SECTION 1. TITLE.
This Bill may be referred to as the “2022-2023 Senate Procedural Rules Bill”
SECTION 2. DEFINITIONS.
1.SGA — The term “SGA” shall refer to the Student Government Association of The Johns Hopkins University.
2.JHU, Hopkins — The terms “JHU” and “Hopkins” shall refer to Johns Hopkins University.
SECTION 3. FINDINGS AND PURPOSES
1.FINDINGS
1.1.Per Article IV Section Three of the SGA Constitution, the Senate shall pass an annual Senate Procedural Rules Bill to govern special rules of each session.
2.PURPOSES
2.1.This act delineates terms to satisfy the aforementioned precondition.
3. SECTION 4. SENATE PROCEDURAL RULES
4.Senate Meetings
4.1.Senate General Body Meetings shall occur every Tuesday at 7 PM EST during the school year, with the possibility of additional meetings held for urgent matters.
4.2.Agenda
4.2.1.The Agenda shall contain the following sections by default:
4.2.1.1.Call to Order & Roll Call
4.2.1.2.Convening Business
4.2.1.2.1.New members of SGA are sworn in, if necessary.
4.2.1.2.2.The Senate conducts a vote to settle any unresolvedties in elections, if requested by the Committee on StudentElections.
4.2.1.2.3.The Senate considers confirmation of any appointeesto vacant positions.
4.2.1.3.Amendment and Approval of the Agenda
4.2.1.3.1.The Presiding Officer will present the agenda and anyamendments that have come up since distributing it.
4.2.1.3.2.Any Senator can motion to amend the agenda to addor remove items at this time. If they are adding an item, it mustalready be listed as pending business or they must have a linkreadily available to send to the Presiding Officer.
4.2.1.3.3.After the agenda is approved, no further amendmentswill be allowed.4.2.1.4. Approval of Previous Minutes
4.2.1.5.Public Input
4.2.1.6.Reports
4.2.1.6.1.The Presiding Officer invites certain Senators todeliver reports to the Senate on behalf of a position or legislativebody (committees, class councils, and caucuses). This report should include only information that is relevant and important for the Senate to know for efficient functioning of either the legislative body or the Senate.
4.2.1.7.Non-Legislative Business
4.2.1.7.1.Senators or University Administrators may presentrelevant information to the Senate for the purposes of solicitingfeedback or raising awareness on topics relevant to SGA.
4.2.1.7.2.The Senate nominates and elects a Senator of theMonth, if necessary.
4.2.1.8.First Reading
4.2.1.8.1.New legislation is introduced to the Senate.
4.2.1.8.2.The introducer(s) of the legislation explain thelegislation.
4.2.1.8.3.The Senate votes to refer the legislation to a relevantcommittee for consideration.
4.2.1.9.Second Reading
4.2.1.9.1.Legislation that has been approved by a committee,or has had committee approval waived, is introduced to theSenate.
4.2.1.9.2.The introducer(s) of the legislation explain thelegislation.
4.2.1.9.3.The committee that approved the legislation gives areport including:
4.2.1.9.3.1.Majority and minority views on the legislation
4.2.1.9.3.2.Description of any amendments madebetween readings
4.2.1.9.4.Senators may ask questions to the introducer(s) ordebate on the legislation.
4.2.1.9.4.1.If there are non-Member ExternalIntroducer(s), those individuals have speaking rightsduring the consideration of the legislation they areintroducing.
4.2.1.9.5.The Senate votes on the legislation.
4.2.1.10.Prospective Legislation & Announcements.
4.2.1.11.Closing and Adjournment
4.2.2.Submitting business to the agenda
4.2.2.1.Legislation that has passed its first reading will be automaticallyadded to the next weeks agenda under second readings.
4.2.2.1.1.If the committee did not pass the legislation, theagenda may be amended to remove that legislation before it isapproved.
4.2.2.2.All other business must be submitted to the President of the Senate by theSaturday immediately preceding the General Body Meeting by no laterthan 12 PM ET.
4.2.2.3.If the agenda does not have many items, or if urgent business comesup after the above deadline, the Vice President may add additional itemsto the agenda before it is approved if they wish.
4.3.Notification
4.3.1.The President of the Senate shall send a given week’s General Body Meeting time,location, and agenda by the Sunday immediately preceding the General BodyMeeting by no later than 12:00 PM ET.
4.4.Meeting Minutes
4.4.1.The Secretary shall submit a copy of the General Body Meeting minutes to the Vice President by the Saturday by no later than 12 PM ET immediately following the meeting for ratification by the Senate at the next General BodyMeeting.
5.Conduct
5.1.Dress code
5.1.1.Senators shall follow a business casual dress code for General Body Meetings at the discretion of the Presiding Officer.
5.2.Rules of Conduct
5.2.1.All individuals present at Senate General Body Meetings shall demonstrate respect for the procedures of the Senate and each other.
5.2.2.All individuals present at Senate General Body Meetings shall follow all laws, rules of conduct set by JHU, and policies of the venue in which the meeting is
held.
5.2.3.All individuals present at Senate General Body Meetings will refrain fromdisturbing the peace, including by creating excessive noise or holding sideconversations.
5.2.4.All senators shall conduct themselves in a way that promotes a professional and accepting environment within the Senate and promotes public confidence in
the ability of the Senate.
5.2.5.No member of SGA shall accept anything that may influence their vote or voice on any matter.
5.3.Technology
5.3.1.This section shall apply to in-person meetings only.
5.3.2.No SGA members, disregarding the Secretary or their Assistant Secretary, shall be allowed to use smartphones during a General Body Meeting without
explicit permission from the Presiding Officer.
5.3.2.1.The Presiding Officer shall only grant use of smartphones duringGeneral Body Meetings for the purpose of viewing legislation,presentations, or otherwise contributing to the efficiency of the Senate.
5.3.3.The use of smartphones to detract from the focus of General Body Meetings - including but not limited to: social media usage, texting, web surfing and
shopping - shall be prohibited. Smartphones used for these prohibited purposesshall be confiscated by the Presiding Officer and returned at the end of theGeneral Body Meeting.
5.4.Food and drink
5.4.1.No food shall be allowed at General Body Meetings except with permission of the Presiding Officer, however drinks shall be allowed at all times.
5.5.Right to speak
5.5.1.No Senator shall be permitted to speak during General Body Meetings unless they have obtained the floor through recognition by the Presiding Officer or are
making a motion.
6.Zoom rules
6.1.Applicability
6.1.1.This Section shall apply when SGA General Body Meetings are held overZoom
6.2.Hosting
6.2.1.The Presiding Officer shall host the Zoom Call
6.2.2.If the Presiding Officer is present but cannot host the zoom call for anyreason, the Student Body President shall host the Zoom Call
6.2.3.The host of the Zoom Call shall make the Student Body President and their Cabinet co-hosts to aid in moderating the Zoom Call
6.3.Video
6.3.1.Non-SGA attendees of Zoom GBM meetings must have their video turned off for the duration of their time in the Zoom call unless they are speaking
during the public input period.
6.3.2.SGA members must turn their cameras on.
6.3.3.SGA members may leave their camera off if and only if their internetconnection prohibits them from turning it on and maintaining good connectivity.
6.3.4.Valid excuses for having your camera off may be sent to the PresidingOfficer.
6.3.4.1.Ex. Valid excuse: My roommates are in the background and don’tfeel comfortable being in the scene.
6.3.4.2.Ex. Invalid Excuse: I am in another meeting. I don’t like how myeyeliner looks today.
6.4.Audio
6.4.1.The host of the call shall mute all meeting participants upon entry and the opening of the meeting.
6.4.2.The chair of the meeting should provide warning 15 seconds before thespeaker’s time shall expire, and mute them if necessary after their time expires.
6.4.3.SGA members and public input participants must mute themselves aftertheir time has allotted if they are not muted by the host of the call
6.5.Other administrative functions
6.5.1.SGA members and public input participants shall mark their desire to speak by using the “raise hand” function on the participants tab of Zoom.
6.5.2.Votes shall initially be done by using the raise hand function in theparticipants tab. A raised hand shall indicate a yes, a message in chat a no, and noreaction shall indicate an abstention.
6.5.3.Motions shall be done through traditional parliamentary procedure byunmuting and speaking the motion.
6.5.4.To be added to the speakers list, Senators may raise their hand through the raise hand function. Members of the public may raise their hands to be added to
the speakers list during the public input period.
6.6.Security
6.6.1.All meeting participants must use their full names when entering the call.
6.6.1.1.Meeting participants that are found to be using any alias other thantheir real names shall be removed from the Zoom call.
6.6.1.2.Meeting participants found to be impersonating someone else shallbe removed from the Zoom call.
6.6.2.The host of the meeting shall utilize Zoom’s wait room function.
6.6.2.1.The host of the meeting shall not admit participants whom theyreasonably suspect to be using a fake name.
6.6.2.2.The host of the meeting must admit all prospective participants thatappear to be JHU students.
6.6.2.3.The host of the meeting may, at their discretion, decline to admitnon-student or non JHU-affiliate participants.
6.6.3.The host may, at their discretion, remove any participants that are expressing “disruptive behavior.”
6.6.3.1.Disruptive behavior may include but is not limited to:
6.6.3.1.1.Display of inappropriate, harmful, distracting, orharassing images or videos using Zoom’s video, chat or virtualbackground features.
6.6.3.1.2.Loud, inappropriate, distracting, harmful, or harassingaudio played using any of Zoom’s features.
6.6.3.1.3.Use of the Zoom chat function for bullying, spam,harassment, or other harmful behavior.
6.6.4.The chat function shall be used sparsely and respectfully.
6.6.4.1.Questions from the public shall be private messaged to the StudentBody President or their Cabinet, excepting the Secretary, during debate.Questions will be raised during debate at the discretion of the recipient ofthe question.
6.6.4.2.Senators may use the Private Message function to notify the Secretaryof the need to leave the meeting early.
7.Attendance
7.1.Excusal of Absences
7.1.1.Excused absences include urgent academic conflicts (exams, review sessions), medical emergencies, serious illnesses, family issues, off-campus job interviews,
or other conflicts per the discretion of the Presiding Officer.
7.1.1.1.Any other reason will be considered an unexcused absence.
7.1.2.The Presiding Officer of a meeting may excuse absences up to a week after the-fact, but this practice is strongly discouraged for non-emergencies.
7.1.3.The Secretary shall send a notification to Senators for every third excusedabsence and for every single unexcused absence.
7.1.4.The Secretary shall have the responsibility of updating the general absence spreadsheet [LINK], in accordance with the attendance noted in the general
body meeting minutes.
7.2.General Body Absences7.2.1. The Secretary shall add GBMs as an event to Hopkins Groups and have a QR code for members to scan to take attendance, members should register on
the Hopkins Groups website or scan the QR code to register for GBMs.
7.2.2.With the exception of emergencies, an individual must notify the Presiding Officer or the Secretary and fill out this form [LINK] of an absence before 5:30
PM ET the day of GBM in order for the absence to qualify as excused.
7.3.Committee Absences
7.3.1.Committee chairs of all public committees shall add their meeting as an event to Hopkins Groups and have a QR code for members to scan to take
attendance, members should register on the Hopkins Groups website or scan theQR code to register for committee meetings.
7.3.2.The committee chair(s) shall have the responsibility of updating the general absence spreadsheet, in accordance with the attendance noted in the committee
meeting minutes.7.4. Class Council Absences7.4.1. The Class President shall have the responsibility of updating the generalabsence spreadsheet, in accordance with the attendance noted in the class councilmeeting minutes.
8.Leave of Absence Notification
8.1.Senators must notify the Student Body President that they are taking a Leave of Absence as soon as possible and shall notify the Chairs of all SGA bodies they are a part of that they will be taking a Leave of Absence.
9.Conflicts of Interest
9.1.Each member of SGA shall, by the fourth week of the academic year, complete and sign a conflict of interest disclosure form, where a conflict of interest shall be considered to be any financial, political, or social affiliation that may affect service in the SGA.
9.2.The contents of the disclosure form shall be processed into the public record provided on the SGA website.
9.3.For each of their conflicts of interest, each SGA member shall:
9.3.1.Refrain from voting on bills related to their conflict of interest.
9.3.2.Refrain from accepting financial, political, social, or otherwise beneficialrewards from the source of their conflict of interest.
9.3.3.Refrain from voting on behalf of the source of their conflict of interestwithin any SGA context, including but not limited to:
9.3.3.1.Currying favor for their conflict of interest, and
9.3.3.2.Conducting SGA business so as to favor their conflict of interest.10. Class Council De Facto Positions10.1. At the first class council meeting, each class council shall vote to appoint a de facto minute-taker, finance manager, and social media manager to maintain their minutes, finances, and social media presence respectively.
10.2. The de facto minute taker shall be responsible for uploading class council minutes to the google drive on a weekly basis.
10.3. The de facto finance manager shall execute all purchase orders for the class council and shall be responsible for managing the class council’s finances, including but not limited to creating and updating a spreadsheet of the class council’s budget.
10.4. The de facto social media manager shall be responsible for updating the class instagram, facebook, and website at least once a month.
11.Accountability
11.1.Disciplinary Mark System
11.1.1.A member of SGA may accrue disciplinary marks for not performing their duties as a senator or following the rules set forth in the Bylaws and this Rules Bill, and is
subject to investigation by the Internal Affairs. Reasons for such marks includebut are not limited to:
11.1.1.1.Not completing action items from a meeting11.1.1.2. Not filling out the Worklog Form each month
11.1.1.2Not submitting an update by the weekly deadline to the Student Body President’s Cabinet. Also applies to Cabinet members.
11.1.1.3Disclosing the contents of closed sessions or other known to be confidential information.
11.1.1.4Not registering meetings in HopkinsGroups
11.1.1.5.Not submitting meeting minutes
11.1.1.6.Not attending at least one (1) tabling event per year
11.1.1.7.Disruptive behavior in meetings, including but not limited to speaking without permission, distracting other members, or improperly using technology
11.1.1.8.Misusing SGA resources, including but not limited to abuse of email access, connections with administration, and access to SGA purchases
11.1.2.Disciplinary marks are calculated per academic semester and do not carryover (i.e. fall and spring).
11.1.2.1.Any disciplinary marks due to a responsibility that covers theentire year (ex. Tabling event attendance) will be attributed to Springsemester
11.1.3.Any SGA member may report disciplinary infractions to the Secretary, who will keep a record of the reasons for and number of marks against a senator.
11.1.3.1.The Secretary will then inform the Internal Affairs committeeof the reported infraction.
11.1.4.Any person with conflict of interest will be removed from the investigation and related processes.
11.1.5.The record of disciplinary infractions will be publicly available on the SGA website.
11.1.6.Consequences
11.1.6.1.After due investigation, the Internal Affairs committee maygive disciplinary marks ranging from 0-3 depending on the severity of thecase.
11.1.6.1.1.First, the legitimacy of the complaint necessitatingdisciplinary marks shall be determined through a majority vote ofmembers of the Internal Affairs committee.
11.1.6.1.2.The amount of disciplinary marks will then beassigned through a majority vote of members of the InternalAffairs committee. In the case no majority is reached, theindividual shall be assigned the number of disciplinary marksequal to the lowest value which received the highest plurality ofthe Internal Affairs vote.
11.1.6.2.A record of the disciplinary marks assigned for giveninfractions shall be maintained by the Internal Affairs committee to allowfor standardization.
11.1.7.A member of SGA with three disciplinary marks against them in any given semester will be automatically subject to an impeachment trial.
11.1.7.1For every two disciplinary marks after the first three, the member of SGA will automatically be subject to an impeachment trial.
11.1.7.2.Senators in more than 2 committees, committee chairs, andclass presidents may be allowed two additional disciplinary marks peradditional committee before invoking an impeachment trial.
11.1.8.Disciplinary marks cannot be accrued during a medical or family emergency leave.
11.2. Worklog11.2.1. Each month, every senator must fill out a worklog using the “track changes” function of Microsoft Word detailing the SGA work they did that week.
11.2.2. For each month without a worklog submission, the senator will accrue one (1) disciplinary mark.
12.Email
12.1.By precedent, the Student Body President shall write and send an email to the student body each month through the sga@jhu.edu email that provides updates on the SGA’s work. This email will include attachments of policy passed during General Body Meetings.
12.2.The Senate shall have the right to review the email before it is sent out in order to ensure accurate and fair portrayal of SGA’s work.
12.3.The Student Body President and their Cabinet shall have access to the sga@jhu.edu email account so as to more efficiently process inquiries in their realms that are directed to the email’s inbox.
12.4.The Student Body President and their Cabinet shall forward committee specific and class-specific emails received at sga@jhu.edu to a relevant Senator.
12.5.Class Presidents shall have access to their class email account and list serv.
12.6.The singular administrator of each email account shall be required to ensure that their colleagues have access to their email account. Failure to ensure equitable access or deliberate evasion of equitable access may be considered dereliction of duty, and thus, grounds for impeachment.
13.Social Media
13.1.Once a month, the Director of Social Affairs shall post an update to the official SGA Instagram page containing updates on SGA’s work
13.2.This shall include a list of policies passed and important (by the discretion of the Student Body President and their Cabinet) meetings with administrators.
14.Institutional Memory
14.1.Transition Memos shall be due on May 1st, 2022 to the outgoing Executive Board for compilation and distribution to the incoming SGA.
15.Constituency Meetings
15.1Twice each semester, the Vice President of the Senate shall facilitate meetings between student organization representatives, caucus representatives, representatives of each class, and representatives of each school.
16.Motions
15.1Any member of SGA can motion during a GBM to address the Senate. Such a motion is introduced by a member asking the presiding officer if they may address the senate (“Motion to address the Senate”). It is at the presiding officer’s sole discretion whether or not the member can proceed with this motion, and cannot be appealed. This does not affect “questions of personal privilege”.
SECTION 5. SEVERABILITY.
This act is severed by default at the end of the term of the Senate that passed it. Should any provision of this Act, an amendment made by this Act, or the application of such provision or amendment to any person or circumstance be held to be unconstitutional, the remainder of this Act, the amendments made by this Act, and the application of such provision or amendment to any person or circumstances shall not be affected thereby.
THE BILL HEREBY PASSES BY A VOTE OF TO 0 WITH 0 ABSTENTIONS.
UPON PASSAGE, WE HAVE HEREUNTO SET OUR HANDS AND CAUSED THE SEAL OF THE SENATE TO BE AFFIXED TO THIS BILL INDICATING THE SENATE’S ASSENT AND THUS OFFICIALLY DESIGNATED THE BILL’S ADOPTION AS LAW.