Maile: describes the changes recommended by the bylaw change

Roman: will we require a need for "branding" events with an ASWC signature

Jeff: that is in the bylaws and will not be changed

Jeff: speak to Charlie Wittmann-Todd about any questions

motion to pass ammendment

(passes, house and senate)

Language of Bi-Law change:

Article V: GROUPS

Section One: Recognition of Groups

A. A group may seek ASWC recognition by filing Recognition Form, a constitution and a membership list consisting of at least fifteen (15) members of ASWC with the Student Activities Office and the ASWC Secretary. The Student Activities Director shall approve the group, after which, the Senate may then recognize the proposed group by a majority vote.

1. Following recognition, the group shall receive a provisional budget of $150 if recognized during the fall semester, and $75 if recognized during the Spring semester. These funds shall be drawn from the non-Emergency Contingency Fund.

2. The new group shall then be required to designate a representative to the House of Club Representatives within seven (7) days, or the group shall automatically lose recognition.

3. The Recognition Form shall include:

i. Name, contact information, and signature for the group president or leader.

ii. Name, contact information, and signature for the group budget contact, who shall also serve as the club or organization’s representative to the House.

iii. Name, contact information, and signature for the group advisor.

iv. A statement of no more than 100 words describing the group’s purpose or mission and its activities.

B. Every ASWC Recognized group shall, within two weeks of the start of each semester file a Recognition Update Form with the ASWC Secretary. The ASWC Secretary shall make forms available to all groups at the start of each semester.

1. Failure to file before the appointed deadline shall result in automatic loss of recognition of the group.

2. The Recognition Update Form shall include:

i. Name, contact information, and signature for the group president or leader.

ii. Name, contact information, and signature for the group budget contact, who is also the representative to the House.

iii. Name, contact information, and signature for the group advisor.

iv. A statement of no more than 100 words describing the group’s purpose or mission and its activities.

v. A list of names and e-mail addresses and Whitman ID numbers of all current members of the group.

a. Any group submitting a Recognition Update Form bearing fewer than fifteen (15) valid entries shall lose recognition under the procedures outlined in Section Three, below.

b. In the even that the nature of a group’s activities prohibits it from disclosing the names of its members, a Membership Disclosure Waiver Form, signed by the Director of Student Activities, the ASWC Adviser (if not the same) and the group’s Faculty/Staff adviser, shall be submitted to the ASWC Secretary in place of the membership list.

1. Should a party other than the Faculty/Staff adviser refuse to sign the waiver, the organization may appeal the decision to the Dean of Students, whose decision to grant or deny the waiver is final. If the Faculty/Staff adviser refuses to grant the waiver, his or her decision as to the waiver shall be final.

c. The ASWC Senate may elect to accept a Recognition Update Form as valid, even if it does not bear the requisite number of members, if a majority of the Senate is of the opinion that the organization submitting the form serves the College community, either through the provision of a service, or through support of the College mission. Should the Senate vote to accept such an organization’s recognition update form, the organization shall be considered a fully recognized ASWC student organization with all the rights and privileges thereof.

3. Recognition Update Forms and membership lists shall be held by the ASWC Secretary for a period of one (1) year after which they shall be destroyed.

4. The ASWC Finance Chair may grant a reasonable extension of the deadline for the Recognition Update Form, at the request of the organization.

i. Requests for extensions denied by the Finance Chair may be approved on appeal to the Senate by a majority.

ii. The organization receiving the extension shall have its account frozen until a membership list has been filed with the ASWC Secretary, but the organization shall retain its recognition.

5. It shall be the responsibility of all groups to inform the ASWC Secretary of changes in contact information for group leadership. The ASWC Secretary shall distribute Database Update Forms to all groups towards the end of each semester.

Section Two: Responsibilities of Recognized Groups

A. All informational brochures, publications, advertisements, cards and posters released by an ASWC-funded organization, telling of an ASWC-funded activity or event must bear notification of ASWC sponsorship.

B. All organizations that receive ASWC funding shall make available information describing their activities.

C. All groups that receive ASWC funding agree to abide by the rules set forth by the Constitution and By-laws.

Section Three: Loss of Recognition

C. Should a group lose recognition:

1. All funds from the group’s account shall be transferred to the Non-Emergency Contingency Fund.

2. A group may apply for recognition again through the new group recognition process as defined above in Section One the following semester.

3. A group that is re-recognized will not receive the new club provisional budget, but may request that their budget allocation be restored from the Contingency Fund.

Article V: GROUPS (Revised)

Section One: Recognition of Groups

A. A group may seek ASWC recognition by filing ASWC Recognition Form, a constitution and the Students Club and Organization Application Form with the Student Activities Office and the ASWC Secretary. The Student Activities Director shall approve the group, after which, the Senate may then recognize the proposed group by a majority vote.

2. The new group shall then be required to designate a representative to the House of Club Representatives within seven (7) days, or the group shall automatically lose recognition.

1. Failure to file before the appointed deadline shall result in automatic loss of recognition of the group.

2. The Recognition Update Form shall include:

i. Name, contact information, and signature for the group president or leader.

ii. Name, contact information, and signature for the group budget contact, who is also the representative to the House.

iii. Name, contact information, and signature for the group advisor.

iv. A statement of no more than 100 words describing the group’s purpose or mission and its activities.

3. Recognition Update Forms shall be held by the ASWC Secretary for a period of one (1) year after which they shall be destroyed. The Students Club and Organization Application Forms shall be held by the ASWC Adviser for as long as the organization is a club.

4. The ASWC Finance Chair and ASWC Secretary, together, may grant a reasonable extension of the deadline for the Recognition Update Form, at the request of the organization.

i. Requests for extensions denied by the Finance Chair and the ASWC Secretary may be approved on appeal to the Executive Council by a majority.

ii. The organization receiving the extension shall have its account frozen until a membership list has been filed with the ASWC Secretary, but the organization shall retain its recognition.

Section Two: Responsibilities of Recognized Groups

B. All organizations that receive ASWC funding shall make available information describing their activities.

C. All groups that receive ASWC funding agree to abide by the rules set forth by the Constitution and By-laws.

D. All groups must have a representative attend ALL House of Club Representative meeting scheduled by ASWC.

E. All groups must attend required Finance and General Information training.

F. The ASWC Secretary in conjunction with the ASWC Programming Chair will post the updated list of planned activities to an Activity Website for publicity and the greater good of the Whitman Community.

Section Three: Loss of Recognition

C. Should a group lose recognition:

1. All funds from the group’s account shall be transferred to the Non-Emergency Contingency Fund.

2. A group may apply for recognition again through the new group recognition process as defined above in Section One.

3. A group that is re-recognized will not receive the new club provisional budget, but may request that their budget allocation be restored from the Contingency Fund.