ASSU Documentation

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====== Article II: US Organization ======

===== Section 1: Composition =====

==== A. US Districts ====
  - Members of the US shall be elected from two districts of the undergraduate student population: the Upperclass District and the At- Large District, in accordance with Article II Section 3.A.3 of the ASSU Constitution.\\
  - Seats in the At-Large District are filled from the at-large undergraduate student population. The 12 candidates with the highest vote totals shall be the new members of the At-Large District of the US.\\
  - Seats in the Upperclass District are to be filled in accordance with the following policies:\\
    - The three upperclass candidates, as defined in Article II Section 3.A.3 of the ASSU Constitution, receiving the most votes shall be the new members of the Upperclass District of the US, provided that they also meet the requirements designated in Appendix I, Section 2.A and receive at least two-thirds as many votes as the at- large candidate with the thirteenth most votes.\\
    - If candidates seeking a seat in the Upperclass District do not receive two-thirds as many votes as the at-large candidate with the thirteenth most votes, they will only be elected to the US if they finish within the top fifteen candidates overall.\\

==== B. US Elections ====
     - All members of the US shall be elected either in the spring quarter general election or in a special election.
     - This election cycle must be complete before May 15 of each year.
     - The Elections Policies shall lay out the procedures and timelines for US elections.

==== C. Term of Office ====
     - After the US election results are certified by the US, the US and the US Elect shall meet jointly at the next meeting of the US, which shall be the last meeting of the US. The US Elect shall not have voting privileges at this meeting.
     - At the conclusion of the joint meeting, the Chair of the US shall call for a motion to permanently adjourn this session of the US. The passing of such a motion marks the end of the term of office of the members of the US.
     - The new Vice President of the Association shall administer the oath of office to the new members of the US. The swearing in may occur at any time from the moment of the conclusion of the joint meeting to the moment before the convening of the first meeting of the new US. The swearing in of the new members of the US shall mark the start of the term of office of the new members of the US.
     - At the first meeting of the US, the Vice President of the Association shall call the meeting to order, and then the elected members of the US shall select a Chair. The Vice President shall then, at his discretion, pass control of the US floor to the newly elected US Chair.

==== D. Meeting Attendance Regulations ====
     - In the event that any member of the US misses three meetings in a quarter, a bill for expulsion must be presented to the US at the meeting(s) following the third absence. For each absence thereafter, a bill for expulsion may be presented at the discretion of the US Chair.
        - Absences shall not be counted as missed meetings in the case that they are excused.
        - In order for an absence to be excused, the member must report the absnece (or planned absence) to the Chair of the ASSU Undergraduate Senate.
        - Valid grounds for an excused absence include, but are not limited to, medical circumstances, death in the family, military training leave, voting, jury duty, and religious exemptions.
        - Guidelines for such circumstances shall be in accord with Stanford University's Staff Personal Policies and student policies.
     - In the event that any member of the US misses more than 50% of the duration of a scheduled US meeting, this non-attendance shall be counted as one absence. The Deputy Chair of the US will determine the non-attendance at the completion of each US meeting.
     - In the event that any member of the US misses three scheduled meetings of a Standing Committee in a quarter of which s/he is a member, the Chair of the Committee shall inform the Standing Committee at the meeting of the third absence, at which point the majority of the Standing Committee present and voting may opt to:
        - Present a bill of expulsion to the US at the US meeting following the third absence from a Standing Committee meeting.
        - Present a bill of reassignment to the US at the US meeting following the third absence from a Standing Committee meeting.
        - Present a bill of censure to the US at the US meeting following the third absence from a Standing Committee meeting.
        - Take no action against the delinquent member of the Committee.
     - Senators shall remain on campus for the duration of their term with the exception of official university breaks, brief trips, and study abroad programs, provided all of the following conditions are met:
        - All Senators must be on campus for the first quarter of their term (the Spring Quarter in which they were elected). 
        - First-term Senators may only participate in study abroad programs during the final quarter of their term (the Spring Quarter in which the succeeding Senate is elected).
        - Returning Senators, defined as those who have already served a full term on the Undergraduate Senate, may participate in a Study Abroad Program any quarter (pursuant to clause A).
        - No Senator may be off-campus for more than one quarter of their term.
        - A Senator wishing to participate in a Study Abroad program may submit an application to the Chair, detailing the program they have been accepted into and how they will fulfill their obligations to the ASSU while abroad.
        - No more than three (3) Senators may be abroad during any one quarter.
        - No later than Week Six (6) of the quarter prior, the Senate Chair must introduce a bill including their selections for the available off-campus slots for the following quarter.  - 
        - The Chair shall grant priority for available off-campus slots by seniority (according to status with the University Registrar) and to those Senators who have not previously participated in a Stanford Study Abroad Program.
        - The Undergraduate Senate may overrule the selections or non-selections of the Chair with a majority vote.
        - Officers and committee chairs relinquish their position upon accepting the Chair's nomination to study abroad, and must be replaced by another Senator.
        - While a Senator is abroad, they must meet the Meeting Attendance Regulations (Article II, Section 1, Subsection D) by appointing a proxy to represent them during the quarter they are off-campus.
        - A Proxy Senator must be an ex-officio member of the Undergraduate Senate, and shall be nominated by the Senator going abroad in their application to the Chair, then confirmed by a majority vote of the Senate.
        - Proxy Senators may not serve in officer positions, or as the chair of US committees.
        - A Senator shall automatically be expelled from the US if breach of on-campus status, without meeting conditions A-M, is confirmed.
     - Senators taking a leave of absence shall automatically be expelled from the US if breach of on-campus status, without meeting conditions A-M, is confirmed.
     - Determinations of Senators' on-campus status pursuant to clauses (4) and (5) shall be made at the discretion of the Senate.
     - Other grounds for removal shall remain at the discretion of the US and a bill for expulsion may be presented.
     - A //bill of reassignment// shall be defined as a bill that intends to alter the membership of a Standing Committee by a 2/3 vote, as stated in Article II, Section 3, Subsection J.2.c of the Constitution.

==== E. Salaries ====
     - The use of salaries to pay officers of the US shall require a 2/3 vote that shall be independent of a confirmation vote (except for those salaries explicitly outlined in these by-laws).
     - Salaries shall be paid out on a quarterly basis (with one third of the salary paid each quarter)
     - A salary shall not be paid out if an officer does not attend at least 90% of required meetings (as defined by these By-Laws) in a timely fashion. Excused absences shall not count toward the requirement. Members of the US shall individually determine what constitutes timely and excused.
     - At the beginning of winter quarter, the US must vote to reauthorize the payment of the full extent of the salaries included in the operating budget. Such a reauthorization shall require majority approval.
     - The following shall not be paid positions: Treasurer, Parliamentarian, Chairs of all US Committees with the exception of Appropriations.

===== Section 2: Officers =====

==== A. President of the US ====
The Vice President of the Association shall serve as the President of the US.

==== B. Chair ====
     - Shall call, set agendas for, and preside over all regular meetings of the US, unless s/he has designated another elected member of the US to perform these tasks.
     - Chair has secondary signing authority.
     - Shall serve as a representative of the US on the Executive Committee.
     - Must be an elected member of the US.
     - Shall be chosen by a majority vote.
     - May be removed by a 2/3 vote, provided that previous notice has been given.
     - Shall maintain and make available current copies of the By-Laws and Policies of the US.
     - Shall have those other duties specified in the Constitution, the Association By-Laws, and these By-Laws.
     - May be paid a salary, as specified in the operating budget.

==== C. Deputy Chair ====
     - Shall have secondary signing authority for the US accounts.
     - Shall serve as a representative of the US on the Executive Committee.
     - Must be an elected member of the US.
     - Shall be chosen by a majority vote.
     - May be removed by a 2/3 vote, provided that previous notice has been given.
     - Shall have those other duties specified in the Constitution, the Association By-Laws, and these US By-Laws.
     - May be paid a salary, as specified in the operating budget.

==== D. Treasurer ====
     - Shall have primary signing authority for the US accounts. Shall be ultimately responsible for the US accounts.
     - Shall be ultimately responsible for drafting the US budget and keeping track of US finances.
     - Must be an elected member of the US.
     - Shall be chosen by a majority vote.
     - May be removed by a 2/3 vote, provided that previous notice has been given.
     - Shall have the power to call ad hoc meetings with a financial representative of each committee.
     - Shall approve check requests
     - Shall monitor US spending and .provide financial advice to the US.
     - Shall have those other duties specified in the Constitution, the Association By-Laws, and these US By-Laws.

==== E. Secretary ====
     - Shall be responsible for keeping accurate minutes of all US meetings, and making them publicly available.
     - Shall not be an elected officer of the association.
     - Shall be nominated by the outgoing Secretary and confirmed by a majority vote of the incoming US.
     - May be removed by a majority vote of the US.
     - Shall have those other duties specified by the US.
     - May be paid a salary, as specified in the operating budget.

==== F. Other ====
The US shall have the power to appoint other officers, with whatever requirements and duties are appropriate. Such other officers may be paid a salary, as specified in either the operating or programming budgets of the US.


===== Section 3: US Meetings =====

==== A. Fair Criteria of Meetings ====
     - The meeting must be held on a space, whether virtual or actual, accessible by all participants, including members of the general public as required.
     - The meeting participants must be able to communicate and hold discussion in realtime, both with other participants and the moderator.
     - All documents presented at the meeting must be made available to all participants at the meeting, in real-time.
     - For meetings held in a virtual space, mechanisms must exist for all functions that are conducted in real spaces. These mechanisms include, but are not limited to, means to establish roll call, motions, voting tabulation, and meeting records.
     - All motions to table a bill must be honored for all virtual meetings

==== B. Frequency ====
The US shall meet at least once each week during the academic year, excluding dead week and finals week.


===== Section 4: US Committees =====

==== A. Membership ====
     - Any member of the US may attend any meeting of any US Committee. The President and Vice President of the Association shall be ex-officio members of each US Committee.
     - Every US Committee shall have the power to admit additional ex-officio members to its ranks, but not to the US proper. Such additional members shall not have a vote in the US Committees.

==== B. Meetings ====
     - Because US Committees are responsible for propelling the business of the US, Committee Chairs shall announce committee meetings to each member of the US.
     - Upon the request of two members of the US, the Chair of a US Committee shall call a special meeting.
     - Complete records of all actions taken by a US Committee during committee meetings shall be made available to the US.
     - Special joint meetings of two or more US Committees may be called by the Chairs of the concerned committees, or upon the request of two members of the US.
     - Quorum
        - The presence of 1/2 of all voting members of a particular US Committee at their US Committee meeting shall constitute quorum to conduct business.
        - 1/2 of all voting members of the particular US Committee shall constitute quorum for recommendations to the UG Senate.

==== C. Powers and Composition of US Committees ====
     - Except as otherwise noted in the Constitution, these By-Laws, or Acts of the US, all substantive actions of a US Committees shall take the form of recommendations to the US.
     - Each US Committee may choose a Chair from among the members of the US on the Committee.
     - If a committee chooses to do so, depending on the responsibilities that cannot be fulfilled by one chair, it may choose to appoint a deputy chair.
       - The Deputy chair must be chosen from among members of the committee excluding the committee chair.
       - The Deputy chair of the committee may not serve as Deputy Chair or Chair of another committee.

==== D. US Committees ====
     - Academic Affairs
       - Shall review all matters pertaining to undergraduate education and requirements.
       - Shall review matters pertaining to undergraduate research policies and activities.
       - Shall review matters pertaining to the business and composition of the Academic Council.
       - Shall participate in and facilitate discussion between student representatives of the various University committees pertaining to undergraduate education.
       - Shall review academic support services pertaining to undergraduate education including, but not limited to, the Center for Teaching and Learning, the Undergraduate Advising Program, and the Overseas Studies Program.
     - Administration and Rules
       - Shall review all proposed changes to the Constitution, these By-Laws, the Rules of Order, or the Standing Rules.
       - Shall review the performance of all officers and bodies of the Association with respect to these rules.
       - Shall review all matters relating to elections and advise the Elections Commission regarding the same.
       - Shall interview each nominee to the Constitutional Council and report to the US concerning her/his qualifications for appointment.
       - Shall have primary responsibility for reviewing proposals for new service projects, service affiliates, or other agencies of the Association, except for new business projects or business affiliates.
       - Shall select the US Liaison to the Speakers Bureau in a fair manner from among the interested members of the US.
       - Shall select the US Liaison to the Legal Counseling Office Policy Board in a fair manner from among the interested members of the US.
       - Shall review any matters that do not fall under the jurisdiction of any other Standing Committee.
     - Appropriations
       - Shall formulate fiscal guidelines for all funds established under the Undergraduate Student General Fee, hereafter referred to as the USGF.
       - Shall formulate Funding Policies, and review proposed changes to existing Policies.
       - Shall review all requests for Special Fees by undergraduate student organizations.
       - Shall review any proposed budget changes by undergraduate student organizations receiving Special Fees.
       - The Financial Manager, the Programming Director, and the Publications Director shall be ex-officio members of this US Committee.
       - Shall present a statement of purpose for special fees (to be levied on the undergraduate population) to the US before any special fee budget is discussed. The US shall approve this statement of purpose.
     - Campus Advocacy Committee
       - Shall review all matters pertaining to undergraduate student organizations.
       - Shall review all matters pertaining to the policies and administration of undergraduate student services provided by the University or students.
       - Shall respond to and address current undergraduate issues.
       - Shall serve as a liaison between students and the administration regarding student organizations.
       - Shall raise issues of accountability to the administration.
     - Communications
       - Shall facilitate communication and the exchange of information between the US and general student body.
       - Shall publicize and promote US initiatives, programming, campaigns, and other events.
       - Shall publish and disperse a regular newsletter about the US.
       - Shall organize outreach efforts to educate students on pertinent issues.
     - Student Life
       - Shall oversee and review US special committees that pursue issues-based goals that align with the following:
         - All matters pertaining to undergraduate University residences and issues dealing with residential education
         - All matters that concern ASSU programming
       - Shall serve as contacts for the student body for any issues pertaining to student life on campus.
       - Shall consist of no more than two (2) Undergraduate Senate members.

==== E. Special US Committees ====
The US, and the US Chair, shall have the power to create special US Committees for specific purposes, to vest in them all appropriate powers, to determine their composition, and to designate the Chair of each Special Committee. All substantive
actions of a special US Committee shall take the form of recommendations to the US, except as otherwise provided herein.

==== F. Subcommittees ====
A US Committee may, by a majority vote of its members, form temporary Subcommittees when such an action would facilitate the work of the Committee. For the remainder of this subsection, references to //Parent Committee// shall refer to the Committee that formed the Subcommittee in question.
    - Powers and Responsibilities
      - A Subcommittee shall only exercise the powers and responsibilities invested in it by its Parent Committee.
      - The Parent Committee may only invest powers and responsibilities in a subcommittee if and only if those powers and responsibilities are granted to the Parent Committee in this section of these By-Laws.
    - Membership
      - The standing membership of a Subcommittee shall be chosen by the Chair of the Parent Committee and approved by a 2/3 vote of the Parent Committee, provided that no member of a Parent Committee shall become a member of a Subcommittee against his/her will.
      - No Subcommittee shall be permitted to consist of more than 1/2 of the voting members of the Parent Committee. Scheduled Subcommittee meetings shall be considered scheduled standing committee meetings for standing members of the Subcommittee for the purposes of attendance, as outlined by Article II, Section 1, Subsection D.3 of these By-Laws.
      - Any alterations to Subcommittee membership shall be approved by a 2/3 vote of the Parent Committee.
      - A Subcommittee may only admit ex-officio members with the consent of the majority of the Parent Committee. Such ex-officio members shall not have a vote in the Subcommittee.
    - Rights of Parent Committee Members
      - No standing member of the Parent Committee in attendance at a Subcommittee meeting may for any reason be prevented from voting in a Subcommittee.
      - All Subcommittee meetings shall be announced to all members of the Parent Committee.
    - Parent Committee Oversight
      - By a 2/3 vote, the Parent Committee shall designate a procedure to select and to remove the Chair of the Subcommittee if the Parent Committee feels it is appropriate to have a Subcommittee Chair. No Subcommittee shall have a Deputy Chair.
      - All actions of a Subcommittee shall take the form of recommendations to the Parent Committee. Complete records of all actions taken by a Subcommittee during its meetings shall be brought to the Parent Committee and shall also be made available to any member of the US who requests these records.
      - A Subcommittee shall exist at the pleasure of the Parent Committee.
    - US Oversight
      - By a majority vote of the US, a Subcommittee shall be abolished even if a majority of the members of the Parent Committee oppose this abolition.
      - By a majority vote of the US, a Subcommittee shall be prevented from forming even if a majority of the members of the Parent Committee support the formation of a Subcommittee.
      - A majority vote of the US may overrule the Parent Committee’s method of selecting or removing a Subcommittee Chair, should the Parent Committee opt to create a Subcommittee Chair. The US shall then mandate another method of selecting or removing a Subcommittee Chair.
      - A lack of action on the part of the US with regard to the formation or abolition of the Subcommittee shall be construed as permitting the Parent Committee’s action with regard to the Subcommittee to stand.

===== Section 5: Senate Associates =====

==== A. Membership ====
    - A Senate Associate is a non-elected, ex-officio member of the Undergraduate Senate.
    - Membership is determined by participation in the Leadership Development Program, which is run by the Deputy Chair of the Senate, or by a person the Chair of the Senate appoints, henceforth referred to as //"Administrator of the LDP"//

==== B. Meetings ====
    - Associates shall work with Senators either in committee or on an individual basis at the discretion of the Administrator of the LDP. Associates shall assist Senators on projects or research.
    - Meetings for the Senate Associates shall include weekly Leadership Development Program meetings, shall shall be run by the Administrator of the LDP. This will include a check-in on current projects and assignments given to Associates by Senators. This may also include guest speakers from within the University, at the discretion/interest of the Administrator of the LDP and the Associates.
    - Attendance at general Senate meetings is not required, but may be required on a case-by-case basis, at the discretion of the Administrator of the LDP.

==== C. Powers of the Administrator of the LDP ====
    - The Administrator of the LDP may admit as many associates into the LDP as they see fit.
      - They may assign associates to either committees and/or individual Senators at their discretion.
      - They must take into account of other Senators' requests.
      - Associates may serve on multiple committees. 
    - After a set number of unexcused absences, the Administrator of the LDP may remove Associates from the Leadership Development Program. This must be approved by a majority vote of the Senate, and the Administrator of the LDP must present a bill detailing the reasons for the Associate's removal.
    - The administrator of the LDP may be removed or reassigned by a 2/3 vote of the Undergraduate Senate.
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