OHIO UNIVERSITY

Heritage College of Osteopathic Medicine

Student Council Constitution

ARTICLE I: Declaration   

The name of this organization shall be the Ohio University Heritage College of Osteopathic Medicine (OU-HCOM) Student Government Association, hereinafter referred to as the SGA.

ARTICLE II: Advisor

The advisor for SGA shall be the associate director of Student Affairs.

ARTICLE III: Objectives of SGA 

Section 1. To act as elected representatives of the student body of OU-HCOM in all matters concerning the faculty, administration, fellow professionals and the immediate and national community

Section 2. To ascertain and communicate student opinion in matters concerning the college and/or the university.

Section 3. To coordinate inter-organizational functions involving all OU-HCOM students.

Section 4. To encourage diversity and professional behavior in the student body by organizing and implementing various community service and health educational projects. (combined sections 4 and 6)

Section 5. To increase public awareness of osteopathic medicine.

ARTICLE IV: SGA Officers          

Section 1. SGA shall be composed of nine voting officio members, eight voting ex-officio members and a variable number of non-voting members. (See Section 4).

Section 2. The voting officio members of SGA shall consist of the elected officers of SGA (9).

Section 3.  The voting ex-officio members of the SGA shall consist of:

A. The elected class officers of the second year class (4).

B. The elected class officers of the first year class (4).

Section 4. The non-voting members of the SGA shall consist of one representative from each OU-HCOM student organization currently registered with Ohio University and are considered members of the Presidents’ Association. Additional non-voting members include CORE site reps for Years III and IV.

Section 5.

A. Any SGA member, including an executive officer, class officer and/or representative, who is absent from more than two meetings in an academic year will be automatically removed from his/her position. Excused absences may be granted for medical reasons, family emergencies and/or mandatory curricular responsibilities, such as CCEs. To be considered for an excused absence from a meeting, the member must provide a written excuse in the form of an e-mail to both the SGA president and secretary at least 48 hours prior to the scheduled meeting. In the event of an unexpected emergency that occurs less than 48 hours before a meeting, the member must provide the written excuse as soon as possible. Additionally, the member should also e-mail the SGA Secretary prior to the meeting in order for the absence to be excused.

B. The OU-HCOM student senator is an exception to this proposal due to his/her extended duties not only to the OU-HCOM SGA but also to OU Student Senate; however, it is expected that he or she will make a good faith effort to participate as much as possible.

C. In case of removal of a member from his/her position an emergency election will be held within two weeks of his/her dismissal to fill the vacant position. The member who was removed will not be permitted to run again for this position.

ARTICLE V: SGA Officer Positions II   

Section 1. The officers of the SGA shall be:

A. President

B. Vice-President, CPC-II

C. Vice-President, PCC-II

D. Secretary

E. Treasurer

F. OU Student Senate Representative

G. OU Graduate Student Senate Representative

H. SGA Delegate, CPC-I

I.  SGA Delegate, PCC-I

J.  CORE Site Representatives, Year III (one for each CORE site)

K. CORE Site Representatives , Year IV (one for each CORE site)

L. Student Director of Community Outreach

Section 2. Officer candidacy requirements:

A. Any member of the student body seeking a position with the SGA must be in good academic standing as defined by the OU- HCOM Committee on Student Progress (i.e. not on academic probation).

B. The president, vice presidents Year II (CPC and PCC), secretary and treasurer of the SGA must be students entering their second, third or fourth year by election open to the entire OU-HCOM student body Article V, Section 4. To be eligible to run for office, third and fourth year students must be assigned to Athens as their CORE site.

C. SGA delegates (CPC-I and PCC-I) must be selected from students holding Year I status and elected by the entire student body.

D. Year III CORE site representatives must be elected from their CORE site during summer session. CORE site representatives will serve until graduation.

Section 3. The SGA president, vice presidents CPC and PCC, treasurer, or secretary, as well as the Class President, Vice Presidents of CPC and PCC, secretary and treasurer shall not (concurrently within his/her term of office within SGA) hold the office of president or vice president in his/her class or in any other organization whose constituency is comprised of OU-HCOM students. SGA officers and Class officers may, however, hold committee positions.

ARTICLE VI: SGA Officers Elections and Terms      

Section 1. The president, vice-presidents Year II (CPC and PCC), secretary, treasurer, OU student senate representative, OU graduate student senate representative, and Student Director of Community Outreach, must be elected by the end of winter term. The newly elected officers are expected to actively participate in the transition of leadership (i.e. officer transition and Spring Leadership Meeting) and shall assume shared responsibilities with the official term of the new officers commencing after OU-HCOM's spring break.  DOC Awards generally take place after spring break and are considered an event organized by the Year II SGA.  Despite the fact that the official transition of SGA positions and responsibilities will occur at the end of spring break, the current Year II SGA will be responsible for planning and running the DOC Awards.

Section 2. SGA delegate CPC-I, SGA delegate PCC-I and Year I class officers must be elected during the last week of September and assume full responsibilities upon notification of election results.

Section 3. In the event of a vacancy of the presidency, an election between the vice-presidents Year II (CPC and PCC) must be held within ten academic days of the vacancy.

Section 4. Vacancies of vice-presidents, treasurer or secretary must be filled at any time by special election. No one holding a SGA or class officer position will be eligible to run for a vacancy. This special election shall follow the procedure of the initial annual elections, as specified in Article X.

Section 5. In the event that an officer position remains vacant following the preceding year's annual elections, the remaining officers shall assume, under supervision of the president, the vacant officer's responsibilities as outlined in the Constitution.

Section 6. Election of the Student Senate representative will be held in accordance with Student Senate regulations and as specified in Section 1.

Section 7. Election of the graduate Student Senate representative will be held in accordance with Student Senate regulations and as specified in Section 1.

ARTICLE VII: Duties of SGA Officers   

Section 1. All SGA officers must:

A. Serve and/or chair a SGA Committee

B. Attend all SGA meetings

C. Participate in the Distinguished Osteopathic Commitment Awards Night

Section 2. Presidential duties include, but are not limited to:

A. Maintain summer residence in Athens.

B. In collaboration with the Office of Student Affairs, organize new student orientation with a minimum weekly commitment of 30 hours during the summer prior to Orientation.

C. Preside over all SGA meetings. If the President cannot attend the SGA meeting he/she will delegate the meeting operations to the CPC or PCC VP at his/her discretion.

D. Cast a vote only in the event of a tie.

E. Submit an annual budget for SGA approval. No budget expenditure is authorized until the budget is reviewed by the director, associate director of the Office of Student Affairs and approved by the SGA. In rare cases, unexpected or exceptional expenditures prior to the approval of the budget will be authorized by the SGA advisor and SGA members.

F. Serve as an ex-officio member of all SGA committees.

G. Serve as the SGA representative to the college administration.

H. Serve and actively participate as the representative of the SGA to the Council of Osteopathic SGA Presidents (COSGP).

I. Serve as the liaison for the student body to the Ohio Osteopathic Association (OOA) and American Osteopathic Association (AOA).

J. Attend meetings of the:

1. Council of Osteopathic Student Government Presidents (COSGP)

2. OOA Board of Trustees and House of Delegates (as a voting member)

3. AOA House of Delegates (as a voting member)

K. Actively train and prepare newly elected SGA president and organizations to assume responsibilities for all activities. The SGA president-elect will attend the Spring COSGP meeting with the outgoing SGA president.

L. Coordinate the annual update of the SGA Constitution and SGA website, in collaboration with all class and SGA officers.

M. Assist in the maintenance of SGA website and serve as liaison to the OU-HCOM Office of Student Affairs, supporting the OU-HCOM web page. If desired, the president may appoint a webmaster to oversee the website design and management.

N. Assigns all activities or events outlined on the SGA website and as outlined in the Constitution, Article XV.

O. Serve on the OU-HCOM Student D.O. of the Year Award selection committee from spring semester through graduation.

P. Chair the D.O.C. Award selections. It is highly recommended to work in conjunction with the Sigma Sigma Phi president.

Q. Organize and host the Officer Transition Ceremony.

R. Serve on The Ohio D.O. Editorial Board.

S. Submit an end-of- the year report to the Dean and college.

Section 3. Vice Presidents, CPC-II and PCC-II duties include, but are not limited to:

A. Preside over any SGA meeting in the event the president cannot attend. Selection will be made by the President.

B. Divide the following responsibilities: Organization Fair and the Presidents’ Association, Constitution Review Committee Chair, and chairing the Professionalism Series.

C. Serve as a voting member of SGA.

D. Actively train and prepare newly elected SGA vice-presidents from both curricular tracks for assumption of their responsibilities.

Section 4. SGA Delegates’ CPC-I and PCC-I duties include, but are not limited to:

A. Conduct all Year I class meetings until such time as annual elections for class officers occur.

B. Serve as a voting member of SGA.

C. Serve as members of the Constitution Review Committee.

D. Serve as OU-HCOM SGA representatives on Graduate Student Senate.

E. Carry out duties assigned by the president as well as duties specified in the OU-HCOM Policies and Procedures Handbook.

Section 5. Secretary duties include, but are not limited to:

A. Request that all SGA members and Year I and II students provide items for inclusion on the agenda prior to each SGA meeting. Send an e-mail one week in advance notifying SGA members of scheduled meetings, including dates and times.

B. Notify SGA members of regularly scheduled and emergency meetings as soon as possible.

C. Prepare and distribute written records of final, approved SGA meeting minutes.

D. Secure and maintain records of all SGA meetings as well as make them available online.

E. Coordinate all SGA correspondence. This would include any communication that takes place from OU-HCOM SGA to the groups and organizations.  It will be the Secretary's responsibility to get prior approval from administration in regard to communication outside the college.

F. Maintain attendance records of all SGA meetings.

G. Maintain OU-HCOM SGA letterhead, business cards and other office materials.

H. Serve as a voting member of SGA.

I. Carry out duties assigned by the president in addition to those duties specified in the OU-HCOM Policies and Procedures Handbook.

J. Actively train and prepare newly elected SGA secretary for assumption of his/her duties.

Section 6. Treasurer duties include, but are not limited to:

A. Maintain a summer residence in Athens.

B. In collaboration with the Office of Student Affairs, organize new student orientation with a minimum weekly commitment of 30 hours during the summer prior to Orientation.

C. Follow the Organizational Handbook - Students' General Fund as published by Ohio University (available from Student Affairs or the Students’ General Fund Office in Chubb Hall) and be responsible for maintaining all financial records required by Ohio University, in relation to OU-HCOM SGA, as a registered student organization. Submit the books and all receipts to Chubb Hall at the end of spring semester in order for the books to be audited by the financial affairs administrator.

D. Maintain a current account of SGA expenditures and obligations, by balancing the books on a monthly basis and reporting expenditures to the SGA at each meeting.

E. Post credits and debits, a minimum of once each semester via e-mail to the SGA and to the SGA advisor. He/she will also make this available to any third or fourth year student upon request.

F. Ensure that proper procedures for monetary affairs are communicated and followed by SGA members. Coordinate all Educational Program Fund Requests.

G. Serve as a voting member of SGA.

H. Carry out duties assigned by the president.

I. Actively train and prepare newly elected SGA treasurer for assumption of duties. Participate in and lead treasurer training for club officers each fall semester.

J. Assume secretarial duties [outlined in Section V] if that position remains or becomes vacant.

Section 7: CORE Site Representative duties include, but are not limited to:

A. Serve as spokesperson and liaison for classmates with the CORE administrator.

B. Gather information for the CORE administrator as needed.

C. Serve as contact for all social activities sponsored by the hospital or graduating class.

D. Gather class information for the CORE administrator as needed.

E. Represent the CORE site for various events (i.e. marketing and recruiting activities).

F. Coordinate the CORE "Outstanding Clinical Faculty Award" and "Outstanding Student Award" nominations and elections.

G. Serve as a student representative during CORE hospital visits by OU-HCOM administrative staff.

H. Participate at CORE Hospital Day on the main campus and be available (or find an alternate representative) to answer questions from the Year I and II students during the CORE Hospital Assignment Process (CHAP) meetings.

I. Organize major meetings and student-related events.

J. Represent the CORE site to SGA regarding student needs and financial requests.

K. Distribute information to students from the "Osteopathic Medicine Key Contact" (OMSKEY) call to action letter.

L. Inform students about the availability of current informational materials regarding Internship Registration Program (Match).

M. Be a resource person for Year I and II students who are participating in educational experiences at representative’s designated CORE hospital.

N. Perform other CORE hospital duties as requested.

O. Help in the solicitation of nominations for CORE associated awards (e.g.: Arnold P. Gold Award).

Section 8: OU Student Senate Representative:

A. Serve as a voting member of SGA.

B. Preserve the professional, community and academic interests of OU-HCOM constituency as a voting senate member to OU Student Senate and serve as a liaison between senate and OU-HCOM SGA.

C. Conduct a 10 minute informative PowerPoint presentation regarding the medical school during the fall semester to OU Student Senate members and update the provided resource each year for the incoming OU-HCOM senator; inquire about the availability of the Dean to attend this presentation.

D. Circulate a copy of Today’s DO, medical school press releases and other noteworthy items to OU Student Senate members in order to augment the visibility of the medical school and the cognizance of quality medical education possibilities at OU-HCOM, when appropriate.

E. Frequent professional educational resources (www.do-online.org) discussing issues that affect the professional future and growth of the osteopathic medicine and constituency and transcribe resolutions to mandate investigations of respective issues when appropriate.

F. Attend two Academic Affairs Commission meetings per semester, which serve as an ancillary venue to discuss curricular changes in pre-medical/medical education at OU-HCOM.

G. Assume any remaining duties as set forth by OU Student Senate.

Section 9: OU Graduate Student Representative:

A. Serve as a voting member of SGA.

B. Preserve the professional, community and academic interests of OU-HCOM constituency as a voting senate member to OU Student Senate and serve as a liaison between senate and OU-HCOM SGA.

C. Conduct a 10 minute informative PowerPoint presentation regarding the medical school during the fall term to OU Senate members and to update the provided resource each year for the incoming OU-HCOM senator; inquire about the availability of the Dean to attend this presentation.

D. Circulate a copy of Ohio Medicine, medical school press releases and other noteworthy items to OU Student Senate members in order to improve the visibility of the medical school and the cognizance of quality medical education possibilities at OU-HCOM, when appropriate.

E. Attend two Academic Affairs Commission meetings per semester, which serve as an ancillary venue to discuss curricular changes in pre-medical/medical education at OU-HCOM.

F. Assume any remaining duties as set forth by OU Graduate Student Senate.

Section 10: Student Director of Community Outreach

A.   Serve as voting member of SGA

B.   Work with Assistant Director of the Area Health Education Center and Community Health Programs as well as campus organizations to coordinate volunteer opportunities for first and second year students

Section 11: Immediate Past President – The immediate past president is designated to the outgoing president of the SGA. The responsibilities of this position are the following:

A. Provide guidance and leadership to the presidential successor.

B. Be a voting member of the Student DO of the Year committee.

C. Be available to represent the school at state or national meetings.

D. Be the designated coordinator of CORE site representatives.

Section 12: Past President – The past president is designated to the outgoing president of the SGA. The responsibilities of this position are the following:

A. Provide guidance and leadership to the presidential successor.

B. Serve as a liaison to the administration for graduation preparations.

C. Serve as a voting member of the Student DO of the Year committee.

D. Be available to represent the school at state or national meetings.

ARTICLE VIII: Class Officers      

Section 1. The officers of each class shall be:

A.        President

B.        Vice-President – CPC-II and PCC-II

C.           Secretary

D.           Treasurer

Section 2. Officer candidacy requirements:

A. Any member of the student body seeking a position as a class officer must be in good academic standing as defined by the OU-HCOM Student Handbook (i.e. not on academic probation).

B. Candidates for a class office must be members of that class.

Section 3. No class officer shall (concurrently with his/her term of office in the class) hold any office with SGA or of any other organization whose constituency is comprised of OU-HCOM students. However, SGA members may concurrently hold an office within SGA and a committee position.

ARTICLE IX: Class Officers Elections and Terms    

Section 1. The Year 1 class must elect class officers by the last week in September (see Article XI, Section 2, E).

Section 2. Students who are entering Year II must elect class officers from their class no later than three weeks after the winter election of SGA (see Article XI, Section 2, E).

Section 3. The class officers may run for re-election.

Section 4. The officers elected during the second year will be referred to as the Class of 20xx Officers. The second-year class officers must assume full responsibilities on the day after the D.O.C. Awards ceremony and their terms will end on the last day of the spring semester of the following year. Informal responsibilities will be carried out through graduation of that class.

Section 5. Vacancies of president, vice president, treasurer and/or secretary must be filled by special election at any time. No one holding a SGA or class officer position is eligible to run for a vacancy. This special election will follow the procedure of the initial annual elections, as specified in Article XI.

ARTICLE X: Duties of Class Officers   

Section 1. Class President:

A. Preside over all class meetings as scheduled.

B. Serve as an ex-officio voting member of the SGA.

C. In the event of a tie, cast a vote regarding class issues only.

D. Actively train and prepare newly elected class president for duties.

E. Coordinate Dean's Hour with the help of the Curriculum Coordinator. (one per semester)

Section 2. Class Vice-President: CPC-II, and PCC-II:

A. Preside over class meetings in the absence of the class president.

B. Prepare a written agenda prior to all class meetings.

C. Carry out duties assigned by the class president.

D. E-mail abbreviated SGA meeting minutes to specific curricula within 48 hours of SGA meetings.

Section 3. Class Secretary:

A. Prepare and distribute written records of approved minutes of all class meetings.

B. Be responsible for all class correspondence.

C. Maintain the class events calendar.

D. Carry out the duties assigned by the class president.

E. Train incoming class secretary

F. Coordinate Fundraisers

Section 4: Treasurer

A. Carry out the duties assigned by the class president

B. Follow the guidelines and policies for funding and financing located here: http://www.ohio.edu/campuslife/sorgs/funding/index.cfm

C. In collaboration with the SGA treasurer, maintain a current account of class expenditures and obligations.

D. Publish class credits and debits a minimum of once each semester that will be made available upon request by a member of the student body.

E. Train incoming class treasurer.

F. Coordinate fundraisers.

ARTICLE XI: Election Process

Section 1. Any member of the student body seeking a position on the SGA or as a class officer must be in good academic standing as defined by OU-HCOM Committee on Student Progress (i.e. not on academic probation).

Section 2. Elections Committee Selection:

A. The Elections Committee will be comprised of one to two Year I students, and one to two Year II students. 

B. At least one of the Year II students will serve as the Elections Committee Chairperson; if there are two Year II students on the committee they will decide amongst themselves who will serve as Chairperson. If both students are interested in the position they will serve as co-chairs. The new chair's first duty is to assist in coordinating the annual winter elections for SGA

C. The designated chairperson shall post for Elections Committee members from the first year class during fall term, inviting interested students to participate. A maximum of two students will be selected on a first-come basis. 

D. Replacement for any Election Committee member will be selected from an alternative list comprised of other students who applied for this committee.

E. Elections Committee members selected in Year I will hold the position until the completion of their second academic year.  No member of the Elections Committee shall be a candidate in any class or SGA election. If already a member of the committee, his/her resignation shall be tendered before requesting a petition to run for office.

F. The Elections Committee shall be responsible for holding five elections during the academic year. Fall semester elections for PCC-I and CPC-I delegates as well as elections for Year I class officers are to be held by the last week in September. SGA elections are to be held by the end of January in accordance with Article VI, Section 1. Year II class officer elections are to be held within three weeks after the election of SGA Officers. CORE site representative’s election will be held prior to end of summer semester (in July).

G. The Elections Committee interprets campaign rules and regulations.

Section 3. Duties of the Election Chairperson/Committee shall be:

A. The Elections Committee chairperson will have each candidate for office

write a brief (1/2 page) platform statement. This statement will be posted for at least five days prior to the election.

B. Prepare and post-election timetable.

C. Gather election petitions.

D. Confirm signatures on the petitions prior to the election, and assure that no student has endorsed more than one candidate for any one office. If this does occur, the candidate must be immediately notified and asked to solicit replacement signatures. Each signature sheet shall have a specific, designated line for the current officer to sign.

E. Post current and final candidates.

F. Prepare and post the election ballots on Blackboard under the appropriate class sites.

G. Chairperson/committee will attempt to thoroughly educate the OU-HCOM student body as to the election process and timetable for those elections. This will be done by posting flyers on OU-HCOM building doors and bulletin boards at least three days preceding any election. E-mail reminders and announcements will also be distributed to the appropriate class(es).

H. The chairperson/committee will ensure:

1. The Election Day be chosen based on the participation of the classes involved in that election, optimizing voter turnout.

2. Student complaints/concerns will be directed to the Elections Committee chairperson who is responsible for running the election. The Elections Committee will consult with SGA to resolve any special concerns of participants.

I. The Elections Committee chairperson shall tabulate the votes from the Blackboard system with the help of the IT department.

J. Results of the election shall be posted no earlier than 8 a.m. two academic days following the election, allowing at least 24 hours for a candidate to contest the election procedure. Results will be e-mailed to the appropriate class(es) no later than 5 p.m. two academic days following the election. Information should also be sent for publication in rounds.

L. In the event of a tie, the Elections Committee chairperson shall conduct a run-off election within five days. The exception will be CORE site elections. CORE site elections that are tied will allow both candidates to represent the CORE site.

Section 4. Separation of SGA and Class Officer Elections:

A. Year II SGA elections must be held three weeks prior to class officer elections.

B. In the event that a candidate loses a SGA election, he/she may submit a new petition and run for a class office.

Section 5. Running for a SGA Office:

A. A formal petition and platform must be obtained by all candidates from the Elections Committee. Both platform and petition forms will be made available electronically on Blackboard and paper copies of the forms will be available in Student Affairs. Petitions must be completed and endorsed by no fewer than five members of the student body of OU-HCOM. No student can run for office without a completed petition.

B. Students can only endorse one candidate per office.

C. Candidates for SGA office may obtain petition signatures from any member of the OU-HCOM student body. Candidates for class officer must obtain petition signatures from members of their class only. Additionally, candidates for both SGA and class officer must obtain the petition signature of the individual who currently holds the position for which the candidate is running in order for a petition to be valid. There will be a SPECIFIC line for the current officer’s signature. Candidates for CORE site representatives must obtain petition signatures from members of their class only. The Elections Committee will determine and publicize a seven-day period during which petitions are accepted.

D. The completed petition shall be submitted to the Elections Committee chairperson through the Office of Student Affairs. The Elections Committee will set the petition deadlines. No petitions will be accepted after the set deadline. If no petitions are submitted for a particular office, an extended deadline will be permitted for that position only.

E. The Elections Committee chairperson shall post notice of the date of the election at least three academic days in advance. Candidate’s completed petition and platform must be made available to the student body no later than 24 hours following the deadline for submission.

F. No write-in candidates will be accepted.

Section 6. Campaigning Procedures:

A. Campaigning is prohibited until one week before the election date. This includes the use of posters, flyers, e-mails and videos or other non-personal methods of campaigning, which involves the expenditure of campaign funds and which names one or more candidates for office.

B. The following campaign practices are examples of items permitted during the official campaigning time frame: posting flyers, posters, sending one mass e-mail or showing videos. Other creative ideas are encouraged.

C. Candidates are prohibited from engaging in soliciting votes or support in return for compensation, monetary or otherwise. Compensation shall be any item whose fair market value (what it is worth) is in excess of $2.00 in the United States currency. The Elections Committee shall make all determinations of the value of items. Candidates shall submit all records of purchase or any other information if requested by the Elections Committee within 24 hours following such a request.

D. Negative campaigning (interpreted by the Elections Committee) is prohibited.

E. Any questions, concerns or disputes will be addressed by the Elections Committee as appropriate.

Section 7. Election Procedures:

A. The election process shall take place over an approximate 2-day period. Seven days will be permitted for the collection of petitions. Elections will be held no earlier than four days following the petition deadline.

B. There will be no primary elections. If more than two candidates run for a particular office, all names will appear on the election ballot.

Section 8. Candidate Presentations:

A. All candidates for the officers' positions will have the opportunity to present their views and opinions posted on the Office of Student Affairs bulletin board for one week prior to elections.

Section 9. Voting Procedures:

A. Elections will take place during a 24 hour period. The electronic ballots will become available on Blackboard at 12 a.m. on the day of the elections and will become inactive at 12 a.m. on the following day.

B. Each student shall complete his or her ballot according to the instructions on the Blackboard page.

C. No ballot will be accepted after 11:59 p.m. on the day of the election.

D. The candidate with the majority of the votes turned in for an office will be the designated the winner. In cases where only one candidate runs for office, that candidate will be designated the winner.

E. There will be no absentee ballots accepted.

Section 10. Recount Procedures:

A. Only during the 6-day period following the election can a candidate request the Elections Committee chairperson to recount the ballots.

B. If a recount request is filed, the Elections Committee chairperson, president of SGA and the advisor for SGA must be present for the recount.

C. The recount shall be held at a time and place to be designated by the Elections Committee chairperson.

D. At the termination of the recount, all members present must sign an affidavit declaring the winner of the contested election. The results of this recount will be final.

E. Any candidate who feels that election procedures were not followed can submit a written complaint to the Elections Committee chair and/or SGA within five days of the election. The Elections Committee will then review the complaint. If the committee finds that a serious breach of election procedure occurred, it may choose to nullify all, or part of, the election. In the event that an election is nullified, the committee will select a new date for a repeat election.

Section 11. Voter Eligibility:

A. SGA officers: all members of the student body are eligible to vote for SGA officers. Only members of a particular class are eligible to vote for class officers in his/her class.

B. Students participating in the Family Medicine or OMM Fellowship may vote in the spring semester class officer elections with the class in which they will graduate.

ARTICLE XII: Vacancy or Removal from Office

Section 1. Any officer who is placed on academic probation as defined by the OU-HCOM student handbook will automatically be relieved of his/her duties

Section 2. A vote of "No Confidence" may be initiated by a petition of at least 25% of the OU-HCOM student body. A vote of at least 2/3 of the on-campus student body is required to remove an officer from his/her office.

Section 3. Any officer may resign from his/her office for any reason at any time.

Section 4. The office will be filled by new elections as set down in the Constitution.

Section 5. Any SGA member who violates the attendance policy will automatically be relieved of his/her duties.

ARTICLE XIII: Standing Committees of SGA

Section 1. The SGA President, with help from the voting members of SGA if necessary, shall select (from the first- and second-year classes) members to serve on the following committees:

A. Curriculum Advisory Committee (1st Year Member)

B. Business of Medicine Committee

C. Wellness Committee

D. Professionalism Committee

E. Honor Code Committee

F. Constitution Review Committee

G. Research Committee

H. Other committees will be formed as needed by the SGA president.

Section 2. SGA, under guidance of the SGA president, will select one person from each committee to serve as committee chair. The SGA president will appoint CPC-I and PCC-I delegates to serve as committee chairs.

Section 3. The number of appointed representatives to OU-HCOM committees (in accordance with administration policy) are as follows:

A. Curriculum Advisory Committee: four students: one each from PCC-I and CPC-I; one each from PCC-II and CPC-II.

ARTICLE XIV: Meetings of SGA

Section 1. Regular meetings:

A. Regular meetings during fall and spring academic semesters will be held at times to be specified by the president.

B. The SGA secretary will post an announcement of the regular meeting dates to the on-campus student body one week prior to the meetings. Meetings must be posted on the Student Events Calendar.

Section 2. SGA members are required to attend meetings.

A. After two unexcused absences from a mandatory meeting within a given year, the SGA member will be removed from office.

Section 3. SGA meetings are open to all OU-HCOM students.

Section 4. Special meetings can be called by the following:

A. Request of the SGA president.

B. Request of the Dean of OU-HCOM.

C. Written request of five members of the council or 15 members of the OU-HCOM student body.

D. Request of the Elections Committee.

Section 5. Quorum

A. A quorum of 2/3 of the voting members is required in order to hold SGA meetings.

ARTICLE XV: SGA Events and Activities

Each academic year, SGA organizes, implements and offers the following activities:

Section 1. Year Round:

A. SGA Meetings

B. Council of SGA Presidents (COSGP) Quarterly Meetings

C. Professionalism Series

D. Business of Medicine Series

E. Wellness Series

F. Research Series

Section 2. Fall Semester:

A. New Student Orientation

B. COMrade Lunch

C. Organization Fair

D. Convocation

E. AOA/OOA Presidential Visits (variable)

Section 3. Spring Semester:

SGA Year I and Year II officers will work together to complete the following:

A. Constitutional Review

B. D.O.C. Awards/Officer Transition Ceremony

C. Spring Leadership Training Meetings (including President’s Training, Treasurer’s Training, individual SGA officer training) 

ARTICLE XVI: OU-HCOM Student Organizations

Section 1. Official OU-HCOM organizations fall under the jurisdiction of the OU-HCOM SGA.

Section 2. Organization Responsibilities:

A. Register each club/organization annually by:

1. Registering with Ohio University.

2. Registering with OU-HCOM. To be officially recognized by OU-HCOM and to be eligible for SGA funding, the organization must complete the registration form.

3. Complete the Ohio University Officer Transition Form.

4. Complete the Ohio University Signature Card. Have your organization’s treasurer complete the card to establish your account with Ohio University.

B. All organizations must uphold organizational status by holding three events per academic term.

1. Activities that qualify as an event include: Officers’ meetings, club meetings, fundraisers, speakers, co-sponsoring an event with another organization, etc. However, an organization may not use routine officer meetings or club meetings (not open to the entire OU-HCOM community) to count as more than one event. For example, even if an organization has three officers’ meetings in one semester, this only counts as one event. For fundraising events, the entire fundraiser will count as an event, not individual days, i.e. a fundraiser held Monday, Wednesday and Friday counts as one event collectively, not three total.

2. These events must be registered online with the OU-HCOM Office of Student Affairs

C. All organizations must participate in the Fall OU-HCOM Organization Fair

1. A representative from each organization must attend an Organization Fair meeting prior to the event.

2. Each organization participating in the Organization Fair must provide an information table

3. Each organization is responsible for adhering to the Organization Fair policy (Section IV).

D. All organization presidents must attend the Leadership Training meeting held during the spring semester.

1. If the president cannot attend, a representative from the organization may do so in his/her place.

2. President/representative must fill out and submit a mid-semester organizational report to the chair of the Presidents’ Association regarding his/her organization’s activities for each semester.  The chair will specify the format and length of the report.

3. Each organization will pay a fee to be determined for kitchen and student lounge cleaning each year. The amount will be determined by the Chair of the Presidents’ Association. The fee will be collected after dues collection or by the end of the fall semester.

4. The chair of the Presidents’ Association will coordinate a time, via sign up, during the academic year for each organization to display information on the bulletin board in Irvine.

E. All organization treasurers must participate in treasurers' training meeting held during the spring semester.

F. Disciplinary Procedure policy for all above matters will be as follows:

1. First offense- Written probationary warning letter from the Presidents’ Association chair.

2. Second offense- Organization will be assessed a $50 fine.

3. Third offense- Organization will be placed on probation for one semester. At this time the organization may still apply for SGA funding. After the probationary semester the organization will be reviewed by SGA and a decision to reinstate or continue to dissolution of the organization.

Section 3. Presidents’ Association

A. Mission: The Presidents’ Association provides information on an organization’s status, promotes inter-organizational relationships and serves as a means for organizations to communicate their annual activities and goals. Membership: Each organization’s president has the honor and responsibility of being a member of the Presidents’ Association.

B. Chair: Either the PCC-II or CPC-II SGA vice president will chair the Presidents’ Association.

C. Meetings: The Presidents’ Association meets each semester and when the chair or SGA president deems necessary.

Section 4. Organization Fair Policy

A.   No student organization may register members prior to OU-HCOM Organization Fair.

B.   Only exception is SOMA, which is allowed to sign up in advance.

C. In an effort to allow more dissemination of information, all organizations may participate in the following limiting guidelines:

1. Prior to the Organization Fair, each student organization may publicize its organization.

2. Acceptable methods of publicity are limited to the following: signs/posters, one mass e-mail, one flyer in student boxes, assigned noontime table on the Bricks and verbal communication.

3. The purpose of all materials used must be informational or educational. These details may include information– organizational purpose, cost of signing up, dates and time of The Organization Fair events throughout the year and current officers.

4. Materials may not contain any information allowing students to pre-register or sign-up for anything prior to the Organization Fair such as: raffles, giveaways, etc.) However, materials may publicize what will occur at the Organization Fair (i.e. raffle, drawing, etc.).

5. Exceptions must be approved ahead of time by the President’s Association Chair and the SGA Advisor

Section 5: No OU-HCOM student can hold more than 2 maximum positions on any executive board. A student may only hold one presidency position total in between all clubs, organizations, and committees unless part of a previous job description.

ARTICLE XVII: SGA Funding

Section 1. Eligibility for Funding

A. Funding requests can only be made by an organization that is officially recognized as an OU-HCOM organization. Members cannot request funding without the support of their OU-HCOM organization.

Section 2. Funding Request Guidelines

A. Funding Request Forms

1. Funding Request Forms must be typed and submitted via email to the SGA Secretary at least two days prior to the meeting where the request will be heard

B. SGA will not approve funding for events that have not been registered. Exception: If an individual/organization is applying for conference attendance, there is no need to register.

C. When applying for an event/conference attendance that has already taken place, please attach itemized receipts for which the individual or group is seeking reimbursement to the Reimbursement Form. The organization/individual must have previously submitted a funding request in order to receive reimbursement.

D. Applicants for funding must personally attend the SGA meeting at which their proposal is scheduled to be discussed. Failure to attend could result in automatic rejection of the funding proposal. After submission of this form, the organization/individual will be notified of the meeting date. If he/she cannot attend due to a reasonable excuse (i.e. third- and fourth-year students at CORE sites), a representative from his/her organization may appear on his/her behalf.

E. If applying for funding for a national conference, the applicant must complete Part E of Section II of the Funding Request Form and submit a signed letter of intent as to how his/her participation in the conference will benefit the OU-HCOM community at large.

F. SGA will not allocate more than $400 per event.

G. SGA Does not allocate food funding for individuals (i.e. during travel to conferences, service trips, etc.). SGA may, however, provide food for an event such as providing lunch for a campus speaker.

H. SGA has full discretion as to the amount of funding granted.

I. Funding requests will be granted or rejected by majority vote of SGA.

ARTICLE XVIII: Travel Policy

Ohio University Policy & Procedure Travel, Reimbursement for Official #41.121

Effective 1/21/2005

Section 1. It is the responsibility of OU-HCOM students to adhere to the travel policy outlined at the web page listed below. This page contains the most up-to-date information regarding Ohio University travel policy and can be found at http://www.cats.ohiou.edu/policy/41-121.html  

Section 2. Purpose: Ohio Revised Code 126.31 enables employees of Ohio University to be reimbursed for actual and necessary travel and other expenses incurred while on official business inside or outside the state of Ohio if authorized by the university. This policy outlines the procedures and authority for expenditures and reimbursement for official travel of university employees and students.

Section 3. Policy: Persons traveling on university business should incur the lowest practical and reasonable expense while completing the travel process in an efficient and timely manner. University travelers have the duty to avoid impropriety, or even the appearance of impropriety, in any travel expense.

A. Per Diem: The per-diem allowance is a daily dollar amount covering meals and incidentals. It includes up to three meals per day, and the following incidentals: laundry, dry-cleaning and gratuities (tips). Per-diem allowances vary according to location. Current rates can be found at http://www.ohio.edu/finance/travel/. The traveler must pay for meals out-of-pocket, then claim per diem rates on the Travel Expense Report. The following rules apply:

1. The daily rate should be split: 25% breakfast, 25% lunch, 50% dinner.

2. Use whole dollar amounts only - round down for breakfast, and up for lunch.

3. Claim per diem rates only for personal meals at the individual’s expense. If the meal was a business meal, was charged to a p-card, was provided by the conference, or otherwise provided, per diem cannot be claimed for that meal.

4. No receipts are required for per diem reimbursement

ARTICLE XIX: Ratification          

Section 1. This constitution shall become effective immediately upon approval by a 2/3 majority of the students present at the ratification meeting on campus. The date of ratification shall be noted and made a permanent part of this document.

ARTICLE XX: Amendments       

Section 1. Amendments and by-laws to this constitution may be proposed by any member of SGA or by written petition signed by 25% of the OU-HCOM on-campus student body.

Section 2. Amendments shall become effective immediately upon by a 2/3 majority of the students present at the amendment meeting on campus. The date of amendment shall be noted and made a permanent part of this document.

Amendment: April 12, 2012

Last updated: 10/25/2012