Last Updated September 2023
ARTICLE 1. TITLE AND PURPOSE
ARTICLE 1, SECTION 1. These Bylaws of the Student Government Association, also referred to as the Bylaws, enacted pursuant to Article II, Section 3 of the Constitution of the Student Government Association at Johns Hopkins University, contains all regulations currently and permanently affecting the Student Government Association.
ARTICLE 2. SUPREMACY
ARTICLE 2, SECTION 1. The Constitution, these Bylaws, and the Senate Procedural Rules, respectively, shall supersede legislation of the Senate and shall retain supremacy, in conjunction with the Constitution, over any other SGA laws and governing documents of subsidiary bodies and student organizations.
ARTICLE 2, SECTION 2. Should any part of these Bylaws be ruled unconstitutional, such part shall be considered severable and the rest of the document shall remain valid and enforceable.
ARTICLE 3. THE EXECUTIVE BRANCH
ARTICLE 3, SECTION 1. STRUCTURE OF THE EXECUTIVE BRANCH
3.1.1Article III of the Constitution describes the structure and basic roles of the members of the Executive Branch.
3.1.2 EXECUTIVE COMMISSIONS
3.1.2.1 COMMUNICATIONS AND MARKETING COMMISSION
3.1.2.1.1The Communications and Marketing Commission, hereafter referred to as the CMC, shall be a subsidiary group of the Student Government Association organized within the office of and chaired by the Director of Social Affairs.
3.1.2.1.2The CMC shall operate according to a set of CMC Bylaws set by the Senate.
3.1.2.1.3MEMBERSHIP
3.1.2.1.3.1The CMC shall be comprised of at least five voting Communications and Marketing Aides.
3.1.2.1.3.2The Director of Social Affairs shall chair the CMC but shall only vote when a tie exists.
3.1.2.1.4RESPONSIBILITIES
3.1.2.1.4.1The CMC shall be tasked with all matters related to the marketing and promotion of the SGA, including but not limited to:
3.1.2.1.4.1.1Social media management.
3.1.2.1.4.1.2Website maintenance and construction.
3.1.2.1.4.1.3Graphic design.
3.1.2.1.5The Senate shall, under the Constitution, retain its oversight prerogatives over the CMC.
3.1.2.2 POLICY RESEARCH AND DEVELOPMENT COMMISSION
3.1.2.2.1The Policy Research and Development Commission, hereafter referred to as PRDC, shall be a subsidiary group of the Student Government Association organized within the Office of and chaired by the Director of Research.
3.1.2.2.2MEMBERSHIP
3.1.2.2.2.1The PRDC shall be comprised of at least five voting Policy Advisors, appointed by the Director of Research with the advice and consent of two-thirds of the Senate.
3.1.2.2.2.2At the discretion of the Director of Research, a Policy Advisor may be promoted to “Senior Policy Advisor of [area of expertise]” if said Policy Advisor has a specific portfolio of area of issues on which they are uniquely capable, experienced, or qualified to advise the SGA. 3.1.2.2.2.3 The Director of Research shall chair the PRDC but shall only vote when a tie exists.
3.1.2.2.3RESPONSIBILITIES
3.1.2.2.3.1Conducting research on an issue on the behalf of any organ of the SGA.
3.1.2.2.3.2Aiding undergraduate student organizations in conducting policy research, development, and statistical analysis in their own activities.
3.1.2.2.3.2.1The PRDC is expected to prioritize reports requested by the SGA, then focus on reports for student organizations.
3.1.2.2.3.3Producing at least 2 policy reports per semester, which shall be published publicly with the majority consent of the Senate.
3.1.2.2.3.3.1The PRDC may choose to refer reports to the Student Body President with a recommendation of sending the report to relevant administrators.
3.1.2.2.3.3.2Reports may include a recommended course of action if and only if the recommended course of action is supported by the data in the report.
3.1.2.2.3.4Harnessing advanced research tools to execute its duties, including but not limited to:
3.1.2.2.3.4.1Articles obtained from accredited academic institutions or publications.
3.1.2.2.3.4.2Government reports or publications.
3.1.2.2.3.4.3Documents in the JHU Sheridan Libraries Special Collections and Archives
3.1.2.2.3.4.4Computer code (Java, C, C+, Python, R, MatLab, etc.).
3.1.2.2.3.4.5ArcGIS.
3.1.2.2.3.4.6Stata.
3.1.2.2.3.4.7SPSS.
3.1.2.2.3.4.8ERDAS.
3.1.2.2.3.4.9ENVI.
3.1.2.2.4The Senate shall, under the Constitution, retain its oversight prerogatives over the PRDC.
3.1.2.3 STUDENT ACTIVITIES COMMISSION
3.1.2.3.1The Student Activities Commission, hereafter referred to as SAC, shall be a subsidiary of the SGA Finance Committee
chaired by the SGA Treasurer.
3.1.2.3.2MEMBERSHIP
3.1.2.3.2.1The SAC shall be comprised of eight (8) voting Commissioners.
3.1.2.3.2.2At each convening of SAC, it shall be the responsibility of the Executive Treasurer to ensure that no more than 8 Finance Committee members attend as voting members.
3.1.2.3.2.2.1In the event that there are more than 8 Finance Committee members interested in attending a SAC meeting as a voting member, the Executive Treasurer shall allow the first 8 members who RSVP for the SAC meeting to attend as voting members.
3.1.2.3.2.3All Finance Committee members are required to attend any SAC meeting regardless of whether or not they are a voting member for said meeting.
3.1.2.3.2.4The SGA Treasurer shall have the right with approval of a two-thirds majority vote of the Senate to remove any member of SAC.
3.1.2.3.2.4.1The collective SAC body (including both commissioners and Finance Committee Members) can request the removal of a commissioner by a two-thirds vote to then be approved by a two-thirds majority vote of the Senate.
3.1.2.3.3VOTING
3.1.2.3.3.1All SAC Commissioners and voting finance committee members shall be eligible to 1 vote in every decision.
3.1.2.3.3.2The SGA Executive Treasurer shall only vote in the case of a tie.
3.1.2.3.3.3Any person at a SAC meeting who is a part of an organization that submitted a grant, shall be asked to leave while the committee discusses the grant and will be unable to vote on said grant.
3.1.2.3.3.4All votes shall be a simple majority vote.
3.1.2.3.3.5The Senate can overturn any decision of the SAC by a two-thirds majority vote.
3.1.2.3.4RESPONSIBILITIES
3.1.2.3.4.1The SAC will evaluate grant proposals based on the following four criteria:
3.1.2.3.4.1.1The SAC Funding Guidelines.
3.1.2.3.4.1.2Feasibility.
3.1.2.3.4.1.3Impact.
3.1.2.3.4.1.4Other funding sources that the club is receiving for the proposal.
3.1.2.3.4.2The SAC shall be responsible for maintaining a set of funding policies and caps by which all decisions shall be based. These will be set annually and approved or amended by the Senate in the month prior to reregistration. In addition, they must publish these policies and caps to the student body once approved by the Senate.
3.1.2.3.4.3SAC has the right to revoke funding by a two-thirds majority vote of the SAC for violation of SAC funding guidelines or policies.
3.1.2.3.4.4SAC is responsible to provide budgets and balances to student organizations if requested.
3.1.2.3.4.5The chair of the finance committee will be required to provide bi-weekly updates to the Senate on all decisions made by SAC in addition to the regular updates of the treasurer.
3.1.2.4 RECRUITMENT PROCEDURES
3.1.2.4.1Upon creation of a vacancy, whether through graduation, resignation, or removal, the Chair of the Commission will be responsible for filling the open position as soon as possible. 3.1.2.4.2 The recruiting process shall be divided into three parts:
3.1.2.4.2.1An application designed to gauge interest in and knowledge of the body 3.1.2.4.2.2 An interview with the Chair and sitting Commissioners.
3.1.2.4.2.3Confirmation from a majority vote of the Senate.
3.1.2.4.3Commission membership should be based on the merit of the individual and should be justifiable to the SGA Senate for confirmation.
3.1.2.4.4All appointments made by the Chair shall be approved by the SGA Senate by a simple majority.
ARTICLE 3, SECTION 2. RESPONSIBILITIES OF THE EXECUTIVE BRANCH
3.2.1 THE STUDENT BODY PRESIDENT AND THEIR CABINET
3.2.1.1 STUDENT BODY PRESIDENT
3.2.1.1.1Serves as the Spokesperson of SGA.
3.2.1.1.2Organizes and attends meetings with Administrators.
3.2.1.1.3Executes acts of the Senate, particularly by sending Resolutions to Administrators.
3.2.1.1.4Chairs and manages their Cabinet.
3.2.1.1.5Ensures regular communication with their counterparts in the Graduate Student Organization (GRO) by meeting with the co-chairs of the GRO at the beginning of each semester.
3.2.1.1.6Ensures the smooth integration of new members – especially freshmen – into SGA.
3.2.1.1.6.1The outgoing Student Body President shall coordinate the production of transition documents compiled by the Executive Branch, Standing Legislative Committees, and Class Councils. These documents shall be finished at the end of every one-year term, presented to the Senate, and provided to the next SGA.
3.2.1.1.6.2The Student Body President, in collaboration with the Vice President, shall organize at least one mandatory SGA retreat per semester to clarify its goals and promote group development.
3.2.1.1.7Organizes the Post-Election Meet and Greet.
3.2.1.1.7.1As part of the official inauguration process of SGA, newly-elected SGA representatives must attend a mandatory meet and greet session designed to interface with the undergraduate student body within 7 days after election decisions are released.
3.2.1.1.7.2The meet and greet session must be at least one hour long.
3.2.1.1.7.3The meet and greet session must have all newly elected representatives present.
3.2.1.1.7.4The meet and greet session must be open to all JHU undergraduates and be held in a space that is easily accessible to all JHU undergraduate students.
3.2.1.1.7.5Meet and greet session will be widely publicized by SGA.
3.2.1.1.8Organizes SGA Tabling Events.
3.2.1.1.8.1SGA will host one tabling event every month of the school year, with provisional exceptions to December, January, and May, as these months tend to have less school days compared to others. Explicitly, months that must have a tabling event include September, October, November, February, March, and April.
3.2.1.1.8.2Tabling events must be at least one hour long.
3.2.1.1.8.3Tabling events must be staffed by a minimum of six SGA representatives, each from the four class councils, as well as two other SGA members. A member of the Executive Board may be allowed to substitute one of the six SGA representatives.
3.2.1.1.8.4SGA representatives must take turns tabling to ensure that as many different SGA representatives as possible are participating in these events.
3.2.1.1.8.5All senators and the Executive Board must attend at least one tabling event throughout the year.
3.2.1.1.8.6Tabling events must open to all JHU undergraduate students and be held in a space that is easily accessible to all JHU undergraduate students and preferably, in a highly frequented area. Possible tabling areas include:
3.2.1.1.8.6.1Breezeway.
3.2.1.1.8.6.2Brody Learning Commons and Tyler Terrace.
3.2.1.1.8.6.3Milton S. Eisenhower Library.
3.2.1.1.8.6.4Charles Commons.
3.2.1.1.8.6.5In front of Hopkins Café.
3.2.1.1.8.6.6Levering Café and Courtyard.
3.2.1.1.8.7Tabling events must be well-publicized by all the class councils before, during, and after the events to draw in as much attendance, and future attendance, as possible.
3.2.1.1.8.8At the end of every tabling event, there must be a report submitted about the event’s feedback by the Director of Research to the Senate.
3.2.1.1.8.9At the beginning of each semester, the Student Body President shall organize a sign-up sheet, reserve an event space, and arrange any purchases for every month of the semester.
3.2.1.1.8.10Once the freshmen are elected, they will be held accountable for these above guidelines.
3.2.1.2 STUDENT BODY VICE PRESIDENT
3.2.1.2.1Assists the President in all their duties.
3.2.1.2.2Succeeds the President in case of their impeachment or resignation.
3.2.1.2.3Accompanies the Student Body President to meetings with administrators when necessary.
3.2.1.2.4Fosters community within the Senate.
3.2.1.2.5Collaborates with the Student Body President, the Chair of Programming, and the SGA advisor to organize semesterly retreats.
3.2.1.2.6Assists new members with writing legislation.
3.2.1.2.7Fosters communication with the governing bodies of other divisions of the University (e.g., GRO, CSAC, JHUC).
3.2.1.2.8Within the first month of each Senator’s or Cabinet Member’s term, uses campaign material, a form, and/or discussion with the member to determine their primary short- and long-term goals for their term in SGA.
3.2.1.2.9Regularly references legislative and non-legislative work of each member to determine if they are making progress towards their goals.
3.2.1.2.9.1This must be done at least once a month, but the Vice President is encouraged to check on different members throughout the month rather than examining every member at the same time.
3.2.1.2.9.2The Vice President may work with the Student Body Secretary to create an organizational system to track and document each member’s goals and progress.
3.2.1.2.9.3If a member does not seem to be working towards their goals, the Vice President shall contact the member to either meet with them or to connect them to another member of SGA who would be more capable of supporting the member.
3.2.1.2.9.4If the member is still not making progress towards their goals after two months, the Vice President shall set up a meeting with themselves, an advisor of SGA, and any other relevant SGA members to determine how best to support the member.
3.2.1.3 SECRETARY
3.2.1.3.1Records how frequently each of the non-senate bodies within SGA (such as the PRDC) issue a report to the Senate during general body meetings and notifies the Chair of the body if they are not in compliance.
3.2.1.3.2Serves as the primary recordkeeper for SGA.
3.2.1.3.2.1Stores all of SGA’s digital records for protection in a secondary technological archive at the end of every year.
3.2.1.3.2.1.1Ensures that the Leadership Engagement and Experiential Development (LEED) Office and the JHU Libraries have copies of all records.
3.2.1.3.3Takes minutes at every Senate and Cabinet meeting, or designates someone to do so in their absence.
3.2.1.3.3.1Minutes shall, at the very least, always include the following:
3.2.1.3.3.1.1The date, time, and location of a meeting.
3.2.1.3.3.1.2Those present at and absent from a SGA meeting, including whether the absence is excused or unexcused.
3.2.1.3.3.1.3Any guests in attendance at the meeting.
3.2.1.3.3.1.4The matters discussed in a meeting.
3.2.1.3.3.1.5The main ideas discussed within each matter.
3.2.1.3.3.1.6The major points or motions raised during the meeting.
3.2.1.3.3.1.7All votes made during the meeting, and, if possible via roll call or electronic voting, each senator’s vote will be recorded.
3.2.1.3.3.2Minutes shall be made available to the Secretary no later than a week from the meeting at which they were recorded. Failure to send minutes shall be noted on the SGA website.
3.2.1.3.4Creates and maintains internal SGA infrastructure.
3.2.1.4 TREASURER
3.2.1.4.1Submitting all purchase requests on behalf of the Senate.
3.2.1.4.2Chairing, appointing, and managing the Student Activities Commission.
3.2.1.4.3Co-Chairing the Committee on Finance and meeting regularly with the Chair of the Committee on Student Organizations.
3.2.1.4.4Assisting new Senators with understanding financial policies and HopkinsGroups financial processes.
3.2.1.4.5Shall work with the Finance Committee to formulate an annual budget for the SGA.
3.2.1.4.6Shall assist with the funding of student groups.
3.2.1.4.7Shall act as the financial officer of the SGA, keeping all of its ledgers and coordinating with the Finance Committee.
3.2.1.5 DIRECTOR OF SOCIAL AFFAIRS
3.2.1.5.1Chairing, appointing, and managing the Communications and Marketing Commission.
3.2.1.5.2Maintaining all SGA email lists via HopkinsGroups and serving as the point of contact for all SGA communications.
3.2.1.5.2.1Monitoring the SGA email and social media notifications.
3.2.1.5.2.2Reviewing school-wide emails.
3.2.1.5.3Presents records provided by the Secretary and meeting chairs to the public in an online format that is accessible in less than 2 clicks from the SGA website homepage or 4 clicks from the SGA’s social media pages.
3.2.1.5.4Places any SGA document deliberated in the public sphere – legislation, minutes, and working documents – into public space within a week of receipt from the Secretary.
3.2.1.5.5Responds to and honors any JHU undergraduate’s request for SGA information sent to HopkinsGroups or the SGA email within a week of request, and if information cannot be provided, a legitimate legal, or personal privacy-related reason shall be provided in writing.
3.2.1.5.5.1Denied requests may be appealed to the Judiciary Board.
3.2.1.5.5.2All requests, fulfilled or denied, shall be listed in the SGA public records.
3.2.1.6 DIRECTOR OF RESEARCH
3.2.1.6.1Chairing, appointing, and managing the Policy Research and Development Commission.
3.2.1.6.2Referring policy reports to the Student Body President to deliver to relevant administration if applicable.
3.2.1.6.3Ensuring creation of reports for each tabling event.
ARTICLE 4. THE LEGISLATIVE BRANCH
ARTICLE 4, SECTION 1. STRUCTURE OF THE LEGISLATIVE BRANCH
4.1.1 SENATORS
4.1.1.1 Per the Constitution, the following Senators shall be elected for every one year term.
4.1.1.1.1Five Class Senators from each graduating class.
4.1.1.1.1.1These five Class Senators shall include one Class President, who shall serve as the primary class representative for purposes of communication with students and administrators.
4.1.1.1.2Seven Academic Senators from the Krieger School and Five Academic Senators from the Whiting school.
4.1.1.1.3One Student Organization Senator from each category of student organizations SGA recognizes.
4.1.1.1.4One Caucus Senator for each SGA Caucus, as defined in the Constitution.
4.1.1.2Senators participate within SGA as members of the Senate and Standing Legislative Committees.
4.1.1.3Senators shall be proactive in pursuing student interests and concerns in addition to actively lobbying relevant administrators.
4.1.1.4Senators shall prioritize their commitments to SGA and strive to attend all SGA-related meetings.
4.1.1.5Senators may be considered in bad standing if they do not fulfill the aforementioned guidelines and subsequently may be subject to an impeachment hearing under Article IX of the Constitution.
4.1.2 LEGISLATIVE COMMITTEES OF THE SENATE
4.1.2.1 STANDING LEGISLATIVE COMMITTEES
4.1.2.1.1Standing Legislative Committees of the Senate shall be established in these Bylaws and shall exist in perpetuity.
4.1.2.1.2Standing Legislative Committees of the Senate shall be established to address the general business of the Senate and to recommend to the Senate the adoption or rejection of legislation.
4.1.2.1.3The number of members of Standing Legislative Committees shall be at the discretion of the President of the Senate when sorting Senators into committees, but shall allow for the efficient functioning of the committees.
4.1.2.1.3.1The Committee on Finance and Committee on Student Organizations shall each have at least 14 members.
4.1.2.1.4The following Standing Legislative Committees of the Senate shall be established:
4.1.2.1.4.1COMMITTEE ON ACADEMIC AFFAIRS
4.1.2.1.4.1.1Deals with matters relating to Student Advising, the Registrar, the Academic Council, and other academic-related organs of the University to improve the academic atmosphere for students.
4.1.2.1.4.1.2Works with administrators, including the Dean of the Krieger School of Arts and Sciences and the Dean of the Whiting School of Engineering, to advance academic policies and programs that fit the needs and desires of the student body.
4.1.2.1.4.1.3Works with the Executive Board and the Senior Class Council on matters related to Convocation, Commencement, and other University academic ceremonies.
4.1.2.1.4.1.4Takes up other measures relating to academic affairs.
4.1.2.1.4.2COMMITTEE ON CIVIC ENGAGEMENT
4.1.2.1.4.2.1Promotes matters of civic engagement, civic involvement and participation, civic activism, student activism, community engagement in Baltimore and beyond, and issues of public, political or civic concern that fall beyond the realm of other committees.
4.1.2.1.4.2.2Collaborates with JHU student groups focused on civic engagement and aid them in their efforts.
4.1.2.1.4.2.3Works with other Senate committees, the Office of Student Life, the Office of Multicultural Affairs, LGBTQ Life, Student Disability Service, the Office of Institutional Equity, and other relevant academic departments and faculty in its aforementioned matters of scope whenever applicable.
4.1.2.1.4.3COMMITTEE ON FINANCE
4.1.2.1.4.3.1Membership
4.1.2.1.4.3.1.1The membership of the Committee on Finance is restricted to duly serving members of the Senate.
4.1.2.1.4.3.1.2The Executive Treasurer is the Chairman of the SAC and shall serve as an ex-officio member of the Committee on Finance.
4.1.2.1.4.3.2Responsibilities
4.1.2.1.4.3.1To deal with all financial matters of the Student Government Association, including appropriations, funding procedures, and financial management.
4.1.2.1.4.3.2To evaluate and vote on all legislation of allocating funds from the senate, that is sent to the Finance Committee by the Sunday immediately preceding the General Body Meeting by the time set by the Rules Bill.
4.1.2.1.4.3.3To have the ability to approve any funding allocations from the Senate’s budget that are equal to or less than five-hundred dollars if the general body does not meet in two consecutive weeks.
4.1.2.1.4.3.4To review and approve the SAC Bylaws and criteria for funding student organizations updated by the SAC.
4.1.2.1.4.3.5To collaborate with the Committee on Student Organizations and the SAC to guarantee the success of student organizations by aiding groups through their grant and sponsorship request process.
4.1.2.1.4.3.6To inform student organizations of available funding resources, including but not limited to grants from the SAC, external grants and sponsorships from the Senate. 4.1.2.1.4.3.7 To advise the Executive Treasurer on matters related to funding.
4.1.2.1.4.3.8To appoint at least one Senator serving on the Committee on Finance to attend each meeting of the Student Activities Commission as a non-voting, ex-officio participant.
4.1.2.1.4.4COMMITTEE ON HEALTH, SAFETY, AND SUSTAINABILITY
4.1.2.1.4.4.1Deals with matters pertaining to the health and safety of the student body.
4.1.2.1.4.4.2To take up measures related to sustainability and facilities, as applicable to the Johns Hopkins community.
4.1.2.1.4.4.3Works with Campus Safety and Security, Student Life, Health and Wellness Center administrators, and other University officials to advocate and ensure the health, safety, and well-being of students.
4.1.2.1.4.4.4Works with the Recycling Center and the Office of Sustainability to advance sustainable practices. To work with the Vice President for Facilities and Real Estate as well as other University administrators to advance the interests of the student body with respect to real estate, buildings and grounds, auxiliary services, facilities, and related matters.
4.1.2.1.4.5COMMITTEE ON INTERNAL AFFAIRS
4.1.2.1.4.5.1The Vice President, in their capacity as President of the Senate, and the Parliamentarian shall serve as ex-officio members of the Committee on Internal Affairs, voting only in the case of a tie.
4.1.2.1.4.5.2Deals with all matters related to the internal affairs of the Senate, with the exclusion of matters related to the Senate’s budget which are restricted to the Committee on Finance.
4.1.2.1.4.5.3Deals with matters related to amendments of the SGA Constitution, the SGA Bylaws and the Senate Procedural Rules.
4.1.2.1.4.5.4Deals with matters related to amendments of the Committee on Student Elections (CSE) Bylaws and other appropriate governing student documents, excluding revising the SAC Bylaws, a power which is reserved to the Committee on Finance, and the SGA Judiciary Bylaws, which are reserved by the Constitution to the Judiciary itself.
4.1.2.1.4.5.5Handles all appointments of SGA officials as prescribed by statute, including the evaluation of the Executive President’s judicial nominees, and to recommend to the Senate their appointment or rejection.
4.1.2.1.4.5.6Helps facilitate the impeachment process by holding proceedings to make findings of fact and regulation and providing an informed perspective to the Senate.
4.1.2.1.4.5.7Conducts ethical or disciplinary hearings of SGA members and refers to the Senate such cases with its recommendations.
4.1.2.1.4.5.8Deals with all other legislation that relates to the internal affairs of the Senate.
4.1.2.1.4.6COMMITTEE ON STUDENT ORGANIZATIONS
4.1.2.1.4.6.1To conduct hearings with leaders of proposed student organizations to evaluate and determine their funding eligibility and recognition status within the SGA.
4.1.2.1.4.6.2Works to ensure inter-organizational collaboration among the clubs, groups, and organizations of the undergraduate population at Hopkins.
4.1.2.1.4.6.3Works with student organizations to advance their goals and to help facilitate their continued success.
4.1.2.1.4.6.4Works with other organs of the SGA, including the SAC and the CMC, to ensure and promote the success of student organizations.
4.1.2.1.4.6.5Ensures that University resources, including usage of the Hopkins logos, funding, facilities and other resources are used only by approved student groups and that such resources are distributed fairly and utilized responsibly.
4.1.2.1.4.6.6Ensures that approved student organizations remain in good standing with the SGA and the University, and to recommend corrective actions to the Senate when groups violate SGA, University, local, state, and/or federal rules, regulations, and/or laws.
4.1.2.1.4.6.7Establishes protocols for applying to be an approved student organization and regulations governing the types and standards of such organizations.
4.1.2.1.4.6.8Works with University officials, including the Coordinator for Student Organizations; the Associate Dean of Student Engagement; administrators of programs housing student organizations such as the Office of Multicultural Affairs, the Interfaith Center, the Department of Athletics and Recreation, the Center for Social Concern, the Homewood Arts Programs, and the Digital Media Center; and other University personnel, to advance collaboration and standardization of expectations for student organizations.
4.1.2.1.4.6.9Takes up other measures relating to student organizations.
4.1.2.1.4.7COMMITTEE ON STUDENT SERVICES
4.1.2.1.4.7.1Evaluates proposals for SGA sponsorship of events.
4.1.2.1.4.7.2Works to provide SGA-sponsored services to fill needs that the University administration cannot or will not provide.
4.1.2.1.4.7.3Works towards improving existing services available to students.
4.1.2.1.4.7.4Works with student organizations, the University, and businesses to advance the aforementioned responsibilities.
4.1.2.1.4.7.5Takes up other measures relating to student services.
4.1.2.2 AD-HOC LEGISLATIVE COMMITTEES
4.1.2.2.1Ad-hoc Committees of the Senate, in accordance with the Constitution, shall be established by a two-thirds vote of the Senate and shall automatically expire at the end of the academic semester during which they were established.
4.1.2.2.2Ad-hoc Committees of the Senate shall be empaneled to address matters of great importance to the student body and may recommend that the Senate take up certain proposals through its regular legislative process in order to address specific concerns.
4.1.2.2.3The parameters and scope of individual ad-hoc committees shall be stipulated in the legislation providing for their specific establishment.
4.1.2.2.4The number of members of Ad-Hoc Committees of the Senate shall be provided for in the legislation establishing the particular committees.
4.1.2.2.5An SGA Long-Term Ad-Hoc Committee, appropriately abbreviated as an LAHC, shall be a type of ad-hoc committee, adherent to all standard terms and requirements of an ad-hoc committee, with the following and express exceptions:
4.1.2.2.5.1An SGA LAHC shall be established in perpetuity until a clearly delineated date of expiration or sunset, or until which time that the Senate votes by two-thirds majority to determine that the LAHC’s mandate or purpose has elapsed.
4.1.2.2.5.2An SGA LAHC may include additional differences from traditional ad-hoc committees, provided that those differences are clearly delineated in the SGA LAHC’s legislative enactment act and provided that those differences do not violate other terms of the SGA Bylaws or the SGA Constitution.
4.1.2.3 MEMBERSHIP OF COMMITTEES
4.1.2.3.1SORTING OF SENATORS INTO STANDING LEGISLATIVE COMMITTEES OF THE SENATE
4.1.2.3.1.1Pursuant to the Constitution, the President of the Senate shall sort Senators into Standing Legislative Committees of the Senate, and confirmation of these appointments shall require ratification by a plurality of the Senate.
4.1.2.3.1.2In executing the Constitutional duty to sort Senators into committees, the President of the Senate shall solicit the wishes and availabilities of individual Senators; study their individual passions and legislative priorities; if prudent, consult with SGA colleagues; and shall thereafter proceed to sort Senators into committees at the second Senate General Body Meeting in a manner which, in the opinion of the President of the Senate, will allow individual Senators to flourish and will best serve the students and community of the Johns Hopkins University.
4.1.2.3.1.2.1Within 24 hours of the election of the Committee Chairs at the first Senate Meeting, each Committee Chair will inform the President of the Senate of a meeting time for the following semester. These meeting times will be visible on the form used by the President of the Senate to solicit the wishes of each Senator. If a Senator is unable to attend the designated time for any committee, they shall indicate so on the form.
4.1.2.3.1.2.2To best serve their student organization constituent group, each Student Organization Senator must serve on either the Committee on Finance or the Committee on Student Organizations.
4.1.2.3.2COMMITTEE VACANCIES
4.1.2.3.2.1Any vacancies within Standing Legislative Committees of the Senate or Ad-hoc Committees of the Senate created by the departure of a member of the Senate shall be filled by the President of the Senate and confirmed by a plurality of the Senate.
4.1.2.4 LEADERSHIP OF COMMITTEES
4.1.2.4.1CHAIRS AND VICE CHAIRS
4.1.2.4.1.1The Internal Affairs Committee and Finance Committee shall each have two chairs automatically.
4.1.2.4.1.2Every other standing and ad-hoc committee shall have one chair and one vice chair.
4.1.2.4.2SELECTION OF THE CHAIR
4.1.2.4.2.1At the first Senate Meeting of the year, the President of the Senate shall preside over elections for the chair of each Standing Legislative Committee.
4.1.2.4.2.2At this Senate Meeting, the President of the Senate public nominations of Senate members to serve as chair of the committee.
4.1.2.4.2.2.1Individuals may not serve as chair of more than one (1) committee, as the chair of a committee if they are the vice chair for another committee, or as the chair of a committee if they are the chair of a caucus.
4.1.2.4.2.3Upon hearing the nomination, the President of the Senate shall ask each nominee if they would like to perform the service of committee chair.
4.1.2.4.2.4Those responding in the affirmative shall each give short speeches of no more than 3 minutes outlining their qualifications and priorities.
4.1.2.4.2.5Without a discussion, each Senate member shall then cast a vote for the chair by confidential paper ballot or another confidential voting method.
4.1.2.4.2.6Any candidate receiving a plurality of votes will then be installed as committee chair or co-chair and will be sworn in by the President of the Senate.
4.1.2.4.2.7The Student Body Vice President and Student Body Treasurer, in their respective roles as ex-officio members of the Internal Affairs Committee and of the Finance Committee, shall also serve as respective ex-officio co-chairs of those committees.
4.1.2.4.2.8If no candidate receives a plurality, the President of the Senate shall cast a tie breaking vote.
4.1.2.4.2.9The Committee Chair’s term of office shall extend for the term of the Senate.
4.1.2.4.3SELECTION OF THE VICE CHAIR
4.1.2.4.3.1The Chair of the Committee (excluding the Internal Affairs and Finance committees) must nominate a Vice Chair for their committee upon their election as chair or at the following committee meeting.
4.1.2.4.3.2The Vice Chair of a committee must be a duly elected SGA Senator and must be an official member of the committee for which they are a Vice Chair.
4.1.2.4.3.3The Vice Chair must not be the Chair or Vice Chair of another committee.
4.1.2.4.3.4After the Chair submits their nomination of a Vice Chair to their committee, the committee members must approve the selection with a two-thirds vote.
4.1.2.4.4Chairs of the Ad-hoc Committees of the Senate
4.1.2.4.4.1The legislation providing for the establishment of the particular ad-hoc committee shall designate a chair.
4.1.2.4.4.2The term of the Chair of an Ad-hoc Committee of the Senate shall expire when the term of the committee itself expires at the end of the semester.
4.1.2.4.5RESPONSIBILITIES OF COMMITTEE CHAIRS
4.1.2.4.5.1Chairs of Standing Legislative Committees of the Senate and Ad-hoc Committees of the Senate shall having the following responsibilities:
4.1.2.4.5.1.1To issue a committee report at General Body meetings, informing the Senate of projects or activities of the committee for which Senate awareness is essential to the success of the committee or the Senate.
4.1.2.4.5.1.2To submit a weekly press release to the Director of Communications by the Saturday at 12:00 PM EST before each GBM containing updates on goals and activities of the committee or any changes to committee goals.
4.1.2.4.5.1.3To submit reports on reviewed legislation to the President of the Senate and Secretary. For the content of these reports, see 4.2.3 Legislative Process.
4.1.2.4.5.1.4To create the agenda for each committee meeting and publish these agendas to the Senate.
4.1.2.4.5.1.5To appoint a member of the respective committee to take the minutes of each meeting.
4.1.2.4.5.1.6To send a copy of the committee minutes and attendance to the Secretary within 48 hours of each meeting.
4.1.2.4.5.1.7To perform certain other functions as situations necessitate.
4.1.2.4.5.1.8To maintain suggestion boxes as needed to provide for the needs of the student body.
4.1.2.4.5.1.8.1It shall be the duty of the chair of the Student Services Committee to appoint committee members to gather the suggestions left in the boxes.
4.1.2.4.5.1.7.2To report on the contents of the suggestion boxes bi-weekly at SGA general body meetings.
4.1.2.4.5.1.8.3§4.1.2.4.5.1.8.1 and §4.1.2.4.5.1.8.2 shall be null and void until October 1st, 2023 so that the Chair and Vice Chair of Student Services shall have time to restart this program. They may begin earlier. On October 2nd, Internal Affairs shall be entitled to strike this subsection.
4.1.2.4.5.2In addition to the above responsibilities, chairs of the Committee on Finance and Committee on Student Organizations will have at minimum monthly coordination meetings outside of their respective committee meetings.
4.1.2.4.5.3Co-chairs of the Finance and Internal Affairs Committees and Chairs and Vice Chairs of Standing Legislative Committees of the Senate and Ad-hoc Committees of the Senate shall have the following additional responsibilities:
4.1.2.4.5.3.1By the end of September, co-chairs/chair and vice chair must submit a cooperation plan to the Vice President detailing an agreement between each co-chair/chair vice chair on how they plan to work cooperatively to run their committee.
4.1.2.4.5.3.1.1Plans must include but are not limited to:
4.1.2.4.5.3.1.1.1Means of communication and response time.
4.1.2.4.5.3.1.1.2Workflow in terms of planning committee meetings and projects.
4.1.2.4.5.3.1.1.3Means of conflict resolution.
4.1.2.4.5.3.1.1.4Limited-use Mental Health and Academic Stress related provisions under which responsibilities can temporarily be waived.
4.1.2.4.5.3.1.2The requirement to have a plan can be waived if both co-chairs/the chair and vice chair sign a waiver or otherwise inform the Vice President stating that they do not feel the need to have a cooperation plan.
4.1.2.4.5.3.1.2.1If a cooperation plan is waived, a co-chair/chair or vice chair has the right to request a cooperation plan at any point throughout the year.
4.1.2.4.5.2.1.2.2Requests must be sent in an email to the Vice President and their co-chair/chair or vice chair, and cooperation plans must be created and submitted to the Vice President within 10 days of the request.
4.1.2.4.5.2.1.3The Vice President may reject any cooperation plan deemed to be insufficient. Rejections can be overturned by a ⅘ vote of the committee that the agreement applies to.
4.1.2.4.5.2.1.4For cooperation plans concerning the Internal Affairs Committee, the Student Body President shall fill the role of the Vice President in the processes outlined in this section of the Bylaws.
4.1.2.4.5.2.1.5Cooperation plans must be shared with senate committee members.
4.1.2.4.5.2.1.6Cooperation plans may not be changed without the approval of the Vice President.
4.1.2.4.5.2.1.7Failure to follow the rules within this section of the Bylaws is a formal violation of the Bylaws, and may lead to the consequences associated with such.
4.1.2.4.5.2.1.8Both co-chairs/chair and vice chair must express their approval of the cooperation plan in writing or email to the Vice President.
4.1.2.4.5.2.1.9If cooperation plans are not submitted and are not waived, the co-chairs/chair and vice chair shall be automatically removed and a new election for co-chairs/chair or vice chair will be held.
4.1.2.4.5.2.1.10If one co-chair/chair or vice chair believes that it was not possible for them to submit a cooperation plan because the other co-chair/chair or vice chair refused to cooperate, they may petition the Judiciary to rule on the question of whether failure to submit a cooperative plan was solely or mostly by the fault of one of the co-chairs/chair or vice chair. If they rule that to be the case, the co-chair/chair or vice chair who was ruled to have been mostly or completely responsible for the failure to produce a mutually-agreed upon cooperative plan shall be removed as committee chair.
4.1.2.4.5.2.1.10.1After chair removal, the committee must take a vote to appoint a new chair.
4.1.2.4.5.2.1.10.2The removed chair may not participate in committee chair-related deliberations or vote on matters concerning committee chairs after their removal, and may not become the chair of any committee through the end of their term.
4.1.2.4.5.2.1.10.3The Vice Chair shall not automatically become the chair if the chair is removed through this process, but may run in the chair election.
4.1.2.4.5.2.1.10.4After Vice Chair removal, the Chair shall appoint a new Vice Chair, subject to committee approval.
4.1.2.4.5.3Vice Chairs of Standing Legislative Committees of the Senate and Ad-Hoc Committees shall have the following responsibilities:
4.1.2.4.5.3.1Vice Chairs shall fulfill the duties of the chair whenever they are not present at meetings or otherwise unavailable. They must fulfill all the responsibilities of the chair when the chair is on leave or absent at a meeting, and highlighted duties include:
4.1.2.4.5.3.1.1Chairing committee meetings when the chair is absent.
4.1.2.4.5.3.1.2Updating the Senate on committee activities during GBM when the chair is absent.
4.1.2.4.5.3.2Vice Chairs shall assist the Chairs in all their duties as agreed upon between the Chair, the Vice Chair, and the committee at large.
4.1.2.4.6REMOVAL OF CHAIRS
4.1.2.4.6.1The Chair of a Standing Legislative Committee of the Senate or an Ad-hoc Committee of the Senate may be removed by a ¾ vote of the committee itself, or by a two-thirds vote of the Senate as a whole.
4.1.2.4.6.2A member of a committee may only be removed by a ¾ vote of the Senate as a whole.
4.1.2.4.6.3If a Committee chooses to remove a chair by a two-thirds vote of the Committee itself, they must abide by the following procedures.
4.1.2.4.6.3.1A senate member of a committee must submit the signatures of at least ½ of the senate members of the committee calling for the removal of the committee chair to the President of the Senate.
4.1.2.4.6.3.1.1When there is an odd number of senators in the committee, the number of signatures required shall be rounded up.
4.1.2.4.6.3.2The President of the Senate shall convene a meeting no later than 2 weeks after the receipt of the signatures calling for the removal of a committee chair to hear arguments for and against chair removal and to hold a vote to remove the chair.
4.1.2.4.6.3.3At a minimum, the chair under consideration for removal must be allowed the opportunity to speak, and a senator calling for the chair’s removal must be allowed an equal opportunity to speak. Speaking order should be determined by some form of chance.
4.1.2.4.6.3.4After speeches from the chair under consideration and from an accuser, senate members of the committee shall enter into deliberations. The chair under consideration of removal must not be present for deliberations. After deliberations have concluded, senate members of the committee must vote by secret ballot on whether to remove the chair. The chair under consideration for removal cannot participate in this ballot.
4.1.2.4.6.3.5If the chair is removed, they shall be thanked for their service and downgraded to a regular senate member of the committee.
4.1.2.4.6.3.6Upon removal of a single chair of a committee, the President of the Senate shall hold an election for a new chair no later than one week after the removal of the original chair.
4.1.2.4.6.3.6.1The Vice Chair shall not automatically succeed the Chair in the case of Chair removal by Committee or Senate vote, but may run in the election to replace the chair.
4.1.2.4.6.3.7The removed chair may not run in the chair election held to determine their replacement. 4.1.2.4.6.3.8 The Vice President cannot be removed from the Internal Affairs Committee and the Treasurer cannot be removed from the Finance Committee.
4.1.2.4.6.4Removal of the chair of a committee, or of a member of the committee, done by the full senate, shall proceed in identical fashion to impeachment proceedings as prescribed by the Constitution and further expounded upon by supporting statutes.
4.1.2.4.6.5Vice Chairs may be removed by the Chair of a committee in consultation and with the consent of the Student Body President and their Cabinet.
4.1.2.4.6.5.1In order to remove a Vice Chair, the Chair of a committee must submit in writing/email why they feel that they require a new Vice Chair to the President and President of the Senate.
4.1.2.4.6.5.2Upon receiving the request to remove a Vice Chair, the Student Body President and their Cabinet shall convene separate meetings with the Chair and Vice Chair of the committee to further discuss the issue, and may convene a meeting with the Chair and Vice Chair if desired.
4.1.2.4.6.5.3If the Student Body President and their Cabinet determines that whatever the Chair believes necessitates the removal of the Vice Chair cannot be resolved, they shall consent to the removal of the Vice Chair and the Chair shall appoint a new Vice Chair.
4.1.2.4.6.5.3.1The Student Body President and their Cabinet should generally defer to the judgment of the Chair.
4.1.2.4.6.5.4The Chair of a committee may also remove a Vice Chair by submitting written notice to the members of the committee of why they want to remove the Vice Chair.
4.1.2.4.6.5.4.1The committee shall then vote on the removal of the Vice Chair, with a two-thirds vote required to remove the Vice Chair.
4.1.2.4.6.6Any member of the Senate who is impeached in accordance with the Constitution and relieved from the duties of the Senate are thus automatically removed from all Standing Legislative Committees of the Senate and Ad-hoc Committees of the Senate.
4.1.2.4.7Chairs and Vice Chairs of Committees may resign from Committee leadership positions.
4.1.2.4.7.1If the Chair resigns, the Vice Chair shall temporarily serve as Chair until new Chair elections can be held under the procedures described above.
4.1.2.4.7.2If the Vice Chair resigns, the Chair shall appoint a new Vice Chair.
4.1.2.4.7.3Notices of resignation of Committee leadership must be sent to the President of the Senate.
4.1.2.5 COMMITTEE MEETINGS
4.1.2.5.1The Standing Legislative Committees of the Senate shall be required to regularly meet at least once every two (2) weeks.
4.1.2.5.2The Chairs of Standing Legislative Committees of the Senate shall, within 48 hours of their election at the first Senate Meeting, determine a meeting time for the Fall semester. Chairs will notify the President of the Senate and their committee members of a Spring semester meeting time at least 2 weeks before registration for the Spring semester begins.
4.1.2.5.3Committee members shall take into account the committee meeting time when determining their class schedule for Spring semester and will resign from the committee if there are unavoidable conflicts, with the option to join a different committee in its place.
4.1.2.5.4During the first meeting of every Standing Legislative Committee of the Senate, the Chairs – if they choose – shall designate one committee member to take minutes during every committee meeting, otherwise they themselves shall take the minutes.
4.1.2.5.5In accordance with the Constitution, any student is welcome to observe any committee meetings.
4.1.2.5.5.1Committees may, in accordance with the Constitution, close meetings to discuss sensitive personnel matters by a two-thirds vote of the committee. However, all voting must take place in public with individual votes recorded as prescribed by Senate rules and legislation.
4.1.2.5.6Any member of the three SGA branches is welcome to attend committee meetings, even those closed by the committee itself.
4.1.3 CAUCUSES OF THE SENATE
4.1.3.1 FORMATION OF CAUCUSES
4.1.3.1.1In order to form a caucus, the following criteria must be met:
4.1.3.1.1.1Formation must be initiated by an SGA Senate member.
4.1.3.1.1.2Submission of a bill establishing a caucus that contains the following:
4.1.3.1.1.2.1Rules for caucus (granted that they do not supersede the general guidelines of caucuses).
4.1.3.1.1.2.2Purpose of the caucus.
4.1.3.1.1.2.3Goals of the caucus.
4.1.3.1.1.2.4Why there is a need for this caucus on campus.
4.1.3.1.1.2.5List of at least 10 interested individuals.
4.1.3.1.1.2.6List of at least 3 potential partner student organizations.
4.1.3.1.1.3Caucuses must be approved by a two-thirds vote of the Senate.
4.1.3.1.1.4Following the approval of a Caucus by the Senate, it shall become active with the election of a Chair at the next student-body-wide Senate election.
4.1.3.2 CAUCUS LEADERSHIP
4.1.3.2.1Each caucus must have a Chair and a Vice Chair.
4.1.3.2.1.1The Chair will be the Caucus Senator elected for the Caucus by the student body.
4.1.3.2.1.2The Chair of the caucus shall be responsible for the following duties:
4.1.3.2.1.2.1The Chair shall serve as the chief executive officer of the caucus.
4.1.3.2.1.2.2The Chair shall be the official spokesperson of the caucus.
4.1.3.2.1.2.3The Chair shall preside at and lead all meetings of the caucus and shall prepare the meeting agendas and questions at the end of each meeting minutes document to facilitate asynchronous participation.
4.1.3.2.1.2.4The Chair shall organize a caucus meeting at least once a month during the academic year.
4.1.3.2.1.2.5The Chair shall be responsible for overseeing all administrative duties for the caucus.
4.1.3.2.1.2.6The chair shall also be responsible for ensuring that there is a Caucus page on the SGA website that contains leadership information and all meeting minutes.
4.1.3.2.1.3The Vice Chair shall be responsible for the following duties:
4.1.3.2.1.3.1Record detailed minutes at all meetings for the caucus and shall keep them on file.
4.1.3.2.1.3.2The Vice Chair shall manage any and all internal and external organizational correspondence, as requested by the Chair.
4.1.3.2.1.3.3The Vice Chair shall maintain all membership records for the caucus, including updating the roster and member attendance sheet.
4.1.3.2.1.3.4In the event that the Chair is unable to lead meetings or fulfill other administrative responsibilities, the Vice Chair shall step in momentarily as their proxy.
4.1.3.2.2SELECTION OF THE VICE CHAIR
4.1.3.2.2.1The Chair of the Caucus must nominate a Vice Chair for their caucus within the first two meetings of the Caucus.
4.1.3.2.2.2After the Chair submits their nomination of a Vice Chair to their caucus, the caucus members must approve the selection with a two-thirds vote.
4.1.3.2.2.3At the Senate Meeting following the Caucus’s approval of the Vice Chair, the Chair shall present their nomination of Vice Chair to the Senate which must approve the nomination by a two-thirds vote.
4.1.3.2.2.4Following a vacancy in the caucus vice chair position, the above procedure shall be repeated.
4.1.3.3 POWERS AND RESPONSIBILITIES OF CAUCUSES
4.1.3.3.1Caucuses shall work to advance, represent the needs and concerns of, and promote greater equality for the community that they represent. Specifically, they shall do this by:
4.1.3.3.1.1Endorsing, suggesting, or otherwise encouraging legislation aimed to help the constituency they represent.
4.1.3.3.1.2Reviewing and providing feedback on whether legislation passed by SGA is as inclusive of and mindful to the needs of the constituency they represent as possible.
4.1.3.3.1.3Acting as a safe space for the constituency they represent, and providing meaningful opportunities for the constituency they represent to convene and discuss pertinent issues.
4.1.3.3.1.4Holding General Body Meetings with interested students and interested student groups to discuss whatever issues are deemed relevant by the caucus.
4.1.3.3.2EVENTS AND INITIATIVES
4.1.3.3.2.1There are two routes for initiatives that require the public use of SGA’s name to be approved:
4.1.3.3.2.1.1In order to work on events and initiatives, caucuses can present their initiative to a GBM (to ensure awareness within the Senate).
4.1.3.3.3.1.1.1Any relevant legislative committees can comment / provide feedback.
4.1.3.3.3.1.1.2A simple majority vote within the Senate can approve the event/initiative.
4.1.3.3.3.1.2Alternatively, a caucus initiative can partner with a specific legislative committee.
4.1.3.3.3.1.2.1A committee simple majority vote can approve said initiative/event.
4.1.3.3.2.2The Caucus Chair, in their capacity as a Senator, may introduce any necessary funding bills to the Senate.
4.1.3.4 CAUCUS MEMBERSHIP
4.1.3.4.1Caucus membership shall be open to all interested students of any background or demographic, accordance with our Constitution.
4.1.3.4.2A member of a caucus shall be defined as any student who attends a meeting with the caucus or provides feedback on questions posed in meeting minutes.
4.1.3.4.2.1Attending a caucus meeting includes caucus meetings, meetings between the caucus and administrators, or Senate meetings as a representative of the caucus.
4.1.3.4.2.2Feedback on questions posed in meeting minutes shall be in the form of a comment on the meeting minute document.
4.1.3.4.3In accordance with the constitution, caucuses are expected to maintain a membership of at least 10 Homewood undergraduate students in addition to members of SGA. Caucus membership shall be defined in the Bylaws.
4.1.3.4.3.1If a caucus fails to meet the membership requirement by the the end of fall break as scheduled by the Registrar for the Krieger School of Arts and Sciences/Whiting School of Engineering, the Caucus Representative will be required to meet with the Student Body Vice President and SGA advisor to develop a strategy for increasing student interest and engagement with the caucus.
4.1.3.4.3.1.1If the caucus has still not met the membership requirement by the end of the Fall Recess (colloquially known as “Thanksgiving Break”), the respective Caucus Representative will be thanked for their services and dismissed. The search for their successor shall begin immediately after.
4.1.3.4.3.1.2The section above shall not take effect if the caucus has met the ten-member threshold during the Fall semester but falls below it before the Fall Recess.
4.1.3.4.3.1.3If the caucus is below the membership requirement by the end of Spring Break, the Caucus Representative shall be required to meet with the Student Body Vice President and SGA advisor to develop a strategy for increasing student interest and engagement with the caucus.
4.1.3.5 LIST OF ACTIVE CAUCUSES
4.1.3.6.1The following list contains currently active caucuses and can be updated by the Committee on Internal Affairs at any time with the condition that they must update the “List last updated” clause and that the Chair of the Committee on Internal Affairs must include the update in their next GBM update:
4.1.3.6.1.1Asian, Pacific Islander, and Desi-American Caucus.
4.1.3.6.1.2Black Caucus.
4.1.3.6.1.3Caucus on Disability.
4.1.3.6.1.4First-Generation/Limited Income Caucus.
4.1.3.6.1.5Hispanic/Latinx Caucus.
4.1.3.6.1.6Women and Gender Minorities Caucus.
4.1.3.6.1.7List last updated: 04/18/2023.
4.1.4 SENATORIAL VACANCIES
4.1.4.1 POST-ELECTORAL VACANCIES
4.1.4.1.1A vacancy is designated as “Post-electoral” if it is identified after electoral results for the next SGA session (except for freshman Senators) have been published and before the next SGA session has been inaugurated.
4.1.4.1.2CSE will hold a special election as defined in their constitution for the Post-electoral vacancies.
4.1.4.1.2.1If a senatorial position is still vacant following the special election, the vacancy will become either “Regular session” or “Special” depending on the circumstances.
4.1.4.2 REGULAR SESSION VACANCIES
4.1.4.2.1A vacancy is designated as “Regular session” if it occurs outside of the timeframe specified for post-electoral vacancies and does not fit the criteria for special vacancies.
4.1.4.2.2The President of the Senate will notify the respective Senator/Class President as soon as they receive confirmation of the vacancy from the Student Body President.
4.1.4.2.3Regular session vacancies will be broken up into the following categories: RSO Representatives, Caucus Chairs, Class Representatives, School Representatives, and Class Programming Councils.
4.1.4.2.4RSO REPRESENTATIVES
4.1.4.2.4.1Within 48 hours of notification of the vacancy from the President of the Senate, the Chair of the Committee on Student Organizations will send out an email to the presidents/co-presidents and treasurers/co-treasurers of all RSOs under the category represented by the vacant position, informing them of the vacancy with a description of the role and SGA requirements with an application form.
4.1.4.2.4.2Each RSO president/team of co-presidents may nominate up to two interested students, including but not limited to the leadership of that RSO. The applicants will submit a short bio and why they are interested in the role.
4.1.4.2.4.3All Senators will have access to all of the applicants’ responses prior to the start of the voting period. No applicants will be added after the voting period begins.
4.1.4.2.4.4The secret vote will be administered by the Vice President of the Senate during the next GBM. The Vice President of the Senate is encouraged to use instant runoff voting to pick an applicant to fill the role if there are more than 2 applicants.
4.1.4.2.4.5This entire process must be completed (defined as the candidate being voted on by the Senate, which is separate from the selection of the applicant) by the third GBM after the vacancy is announced by the President of the Senate.
4.1.4.2.5CAUCUS CHAIRS
4.1.4.2.5.1Within 48 hours of notification of the vacancy from the President of the Senate, the Vice Chair of the respective Caucus will notify the entire membership of the Caucus, informing them of the vacancy with a description of the role and SGA requirements.
4.1.4.2.5.1.1If no Vice Chair exists, then the President of the Senate will take the steps described above.
4.1.4.2.5.2Within 48 hours of notification of the vacancy from the President of the Senate, the Vice Chair of the Caucus will notify the president/co-presidents and treasurer/ co-treasurers of the respective umbrella advocacy organizations listed in the subsections of this section and ask them to share information about the vacancy with their organization’s membership.
4.1.4.2.5.2.1If no Vice Chair exists, then the President of the Senate will take the steps described above.
4.1.4.2.5.2.2Asian, Pacific Islander, and Desi American Caucus: Inter-Asian Council (IAC).
4.1.4.2.5.2.3Black Caucus: African Students Association (ASA), Black Student Union (BSU).
4.1.4.2.5.2.4Disability Caucus: Advocates for Disability Awareness (ADA), Student Disability Services (SDS).
4.1.4.2.5.2.4.1The contact for SDS will be the Senior Director of Student Disability Services at Homewood and Executive Director of Student Disability Services.
4.1.4.2.5.2.5First-Generation, Limited-Income Caucus: Johns Hopkins Underrepresented in Medical Professions (JUMP), Hop-In.
4.1.4.2.5.2.6Hispanic/Latinx Caucus: Latino Estudiantil (OLÉ).
4.1.4.2.5.2.7Women and Gender Minorities Caucus: Diverse Sexuality and Gender Alliance (DSAGA), Sexual Assault Resource Unit (SARU).
4.1.4.2.5.2.8List last updated: April 5, 2023.
4.1.4.2.5.3The Caucus will meet and hold a vote to advance one of their members who is not currently in SGA or another student whom they believe to be qualified and is not currently in SGA to be confirmed as Chair by the entire Senate at the next GBM.
4.1.4.2.5.4This entire process must be completed (defined as the candidate being voted on by the Senate) by the third GBM after the vacancy is announced by the President of the Senate.
4.1.4.2.5.5The Committee on Internal Affairs is empowered to make edits to 4.1.4.2.5.1.2 and subsections at the behest of a Caucus without Senate approval, with the condition that they must update the “List last updated” clause and that the Chair of the Committee on Internal Affairs must include the update in their next GBM update.
4.1.4.2.6CLASS REPRESENTATIVES
4.1.4.2.6.1Class Senator Vacancy
4.1.4.2.6.1.1Within 48 hours of notification of the vacancy from the President of the Senate, the President of the respective Class Council will send out an email to their entire class informing them of the vacancy with a description of the role and SGA requirements with an application form.
4.1.4.2.6.1.2The Class President and Class Senators for the respective Class will convene and review the applications for the position.
4.1.4.2.6.1.3Optionally, the Class President and Class Senators may decide to hold a round of interviews by majority vote if they deem it necessary to identify the best candidate.
4.1.4.2.6.1.4This entire process must be completed (defined as the candidate being voted on by the Senate) by the third GBM after the vacancy is announced by the President of the Senate.
4.1.4.2.6.2Class President Vacancy
4.1.4.2.6.2.1Within 48 hours of notification of the vacancy from the President of the Senate, the remaining Class Senators shall set a meeting time no later than 7 days after the time of the notification to meet and elect a new Class President from among their ranks by majority vote.
4.1.4.2.6.2.2All of the remaining Class Senators are empowered to ask the Vice President of the Senate to serve as a neutral administrator of a secret vote.
4.1.4.2.6.2.2.1If the Vice President of the Senate is one of the remaining Class Senators, they may ask the SGA advisor to serve as a neutral administrator.
4.1.4.2.6.2.3After the a new Class President is chosen through this mechanism and has been successfully voted on by the Senate at the first GBM after they have been selected, the start time of that GBM shall serve as the start of the 48 hours of notification for the Class Senator vacancy their succession leaves.
4.1.4.2.6.2.4If no successor has been chosen by 7 days after the time of notification, the position will become open to the entire graduation class to run for and a special election will be proctored by CSE.
4.1.4.2.6.2.4.1Current Senators of any representative background in the correct graduation class will be empowered to run for the position without risk of losing their current position by doing so.
4.1.4.2.7SCHOOL REPRESENTATIVES
4.1.4.2.7.1Within 48 hours of notification of the vacancy from the President of the Senate, the Chair of the Committee on Academic Affairs will send out an email to the entire undergraduate membership of the Krieger School of Arts and Sciences (KSAS) or Whiting School of Engineering (WSE) informing them of the vacancy with a description of the role and SGA requirements with an application form. The school emailed depends on the vacancy.
4.1.4.2.7.2The remaining KSAS/WSE School Senators will convene and review the applications for the position.
4.1.4.2.7.3Optionally, the School Senators may decide to hold a round of interviews by majority vote if they deem it necessary to identify the best candidate.
4.1.4.2.7.4This entire process must be completed (defined as the candidate being voted on by the Senate) by the third GBM after the vacancy is announced by the President of the Senate.
4.1.4.2.8FAILED CONFIRMATION
4.1.4.2.8.1In the event that a prospective Senator/Class President is not confirmed by the Senate, the Senate may choose, by majority vote, to have CSE proctor a special election for the position.
4.1.4.2.8.2If the Senate does not motion for a special election, the start time of that GBM shall serve as the start of the 48 hours of notification for the vacancy and the process will begin anew.
4.1.4.3 SPECIAL VACANCIES
4.1.4.3.1A vacancy is designated as “Special” if it meets one of the following criteria:
4.1.4.3.1.1Less than a quorum of the selecting body exists for that position. This is defined as half of the maximum membership plus one. For caucuses, quorum will be defined as the constitutionally mandated minimum number of members for that caucus to be recognized. The standing quorum for each selection group is listed below:
4.1.4.3.1.1.1RSO Representatives: 24 Senators/Class Presidents.
4.1.4.3.1.1.2Caucus Chairs: 20 members of the respective caucus.
4.1.4.3.1.1.3Class Representatives: 3 Class Senators/Class Presidents of the respective Class.
4.1.4.3.1.1.4School Representatives:
4.1.4.3.1.1.4.1WSE: 3 WSE Senators
4.1.4.3.1.1.4.2KSAS: 4 KSAS Senators
4.1.4.3.1.1.5The Committee on Internal Affairs is empowered to edit the numbers reported for quorum under §4.1.4.3.1.1 without a Senate vote if any of the populations of senators or caucuses change. The Chair of the Committee on Internal Affairs will include the change in their next GBM update.
4.1.4.3.1.1.6If the selecting body lacks quorum, CSE will hold a special election for all the vacant positions in the selection body.
4.1.4.3.1.1.7In the case of there being fewer than 24 members in the entire Senate, CSE will hold a special election for all vacant Senate positions.
4.1.4.3.1.2Vacancies occur in the current Senate within two weeks of the first electoral info session for the next Senate and before the next Senate’s inauguration.
4.1.4.3.1.2.1The non-incumbent(s) who receive the most votes for the currently vacant position(s) they are running for will be invited to immediately assume their
position(s), subject to a confirmation vote.
4.1.4.3.1.2.2If they refuse, the position(s) will remain vacant until their formal term begins.
4.1.4.3.1.3A new, elected position in the Senate is created.
4.1.4.3.1.3.1CSE will hold a special election for the new position if the new position is created before January 1st of the election year.
4.1.4.4 PROCEDURE FOR PROCESS DEVIATIONS
4.1.4.4.1A Senator may request deviations from the confirmation process for a certain position by a two-thirds vote of the entire Senate. All intended deviations must be presented in advance.
4.1.4.4.2If a Senator intends to request deviations, they must notify the President of the Senate within 48 hours of notification of the vacancy.
4.1.4.4.3The start time of the GBM at which process deviations are requested and approved or denied shall serve as the start of the 48 hours of notification.
4.1.4.4.4Senators may also modify any part of the bylaws that govern the vacancy process by a two-thirds vote of the entire Senate in the same fashion as any other bylaws amendment.
4.1.4.5 EXTENSIONS
4.1.4.5.1Extensions may be granted on a case-by-case basis at the discretion of the President of the Senate. Requests for extensions must be made before the deadline, and all requests for extensions will be given a provisory 24 hour extension if they are not to be granted in full.
4.1.4.5.2The maximum length of an extension that may be granted is 7 days or 1 additional GBM, whichever is longer. If the extension necessary due to circumstances is longer than a week/1 GBM, CSE will hold a special election for the position.
4.1.4.5.2.1An exception to this rule is when a University break overlaps with the vacancy filling schedule. These breaks are Summer Break, Fall Break, Thanksgiving Break, Winter Break, Intercession, and Spring Break.
4.1.4.5.2.2For the purposes of these §4.1.4.5.2.1, the start of Winter Break shall be recognized as the first reading day of the Fall semester.
4.1.4.5.2.3For the purposes of §4.1.4.5.2.1, the entirety of Intercession shall be recognized as a break period.
4.1.4.5.2.4For the purposes of §4.1.4.5.2.1, the start of Summer Break shall be recognized as the first reading day of the Spring Semester.
4.1.4.5.2.5In the cases outlined by §4.1.4.5.2.1, an extension equal to the duration of the break plus any weekend days directly adjacent to the break shall be provided given that the Senators do not purposefully delay the process to qualify for a break extension.
4.1.4.6 RESPONSIBILITIES
4.1.4.6.1The President of the Senate is tasked with ensuring that notification of the vacancy is fully and clearly communicated to the respective group that will be voting on the position’s replacement at their earliest possible convenience.
4.1.4.6.2The Vice President of the Senate is tasked with overseeing and administering the vote and secret vote for the vacancies when necessary and confidentially responding to issues raised about the process.
4.1.4.6.3Both the President of the Senate and Vice President of the Senate are responsible for ensuring that deadlines are met and that the timeline is strictly adhered to. Disciplinary marks will be given out for failures to adhere to the timeline.
4.1.4.6.4The selection group is responsible for recruiting, identifying, and electing qualified applicants.
4.1.4.6.4.1If no students have applied for the position by the deadline the selection group has set for applications, the selection group will be thanked for their service and disbanded.
4.1.4.6.4.2In such a situation, the President of the Senate and Vice President of the Senate will work with the Student Body President and Student Body Vice President to engage student interest in the role and then will open up the search for a replacement at a later date of the President of the Senate’s choosing.
4.1.4.7 COMPLAINTS
4.1.4.7.1If a member of SGA or applying student has complaints about the fairness of the process, especially related to improper/unapproved deviations from the procedure prescribed by the bylaws herein or SGA Constitution, they are empowered to confidentially bring their concerns to the Chair of Internal Affairs, the Vice President of the Senate, or the SGA Judiciary Board.
4.1.5 PROGRAMMING COUNCIL VACANCIES
4.1.5.1The Chair of Programming will notify the remaining members of the respective Class Programming Council as soon as they receive confirmation of the vacancy from the Student Body President.
4.1.5.2 CHAIR VACANCY
4.1.5.2.1In the event that the position of Chair of a Class Programming Council is vacant, the Treasurer of the respective Programming Council will be offered the opportunity to ascend to the role of Chair.
4.1.5.2.2Should the Treasurer decline or not reply within 48 hours, the Chair position will be offered to the Secretary of the respective Programming Council.
4.1.5.2.3Should the Secretary decline or not reply within 48 hours, the Chair of Programming will meet with the remaining members of the Class Council, as well as the ex officio members of the Class Council (the respective Class Senators and Class President) to create an application form for the position.
4.1.5.3 TREASURER VACANCY
4.1.5.3.1In the event that the position of Treasurer of a Class Programming Council is vacant, the Chair of Programming will meet with the remaining members of the Class Council, as well as the ex officio members of the Class Council (the respective Class Senators and Class President) to create an application form for the position.
4.1.5.4 SECRETARY VACANCY
4.1.5.4.1In the event that the position of Secretary of a Class Programming Council is vacant, the Chair of Programming will meet with the remaining members of the Class Council, as well as the ex officio members of the Class Council (the respective Class Senators and Class President) to create an application form for the position.
4.1.5.5 SPECIAL VACANCIES
4.1.5.5.1In the event that all elected positions in a Programming Council are vacant, a special election shall be held by CSE to fill the Programming Council.
ARTICLE 4, SECTION 2. LEGISLATION OF THE SENATE
4.2.1Legislation shall be written by any elected member of SGA.
4.2.2Legislation shall take one of two forms:
4.2.2.1A bill, which formally enacts a law within the scope defined by the Constitution; or
4.2.2.2A resolution, which formally declares the opinion of the Senate and thus the Student Body.
4.2.3 LEGISLATIVE PROCESS
4.2.3.1Legislation shall require and document the presence of:
4.2.3.1.1At least one (1) introducer (also known as an author or composer);
4.2.3.1.2At least two (2) co-sponsors who are elected members of SGA and are not introducers;
4.2.3.2Legislation shall be written according to the accessibility guidelines in Article 5 and, by precedent, be headed with the seal of the SGA.
4.2.3.3Upon two (2) co-sponsors, the introducer of the Bill or Resolution shall submit the legislation to the President of the Senate.
4.2.3.4The President of the Senate shall then add the legislation to the next Senate Meeting agenda under the first reading section.
4.2.3.4.1During the first reading of legislation, the legislation is briefly explained and the Senate votes to send the legislation to the Committee.
4.2.3.5Once legislation is referred to a Committee of the Senate, the Committee shall deliberate and vote upon a recommendation to the Senate for the legislation’s adoption or rejection. The Committee will then prepare a report containing the Committee’s recommendation, majority and minority opinions of the Committee, and a description of any amendments made in Committee.
4.2.3.5.1A plurality vote shall be necessary to recommend legislation’s adoption or rejection, or to undertake other committee actions.
4.2.3.5.2A committee may also elect to advance legislation to the Senate with no recommendation, if after significant deliberation, the committee elects to do so.
4.2.3.5.2.1A tie vote within a committee brings the legislation before the Senate with no recommendation.
4.2.3.5.3If the committee does not vote on the bill, it can not advance beyond the committee.
4.2.3.6After passage by a committee, the President of the Senate will add the legislation to the next Senate Meeting agenda under the second reading section.
4.2.3.6.1In the most exceptional of cases, the President of the Senate shall be empowered to waive the committee consideration requirement to allow the Senate to quickly address pressing matters.
4.2.3.7Upon receiving the report of a Committee of the Senate, the Vice President shall introduce the legislation to the Senate and call upon its introducer to discuss its merits and field questions from the Senate, and call upon the Committee chair to present their report.
4.2.3.8The legislation shall then be deliberated upon, pursuant to the Senate’s rules and procedures, and the Senate shall eventually vote for the legislation’s adoption or rejection.
4.2.3.8.1If the Senate votes to adopt the legislation, the President of the Senate shall affix the Seal of the Senate to the legislation. The Student Body President, President of the Senate, Student Body Vice President, Student Body Secretary, Student Body Treasurer, and Chair of Programming will then place their signatures at the bottom of the legislation so as to confirm its adoption. The legislation will then have the full force and effect of law.
4.2.3.8.1.1For ceremonial purposes, the introducer(s) and co-sponsors shall have the right to sign the legislation as well.
4.2.3.8.2If the Senate votes to reject the legislation, the President of the Senate shall indicate its rejection and place their signature at the bottom so as to confirm its rejection. The President of the Senate shall not affix the Seal of the Senate to rejected legislation.
4.2.4All legislation, pursuant to the Constitution, must be adopted by the full Senate. A Committee alone is not empowered to take any direct action other than to recommend and refer action to the Senate as a whole.
ARTICLE 4, SECTION 3. PROCEDURAL RULES OF THE SENATE
4.3.1 MEETINGS
4.3.1.1 AGENDA OF SENATE MEETINGS
4.3.1.1.1The President of the Senate shall set the agenda according to the needs of the SGA.
4.3.1.1.2Committee reports shall consist solely of reports – any pending committee action must be reported in advance and dealt with later in the meeting.
4.3.1.2 CHAIR OF SENATE MEETINGS
4.3.1.2.1The Chair of a meeting shall also be referred to as the Presiding Officer of that meeting.
4.3.1.2.2The President of the Senate shall chair the meetings of the SGA Senate.
4.3.1.2.2.1If the Vice President yields the chair in accordance with proper parliamentary procedure, or is unable to attend a Senate meeting, the Vice President of the Senate shall fulfill the duties as Chair.
4.3.1.2.2.2DECISIONS OF THE CHAIR
4.3.1.2.2.2.1The chair shall enforce Senate procedures as well as the Constitution and Bylaws, including but not limited to ruling motions or conversations out of order.
4.3.1.2.2.2.2A single member (no second is required) may contest such a decision, which is debatable but non-amendable, before it takes effect.
4.3.1.2.2.2.3A two-thirds vote of the Senate shall be necessary to overturn the chair’s decision.
4.3.1.2.2.3Manner of Presiding and Yielding of the Chair
4.3.1.2.2.3.1The Presiding Officer shall preside the meeting in an orderly, objective and fair manner giving opportunity to all Senators to represent their views provided they maintain decorum. The Presiding Officer shall use his or her discretion in speaking on issues provided they maintain objectivity and fairness in the manner of the meeting.
4.3.1.2.2.3.2The Presiding Officer shall yield the chair to a successor any time theitem of discussion is his or her confirmation, elections, impeachment, or removal.
4.3.1.3 ORDER
4.3.1.3.1The Senate shall follow the most current version of Robert’s Rules of Order in its general body meetings, subservient to any provisions of the SGA Constitution, Bylaws, or Senate Procedural Rules Bill.
4.3.1.3.2Moving the Motion
4.3.1.3.2.1Following the moving of a motion and a proper second (if required), the Chair shall immediately state the motion to the assembly. If the motion may be discussed, the Chair shall immediately ask, “Is there any discussion?” and the body shall discuss the motion. If the motion may not be discussed, the Chair shall immediately put the motion to a vote.
4.3.1.3.3Discussion on the Motion
4.3.1.3.3.1It is in the interest of the Senate (being a deliberative assembly) to foster productive and persuasive speech by each member so long as it is done in an efficient manner. The author of the motion shall be given the opportunity to speak first in order to present the reasoning behind the motion. Other motions may be moved anytime during discussion.
4.3.1.3.3.2During debate, filibusters are not permitted.
4.3.1.3.4Voting
4.3.1.3.4.1Abstentions, used at the individual Senator’s discretion, should only be used in the rare case of a direct conflict of interest.
4.3.1.3.4.2Votes become final when the Chair announces the vote.
4.3.1.3.4.3The use of “straw poll” votes is highly discouraged.
4.3.1.3.4.4Per the Constitution, all votes and discussions shall be public, except for those permitted to be closed by the Constitution.
4.3.1.3.4.5Proxy Voting
4.3.1.3.4.5.1Due to the deliberative nature of Senate meetings, and due to the possibility of the swaying of one’s opinions during a debate, proxy voting is neither permitted nor accepted.
4.3.1.3.5Suspension of Rules
4.3.1.3.5.1The assembly can adopt a motion to Suspend the Rules interfering with the proposed action—provided that the proposal is not in conflict with the Constitution.
4.3.1.3.5.2When business is pending, Suspend the Rules takes precedence over any motion if it is for a purpose connected with that motion.
4.3.1.3.5.3Can be applied to any rule of the assembly except those in the Constitution.
4.3.1.3.5.4Must be seconded.
4.3.1.3.5.5Requires a vote equivalent to two-thirds of the entire membership of the Senate, regardless of attendance. In any case, no rule protecting a minority of a particular size can be suspended in the face of a negative vote as large as the minority protected by the rule.
4.3.1.3.5.6In making the incidental motion to Suspend the Rules, the particular rule or rules to be suspended are not mentioned; but the motion must state its specific purpose, and its adoption permits nothing else to be done under the suspension.
4.3.1.3.5.6.1The rules are unsuspended upon the completion of the specific purpose, as determined by the chair.
4.3.1.3.5.6.2The rules can be unsuspended at any time with a majority vote following a motion to Unsuspend the Rules.
4.3.1.3.5.7If a motion to Suspend the Rules is adopted and its object is to allow consideration of business that could not otherwise have been considered at the time, the chair immediately recognizes the member who moved the suspension of the rules, to make the appropriate motion that will bring up the desired business. Or, if no further motion is necessary (for example, if the two motions were combined as indicated above, or if the question is one that was postponed), the chair announces the business as pending.
4.3.1.3.5.8Rules protecting a basic right of the individual member cannot be suspended. Rules protecting absentees cannot be suspended, even by unanimous consent or an actual unanimous vote, because the absentees do not consent to such suspension.
4.3.2 MEMBERSHIP PRIVILEGES
4.3.2.1Only Members of the Senate, including Executive Board officers in an ex-officio capacity shall have speaking privileges when the meeting is in session, with the exception of speaking privileges granted by the Rules Bill for certain sections of the meeting.
4.3.2.1.1Non-Members of the Senate shall have speaking privileges in the Senate at the discretion of the chair, to be signaled with a hand raise.
4.3.2.1.1.1The Senate can appeal the decision to grant or not grant speaking privileges with a motion, a second, and a majority vote.
4.3.2.1.1.2Any signaling by non-members must be non-disruptive, as determined by the chair.
4.3.2.1.1.3The chair may prohibit any signaling for any period of time at their discretion.
4.3.2.1.1.3.1The Senate can appeal the decision with a motion, a second, and a majority vote.”
4.3.2.1.2The chair can withdraw speaking privileges at their discretion 4.3.2.1.2.1 The Senate can appeal the decision to grant or not grant speaking privileges with a motion, a second, and a majority vote.
4.3.3 ATTENDANCE
4.3.3.1 REQUIRED
4.3.3.1.1Attendance at Senate general body meetings, committee meetings, and Class Council meetings is mandatory for all Senators. The President of the Senate shall be permitted to grant a total of 9 excused absences per senator per year, with an additional 3 excused absences for every additional committee beyond 2 committees that the senator serves on. Senators who have 2 unexcused absences shall be subject to a required meeting with the Executive Board and the Advisor followed by the impeachment vote per the Constitution. Senators who have 4 unexcused absences shall be thanked for their service and summarily dismissed from the SGA per the Constitution.
4.3.3.1.2Attendance at another SGA event beyond the required Senate and Committee meetings can be required by the President of the Senate.
4.3.3.1.2.1This requirement can be overturned by a two-thirds vote of the Senate.
4.3.3.1.2.2In such cases, legitimate, previously held time conflicts shall be accommodated with an excused absence.
4.3.3.1.3Attendance at another SGA event beyond the required Senate and Committee meetings can be required by the Vice President.
4.3.3.1.3.1This requirement can be overturned by a two-thirds vote of the Senate.
4.3.3.1.3.2In such cases, legitimate, previously held time conflicts shall be accommodated with an excused absence.
4.3.3.2 TAKING ATTENDANCE
4.3.3.2.1A roll call shall be taken at the beginning of each Senate meeting and recorded in the minutes. The Secretary shall be responsible for keeping track of whether enough Senators are present when voting on legislation.
4.3.3.3Members must stay for the entire meeting unless previously excused or in cases of emergency.
4.3.3.4 RECORDING ATTENDANCE
4.3.3.4.1All SGA members’ attendance records shall be noted on the SGA’s website and shall be sent to the student body in a press release every semester.
4.3.3.5 DOCUMENTING AND VERIFYING ABSENCES
4.3.3.5.1The Secretary shall document all absences – Senate, committee, and council– on a spreadsheet publicly available on the SGA website. The spreadsheet shall be updated with absences no later than one week from the date of a meeting. If no minutes for a meeting are provided to the Secretary after one week, all persons required to attend the meeting shall be counted as absent until minutes are provided.
4.3.3.6 ONE-TIME MEDICAL LEAVE AND ONE-TIME FAMILY EMERGENCY LEAVE
4.3.3.6.1Once a school year, if an SGA member is temporarily unable to attend meetings for any reason verified by an accredited medical provider, they shall be permitted to take a medical leave of no more than two academic weeks.
4.3.3.6.2Once a school year, if an SGA member is temporarily unable to attend meetings for any reason related to family emergency, they shall be permitted to take a family emergency leave of no more than two academic weeks.
4.3.3.6.3Senators must do their best to communicate as soon as possible with the executive board, so that they can be applied retroactively.
ARTICLE 5. ACCESSIBILITY
ARTICLE 5, SECTION 1. SGA VIRTUAL CONTENT STANDARDS
5.1.1These standards will apply to all digital content produced by SGA for both external and internal use.
5.1.2 ACCESSIBLE DOCUMENTS
5.1.2.1All documents produced by SGA, including legislation, must meet the following guidelines:
5.1.2.1.1Provide alternative text for visual content.
5.1.2.1.2Ensure high contrast (a contrast ratio of at least 4.5:1 for normal text) between the background color and foreground except in images where alternative text is provided.
5.1.2.1.2.1Online tools can be used to calculate the contrast ratio and determine if it meets accessibility guidelines for various font formats including large texts.
5.1.2.1.3Use accessible text options. This document recommends Georgia or Verdana as a typeface with no smaller than 14 point font.
5.1.2.1.4Strive for a Flesch-Kincaid Grade Level of approximately 9 or lower after names or titles are removed.
5.1.2.1.4.1Flesch-Kincaid Grade Level can be calculated by enabling readability statistics in Microsoft Word’s “Proofing” settings, or by using a third party tool.
5.1.2.1.5Use headings that follow a logical order.
5.1.2.1.6Ensure that data is presented according to above WCAG guidelines.
5.1.3 SOCIAL MEDIA AND WEBSITE
5.1.3.1All content published on SGA social media platforms or the SGA website must meet the following guidelines:
5.1.3.1.1Provide alternative text for non-text content.
5.1.3.1.2Provide captions for pre-recorded audio content.
5.1.3.1.3Explain graphical content through text.
5.1.3.1.4Ensure background audio in audio content is at least 20 decibels lower than foreground content.
5.1.3.1.5Use accessible text options. This document recommends Georgia or Verdana as a typeface with no smaller than 14-point font.
5.1.3.1.6Strive for a Flesch-Kincaid Grade Level of approximately 9 or lower after names or titles are removed.
5.1.3.1.6.1Flesch-Kincaid Grade Level can be calculated by enabling readability statistics in Microsoft Word’s “Proofing” settings, or by using a third party tool.
ARTICLE 5, SECTION 2. SGA EVENT STANDARDS
5.2.1All events hosted by the SGA must meet the following guidelines:
5.2.1.1All private and public events held on- or off-campus must be in physically accessible locations.
5.2.1.1.1Use the Accessibility Map created by SDS to determine the accessibility of an on-campus location.
5.2.1.1.1.1Locations directly accessible through an accessible building entrance on an ADA-compliant pathway are preferred.
5.2.1.1.1.2If the location is not on the same level as an accessible building entrance, elevator(s) must be available.
5.2.1.1.2Communicate with event coordinators of off-campus venues to ensure accessibility.
5.2.1.2Use adequate clear signage around the venue to direct attendees to your event and to accessible pathways/entrances.
5.2.1.3Events must be planned in an inclusive and accessible way, including cognitive accessibility. These procedures vary but may include:
5.2.1.3.1Distributing event details at least 48 hours in advance of the event and before any deadline for cancellation. Event details may include:
5.2.1.3.1.1Itinerary.
5.2.1.3.1.2Location.
5.2.1.3.1.2.1Accessible transportation options.
5.2.1.3.1.3List of discussion topics or presentation material.
5.2.1.3.1.4Menu.
5.2.1.3.1.5Expectations of attendees.
5.2.1.3.1.6Content and/or health warnings.
5.2.1.3.1.7Method of requesting accommodations.
5.2.1.3.2Providing space and time for guests to take breaks. This is particularly important when the event includes sensory stimulation, emotional labor, and/or physical or mental exertion.
5.2.1.3.3Providing multiple methods of participating in activities such as feedback gathering or discussion. This is particularly important when time spent on the activity is limited.
5.2.1.3.4Allowing a pause for processing between topics or when asking for questions.
5.2.1.3.4.1Consider allowing questions throughout/after the event rather than only during discussion.
5.2.1.3.4.2Providing adequate and diverse seating for all attendees.
5.2.1.3.4.3Providing printed copies of digital material.
5.2.1.3.4.4Ensuring that the physical space can accommodate mobility aids and service animals.
5.2.1.3.4.5Providing live transcription or ASL interpretation.
5.2.1.3.4.6Providing adequate lighting, electrical outlets, and microphones.
ARTICLE 5, SECTION 3. SGA PROCEDURE STANDARDS
5.3.1 ACCOMMODATION REQUESTS
5.3.1.1Accommodation requests may be made for any SGA event, policy, or procedure.
5.3.1.2Information on how to request accommodations should be easily visible when registering for an event. Event communications and advertisement should also include a clear method to request accommodations.
5.3.1.3To request an accommodation regarding wider-SGA policies and procedures, an individual can contact the Student Body Vice President.
5.3.1.4This information must be available on the SGA website and in communications about joining SGA.
5.3.1.5To ensure confidentiality, accommodation requests will be made through an SGA advisor. The SGA advisor will work with SDS to confirm that the accommodation is reasonable and inform SGA on what accommodations to implement.
5.3.1.5.1The identity of the requesting individual will only be shared with SGA members as needed for the implementation of the accommodation.
5.3.1.6Confidentiality of accommodations must be maintained. This includes during and after any events.
ARTICLE 6. STUDENT GROUPS
ARTICLE 6, SECTION 1. SCOPE
6.1.1This article shall apply to all dealings with current and proposed student organizations by the Committee on Student Organizations and the SGA Senate.
6.1.2Should any part of this article be found unconstitutional, such part shall be considered severable and the rest of the article shall remain in effect.
ARTICLE 6, SECTION 2. RECOGNITION OF PROPOSED STUDENT ORGANIZATIONS
6.2.1The SGA Senate has, under the Constitution, jurisdiction over the appointment process of new student organizations.
6.2.2The Committee on Student Organizations shall receive applications for proposed student organizations and determine, along with the Coordinator of Student Organizations, which Category these groups fall under.
6.2.2.1All JHU student organizations currently categorized as: Academic and Research, Center for Social Concern, Dean of Student Life Charter Organizations, Sports Clubs and Fraternity and Sorority Life will be eligible for additional recognition by the SGA as a group “not eligible for semesterly allocations”, allowing such groups granted this classification to be eligible for SAC event funding applications. For annual semesterly grant eligibility, they must drop their recognition outside of SGA.
6.2.2.2They will be reviewed and confirmed by a majority vote of the Committee on Student Organizations on a rolling basis.
6.2.3The Committee on Student Organizations shall conduct hearings with the Coordinator of Student Organizations and leaders of proposed groups to evaluate the uniqueness and feasibility of their mission, the establishment of a longitudinal organizational structure, the level of risk, the necessity of funding within their organization, and their contribution to on-campus student life.
6.2.4The Committee on Student Organizations shall vote on whether to recognize the existence and provide funding for proposed student organizations. Committee quorum and a simple majority is required for the committee’s determination to be in effect.
6.2.4.1The Committee’s decision shall be referred to the Coordinator of Student Organizations, by the end of the academic term at which the application was submitted, to finalize the new group registration process.
6.2.4.2The Committee’s decision shall be referred to the SGA Treasurer and the Student Activities Commission to give new organizations access to start-up funds and student group grants.
6.2.5A decision to recognize or deny a proposed student organization by the Committee on Student Organizations can be appealed by any SGA Senator with a simple majority vote, at which point the General Body will evaluate the proposed student organization and vote on a final determination of its recognition.
ARTICLE 6, SECTION 3. CURRENT STUDENT ORGANIZATIONS
6.3.1The SGA Senate is, under the Constitution, empowered to pass legislation governing student groups.
6.3.2All student organizations recognized as funded organizations by the SGA Senate shall undergo a yearly review of their operations by the Committee on Student Organizations, upon which their eligibility for semesterly allocations from SAC shall be contingent.
6.3.3A decision to revoke recognition of an existing student organization by the Committee on Student Organizations can be appealed by any SGA Senator with a simple majority vote, at which point the General Body will evaluate the student organization and vote on a final determination of its recognition.
6.3.4Student groups may not disallow any member the right to vote with regard to race, color, creed, religion, national or ethnic origin, gender, sexual orientation, age, marital status, citizenship, or disability status. This requirement may be waived in circumstances in which an individual group has a specific reason – related to the impending graduation of group members – as to why members set to graduate in the academic year following the election should not be allowed to vote in a group election.
6.3.4.1If the group wishes to waive this requirement, they must present a case to the SGA Senate explaining why graduating members should not be allowed to vote in an election. If the SGA rules in the group’s favor, then the class of graduating members will not be allowed to vote. The disallowance of graduating members, if approved, must apply to every member of the group, without exception, who is to graduate in the semester following the election.
6.3.5Student groups must ensure that all students have the right to express their chosen pronoun, chosen name, and gender identity in all documents, programs, and material.
6.3.6All laws passed by the SGA governing approved student organizations shall be compiled into a singular document and sent to the leaders of the student organization at the beginning of each school year.
ARTICLE 6, SECTION 4. STUDENT AND STUDENT ORGANIZATION APPLICATION UPDATES
6.4.1The SGA shall strive to keep students and student organizations apprised of the status of their applications to itself or its constituent bodies – including committees, class councils, the SAC, and the CMC.
6.4.1.1For applications requiring two or more weeks to approve or deny, the following measures shall be used to maintain these channels of communication:
6.4.1.1.1Students shall have the right to request an update on their application’s progress every two weeks, even if a final outcome cannot be provided at that time.
6.4.1.1.2For each application process, the SGA shall publish an estimated timeline with general stages and timeframes on the process of approval and denial, as well as relevant points of contacts, on the SGA website.
6.4.1.1.2.1The SGA shall email the aforementioned timeline to all application submissions’ authors.
ARTICLE 7. ADVISORS
ARTICLE 7, SECTION 1. There shall exist SGA advisors who shall be resources when called upon by the SGA.
ARTICLE 7, SECTION 2. The SGA, in conjunction with the Office of the Dean of Student Life shall appoint one (1) SGA Advisor for the SGA at large, one (1) Class Council Advisor for each council, one (1) Finance advisor for the Committee on Finance, and one (1) Student Organizations Advisor for the Committee on Student Organizations.
ARTICLE 8. AMENDMENTS AND RATIFICATION
ARTICLE 8, SECTION 1. These Bylaws, unless specified below, may only be amended and ratified by a two-thirds vote of the entire membership of the Senate.
ARTICLE 8, SECTION 2. SEMANTIC AMENDMENTS
8.2.1Amendments that do not change the intention of a line in the Bylaws may be made by the Internal Affairs without a Senate vote.
8.2.1.1The Internal Affairs Committee will notify the Senate of these changes.