Section 1: All GIA students are entitled membership of this council.
Section 2: Attendees who have been present in at least three consecutive meetings will be council members with voting privileges.
ARTICLE III: CODE OF CONDUCT
Council members are to be respectful of all students, members, staff and faculty at all times. In addition, all members must abide by the Code of Conduct and Standards of Behavior as set forth by the Gemological Institute of America.
(For member conflicts, please refer to Article XV)
ARTICLE IV: INFRASTRUCTURE OF SBC
The SBC shall be composed of Functions in the following organizational manner:
The Student Body Council works through objective Functions. Each Function consists of specific duties which are carried out by SBC members for a certain period of time. Once the time has elapsed, a clockwise rotation will occur and members may move into their new Functions or participate in another set of Functions.
For example, the Meeting Functions consists of members who work together to carry out duties necessary for the meetings to run effectively and efficiently. At the beginning of the rotation, a member may choose to permanently move out of the Meeting Functions into the Orientation Functions. All other groups of Functions work in a similar manner, relating to their objective.
Meeting Functions:
1. Conduct Meeting
2. Meeting Minutes
3. Communication with the Dean of Students
4. Files & Forms
5. E-mail
6. Event Notification
7. Time
8. Member Status
(See the Comprehensive Function Guide for a detailed description of each Function)
Rotation: Each specific function is to be carried out for a period of 8 weeks. On the 9th Week, a clockwise rotation will occur.
If there are not enough members to fill all the Meeting Functions then:
1. Members can volunteer to be responsible for more than one function.
2. All the members in the Meeting Function can take turns until a new member arrives and is willing to be responsible for said Function.
3. SBC Members make it a priority to recruit a member or a new student to fulfill said Function.
At the beginning of each rotation, the following procedures must take place:
1. The individual responsible for the Conducting Meeting Function from the previous rotation will ask members for any concerns regarding their new Function. If there is a concern, then members may offer to trade Functions, or a new member may step in and fulfill it. Note: In order to allow all members the opportunity to fulfill different Functions, members are unable to host their previous Function unless one complete cycle has occurred.
Multiple Members per Function:
1. After all Functions are filled, members are allowed to request help or enlist other members for their respective Function. However, the member originally rotated is responsible and accountable for said Function
Orientation Function
1. Speaker - 1
2. Speaker - 2
3. Slide Show
4. Orientation Packet - 1
5. Orientation Packet - 2
6. Forms & Files
7. E-mail
(See the Comprehensive Function Guide for a detailed description of each Function)
Rotation: A rotation of Orientation Functions will occur after the completion of each orientation.
Committee Functions:
(All activities or events will be carried out via a committee.)
1. Conduct Meeting
2. Meeting Minutes
3. Files & Forms
4. E-mail
5. Reporting
(See the Comprehensive Function Guide for a detailed description of each Function)
Rotation: A rotation of these may or may not occur.
Other Functions will be decided and fulfilled for each activity (event, etc) at time of approval. The duration of these functions will terminate after the said activity (event, etc) has been completed.
ARTICLE V: ATTENDANCE
Section 1: The individual responsible for the Member Status Function will be taking attendance at the beginning of each meeting.
Section 2: Each member is responsible for his or her own attendance record.
Section 3: The attendance ledger is to be given to the individual responsible for the Forms & Files Function.
ARTICLE VI: VOTING
Section 1: Only SBC members have voting privileges. (Refer to Article II, Sec. 2)
Section 2: For a vote to occur, seventy-percent (70%) of SBC members must be present.
Section 3: For approval on any matter or proposal, there must a two-thirds (2/3) majority vote by SBC members.
ARTICLE VII: RESPONSIBILITIES OF MEMBERS
A member’s responsibilities include: communicating information between the council and his or her class, working effectively in committees, carrying out assigned functions, positively representing the student population and executing the highest level of professionalism and ethics amongst faculty, staff, council members, and students.
ARTICLE VIII: COMMITTEES
Section 1: All committees must consist of at least three council members.
Section 2: All committees are responsible for accurately filling out Committee Meeting Minutes Worksheets.
Section 3: Once the committee has fulfilled its objective, all the original worksheets are to be handed to the individual responsible for the Files and Forms Function.
Section 4: All committees being part of the SBC must abide by all SBC and GIA guidelines.
Section 5: All committees must be approved by SBC ratification as to its necessity and objectives by a two-thirds majority vote.
ARTICLE IX: ACTIVITES
Section 1: For any activity, please accurately fill out the Activity Proposal Worksheet and submit to a SBC Member or email the SBC and have it added to the agenda for an upcoming meeting.
Section 2: All activities, on or off campus, are to fall with the guidelines and Code of Conduct and Standards of Behavior set forth by the SBC and GIA.
ARTICLE X: AMENDMENTS OR REVISIONS OF THE CONSTITUTION
Section 1: Proposing Amendments or Revisions
Any member of the SBC may submit a proposed constitutional amendment(s) to the SBC for its consideration.
It is the responsibility of the member to have the proposal added to the Agenda and have copies for each SBC member. The SBC must consider and vote on the proposed amendment(s) no sooner than 3 or later than 7 school days after the submission of the said amendment(s).
The proposed amendment(s) shall be entered into the minutes along with the number of yeas and nays of the members voting thereon. If the proposed amendment(s) or any part of them shall be agreed upon by two-thirds (2/3) of all the voting members, the same should be submitted to the Dean of Students no later than 7 school days after the SBC ratifies the same, in the manner and form provided by the SBC.
If two or more amendments are submitted, they shall be submitted to the members in such a manner and form that the members may vote for or against each amendment separately.
ARTICLE XI: DISCIPLANRY ACTIONS
Section 1: A member of the SBC can be removed from his or her function for the following reasons:
Neglecting or refusing to follow the procedures for their Council Function, mismanagement of SBC funds, and violation of the SBC Constitution and/or the GIA Code of Conduct and Standards of Behavior.
Section 2: Any member may inform the individual responsible for the Member Status Function of any functions he or she feels are not being fulfilled.
.
A. The member charged has two opportunities to request help or carryout their Function as stated.
Section 3: Dismissal of a member from the function he or she is responsible of will occur at the third notification by the Member Status Function.
ARTICLE XII: GENERAL PROVISIONS
Section 1: Federal, State, and Local Laws
The Student Body Council shall abide by all laws of the State of California and the United States of America as well as any local statues, which may affect the actions of the SBC.
Section 2: Institution Rules
The Student Body Council shall abide by all rules and regulations of the Gemological Institute of America and according to the privileges granted by the Dean of Students.
ARTICLE XIII: EXTERNAL GRIEVANCE
Towards SBC:
Any grievance against the SBC must be submitted in writing and presented during an open floor session.
Towards a SBC Member:
Any grievance against a SBC Member must be submitted in writing and presented during an open floor session.
ARTICLE XIV: INTERNAL GRIEVANCE
Member-to-Member:
For any grievance against another member, please refer to the Member Conflict Procedure.
ARTICLE XV: MEMBER CONFLICT PROCEDURE
The following steps should be taken to resolve any grievance(s) with a SBC Member:
1. Contact the individual, and arrange a meeting to discuss the matter
2. If the matter is still unresolved, contact the Member Status Function for mediation.
3. If mediation is not effective, a three (3) Member Panel will be selected by the Member Status Function to resolve the matter
4. If the panel is unable to facilitate a resolution, the members involved shall report to the Dean of Students.
ARTICLE XVI: RATIFICATION
A ratification of the SBC Constitution requires a 2/3 majority vote, by its voting members and the Dean of Students.
ARTICLE XVII: COUNCIL DECLARATION
At the beginning of each rotation (9th Meeting), the individual responsible for the Conducting Meeting Function will read the following Council Declaration:
“As the Student Body Council, we agree to abide by the SBC Constitution, and uphold highest standards of respect, integrity, and professionalism toward all individuals.”
ARTICLE XVIII: MOTION TO PROCEED
If a matter/subject is extended, a motion to proceed and a second to the said motion must be called out by SBC Members. The individual responsible for the Conducting Meeting Function allows a two minute time to close the matter. The individual responsible for the Time Function will call “Time” when two minutes have lapsed.
ARTICLE XIX: BADGES
Section 1: Once an individual gains membership, he or she will be issued a SBC name badge.
Section 2: Badges must be worn during SBC Meetings, Orientation, SBC Presentations, and when permitted by the Dean of Students.
Section 3: Badges must be returned to the SBC upon departure from the Council.
ARTICLE XX: CONFIDENTIALITY
Section 1: SBC Members shall not discuss any meetings, activities, grievances, or any other matter related to the SBC inside classrooms.
Section 2: Any matter, until final approval from the Dean of Students, may not be discussed with students outside of SBC Meetings.
Section 3: Any student or faculty information received through the SBC remains confidential and is not allowed for personal use.
ARTICLE XXI: DOCUMENTS
Section 1: All original documents and approvals are to be kept on file in their respective locations.
Section 2: No member is allowed to keep original documents, or approvals. However, a SBC member is allowed to make copies if it is relevant to their Function
Section 3: Members may checkout original files and folders for a maximum of three days if it is relevant to their Function.
Comprehensive Functions Guide
MEETING FUNCTIONS
[Conduct Meeting]
A. Creating Agenda
B. Posting Agenda two days prior to Council meeting
C. Reserving a venue for the meeting
D. Controlling meeting at all times
i. Language
ii. Rudeness/Disrespect
iii. Calling on individuals in the order in which they raised their hands
iv. Keeping the meeting on task
E. Following Meeting Procedure Format
[Meeting Minutes]
A. Using Council Meeting Minute Worksheet to take minutes
B. Making sure all information is included
i. Dates & Times of upcoming events
ii. New committees with a list of members
iii. Names of guests
C. Giving the final copy to the individual responsible for the Files & Forms Function
[Communication with the Dean of Students]
A. Taking necessary matters and Council approvals for Final Approval
B. Addressing the Financial Form(s) or matters
C. Conveying information or messages from the Dean of Students to the Student Body Council
D. Meeting with the Dean of Students at least once per month
(NOTE: Two people must attend meetings with the Dean of Students)
[Files & Forms]
A. Collecting all original forms, paperwork, and approvals
B. Keeping all files in order
C. Providing forms to Members when necessary
D. Making all copies
E. Securing all files in the locker
[E-mail]
A. Checking SBC Hotmail account Daily
B. Updating Hotmail Contact list with any Current Members, Prospective Members, new orientation students, etc)
C. Acknowledging E-mail messages within 24 hours
D. Moderating GIAStudents Yahoo! Group
i. Sending Yahoo! Group Invitations
ii. Approving/Declining students request to join Yahoo! through Student
Services/Dean of Students
iii. Removing any message(s), photo, file, which is offensive, or which discriminates against race, color, sex, sexual orientation, religion, or national or ethnic origin.
[Event Notification]
A. Reporting from Student Services to SBC at regular meetings with dates and information of upcoming events.
(Information is required for the current month and when possible for two months)
i. Orientation (Also reports: Number of New Students expected)
ii. Campus Activity
iii. Jewelry Trade Events
iv. Holidays
B. Posting activities, events, etc on Yahoo! Group Calendar, and Yahoo! Forum
[Time]
A. Calling out time when meeting is called to order, and adjourned
B. Stating the time ten (10) minutes before the scheduled adjournment
C. Calling out two-minute closure time after motion to proceed (Article XVII)
[Member Status]
A. Recording Attendance of SBC Members
B. Informing the Council of Members that will not be present
C. Notifying the Council of students who have attained membership
D. Distributing and collect the Prospective Members Contact List
E. Distributing new member packets
F. Arranging mediation or panel for member conflicts
G. Documenting any complaints regarding functions. (See Article XI)
ORIENTATION FUNCTIONS
Note: All members with the following functions must notify Student Services immediately.
[Speaker – 1] **Two-Minute Speech Time Only**
A. Welcoming new students on behalf of SBC
B. Introducing self and other speaker
C. Encouraging and dispelling anxiety about GIA, Faculty, Courses, Exams, etc.
[Speaker – 2] **Two-Minute Speech Time Only**
A. Talking about SBC and its benefits
B. Mentioning the Packet, and Sign-Up for Yahoo! Group
C. Informing the new students about what's going to happen during morning break
[Slide Show]
A. Setting up the Student Album (7:30 AM - Day of Orientation)
[Orientation Packet – 1]
A. Downloading and Printing all Forms
B. Making Copies
C. Placing packets on desks at the Day of Orientation (7:30 AM)
[Orientation Packet – 2]
A. Folding the brochures
B. Assembling the Packet
C. Placing packets on desks at the Day of Orientation (7:30 AM)
[Forms & Files]
A. Collecting all New Student Orientation Sign-Up & Yahoo! Group Sign-Up sheets
B. Forwarding all sheets to the individual responsible for the E-mail Function
[E-mail]
A. Inputting Contact information of new students on Hotmail
B. Sending Welcoming E-mail to new students listed on the Sign-Up Sheet
C. Inviting students to GIAStudents Yahoo! Group
D. Forwarding all paperwork to the individual responsible for the Forms & Files Function
COMMITTEE FUNCTIONS: (All activities or events will be carried out via a committee.)
Note: The following functions must be fulfilled before additional temporary functions are added.
[Conduct Meeting]
A. Creating Agenda
B. Controlling meeting at all times
i. Language
ii. Rudeness/Disrespect
iii. Calling on individuals in the order in which they raised their hands
iv. Keeping the meeting on task
[Meeting Minutes]
A. Using Committee Meeting Minute Worksheet to take minutes
B. Making sure all information is in included
C. Giving final copy to the individual responsible for the Files & Forms Function
[Files & Forms]
A. Collecting all original forms, paperwork, and approvals
B. Providing forms to Members when necessary
C. Making all copies
D. Forwarding all original paperwork to the individual responsible for the Files & Forms Function in the Meeting Functions once an activity is completed.
[E-mail]
A. Notifying committee members of upcoming meetings via email
[Reporting]
A. Presenting all information to the SBC during regular meetings.