Membership in student organizations is a vital part of student life at Fort Hays State University. Student organizations are a part of the total educational curriculum available to students. They provide opportunities to grow mentally, physically, socially, and spiritually. Students are encouraged to find a balance between academics and extra-curricular activities to form a well-rounded university career.

Student organizations are coordinated through the Office of Student Affairs located in Sheridan Hall 208. This office maintains a master list of approved University organizations. The University currently recognizes over 100 clubs and organizations representing varied interests. Official University recognition is necessary for student organizations to use campus facilities, sponsor activities, receive funding through the Student Government Association, appear in the Student Handbook, and participate in campus-wide activities or host fundraisers.

This handbook is designed to assist both the advisor and the student in starting a new organization or effectively maintaining an existing group. Additionally, this material also includes tips on preparing a budget and running a meeting, as well as providing an overview of University policies and procedures that pertain to organizations.

The Student Affairs office is happy to address any questions or concerns regarding the information contained herein.

The Student Organizations Committee (SOC) of Fort Hays State University has the responsibility for reviewing and registering student organizations associated with FHSU. The SOC formulates policies relating to initial and continued registration of all student and student-faculty organizations, and makes the final determination of the classification of student groups. Also, the SOC is responsible for publication of the policies it originates and devising procedures for executing those policies.

The SOC is made up of 12 members. Six members are students recommended for appointment by the Student Government Association (SGA). The Student Senate approves these recommendations. The President of FHSU or his/her designee appoints six faculty/staff members to the committee and designates the chair.

Students that are organization officers and members are accountable to the SOC in these regards. Faculty members and sponsors are accountable to department, college, and/or Faculty Senate.

MEMBERSHIP CATEGORIES
~ Student organizations are defined as those groups with student members and faculty sponsors.

~ Student-faculty groups are those with an active membership of predominately students and some faculty members who are not sponsors.

TYPES OF STUDENT ORGANIZATIONS
~ Residential groups.
~ Organized social groups such as fraternities, sororities, and colonies.
~ Religious/Spiritual groups.
~ University departments and/or divisions.
~ Academic honorary or other societies for recognition.
~ Campus-wide groups.

FORMING A NEW ORGANIZATION
1. Inquire in the Office of Student Affairs about the possibility and advisability of establishing a new organization.
2. Secure from the Office of Student Affairs the guidelines and policies for student organizations and the "Application for Registration" form to submit to the Student Organizations Committee (SOC).
3. Secure a member of the University faculty or staff who will serve as advisor to the organization.
4. Hold an interest meeting to attract students who might wish to join the organization.
5. Submit an Application for Registration to the SOC that includes the following information:
~ Name of the organization.
~ A list of at least six (6) students who wish to be members in the proposed organization.
~ Formulate a Statement of Purpose or Constitution under which the organization will operate. (A sample constitution is included in this handbook). The proposed statement and constitution should be approved by a majority of the organization's chartering members.
~ Copy of constitution and by-laws.
~ Location of funds.
~ Time and place of regular meetings.
~ Name of faculty/staff advisor.
~ List of officers, including current addresses and phone numbers.
~ List of active members (minimum of six or an affidavit, signed by the president and the sponsor, confirming there are six active members).
~ Signatures of the president and the faculty or staff sponsor(s).
~ Signature by the president of the non-discrimination statement.

NOTE: The Student Organizations Committee must be presented with:
~ A Completed Student Organization Application for Registration or Renewal Form.
~ A copy of the organization's Statement of Purpose or Constitution.
~ An official list of chartering members with the required information as outlined above.

All registered student organizations are expected to comply with the policies of the Student Organizations Committee and those of the University.

REGISTERING AN EXISTING ORGANIZATION
The Student Organization Committee renews the registration of organizations every year during the fall semester in order to review the status of groups and update the records of approved student organizations on the campus of FHSU. The application to maintain registration is submitted to the Student Affairs by a date determined by the committee. Applications can be found in this handbook, the Student Affairs office, and online under student organizations.

DISBANDING
When an organization chooses to disband or become inactive, it is the responsibility of the President and/or Faculty Advisor to notify the Student Affairs Office and the Student Organization Committee (SOC) in writing of this intention and documenting the appropriate closure of financial accounts by the end of the academic year in which the organization was disbanded. An organization that is inactive for an entire academic year OR does not comply with FHSU policies and community standards may be reviewed and disbanded by the SOC.

COMPLIANCE
Fort Hays State University student organizations are expected to comply with the laws of the state of Kansas and the United States of America, as well as the policies of Fort Hays State University. Included are the laws and policies related to the use of alcoholic beverages. Any SOC group found in violation of any Kansas or Federal law or of any FHSU policy is subject to sanction, which may include disbanding. The organization may reapply one (1) year after disbanding if the organization has proven that steps have been taken to remedy the situation causing the violation and that any damages stemming from the violation have been compensated.

MEMBERSHIP
In order to be registered, organizations must have a minimum of six active members who are FHSU enrolled students. Organizations shall not have membership requirements based on race, creed, national origin, or physical handicap. All SOC organizations, with the exception of social fraternities and sororities, may not discriminate on the basis of sex.

FINANCES
All organizational funds should be deposited in an organization's activity account in the FHSU Student Fiscal Services Office, Sheridan Hall 110G. University policies and procedures for these activity accounts must be followed. For information on these policies and procedures go online to www.fhsu.edu/sfs or contact the Student Fiscal Services Office in Sheridan Hall 110G or call 785-628-4252.

FUNDRAISERS
All fundraising projects MUST BE APPROVED by the Office of Student Affairs. An Application for Fundraising Project form must be submitted to the Student Affairs Office at least four (4) business days prior to the event. A copy of this form can be found in this handbook, in the Office of Student Affairs, Sheridan 208 or online.

OFFICERS
All student officers of organizations approved by the SOC must maintain a cumulative grade point average (GPA) of 2.00. The Office of Student Affairs will provide the SOC with the information concerning officer cumulative GPA's. The SOC should be notified of officer changes within seven (7) days.

FACULTY/STAFF ADVISORS
Each organization shall have a FHSU faculty or staff advisor selected by the organization.

ALCOHOLIC BEVERAGES
SOC recognized organizations are responsible for compliance with Kansas and FHSU policy/policies regarding alcoholic beverages during official and unofficial activities. Members are accountable for infractions of this policy as individuals and as a group.

REQUIREMENTS FOR RECOGNITION
Each student group desiring to be registered by the University must be approved by the Student Organizations Committee, which is composed of students and faculty. Students interested in forming a new organization at Fort Hays State University must complete the following steps for official recognition:
~ A Completed Student Organization Application for Registration Form.
~ A copy of the organization's Statement of Purpose or Constitution and By-Laws.
~ An official list of chartering members with the required information as outlined above.

Article II. Purpose

The name of the organization shall be _________________________________________

The purpose of the organization shall be _______________________________________

Article III. Membership

Section 1. Membership shall be open to _______________________________________

Section 2. No member may be removed from membership without first having an open hearing and then by no less than a_____ vote at a regular meeting.

Section3. The ___________________________ (organization name) allows participation in the organization by all people regardless of sex, race, creed or ethnic origin.

Article IV. Officers

Section 1. The officers of this organization shall be ______________________________
(Include a list of the positions, not the persons who will fill those positions. Example: President, Vice President, Secretary/Treasurer, etc.)

Section 2. All officers shall be elected at the _______ meeting (first meeting, second meeting, April meeting, September meeting, etc.) of (fall/spring) semester of each year.

Section 3. No officer may be removed from office without first having an open hearing and then by no less than a _____ vote at a regular meeting.

Article V. Meetings

Section 1. Regular meetings will be held _______________________________________
(Use specific time if such time will not change from year to year or semester to semester. Otherwise, use less specific time such as "the first Monday of each month" or "at a time agreed upon by the majority of the members.")

Section 2. Special meetings may be called by the chief executive officer or upon the request of any _____ (number) active members.

Section 3. All members shall be notified of a special meeting at least _____ (number of days) before the time of the special meeting.

Article VI. Quorum

Section 1. Proposed amendments to this constitution or the by-laws of this constitution shall be presented at a regular meeting at least one meeting prior to being discussed and voted upon.

Section 2. Having been properly presented, amendments may be adopted by a majority vote of the membership at a regular meeting.

Section 3. Amendments shall go into effect _________ (immediately upon adoption, 30 days following adoption, etc.)

The dues shall be _____ (amount) payable by _____ (time).

Article II. Duties of Officers

Section 1. Office of President (or equivalent)

Section 2. Office of Vice President (or equivalent)

Section 3. Office of Secretary

Section 4. Subsequent sections for other officer explanation as needed.

Article III. Committees

Section 1. There shall be _____ standing committees.

Section 2. The Committee shall ____________________________________________________________

Section 3. (These sections, and subsequent sections as needed, should describe the creation, purpose, and duties of the standing committees.

Section 4. Special committees may be __________________________________. (Describe the creation, purpose, and duties of special committees).

Article IV. Parliamentary Authority

Robert's Rules of Order shall be the parliamentary authority of this organization.

NOTE: This sample is designed to simply be a model for your constitution. Your constitution should be tailored to fit and accommodate the unique requirements of your organization.

Regardless of an organization's purpose, some form of funding is necessary. Clubs and organizations at Fort Hays State University can receive funding from three primary sources:
~ Membership dues
~ University approved fundraising projects
~ Student Government Association

MEMBERSHIP DUES:
Some organizations require members to pay yearly dues in order to generate revenue. Other organizations require specific fees, such as national dues in nationally affiliated groups. If such fees are required by an organization, they must be reflected in the constitution, either as a by-law or as an amendment. Also, the Student Organizations Committee must approve the amount an organization wishes to state as local chapter dues.

FUNDRAISERS:

Organizational Fundraising Regulations:
1. All organizations must register and be approved for all fund raising projects with the Office of Student Affairs at least four (4) business days prior to any orders being placed for fund raising products.

2. The Application for Fundraising Project form is available in this handbook, the office of Student Affairs and online.

3. The University is not responsible for the loss of merchandise or money. The organization is expected to pay all incurred debts. Failure to do so will result in loss of recognition by the University.

4. Any student who fails to return merchandise or monies from sales to the organization may face disciplinary action.

UNIVERSITY SOLICITATION POLICY

When planning fund-raising projects, registered student organizations must follow the University Solicitation Policy. It is against University policy for anyone to solicit, peddle, canvass, or otherwise engage in contacting faculty, staff, or students for any purpose not specifically approved in advance by University authorities. Campaigners, salespeople, and others desirous of solicitation activities should be reported immediately to the Office of Student Affairs. The sales of products and services by individuals, partnerships, corporations, or such other entities not associated with or related to the university are prohibited. In addition, sponsorship of sales of products and services by individuals, partnerships, corporations, or other such entities not associated with or related to the University is also prohibited. Requests for exceptions to this policy may be made in writing to the Vice President for Student Affairs.

FHSU LICENSING PROGRAM

Students are encouraged to use FHSU identifiers in their activities. There are, however, specific guidelines on how the identifiers are to be used. The Office of University Relations has responsibility for making sure that FHSU images, logos, and other identifiers are used correctly and appropriately. Therefore, any product that includes the use of FHSU images, logos, or identifiers require the advance written approval of the design by University Relations. Registered student organizations will be permitted to have FHSU products manufactured royalty-free for fund-raising purposes if they get (1) written approval for the design and (2) written approval for the royalty waiver.

STUDENT GOVERNMENT ASSOCIATION FUNDS:

Any funding requested from the Student Government Association must comply with the guidelines and stipulations of the Constitution of the Student Government Association of Fort Hays State University.

Funding is very important to the work of student organizations. There are a number of steps that student organizations should follow to request funds from the Student Government Association.

1. Seek initial or continued registration from the Student Organization Committee (SOC). The Student Organizations Committee section contains details concerning the registration of student organizations.

2. Determine the type of funding for which the student organization might be eligible. There are four types of SGA/University funding available: allocation, appropriations, equipment fund, and the Educational Opportunity Fund.

3. Fill out the required forms. This handbook includes information about each funding process. Contact the Student Government Association Office on the first floor of the Memorial Union for the appropriate forms or by calling 628-5311.

Appropriation Funds:
Funds are distributed to SOC approved student organizations for the purposes of trips, or other events in which approved organizations serve the interests of Fort Hays State University, the Student Government Association, and the State of Kansas. Amounts are limited to $1,000 per academic year. These funds cannot by used for individual gain, parties, dinners, dances, meals, awards, individuals not enrolled at FHSU, organizations receiving allocation funds, or other activities deemed unacceptable by Appropriation Committee members.

Appropriations Timeline*

* Please keep in mind that vacation periods may include a Thursday, and that SGA does not meet during vacation periods.

ALLOCATION FUNDS:
Funds are distributed to SOC approved student organizations for the purposes to increase the involvement and education of students attending Fort Hays State University. Funds may be used for the purposes of trips, or other events in which approved organizations serve the interests of Fort Hays State University, the Student Government Association, and the State of Kansas. These funds cannot by used for individual gain, parties, dinners, dances, meals, awards, individuals not enrolled at FHSU, organizations receiving allocation funds, or other activities deemed unacceptable by Appropriation Committee members.

Allocations Timeline

* Please keep in mind that vacation periods may include a Thursday, and that SGA does not meet during vacation periods.

EQUIPMENT FUNDS:
The purpose of the equipment funds is to provide for single-year capital purchases and/or to fund repairs on existing equipment made by organizations that qualify to receive money from the Appropriations Committee. Funds are distributed to SOC approved student organizations. Requests above $1500 must be matched dollar for dollar by the organization submitting the request. Requests must include a copy of any and all receipts relating to equipment purchases and/or repairs paid for with money from the fund account.

Equipment Fund Timeline*

* Please keep in mind that vacation periods may include a Thursday, and that SGA does not meet during vacation periods.

EDUCATIONAL OPPORTUNITY FUND:
The purpose of the EOF fund is to provide student-controlled funding sources to new, creative, and innovative programs which serve to increase and enhance the educational opportunities of the students at FHSU.

EOF Timeline

* Please keep in mind that vacation periods may include a Thursday, and that SGA does not meet during vacation periods.

The Fort Hays State University Student Organizations Lab is located in the lower level of the Memorial Union, next to the office of the University Activities Board. The Lab provides student organizations with computers that may be used for a number of purposes (organization accounting and record keeping, creation of organization web sites, production of newsletters and flyers, typing of minutes, etc). The computers have the following software:
~ Microsoft Office 2000 (Word, PowerPoint, Excel)
~ Netscape, Internet Explorer
~ FTP Program

Preference for use of the computers will be given to SOC approved organizations. Although groups will be able to save information on these computers, the computers have zip drives and organizations are encouraged to use zip or floppy discs to save their files. Using discs will protect files from being lost, destroyed, or tampered with.

The lab also has a copy machine for student organizations use only. Student organizations must obtain a key-code from the Student Government Office in order to use the copy machine. The copy machine and its copies are FREE to all student organizations.

The Lab will have a number of supplies available to student organizations (paper, markers, etc). In addition there is space and a table available for working on organization projects. The University Activities Board will be an excellent resource for groups seeking advice on publicity and programming. It is the intention of the SGA, the Memorial Union and UAB to increase the types of resources available throughout the year. Please visit the lab to learn the hours of operation, and to see what's new!

Memorial Union
Student organizations may reserve rooms in the Memorial Union by calling (628-5305) or visiting the Director's Office on the second floor. It is advisable to contact the Union as soon as possible in the meeting planning process. Organizations will need to provide the following information.
~ Date of the event
~ Number of people attending
~ Desired room arrangement
~ Whether or not food/refreshments will be served

The Director of the Memorial Union also handles scheduling of the Beach/Schmidt Performing Arts Center. Requests for use of that facility should be directed to the number given above.

Chartwells Food Service
If an organization desires to have any type of food served, the group must work with Chartwells Food Service Company contracted by the University for such purposes. Chartwells provides a full range of services from light refreshments and beverages to full banquets. Chartwells office is located on the main floor of the Union between the Grab 'N' Go and the University Bookstore. All student organizations will receive a 20% discount on all snack and reception items. In addition to the discount, organizations can save themselves the trouble of going to the store, making the purchases, bringing it to the meeting, and cleaning up afterwards. Chartwells needs to have food orders at least 24 hours in advance. Organizations will need to provide the following information.
~ Type of food/refreshment desired
~ Number of people attending
~ Amount of budget/funding available

Gross Memorial Coliseum/Lewis Field Stadium
Events held in Gross Memorial Coliseum or Lewis Field Stadium are approved and scheduled by the Director of Athletics or his/her designee. The office of the Director is in Cunningham Hall 138 and the phone number is 628-4050. Priorities for use of the Coliseum and Stadium are as follows.
~ Instruction and research
~ Athletics
~ Intramurals
~ HHP sponsored events (clinics, tournaments, related conferences, meets)
~ University sponsored events
~ Community and civic organizations
~ Individually and commercially sponsored events (charitable events have priority over profit-making events)
~ Outside promoters

Cunningham Hall
Organizations desiring to utilize space in Cunningham Hall should contact the Department of Health and Human Performance at 628-4376 during regular university hours. The Intramural Director and Chair of the Department of Health and Human Performance must jointly approve intramural field scheduling. Priorities for use of Cunningham Hall facilities are as follows.
~ Teaching and research
~ Campus recreation and intramurals
~ Dept. of HHP special events
~ Other instruction by departments across campus
~ Athletic Department programs (in season events have priority over off season events)
~ University sponsored events
~ Community sponsored events
~ Individual non-campus sponsored events (non-profit making)
~ Outside promoters (profit making)

Other Campus Buildings
All other requests for the use of classrooms should be made through the Provost's Office, Sheridan 302. Student organizations must submit the appropriate forms for use of university facilities to this office. The phone number for the Provost's Office is 628-4207. Exceptions to this policy are for the following facilities: the Memorial Union, Beach/Schmidt Performing Arts Center, Gross Memorial Coliseum, Lewis Field Stadium and Cunningham Hall.

Requests for the use of Felten-Start Theatre, Malloy Hall 115, and Malloy Hall 126 (outside the approved use for regularly scheduled classes) should be made through the Department of Music with notification sent to the Scheduling Office. The phone number for the Department of Music Library is 628-4360.

University Vehicles (Policy on Usage)
State vehicles may be requisitioned from the University Motor Pool if the travel is for "official state business" only. The Budget Unit Supervisor, verifying that the trip is "official state business" and that the driver has a valid driver's license, will approve the transportation requisition. (The student organization sponsor will approve as the "Budget Unit Supervisor" for student organizations.)

State vehicles may be driven by state employees or by non-state employees if a non-student FHSU state employee or Graduate Assistant is present on the trip. Unaccompanied students on official business may drive a vehicle in Ellis County only.

Only employees of the state or persons reasonably engaged in official state business are allowed to ride in a state-owned or leased motor vehicle.

A student organization representative or sponsor will call the Physical Plant office to reserve a vehicle. The organization then must follow up the reservation by completing the appropriate travel authorization form and Transportation Requisition form. The Physical Plant phone number is 628-4424.

POSTING POLICY

1) The Office of Student Affairs, Sheridan 208, must approve all outdoor posting on campus.

2) Posting outdoors on campus is allowed ONLY for University departments and registered student organizations, and students involved in campus campaigning. Off campus groups, political and commercial interests are not permitted to post outdoors on campus. (For information about posting inside a campus building, contact that facility's building supervisor.)

3) Using chalk on sidewalks to promote campus events is allowed, provided proper approval has been given from the Office of Student Affairs. However, the posting of paper with tape on sidewalks is not permitted. Using any kind of paint on sidewalks is not permitted.

4) No handbills shall be distributed on campus. Placing flyers, posters, etc. under windshield wipers of cars parked on campus is not permitted.

5) Hanging a banner on campus is allowed, provided proper approval has been given from the Office of Student Affairs. Special care must be taken not to damage or injure trees.

6) All other posting is permitted in the University Kiosks ONLY. No posting is allowed on trash cans, lamp posts, building markers, bridges, etc.

7) Kiosk Posting Procedures

~ The Office of Student Affairs, Sheridan 208, approves posters.
~ Posters will be stamped with the earliest date that they may be placed in the kiosks and the date for removal from the kiosks.
~ Departments, organizations, and campaigning students will be responsible for placing posters in the kiosks.
~ Upon expiration, the Physical Plant and/or Office of Student Affairs personnel will remove posters of departments and organizations. Campaigning students are responsible for removing their posters from the kiosks.
~ One poster per kiosk is allowed.
~ Posting is permitted only on the kiosk corkboards, not on the Plexiglas that protects them. Posters must be attached to the corkboards using tacks. Taping posters to the boards is not permitted.

8) Permission to post indoors in campus buildings must be obtained from the building supervisor and/or department or office nearest to bulletin boards. A list of building supervisors is included in this handbook or may be obtained from the Office of Student Affairs, Sheridan 208.

UNIVERSITY RELATIONS

Staff in the University Relations Office gathers faculty, student, and University news for distribution to the media. In addition, the office provides graphic design consultation for University departments and campus organizations and edits numerous campus publications. The Office is located in Sheridan Hall, Room 204 and the phone number is 628-4206.

STUDENT PUBLICATIONS

The staff of the University Leader produces a twice-weekly newspaper for the FHSU community of students, faculty, and staff. Classified and/or display advertising space may be purchased from the Leader. For ad requirements and rates, student organizations should contact the Leader at 628-5301, or visit their offices in Malloy Hall 106. Meeting notices and other student organization announcements may be published in the "campus briefs" section of the newspaper. The Leader staff determines what may be published as a "campus brief" on a space-available basis.

RADIO/TV

The Campus Radio Station, KFHS (600 AM/94.5 FM), and the Campus Television Station, KFHS-TV can provide additional methods of publicity. Contact the Department of Information Networking and Telecommunications in Heather Hall, or by phone (628-5373).

STUDENT ORGANIZATION WEB CALENDAR

The Web-based Student Organization Calendar of Events is a "one calendar" for all student organization activities and meetings to post online. The purpose is to help promote each organization's activities and meetings as well as to avoid schedule conflicts. Each registered student organization is able to post events to the calendar throughout the year. The organization presidents or sponsors will appoint a representative who will be given a user id and password with which to login to the calendar system to post organization activities. All student users will have viewing capabilities.

To post an item, representatives will go to http://secure.fhsu.edu/SGAOrgCal/Calendar.asp. To obtain a student organization's user id and password please contact Suzanne Klaus, FHSU Web Site Manger at sklaus@fhsu.edu or 628-5520.

Parliamentary procedure is the set of rules many organizations use to conduct formal meetings. This procedure for running meetings allows for democratic rule, flexibility, protection of rights, and a fair hearing for everyone. Parliamentary procedure can be adapted to fit the needs of any organization.

I. Planning your meeting:

A. Make a written agenda
1. An agenda can do these important things for you:
a. Organizes and plans the meeting before it actually occurs.
b. Encourages group members to enter the meeting with a purpose because an agenda informs everyone of what topics will be covered.
c. Provides space for members to jot down notes during the meeting, which can be referred to at a later time.

B. Tips on writing an agenda:

1. Divide the agenda into two parts:
a. Information items - these items serve as important reminders of dates, small tasks, etc. and do not need to be discussed.
b. Discussion items - important topics to be covered at the meeting.

2. Organize the agenda. Begin the meeting with the smaller and quicker issues to get the meeting started and finish with the larger tasks. It is easier to avoid long meetings with the major issue last. The topics will be covered and people will stick to the topic to avoid an exceptionally long meeting.

3. Type or print the agenda.

4. Make copies for every member. Send these out before the meeting so members can be prepared to discuss items.

5. Time the agenda so that it can be completed in your normal meeting time.

II. Set a Consistent Meeting Time

A. Begin on time even if some people are not present - do not reward lateness.

B. End meetings on time so that people know how long to expect the meeting to last. Attendance will remain high if members can depend on a productive meeting that starts and ends on time.
C. Keep meetings to one hour or one and a half-hour at the most. Concentration and productivity run thin after this time unless it is a special meeting. In this case, plan a break and serve refreshments.

III. Remind Committee Members of the Meeting

A. On the day before the meeting, contact members with notes or by phone to remind them of the meeting.

B. If you will be voting on an issue at the meeting, remind your members to get feedback on the issue before coming to the meeting.

IV. Writing Minutes

A. Streamline minutes to topic discussion-outcome. This allows the reading of the minutes to be right to the point, encouraging people to read them.

B. Underline important points in the minutes.

V. Controlling the Meeting

A. Be conscious of your time frame for the meeting. If you have to cover seven items on the agenda, you will want to limit conversation on each item in order to finish the meeting as planned. As your group members become aware of the time allotted for each item, they will remind each other to stay on task and void tangents.

B. Be conscious of the group's attention, boredom, restlessness, interest, etc. This will tell you if a discussion should be continued or if you should move on to the next item on the agenda.

C. Do not be afraid to ask people to stay on task and avoid drifting off the subject.

D. If the discussion becomes too lengthy but deserves more discussion, set up a sub-committee to pursue the issue. They can report their findings or alternatives at the next meeting. Use your general meeting to give the committee several guidelines on how they should proceed.

E. When establishing sub-committees, it is good to advertise the names of the committee members, their function, and the time of their meeting.

VI. Follow-up to your Meetings

A. Contact members between meetings to remind them of tasks needing completion before the next meeting.

B. If someone has volunteered to take on a task, be sure to show your appreciation by thanking him or her.

I. Call to Order

II. Roll Call

III. Reading and Approval of Minutes

IV. Officer Reports

V. Committee Reports
A. Report 1
B. Report 2 and so on as needed

VII. Old Business (issues previously discussed)
A. Item 1
B. Item 2

VIII. New Business (issues not previously discussed)
A. Item 1
B. Item 2 and so on as necessary

IX. Announcements

X. Adjournment

FIVE BASIC PRINCIPLES OF PARLIAMENTARY PROCEDURE:

1. Only one person may claim the attention of the assembly at one time.
2. Each motion/resolution presented for consideration is entitled to full and free debate.
3. Every member has rights equal to every other member.
4. The will of the majority must be carried out and the rights of the minority must be preserved.
5. The personality and desires of each member should be merged into the larger unit of the organization.

MOTIONS:

1. Member rises and addresses the presiding officer for recognition.
2. The member is recognized.
3. The member must make the motion.
4. Another member must second the motion.
5. The presiding officer states the motion to the assembly.
6. The assembly can now discuss or debate the motion. Only one person at a time may speak. The presiding officer must recognize them.

Preference should be given to:
a. The person who proposed the motion.
b. A member who has not spoken yet to the motion.
c. A member who seldom speaks over one who frequently addresses the assembly.
d. The presiding officer should try to alternate between those favoring and those opposing the motion.

7. The presiding officer takes the vote on the motion. Voting can be done by voice, show of hands or balloting.
8. The presiding officer announces the result of the vote.
9. The floor is now open and another motion can be proposed.

Amending a Motion:
The purpose of the motion TO AMEND is to modify a motion that has already been presented in such manner that it will be more satisfactory to the members.

Methods of amending:
1. By addition or insertion (to add something to the motion which it did not contain).
2. By elimination or by striking out (to subtract or eliminate something from a motion that was originally part of it).
3. By substitution (this method is a combination of the first two methods, since in amending by substitution something is stricken and something is inserted in its place). The substitution portion may consist of a word, phrase, a clause or an entirely new motion.
Order of Voting On Amendment:
1. Discussion is held on the amendment to the motion.
2. The vote is taken upon the amendment to the motion.
3. When the vote on this has been taken, discussion upon the original or main motion as amended is opened and when completed a vote is taken upon it.

REFER, TABLE, AND POSTPONE:

There are three motions which are commonly misunderstood. These three motions are the motion to "REFER", the motion to "TABLE" and the motion to "POSTPONE". These are often misused and misunderstood.

To REFER a motion requires a majority vote and may be considered when the body feels that it is necessary to redraft the motion before the group. The motion to refer may have special instructions on when the committee is to report back. In essence, the committee may return with an entirely different wording of a motion.

To TABLE means that the body would like to set it aside and take up something of urgency. It should rarely be used. When the "table" motion is used, it is not debatable.

To POSTPONE has two subcomponents. First, a member of the group may postpone to time certain, when they specify when it will be brought back before the body. The second is to postpone indefinitely, where no time is specified. The motion must be preceded by a motion to "move previous question" which requires a majority vote, but after the motion to previous question, the body must immediately move to the motion to postpone indefinitely and it requires a two-thirds vote.

Common Questions:
1. When someone calls for the "previous question", must debate, stop immediately?

NO. This is NOT debatable and requires a two-thirds vote. It does close debate and brings the body to an immediate vote, but it does not necessarily mean it will pass by the two-thirds vote. Individuals making the motion must wait their turn to speak on the issue. They may not interrupt individuals who are seeking to speak on the issue.

2. What is a "friendly amendment"?

There are times when someone offers what they term a friendly amendment. Once a motion is introduced into the assembly, it no longer belongs to the maker of the motion and the assembly must amend it either by voice vote or unanimous consent. For example, the presiding officer may say as for an amendment or may ask the body if they would like to accept this by unanimous consent.

President

~ Person "in charge" is responsible for supervising/overseeing the work of the other officers and ensuring that they function together as an effective team.

~ Provides the overall vision, sense of direction for the organization.

~ Spokesperson/representative/external liaison for the organization.

~ Schedules and runs officer and organizational meetings.

~ Serves as a role model for other officers and members.

Vice-President

~ Specific roles and responsibilities for this position need to be clearly identified to ensure effectiveness.

~ Supervises/oversees chairpersons and the work of all committees, selects committee chairs, delegates appropriate responsibilities to committee chairs and actively keeps up-to-date on work of committees with committee chairs.

~ Chairs occasional special committees/projects.

~ "In charge" during absence of president.

Secretary

~ Records and distributes all pertinent information to members, including meeting minutes, upcoming events and opportunities.

~ Handles all organizational correspondence.

~ Keeps accurate membership list with names, addresses and phone numbers (including summer addresses).

~ Maintains thorough organizational files and records.

Treasurer

~ Establishes annual budget for organization, and ensures that it's adhered to.

~ Reports regularly to organization officers and members the status of the group's financial situation.

~ Manages day-to-day financial transactions, records and pays bills/reimbursements, deposits, and withdrawals funds and records accrued interest.

Committee Chairs

~ Manage work of committees with appropriate direction and delegation.

~ Report to vice president and at organization meetings.

~ Each committee will have specific responsibilities and goals.

Examples: Membership Recruitment -- orient new members; Social Programming --organize events, including reserving rooms, obtaining refreshments, arranging entertainment; Publicity -- promote a positive image of the organization by creating/designing, producing, and distributing all publicity materials.

~ Each officer is equally important to the smooth and effective functioning of an organization. Successful officers function as a team, helping each other and contributing to the overall accomplishment and climate of the organization.

Below you will find a listing of some tips, hints, or recommendations. These suggestions are designed to assist you, the advisor, in successfully supervising your club or organization. Also included are some expectations that must be met in order to comply with the policies of Fort Hays State University.

~ Assist the student organization in identifying its goals and help the officers and members clarify their areas of responsibility.

~ Participate in all major organizational planning.

~ Attend all meetings and all sponsored activities of the organization in order to be informed and available for assistance and direction.

~ Assure organizational officers keep accurate and consistent records and that approved methods for handling organizational finances are followed.

~ Observe student performance of assigned duties and stimulate effective student participation.

~ Participate in all levels of planning of events being sponsored by the organization. No event will be approved by the Office of Student Affairs without signature of approval from the organizational sponsor.

~ Be acquainted with the organizations eligibility policy, if such a policy exists, and enforce this policy. The advisor should be sensitive to academic performance of the members and officers of the organization.

~ Be acquainted with Fort Hays State University's values and standards as presented in the Student Handbook and enforce them in all organizational activities both on and off campus.

~ Provide information concerning the sponsored organization when requested by either the Office of Student Affairs or another appropriate University official or department.

~ Be available as a counselor to organization members to assist them with personal problems and decisions as well as with those related to the organization. Encourage new perspective and directions to the group and introduce new program ideas.

~ Encourage that the organization's activities justify the expenditure of student's time, abilities, energy and dues.