Amherst Assosciation of Students

• Home
• Constitution
• Minutes
• Members
• Committees
• Voting
• Vans
• Clubs
• Bradley Shuttles
• Budgetary Committee

The Constitution of the Association of Amherst Students

Contents

• PREAMBLE
• COMPOSITION OF THE AAS
• I. THE SENATE
• A. Purpose
• B. Composition
• C. Powers and Duties of Senators
• D. Ad Hoc Committees
• E. Class Senators
• II. MEETINGS OF THE STUDENT SENATE
• A. Meetings
• B. Voting and Procedure
• C. Attendance without Vote
• D. Special Senate Meetings
• E. Minutes and Agendas
• F. Binding Nature of Decisions
• G. Parliamentarian
• III. SENATE COMMITTEES
• A. Purpose
• B. Senate Committees
• C. Class Councils
• D. Committees and Senate Elections
• IV. BUDGETARY COMMITTEE
• A. Purpose
• B. Composition
• C. Treasurer Powers and Duties
• D. Committee Member Powers and Duties
• E. Non-discrimination Policy
• F. Allocation Process
• G. Survey of Student Interests in Funding
• V. ELECTIONS COMMITTEE
• A. Purpose
• B. Composition
• C. Powers and Duties of the Elections Committee Chair
• D. Elections Schedule
• E. Voting/Candidacy Rules and Eligibility
• F. Elections Procedures
• G. Election Outcome Rules and Procedures
• H. Campaign Rules
• I. Filing a Complaint
• VI. EXECUTIVE BRANCH
• B. President
• C. Vice-President
• D. Treasurer
• E. Secretary
• F. Judiciary Council Chair
• G. Absences/Resignations/Removals
• VII. JUDICIARY COUNCIL
• A. Purpose
• B. Composition
• C. Judiciary Chair Powers and Duties
• D. Judiciary Council Powers and Duties
• E. Complaints
• F. Review and Recognition Board
• G. Review of Bylaws
• VIII. RESIGNATIONS AND/OR REMOVALS
• A. Purpose
• B. Judiciary Proceedings
• C. Student Proceedings
• D. Senate Hearings
• E. Replacements
• F. Abroad/Time Off
• IX. SURVEYS
• A. Surveys held by the AAS
• B. Surveys initiated by an individual
• C. Survey Timeline
• X. REFERENDA
• A. Petition by the Student Body
• B. Vote by the Senate
• XI. ADOPTION
• A. Interim Elections Committee
• B. Elections
• C. Senate Changeover
• D. Extended Terms
• E. Budgetary Transition
• THE BYLAWS OF THE ASSOCIATION OF AMHERST STUDENTS
• I. EXECUTIVE BRANCH
• II. AAS BUDGET PERCENTAGES
• III. MASTER GENERAL FUND
• IV. RECOGNIZED CLUB BUDGET ALLOCATION
• V. DISCRETIONARY FUNDING AND APPEALS
• VI. CHECK REQUESTS AND PURCHASE ORDERS
• VII. GUIDELINES FOR EVALUATION DURING REVIEW &RECOGNITION
• VIII. COMMITTEE ELECTIONS
• IX. OATH OF OFFICE
• X. Awards

PREAMBLE

We, the students of Amherst College , acknowledge our responsibilities to ourselves as individuals, to the community, and to each other, and shall pursue the ideals of all without denying the ideals of one. We shall establish a community in which each individual is accepted and in which each individual participates. Promoting the free interaction and exchange of ideas, we declare our commitment to articulating student voices for advancing action and change. We shall use our collective voice to take an active role in affecting the College's policies and priorities. In affirmation of these principles and to ensure fair representation for all Students we hereby establish the Association of Amherst Students.

COMPOSITION OF THE ASSOCIATION OF AMHERST STUDENTS

All students shall be members of the Association of Amherst Students (AAS) and shall have voting powers in campus elections, by virtue of paying the student activities fee. The AAS shall function by means of three separate branches: the Executive Branch, Judiciary Council, and the Senate. All seats shall be filled by members of the AAS. Each of these branches shall serve a unique role as outlined in the Constitution and Bylaws. The Executive Branch shall be comprised of officers elected by the Student Body. The Judiciary Council shall be comprised of both Senators and members of the AAS. The Senate shall be comprised of Senators elected by each class to represent their views and ultimately those of the entire AAS. While each of these branches is unique in function, they shall also serve to keep a check on one another, to maintain balance of power and a collective Student voice, and to ensure a fair and efficient AAS.

CONTENTS

I. THE SENATE

• A. Purpose

  The Senate shall represent the Student Body, serve as an advocate for student interest, and present a forum for opinions and issues to be raised. Senators shall be charged with representing the issues of their respective constituencies by informing the Senate of how different policies and issues shall affect their communities and declaring that stance through their vote. The Senate shall represent the Student Body to the Faculty, the Administration, and the community at large.

• B. Composition
  • The Senate shall consist of the following elected representatives:
    • 1. Eight (8) Senators elected from each class.
• C. Powers and Duties of Senators

  Senators shall:

  • 1. Actively seek and voice the opinions and ideas of their respective constituencies.
  • 2. Report activities of the Senate to their respective communities, and make themselves known and available to their constituents.
  • 3. Sophomore, Junior, and Senior Class senators must serve on at least one, and may serve on no more than four, standing student, faculty, administrative, or trustee committees, in addition to their respective class councils. First-Year senators shall be exempted from the requirement to serve on any standing or faculty committees, assuming all available positions are occupied.
  • 4. Form ad hoc committees to address specific issues.
  • 5. Attend weekly Senate meetings.
  • 6. Collaborate with students and student organizations.
  • 7. Participate in a retreat to be scheduled and organized by the Executive Branch.
• D. Ad Hoc Committees
  • 1. The Senate shall create ad hoc committees at its discretion. All ad hoc committees shall be under the jurisdiction of the Senate.
  • 2. If the committee desires a chair, the chair shall be selected from within the committee.
  • 3. A quorum of 2/3 of the committee shall be required to conduct business.
  • 4. Any actions of the committee shall be submitted to the full Senate for approval.
  • 5. Provide a monthly written report to the Vice-President for inclusion with the agenda of the first meeting of each month.
• E. Class Senators

  The Role of the Class Council and the Class Council Chair:

  • 1. Each class shall elect Eight (8) Senators. Each senator is responsible for serving on the behalf of his or her class constituency, and that senator's vote shall reflect the opinions of his or her constituency.
  • 2. The Eight (8) Class Senators shall constitute a Class Council. They shall appoint from amongst themselves a Class Council chair to act on behalf of the council in communicating with the class. This chair must be announced by the first scheduled meeting of the fall semester, except in the case of First-year Senators, who shall appoint their Class Council chair by their third scheduled Senate meeting.
  • 3. Each senator will be required to perform one project per year that benefits the student body. Students may form groups composed of not more than four (4) senators to work together on large projects. Each project must be approved by the Senate. Funding from these projects will be derived from the "Senate Fund" portion of the Master General Fund. In the event the "Senate Fund" is depleted, requests may go through the discretionary processes as though it were a normal discretionary request from a club or other non-AAS associated entity. On the Last Monday of March, Senators must submit their progress, including purpose, procedures, and outcomes for their project to the Judiciary Council. Only JC members elected from the student body at large will review and make recommendations regarding which Senators have successfully completed the requirement. The JC may recommend that a Senator has "completed" his or her project if and only if they are absolutely certain that the project will be completed by the end of that academic year, even if it has not been completed when the report is filed (i.e. an event has been completely scheduled and booked when the report is filed, but the actual event will not take place until after the last Monday of March). Senators who fail to complete their project as determined by the JC recommendations will be barred from re-election for one year, ending in the first week of April in the year following.
  • 4. Class council may call all-class meetings to consult their classes on issues raised in the Senate and/or on their class projects.
  • 5. At least one eligible member of each class council shall attend faculty meetings.

CONTENTS

II. MEETINGS OF THE STUDENT SENATE

• A. Meetings

  Members of the Senate and Executive Branch are expected, barring emergencies, to attend Senate meetings. Meetings shall be held each full week the College is in session. Any Senator or member of the Executive Branch unable to attend a Senate meeting should inform the Vice-President of the reason for the absence. Any Senator or member of the Executive Branch who fails to attend three (3) meetings per semester shall forfeit his or her seat on the Executive Branch or the Senate and its associated committees.

• B. Voting and Procedure

  All elected Senators shall have the right and responsibility to attend Senate meetings, with voice and vote.

  • 1. The presence of two-thirds of those Senators eligible to vote shall constitute a quorum for the transaction of business at any meeting of the Senate.
  • 2. Senate meetings shall follow Robert's Rules of Order.
  • 3. In a vote outside of a meeting of the Senate, quorum shall consist of two-thirds (2/3) of Senators responding in the affirmative, the negative, or with an abstention.
• C. Attendance Without Vote

  Any member of the AAS may attend and participate in meetings of the Senate. Guests may be placed on agendas or invited to speak at specific meetings of the Senate by the Vice-President.

• D. Special Senate Meetings

  Special meetings of the Senate may be called by the Vice-President or by petition of 1/3 of the Senate.

• E. Minutes and Agendas

  Minutes of past meetings and agendas for upcoming meetings shall be distributed no later than 48 hours before meetings.

• F. Binding Nature of Decisions

  All decisions arrived at by vote of the Senate shall be binding, and all members are expected to adhere to the spirit and letter of such decisions.

• G. Parliamentarian

  The Vice-President shall appoint a Parliamentarian from within the Senate, who shall be familiar with Robert's Rules of Order and Parliamentary Procedure. Their term shall last from the time of appointment until the Spring Election cycle.

CONTENTS

III. SENATE COMMITTEES

• A. Purpose

  The Senate shall address the concerns of the Student Body in part through the work of all committees.

• B. Senate Committees
  • 1. All Senate committees shall be under the jurisdiction of the Senate.
  • 2. The Senate shall have two (2) standing student committees, the Budgetary Committee and the Elections Committee, as well as the four (4) class councils.
  • 3. Members of the Senate shall fill the seats of all standing Senate committees, all ad hoc committees, and all faculty, administrative, and trustee committees. This excludes any seats in the Constitution explicitly designated for non-Senators.
  • 4. All Senators are expected to attend their respective committee meetings with the same diligence with which they attend full Senate meetings. However, committees shall set their own meeting schedules and guidelines unless otherwise mandated by the Senate.
• C. Class Councils

  All Senate members elected from their class shall sit on the Class Council for their graduating class. the class they are elected to represent.

• D. Committees and Senate Elections
  • 1. All committee seats shall be filled by Senators elected by the Senate. Each Senator shall fill at least one and no more than Four (4) committee seats in addition to their Class Council.
  • 2. In the case of a student Senator who is elected by the Senate to serve on a Faculty, Administrative, or Trustee committee that has a two-year term, that student shall automatically remain on that committee during the second year even if that Senator is not reelected. In this case, committee obligations will remain unchanged.
  • 3. In the case that a standing Senate committee or student-faculty committee seat is vacant, the Senate shall have another round of elections within the Senate. If the seat remains vacant, the Senate may appoint a student to fill this position. The appointed student shall be subject to the same attendance requirements as Senators.
  • 4. Faculty, Administrative, and Trustee committee members shall not be allowed to resign from their committee seats unless they are also resigning from the Senate, except in instances accepted by the Vice-President.
  • 5. All Faculty, Administrative, and Trustee committee elections shall take place before the Senate recesses for the summer. The faculty handbook will be the authority on the composition of Faculty, Administrative, and Trustee committees.
  • 6. Appointments Board
    • A. Composition and Qualifications
      The Appointments Board shall be composed of:
      • 1. The AAS President. The President shall serve as chair and an ex-officio member. In the case of ties the President will cast the deciding vote.
      • 2. The AAS Secretary. The Secretary shall serve as an ex-officio member.
      • 3. Six members. They shall be selected by the Senate. Members of the appointments board must have previously served on a faculty committee. No person shall be member of the Appointments Board for the same session as he or she holds any other office of the AAS.
    • B. Duties and Powers
      The Appointments Board shall:
      • 1. Recommend student members to the Senate for all at-large positions for relevant committees. Recommendations shall be non-binding.
      • 2. Assign each member of the Board to serve as a direct liaison to several committees and report to the Senate on committee activity. The Board shall be responsible for keeping the record of attendance and reporting violations of the attendance requirement.
    • C. Selection of Appointments Board Members
      Members of the Appointments Board will be chosen by the following process:
      • 1. The Secretary will contact all students who have formerly sat on faculty committees to determine who would be interested in serving on the Board.
      • 2. Interested students will submit a statement of no more than 250 words to the Secretary explaining their interest in sitting on the Appointments Board as well as their experience.
      • 3. The Senate will review these statements and then vote to select candidates to sit on the Board. Each Senator will receive six votes, and six candidates receiving the most votes will be elected to the Appointments Board. The AAS Vice-President shall break any ties.
      • 4. The Appointments Board's term will begin on the third Monday of April and continue until the following April.
      • 5. In the event that not enough candidates express interest in being on the Board, the seats will be opened up to (in order) Senators, then JC members, then students-at-large. These students must submit written statements of length no more than 250 words. The Senate will appoint members to unfilled Board positions from this pool.
    • D. Committee Seats
      • 1. The following seats are allocated to members of the student body at large:
      • a. Dining Services: two (2) at-large members
      • b. Committee on Priorities and Resources: one (1) at-large member
      • c. Committee on Educational Policy: one (1) at-large member
      • d. Admissions and Financial Aid: one (1) at-large member
      • e. Library Committee: one (1) at-large member
      • f. Physical Education and Athletics: one (1) at-large member
      • g. IT Policy: one (1) at-large member
      • h. Residential Life: one (1) at-large member
      • 2. If any of these seats cannot be filled by students-at-large, or if the Senate rejects all applications by students-at-large, the senate is authorized to elect a Senator to fill the seat.

CONTENTS

IV. BUDGETARY COMMITTEE

• A. Purpose

  The Budgetary Committee shall be charged with allocating the student activities fund. Funds shall be distributed to students and AAS-recognized student organizations in order to facilitate programming of events and functions that serve the campus community. This committee shall also be charged with recommending changes in the comprehensive student activities fee to the Senate.

• B. Composition

  The Ten (10) members of the Budgetary Committee shall be:

  • 1. The Treasurer (Chair)
  • 2. Eight (8) members elected from the Senate
  • 3. The President (ex-officio)
  • 4. All decisions shall be made by a simple majority, but a quorum of 2/3 is required to vote.
• C. Treasurer Powers and Duties

  The Treasurer (Chair) shall:

  • 1. The Treasurer shall chair the committee and only vote in the case of a tie.
  • 2. Set the agenda for Budgetary Committee meetings.
  • 3. Pay all 5-College community, administrative, daily maintenance and other necessary costs and fees required each year.
  • 4. Create and present a balanced operating budget for the AAS for the following academic semester to be approved by majority vote of the Senate. The budget should appropriate amounts of money for:
    • a. Master General Fund
    • b. Recognized Club Budget Allocation
    • c. Discretionary Funds
  • 5. Present the fall budget to the Senate for approval no later than the last regularly scheduled Senate meeting prior to the swearing in of the new Senate; in addition, present the spring budget to the Senate for approval by the last regularly scheduled Senate meeting of the semester.
  • 6. All uses of AAS funds that have not been budgeted must be approved by majority vote of the Senate.
  • 7. Divide AAS recognized clubs among committee members in a way that ensures that committee members are in charge of organizations that vary in nature or purpose. This distribution should ensure no Budgetary Committee member is in charge of any organization in which he or she is involved.
  • 8. Maintain and keep records of the AAS budget to be archived by the secretary, written and electronically, at the end of each semester.
  • 9. Ensure minutes are taken at all meetings.
  • 10. Pay all AAS employees as stated in the Bylaws.
  • 11. Ensure the maintenance of the Budgetary Committee website by the AAS webmaster.
  • 12. Hold a meeting of all AAS recognized club heads and treasurers by the second week of the semester with the sole purpose of orientation to policies and procedures relating to the use of AAS funds.
  • 13. By the fourth meeting of each semester present the Senate with a timeline for approving group budgets.
• D. Committee Member Powers and Duties

  The members of the Budgetary Committee shall:

  • 1. Work with organizations to facilitate procedures for submitting budgets.
  • 2. Distribute and make available the Constitution and bylaws regarding funding to students and student organizations requesting funding.
  • 3. Collectively allocate the student activity funds to AAS-recognized organizations.
  • 4. In the event of the absence and/or resignation of the Treasurer, appoint an interim chair with approval of the Executive Branch. The interim Treasurer (chair) shall relinquish all other Senate positions while serving as interim Treasurer.
• E. Non-discrimination policy
  • 1. All students and organizations receiving full or partial funding from the AAS may not discriminate in any manner based on arbitrary criteria, including, but not limited to, age, sex, sexual orientation, religion, handicap, economic status, nationality, or ethnic origin. Special exceptions may be made by a majority vote of the Senate.
  • 2. Funds allocated by the AAS shall be collected from every Amherst College student (via the Student Activities Fee). Thus, all organizations and events funded by the AAS shall have unrestricted membership and/or participation with the exception of special cases approved by majority vote of the Senate.
  • 3. All AAS-funded events shall be advertised to all students. All AAS-recognized organizations shall make every reasonable attempt to ensure that Amherst College students are aware of their events and activities.
  • 4. Admission shall not be charged to any AAS-funded events unless approved by the Senate.
• F. Allocation Process

  All organizations shall file with the AAS current financial disclosure and organization leadership information forms. One person from any recognized student organization shall serve as the liaison between the AAS-recognized organization and the AAS. This liaison shall collaborate with the Budgetary Committee to ensure forms are updated whenever necessary and that information is accurate. The procedures for club allocation shall be:

  • 1. Each semester, Budgetary Committee members shall meet with their respective AAS-recognized student organizations to review their budgets.
  • 2. Student organizations requesting funding shall submit their proposed budget for the following academic semester. The AAS Treasurer shall announce the due date for all recognized club budget submissions.
  • 3. The Committee shall give all student organizations a copy of the proposed budget, including requested amounts and the proposed allocations for following academic year semester. The proposed budget shall be voted on by the Senate at the meeting following the Budgetary Committee’s recommendations. Students not satisfied with the proposed budget may appeal to the Senate for changes at that meeting.
• G. Survey of Student Interests in Funding

  In order for the Senate to get a better idea of what kinds of programming and events students would like to see on campus, the Senate shall conduct an annual non-binding survey of student interest.

  • 1. Once annually, on the last Tuesday of February, the Senate shall submit for placement on the ballot a survey of interest in organizations and activities.
  • 2. The survey should be composed in such a way that allows individuals to rank interest areas from most to least important to them.
  • 3. The Treasurer of the AAS shall compose the survey, and a majority of the Budgetary Committee Senate must approve the survey before it goes to the ballot.
  • 4. The Budgetary Committee shall use the results of the survey to better allocate student funds. In no way should the results of this survey ever be seen as binding. Rather, the Budgetary Committee should use the results as helpful guides in distributing the scarce resources of the student body.
  • 5. The survey shall be conducted twice during the 2003-2004 school year. The survey shall be conducted during the first elections in the fall as well as on the last Tuesday in February.

CONTENTS

V. ELECTIONS COMMITTEE

• A. Purpose

  The Elections Committee shall be charged with running AAS elections and voting.

• B. Composition

  The Five (5) members of the Elections Committee shall be nominated by the Senate.

  Appointments to the committee shall be one year in length. These shall be Senators who are not seeking candidacy in the upcoming elections. The Senate shall ratify these nominations with a majority vote. In the case that an elections committee member decides to seek office before the term on the committee is up, that member shall step down and nominations by the Senate shall be taken to fill this seat. The Elections Committee shall appoint its own chair from within the committee.

• C. Powers and Duties of the Elections Committee Chair

  The Elections Committee Chair shall:

  • 1. Serve as the official representative and spokesperson of the Elections Committee.
  • 2. Make agendas for Elections Committee Meetings.
  • 3. Facilitate the submission of all petitions for referenda as specified in Article IX.
  • 4. Announce to the Senate the schedule, candidates, and referenda for upcoming voting.
  • 5. Communicate with student standing, faculty, trustee, and administrative committee chairs, and the AAS Vice-President, regarding vacancies on committees.
  • 6. Count all absentee ballots submitted by e-mail to the AAS e-mail account.
• D. Elections Schedule
  • 1. Elections must take place during the academic semester between the first day of classes and the last regularly scheduled Senate meeting.
  • 2. Spring Elections: the Executive Branch and the Chair of the Judiciary Council shall be elected separately from all other positions on the first Tuesday of April. All campaigning and elections guidelines shall apply to all candidates but all Senate and Judicial Council positions shall be elected the third Tuesday of April.
  • 3. First-year Senate elections shall be announced on the Monday following add-drop period, and they must take place within three weeks of the day of announcement.
  • 4. February elections shall take place on the third Tuesday of February if there are vacant positions within the Senate, Executive Branch, or Judiciary Council.
  • 5. Mid-term elections shall take place when more than 20% of Senate and Judiciary Council seats have been vacated, if any Executive Branch seats have been vacated, or if the Senate authorizes such an election by a two-thirds (2/3) vote.
• E. Voting/Candidacy Rules and Eligibility
  • 1. All students, whether on campus, on leave and returning in the next semester, or abroad for a semester/year, shall be eligible to vote in any all-campus election, and to seek any all-campus position. These students may also vote, and seek candidacy (provided they shall be on campus for the term in which they are running or voting) for class positions.
  • 2. Persons off campus for the semester seeking candidacy shall appoint a proxy, who shall serve in the stead of the candidate, and shall be considered the candidate's representative. Candidates must notify the Secretary of their proxy, who shall be considered official upon confirmation of notification by the Secretary (Secretary shall notify the candidate within 24 hrs of receiving notification). Proxies must abide by all rules for candidates.
  • 3. Students who are between class years, designated by the letter “E” following their class year, shall vote with their current class standing.
  • 4. Spring Executive Branch, Judiciary Council, and Judiciary Council Chair elections are all-campus elections in which seniors may not vote. In Class Senator elections, candidates must be members of the class he/she is representing, and only members of that class are eligible to vote.
  • 5. Candidates may stand for only one position in any individual election.
  • 6. No co-positions shall be allowed.
  • 7. Voters may vote only once for one candidate, but may vote as many times as there are seats available.
• F. Elections Procedures
  • 1. The Elections Committee shall publicly announce an election at least two weeks before the day of the election and shall concurrently publish comprehensive job descriptions for all contestable offices, a statement encouraging student candidacy and voter participation, and a statement of candidate's responsibilities.
  • 2. Each candidate for office shall file a petition bearing his/her signature, the office being pursued, and signatures of no less than twenty-five students from his/her constituency to the Elections Committee. The petitions of candidacy shall be filed at a time prior to the date of election as determined by the Elections Committee. The name of the candidate as given on his or her petition is the name that shall appear on the ballot. Candidates shall also submit a statement of no more than 100 words to be circulated to the Student Body. These statements must be submitted to the Elections Committee by the same date set above for the petition of candidacy. The Elections Committee is responsible for submitting the 100-word statements to The Amherst Student. The Elections Committee is responsible for cutting statements off at the 100th word.
  • 3. At a time determined by the Elections Committee after the statements and petitions are submitted, the Elections Committee shall hold a meeting to discuss and circulate the code of elections with all candidates. Failure to attend this mandatory meeting shall result in termination of candidacy unless prior arrangements have been made for another meeting.
  • 4. The Elections Committee shall sponsor a Speech Night, an evening preceding the elections by at least one day, the object being to allow the candidates to make a public statement and answer any questions posed by members of the audience. The Elections Committee is responsible for notifying the Student Body of Speech Night. Failure by a candidate or their proxy to attend the Speech Night shall result in termination of candidacy.
  • 5. The Elections Committee shall send an all-school email to announce the elections on the day of the elections. No other AAS email list or account maintained and used for AAS purposes (including but not limited to class e-mail accounts) may be used in any way to announce the elections or promote any of the candidates.
  • 6. The Elections Committee shall place the order of candidates on the ballot sheet alphabetically. Incumbents shall be denoted by asterisks appearing after their names. The name of the candidate as given on his or her petition is the name that shall appear on the ballot.
  • 7. The Elections Committee shall post the ballot online at least three (3) days before the election.
  • 8. If feasible, an online voting station shall be made available to the Student Body from 11AM to 2PM and from 5PM to 7PM on the elections day in the Weiller Wing of Valentine. Poll officers in Valentine shall be Election Committee members and are not allowed to influence votes. This includes reminding voters of write-in candidates.
  • 9. The Elections Committee shall keep the polls open for twenty-four (24) hours.
  • 10. After the polls close, the Elections Committee may not release election results for 24 hours, and, in the case of a complaint, shall hold the results. When releasing results, the Elections Committee shall post the results on the AAS website and send an all-school email to inform the Student Body that the results have been released.
  • 11. In the case of a run-off election, all rules regarding election campaigns shall be recognized. The Elections Committee shall schedule the run-off election no more than seven (7) days after the date of the initial election.
• G. Election Outcome Rules and Procedures
  • 1. Executive Branch and Judiciary Council Chair Elections
    • a. Candidates must win over 50% of the vote to win.
    • b. If this goal is not achieved in the first election, there shall be a run-off election of the two candidates receiving the most votes in the first round. No write-ins shall be accepted following the first round of elections.
    • c. In the event that no candidate wins over 50% of the vote, and 1% or less of votes separates one or more other candidates from second place, these candidates along with the first place candidate shall be included in the run-off election. The candidate receiving the most votes shall win the run-off election, regardless of whether or not he/she wins over 50% of the vote.
    • d. If a 50%-50% tie occurs, another election shall be held within a week.
    • e. Write in candidates must garner support from at least 5% of the voters in order to be elected. If an insufficient number of write-in candidates receive this minimum threshold, the positions will remain unfilled until the next scheduled election.
    • f. In case of a potential runoff between write-in candidates, the elections chair must solicit and receive confirmation of each candidates desire to remain in the race before a runoff is held.
    • g. Candidates who wish to run for Executive Branch or Judiciary Council Chair positions, and if unsuccessful, also run for the Senate or Judiciary Council, shall adhere to all candidate regulations and deadlines. Thus, they may submit more than one statement of candidacy concurrently. If such a student is elected to an Executive Branch or Judiciary Council Chair position, their name shall be removed from all other ballots.
  • 2. Senate and Judiciary Council Elections
    • a. The eight candidates in each class receiving the most votes shall fill the eight Class Senator seats.
    • b. The three candidates receiving the most votes shall fill the three Judiciary Council seats.
    • c. If ties among candidates prevent seats from being filled in order, a second election shall be held to determine those seats.
• H. Campaign Rules
  • 1. These rules shall be the ultimate responsibility of the individual candidates, including write-in-candidates, who risk disqualification by non-compliance.
  • 2. Total campaign expenditures shall be limited to $30 for all campus positions and $15 for class positions. An additional $15 shall be allowed for each candidate in a run-off election. Contributions shall be included in this sum. Any campaign item promoting a candidate counts toward this sum. Requests for reimbursement may be made up to 72 hours after the close of the elections to the Treasurer of the AAS. No reimbursement shall be granted without official receipts.
  • 3. Candidates or their representatives shall not loiter in any public area where voting can take place on the day of the election, including campus computers.
  • 4. No signs, posters, or printed material promoting a candidate shall be allowed within 25 feet of any public polling area on the day of the election, as specified in the by-laws or elsewhere in the Constitution.
  • 5. Candidates or their representatives (any persons acting in the stead of a candidate with the authorization of the candidate) shall not deface any other candidate's posters, nor shall they cover any portion of another candidate's poster with their own.
• I. Filing a Complaint
  • 1. Any registered student of Amherst College who wishes to do so should dispute an election between when the polls open and within twenty-four (24) hours of the polls closing. An election may be disputed if any of the clauses of the Constitution was breached in letter or spirit. The disputer(s) must submit a signed written statement to the Chair of the Judiciary Council for the dispute to be considered official.
  • 2. Upon submission of a formal dispute of the election during the election, the Elections Committee shall keep the polls open. The Elections Committee shall make no mention of the dispute public until the polls are closed.
  • 3. Upon submission of a formal dispute of the election, the Chair of the Judiciary Council shall assemble the Judiciary Council as quickly as possible. The Judiciary Council shall evaluate the dispute and decide whether it is a valid complaint within 24 hours. A valid elections complaint must have the potential to affect the outcome of the election and must fall within the prescribed powers of the Judiciary Council. If the complaint is valid, the disputer(s) shall be called before the Judiciary Council in a public place at a publicized time. The Judiciary Council shall hear arguments from the disputer(s) as well as any persons deemed relevant by the Judiciary Council.
  • 4. After hearing all arguments, the Judiciary Council shall reconvene and decide whether to call for a new election, call for a new election for a particular office, sanction the election or parts thereof, or to render any other decision appropriate to the dispute. The Judiciary Council must publish written justification, including names and votes, for their decisions and make this available to the entire Student Body upon release of the decision.
  • 5. In the case of an election dispute, the Judiciary Council shall be required to hear valid complaints within 48 hours of receipt of complaint and shall rule on election complaints no later than 72 hours after formal hearing.

CONTENTS

VI. EXECUTIVE BRANCH

• A. Composition

  The four officers of the AAS, with the Chair of the Judiciary Council, shall form the Executive Branch. Four-fifths (4/5) of Executive Officers must be present to have quorum during Executive Board meeting. No member of the branch shall be a voting member of the Senate. No individual shall hold more than one of these offices or an Executive Branch position and a position the Senate concurrently. The term of the office of the Executive Branch shall be one academic year. All members of the Executive Branch shall attend all Senate meetings and be subject to the attendance policies of the Senate.

• B. President

  The President of the AAS shall:

  • 1. Serve as the official representative and spokesperson of the AAS and the Student Body.
  • 2. Chair, and be a voting member of, the Executive Branch.
  • 3. Set the agenda for all Executive Branch meetings.
  • 4. Serve ex-officio on the College Council, the Trustee Advisory Committee on Student Life, and the Budgetary Committee.
  • 5. Have veto power over any action of the Senate, which may be overturned by a two-thirds (2/3) vote of the Senate. Presidential veto power may only be used within one week (1) after the action of the Senate.
  • 6. Call an all-campus meeting sponsored by the President of the College and the AAS at least once a year, assisted by the other members of the Executive Branch.
  • 7. Present a speech at the first Senate meeting of each semester.
• C. Vice-President

  The Vice-President of the AAS shall:

  • 1. Serve as President of the Senate.
  • 2. Set the agenda for Senate meetings according to concerns and issues of the Student Body.
  • 3. Call meetings of the AAS.
  • 4. Preside over all Senate meetings and vote in the case of a tie.
  • 5. Call in Deans, Faculty, and other members of the College community to Senate meetings when appropriate or necessary.
  • 6. Present candidates for committee vacancies in the Senate.
  • 7. Conduct committee elections within the Senate.
  • 8. Have a thorough understanding of Robert's Rules of Order and Parliamentary Procedure.
  • 9. Appoint a Parliamentarian from within the Senate.
  • 10. Assume the duties of the President when the President is absent.
  • 11. Maintain an attendance and voting record for all members of the AAS available to the public.
• D. Treasurer

  The Treasurer of the AAS shall:

  • 1. Maintain and keep a record of the budget of the AAS.
  • 2. Serve as the Chair of the AAS Budgetary Committee and set the agenda for its meetings.
  • 3. Report on the AAS budget and the proceedings of the AAS Budgetary Committee to the Senate and the Executive Branch.
  • 4. Submit, for approval by the Senate, all preliminary club budgets.
  • 5. Submit an annotated monthly bank statement and annotated list of petty cash expenditures for approval by the Senate.
  • 6. Shall oversee any Budgetary-related staff.
• E. Secretary

  The Secretary of the AAS shall:

  • 1. Maintain correspondence between the Senate and the Executive Branch.
  • 2. Distribute to all elected officials and make available to the Student Body records of the proceedings of all Senate meetings.
  • 3. Ensure that all AAS-recognized organizations submit reports for archiving twice each semester.
  • 4. Present candidates for staff positions for approval by the Senate. Oversee any Senatorial or Executive Branch Staff.
  • 5. Receive notification of proxies by candidates off campus, and shall confirm notification within 24 hrs.
  • 6. Take and archive, in written and electronic form, minutes at Executive Branch meetings and special meetings.
  • 7. Take minutes at Senate meetings when the staff recording secretary is absent.
  • 8. Maintain the official list of Senate representation on student standing, faculty, trustee, and administrative committees.
  • 9. Oversee the maintenance of the master schedule of van usage.
  • 10. Oversee the maintenance of outside mailings.
  • 11. Archive, in written and electronic form, a copy of each semester’s budget and club allocations.
  • 12. Archive, in written and electronic form, Senate meeting minutes.
• F. Judiciary Council Chair

  See Article VII, Section C.

• G. Absences/Resignations/Removals

  In the case of the resignation or removal of an Executive Officer, the Elections Committee shall conduct an election for the open position(s). In the case that the President is absent, the Vice-President shall assume all duties of the President in addition to his/her duties as Vice-President. In the case that the Vice-President is absent, the Chair of the Judiciary Council shall run the Senate meetings, while the remaining Executive Officers shall set the agenda of the Senate. In the case that the Treasurer is absent, the Budgetary Committee, with the approval of the Executive Branch, shall choose a chairperson to act as interim Treasurer. This interim Treasurer shall, for this period, forfeit all other AAS positions held. In the case that the Secretary is absent, the remaining members of the Executive Branch shall take over those duties.

CONTENTS

VII. THE JUDICIARY COUNCIL

• A. Purpose

  The Judiciary Council shall provide a check on the Senate and the Executive Branch and ensure the integrity of the Constitution.

• B. Composition

  The Judiciary Council shall consist of six members:

  • 1. The Judiciary Council Chair.
  • 2. Five (5) Judiciary Council Members:
    • a. Two (2) Student Senators nominated from the Senate and elected by the Senate at the first meeting of the newly-elected Senate after spring elections. These Senators may not serve concurrently on any other committee of the Senate, except their class council and ad hoc committees.
    • b. Three (3) members elected from the Student Body at-large who do not hold any other AAS office, to be elected in the main spring election.
• C. Judiciary Chair Powers and Duties

  The Judiciary Council Chair shall:

  • 1. Serve as the official representative and spokesperson of Judiciary Council.
  • 2. Act as a non-voting member of the Judiciary Council (except in the case of a tie).
  • 3. Serve on the Executive Branch.
  • 4. Ensure that all decisions of the Judiciary Council are published in proper form.
  • 5. Make and publish agendas for the Judiciary Council meetings.
  • 6. Attend Senate meetings as a non-voting member and be subject to the same attendance policy as Student Senators.
  • 7. Preside over Senate meetings in the absence of the Vice-President.
  • 8. Preside over Senate proceedings for the removal of elected officers.
  • 9. In the absence of the Judiciary Council Chair, the Judiciary Council may appoint from its members an acting chair. This acting chair shall refer to the official duties of the Judiciary Council Chair.
• D. Judiciary Council Powers and Duties

  The Judiciary Council shall:

  • 1. Conduct continuous Review and Recognition of all student groups.
  • 2. In the case of a formal complaint, the Judiciary Council shall have jurisdiction over any controversy arising under this Constitution or the general bylaws of the AAS (including elections).
  • 3. Attain a thorough understanding of the Constitution, Bylaws, and procedures observed by bodies of the AAS.
  • 4. Conduct continuous Constitutional review, and submit any proposed changes to the Senate.
• E. Complaints

  In the case of a formal complaint, the Judiciary Council may declare any act of the Executive Branch or Senate, or of any candidate for AAS office, to be unconstitutional, or in violation of any bylaw of this AAS, and therefore invalid.

  • 1. Filing a Complaint:
    • a. Any person(s) or organizations, with the exception of members of the Judiciary Council, may file a written petition with the Judiciary Council for a ruling on the constitutionality and/or validity of any act by any agent of the Executive Branch or Senate, or of any organization directly associated with the AAS, or of any candidate for AAS office.
    • b. Such a petition must be filed before the end of the semester in which the incident occurred, unless the Judiciary Council finds that information regarding the alleged incident could not have reasonably been known within the semester, and the Judiciary Council shall issue a ruling on the petition. All complaints filed after the last official Senate meeting of the semester will be held over until the first full week of the next semester.
    • c. The petition shall be considered filed when it is both submitted in writing to the Judiciary Council Chair and deposited in the Judiciary Council box on the AAS office door.
  • 2. Hearing a Complaint:
    • a. After a complaint is raised, the Judiciary Council will determine the validity of the complaint and respond to all parties within 48 hours. The JC must hear valid complaints as soon as possible, but no longer than seven (7) days after the filing of the complaint.
    • b. All relevant parties to the complaint must be present at hearing, and those directly involved may present witnesses for testimony.
    • c. The Judiciary Council Chair shall preside over hearings, allowing equal time for both sides to present arguments. The Council members may direct questions to all parties involved.
    • d. The Judiciary Council shall have the duty of informing the student body about the time, location, and nature of the complaint hearing seventy-two (72) hours beforehand.
  • 3. Ruling on a Complaint:
    • a. The council shall rule impartially on the issue as soon as possible, but no later than ten (10) days after the first hearing. Upon ruling, a written justification including names and votes shall be made public.
    • b. In the case of the contestation of an election, the Judiciary Council shall follow the complaint procedure as outlined in Article IX, Section A, Part F.
    • c. After ruling, the Judiciary Council shall administer disciplinary action or recommend removal. In the case of funding issues, the Judiciary Council shall collaborate with the Budgetary Committee to remedy the situation.
    • d. Members of the Judiciary Council shall be expected to rule impartially. In the event of a conflict of interest, any member of the Judiciary Council must be excused from a particular contestation. A replacement shall be appointed by the Judiciary Council Chair. In the event of a conflict of interest with the Judiciary Council Chair, the Judiciary Council shall appoint an impartial party to the committee and shall select a chair from the temporary body. A conflict of interest shall be determined by:
      • i. Self-identification
      • ii. Majority vote of the Judiciary Council
    • e. The Senate may overturn any ruling by the Judiciary Council with a 3/4 vote taken no later than two (2) Senate meetings after Judiciary Council ruling, except in the case that the Senate itself is one of the parties involved.
• F. Review and Recognition Board
  • 1. The Judiciary Council shall serve as the Review and Recognition Board.
  • 2. Recognition shall be granted to a student organization subsequent to the organization's compliance with and fulfillment of the following terms and conditions:
    • a. Requirements for Organizations
      • i. A statement of purpose (a formal letter of intent or a constitution) shall be presented to the Judiciary Council. This statement shall include an explanation of the group or organization (i.e., list of officers and official contacts).
      • ii. An organization seeking recognition shall be asked for confirmation that the activities to be pursued are student or campus community directed. Students shall be in full control of defining an organization's goals.
      • iii. An organization shall be requested to submit a statement of non-discrimination for membership on the basis of age, race, sex, sexual orientation, religion, handicap, economic status and national or ethnic origin. Special exceptions may be made by a majority vote of the AAS Senate.
    • b. Process:
      • i. In Review and Recognition some consideration shall be given to the contribution of an applicant to the campus and campus community's social, political, cultural, and educational life.
      • ii. Recognition by the Judiciary Council is a necessary requirement for non-discretionary funding by the Budgetary Committee, but is in no way a guarantee of such funding.
      • iii. The recognition of student organizations is subject to evaluation by the Judiciary Council at least once a year as decided by the Judiciary Council. The Judiciary Council shall give the organization at least two weeks notice prior to evaluation.
      • iv. The Judiciary Council recognizes the right of student organizations to appeal any criterion and/or request exemption due to special circumstances. The specific grounds for an exemption shall not be considered grounds for a charge of misconduct.
      • v. The organization shall be denied recognition if it, or any activity it sponsors, incites violence or harasses any individual or group.
• G. Review of Bylaws

  The Judiciary Council is charged with reviewing the bylaws once each semester and recommending changes to the Senate, which best reflect the letter and spirit of this Constitution and the needs and interests of the Student Body.

CONTENTS

VIII. RESIGNATIONS AND/OR REMOVALS

• A. Purpose

  When any member(s) of the Student Body feel that any official of the Association of Amherst Students is not satisfactorily performing his/her duties with integrity, professionalism, and in accordance with the Amherst College Constitution, they may petition to have that AAS official removed from office.

• B. Judiciary Proceedings
  • 1. Any signed petition brought by any student to remove from office any member of the AAS shall be presented to the Judiciary Council for consideration. The petition will be considered valid if it is based on grounds of accusations of gross negligence, malfeasance, fraud, and/or serious violation of Constitutional duties as laid out in the bylaws.
  • 2. The Judiciary Council shall meet and rule on the validity of the petition before the next Student Senate meeting.
  • 3. A majority vote of the committee is required to approve the petition.
  • 4. If a member of the Judiciary Council is under question in any petition, he/she shall recuse him/herself from the committee hearing except to defend him/herself. If the member in question is the Judiciary Council Chair, the President shall sit on the committee and vote only in the case of a tie.
  • 5. If the Judiciary Council finds the petition valid, it shall send the petition to remove to the Student Senate for formal impeachment proceedings.
• C. Student Proceedings
  • 1. The Student Body may petition to remove from office any representative of the AAS with a minimum of twenty percent (20%) of the accused official's constituency signing the petition. Any petition with sufficient support shall be sent to the Senate for formal removal proceedings during the next Senate meeting.
• D. Senate Hearings
  • 1. Only the Senate may remove an AAS member from office.
  • 2. In all matters of removal, both before the Judiciary Council and before the Student Senate in formal proceedings, the petition to remove shall be presented and argued before the Senate by a representative of the petitioning party. The official in question shall have the opportunity to present his/her defense in person or through a representative
  • 3. The Judiciary Council Chair shall preside over any Senate hearing to remove an officer. He/she shall not present the petition.
  • 4. If the Judiciary Council Chair is the official in question, he/she shall recuse himself/herself, and the Vice-President shall preside.
  • 5. A two-thirds (2/3) majority vote of the Senate is required for removal. The Senate may vote to remove the AAS official in question if it is found that he/she engaged in acts of gross negligence, malfeasance, fraud, or serious violation of Constitutional duties.
• E. Replacement
  • 1. In case of a resignation or removal, the Elections Committee shall meet as soon as possible and hold another election as defined under Elections Procedures. All current eligible students shall be allowed to vote.
  • 2. In case of a resignation or removal of an Executive Branch member or the Judiciary Council Chair, the remaining members of the Executive Branch shall fulfill the duties of the resigned/removed persons as outlined in the charge of the Executive Branch.
• F. Abroad/Time Off
  • 1. When an elected representative goes abroad or takes time off, he or she shall forfeit any AAS seat held prior to leaving.

CONTENTS

IX. SURVEYS

• A. Surveys held by the Association of Amherst Students will be non-binding polls of student interests.
• B. Surveys initiated by an individual Senator/Executive Board member or group of Senators/Executive Board members, outside the functions of a committee, will require approval of both the poll and the polling date by majority vote of the Senate.
  • 1. Class Council will be able to initiate surveys by majority vote of the committee and shall not be restrained by the need for Senate approval.
  • 2. For surveys initiated by class councils, the polling date shall be determined by the elections committee chair.
• C. Survey Timeline
  • 1. Once a survey has been approved by the Senate it will be the job of the Elections Committee Chair to create a polling booth for the survey to take place.
  • 2. Polling will last for twenty-four (24) hours. Results must be released.

CONTENTS

X. REFERENDA

Any member of the Student Body may propose referenda for a question or amendment. Only two methods exist for bringing referenda before the Student Body.

• A. Petition by the Student Body
  • 1. Procedure:
    • a. Any member of the student body in good standing shall be allowed to bring any question or amendment to referendum once it is signed by at least 10% of each class of the Student Body. Before obtaining any signatures from the student body, they must bring their referendum to the Judicial Council which will review its wording and make non-binding suggestions within one week.
    • b. The petitioning body shall present the signed petition to the Chair of the Elections Committee.
    • c. The Elections Committee shall publicize the referendum to the entire Student Body no less than five (5) days before the election date.
    • d. The Elections Committee shall conduct voting on the referendum. Voting shall take place on the date of the next election unless two-thirds (2/3) of the Senate approves a special vote.
    • e. A referendum shall be considered passed if it receives a majority of "yes" votes among all the votes cast.
    • f. After the polls close, the Elections Committee may not release referenda results for 24 hours, and, in the case of a complaint, shall hold the results. When releasing results, the Elections Committee shall post the results on the AAS website and send an all-school email to inform the Student Body that the results have been released.
    • g. A referendum must be submitted to the Election Committee Chairperson no less than one (1) week prior to the next scheduled election date. Referenda submitted less than one (1) week prior to the next scheduled election shall be put on the ballot of the election that follows the next scheduled election.
  • 2. Voting rules:
    • a. All students, whether on campus, on leave and returning in the next semester, or abroad for a semester/year, shall be eligible to vote in any all-campus referenda.
    • b. No signs, posters, or printed material regarding a referendum shall be allowed within 25 feet of Valentine on the day of voting, and wherever else as specified in the by-laws or elsewhere in the Constitution.
    • c. No AAS email list or account maintained and used for AAS purposes (including but not limited to class email accounts and club email accounts) may be used in any way to announce the elections or promote any of the candidates, except in cases specifically outlined in this constitution.
    • d. All sections of Article V that pertain to election complaints apply to cases of formal complaints regarding referenda.
• B. Vote by the Senate
  • 1. Procedure:
    • a. The Senate shall also bring to referendum any question or amendment that the Senate decides, by a 2/3 vote, to bring to referendum.
    • b. The Elections Committee shall publicize the referendum to the entire Student Body no less than five (5) days before the election date.
    • c. The Elections Committee shall conduct voting on the referendum. Voting shall take place on the date of the next election unless 2/3 of the Senate approves a special vote.
    • d. A referendum shall be considered passed if it receives a majority of "yes" votes among all the votes cast.
    • e. After the polls close, the Elections Committee may not release referenda results for 24 hours, and, in the case of a complaint, shall hold the results. When releasing results, the Elections Committee shall post the results on the AAS website and send an all-school email to inform the Student Body that the results have been released.
    • f. A referendum must be submitted to the Election Committee Chairperson no less than one (1) week prior to the next scheduled election date. Referenda submitted less than one (1) week prior to the next scheduled election shall be put on the ballot of the election that follows the next scheduled election.
  • 2. Voting rules:
    • a. All students, whether on campus, on leave and returning in the next semester, or abroad for a semester/year, shall be eligible to vote in any all-campus referenda.
    • b. No signs, posters, or printed material regarding a referendum shall be allowed within 25 feet of Valentine on the day of voting. No such materials shall be allowed within 25 feet of the Computer Center and computers located in Frost Library and Merrill Science Library and the public computer in the Keefe Campus Center on the day of the election.
    • c. No AAS email list or account maintained and used for AAS purposes (including but not limited to class email accounts and club email accounts) may be used in any way to announce the elections or promote any of the candidates, except in cases specifically outlined in this constitution.
    • d. All sections of Article VIII that pertain to election complaints apply to cases of formal complaints regarding referenda.

CONTENTS

XI. ADOPTION

Upon ratification, this Constitution shall take effect immediately and shall replace all other existing Constitutions, with the following exceptions:

• A. Interim Elections Committee

  During the Spring Elections of 2002 the senior members of the former Executive Board shall serve as the interim Elections Committee. They shall choose one of their members to act as interim Elections Chair. The interim Elections Committee shall also act as the Judiciary Committee with respect to ruling on election disputes. Any student who has a conflict of interest in adjudicating an elections complaint may ask or be asked to recuse him or herself. In the case of a recusal the Elections Committee shall appoint seniors from the general student body to act as Elections Committee member.

• B. Elections

  The interim Elections Committee Chair shall announce abbreviated interpretations of the Constitution's spring election schedule, which shall be approved by the Senate.

• C. Senate Changeover

  The first Senate meeting after the Spring General Elections, after all positions have been filled, shall serve as the first meeting of the new Senate and Executive Branch. Committee elections shall be held at this time.

• D. Extended Terms

  Persons elected to extended terms prior to adoption of this Constitution shall serve on their specific committee(s) until Spring 2003. They shall not, however, serve in the Senate, unless re-elected to that body.

• E. Budgetary Transition Process

  Be it resolved that upon adoption of this constitution, the last SFC sub-committee chairs (elected to office in the spring of 2001) shall remain active in their positions until the end of the academic year 2001-2002 (as stipulated in the old constitution).

  Be it further resolved that during the last five weeks of that time period, the sub-committee chairs will prepare AAS recognized student organizations budgets for fall 2002 under the direction of the new AAS Treasurer.

  The process will follow the format and instructions outlined in the new constitution where the sub-chairs will review and evaluate all budgets together as a single group submitting one large recommendation to the senate for final approval. Once the budget recommendation has been sent to the senate, the sub-committee chairs are released from their duties. The budget recommendation must be approved before the last senate meeting of the academic year.

  Under this new budgetary transition process, the newly elected Budget Committee will begin their service to the AAS starting in the fall of 2002. They are charged with the additional responsibility of preparing the semester budgets of AAS recognized groups for the spring 2003 semester. They must do so under the direction of the AAS Treasurer and his abbreviated interpretations of the new constitution, abbreviations that must be approved by the senate before the process begins. The budgets must be completed and sent to the senate for approval before Thanksgiving recess in Nov. of 2002.

  In spring of 2003, the Budget Committee must prepare and send forward the first annual budget for all AAS recognized organizations for senate approval as stipulated in this constitution. They must do so under the direction of the AAS Treasurer and his abbreviated interpretations of the new constitution, abbreviations that must be approved by the senate before the process begins. The first annual budget must be completed and approved by the senate by the third week of April 2003, after which the Budgetary Committee must follow the time line outline in this constitution without abbreviated interpretations.

BYLAWS OF THE ASSOCIATION OF AMHERST STUDENTS

CONTENTS

I. EXECUTIVE BRANCH

• A. The Executive Branch shall organize a retreat early in the year including orientation for using Parliamentary Procedure.
• B. The President shall submit addresses for publication at least twice a semester.
• C. The Vice-President shall oversee the hiring of a recording assistant and substitutes. The assistant’s responsibilities include but are not limited to recording all business of the Senate meetings and distribute to all elected officials and make available to the student body records of the proceedings of all Senate meetings.
• D. The Vice-President shall also have the duty of defining and announcing the absence policy in any way he or she sees fit (possibly including “half absences”). This policy may be altered at any point during the year but also may be overturned by a two-thirds (2/3) vote of the Senate. If the Senate so rejects the absence policy, the Vice President is to redefine it addressing the grievances of the Senate.
• E. The Treasurer shall oversee the hiring of all staff positions including an accountant and/or treasurer assistant(s).
• F. The Secretary of the AAS shall also:
  • 1. Have exclusive use of all-student correspondence lists.
  • 2. The webmaster’s responsibilities include by are not limited to updating the AAS webpage and to making all public AAS documents available online.

CONTENTS

II. AAS Budget Percentages

These budgets shall include a breakdown in amount and percentages of the funds to be used for master general, recognized club budget allocation, and discretionary funding. These percentages shall vary by no more than three percentage points from the numbers set in the Constitution. The percentages shall be set as follows:

• a. Master General Fund (42%)
• b. Recognized Club Budget Allocation (43%)
• c. Discretionary Funds (15%)

CONTENTS

III. Master General Fund

• A. The Master General fund shall include the following:
  • 1. 5-College Fine Arts Fee
  • 2. Pioneer Valley Transport Authority (PVTA)
  • 3. Five College Student Coordinating Board Dues
  • 4. Master General Fund Clubs
    • a. Masspirg
    • b. Olio
    • c. Amherst College Emergency Medical Service (ACEMS)
    • d. Program Board (ACPB)
    • e. Social Council (SoCo)
    • f. The Association of Amherst Students
      • i. Operating Budget
      • ii. Senate Fund
    • g. Flics
• B. Rules Governing Master General Fund Club Allocations
  • 1. Any recommended changes must be brought before the Senate for approval by majority vote.
  • 2. Master General Fund clubs may be subject to special requirements decided on by the Senate.

CONTENTS

IV. RECOGNIZED CLUB BUDGET ALLOCATION

• A. AAS recognized organizations shall submit budgets that cover their spending for the following semester. The following guidelines shall be followed when submitting budgets. Form of Budgets:
  • 1. Budgets shall be as specific as possible.
  • 2. All budgets shall be itemized by line and include a description of each line item and the expected cost of each item.
  • 3. All budgets shall contain the official name of the requesting organization and the names and contact information of the organization liaison.
  • 4. The budgets shall rank line items in descending order of importance.
• B. Organizations shall provide the AAS with current information on any organization bank accounts that an organization uses. A comprehensive listing of all organization holdings shall be reported at the beginning of every budget cycle.
  • 1. To have a bank account, an organization must have a source of revenue (dues, advertising, etc.) to justify the maintenance of the account.
  • 2. No checks may be made out to "Cash" or to any member of the student organization.
  • 3. No checks over $500 may be written without the approval of the AAS Treasurer.
• C. No spring semester funds may be spent in the fall. Furthermore, funds allocated for the fall semester that are not used shall be returned to the discretionary fund. Student organizations that know they will not be using any given portion of allocated funds should return them to the discretionary fund.
• D. Organizations newly recognized during a semester shall not apply for a budget until the next budget cycle.
• E. Under no circumstances may any funds be reallocated to food. Requests for additional food must come from the discretionary fund.
• F. Private functions (for instance a meal with a speaker) involving one or more members of an organization shall not be funded except when they are meetings scheduled for the entire organization.
• G. Only AAS recognized organizations shall be eligible for initial club budget allocations.

CONTENTS

V. DISCRETIONARY FUNDING

• A. Discretionary funding is available to any student or student organization. It may be used to supplant an organization's budget in order to bring speakers, or any other events that shall serve the Amherst College community.
• B. The process for applying for funding is outlined below:
  • 1. Each student or organization shall submit a detailed event proposal and budget, including any proposed contracts, to the Budgetary Committee in advance of the proposed event.
  • 2. The Budgetary Committee shall review the event proposal and decide how much funding the proposed event shall receive.
  • 3. At the following Senate meeting, the Treasurer shall present the recommended allocation of discretionary monies.
  • 4. The Treasurer shall contact student or student organizations within twenty-four (24) hours of the discretionary funding decision
  • 5. Groups may re-apply for Discretionary monies.
• C. In evaluating these Discretionary requests, the Senate shall consider the following criteria:
  • 1. Benefit to campus
  • 2. Number of students affected
  • 3. Student interest
• D. In the case that discretionary funding is needed before the next Senate meeting, students or student organizations may apply for up to $200 of discretionary funding. This request shall be made in writing to the Treasurer at least forty-eight (48) hours before the next regularly scheduled Budgetary Committee meeting, and will be decided upon at the next regularly scheduled Budgetary Committee meeting. The Treasurer will be required to report any requests to the Senate.
• E. All carry over from the previous semester shall be redistributed in the following semester’s Discretionary Fund.
  • 1. The carry over shall be calculated and announced to the Senate by the first regularly scheduled Senate meeting of each semester.
• F. Any discretionary request for a single event of $10,000 or more that has been previously approved by the Senate shall go to a school wide referendum within seven (7) days of Senate approval. An affirmative vote by a simple majority of voters is required to finalize the allocation. If no such majority is garnered, no funding shall be allocated.

CONTENTS

VI. CHECK REQUESTS AND PURCHASE ORDERS

• A. Students and student organizations may pay for items from discretionary funding or their allocated budgets in the following ways:
  • 1. Direct check requests
  • 2. Reimbursement checks
  • 3. Purchase orders
  • 4. Petty cash
  • 5. Debit card usage
• B. Direct check requests can be used if students or student organizations know the exact amount of a purchase. Upon presentation of an invoice, they may request to have a check cut in the vendor's name for that amount.
  • 1. Requests should be made so that the Treasurer shall have at least 3 7 days to cut the check and distribute it to the student or student organization.
  • 2. Students or student organizations must return receipts to the Treasurer within three (3) days of receiving the check.
• C. Students who use their own money to fund events for student organizations may request reimbursement checks. These students shall be reimbursed for those purchases with detailed receipts of purchases. The Treasurer shall have seven (7) days from time of student submission to cut the check and distribute it.
• D. Purchase orders can be used for on-campus vendors if students or student organizations know the exact amount of a purchase. They may request to have a purchase order in the vendor's name for that amount.
  • 1. Requests should be made so that the Treasurer shall have at least seven (7) days to make the purchase order available and distribute it to the students or student organizations.
  • 2. Students or student organizations must return receipts to Treasurer within three (3) days of receiving the purchase order
• E. Any AAS-recognized student organizations needing cash to make purchases for events can request the use of petty cash. No more than $50 may be requested at one time. The Treasurer shall make petty cash available within seven (7) days of the request, and students must return detailed receipts and unused funds to the Treasurer within three (3) days of the issuing.
• F. Any student can use the AAS debit card to make purchases for their organization. Requests to use the debit card shall be submitted to the Treasurer. The Treasurer shall have seven (7) days from the time of a request to set an appointment with the student in the AAS office to make an online or telephone purchase with the debit card. The debit card may not be used for direct purchases outside the AAS office.

CONTENTS

VII. GUIDELINES FOR EVALUATION DURING REVIEW & RECOGNITION

• A. These criteria shall be used to ascertain status of organizations and shall affect Review and Recognition. The organization shall:
  • 1. Submit:
    • a. A mission statement outlining its unique role and purpose on campus
    • b. A leadership/organization chart (positions only, no names are necessary)
    • c. A statement of non-discrimination consistent with the AAS Constitution.
  • 2. Participate in the club fair held during Orientation.
  • 3. Be registered with the school via the Campus Center.
  • 4. Hold at least one (1) regularly scheduled meeting per semester.
  • 5. Submit to the Judiciary Council a list of events from the previous semester. New clubs shall submit a list of proposed events for the upcoming semester.
  • 6. Not charge entrance fees for Amherst College students to attend events unless specifically approved by the AAS Senate.
  • 7. Provide the Judiciary Council with the name and contact information of the top contact (President/Leader/Captain) of the club along with the name and contact information of a club member who is a non-senior.
  • 8. Solicit student opinions.
  • 9. Be visible, open, inviting, and provide quality programming for campus.

CONTENTS

VIII. COMMITTEE ELECTIONS

• A. Committees shall be filled by election from the Senate in the following order and with any accompanying guidelines:
  • 1. Student Standing Committees
    • a. Judiciary Council (two (2) members: may not sit on any other committee)
    • b. Budgetary Committee (eight (8) members)
    • c. Elections Committee (five (5) members)
    • d. Dining Services Committee (five (5) members)
  • 2. Faculty Committees
    • a. College Council (one (1) member from each class)
    • b. Committee on Priorities and Resources (three (3) members)
    • c. Committee on Educational Policy (three (3) members)
    • d. Committee on Admission and Financial Aid (two (2) members)
    • e. Library Committee (two (2) members)
    • f. Committee on Discipline (two (2) male and two (2) female)
    • g. Committee on Health and Safety (two (2) members)
    • h. Committee on Physical Education and Athletics (two (2) members)
    • i. Information Technology Policy Committee (two (2) members)
    • j. Affirmative Action Advisory Committee (one (1) member)
  • 3. Trustee Committees
    • a. Advisory Committee on Trusteeship (two (2) members)
    • b. Committee on Honorary Degrees (two (2) Juniors, one (1) Senior)
    • c. Advisory Committee on Student Life (two (2) from each class)
  • 4. Administrative Committees
    • a. Space Allocation Committee (one (1) from each class, one (1) Executive Branch member)
    • b. Interdepartmental Student Fund Committee (one (1) member)
    • c. Residential Life Committee (one (1) Senior, one (1) Junior, one (1) other member) d. Martin Luther King, Jr. Committee (one (1) member)
  • 5. Five College Committees
    • a. Five College Student Coordinating Board (one (1) member)
• B. Any Senator wishing to run for a committee position shall submit their name to the Vice-President of the AAS, who shall conduct these committee elections. Those receiving the greatest number of votes shall be on the committees. In the case of a tie vote relevant to the outcome of the committee position elections, another vote shall be taken between those parties receiving the tie votes. Every Senator shall have as many votes as there are positions on any specific committee.
• C. The Dean of Students will hold a mandatory meeting for any Senators interested in joining the Disciplinary Committee prior to the meeting when committee elections will take place.

CONTENTS

IX. OATH OF OFFICE

• A. For the purposes of clarity and ethics, every elected member of the Association of Amherst Students shall recite an oath of office. Any member-elect unable to attend his/her swearing-in ceremony shall email an affirmation before the ceremony. The emailed affirmation shall be publicly announced by the person administering the oath. All members-elect must recite their oath before they may exercise their constitutional powers.
• B. Executive Branch oath. The President-elect, Vice-President-elect, Treasurer-elect and Secretary-elect shall publicly recite their oath at the last official meeting of the sitting Senate. The oath shall be administered by the Chair-elect of the Senior Class Council, and in his/her absence another member-elect of the Senior Class Council
  • 1. I do solemnly swear (or affirm) that I will faithfully execute the Office of (President, Vice-President, Treasurer, or Secretary) of the Association of Amherst Students, and will to the best of my ability represent the students of Amherst College by fulfilling my responsibilities as specified in the Constitution. I take this obligation freely, without any mental reservation or purpose of evasion, and understand that I shall be held accountable by my peers.
• C. Judiciary Branch oath. The Chair-elect of the Judiciary Council and the three members-elect shall recite their oath at the last official meeting of the sitting Senate. The oath shall be administered by the President-elect of the AAS, and in his/her absence the Vice-President-elect of the AAS.
  • 1. I do solemnly swear (or affirm) that I will faithfully execute the Office of Judiciary Council member of the Association of Amherst Students, and will to the best of my ability preserve, protect and defend the Constitution of the Association of Amherst Students. I take this obligation freely, without any mental reservation or purpose of evasion, and understand that I shall be held accountable by my peers.
• D. Senate oath. The Senators elected by their classes in the Spring shall recite their oath at the last official meeting of the sitting Senate. The oath shall be administered by the Chair-elect of the Judiciary Council, and in his/her absence another member-elect of the Judiciary Council.
  • 1. I do solemnly swear (or affirm) that I will faithfully execute the Office of Senator of the Association of Amherst Students, and will to the best of my ability represent the students of my class by fulfilling my responsibilities as specified in the Constitution. I take this obligation freely, without any mental reservation or purpose of evasion, and understand that I shall be held accountable by my peers.
• E. Mid-year elections. All Executive Branch members, Judiciary Council members, and Senators elected or appointed mid-year shall recite their oaths within two weeks of their elections at an official meeting of the Senate. The Senior Class Council Chair shall administer the oath to all Executive Branch members-elect, the President of the AAS shall administer the oath to all Judiciary Council members-elect, and the Judiciary Council Chair shall administer the oath to all Senators-elect. If not possible, the Senior Class Council Chair, President, or Judiciary Council Chair shall administer the oaths via email and publicly announce them during an official meeting of the Senate.

CONTENTS

X. AWARDS

• A. Instituted in 2000, the AAS Distinguished Teaching Award is an annual celebration of teaching excellence at the college. Through this award the AAS hopes to recognize the profound importance that involved, engaging and dedicated professors have upon our college experience.
  • 1. The AAS Distinguished Teaching Award shall be administered by the members of the executive board.