Chapter 8. Chartered Organizations
8.01 DEFINITION AND RESPONSIBILITIES
Organizations must be comprised of at least ten (10) Hamline University students. Organizations may be expected to produce a list in writing of at least ten members at any time.
Organizations must comply with Hamline University and Student Congress policies and procedures.
Organizations must provide activities and/or services for the entire campus. These activities must be open and accessible to the entire student body or a reasonable part of it. Student Congress chartered organizations who are receiving allocations for the upcoming year must plan, budget for, and schedule at least one (1) all-campus event and must attend Student Organization Committee caucus and/or committee meetings as required by the HUSC Constitution and these bylaws.
Organizations must have a specific purpose. An organization must have a clear and logical reason for gathering.
Student Congress will not charter organizations whose sole purpose is to support a political candidate. Political organizations may receive HUSC funding, but may not use that funding to directly support any party, candidate, or political action committee (although they may use their own non-HUSC money to do so). Political organizations, regardless of charter status, can use HUSC monies to do such things as, but not limited to, putting on campus programming in support of a cause of interest, attending leadership development conferences, recruiting Hamline students, et cetera provided they do not use HUSC money to break one of the rules previously listed. SOC shall also consider allowing the use of copy codes for organizations following these guidelines on a year-to-year basis, with violation of these rules resulting in12 permanent loss of copy code rights.
HUSC and/or any other chartered organization cannot pass legislation endorsing a political candidate.
Each Student Congress chartered organization shall send a representative to every official Student Organization Committee semesterly caucus meeting. He/she should be prepared to report on the organizational activities and current financial status as stated herein.
Organizations must have an advisor, on or off campus, to assist the organization as they see fit.
Organizations must turn in all reimbursement requests within four (4) weeks from the date on the receipt to the HUSC Treasurer. If an organization fails to comply with this deadline, then no reimbursement will be given. Any organization that seeks a longer time frame may receive an extension at the discretion of the Treasurer.
Failure to comply with any part of these requirements may, at the discretion of PAC, result in the freezing of the organization's spending or placement on a Probationary Charter. In addition, if a Student Congress chartered organization is considered a standing member of the Student Congress Council that organization also falls under general Student Congress attendance guidelines.
8.02 CHARTER STATUSES
Trial Charter Period (TCP): A short-term charter status. It is status under which newly chartered organizations are placed for one academic year.
At the discretion of PAC, a Probationary Charter (PC) may be issued to an organization with a Full Regular Charter if the organization is found to be in remiss of any of the requirements stated in the HUSC Constitution, these bylaws, and/or the organization’s own charter.
(1) An organization with a Probationary Charter will be ineligible to apply for funding through the Contingency Fund or the Challenge Grant. Additionally, if the organization has an At-large roll call vote, voting privileges will be suspended for the duration of the Probationary Charter. The SOC shall fill the At-large vacancy. Any organization with a Probationary Charter will be ineligible to petition for a roll call vote at the semesterly SOC caucus meetings.
Full Regular Charter: An organization which has gone through the Trial Charter Period and has had their charter favorably reviewed by SOC with approval by PAC, elevating them to Full Charter status.
(1) The organization has full power to carry out all duties and activities spelled out in their charter. However, all organizations are subject to review at random periods by SOC and may be placed on a Probationary Charter or may have funding temporarily frozen if found in remiss of the Student Congress constitution, bylaws, and/or the organization’s charter.
8.03 CHARTERING PROCESS
To become a chartered organization, each group must submit to SOC a charter containing the following:
(1) A statement of purpose and organizational definition.
(2) A description of its membership including a non-discriminatory clause which meets the requirements of the Student Congress Diversity Policy.
(3) A description of its executive board positions including roles and responsibilities for each executive board member.
(4) Provisions for the selection of officers (including a Student Congress representative)and for the filling of vacancies should they occur during the year for whatever reason. Selection of officers for the following academic year shall be completed before the end of April. A list of the next year's officers and a contact person shall be submitted to the new SOC Chair before the beginning of finals week in the spring.
SOC will review the application for charter within two weeks after receiving it. SOC will determine the feasibility of the organization and its intentions and make its recommendations to Student Congress. Copies of the charter shall be made available to all Student Congress members and the proposed charter shall be discussed by the Congress within a reasonable period of time (no longer than 3 weeks after approval from PAC).
(1) A member of the proposed charter must be present during the General Assembly to defend the organization. Under extenuating circumstances, the presence of a member could be excused with prior approval of both PAC and SOC.
(2) Approval of the charter shall require a two-thirds (2/3) majority of the Student Congress Council.
(3) Upon approval by the Student Congress Council, the organization will receive a Trial Charter Period, and will be eligible for review and elevation to Full Regular Charter status as per Chapter 8.02, Subd. 1 & Subd. 3 of these bylaws.
If the newly chartered organization desires funding for the present year, it must submit an estimated itemized budget to EAC and follow the funding procedures as outlined in Chapter 16 of these bylaws.
8.04 BUDGET PROPOSALS
Each organization that wishes to have funds for the following academic year including, the Executive Board, is required to submit a detailed itemized budgetary proposal to EAC.
Failure by any organization to submit a budget or any organization submitting a budget that is inadequate must be warned that their funding is in jeopardy. If the organization fails to provide EAC with a good working budget within one week after EAC's warning, that organization will not be considered for funding and will lose charter status for the next academic year.
The Budgeting deadline may not be on any date before the first week classes resume after the midterm break of spring term.
Budgets that are submitted after the deadline will be handled in accordance with Chapter 17.08 Subd. 1, (4).
8.05 STEPS BETWEEN DIFFERENT CHARTER STATUSES
Trial Charter Period to Full Charter Status. To go from being on a Trial Charter Period to that of being on a Full Regular Charter the organization must:
(1) Meet all the requirements within the Student Congress Constitution, bylaws, and the organization’s own charter.
(2) SOC will review the Trial Charter Period once a semester for a full academic year. If an organization is created within fourteen days before the end of the academic semester (being the last day of classes), then the first Trial Charter Period review by SOC will be
carried over to the next semester. If SOC determines that the conditions for instatement have been met, Full Regular Charter will be issued upon approval by PAC. If conditions have not been met, PAC may either extend the duration of the Trial Charter Period or
revoke the charter completely.
Probationary Charter to Full Charter Status. A Probationary Charter will be issued to an organization with a Full Regular Charter if the organization is found to be in remiss of any of the requirements stated in the HUSC Constitution, these bylaws, and/or the organization’s own charter. The duration of a Probationary Charter will be no less than one academic semester and no more than one academic year.
(1) SOC will review the Probationary Charter within a reasonable limit of time not to exceed the end of the semester following the one in which the Probationary Charter was issued or at the request of the executive board of the organization in question.
(2) If SOC determines that the conditions for reinstatement have been met, Full Regular Charter will be issued upon approval by PAC.
(3) If conditions have not been met after one academic year on Probationary Charter, then the organization’s charter will be revoked.
Full Regular Charter to Probationary Charter. Any organization can be placed on a Probationary Charter if they are found to be remiss in any of the requirements within the Student congress Constitution, these bylaws, and /or the organizations own charter.
(1) In order for an organization to be placed on a Probationary Charter, SOC must notify the organizational president with an informal written warning, with a copy of the warning given to the Student Congress President and PAC. The organization then has two weeks
to rectify the violations outlined in the warning.
(2) If the organization fails to comply with the two week warning period, then they will be placed on a Probationary Charter.
(3) The duration of the Probationary Charter will last no less than one academic semester and no more than one academic year.
(4) If a Probationary Charter has been issued, the organization may appeal the charter status to the Student Congress Council. The appeal must be made within two weeks after the Probationary Charter has been issued. A two-thirds (2/3) majority is needed to reverse the charter status back to its original status.
Revoking Charter Status. If an organization does not rectify any violations within the one academic year limitation, then their charter will be terminated.
(1) If the charter is revoked, the organization members may present an appeal to the Student Congress Council. A two-thirds (2/3) majority will be required to reinstate the Probationary Charter.
8.06 CHARTER REVIEWS
Every HUSC chartered organization, regardless of charter status can be reviewed by SOC.
At least 10 charter reviews of Full Charter Status organizations will take place each academic year. The reviews will occur on a random basis and no organization can be reviewed more than once per academic year, unless a situation arises as stated within this document.
To speed up the review process, every HUSC chartered organization is required to submit a report of their activities – past, present, and future (pertaining only to the current academic year).
(1) Reports are due the first week after mid-terms in the Fall semester. PAC has the power tto change the report due date in case of emergency. In order to be defined as an emergency, the change will need a two-thirds (2/3) majority vote by the Student Congress
(2) Should reports not be submitted on time, funding for the organization that failed to submit a report will be immediately frozen.
(3) Upon receipt of the organization’s report, funding may be restored at the discretion of SOC.
SOC may request a meeting with the organization’s executive board when reviewing the charter.
SOC does not need to notify the organization ahead of time of the upcoming review. The purpose of not notifying the organizations is so that SOC may review the organization, as they normally would operate without outside pressure from SOC.
The purpose of the charter review is to ensure that the organization is following the requirements within the Student Congress Constitution, these bylaws, and the organization’s own charter.
8.07 ORGANIZATIONAL CHANGES
Changes within the Executive Board. If there are changes of any kind in the executive board o the organization, the Student Organization Committee must be notified within34 one week of the change. If the organization fails to notify Student Congress within the appropriate time frame, further action can be taken as SOC sees fit.
Changes within the Charter. If there are changes of any kind in the organization’s charter, PAC must be notified, in writing, within one week of the change. This also applies to amendments made to the organization’s charter. If the change is unconstitutional, PAC can rule that the change is void and a correction must be made that is in agreement with the HUSC Constitution and bylaws.