campaign regulation shall include but not be limited to:
A. No candidate may knowingly misrepresent the platform of his/her opponent.
B. No candidate may distribute gifts or render gratuities of any kind to Associated Students of YVCC.
C. Each candidate is personally responsible for his/her own conduct and the conduct of any designated campaign supporters.
D. Only Associated Students of YVCC may campaign for or endorse candidates.
E. All campaign materials must be removed from campus the day before elections.
F. No candidates shall be closer than fifty (50) feet to a designated polling place, except when casting a ballot or enroute to or from a class in which the candidate is currently enrolled.
G. The use of ASYVCC materials, supplies, and equipment for the manufacture of campaigning will be available for all candidates. The use of any other college material, supplies, or equipment is prohibited.
H. No candidate may expend more than fifty (50) dollars total, or utilize services or materials donated that exceed a fair market value of fifty (50) dollars for his/her campaign. A candidate upon request, shall present to the Vice President receipts for any or all materials and/or services purchased, and descriptions or samples of materials and/or services purchased, and descriptions or samples of materials and/or services donated.
I. All candidates must run independently of all others, and may not distribute material that contains reference, by name or implication, to any other candidate.
J. All candidates shall conform to the rules stated herein or become subject to penalty.
Section 7. Violations of elections regulations shall be dealt with as follows:
A. Any Associated Student of YVCC may initiate a complaint against a candidate for an alleged violation by presenting any member of the Executive Board, or the Coordinator of Student Life, a signed statement including the location, time and nature of the alleged violation.
B. The receiving party will forward the complaint to the Vice President with the greatest possible speed who will then serve written notice to the accused in the company of a fellow Executive Board officer, acting as a witness, including a copy of the complaint and a summons to a hearing.
C. The hearing will take place no sooner than one (1) class day after serving notice to the accused, but no more than three (3) days after the receipt of the original complaint.
D. No complaints will be considered valid if received later than eight (8) calendar days after an election.
E. The complaint shall be heard by the Executive Board. The accused, the plaintiff, and the Coordinator of Student Life shall also be present. Both sides of the issue have the right to call witnesses on their behalf. After the hearing of the evidence and discussion, the Executive Board shall vote on the guilt or innocence of the accused. A two-thirds (2/3) vote in the affirmative is required for conviction.
F. If the accused is found guilty, the Executive Board will then determine a fair penalty to impose. Criteria to be considered are:
1. The effect the violation had on the outcome of the election.
2. The degree to which the candidate had control over the situation.
3. The speed with which the problem was corrected, or the number of subsequent violations of a similar nature.
H. Penalties shall take form as:
1. A reprimand.
2. Disqualification of candidacy.
3. Disqualification and a recommendation to the Dean of
Enrollment/Student Services for further disciplinary action as outline in the Student Rights and Responsibilities Handbook.
I. Conviction under the following condition shall warrant immediate disqualification of candidacy:
1. The violator had already received one (1) reprimand for a previous violation during the current election.
2. The violator was found guilty of personally soliciting votes within fifty (50) feet of a polling location, or in any way attempting to influence voters through bribes, promises of gifts, threats of violence or other disreputable methods.
3. The violator was found guilty of tampering with ballots or ballot boxes, or harassment of poll watchers.
Section 8. Ballot preparation and voting regulations:
A. Only Associated Students of YVCC students shall be eligible to vote. Members shall cast only one (1) ballot and present identification to the poll watcher (League of Women Voters) to verify Association membership.
B. Measures will be taken to assure no duplicate ballots are cast.
C. The order of candidateâ€™s names per position will be determined by a coin toss at the candidates meeting. Blocks or party tickets are strictly prohibited.
D. The master ballot will be signed by the Vice President and the Coordinator of Student Life and each subsequent ballot will be numbered.
E. The ballot boxes will be securely locked prior to the start of the election, and remain so until its conclusion. The keys shall be in control of the Coordinator of Student Life, or his/her designees, during the election.
Section 9. The counting of the ballots:
A. After the final closing of the polls, the Coordinator of Student Life, or his/her designee, and three members of Associated Students of YVCC designated by the Vice President shall open the ballot boxes and assist the League of Women Voters to count the ballots.
B. A plurality vote wins. In the case of a tie, a run-off election between the tied candidates shall occur within one (1) week.
C. The election results shall become validated eight (8) calendar days after the election, assuming no complaint is filed. In the event of a complaint, the results will become validated after eight (8) calendar days, or the conclusion on the hearing of the complaint and all appeals, whichever is later.
Section 10. Should a candidate be disqualified after having been elected, the candidate with the next largest number of total votes cast for that office shall assume to that office. If the position was unopposed, the President-elect shall appoint a qualified student to fill the vacancy after taking office.
Section 11. All action of discipline by the Executive Board shall carry with it the right of appeal by those affected as outlined in the appeals procedure contained in this document, Article IX.
Section 12. No Executive Board member, or any Associated Student of YVCC may take part in running the election, or sit on the board hearing a complaint or appeal, if they themselves are a candidate for office.
Section 1. The regular meeting of the ASYVCC Senate shall be held weekly during Fall, Winter, and Spring quarters with the exception of the first week of each quarter, finals week, and any holidays that fall on the meeting day, unless otherwise ordered by the President. Monday, 12:30 to 1:00pm shall be designated as the weekly meeting day and time.
Section 2. Special meetings may be called by the President or by the Executive Board. Except in cases of emergency, at least two (2) days notice shall be given.
Section 3. A quorum of the Senate shall consist of those members present.
Section 1. Services and Activities Fee Budget Committees - See Financial Code.
Section 2. Student Activities Board - provides an avenue for participation in various campus activities for students, staff, faculty, and the community of District 16.
Section 3. Student Services Advisory Council - (two students appointed in October) meets as needed during Fall, Winter, and Spring quarters to discuss and advise with the Dean of Enrollment and Students Services, problems/challenges the ASYVCC may have.
Section 4. Financial Aid Advisory and Scholarship Committee - (one student appointed in October) meets as needed to review scholarship applications and make recommendations, and review policies of the Financial Aid Office and make recommendations.
Section 5. Safety Committee - (two students appointed in October) meets no less than quarterly to review matters involving physical safety of the campus.
Section 6. Curriculum Committee - (two students appointed in October) usually meet twice monthly on the second and fourth Tuesday of each month to review and approve or disapprove new courses and programs.
Section 7. Student Hearing (Appeals) Committee - (three students) recommended by the ASYVCC Senate to sit on this nine-member committee to hear student appeals concerning code of conduct.
Section 8. Tenure Committee - (one student appointed per faculty member as recommended by that faculty member) meets at least once monthly. Note: new faculty are on probation for three (3) years. During this time performance is reviewed and evaluated.
Section 9. Such other committees, standing or special, shall be appointed by the President as the ASYVCC Senate or Executive Board shall, from time to time deem necessary to carry on the work of the ASYVCC. The President shall be ex officio as member of all committees.
Article VIII-Parliamentary Authority
The rules, revised and simplified, contained in the current edition of Robertâ€™s Rules of Order Newly Revised shall govern the ASYVCC in all cases to which they are applicable and in which they are not inconsistent with this Constitution and any special rules of order the ASYVCC may adopt.
Article IX-Amendment of Constitution
This Constitution may be amended at any regular meeting of the ASYVCC by a two-thirds vote, provided that the amendment has been submitted in writing at the previous meeting and reviewed by all Senate Clubs and organizations.
On dissolution of the Associated Students of Yakima Valley Community College, the executive officers, after paying or making provisions for paying all liabilities of ASYVCC, shall dispose of its assets exclusively to the YVCC Foundation of YVCC student scholarships.