Constitution of Campus Activities Board

Constitution of Campus Activities Board
Saint Mary’s College of California

Mission

The Campus Activities Board (CAB) provides diverse and interesting events and activates that are educational, entertaining, and stimulating for all Saint Mary’s College students.

Vision

In the academic year of 2017-2018 Campus Activates Boards visions are

To have a majority of students who go to SMC understand who we are
To have students understand that CAB is the place to be!
To reach ALL students (on-campus, off campus, and differing student demographics)
To have a WOW factor at each of the events we host
That all events whether small or large are of the utmost quality
That the CAB Team is accessible and willing to listen to all suggestions and ideas

Appointment to Campus Activities Board

Appointment to Campus Activities Board will be made by a committee consisting of the Campus Activities Board advisor and a current non-returning Campus Activities Board Director or Coordinator. Appointment must be completed by the final weekend in March of each academic year. The month of April will be used as a shadowing period between the current Board and the new Board.

Position appointments are for one academic year. Duties commence following the conclusion of the appointment process and terminate upon undergraduate graduation the following year.
The Director and Campus Activities Board Advisor will select assistant Coordinators through an application and interview process at the beginning of the academic year. They will serve their appointment for one academic year in the same way the Coordinators do.

Advisor Appointment

Duties & Responsibilities
The Advisor to Campus Activities Board shall serve as a liaison between the board and Student Involvement and Leadership at Saint Mary’s College of California. The advisor will provide guidance and support for the Board in accordance with the Lasallian mission and values of the institution.
The Advisor will work with the Campus Activities Board Director to hold weekly staff meetings, to ensure that all members are appropriately upholding their positions.

Membership to Campus Activities Board

Membership to Campus Activities Board shall consist of current full time undergraduate students of Saint Mary’s College of California. Membership shall not be denied by any individual on the basis of age, sex, race, sexual orientation, religious affiliation, or physical ability. Membership will be stipulated by the following criteria:

Maintain a minimum GPA of 2.5 while serving as a member on the Campus Activities Board.
Adhere to all college disciplinary regulations and expectations of a Student Leader at Saint Mary’s College of California and as established by the office of Student Involvement and Leadership.
A desire and commitment to oneself and other board members to provide activities of the upmost quality and professionalism.
Uphold the duties of the position being held as per the position description.

Duties & Responsibilities

The Director shall:

Assist with the selection of Campus Activities Board Coordinators and Assistant Coordinators for the term.
Oversee all events and activities coordinated by Campus Activities Board and ensure these programs are in accordance with the Lasallian values and mission of Saint Mary’s College.
Arrange weekly Board meetings with all Coordinators and Advisor.
Maintain and coordinate Campus Activities Board budget through monthly Coordinator updates and regular meetings with the Executive Administrator.
Serve as the Campus Activities Board representative with the ASSMC Exec Team.
Assist Coordinators in planning events as needed.
Plan and organize CAB retreat and other team building activities with advisor.
Institute an accountability system during the Fall Retreat, which sets the foundation for appropriate work and behavior for all CAB members.
Produce and update an annual calendar with monthly updates.
Hold bi-weekly meetings with individual Coordinators.
Facilitate and participate in semester evaluation process for all Campus Activities Board members.
Create a comprehensive record of all duties performed for future Director.
Designate an appropriate Coordinator to manage Campus Activities Board in absence.
Maintain a minimum of 3 office hours per week.
Other duties as assigned by Advisor.

All Coordinators Shall:

Oversee events and activities pertaining to particular position.
Attend each and every weekly meeting and event unless otherwise specified to the Director and advisor.
Maintain a minimum of 3 office hours per week.
Fulfill the minimum standards as agreed upon by the Campus Activities Board for respected position including all details of planning, facilitating, advertising, and evaluating events.
Attend all meetings, retreats, Campus Activities Board events, and other functions as assigned by the Director or Advisor.
Create a comprehensive record of all duties performed for future coordinators reference.
Complete semester evaluations.
Produce effective and creative publicity, in addition to working with Publicity Coordinator, for each event.
Provide support and assistance to other Coordinators as needed and assigned by the Director.
Be responsible for meeting deadlines and due dates as agreed upon by Campus Activities Board.
Actively work to co-sponsor with faculty, departments, and other organizations in programming efforts.
Maintain and coordinate position-specific portion of Campus Activities Board budget and provide monthly updates to Director.
Complete all paperwork by the appropriate deadlines as set by the Director and Advisor. (i.e.. Event Planning forms 6-weeks from event, Event Evaluation forms 1 week following event)
Meet one on one with the Director on a bi-weekly basis and as needed.
Adhere to additional guidelines and policies set by the Director and Advisor.

The Late Night Coordinator Shall:

Be responsible for planning events ranging in interest, variety, and diversity. These Late Night events shall consist of both traditional and new programs, focusing on the themes of entertainment, creativity, and inclusivity.
Collaborate with Publicity Manager to produce creative and effective publicity campaigns for each event.
Plan and maintain an appropriate budget for the Later Night series.
Other duties as assigned by the Director or Advisor.

Concerts Coordinator Shall:

Plan and facilitate concerts in conjunction with Director and Advisor.
Hold planning meetings with appropriate faculty and staff regarding all concerts
Publicity campaigns for each event.
Plan and maintain an appropriate budget for the Concerts budget.
Other duties as assigned by the Director or Advisor.

The Special Events Coordinators Shall:

Contribute to community events (both on and off-campus) such as Weekend of Welcome,GaelFest, Parent and Family Weekend, De La Salle Week, etc.
Plan and implement events that supports and exemplify the mission of Saint Mary’s College as a Catholic Lasallian Liberal Arts institution.
Collaborate with Publicity Coordinator as needed to produce creative and effective publicity campaigns for each event.
Plan and maintain an appropriate budget for the Special Events.
Other duties as assigned by the Director or Advisor.

Publicity Coordinator

Work with Coordinators and Director to create appropriate and effective publicity for Campus Activities Board events.
Help the Director design the yearly Campus Activities Board T-shirts.
Develop advertisements for the Campus Bulletin, The Collegian, and other campus-forums when appropriate.
Manage Campus Activities Board Facebook, Twitter, and Instagram accounts.
Produce material to publicize Campus Activities Board as an organization.
Ensure all Campus Activities Board publicity meets the publicity requirements
established by Saint Mary’s College and all material is removed in a timely and appropriate fashion.
Plan and maintain an appropriate budget for the Publicity.
Contribute to the ASSMC website.
Other duties as assigned by the Director or Advisor.

Gaels on the Go Coordinator

Plan events that are off campus utilizing the different avenues in the bay area
Collaborate with Publicity Coordinator as needed to produce creative and effective publicity campaigns for each event.
Plan and maintain an appropriate budget for the Gaels on the Go series.
Other duties as assigned by the Director or Advisor.

Finance Manager Shall:

Hold a minimum of 3 office hours a week.
Process all financial paperwork and maintain the Campus Activities Board budget.
Meet with the ASSMC Vice President for Finance to review the budget when needed and relay any necessary information back to the Advisor and Director.
Serve as a representative of Campus Activities Board on the ASSMC Finance Committee.
Manage the Campus Activities Board e-mail and telephone communications.
Other duties as assigned by Director and Advisor.

Assistant Coordinators Shall:

Serve as a volunteer support team member to Coordinator positions.
Hold a minimum of 2 office hours per week.
Help Coordinators plan, implement, and evaluate activities as needed.
Attend events as deemed necessary by Coordinator and Director.

Grounds for Dismissal

Dismissal from the Campus Activities Board shall be based on the following circumstances:
Failure to meet membership criteria.
Inability to fulfill the requirements of one’s particular position to the expectations as defined in the constitution.
Failure to meet any academic or disciplinary standards of Saint Mary’s College.
When issues begin come to the attention of the Director and/or Advisor, an initial “warning” conversation will take place between the person, the Director and the Advisor. During that initial meeting, a time period set in which the person shall be required to improve their actions and duties or a termination shall result.
Removal from office will be considered, decided and administrated by the Advisor.
The removal of the Director will result in the appointment of a Coordinator to the position of Director after a team and advisor meeting.

The removal of a Coordinator will result in the appointment of an Assistant Coordinator, recruitment of new Coordinator, or distribution of duties among remaining board members as seen fit by the Advisor.

Dismissal Appeals

Dismissal appeals must be received in writing within five business days of dismissal. Appeals will be evaluated by the Advisor and Assistant Dean of Student Life for Student Involvement and Leadership. The dismissed will be notified of appeal within five business days following the date of received.

Campus Activities Board Constitution Saint Mary’s College of California

Updated 9/2017