Sourcebook (Revised 2012)

Edited by Sarah Tucker SGA President 2/28/12
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I. Summary and Purpose
1. Student Organizations
a. Starting a New Organization
b. Renewing Your Registration
c. Benefits of Registration
2. Organization Functions
3. Faculty Advisors and Your Organization
a. Responsibilities of an Advisor
4. Publicity Resources
a. Campus Post Office Boxes/ Home Addresses
b. STIR
c. Bulletin Boards
d. Table Tents
e. E-mail Resources
f. Phone Messages
g. Sidewalk and Window Chalk
5. Student Organizational Websites
Campus Facilities
6. Events Policy
a. Related Forms
b. Responsibilities of Student Event Coordinator
c. Responsibilities of Advisors
7. Finance Policies
a. Budget Expectations
b. Fundraising
c. Suspension of Spending Privileges
d. Methods of Requesting Funds
e. Budget standards
8. Spending Criteria
Grievance and Petitioning Policy
9. Processes to be Followed by Executive Cabinet
10. Probationary System
- - - - - - - - - - - - - - - - -
II. An Afterword

I. Summary of Requirements of Student Organizations
In addition to the current requirements specified in the SGA Constitution and By-Laws,
the SGA Sourcebook calls for SGA member organizations to complete the following
tasks (for more information on each requirement, see the specified article of this
document):
Each organization will renew their registration with SGA at the end of the
academic year for the following year. This is done by submitting a list of officers
to the Director of Campus Activities before the May General Assembly meeting.
(1b)
Organizations are expected to hold either an officer’s meeting or a general
membership meeting at least once per month. The minutes from these meetings
are to be turned in to the Executive Secretary for inclusion in the SGA archives.
(2a)
Detailed, itemized budgets including event explanations and completed funding
contract accounting for all expenditures requested for the semester must be
turned in on the official form by the required date for each semester. (7a)
Attendance at General Assembly meetings is required as per SGA Bylaw Article
IV, Section 2, A.
Organizations must follow all purchase request and budgeting guidelines as
detailed in 7c, 7d,7e, and 7f of this document.
After each event, each Organization must fill out an event evaluation form in
order to help with future events and a reflection of the event to learn what went
well and what can be improved upon. These forms can be obtained in the SGA
office or on the SGA website and must be turned in to the Director of Campus
Activities in a timely fashion.
Sterling College Student Government Association
The Sterling College Student Government Association serves campus organizations as a
governing body, administers financial resources, and acts as a liaison between students
and administration.
Purpose of the SGA Sourcebook
The SGA Sourcebook is a resource containing SGA policies and procedures to facilitate
the effectiveness of student organizations on the Sterling College campus. This should
not be considered an exhaustive catalog. Inquiries should be directed to the SGA
Executive Cabinet.

1. Student Organizations
Student organizations are intended to enhance the student experience at Sterling
College. Organizations recognized by SGA become members of the General Assembly
and have voting rights as such. Provisional organizations must register with SGA in
order to become a part of the organization. All organizations are expected to follow
guidelines specified in this document and the Constitution and Bylaws in order to
remain in good standing with SGA, therefore ensuring that all privileges are retained.
a. Starting a New Student Organization
In order to become a registered provisional organization under SGA, a group must
meet the following criteria:
Demonstrate a need and viability for their group on campus by presenting a petition
with the signatures of at least 25 Sterling College students who have shown an
interest in the organization to the Director of Campus Activities.
Submit the name of a faculty or staff advisor to the SGA Director of Campus
Activities.
Submit a list of officers to the SGA Director of Campus Activities .
Submit a mission statement and constitution or Bylaws to be kept on record in the
SGA office.
Sign an agreement that the organization will uphold the core values of Sterling College
and the policies of the college and SGA.
b. Renewing Your Registration
Current provisional organizations must renew their membership in SGA each spring
by submitting a list of the following year’s officers to the SGA Director of Campus
Activities prior to the May General Assembly meeting. Failure to do so will result in
loss of recognition as a provisional organization and will necessitate repeating the
registration process.
c. Disbanding a Student Organization
In order to formally disband, an organization must obtain, complete and submit a
Disbanding Organization Request Form from the SGA office. Upon submission, the
Student Senate will approve the disband request. Organization information will be
kept on file for future reference.
d. Benefits of Registration
The benefits given to member organizations include:
Voting membership in the General Assembly
Free access to campus facilities for functions and meetings
Right to advertise organization events on campus
Privilege of requesting SGA funds
Tax exempt status
Assistance with budgeting and accounting procedures
Leadership experience and development

2. Organization Functions
a. Meetings
Organizations are expected to meet a minimum of once per month. This can be a
general meeting of all members or simply a planning meeting for officers to discuss
upcoming issues before they are brought before the general membership. Meetings
should follow an agenda to provide structure and facilitate productive discussion.
This agenda should be sent out to members a few days before the meeting, which will
allow members to think about things that will be brought up at the next meeting.
Keeping minutes during the meetings will also help the organization to be aware of its
history and past activities, which SGA sees as a valuable service to future Sterling
College students. Because of this, it is the responsibility of the organization’s
secretary to provide the minutes of each meeting to the SGA Executive Secretary to be
kept on record in the SGA office.
b. Events
Events are an important part of an organization’s role in the campus community. It is
the expectation of SGA that event planning will take place under the supervision of
the organization’s advisor. All events should be evaluated for improvements in the
future, by filling out and submitting to the Director of Campus Activities an Event
Evaluation form in a timely fashion.

3. Faculty Advisors and Your Organization
Purpose and Responsibilities of an Advisor
Each registered Sterling College student organization is required to have an advisor
who is a member of the staff or faculty. An advisor serves as a resource for you, other
officers, and the organization. He or she can serve as a historian of past activities to
offer continuity and stability, a source of information on college politics and
procedures, and help in critical analysis of important decisions. They can also be a
mentor to help you better understand your role as a leader in your organization.
While the level of involvement is to be determined by the advisor and the organization,
the minimum expectations are as follows:
To act as a resource to the officers and members of the organization in a non-
classroom setting, including attending meetings and events of the organization
To sign appropriate forms implying knowledge of the organization’s activities
and fiscal status, but not assuming fiscal responsibility
To serve as a liaison between old and new officers and the college
administration, providing stability and continuity of operation
To assist in determining and evaluation of the organization’s progress toward
goals
To serve as a chaperon and supervise organization programs or projects when
appropriate

4. Publicity Resources
Publicity is important to student organizations to ensure that events will be well
attended. Ways of publicizing an event, and guidelines for the use of these resources,
on the Sterling College campus include:
a. Campus Post Office Boxes/ Home Addresses
A student directory (the PHIZ) is printed every fall and includes home addresses and
phone numbers as well as college boxes and extensions for all students, faculty and
staff. Students needing to contact others through the mail about events can use this
as their source of information. The SC post office should not be used for commercial
solicitation by organizations.
b. STIR
The STIR provides a forum to reach the campus community as well as the community
of Sterling. To place an advertisement, contact the STIR editors at stir1@sterling.edu
or stop by the STIR office, which is located in Mabee Library.
c. Table Tents
Table tents may be placed in the cafeteria with permission from the food service
director. The following guidelines must be met:
Only one organization can place table tents at a time
Must be neat and present a positive appearance
The sponsoring group must be clearly identified on the table tent
The sponsoring organization is responsible for the placement, maintenance,
and removal of their table tents
The table tents must be removed within one week of placement. SGA and/or
Student Life will consider, if need be, any exceptions of these policies.
f. E-mail Resources
Sterling College will provide each campus organization with a club email address.
Organizations may send out two error-free and appropriate emails per event. SGA
expects that this privilege will be used responsibly by all organizations. If an
organization does not follow proper email etiquette, the Student Government
Association may revoke the organization email privileges.
h. Sidewalk and Window Chalk
It is acceptable to publicize events by writing advertisements on sidewalks or windows
on campus with removable media. Permission must be obtained from Student Life
before writing on any campus property. Windows in the Student Union are available
for this purpose. Window chalk must be removed by the sponsoring organization
within 48 hours of the advertised event. Student Life reserves the right to request
that organizations clean up sidewalk chalk if it becomes unsightly.
i. Student Organizational Websites

Each Sterling College student organization is included on the Sterling College general
website. Organizations wishing to utilize this as an avenue for advertisement should
contact the Office Consultant.
SGA reserves the right to remove or request immediate removal of any advertisements
deemed inappropriate.

5. Campus Facilities
The Sterling College Student Union has meeting rooms and other facilities available for
use free of charge by registered organizations. Other buildings also have meeting space
available for student use. Reservations for all campus facilities should be made through
the Public Relations Coordinator, located in Cooper Building. Use of these meeting
rooms is restricted to normal operating hours of the student union or location.
Scheduling the use of classrooms for organizational meetings or events should be
coordinated with the Registrar and the Public Relations Coordinator.
In no event should a registered organization serve as a front for a non-College affiliated
organization. This could result in a loss of privileges and/or representation for
registered organizations. Organizations are responsible for restoring used space to the
condition it was in when they arrived.

6. Events Policy
The Event Policy is intended to cover both on- and off-campus events coordinated by
registered student organizations. These events are considered social and participative
in nature and involve pre-planning or the intention to coordinate an event on campus.
It is the expectation of SGA that all events will receive sufficient planning and
preparation.
a. Responsibilities of Advisors
It is the expectation of SGA that the advisor participate in the planning of events.
Specifically, the advisor will be knowledgeable of all aspects of the approved events,
including approved funds, financial considerations and event explanations.
b. Performance Contracts
If your organization is scheduling a performer on campus (speaker, entertainer, etc.),
you are required to complete a performance contract one month prior to the event.
This ensures that all terms discussed between the performer and the organization are
clearly agreed upon in advance. A contract may NOT be signed by any student
organization on behalf of SC. Contracts must be signed by the VP for Student Life as
well as the student organization’s advisor and organization president.
In order to complete a performance contract, an organization should follow these
steps:
1. Pick up a performance contract from either the SGA office or Student Life.
2. Complete the form. Make sure to get a Social Security Number or a Tax
Identification Number for the person/company to which the check will be written,
as well as a mailing address.
3. All expenses must be itemized. This would include performance fees, travel,
lodging, meals, and related expenses.

7. Finance Policies
Student clubs and organizations are funded through activity fees collected by the
college. The fees support the student’s programs and activities. SGA, publications, and
student organizations are examples of such expenditures. SGA aims to ensure that all
registered student organizations have an equitable opportunity to receive funds. SGA
has authority over all student organizations’ funding, financial transactions, and
accounts.
a. Budget Expectations
Organizations wishing to receive SGA funding for activities must submit a budget
request no later than the date declared by the Executive Cabinet to the SGA office and
via email. The SGA Executive Cabinet and Student Senate must approve funds
requested prior to the passing of the budget. Organizations should be aware of all
budgetary items such as copying, postage, and publicity costs. Any monies allocated
by SGA and not spent by the organization in the semester distributed will be
transferred back to the SGA account at the end of the semester.
b. Fundraising
Sterling College student organizations are permitted to hold fund raising events to
finance budgeted items not covered by their allotment from SGA. Money raised by the
organization from outside sources through fundraising or donations is not subject to
the same spending guidelines as student fee money. Monies raised independently by
the organization will remain property of that organization from year to year.
Organizations raising funds should be aware that the first deposit of funds into their
account each year from fund raising activities is tax exempt, but any subsequent
deposits are subject to taxes. In order to avoid paying unnecessary taxes, groups
should plan to deposit as much of the money as possible as part of the first, tax-free
sum.
c. Suspension of Spending Privileges
It is the responsibility of the organization to be aware of their account balance before
making purchases in order to avoid overdrawing their account. In the event that a
negative balance is incurred or any financial improprieties transpire, an
administrative review will take place with the SGA Executive Cabinet, the officers of
the organization in question, and the organization’s advisor. The results of this review
will determine the continuation of funding for the current academic year as well as the
status of funding for the following academic year. In addition, the review board may
recommend that disciplinary action be taken against the student(s) in question.
Organizations missing more than one General Assembly meeting in a semester can
also have purchasing privileges revoked (as per Article IV, Section 2, C of the SGA By-
Laws).
d. Methods of Requesting Funds
Authorized individuals wishing to use SGA budgeted monies to purchase items for an
event have several options for obtaining those funds. Using these methods helps
ensure that the college gets credit for its tax-exempt status.

Students should note that where tax exempt status is available for Sterling College.
The tax paid on purchases made without the tax exemption will not be reimbursed by
SGA.
Charge Cards
Available for: Dillons (Sterling) and Wal-Mart (Hutchinson).
You must ensure that your organization has adequate funds to cover charges. You
may retrieve the card from the SC Business Office. The receipt must be signed with
the Organization name, the event and the name of the one purchasing the items and
turned in with the card after the purchase. A copy of the receipt must also be
submitted to the Executive Treasurer.
Checks
If the exact price of purchase is known, a check can be requested for that exact
amount. One week’s notice is needed for processing of all checks. The receipt for the
purchase must be turned in within one week of purchase.
Attention should be paid to the posted office hours of the SGA treasurer. If sufficient
time is not given for check processing (one week), the treasurer cannot guarantee that
a check will be cut in time for the purchase. Please do not expect the SGA treasurer
to make special trips to the office to do last minute financial transactions. SGA is not
responsible for overdue payments due to negligence on the organization’s part.
Personal Reimbursement
If the exact price of purchases is not known, the individual can pay for the items
personally and KEEP ALL RECEIPTS to be turned in to the SGA treasurer for
reimbursement. Without a receipt you CANNOT be reimbursed. With this method, it
is very important to check the account balance beforehand to make sure that there
are sufficient funds. Students writing personal checks for organizational expenses
should be especially careful. If the account becomes delinquent after personal
charges are made due to negligence of the individual, reimbursement may be
withheld.
e. Spending Criteria
All receipts, vouchers, and requests for funding must be turned in to the SGA
treasurer no later than two weeks after an event has occurred each semester.
Presidents or treasurers of organizations are the only students authorized to sign off
on any financial transaction of that organization.
SGA does not provide funds to buy t-shirts for organizational members.
SGA will not finance recreational trips.
SGA funds cannot be used to buy items for the personal use or payment of
organizational officers or members.

Spending of monies must be in compliance with all policies stated in the Sterling
College handbook and the core values of Sterling College.
Budgeted monies cannot be used for direct donations to charities, direct benefit of
political candidates or lobbyist groups, supporting the candidacy of individual
students seeking student government office, the purchase of alcohol or any illegal
activity.
f. Budget Standards
Organizations are expected to carry out all events included in their approved budget.
Any monies allocated by SGA for an event will be transferred back to the SGA
account should that event not take place.
Any excess monies from a previously executed event totaling less than $15.00 may
be automatically reallocated to a future event in the same budgetary period. The
Executive Treasurer must be given notice of this reallocation prior to the spending of
excess funds.
Organizations may reallocate excess funds over $15.00 from a previously executed
event to a future event in the same budgetary period pending SGA approval. All
reallocation requests must be submitted to the Executive Treasurer. The Executive
Treasurer must have a minimum of three days to process and approve/deny the
reallocation request.
Any additional requests to deviate from the approved budget must be reviewed and
approved/denied by the Student Senate.

8. Grievance and Petitioning Policy
Any organization or individual wishing to express concerns with the Sterling College
community may do so through the grievance policy outlined in Article X of the SGA
Bylaws. This formal process begins with the student presenting their concern to the
SGA Executive Cabinet, leading up to discussion of the petition at a General Assembly
meeting and follow-up by the SGA Executive Cabinet. SGA invites legitimate questions,
concerns, and recommendations from the student body to help facilitate the
improvement of life on campus for Sterling College students.

9. Processes to be Followed by Executive Cabinet
A. Process: To Hear and Address Student Concerns
1. Agree to a goals and outcomes such as: to hear the needs and problems of students
in the areas of academics, social life, spiritual life, and physical development.
2. One time each year do an electronic survey of the students to obtain their concerns
and perceptions.
3. The SGA Executive Cabinet decides how to address the compiled concerns and
assigns projects to the appropriate committees or individuals. The concerns can be
addressed through the study, discussion, public meetings, etc.
4. SGA makes quarterly reports to the student body regarding student concerns and
SGA actions to respond to the concerns.
5. SGA takes the concerns and recommendations to the President of the College.
6. SGA takes the concerns and recommendations to the College Trustees at their
invitation.
B. Process: To be an Important Voice Within the College
Community
1. Develop a written agreement with the College President that defines what and how
the student will be involved in the decision making process of the college.
2. Re-visit the agreement annually and make necessary changes.
3. Monitor the decision making activities of the College to initiate involvement if
necessary.
4. SGA recommends student representatives to appropriate College committees or ad
hoc groups that make decisions in the agreed-to areas.
5. Use the information gathered from the students about their needs and concerns to
guide the actions of the student representatives.
6. Report to the student body the deliberations and the decisions that are made.
7. SGA will be the voice of the students in decision making areas outside the
agreement but that are of significant concern to students.
C. Process: SGA Relationship to Student Life Office and Faculty
Advisors
1. Have written partnership agreements with Student Life and faculty advisors that
specify responsibilities, roles, budgeting, and reporting processes.
2. The Student Life Office would provide staff support in the area of student activities.
3. SGA and Student Life Staff would collaborate for leadership training and community
development activities.
4. SGA would collaborate with academic departments to provide the services of the
college newspaper and yearbook.
5. The SGA faculty or staff advisor will be selected by SGA from faculty or staff
members who express an interest in serving in this role. SGA must confer with the
Dean of Students when selecting their staff advisor to ensure a successful and effective
advisor appointment.

6. The SGA President will meet regularly with the Vice-President for Student Life, the
Vice President of Academic Affairs and the President of the College to facilitate
communication and collaboration.

10. Probationary System
SGA seeks to help its organizations be as productive and efficient as possible, while
recognizing that the officers and members of these organizations are busy people with
multiple responsibilities. Because of this, SGA requires only a few things from its
member organizations. These things are outlined in the Constitution, Bylaws and
preceding sections of the Sourcebook. In the event that some of these membership
requirements are not met, the following system has been put in place to deal with
offending organizations.
1st offense: Each semester, the first time a member organization fails to complete a
required task, a warning will be received in writing by both the organization’s president
and advisor explaining the specific oversight or offense.
2nd offense: If a second event occurs during the same semester, the organization will
be placed on alert with SGA. The president and advisor will be notified both in writing
and verbally by the SGA Executive Cabinet member that supervises the particular
organization. This warning is to let the organization know that another offense will put
their funding for the following semester in jeopardy.
3rd offense: Should the organization have a third offense within that same semester
they will be considered not in good standing with SGA and will be placed on probation
for the following semester. During this probationary period the organization will not be
allowed to request SGA monies to fund their activities. If the organization remains in
good standing with SGA during the probationary semester, full privileges will be
resumed the following semester.

II. An Afterword
The SGA Sourcebook was drafted December 4th-6th, 2002 by the 2002-2003 Executive
Cabinet. It was approved by the college administration on February 7th, 2003 and went
into effect on February 17th, 2003. Changes to the SGA Sourcebook must be made in
accordance with the policy for amending the SGA Bylaws. By no means does SGA claim
that this document is all-inclusive or exhaustive. For further inquiry, consult the SGA
Constitution or Bylaws. If your concern has still not been addressed, please consult an
SGA cabinet member.
The SGA Sourcebook was updated by the Executive Cabinet and approved by the
Student Senate in accordance with the policy for amendments as stated in the SGA
Bylaws on March ______, 2012.

Sourcebook (Revised 2012)

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