For more information and updates on MassArt's response to the Coronavirus/COVID-19 pandemic, please visit massart.edu/coronavirus. Please review the Technology department operations during Coronavirus-COVID-19 pandemic wiki article for information on access to Technology department facilities and services. Please submit technical issues and service requests to the help desk web customer portal, via email at helpdesk@massart.edu, or via phone 617.879.7888.
Skip to end of metadata
Go to start of metadata



 

WHO WE ARE

The Student Government Association at Massachusetts College of Art and Design (hereafter referred to as SGA) enhances student experience by providing a forum in which their voices may be heard.  Through open meetings, students can promote and advance matters concerning their community.  The SGA provides students with a vital link to the faculty, staff and administration.  In addition to acting as a framework in which other student organizations build upon, SGA ensures the continued advancement of an engaging student experience.

All MassArt students who have paid the student activity fee are members of our organization – come to a meeting and make a difference. Everyone is welcome to attend any weekly Full Council meeting; we meet on Wednesdays at 1:30pm on the 2nd Floor of the Kennedy Building. 

The Full Council is made up of two representatives from every department on campus as well as two representatives from every SGA recognized student organization.  Full Council is led by the SGA Executive Board, which consists of a President, Vice President, Secretary, Treasurer, Student Trustee and Media Coordinator.


 

TERMS YOU SHOULD KNOW

Abstention:  As a voting member of Full Council, your three options during a vote are to vote yes, no or abstain.  Abstain should be used when you feel you do not have enough information to vote or that you have a conflict of interest.  Abstentions do not count when tallying the number of votes to meet quorum so if a vote has a lot of abstentions it may not count and a new vote will have to be cast at a later time.

Agenda:  The order of business.  Only items on the agenda can be discussed at a meeting. 

Charge:  A request made by any student for the Full Council to take action on a specific issue.

Executive Board (E-Board):  The E-Board is comprised of students who are elected into their position in the spring semester of the previous year.  The E-Board includes the President, Vice President, Secretary, Treasurer, Student Trustee and Media Coordinator.  These members work  to organize  the Full Council and serve as chairs  of various  sub-committees.

Minutes: The official documentation of a meeting's proceedings.  These will be shared with all SGA representatives after every meeting via either email or Google Docs.  If you missed a meeting you should be sure to review the minutes to see what you missed.

Motion:  A request  by a Council  member for Full Council  to take  action;  all members  must first  be recognized by the  Chair  person  and the motion  sometimes seconded  by another Council  member before the motion is valid. This includes, but is not limited to, a motion to adjourn a meeting.

Quorum: A minimum number of members who must be present at each meeting in order for the meetings to occur or for votes to take place. The Constitution states that 2/3 of the SGA Full Council membership must be in attendance in order for a meeting to take place.

Representatives and Alternates: Representatives are the student chairs of a department/group who attend Full Council meetings on behalf of their department/organization.  Alternates act as a co-chair to the representative and can attend meetings with or in place of the Representative.  A group is required to have one representative and one alternate and is allowed up to two alternates.


STRUCTURE OF FULL COUNCIL MEETINGS

Every Full Council meeting is run according to an agenda which is set weekly by the Executive Board in response to current student concerns, upcoming events, etc.

  1. Each meeting will begin with attendance, during which you will be required to respond to a roll call using your first name.
     
  2. The meeting will typically begin with Officer Reports during which the E-board, SGA Advisor and any other sub-committee chairs or delegates from Governance Committees will inform the Full Council of relevant information.
     
  3. We will then discuss any delegated orders of business (such as previously scheduled new student group presentations), any unfinished business that may have been tabled from a previous meeting and/or address new business that may be brought  up for the first time. New student issues may be brought up during the new business  section of the agenda.  In addition, the Full Council may hear presentations from members of the faculty, administration or college community who had been placed on the agenda for that week.
     
  4. Next comes the announcements section during which Representatives may inform  the Full Council of upcoming events.
     
  5. Once all business is finished a Full Council member must motion to adjourn the meeting and another member must second the motion.  The meeting is not officially ended until the President announces so.
     
  6. Full Council meetings last approximately 1 hour – 1 hour and 15 minutes.

 


PARLIAMENTARY  COURTESIES

The E-board as a whole is responsible for running the Full Council meetings. The meeting is Chaired by the President (and when the President is required to be at All College Committee by the Vice President), recorded by the Secretary and other members will serve roles such as Stack Keeper. Minutes recorded by the Secretary will be published after the meeting; Representatives should share a relevant summary of these minutes to the students in their department/student group. The Stack Keeper is responsible for keeping the order of speakers organized and fair.

We are a focused, efficient group. We may not always agree but we share a common interest in getting things done and being respectful to each other.  SGA members should always observe the following courtesies:

-You must wait to be recognized by the Chair before speaking. There is no exception to this rule.

-You may notify the Chair that you wish to speak by quietly raising your hand and keeping your eye on the designated Stack Keeper.  Once the Stack Keeper has recognized your hand, written your name down and nodded to you, you may put your hand down. You will be called on when it is your turn to speak.

-Always stand and announce your name and department/student group when addressing the Chair and Full Council - whether you are making a motion, discussing a question or making a committee report.

-You will be allotted a time limit for speaking and will not be allowed to speak again until a sufficient number of other students have had their chance to address the Council.  This is to prevent one member from "taking over the meeting."

-Confine discussion to the question before the group. The Chair may interrupt you if they feel that your comments are straying from the question at hand.

-Do not speak during the meeting except when addressing the Chair, and then only after being recognized.  Side conversations, repeated loud movements and texting during other members' chance to speak to the Council is rude and will not be tolerated.

-Respect your fellow SGA members: be punctual SGA meetings and do not leave early unless you have previously cleared it with the SGA Secretary.  The E-Board will always leave members enough time to get to a 3:00pm class.


 
SGA SUB-COMMITTEES
One rep from each SGA organization (department or student group) must serve on either the budget sub-committee or a Governance Committee. 

BUDGET AND FINANCE COMMITTEE
Chair: SGA Treasurer; sga.treasurer@massart.edu

Members: 10 minimum; 5 departmental representatives and 5 student group representatives.  In order to hold a Committee meeting, there must be at least 6 representatives present.  It is recommended to include 1 representative from Art Education, 1 from a Communication Design department, 1 from an Environmental Design department, 1 from a Fine Arts 2D or 3D department 1 from SIM on this committee.


GOVERNANCE COMMITTEES
Governance Committees are an incredibly important part of running the College and we, as students, have the right to representation in these groups.  Governance Committees make all of the BIG decisions and deal with everything from curriculum changes to disciplinary hearings.  Full Council members should also help to promote awareness surrounding Governance Committees and recruit students who are not on SGA to join them.

All University Committee (All College Committee/ACC) (Article VII B.)
Charge: To take up or act upon any recommendation, report or other matter submitted to it by any standing or ad hoc committee or to refer to a standing committee or ad hoc committee any matter that any member of the college community shall bring to ACC for consideration.

-          3 student representatives selected under the auspices of SGA

Curriculum Committee (Article VII D.1.a.i)
Charge:
To prepare reports and recommendations concerning:  1) general coordination and improvements of the academic program; 2) deletion/addition to or changes in the curriculum; 3) changes for major requirements; and 4) proposals for new programs.
Students selected under the auspices of SGA provided that only students who will be full-time juniors or seniors during their service in office shall be eligible

-      2 student representatives

Academic Policies Committee (Article VII D.1.a.ii)
Charge:
To prepare reports and recommendations concerning:  1) the academic calendar; 2) academic standards; 3) admission standards; 4) selective retention policies; 5) educational services that the college should render to the local community; and 6) library services.
Students selected under the auspices of SGA provided that only students who will be full-time juniors or seniors during their service in office shall be eligible

-          2 student representatives

Student Affairs Committee (Article VII D.1.a.iii)
Charge:
To prepare reports and recommendations concerning:  1) the needs of the student population; 2) student activities; 3) student participation in cultural and social activities; and 4) practices, policies and trends in student life.
Students selected under the auspices of SGA provided that only students who will be full-time juniors or seniors during their service in office shall be eligible

-          9 student representatives

Diversity and Social Justice Task Force

-          3 student representatives (1 undergrad; 1 graduate; 1 SGA member)

International and Intercultural Opportunities Committee
Charge:
 MassArt considers a global perspective to be essential to the development of an informed artist, designer, or educator. To this end, the International and Intercultural Committee (IIO) is charged to coordinate, promote, and increase awareness of international opportunities to the college community including:

-          Faculty-led travel courses

-          Faculty and student exchanges

-          Semester and summer abroad opportunities

-          The Fulbright Program

-          International student support and programming


Ongoing tasks of the IIO Committee include:

-          Reviewing student and faculty exchange programs and semester-long study abroad opportunities to advise the Provost

-          Supporting international student recruitment

-          Collaborating with the COF GEO Center

 

-          4/5 student representatives

 

Strategic Facilities Planning Committee
Charge:
1) Advise the Colleges planning efforts form major construction and renovation projects requiring funding through DCAM and other external sources; 2) Advise in the planning process associated with the Design and New Media Center and reuse of the Kennedy Building; 3) Better define public spaces and associated amenities across campus; 4) Further define 10-year Campus Facilities Development Plan.

-          Multiple student representatives

 

Sustainability in the Curriculum
Charge:  This committee will continue the work of the Sustainability Initiative, including defining sustainability and crafting a clear mission for the College, envision how the principles and practices of sustainability would be integrated into the curriculum and gathering and disseminating information among all areas of the College.

-          Varied number of student representatives; 1-2 suggested
 

Academic Technology Committee 
Charge: To provide guidance in ensuring appropriate deployment of technology to support the curricular needs of the college, including but not limited to: assisting in piloting and selecting technology for curricular use, assisting in priority setting as new academic technology initiatives are explored, and providing feedback on existing technology services as they pertain to the academic mission of the college.    


             3 students

CHARTERS

All departments and student groups are required to have a charter in order to inform the Full Council and student body of their purpose as a group in the MassArt community and their goals for the upcoming year.  All groups must prepare a new charter each year, however you are allowed to re-use part of your previous year’s charter as a basis for the current academic year.  If you would like a copy of your previous year’s charter ask the SGA Secretary or SGA Advisor.

At the beginning of each academic year all student groups must fill out and submit the following paperwork: Student Group Charter, Council Member Contract, Sub-Committee Choice form and Anti-Hazing Agreement.

If you are interested in starting a new student group, contact the SGA Secretary for the proper form and information about the process.


ATTENDANCE POLICY
As a representative of the Full Council you are required to attend all meetings.  It is understood, however, that on occasion things come up that would require you to miss a meeting.  In these cases, either your 2nd or 3rd rep may attend in your place.  Your other reps are also welcome (and encouraged) to attend all Full Council meetings with you.  Your other reps should be informed of the proceedings of previous meetings so that they are able to make well-informed decisions on your group’s behalf. 

In the case that either you or your 2nd/3rd reps miss a meeting, it will be marked as an absence (except in the rare case where both of you have an unavoidable conflict and are granted an excused absence from the SGA Secretary, which must be done in advance of the missed meeting).  If you both miss two meetings your group will be placed on probationary notice and will receive a warning via email from the SGA Secretary.  If a third meeting is missed, your group will be placed on suspension and will lose its voting privileges and budget.  The representatives will receive a suspension notice from the SGA Secretary via email. 
 

If you are tardy to three meetings, it will count as one absence.  Being tardy qualifies as coming in after your group has been called in the attendance roll call.  It is the responsibility of the representative/alternate to see the Secretary at the end of the meeting to inform them that they were late and not absent.


E-MAIL POLICY
The SGA E—Board uses email as the primary method of contacting you about important announcements, budget notices, meeting location changes and cancellations, etc.  We will only use MassArt email addresses for communication purposes.  It is important that you check your email frequently in order to stay up to date.

 

BUDGETS
There are two budget cycles each year.  During the fall semester, budget requests for the upcoming spring semester are submitted and allocated by the SGA Treasurer and Budget sub-committee.  During the spring semester, budget requests for the fall semester are submitted and allocated.  In order to request a budget, student groups must submit a proposal via email which strictly adheres to the budget guidelines by the established deadline for that budget cycle.  The budget rules are subject to change each cycle by vote of the budget committee with the exception of #6. 
The current budget guidelines are as follows:

  1. Food, snacks, refreshments, catering
  • Small events (50 people or less) $250 maximum
  • Large event (50-100 people) $750 maximum
  • Huge/school wide event (101+ people) $1200 maximum

    2. Visiting artists
  • SGA may cover a maximum of 3 visiting artists/semester for a student group
  • There is a $250/max per visiting artist

    3. Public Safety/Facilities/Tech
  • SGA will always fund Public Safety and Facilities overtime details if they are required for an event that has been approved/allocated by SGA.  SGA will also cover tech costs when the event requires one if the event itself has already been allocated.  It is the responsibility of the reps to determine this when submitting their budget requests. 
  • If you are unsure if your event will incur these costs, contact the SGA Advisor.

    4. Day trips
  • SGA may cover bus rental expenditures and/or admission fees/tickets. A group may get funding for the bus and then need to fundraise or pay out of pocket for admission fees.

    5. Conferences
  • SGA may cover organizational membership fees, conference registrations, hotel or flight up to $275/student for up to 25 students (Please note: this does not mean you will be allocated a full $275/student or a full 25 students.  Each trip is taken on a case by case basis.  $275 and 25 are the maximums)
  • SGA does not typically cover ground transportation such as cabs/shuttles


         6. Departments/groups

  • SGA cannot provide funding for any events/programs/field trips that are part of an academic course, which receive grades/credits or are not open to all students. 
  • SGA cannot cover departmental supplies or materials required for classes

    7. Late/Incorrect Format
  • If your budget is submitted late 15% of your total allocated amount will be subtracted for each day that it is late.
  • If your budget is not submitted by the time budgets have been allocated it will not be considered.
  • If your budget is submitted in the incorrect format, there will be a penalty.
  • The Budget Request MUST BE SUBMITTED VIA E-MAIL to sga.treasurer@massart.edu. If the Treasurer does not receive an e-mail with your budget attached, then it will not be considered.

NOTE:

  • Any supplies (external hard drives, tools, etc) that SGA pays for on behalf of a student group belongs to SGA and must be turned in to the SGA advisor before summer break each year and picked up by the new representative at the beginning of the next academic year.
  • Please remember that any events sponsored with student activity fee money (any SGA funded events) must be open to all students.


Do not hesitate to contact the SGA Treasurer or SGA Advisor for assistance in
preparing a budget request!



OTHER IMPORTANT INFORMATION   

Are you a departmental representative?
Post a flyer including your name and contact information by your department’s office.  Encourage people to contact you and stay informed.  Invite them to participate in event planning and preparation.  Ask them for ideas of events/trips that they would like to see happen.  Set up a departmental facebook group to keep everyone connected and share information that you learn at SGA.  You should also periodically host meetings open to all the students in your department to brainstorm ideas for events and what campus issues are important to them. 

Do you want assistance in advertising your event to students?
Be sure to email it to the SGA’s Media Coordinator at sga.media@massart.edu at least one week before the event.  Include event name, location, time, contact email and any other pertinent information. 

Making flyers for an upcoming event?

We would love for you to help spread the word about SGA and all the amazing events and trips they help to support at MassArt! We can email you a digital copy of the SGA logo at your request and it would be great if you could include it on your flyers for events that SGA is helping to fund.  Some students aren’t aware that many student-run events are made possible through SGA and this will help everyone to understand and hopefully encourage them to get involved.

 

PROGRAMMING BASICS

 1.    Decide what type of event you want to plan.

 2.    Determine the feasibility and logistics of your event:

You must take into account the locations that accommodate your event and those spaces may not be available on the dates you were planning to hold your event.  You will want to be sure and follow the proper room reservation and event approval process before you do ANY advertising!

3.    Room reservation process & MARRS

  • MassArt Students may reserve a room and book an event by accessing MARRS – the MassArt Reservation Request System.  MARRS utilizes your Net ID, and users must first be trained on the system prior to gaining access.  Training sessions are offered during the first SGA meetings of each Academic Year, and by appointment throughout the year with the office of College and Visiting Events.
     
  • Your room request on MARRS will begin the event approval process.  Following your request, you will receive an email from the system outlining next steps; these steps are determined by event classification (Table, Meeting, Event, or Complex Event), as defined by MassArt Event Type Definitions and Guidelines.
     
  • Events must be submitted in accordance with the MARRS Meeting and Event Timeline:

 

 

 

 

  •  MARRS incorporates most meeting and conference spaces on campus.  For those spaces not on MARRS (Pozen Center, North 181, the Godine, Student Life and North Crackatorium Galleries, and classrooms, for example) event registration is still required.  To register an event in a space not on MARRS, you must email the office of College and Visiting Events at marrs@massart.edu to schedule a registration meeting.
     
  • Make sure the SGA Advisor is aware of the event and any budget needs are discussed ahead of time (timeline). The SGA Advisor will assist with food orders and purchases. 

 

4.    Consider timing
When you are scheduling events, keep in mind possible conflicts.  Check with other student groups and events posted on the SGA website. 

 

5.    Make your program accessible
Be sure to exercise effort to assure that the facilities are accessible to people with disabilities in a manner consistent with the guidelines of the ADA.  Please contact Mercedes Evans, Director of Civil Rights, Compliance and Diversity to assist you in arranging site analysis for accessibility, interpreter services, assistive listening devices, alternative format materials and special accommodation assistance.  She can be reached at Mercedes.evans@massart.edu or x7060.

 
6.    Get others involved in setting up the program
Co-sponsorship: This is a great opportunity to join with another student group or a department/office to share the planning, advertising and cost.  Co-sponsorship should be sought out prior to reserving space, etc.

 
7.    Delegate responsibilities and keep an open mind about input from those in your organization
Don’t do all the work yourself just because you’re the representative! Involve other members (and even non-members) who are interested in helping.  Use people’s strengths and interests to benefit the event process.  Be sure to learn from those you have asked to help and take their ideas into consideration while planning the event.

 
8.    Plan your marketing strategy.  Be the ARTIST that you are!
Flyers again?  Brainstorm creative advertising ideas with your group.

 
9.    Have a great event!

 
10.  Thank the people who helped. 
Take a few moments to express your gratitude for people’s contributions.  It will encourage them to continue giving to the program and will let them know that you appreciated their efforts.

 
11.  Evaluate the program and leave a record for next time.
Don’t forget to help leave a legacy! You will eventually graduate and someone else will be leading your organization.  Help them to continue great traditions that you have started and to avoid mistakes that you made by leaving great notes!  Evaluate what worked well and what can be improved.  In addition to passing along a binder of information to the next representative, the SGA Advisor has a file for each student group in Student Development and would be happy to keep a copy there.
 

ADVERTISING YOUR EVENT

MassArt Posting Policy
Bulletin boards and kiosks have been provided throughout the Campus for the posting of college notices, flyers, etc. All such notices must be posted on these locations only.  Flyers MAY NOT be posted on /inside elevators, on glass windows/doors or any locations that are not bulletin boards/kiosks.  These flyers will be removed if seen in one of these locations.

BEFORE YOU POST: Flyers must be approved in the Office of Student Development before they are hung.  Flyers that are not approved will be removed.  To be approved it is imperative that the flyer has a contact name and email address of a person responsible for the event.   

Residence Hall Posting
If you would like to have flyers posted in the residence halls, it is important to bring them to Student Development a minimum of one week prior to the event date.  The flyers will be delivered to the residence hall staffs and hung.

Advertising Off-Campus
Any promotional materials that will be disseminated off campus must first be approved by the Office of Marketing and Communications.  Approval should be sought during the layout stage, not after the piece has already been printed.

 

OFF-CAMPUS EVENT GUIDELINES
An off campus event is any event that is sponsored by the College that happens at an off-campus location.  This includes field trips for academic classes.  Events at off-campus locations are considered college events and are subject to college programming and travel policies.

As an SGA group/department, you will need to meet with the SGA Advisor 3-4 weeks prior to your off campus event/trip.  At this meeting the Advisor will review the Off-Campus Event Form with you.  Please note the following guidelines as you begin to plan these types of events:

  • All off-campus events should be registered and filed with the Office of Student Development (or SGA Advisor). 
  • Contracts may only be signed by the President and the Chief Financial Officer.

 

Student Off-Campus Event Requirements
When planning an off-campus event, the student event planner needs to set up an appointment with the designated member of the Student Development Office, in most cases this is the SGA Advisor.  The student event planner/SGA Rep will then be responsible for completing the appropriate paperwork and gathering all of the necessary information.  You will need to:

  1. Supply the address, phone number and name of a contact at the event site.
  2. Provide a contract for review and signature by the College.  The President and the Chief Financial Officer are the only people that may sign a contract on behalf of MassArt.
  3. If needed, arrange for police/security detail, if the establishment does not provide one.
  4. Supply the name(s) of the chaperone(s) that will be present for the duration of the event.  You must identify a member of the staff or faculty who is willing to attend.  This person must complete the Chaperone Consent Form.  One chaperone to every one hundred 100 students, although more might be needed for high-risk events.
  5. For events where funds are collected, prepare an itemized budget plan for the event, including sources of funds and ticket sales.  A Revenue Collection Form will be required when depositing funds into the Business Office (days) or Public Safety (evenings).
  6. The sponsoring group assumes full responsibility for any/all activities related to this event.
     

Off-Campus Travel Policies
Off-Campus travel can be an important learning tool for students and the College supports student off-campus trips.  However, these trips must be planned and conducted in ways that promote the safety of student participants.  Additionally, the College must operate within College liability guidelines.  It is for these reasons that the following guidelines have been established for student organization travel.

  1. All student organization travel must be approved through the Office of Student Development.  Student organizations are expected to complete an Off Campus Event Form while meeting with the SGA Advisor that includes detailed information about the off campus trip.  All student organization travel must be registered with the Office of Student Development at least three weeks prior to the departure date or the date that a financial or contractual commitment is required.  Four weeks is suggested if ticket sales are required.  Two months minimum for travel that will require the purchase of airline tickets.
     
  2. When a trip is overnight, the Office of Student Development must approve the full itinerary before the trip can be confirmed.
     
  3. Any trip that is out of state or over fifty miles away from the college requires a trip chaperone.
     
  4. All participants must be given the following information prior to being asked to commit to the trip:
    -As much information as possible regarding the travel itinerary, including dates and estimated times of departure and return.
    -The best estimate of costs associated with participating in the trip, including any costs that will not be included in a participation fee.
    -The name of the trip chaperone
    -Name, address and phone number of overnight accommodations (when applicable).

  5. Work with the designated member of Student Development to plan appropriate transportation (for SGA this is the SGA Advisor).   See section on transportation.
     
  6. All participants must complete a Travel Waiver Form with complete contact information at the time of sign-up.  The original of all participant forms stay with the event organizer and staff or faculty chaperone, and a copy needs to be left with both the Student Development Office and Public Safety prior to departure.  A copy of the itinerary and alphabetical list of all participants (including chaperone) with their phone numbers must also be included.  This paperwork should be submitted five business days prior to departure,

Only MassArt students, faculty, staff and authorized guests may participate in student organization sponsored trips. 

 

TRANSPORTATION

Personal Vehicles

Faculty, staff and other trip chaperones are not allowed to transport students in their personal vehicles.  Students may only be transported in vehicles rented through the official college rental agency or buses/charters that meet published college requirements.

Alcohol is not permitted on buses or other vehicles on College trips.

 

Public Transportation
Since public transportation is readily accessible in Boston and most off-campus events are scheduled near “T” stops, academic and student organizations may depend on public transportation with the following considerations:

  1. The event is within walking distance of a subway station.
     
  2. Tickets, advertising, invitations and other forms of publicity MUST indicate that public transportation is the mode of travel being utilized. The event should officially end 30 minutes prior to the last scheduled train departure closest to the venue being used.
     
  3. Clear publicity regarding the use of public transportation is communicated on flyers/posters and/or tickets
     
  4. Directions to/from event are provided.

Rental Vehicles
Cars, vans or buses may be rented from outside agencies approved by the College.  The SGA Advisor will assist you with rental vehicles during your meeting.
 

Accommodations
The State Universities will examine all existing admissions, student support and other student life policies, practices and facilities to assure that they do not disparately treat or impact otherwise qualified persons with disabilities.  Where such disparity is found, it will be corrected as quickly and completely as is reasonable under existing financial constraints. 

In accordance with the requirements of state and federal law, the State Universities will provide necessary reasonable accommodations, auxiliary aids and academic adjustments (including support services) to otherwise qualified students with disabilities to assure equal access to its programs, facilities and services. Reasonable accommodations will also be afforded to applicants for admission who have disabilities to enable them to adequately pursue all opportunities for enrollment in the Universities’ programs of study.

SGA groups planning trips that utilize bus rentals must include on their advertisements to contact the student event planner and Mercedes Sherrod-Evans (below) a minimum of two weeks in advance if transportation accommodations are needed.  This means that SGA groups must have their advertisements out a minimum of three weeks prior to the trip.

If you need accommodations for any event, please contact Mercedes Sherrod-Evans, Coordinator of Civil Rights Diversity and Compliance at 617-879-7076 or mercedes.evans@massart.edu

 

CHAPERONES/EVENT ADVISORS

Off Campus Trip Chaperones
Student organization members are responsible for identifying and securing a College staff member’s (e.g., staff, faculty) agreement to serve as a trip chaperone.   The group should secure one chaperone for every 45 students although more might be needed for high-risk events (e.g., ski trips, socials with off-campus guests and alcohol) as determined by the Office of Student Development.  The trip chaperone’s expenses will be the responsibility of the sponsoring organization.

The following types of trips will require a chaperone:

  1. Any trip on a rental bus, regardless of distance from campus.
  2. Out of state or overnight trips
  3. Trips involving an element of risk (such as ski trips or events with alcohol)
  4. Trips/events with over 50 people

The Office of Student Development will provide written instructions to first-time trip chaperones and will meet with them to clarify responsibilities, emergency procedures, and guidelines for the trip.

Chaperones must complete and submit the Trip Chaperone Information and Consent Form before any contracts are signed and before ticket sales begin.

 

A Trip Chaperone’s Responsibilities Include:

  • Obtaining and being familiar with the trip itinerary and pick up and holding the Travel Waiver Forms for the duration of the trip.
  • Contacting the Public Safety Office and designated member of Student Development in case of emergencies.  The on-campus offices will be responsible for getting in touch with the students’ emergency contact.
  • Acting in the capacity of a college official.  If a concern arises than cannot be addressed by the student organizer, the chaperone should assist.
  • Serving as a role model to the group’s leaders and members, emulating those characteristics and behaviors they need to develop.  Restrain from practices that might compromise one’s judgment or ability to make decisions on behalf of the group (e.g., drinking, excessive contact with/disclosure to students).
  • Reporting any student misconduct to the designated member of Student Development upon return.
  • Make suggestions for how the trip or event can be improved and whether the organization should host/plan a similar event in the future.
  • Be present throughout the duration of the off-campus event.  .  For conferences and trips, chaperones need not be with the students at all times, but should work with the student leader to determine adequate time to spend/check in with students.

In the Case of an Emergency:
If there is an accident/injury at your event/on your trip, you should immediately notify the College.  Notification may be made as follows:

  1. Call MassArt Public Safety at anytime at 617-879-7810.
  2. Have the chaperone or student organizer call the Office of Student Development at 617-879-7711or the SGA Advisor at 617-879-7723 Monday through Friday from 9am-5pm
  3. When notifying either location be prepared to leave a number at which you can be reached in case college officials need to contact you.  Please have the names of any students involved as well as a description of the accident/injury.

If there is an accident/injury, please gather as much information as possible, including the names, phone numbers and addresses of witnesses.  Upon your return to campus, you will have to meet with a college official (typically Public Safety and/or Student Development).

 

EVENT REVENUE COLLECTION
Students groups who collect money for trips, events, fundraisers, etc. must first complete a Revenue Collection Form.  This form is used as a deposit slip and as a receipt for depositing money into the Business Office.  The form must be filled out and signed by the SGA Advisor BEFORE the event/fundraiser occurs.  If the fundraiser is happening on multiple days, there should be one sheet filled out and signed per day. 

If an event is on the weekend or in the evening, money should be dropped off along with the Revenue Collection Form and the name of the student organization and student who will be picking it up the next day (or Monday for a weekend event) to Public Safety where it will be kept in a locked safe until the following business day.  The student noted on the form will then pick up the money and form and deliver it to the Business Office to be deposited.  A representative from the Business Office will take the money and deposit it into whatever account number is written on the Revenue Collection Form (the SGA Advisor will fill the account number out upon signing the form).  If the fundraiser ends during Business hours the form and money can be brought directly to the Business Office for deposit. 

When dropping off a deposit, the student should wait for the Business Office representative to check the total and provide a photocopy of the Event Revenue Form.  That copy MUST be turned in to the SGA Advisor’s mailbox in order for any record of the deposit to be reflected into the SGA organization’s account.

 

FACULTY/STAFF ADVISORS FOR STUDENT ORGANIZATIONS
In addition to the SGA Advisor who supports all student organizations, student group leaders may ask a faculty/staff member to serve as their organization advisor.  This person would need to sign the Advisor Form and the student group leader will then turn the form into the SGA Secretary.  The SGA Advisor will then send information regarding policies and procedures.  All events and trips should still be coordinated through the Office of Student Development, but a faculty/staff advisor can assist with the planning and implementation of events and trips.

The Role of the Advisor

The following is a list of what a student organization may expect of their Faculty/Staff Advisor.  It is important that advisors understand these responsibilities before making a commitment to the student organization:

  • To clarify their role as an advisor to the group members as they see it; once understood, there should be fewer problems due to misunderstandings regarding roles and responsibilities
  • To be aware of and able to interpret college policies that govern registered student organizations
  • To understand that the decision making, planning and determination of how budget money is requested and spent is up to the students, not the advisor
  • To believe in the organization and to manifest the enthusiasm necessary to help the organization work toward its potential
  • To understand the organization, to be aware of its purposes and to assist in formulating goals and in planning for the organization
  • To represent them in staff or faculty meetings when necessary and to serve as a liaison with the College
  • To encourage them and support them during periods of trial
  • To help them evaluate group projects, performances and progress as well as their own performances
  • To serve where necessary as an arbitrator or impartial observer
  • To be familiar with the financial procedures of the Student Government Association Budget Committee
  • To serve as a resource and provide ideas as needed
  • To stay up-to-date on what is occurring within the organization
  • To promote involvement and discussion
  • To discourage group domination by one individual; encourage all group members to participate
  • To provide constructive feedback where appropriate
  • To challenge the students to strive for more and support them in their efforts
  • To be a facilitator of creativity and innovation for the organization
  • To incorporate classroom learning into group activities when possible
  • To NOT let personal goals interfere with or influence group decisions, activities, or goals
  • To promote diversity within the organization

 

The Organization’s Responsibility to the Advisor
It is important that student organizations do their part in keeping the advisor informed of what is going on with the organization.  The following is a list of the Student Organization’s responsibilities to their Advisor. 

  • Notify the advisor of meetings and events.
  • Consult them in the planning of projects and events.
  • Consult them before changes to the structure of the group or in the policies of the organization are made and before major projects are undertaken.
  • Understand that although the advisor has no vote that they should have speaking privileges.
  • Remember that the responsibility for the success or failure of the group project rests ultimately with the group, not the advisor.
  • Talk over any problems or concerns with the advisor.
  • Acknowledge that the advisor’s time and energy are donated and express appreciation.
  • Be clear and open about your expectations for your advisor’s role.
  • Periodically, evaluate your advisor and give appropriate feedback.






 

  • No labels