Bylaws
Table of Contents
Section 1: Board Member and Executive Standards, Rights, and Regulations
Section 2: Office Standards
Section 3: Operation Standards
Section 4: Financial Standards
Section 5: ASGC, Inc./Grossmont College Mascot
1.01 – Directors’ Benefit
It shall be the Bylaw of the ASGC, Inc. to pay a Director’s fee to the President of the ASGC, Inc. at the rate of $500 per month, the Vice President of the ASGC, Inc. at the rate of $300 per month, and the Comptroller of the ASGC, Inc. at the rate of $200 per month, and pay the Executive Secretary of Student Legislation of the ASGC, Inc., the Director of Campus Activities of the ASGC, Inc., and the Director of Publicity of the ASGC, Inc., and the Webmaster of the ASGC, Inc. an honorarium of $100 at the completion of each semester, with interim Executives receiving a prorated honorarium. This Director’s fee shall commence on the pay period immediately following swearing in of the above referenced Directors and shall continue until the term of office expires. The ASGC, Inc. Account Technician shall issue all ASGC, Inc. Directors’ fee checks on the 15th and the last day of each month. This fee is paid dependent upon the completion of the following recommended hours: President- 18/wk, Vice President – 15/wk, Comptroller – 12/wk, Executive Secretary of Student Legislation, Director of Campus Activities, and Director of Publicity – 10/wk, and the Webmaster – 9/wk. These hours shall become effective starting spring 2006. These hours must be composed of the following:
- Board meetings
- Committee meetings
- Logged in office hours, including any hours in office spent in the pursuit of ASGC, Inc. business
- And other ASGC, Inc. business including ASGC, Inc. sponsored events
As such, the fees may be suspended or revoked upon decision of the Board that such action is deemed as proper disciplinary action. This will require a 2/3 vote. During the summer intersession, Directors’ fees of $200 per month will be paid to the President, Vice President, and Comptroller upon the completion of the following required hours: President – 8 hr/wk, Vice President – 8 hr/wk, Comptroller – 8 hr/wk. Verification of completed hours will be made by the ASGC Administrative Advisor.
1.02 – Incentive Program
Any ASGC, Inc. Board Member or Executive who meets the basic requirements shall receive, as an incentive for his or her participation and continued membership, a benefit package to be determined by the current board by the third official Board meeting of each semester valued at a maximum of three hundred dollars each to be received at the completion of the fall and spring semester respectively. This incentive will be given only when the following criteria has been met and verified by the office of the Administrative Advisor and the President of the ASGC, Inc. ASGC, Inc. Board Members or Executives shall be eligible for the Incentive Program under the following system.
- All student members must maintain a cumulative and current GPA of 2.0 at Grossmont College and be enrolled in and complete a minimum of six (6) units per semester. All members will be held responsible by undergoing monthly unit checks by the ASGC Administrative Advisor.
- All ASGC, Inc. Board Members and Executives must pass the course(s) with a “c” grade or better. Drops or withdraws do not qualify for the Incentive Program. All incentives shall be provided only while the recipient is a member of the ASGC, Inc. in good standing. Incentives will not be retroactive or post-active. Incentives are only granted for the current semester.
- The Board Member or Executive Officer shall fulfill his/her obligation to the ASGC, Inc. as prescribed and set forth by the ASGC, Inc. Constitution and Bylaws. The President of the ASGC, Inc. and Administrative Advisor shall verify compliance with this section at the end of each semester.
It shall be the Bylaw of the ASGC, Inc. that the Board Member or Executive Officer shall be solely responsible for ensuring all of the requirements for the incentives are met. The requirements must be met in their entirety. Failure to comply with any of the criteria set forth shall disqualify the Board Member or Executive Officer from the Incentive Program for that semester. Any Board Member petitioning for a seat on the Board of Directors or be elected at any special election, shall qualify for the full incentive provided the individual is seated within the first 30 days of a semester’s commencement. Any Board Member seated after the first 30 days from the first day of school shall receive a prorated incentive with a total value of no more than twenty dollars ($20) per academic week. Disqualification from the ASGC, Inc. by resigning, lack of academic progress for two consecutive semesters (as determined by the college), expulsion from the college due to any disciplinary action, or by removal from the Board by the Board of Directors for failure to comply with the current ASGC, Inc. Constitution or Bylaws in force, shall also constitute disqualification from the Incentive Program.
1.03 – Terms of Service
Comprehensive Office Training: It shall be the Bylaw of the ASGC, Inc. that an appointment shall be scheduled between the ASGC, Inc. Vice President and all ASGC, Inc. Board Members and Executives for proper office training. After completion, the office training sheet shall be kept on file by the ASGC, Inc. Secretary. The appointment shall be scheduled within the first three weeks of being seated. Office Hours: It shall be the Bylaw of the ASGC, Inc. that each member of the Board of Directors will be required to schedule 4 (four) set office hours per week. All Board Members shall serve 1 (one) of the 4 (four) hours required by the Constitution in the evening, as needed. These hours do not apply during declared intersession. If any member of the Board of Directors is unable to fulfill his/her scheduled office hours for any given reason, it will be the Board Member’s responsibility to have that time period covered during his/her absence. Committees: It shall be the Bylaw of the ASGC, Inc. that each Board Member and/or Executive Officer shall serve on two campus and/or district wide committees. If a committee meets on a weekly basis, the ASGC, Inc. Board Member and/or Executive Officer will only be required to serve on one committee. The ASGC, Inc. President may appoint a Board Member and/or Executive Officer to a committee that will accommodate the Member’s schedule. Failure to attend the meetings of the assigned committee may result in the removal from the Board of Directors of the ASGC, Inc. at the discretion of the Executive committee. Governing Board Attendance: It shall be the Bylaw of the ASGC, Inc. that all ASGC, Inc. Board Members and Executive Officers be required to attend one (1) Governing Board meeting per semester and report content of the Governing Board meeting to the ASGC, Inc. Board prior to the next Governing Board meeting. This requirement must be completed prior to the last ASGC, Inc. Board meeting of each semester. Under extenuating circumstances, if there is a conflict with meeting this requirement, an alternative option will be provided pending approval of the ASGC, Inc. President and ASGC, Inc. Administrative Advisor. » Back to top »
1.04 – Absences/Tardies of Student Board Members
It shall be the Bylaw of the ASGC, Inc. That any member of the Board of Directors and Executive Officers will be disqualified from membership for accumulating five (5) absences per semester.
An absence is defined as:
- Being 20 minutes late or not attending a meeting that has been called to order.
- Three tardies to ASGC, Inc. Board and finance meetings.
- Missing four (4) scheduled office hours as defined in Bylaw 1.03.
When a Board Member or Executive accumulates two or more absences within a semester, he or she shall be contacted by the Vice President in writing. He or she will be asked to state his or her intentions during executive session at the next ASGC, Inc. Board meeting. Absence(s) can be excused by 2/3 vote of the ASGC, Inc. Board. Disqualification from the Board of Directors is automatic once five (5) absences are documented and notification is sent to the member notifying the person of his/her disqualification. » Back to top »
1.05 – Removal for Cause
It is the right of the ASGC, Inc. Board to remove for cause an executive member or any member of the Board of Directors in the event one or more of the following situations are to occur:
- If the student is dismissed or no longer enrolled in Grossmont College;
- If the student engages in conduct that is in violation of Federal, State, or local laws or ordinances;
- If the student violates the GCCCD Student Code of Conduct;
- Or if the student enters into any conduct that is of detriment to the interests and concerns of the ASGC.
Students who are in violation of any of the above will go before an Executive Session, to have the matter adjudicated and a decision rendered as to their future status as an ASGC, Inc. Executive or Board member. » Back to top »
2.01 – Telephone and Equipment Use
It shall be the Bylaw of the ASGC, Inc. that office desks, computers, telephones, and equipment are provided for use by ASGC, Inc. Board Members, employees, and volunteers in pursuit of ASGC, Inc. business only. It shall be the Bylaw of the ASGC, Inc. that club officers are allowed to use the ASGC, Inc. phones for club business only. Abuse of this privilege will result in denial of phone privileges. Students may use phones for emergencies and any gcccd extension under supervision. » Back to top »
2.02 – Use of ASGC, Inc. Property
It shall be the Bylaw of the ASGC, Inc. that selected ASGC, Inc. property shall be available for use by chartered campus clubs and other organizations. No charge for use of such property shall be made. Charges shall be levied for all supplies related to the use of such equipment. The ASGC, Inc. requires instruction/supervision of said equipment by a member of the student Board. » Back to top »
2.03 – Keys to ASGC, Inc. Facilities/Executive Officer Key Deposit
It shall be the Bylaw of the ASGC, Inc. that the ASGC, Inc. President and Comptroller will have the opportunity to have keys to their respective offices. The ASGC, Inc. Secretary will have keys to the ASGC, Inc. office and to the two Executives’ offices. A $10.00 deposit shall be required from each officer when a key is issued. The deposit will be refunded when the key is returned.
2.04 – Office Computer Usage
It shall be the Bylaw of ASGC, Inc. that all computers within the confines of the ASGC, Inc. office will operate under the following:
- Only members of the student Board, current volunteers, or current employees of ASGC, Inc. shall have access to any ASGC, Inc. computers.
- One computer each shall be assigned to the following personnel and is not to be shared:
- ASGC, Inc. President (unless authorized by the President)
- ASGC, Inc. Comptroller (unless authorized by the Comptroller)
- ASGC, Inc. Secretaries
- Computers shall be assigned to the following Executives and may be used by Board Members when computer is not being used by the Executive or when member’s business is ASGC, Inc., inc. related.
- ASGC, Inc. Vice President
- ASGC, Inc. Director of Campus Activities
- ASGC, Inc. Director of Publicity
- ASGC, Inc. Executive Secretary of Student Legislation
- ASGC, Inc. Comptroller
- ASGC, Inc. Webmaster
The highest-ranking Executive or in the absence of an Executive, the on duty ASGC, Inc. Secretary may give daily verbal computer use authorization.
- Shared computer time shall follow these guidelines:
- Emergency ASGC, Inc. business takes priority overall, regardless of rank. An emergency is defined as any ASGC, Inc. project(s) requiring completion within two (2) hours or less. The highest ranking Executive present will define other emergencies that do notfall under the description above. If at anytime a computer is on idle then any Board Member, volunteer, or employee may engage in computer use, if he/she is authorized to do so, for non-emergency use or academic purposes, with ASGC, Inc. business taking priority. Only ASGC, Inc. work shall be saved to any ASGC, Inc. computer hard drive.
- The computer assigned to the ASGC, Inc. administrative assistant and secretary shall be off limits to all other persons.
- All programs that are to be installed on any ASGC, Inc. computer, shall have the written approval by the ASGC, Inc. President or Vice President. Games, instant messengers, chat rooms, personal gizmo websites, or other software peripherals not needed for the function of ASGC, Inc. business are not permitted.
- The use of any medium duplication device, either magnetic or optical, shall be for ASGC, Inc. business. Other duplication may occur if proper compensation is provided for medium, along with approval from the highest-ranking executive present. Under no condition shall any copyright material be duplicated for illegal purposes. » Back to top »
2.05 – Clubs Room
It shall be the Bylaw of the ASGC, Inc. that the clubs room be available for use by chartered campus clubs. The ASGC, Inc. requires club officers sign-up for clubs room use and check-out the key at the ASGC, Inc. office. A valid i.d. will be held in the ASGC, Inc. office when the clubs room key is checked out. It shall be the Bylaw of the ASGC, Inc. that a telephone be available within the clubs room. This telephone is to be used for clubs’ business only and will be restricted to local calls. The clubs room telephone billing will be paid from the ICC trust account. It shall be the Bylaw of the ASGC, Inc. that selected property be available for use within the clubs room. (example of properties: computers, tables, file cabinets) these items shall remain the property of the ASGC, Inc. It shall be the Bylaw of the ASGC, Inc. to offer the club’s room (when not in use by clubs) to other campus entities by appointment made through the ASGC, Inc. Secretary with a valid i.d. being held in the ASGC, Inc. office when the club room key is checked out. » Back to top »
2.06 – Office Closing
It shall be the Bylaw of the ASGC, Inc. That a Board Executive or secretary closes the office each business day. If an Executive is scheduled to close, he/she is obligated to be in the office at the regular departure time of the secretary.
The following closing procedures are required:
- Clean up poster room.
- Empty and clean out popcorn machine.
- Push in all board room chairs, as well as all chairs in the office.
- Empty all small trashcans into the larger one in the poster room.
- Secure the cash box
- Turn off:
- Fan in poster room
- Popcorn light, motor, and heat switches
- Radio and typewriters
- All lights in the office
- Copy machines
- Secure the office.
2.07 -Poster Room
It shall be the bylaw of the ASGC, Inc. that all poster room users shall sign in with an ASGC, Inc. Board member or office staff prior to using the room. Signing in shall acknowledge understanding of poster room regulations and accountability there of. Abuse of poster room may result in revoked privileges.
3.01 – ASGC, Inc. Benefit Card Sales – Non-Students
It shall be the bylaw of the ASGC, Inc. that those persons assigned to the Grossmont College campus for reasons other than course work be allowed to purchase the ASGC, Inc. student benefit card if they desire. Such programs which may be assigned to the Grossmont College Campus are ROP courses and community education programs. It shall be required that those persons wishing to purchase the benefit card verify the program in which they are enrolled. It shall also be the bylaw of the ASGC, Inc. to allow the purchase of benefit cards to the faculty, staff, and administration of the Grossmont College campus.
3.02 – ASGC, Inc. Benefit Card Sales – Non-Students
It shall be the bylaw of the ASGC, Inc. to purchase and maintain 3 Costco membership cards. These cards are issued to the ASGC, Inc. and remain the sole property of the ASGC, Inc. These cards are to be issued to the Comptroller, President, and employee as determined by the current ASGC, Inc. President. The use of the cards shall require sales tax on all purchases. Any executive officer for whom the card is issued shall be held liable for any charges assessed in connection with any personal checks written for purchases to the Costco. Charges shall include, but not limited to, any fees assessed as a result of any check bouncing, or not clearing the bank for any reason. Any officer who is issued a membership card agrees to repay the ASGC, Inc. for any charges made as a result of any misuses of the card. The card shall be revoked from any officer who issues a check to Costco which does not properly clear the bank, and the officer may not be issued another card until the following semester. All cards are to be returned to the ASGC, Inc. at the end of the officers’ elected term or by order of the Board of Directors. The Account Technician shall notify Costco of all issued cards that are no longer valid. » Back to top »
3.03 – Alcoholic Beverages at ASGC, Inc. Functions
It shall be the bylaw of the ASGC, Inc. that all events receiving funding from the ASGC, Inc. will not use these funds for the purchase of alcoholic beverages. If ASGC, Inc. funds are used to purchase alcoholic beverages by any ICC organization, their charter will be revoked. Furthermore the ASGC, Inc. will prohibit the use of any alcoholic beverages at any function affiliated with the ASGC, Inc. and any personal purchase of alcoholic beverages is prohibited at an affiliated function.There will be a mandatory agreement to be signed by each candidate with each application to run for office stating that he/she will not consume alcoholic beverages and/or be involved with illegal drugs while traveling or attending an ASGC, Inc. on-campus and off-campus function regardless of their age. If this waiver is not signed, the member will not be permitted to attend that function or run for office. If a student is witnessed possessing, consuming, or being under the influence of alcoholic beverages, narcotics or drugs during ASGC, Inc. related activities, a written report will be submitted by the witness to the subcommittee whose membership is described below. Any alleged violation of this bylaw shall be brought before the sub-committee, either closed or open at the option of the accused, consisting of the current Administrative Advisor, President, Vice President and two Board Members or Executives chosen by the student in question. Should the President or Vice President stand accused, their position on the committee shall be filled by an executive officer elected by a vote of the Board in closed session. The accused and/or his/her attorney has the right to face his/her accuser during a meeting of the subcommittee. A closed majority vote by the sub-committee will recommend appropriate disciplinary measures including, but not limited to:
- Referral to ssap (student/staff assistance program)
- Loss of incentive package
- Immediate dismissal from the board
- No further travel
The Board will vote on that decision and it must pass by a 2/3 vote.
Associated Students of Grossmont College, Inc.
Mandatory Agreement Regarding Use of
Alcoholic Beverages and Narcotics
I, _______________________________ will follow Bylaw No. 3.03 in regards that I shall not purchase or consume alcoholic beverages or narcotics while traveling to and from, or while attending any ASGC, Inc. on-campus or off-campus functions regardless of age.
This waiver must be signed in order to attend any or all functions.
_____________________________________
Student date
_____________________________________
Executive Witness date
3.04 – Business Operation and Records Protocol
Parliamentary Procedures – Use and Intent: It shall be the bylaw of the ASGC, Inc. that this body in its use of Robert’s Rules of Parliamentary Procedure, maintain its use for the purpose of expediting meetings and not to be used to impede progress. Student Board Meetings and Agenda Items: It shall be the bylaw of the ASGC, Inc. to set aside a separate and permanent agenda item to be recognized for the Pledge of Allegiance as ITEM-B under PRELIMINARY ITEMS. If for any reason, any persons feel it necessary to refrain from saying the Pledge of Allegiance, it shall be their right.It shall be the bylaw of the Student Board of the ASGC, Inc. to only consider agenda items which have been submitted in writing to the ASGC, Inc. Vice President seventy-two hours prior to the next Student Board meeting, unless such items are added at the discretion of the chair. Minutes and Agendas of Meetings:It shall be the bylaw of the ASGC, Inc. that agendas of all regular meetings shall be available to the board seventy-two (72) hours prior to the next regular meeting and twenty-four (24) hours prior to special meetings. Agendas shall include a brief summary of all “new business” items, to inform the board of “new business” items before the actual meeting takes place. Draft minutes of all meetings shall be available to the members of the ASGC, Inc. Board for examination prior to the next board meeting. The approved minutes will be available to the public. Master copies shall under no circumstances leave the ASGC, Inc. offices. » Back to top »
3.05 – Events Bylaw
Bylaw Application This Bylaw applies to all events sponsored by a recognized/chartered club or organization on the Grossmont College campus occurring after 6:00 p.m. and all weekends and holidays in accordance with Grossmont College code of conduct (attached). Security Requirements All club or organization events subject to this Bylaw must be scheduled at least four (4) weeks or twenty (20) college working days in advance with the Student Affairs Office (SAO) and the GCCCD Department of Public Safety (DPS). All facility requests will be forwarded to DPS. Upon recommendation of the Associate Dean of Student Affairs or DPS, additional security may be required beyond the minimum staffing standards set by the DPS. Determination of the costs of the additional security will be made by DPS. Check-off or sign off for security must be attached to the request. In addition, a minimum of one club/organization advisor must be present throughout the event. Upon approval of the Associate Dean of Student Affairs and chief of DPS clubs/organizations may provide additional security. Additional security force will be under the direction of DPS staff on duty. All clubs/organization events must conclude no later than 1:00 a.m. General exceptions to this Bylaw may be granted by the Associate Dean of Student Affairs or Vice President of Student Services. Exceptions regarding timing of events will be made by the Vice President of Student Services or his/her designee. Admittance Bylaw All events sponsored by a club/organization on the Grossmont College campus are restricted to the following people:
- Students presenting a valid identification card from Grossmont College or Cuyamaca College;
- A maximum of four (4) guests who must be over the age of 18 per Grossmont College or Cuyamaca College attendee with legal form of photo identification displaying date of birth;
- Behavior in accordance with the Grossmont College Code of Conduct.
Number of attendees cannot exceed posted safety limit. Clubs/organizations will be held fully responsible for the actions of attendees. Grossmont College reserves the right to:
- Refuse admission to or eject from the event anyone who is disruptive, intoxicated, disorderly or jeopardizes public safety;
- Terminate the event and/or restrict use of facility.
Alcoholic Beverages/Chemical Substance The possession, sale or service of alcoholic beverages or chemical substances is not permitted within the jurisdiction of the GCCCD in accordance with ASGC, Inc. Bylaw 3.04 and GCCCD Governing Board Policy #531. Application of this Bylaw Failure to follow guidelines under this Bylaw will result in immediate cancellation or termination of the event. Sanctions and/or loss of privileges may result after a review of the facts is conducted and concluded by appropriate college personnel. Financial Management At the time of application, the ASGC, Inc. Account Technician must verify that the club/organization organizing the event has deposited monies to cover all anticipated school charges. The revenue generated by clubs/organizations at events subject to this Bylaw may be used by the club/organization but shall be deposited in the ASGC, Inc. Student Trust Account for that club/organization within ten (10) working days. Upon the conclusion of the event revenue generated shall be turned over to the senior DPS officer on duty and placed in the safety and security of the DPS. Revenue will be released to the ASGC, Inc. Accountant and/or Associate Dean of Student Affairs on the first working day of the college for deposit into the applicable club/organization ASGC, Inc. Trust Account. It is the decision of the funder whether or not to take a percentage of the profits of an event they have funded. Advisor(s) Responsibilities Attendance at the event from start to finish; Coordination and supervision of club/organization members working the event; Assistance in supervising the event to include periodic monitoring of the attendees, enforcement of all college policies/procedures, assisting in clearing the facility in the event of an emergency and after the event and enforcement of fire safety regulations and building capacity; During the event serve as liaison between the club/organization and DPS. Club/Organization Member Responsibilities Member in charge of or directly responsible for putting on the event must be in attendance at the event from start to finish; Performance of assigned duties during the event; Assisting with crowd control including emergency exit monitoring, notifying the advisor(s) or DPS staff should any problems arise during the event and assisting in clearing the facility after the event; Student member and/or advisor will make an announcement of event ending and encourage the attendees to disperse in an orderly manner; Club/organization members will assist the DPS in dispersing the crowd from around the event area, if necessary, and after the event. Department of Public Safety (DPS) Responsibilities The DPS primary function is the safety and security of all participants at the event; fire safety regulations; security of all property within the jurisdiction of the GCCCD. At the event DPS officers shall be responsible for:
- Maintaining a high visibility to incoming attendees at the entrance of the event;
- Periodic patrols through the venue of the event, to include designated parking lots;
- Discouragement of loitering outside the event and in designated parking lots;
- Continuous communication with club/organization advisor(s).
The DPS shall participate in any pre- and post- event planning/evaluation with appropriate college staff, club/organization advisor(s) and members as needed. Assistant Dean of Student Affairs Office Responsibilities Request for the scheduling of an event under jurisdiction of this event bylaw be made in writing to the student affairs office (SAO) with a copy of the request forwarded to DPS at least four (4) weeks or twenty (20) calendar working days in advance of the event. The Assistant Dean will review the event, explain campus business office required procedural forms, and issue operational guidelines and expectations for the event at least ten (10) working days in advance of the event. The operational guidelines and expectations for the event will include but not be limited to admission criteria, security arrangements, staffing requirements, financial obligations and other event details. The associate dean will be responsible for communicating details of the event in writing to club/organization’s advisor(s), club/organization president/chair, DPS and the Vice President for Student Services. Moreover, the Assistant Dean will be responsible for:
- Conducting a pre-event meeting between club/organization advisor(s), club/organization’s president/chair, DPS staff, campus business office representative and any other appropriate college personnel. The purpose of the meeting will be to review all details of the event and review responsibilities;
- Resolution of any problems;
- Ensure all district/ASGC, Inc. Policies and procedures are understood;
- Termination of the event should any violation of the district/event bylaw occur; termination will occur after consultation with senior dps officer on duty and/or club/organization advisor(s);
- Complete a formal evaluation of the event;
- Determine the capacity of the event venue with input from the sponsoring club/organization and DPS not to exceed the capacity established by the fire marshall;
- At the request or direction of the vice president of student services or advance ticket sales may be required. Other members of the college staff may assist with the club/organization’s event supervision. » Back to top »
3.06 -ASGC, Inc. Election Campaigning
It shall be the bylaw of the ASGC, Inc. that all individuals participating in an ASGC, Inc. election adhere to the ASGC, Inc. Election code. » Back to top »
3.07 -Publicity Procedures
It shall be the bylaw of the ASGC, Inc. that the stipulated publicity procedures shall be adhered to by those campus clubs and teams, student government candidates, and campus departments wishing to make posters for the campus. There will be no use of materials for private use.
- those persons who are candidates for student government office shall be permitted to place their name on no more than twelve (12) posters on the campus during the campaign period.
- before using any materials, sign in and out on the sign-in sheet, on it you will write your name, organization, time and date, and check off any materials used.
- no markers, scissors, rulers, paints, or any other materials used are to be taken out of the office. The masking tape may be used outside the office only with the knowledge of office personnel.
- no more than four (4) people at a time should be working in the poster room because of the space available. It is important that you turn on the ventilator fan during usage of the poster room. Limited time of the poster room will be one-half (1/2) hour per person or club when the room is in great demand.
- all materials shall be put away after using them and the poster room will be left clean and neat.
- posters are not to be removed for the purpose of placing others posters up.
- all posters must be approved by the Student Affairs Office before being posted. It is the responsibility of the person making the poster to take the poster down immediately after it expires. » Back to top »
3.08 -ASGC, Inc. Discretion for Chartering/Rechartering of Clubs
It shall be the Bylaw of the ASGC, Inc. That a request for the chartering or rechartering of any club and/or organization on campus, be approved or disapproved at the discretion of the Board of Directors of the ASGC, Inc. Clubs shall be rechartered in the beginning of the fall and spring semesters. The deadline for rechartering shall be established by the office of Student Affairs and the ASGC, Inc. Vice President/ICC President. It shall be the Bylaw of the ASGC, Inc. to require all newly chartered and all rechartered clubs and/or organization on campus to select at least one member from the club and/or organization to attend the Inter-Club Council (ICC) meetings which are required to be held at least once a month. Time and place of meetings of the Inter-Club Council shall be at the discretion of the ASGC, Inc. Vice President/ICC President of the ASGC, Inc. Inter-Club Council meetings are mandatory. A club or organization is deemed absent if their representative is not present when the meeting is called to order. If a club or organization is absent from one (1) meeting, a letter will be sent to the Club President and Adviser citing notification of absence; simultaneously, an agenda item will be created for the next immediate Inter-Club Council meeting allowing the club to state intent. At the next immediate gathering of the Inter-Club Council, any club or organization with a combined total of two (2) absences will have their charter temporarily suspended and will not be counted for quorum. A second letter will be sent to the Club President and Adviser citing notification of suspension; simultaneously, an agenda item will be created for the next immediate Inter-Club Council meeting allowing the club to state intent. At the next immediate gathering of the Inter-Club Council, any club or organization with a combined total of three (3) absences will have their charter revoked, pending approval of the ASGC, Inc. Board of Directors. » Back to top »
3.09 -Reseating of Student Board Members
It shall be the bylaw of the ASGC, Inc. that board members who are recalled or removed from office shall not be reseated on the board until the next regular election. It shall be the bylaw of the ASGC, Inc. that board members who resign under extenuating circumstances (pending approval of such circumstances by the administrative advisor and ASGC, Inc. President) shall be allowed to petition to the board of directors if seats are available. » Back to top »
3.10 – ASGC, Inc. Identification
It shall be the bylaw of the ASGC, Inc. that all publicity materials, sponsored events, programs, or any distributed products shall include the official ASGC, Inc. Griffin logo, ASGC, Inc., and the Associated Students of Grossmont College. Below is an example of a proper identification setup: 
It shall be the responsibility of the comptroller to ensure each grant recipient receives a copy of this bylaw. » Back to top »
3.11 - ASGC, Inc. Website
4.01 – Bookstore Purchase Orders
It shall be the bylaw of the ASGC, Inc. that executive officers shall be authorized to sign purchase orders at the ASGC, Inc. Bookstore for office supplies; the total of all combined purchases shall not exceed $500 in any one semester. » Back to top »
4.02 – Financial Status Report
It shall be the bylaw of the ASGC, Inc. that the comptroller present a status report on the condition of the ASGC, Inc. budget within twelve (12) business days from the beginning of the month. In case the information is not received from the Account Technician, the board will be notified within those twelve (12) days. This report will contain initial allocations, expenditures to date and account balances. It shall also be the bylaw of the ASGC, Inc. to allow complete and total access to all ASGC. Inc. financial matters, reports, and statements, including all account balances to any and all board of directors or executive officers of the ASGC, Inc. » Back to top »
4.03 – Funding Requests
It shall be the bylaw of the ASGC, Inc. that all funding requests for amounts over fifty dollars ($50), if approved at the finance meeting, be forwarded to the ASGC, Inc. Board for consideration. Any funding request may be approved by the ASGC, Inc. Board circumventing the finance meeting in times which it would delay business.It shall be the bylaw of the ASGC, Inc. that all campus entities follow the funding process as described herein, all applicants for funding are required to submit the ASGC, Inc. funding request form to theASGC, Inc. comptroller by the deadline date(s) as set by the ASGC, Inc. comptroller. All applicants requesting individual items that amount to five hundred dollars ($500) or more are required to include at least three (3) bids with their request. All information requested within the ASGC, Inc. funding request form must be completed by the deadline date(s) established by the ASGC, Inc. comptroller.The ASGC, Inc. will not accept funding requests for 299 courses. The ASGC, Inc. donations budget is established by the budget committee prior to each semester. Up to fifteen percent (15%) of the donations budget shall be allocated to funding of semester events. The remaining eighty-five percent (85%) plus any unused events money shall be allocated to funding all other requests. It shall be the bylaw of the ASGC, Inc. that the funding request process for semester events be separate from the funding request process for all other requests and that it be completed before consideration of all other requests. Due to the time sensitive nature of event requests the funding request process for events must be completed within eight (8) weeks from the start of the semester. All other requests will be processed prior to the end of the semester.
It shall be the bylaw of the ASGC, Inc. that funding requests be processed in the following manner:
- All requests must be received by the deadline;
- The deadline for events requests will be within three weeks of the start of the semester;
- The deadline for all other requests will be within six weeks of the start of the semester;
- After each deadline the comptroller will verify that all required information has been provided and will verify bid authenticity;
- The ASGC, Inc. comptroller will provide each member of the ASGC, Inc. board, the ASGC, Inc. administrative advisor, and ASGC, Inc. Account Technician with a folder containing copies of each request;
- The ASGC, Inc. Comptroller will schedule each requesting party to present their request(s) at the finance meeting. Every request for funding must be heard at the ASGC, Inc. Finance meeting. If person(s) submitting request(s) is unable to attend on the scheduled date, a representative may attend in their place. This is an opportunity for the members of the ASGC, Inc. Board to gain additional information and/or ask questions of the requesting parties. All opinions about the validity of the request should be reserved for the designated agenda item;
- After reviewing all funding requests, the ASGC, Inc. Board members will prioritize all of the semester’s requests and submit their priority lists to the ASGC, Inc. Comptroller;
- The ASGC, Inc. Comptroller will present the average results at the finance meeting which will determine the order in which the requests are sent to the board for approval or denial;
- All funding requests may be amended (if applicable) when listed as an information or action item at the ASGC, Inc. Board meeting. An individual vote will be taken for each item. The item will be heard as information the first Tuesday following the presentation of the collective priority list and as action on the next Tuesday.
- The ASGC, Inc. Comptroller will inform in writing the requesting parties of approval or denial of funding within three days of the ASGC, Inc. Board’s action vote;
Those individuals making expenditures shall be required to produce receipts to the ASGC, Inc. Account Technician in accordance with bylaw 4.10. » Back to top »
4.04 – Funding of Chartered Clubs and Organizations
It shall be the bylaw of the ASGC, Inc. that any clubs or organizations requesting funds from the ICC must provide documentation verifying the acquisition of a current ASGC, Inc. student benefit card by its members before funding request is accepted for consideration. Benefit cards held by two-thirds (2/3) or at least 17 members of the club or organization will prove sufficient for verification. The funding request and verification documentation must be submitted to the ASGC, Inc. Vice President/ICC President. An item will then be placed on the agenda of a subsequent Inter-Club Council meeting. The power to grant or deny funding requests shall be vested within the Inter-Club Council. If any club or organization wishes to appeal the decision of the Inter-Club Council, they may do so by way of the ASGC, Inc. Initially, however, all funding requests must be heard by the Inter-Club Council. The ASGC, Inc. reserves the right to overturn any decision made by the Inter-Club Council regarding funding requests. Approval of all funding requests are left entirely to the discretion of the Inter-Club Council and the Board of Directors of the ASGC, Inc. Previous funding of campus clubs/organizations by and of themselves, shall not be considered as adequate grounds for approval. » Back to top »
4.05 – Executive Expense
It shall be the bylaw of the ASGC, Inc. to allocate up to $1,000 for use by the ASGC, Inc. executive officers as an expense account. This expense account shall be expressly used for ASGC, Inc. business only. Any anticipated charges to this account shall require prior notification to the president, comptroller, and one other executive of the ASGC, Inc. and the administrative advisor. No charges made or reimbursement sought from this account without prior notification will be granted only after proof of the business expense is made, and will be at the sole discretion of the president of the ASGC. Inc. Use of this account for business meals shall be limited to the cost of $20 for each person in attendance. Reimbursement or charges for business meals shall be limited to the executive officers, and the business affiliate(s). There will be no charges allowed nor reimbursement made for any personal items. Receipts for any and all charges must be supplied in accordance with bylaw 4.10 and any and all other ASGC, Inc. policies. It shall be the bylaw of the ASGC, Inc. to require that no reimbursement nor charges will be accepted nor granted when such request(s) will cause the ASGC, Inc. to exceed the limit of $1,000. An expense statement shall be turned in with every request for reimbursement and must contain all of the following information:
- The names of all people in attendance.
- The location of the expense.
- The date.
- The purpose of the expense- how is it ASGC, Inc. business related.
- The amount of reimbursement requested.
- The signatures of the president of the ASGC, Inc., the comptroller, one other executive officer, and administrative advisor.
A copy of the expense statement shall be made available to any board member of the ASGC, Inc. who so request. » Back to top »
4.06 – Travel
It shall be the bylaw of the ASGC, Inc. to approve the following travel related expenses. Where there is a choice in hotel, airfare and rental car accommodations, a competitive rate will be sought. Arrangements will be made by the Student Affairs Office and approved by the board. Air travel shall be deemed necessary for all instances where traveling by car would be impractical. Rental cars will be issued to the senior ranking official. A meal allowance of $40 per person, per diem shall be issued by the Account Technician to the traveling board members and administrative advisor at least one day prior to departure. This allowance shall be broken down as follows – ten (10) dollars for breakfast, twelve (12) dollars for lunch and eighteen (18) dollars for dinner. Where car travel is warranted, mileage shall be reimbursed at the rate established and allowed by the I.R.S. A mileage expense sheet shall be prepared after the travel has taken place and shall be submitted to the account technician for reimbursement. When meals are provided by the sponsor of the event, meal allowances will be reduced accordingly. It shall be the bylaw of the ASGC, Inc. that only students traveling with an advisor who:
- Are currently enrolled in six (6) or more units and have complete 12 units at Grossmont College or
- Students who are currently enrolled in 12 units or more will be eligible for the donations listed herein.
With regard to students requesting funding to attend conferences:
- If a conference meets within the county of San Diego, the ASGC, Inc. will consider donating one half of the cost of registration for a student to attend.
- If the conference meets outside of San Diego county, and the student is required to stay overnight, the ASGC, Inc. will consider donating the full cost of registration for the student’s attendance.
Regarding regional, state, and/or national tournaments where Grossmont College is competing and the student requesting a donation is participating on behalf of Grossmont College, the ASGC, Inc. will consider one half the cost of registration, travel, and lodging. The above situations are subject to consideration for other costs of the trip. Also, if a student requires aid financially to attend a conference/tournament on the basis that although the ASGC, Inc. is donating a said amount, he or she would still be unable to afford to attend, a further donation to the student may be considered. » Back to top »
4.07 – Travel Funding for ICC State Approved Conferences
ASGC, Inc. will fund ICC through a percentage of on-campus vendor sales for the exclusive use of benefit card holding clubs of ICC to attend approved conferences. The ASGC, Inc. will not consider funding clubs for conferences. Criteria to be met for consideration of funding travel to approved conferences by the ICC:
- Must be a 2/3 (or minimum of 17) benefit card holding club in good standing.
- Travel funding request (including budget) must be submitted to ICC 15 days prior to travel. Out of state travel must be approved by the Governing Board of Grossmont College before ICC will consider funding.
- A club will be allowed funding for only one conference per semester. ICC will first fund up to $400 for one advisor to travel with the club.
- A brochure from the conference organizers outlining the seminars or items to be covered must be presented at the ICC meeting when the funding is requested.
Any unused funds will be evenly disbursed to benefit card holding clubs who have not been funded for travel at the end of the semester. » Back to top »
4.08 – Advances
It shall be the bylaw of the ASGC, Inc. to allow the issuing of checks or monies, in advance, for the purchase of previously approved ASGC, Inc. expenses. Every attempt shall be made to have the name of the vendor and the exact dollar amount of the purchase prior to the issuing of any monies. Where this is not feasible, the Account Technician shall issue advances to the executive officer or board member for the amount specified by the board of directors. All monies and receipts shall be accounted for in accordance with bylaw 4.10 and all other policies. » Back to top »
4.09 – Requirement of Estimates
It shall be the bylaw of the ASGC, Inc. to require a minimum of three written estimates on any expenditure for a material item or services over five-hundred dollars ($500). Legal fees and costs of travel shall be excluded from this bylaw. These estimates must be submitted to the board of directors before monies may be appropriated. » Back to top »
4.10 – Accountability of Monies Issued
It shall be the bylaw of the ASGC, Inc. to require that any and all checks or monies issued by the ASGC, Inc. to any board member, campus club, or any other entity, group, or individual, become the sole responsibility of the board member, campus club, or any other entity, group, or individual to whom the check or monies are issued. It is also the bylaw of the ASGC, Inc. and the responsibility of the board member, campus club, or any other entity, group, or individual to whom checks or monies are issued that the proper documentation and accounting for all monies shall be made to the account technician within 14 days of issue. Proper documentation shall be interpreted as valid receipts for purchases required for official ASGC, Inc. business only, and previously authorized by the board of directors of the ASGC, Inc., if the amount is over $50, or previously authorized at a finance meeting if the amount is under $50, in compliance with existing bylaw 4.03. There shall be no granting of extensions or deviations from this bylaw except as authorized by the board of directors of the ASGC, Inc. at a regularly scheduled board of directors meeting where a quorum shall be present. Any and all non-compliances to this bylaw, as noted by the account technician, shall immediately be dually reported to the administrative advisor, president, and the board of directors of the ASGC, Inc. at the next scheduled meeting. » Back to top »
4.11 – Student Representation Fee Rules
Grossmont College students approved to collection of the $1.00 Student Representation Fee by the GCCCD as part of the student registration process. The fee can be waived on religious, moral, political, or financial grounds and any student can challenge payment by utilizing the waiver process through the Student Affairs office. These guidelines serve to establish procedure and will help you navigate the paperwork needed to make use of these funds. The Student Representation Fee (SRF) supports representation, lobbying, advocacy, and issues and concerns that directly relate to students of Grossmont College by assisting approved representatives who may be stating their positions and viewpoints before city, county, and district governments, and before agencies of the state. The ASGC, Inc. Board representing the student body, is authorized to disburse SRF money for the purposed described in the California Education Code 676060.5. The ASGC, Inc. Board approved students, and faculty and staff that are accompanying students, may use funds upon ASGC, Inc. approval. To obtain the funds, the requestor is required to complete and submit the “Funding Request Application” to the Student Affairs office. The form requires clearly stated objectives for using the funds, values to students, and the detailed costs associated with the activity, as well as, a written description of how the students will be informed as to the outcome of the activity on which the funds were expended. In support of representation and advocacy pertaining to legislation, funding may be allocated for the following uses:
- Local, State, and Federal Legislative Advocacy Related Activities and Communication
- Shared Governance at the college, district, regional and State levels
- Presentations to governing bodies of higher education institutions and systems
- Presentations to local, regional, State, and National legislative bodies
- Meetings with individual legislators and/or their staff members
- Meetings with individual governmental officials responsible for higher education policy
- Attendance at and participation in training activities directly related to student advocacy
- Letter writing
- Petitioning
- Phone banks
- Training videos
- Drafting legislation with the aid of compensated experts
For each fall and spring semester, the Executive Secretary of Student Legislation will present a proposed Student Representation Fee Budget to the ASGC, Inc. Finance Committee no later than the fourth week of the semester. This budget will be based on the total balance of collected and carry over monies in the SRF funds. After the ASGC, Inc. approval of this budget, an invoice will be submitted to the GCCCD Vice Chancellor of Business Services for payment. The money sent from the District will be deposited in an ICC Trust Account where 20% of this trust will be reserved for the following semester. The ICC Trust is managed using generally accepted accounting principles, Grossmont College policies, and the California Education Code. » Back to top »
5.01 – Name of ASGC, Inc./Grossmont College Mascot
The name of the ASGC, Inc./Grossmont Griffin mascot shall be “Gizmo”. » Back to top »
5.02 – Responsibility for Mascot Costume
The board shall select the three people to wear the costume and determine who will be Gizmo and who will be first and second alternates. The costume shall never be taken to the wearer’s residence. The costume shall be stored in the ASGC, Inc office. The ASGC, Inc./Grossmont mascot costume shall not be taken off campus unless event has been approved by 2/3 of the ASGC, Inc. board during a board of director’s meeting. The mascot shall always be escorted by at least one member of the ASGC, Inc. board. » Back to top »
5.03 – Financial Responsibility for the Costume/Mascot Contract
Financial responsibility for repair or replacement shall be assumed by ASGC, Inc.; however, the wearer shall sign a contract accepting responsibility of the costume while in his/her possession. » Back to top »
5.04 – Maintenance of Mascot Costume
Any and all damages shall be repaired so that Grossmont students may enjoy the presence of their school mascot. After each event the exterior of the costume shall be cleaned. All stains shall be cleaned with the supplied cleaner and allowed to dry. Once the costume is dry, the synthetic fur shall be brushed in order to maintain a fresh appearance. » Back to top »
5.05 – Mascot Pay
The ASGC, Inc. mascot will be an hourly employee of the ASGC, Inc. A timesheet, with all current hours, will be turned into Account Technician on the tenth and twenty-fifth of each month. A minimum of two hours will always be paid. All standard payroll taxes will be charged. The hourly pay for this position is $10 per hour. This employee cannot be a current member of the ASGC, Inc. board. » Back to top »