Policy No.

SA1471.1E

POLICY & PROCEDURES MEMORANDUM

POLICY STATEMENT

Delgado Community College has established Student Government Associations that

operate under a Constitution that is prepared by and for the campus/site and is approved by

the Chancellor.

In accordance with Louisiana Community and Technical College System policy, the

Student Government Association (SGA) on the campus or site will be assigned a Faculty or

Staff Advisor. The Advisor will serve as a liaison between the SGA and the College

administration. The Director of Student Life will designate the Advisor with the approval of

the Vice Chancellor for Student Affairs.

The Vice Chancellor for

Student Affairs has overall responsibility for

ensuring that the Student Government Association is administered in accordance with

the policies of the Louisiana Community and Technical College System (LCTCS)

Board of Supervisors and the guidelines of this memorandum.

PROCEDURES & SPECIFIC INFORMATION

Purpose

To establish policies and procedures for the coordination and approval of Student

Government Association activities and the control and accountability of SGA funds and

equipment.

TITLE:

STUDENT

GOVERNMENT

ASSOCIATIONS

EFFECTIVE DATE:

December 11, 2007

Title Updates

8/24/11

;

Form

Addition 8/14/10)

CANCELLATION:

SA1471.1D (2/15/05)

FFICE:

Student Affairs (SA)

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11, Form Addition 8/14/10)

Scope and Applicability

This policy and procedures memorandum applies to the Student Government

Associations (SGAs) on the City Park Campus, West Bank Campus, Charity School of

Nursing Campus, Delgado Northshore, as well as any future locations.

Background

The mission of the Student Government Association is to provide vital co

curricular activities to enhance individual student development; promote social and

recreational activities; promote participation in selfgovernment; and promote the

high standard of education at Delgado Community College. The administration of

Delgado Community College recognizes the benefits to be derived by the student

body and the institution from an active Student Government Association and

encourages active participation by all students.

Delgado Community College, by vote of the student body and with the

approval of the LCTCS Board of Supervisors, has established a selfassessment fee

for the Fall Semester, Spring Semester, and the Summer Session as part of each

student's registration costs. Both the City Park and the West Bank Campuses have

additional Student Life Center Building selfassessment fees for the Fall and Spring

Semesters and the Summer Session. The Charity School of Nursing also has an

additional selfassessment fee for the Fall and Spring Semesters. The fee amounts are

listed on Attachment A, "Fee Amounts and Budget Allocation of Student Self

Assessed Funds."

Because Student Government Associations are approved campus/site

organizations, their activities come under the auspices of the College and necessary

procedures and controls must be developed and implemented to ensure SGA

functions and activities are in compliance with the policies of the LCTCS Board of

Supervisors and statutory requirements of the State of Louisiana.

SGA Membership

All students of Delgado Community College who pay selfassessed fees are

members of the Student Government Association. This membership permits students

to participate in studentsponsored activities and other benefits financed by student

activity fees.

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11,

Form Addition 8/14/10)

Election and Compensation of Officers

Election of Officers

Each Spring Semester there will be an election of Student Government Association

Officers. This election will be conducted by incumbent SGA Officers and supervised

and coordinated by the SGA Advisor

Duties and Expectations of SGA Officers

The duties of the SGA Officers are outlined in their respective Student Government

Association constitutions. In addition, the Office of Student Life publishes the

expectations of each office, operational procedures, and all other SGA requirements.

Tuition Waivers and Wages for SGA Officers

A waiver of instate tuition exclusive of selfassessed fees will be granted for Fall and

Spring Semesters to SGA Presidents, Vice Presidents, Secretaries, and Treasurers on

City Park Campus (includes Jefferson Site), West Bank Campus (includes West

Jefferson Site), Charity School of Nursing Campus, and Delgado Northshore. Outof

state tuition, if deemed necessary, will be waived for the SGA President only.

Tuition waivers for each SGA will not exceed the costs of four fulltime equivalent

students and will remain in effect for the duration of the respective terms of office.

(See Attachment B, SGA Officer Tuition Waiver Agreement, Form 1471/001.)

Elected SGA Officers may be paid for their services at an hourly rate not to exceed

minimum wage and hours as follows:

President and Vice President:

80 hours maximum per month

Secretary:

80 hours maximum per month

Treasurer:

80 hours maximum per month

While running for office and if elected, (1) each President must be enrolled in and

maintain at least 9 credit hours, (2) each Vice President, Secretary and Treasurer must

be enrolled in and maintain the credit hour requirement stipulated by the respective

SGA Constitution, (3) all SGA Officers must be in good academic standing and

maintain the required cumulative and semester grade point average (G.P.A.) as

deemed by the respective SGA Constitution

Executive Officers (i.e., President,

Vice President, Secretary and Treasurer) must be degreeseeking and may not serve as

officers more than two academic years.

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11, Form Addition 8/14/10)

Receipt of tuition waiver and salary by the abovelisted SGA Officers shall be

contingent upon performance of assigned duties and tasks as set out and defined in

the respective SGA Constitution. The SGA Advisor will be expected to verify the

hours worked by th

GA’

SGA Budget and Calendar of Events

During the Spring Semester, the officers of each SGA, under the supervision of the

SGA Advisors, will prepare the SGA Calendar of Events for the next academic year and the

annual budget to support these activities. This proposed budget will be prepared on the

budget forms used by the College for its budget and will be reviewed by the Director of

Student Life prior to being presented to the SGA Senate for approval. Allocation of the

budget's funds is established by vote of the student body with the approval of the LCTCS

Board of Supervisors. The current budget allocation of funds is listed on Attachment A,

"Fee Amounts and Budget Allocation of Student SelfAssessed Funds."

The budget may allow for (under Student Programs) emergency loans for textbooks

and supplies to firsttime students who are eligible to receive financial aid. Approval of the

respective SGA Advisor is required. Once SGA Senate approval is gained, the budget is then

submitted to the Vice Chancellor for Student Affairs. Once the SGA budget has been

approved, the SGA Calendar of Events for the following academic year will be published in

the annual

Delgado Community College Operational Guidelines.

SGA Functions

I ’

OnCampus Events and Functions policy, an

Internal Event/Function Request, Form 4310/001, should be completed at least two

weeks prior to a planned event. This request will be initiated by the SGA President,

approved by the SGA Advisor and the Office of Student Life, and presented to the

Vice Chancellor for Student Affairs for final approval. In accordance with the

’

Alcoholic Beverages at Student Functions policy, when alcoholic beverages

will be served the Chancellor or his/her designee must grant final approval.

SGA Procurements

General Provision: All financial transactions must follow College and State of Louisiana

rules and regulations.

Requisitions for Equipment, Supplies, Operating Services

I ’

Purchasing Procedures, all requests for

equipment, supplies, and operating services, such as dues, subscriptions, rentals, etc.,

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11,

Form Addition 8/14/10)

Office's established purchasing/bidding timelines of the activity date. The request

must be submitted on the College's hard copy requisition form, signed by the officers

as stated in the respective SGA Constitution, and approved by the SGA Advisor, with

subsequent financial records system approval by the Director of Student Life and

Vice Chancellor for Student Affairs. A copy of the Senate minutes approving the

expenditure must be attached and kept on file in the respective SGA Advisor's Office.

All purchases, rentals, and leases of services, materials, equipment and supplies over

the amount currently allotted for petty cash purchases must be purchased through the

Purchasing Office of Delgado Community College and must comply with all College

and State of Louisiana rules and regulations.

Professional Services Contracts

If the SGA function or activity requires the expenditure of funds for professional,

consulting, or personal services, (hiring a band, for example) a Contract for

Professional, Personal, Consulting and Social Services, Form 3311/001, must be

’

Contracts for Professional,

Personal, Consulting and Social Services policy. It is noted that the

Vice Chancellor

for Business and Administrative Affairs (and the Chancellor for contracts over an

established amount) is the final approval authority and his/her signature must be

obtained before the contract can be entered into. The SGA must submit a

professional services contract at least ten (10) days in advance of performance

(or services rendered) for approval.

Payment of SGA Contractors

Each person or group performing services under a Professional Services Contract

must submit an invoice covering the services rendered. The invoice MUST include

the social security or employer identification number and the address of the person or

group. The SGA Advisor will certify that the services were furnished as indicated on

the invoice. The contractor's invoice with this certification must be submitted to the

Travel

All

’

Professional Leave and Travel

authorization request process. Each request must be submitted at least two (2) weeks

prior to the conference or activity.

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11, Form Addition 8/14/10)

Printing and Photocopying Requests

Requests for printing and photocopying for all Student Government Associations

must be approved by the respective SGA Advisor in addition to the appropriate

signature authorities and proofing channels, as deemed by the College's

established policies and procedures on photocopying and printing.

Inventory of SGA Equipment

All property procured by or assigned to the SGA is property of Delgado Community

College and will be tagged with a State of Louisiana identification tag and included

' , ’

Management

and Control of State Property

policy.

Before the end of each Spring Semester, the SGA Advisor will obtain from the

College's Property Control Officer the official list of all property assigned to that

SGA Office. The incoming SGA President, under the supervision of

the SGA Advisor, will conduct a physical inventory of all property assigned to the

SGA Office. Upon verification of the SGA inventory, the outgoing SGA President

will be relieved of responsibility for this property.

LCTCS Council of Student Body Presidents (COSBP)

Each year, an SGA President will be appointed to represent Delgado on the LCTCS

Council of Student Body Presidents. The appointment will be based on the following

rotation: Charity School of Nursing, City Park Campus, Delgado Northshore, and

West Bank Campus. If the campus/site SGA President is not interested in accepting

the position, then the next campus/site SGA President on the rotation will be offered

the position. The College is required to have COSBP representation; therefore, in the

event that no SGA President wishes to accept the role, the designated rotating SGA

President for the year must accept.

ible for all travel

expenses related to attending the COSBP meetings. The appointed SGA President is

expected to attend all COSBP meetings and share all relevant information with each

campus/site SGA through email correspondence or at collegewide SGA Council

meetings, as deemed necessary.

SGA Financial Records

selfassessment fees used to finance SGA activities and all SGA expenditures.

At the end of

each fiscal year, all unexpended monies will revert to SGA Capital Outlay funds

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11,

Form Addition 8/14/10)

10.

Cancellation

This policy and procedures memorandum cancels SA1471.1D

, Student

Government Associations

, dated February 15, 2005.

Reference:

Louisiana Community and Technical College System Policy #2.010,

LCTCS Student

Government Associations

Louisiana Community and Technical College System Policy #2.006,

Participation in the

Council of Student Body Presidents (COSBP) for Louisiana Community and

Technical College Student Body Presidents

Louisiana Community and Technical College System Policy #2.005,

Student Organizations

Louisiana Community and Technical College System Policy #5.025,

Tuition Discounts and

Waivers

Delgado Policy and Procedures Memorandum Purchasing Procedures

Delgado Policy and Procedures Memorandum Contracts for Professional, Personal,

Consulting and Social Services

Delgado Policy and Procedures Memorandum Management and Control of State Property

Delgado Policy and Procedures Memorandum Professional Leave and Travel

Delgado Policy and Procedures Memorandum OnCampus Events and Functions

Delgado Policy and Procedures Memorandum Alcoholic Beverages at Student Functions

Review Process:

Student Government Council 10/26/07

Student Affairs Council 11/15/07

College Council 12/11/07

Distribution:

Distributed Electronically Via Email and Internet Systems

Attachments:

Attachment A

–

Fee Amounts and Budget Allocation of Student SelfAssessed Funds

Attachment B

–

SGA Officer Tuition Waiver Agreement (Form 1471/001)

*December 11, 2007 SA1471.1E

(*Title Updates 8/24/11, Form Addition 8/14/10)

Attachment A

Fee Amounts and Budget Allocation of Student SelfAssessed Funds

Student SelfAssessed Fees for All Campus/Sites:

Fall Semester

$10

Spring Semester

$10

Summer Session

$ 5

Additional Student SelfAssessed Fees:

City Park Campus Students

–

Student Life Center Building Fee

Fall Semester

$15

Spring Semester

$15

Summer Session

$ 5

West Bank Campus Students

–

Student Life Center Building Fee

Fall Semester

$40

Spring Semester

$40

Summer Session

$ 20

Charity School of Nursing Campus

–

Additional Student Fee

Fall Semester

$30

Spring Semester

$30

Budget Allocation of Student SelfAssessed Funds

City Park Campus (as stipulated in City Park Campus SGA Constitution)

General Expenditures

50%

Student Organizations

20%

Student Programs

20%

Publications

10%

West Bank Campus (as stipulated in West Bank Campus SGA Constitution)

General Expenditures

80%

Student Programs

Student Publications

Intramurals

10%

Attachment Approved 12/11/07