The University of Texas of the Permian Basin
Student Senate Constitution
STATEMENT OF PURPOSE
The purpose of the Student Senate of The University of Texas of the Permian Basin (UTPB)
shall be to represent the student body in any area of concern deemed appropriate for student
opinion. The Student Senate shall serve as the liaison between the student body and the
administration of the University. This includes, but is not limited to, the following:
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Providing an official student organization to receive student questions and issues for
review and recommendations.
Providing an official forum for student concerns regarding University and/ or community
affairs.
Providing a means for responsible student participation in the formulation of policy within
the University.
Advising the administration of student opinion regarding University programs.
Appointment of five students as mandated by the state legislatures to the institutional
Student Service Fee Advisory Committee to make recommendations on proposed
increases in and allocation of student fees.
ARTICLE I: STUDENT SENATE
Section I: Membership
A. Executive Board: President, Vice-President, Secretary, Treasurer and Parliamentarian.
The Executive Board shall be considered a separate but an integrated component of the
Student Senate, and each member shall be elected for his/her specific office.
B. Senators:
1. Academic Senators: One (1) senator per academic school/college and one (1) senator
that correlates with each department chair or their equivalent in place within
theUniversity.
2. Class Senators:
Ten class Senators distributed as two representatives from each undergraduate class
Freshman, Sophomore, Junior, and Senior and Graduate Studies/Special Student.
C. Advisors: At least one (1) non-voting advisor shall be nominated by the Executive Board
with a 2/3 approval of the Student Senate present, quorum being met.
D. Ex-Officio: The Ex-Officio shall be appointed by the Vice President of Student Services.
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Section II: Qualifications
Executive Board: Must be currently enrolled at the University of Texas of the Permian Basin at
the time of the election. Candidates must have completed one semester at UTPB prior to
assuming office. Candidates also must have served at least one semester on the Senate.
Executive Board candidates must have and maintain at least a cumulative 2.5 GPA and be in
good standing with the Dean of Students office.
Senators:
1. Must be currently enrolled at the University of Texas of the Permian Basin and in
good academicstanding at the time of the election and throughout term of office.
Senators also must be in good standing with the Dean of Student office.
2. Academic Senatorial candidates must have a degree plan on file with their
academic school or college.
3. Class Senators are eligible to represent only the class in which they are registered
at the time of the election. Transfer students wishing to be candidates must have
been in good standing at their previous institution.
Section III: Expectations
A. Executive Board
1. Each Executive Board member must complete a minimum of five (5) office hours
per regular school week. Office Hours should be posted and adhered to. A
complaint that an Executive Board member fails to complete his/her hours should
be submitted to the Rules Committee.
2. Each Executive Board member is expected to work the elections table for at least
one hour unless they are running in the election.
3. Each Executive Board member’s compensation for office hours shall be determined
by the Executive Board and Vice President of Student Services at least two weeks
prior to each semester. Office hours will be presented to the Student Senate at the
first regularly scheduled Student Senate meeting of each semester.
4. Each Executive Board member is responsible for attending two (2) University
Events, two (2) Community Events, and two (2) Falcon Events in addition to
respective office hours.
B. President
1. The President is responsible for scheduling and attending all Student Senate
meetings and Executive Board meetings.
2. The President is a non-voting member of Student Senate.
3. The President should be knowledgeable about the issues that are discussed at the
Faculty Student Senate meetings and provide a written report at the next scheduled
Student Senate meeting. It is advisable for the President to attend Faculty Student
Senate if his/her schedule permits.
4. The President is responsible for serving as a liaison between the faculty, staff and
the Student Senate.
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5. The President must operate under the current Student Senate Constitution and
parliamentary procedures according to Robert’s Rules of Order, Newly Revised.
6. The President has the power to veto decisions of the Student Senate, but a veto
may be overruled by two-thirds (2/3) vote of the Student Senate present, quorum
being met.
C. Vice-President
1. The Vice-President is responsible for attending all scheduled Student Senate and
Executive Board meetings.
2. The Vice-President is responsible for planning and calling roll at all scheduled
Student Senate meetings.
3. The Vice-President is responsible for presiding over Student Senate meetings.
4. The Vice-President is responsible for assisting the President by completing any
projects or assignments given to the Vice-President by the President in a timely
manner.
5. The Vice-President will vote only in a matter of a tie.
6. The Vice-President is responsible for serving as President in the absence of the
President.
7. The Vice-President must know the current Student Senate Constitution and
parliamentary procedures according to Robert’s Rules of Order, Newly Revised.
8. In case of the resignation of the President, the Vice-President will act as President
until the next Student Senate election.
D. Secretary
1. The Secretary is responsible for attending all scheduled Student Senate and
Executive Board meetings.
2. The Secretary is responsible for taking minutes at every scheduled Student Senate
and Executive Board meeting.
3. The Secretary is responsible for maintaining and keeping accurate records of all
Student Senate and committee meeting minutes, for his/her termand must maintain
in a copy to the Student Senate office,
4. The Secretary is responsible for providing each Student Senate member, Student
Senate Advisor, Student Senate Ex-Officio, Director of Student Life, Associate Vice
President for Student Engagement, and Vice-President of Student Services with a
copy of the minutes from each meeting as soon as possible and within a maximum
of five(5) business days after every Student Senate meeting.
5. The Secretary is responsible for updating all Student Senator’s Participation Hours
before every regularly scheduled Student Senate meeting.
6. The Secretary is responsible for setting the deadline for Student Senate hours at
the first scheduled Student Senate meeting each semester.
7. The Secretary must know the current Student Senate Constitution and
parliamentary procedures according to Robert’s Rules of Order, Newly Revised.
8. The Secretary is responsible for making sure that the updated Student Senate
Constitution is submitted to the Office of Student Life.
9. In the case of the absence of the Secretary, the Treasurer will be in charge of
minute/record keeping.
E. Treasurer
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1. The Treasurer is responsible for attending all scheduled Student Senate and
Executive Board meetings.
2. The Treasurer is responsible for maintaining the financial records of the Student
Senateand the individual committees. He/she also must report to the StudentSenate
the financial status of Student Senate and make it available to the student body.
3. The Treasurer is responsible for processing all Organization Fund Requests and
must submit an award letter to the Office of Student Life within two (2) days of
funding approval.
4. The Treasurer is responsible for receiving, depositing, and disbursing Student
Senate funds. The only funds to be disbursed are those voted on by the Student
Senate or the Executive Board.
5. In case of the absence of the Treasurer, it is the responsibility of the Secretary to
present the financial report to the Student Senate
F. Parliamentarian
1. The Parliamentarian is responsible for attending all scheduled Student Senate and
Executive Board meetings.
2. The Parliamentarian is responsible for maintaining order during meetings and must
know parliamentary procedures according to Robert’s Rules of Order, Newly
Revised.
3. The Parliamentarian is responsible for initiating member removal procedures.
4. In the case that the Parliamentarian is absent, the President shall assume duties of
Parliamentarian.
G. Senators
1. All Senators are required to attend orientation which shall be held prior to the first
Student Senate meeting. Senator orientation should include, but is not limited to
“Mock Meeting,” a thorough Constitution overview and Robert’s Rules of Order
overview.
2. All Senators are responsible for attending all scheduled Student Senate meetings. If
a Senator must be absent from a meeting, he/she is responsible for notifying a
member of the Executive Board before the meeting begins in order to obtain an
excused absence. It is mandatory to follow up with a written notification of the
absence. A Senator is allowed only three regularly scheduled Student Senate
meeting absences per semester. After the third (3rd) absence, the Secretary will send
a letter notifying the Senator of his/her absences and removal procedures.
3. All senators shall hold two (2) office hours each regular school week to be available
to the university community. Office Hours should be posted and adhered to. A
complaint that a Senator fails to complete his/her hours should be submitted to the
Rules Committee.
4. All Senators are responsible for completing twenty (20) Student Senate hours each
semester at events approved by the Executive Board.
5. All Senators are responsible for participating in at least two (2) University, two (2)
Community, and two (2) Falcon Events each semester. To count as an event,
Senators must be in attendance, working for at least two (2) hours.
6. All Senators must serve on a committee and must attend all scheduled committee
meetings.
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7. All Senators are expected to work the elections table for at least one hour at each
election unless they are running in the election.
8. If a Senator fails to complete his/her seat expectations, removal proceedings for that
Senator may begin at the next regularly scheduled Student Senate meeting.
H. Committee Chairs
1. The Committee Chairsare responsible for attending, scheduling, planning,
announcing, and presiding over committee meetings. A committee must meet at
least once before each regularly scheduled Student Senate meeting to discuss the
tasks and responsibilities assigned to the committee.
2. The Committee Chairs/appointed committee Administrative Assistants are
responsible for taking roll at committee meetings to help determine senator
participation. The agendas/minutes will be forwarded to the Secretary.
3. The Committee Chairsare responsible for keeping all members informed of any
changes in the committee or on activities being planned by the committee.
4. The Committee Chairsare responsible for delegating activities and responsibilities
among the committee members.
5. The Committee Chairs are responsible for giving committee reports before the
Student Senate. If the Committee Chair is unable to attend a Student Senate
meeting, arrangements should be made to have one of the committee members
deliver the report.
6. The Committee Chairs are responsible for submitting all committee report forms to
the Executive Board.
7. If a Committee Chair fails to complete his/her office expectations, his/her bonus will
be denied.
I. Committee Members
1. If a member is unable to attend a meeting, the member should inform the Committee
Chair before the meeting so the absence will be excused and can be made up in a
timely manner.
2. The committee members are required to complete all assignments delegated to them
by the Committee Chair in a timely manner.
3. Committee Members will be appointed no later than the second meeting of the Fall
Semester by the Executive Board, with 2/3 approval of the StudentSenators present,
quorum being met.
J. Advisors: The Student Senate Advisors are permitted three (3) absences per semester.
At the third absence removal proceedings shall begin.
K. Ex-Officio
1. The Ex-Officio is responsible for attending all scheduled Student Senate and
Executive Board meetings.
2. The Ex-Officio is responsible for ensuring actions of the Student Senate do not
conflict with policies set within the University or The University of Texas System,
ARTICLE II: COMMITTEES
A. Standing Committees
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1. Executive Board: The Executive Board Committee shall be responsible for reviewing
and discussing all matters pertaining to Student Senate as listed above in the
expectations of President, Vice President, Secretary, Treasurer, and Parliamentarian
as well as New Senator Orientation and Coordination of Falcon Events.
2. Student Affairs: The Student Affairs Committee shall be responsible for reviewing
and advising on issues related to the general welfare of the student body.
3. University Affairs: The University Affairs Committee shall be responsible for
reviewing and advising on matters of University policies and procedures and
relations between the student body and the university.
4. Public Affairs: The Public Affairs Committee shall be responsible for reviewing and
advising on issues related to the general improvement of community/ University
relations and community activities held within the University.
5. Student Rights Committee: The Students Rights Committee shall be responsible for
ensuring that all student rights are upheld regardless of cultural views, disabilities,
ethnicity, gender, appearance, ideologies, and/ or sexual orientation.
6. Rules Committee: The Rules Committee shall be responsible for drafting
Constitutional amendments and standing rules for the Student Senate and
responding to grievances against the Student Senate or Senators.
The procedures for grievances are as follows:
a. A written formal complaint must be made within five (5) business days of the
offense. If a grievance is filed more than five (5) business days after the offense,
the grievance is subject to dismissal without review.
b. Any grievance made will be posted in the Student Senate office and all Senators
will be made aware of the grievance by the following Student Senate meeting.
c. Senator questions/comments/concerns will be taken into consideration before a
decision is made within the committee.
d. A response must be given to the complainant within ten (10) business days.
e. If a grievance is dismissed, an appeal may be made to the Ex-Officio. The appeal
must be made in both a brief summary as to why the Ex-Officio should
reconsider the grievance and a meeting made with the Ex-officio. The appeal
must be submitted a minimum of five (5) business days after receiving a
response. The Ex-Officio must respond to the complainant within five (5)
business days.
f. A final appeal can be made to the Vice-President of Student Services and shall
be presented in writing within five (5) business days after receiving a response
from the Ex-Officio. The Vice President of Student Services must respond to the
complainant within five (5) business days.
g. The Student Senate shall be informed of all action/decisions.
7. Committee Procedure: Each committee shall be responsible for recommendations
and proposals referred by and to the Student Senate. The Committee Chair or
designated member shall present proposals to the Student Senate during regularly
scheduled or special sessions of the Student Senate.
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8. Standing Committee Chair Selection Procedure: The President shall appoint all
Committee Chairs at the beginning of each semester, subject to confirmation by a
simple majority vote of the Senate.
9. All committees shall remain intact until the first regularly scheduled meeting after fall
elections.
B. Ad Hoc Committees
1. Ad Hoc Committees: Ad Hoc Committees shall be appointed by the President to
investigate and advise on issues. .
2. Ad Hoc Committee Chair Selection Procedure: The President shall appoint and
replace the chairs for all Ad Hoc committees.
ARTICLE III: ELECTIONS AND VACANCIES
Section I: Elections
A. Executive Board: The President, Vice-President, Secretary, Treasurer and
Parliamentarian shall be elected from the student body at least four (4) weeks prior to,
but not earlier than eight (8) weeks prior to the final day of classes of the Spring
semester. The term of office shall begin on the first day of classes the following Summer
semester and continue for one year until the first day of the subsequent Summer
semester.
B. Senators:
1. Academic: Academic Senators shall be elected by the student constituencies of each
candidate’s department at the same time as elections for the Executive Board. The
term of office shall begin on the first day of classes of the following Summer
semester and continue for one year until the first day of classes of the subsequent
Summer semester.
2. Class: Class Senators shall be elected by his/her respective class within two to four
(2-4) weeks after the first day of classes of the Fall semester and serve a term of one
year from the date of the first Student Senate meeting following their election until
the first Student Senate meeting following the subsequent fall election.
C. Orientation: All applicants for Spring and Fall elections are required to attend an
orientation session conducted by the Executive Board and Elections Committee to be
scheduled prior to the respective elections. Orientation will consist of an introduction to
Student Senate responsibilities, functions and campaigning rules.
D. Election Procedures and Results:
1. All applications for Student Senate positions shall be submitted to Student Life Office
personnel who will mark the date received and initial. The name of each qualified
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applicant shall be placed on the ballot in the respective position, for which he/she
wishes to run. The order of placement shall be random. Graduate students may run
for Academic seats.
Winning write-in candidates shall be notified by an Elections committee member to
verify intent and eligibility. If the write-in candidate does not wish to serve or does not
meet eligibility requirements, the candidate receiving next highest number of votes
shall be contacted.
In the case of a tie, a run-off election will be held within one week of the general
elections involving the tied candidates.
The Elections Committee shall post the elections results outside the Student Senate
Office, making them available to the student body.
Ballots shall be kept for one year in the office of the Director of Student Life.
E. Appealing Election Results
1. If a candidate wishes to contest the election results, the candidate should contact the
Elections Committee Chair within five (5) business days.
2. The Elections Committee Chair will contact and coordinate a meeting with the
Student Senate Advisors, Ex-Officio and the appellate.
3. The Elections Committee Chair, the Student Senate Advisors and Ex-Officio will then
decide what action should be taken. This action may include dismissal of the appeal
or re-holding of the elections for the contested Student Senate seat. A response to
the appellant must be made within five (5) business days.
F. Election Committee Role:
1. The Elections Committee shall gather the ballots and tally the votes with at least one
of the Student Senate advisors being present.
2. It is the responsibility of the Elections Committee to post the vote outside of the
Student Senate office, making it available to the student body.
3. It is the responsibility of the Elections Committee to ensure that the voting table is set
up properly and that there is a drop box (es) present at the voting table to keep the
votes confidential.4.It is the responsibility of those running the election table to
ensure that every individual who votes is a currently enrolled UTPB student and that
each student is only allowed to vote once.
5. It is the responsibility of the Elections Committee to ensure that there are at least two
Senators working the election table at all times. The individuals at the voting booth
may not persuade students to vote one way or the other.
6. A sign-up list of times that the Senators will be present at the election table and a list
of Elections Committee members will be posted in case of an appeal of the election.
Section II: Vacancies
A. Officers
1. President: Should the office of President become vacant, the Vice-President shall
assume the Presidency and shall call a Senate meeting for the purpose of electing a
new Vice-President.
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2. Vice-President, Secretary, Treasurer, Parliamentarian: Should the office of the VicePresident, Secretary, Treasurer or Parliamentarian become vacant, the President
shall call for nominations from the Student Senate. A confirmation vote shall be
conducted at the next meeting of the Student Senate.
3. Should the positions of President and Vice-President concurrently become vacant for
any reason, there shall be an open election of the student body for replacements.
B. Senators: If a vacancy occurs in an Academic or Class seat in the Student Senate, the
President of the Student Senate shall nominate a student from that department or class
to fill the vacancy. The nomination must be ratified by the Student Senate with a 2/3 vote
of the Student Senate present.
C. Faculty Advisor: If a vacancy occurs in the office of Faculty Advisor, the Executive Board
shall recommend a faculty member to the Senate for confirmation at the next meeting of
the Student Senate.
D. Committee Chair: If a vacancy occurs in the position of Committee Chair, the President
shall call for nominations for committee chair from the committee, subject to approval by
a simple majority vote of the Student Senate present, quorum being met.
E. If a nomination does not pass by 2/3 vote of the Student Senate present, any Senator
can make an informal suggestion to the Executive Board for a secondary nomination.
Section III: Resignation and Removal
A. Resignation
1. Any Senator may resign by signing the Student Senate Letter of Resignation or
submitting a personal letter of resignation. The resignation notice will be posted in
the Student Senate office, giving the Student Senate President the power to remove
the Senator’s name from the Student Senate rolls.
2. The respective academic dean and chair of the department will be notified of a
senator resignation.
3. The President will notify the full Student Senate of any resignation and will initiate
proceedings to fill the vacant Student Senate seat.
B. Removal
1. Any Senator or Executive Board member, may be removed from office with a 2/3
majority vote of Student Senators present, quorum being present. Removal shall be
recommended at one regularly scheduled meeting and voted on at the next regularly
scheduled meeting.
2. Any Senator or Executive Board member may be removed from office after his/her
fourth (4th) absence.
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3. A removal proceeding must be scheduled, posted and held to allow the Senator or
Executive Board member to defend himself/herself and give arguments as to why
he/she should not be removed from his/her elected position.
4. Non-attendance at scheduled proceedings shall be deemed as a forfeiture of
opportunity for defense, and the Senator or Executive Board member shall be
removed.
ARTICLE IV: MEETINGS
Section I: Executive Board
Executive Board Meetings: Shall be called by the President at least once prior to each
regularly scheduled Student Senate meeting for planning the agenda or other pertinent
business of the Senate.
Section II: Student Senate
Student Senate Meetings: Shall be held not less than twice monthly in each full month of the
Fall and Spring semesters with a final meeting to be held two weeks prior to the conclusion
of each semester. Each Student Senate meeting must be advertised to Student Senate
members and the student body prior to the meeting.
Section III: Special Session
Special Session Meetings may be called by the Presidentor Vice-President if the Presidency
is vacant, or two-thirds of the Senators in office at the time of the Special Session. All
Senators, Executive Board members and the student body must be notified and a quorum of
the current Student Senate must be present for the Special Session.
Section IV: Order of Succession
For purposes of presiding over Student Senate meetings, order of succession shall be as
follows: Vice-President, Parliamentarian, Treasurer, and then Secretary. If all of the listed
positions are unavailable to preside, parliamentary procedure will dictate the presiding chair
(nominations will be accepted and voted on and confirmed by two-thirds (2/3) of the
Senators present)
Section V: Quorum and Parliamentary Procedure
A. Quorum: A quorum shall consist of a simple majority of the Student Senators. The
President, Vice President, Secretary, and Treasurer are considered voting members of
the Senate and may be counted for the purposes of attaining a quorum. A quorum is
required to pass any proposals or recommendations of the Student Senate in regularly
scheduled and special session meetings.
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B. Parliamentary Procedure: All meetings and business of the Senate and Executive Board
shall be conducted according to Robert’s Rules of Order, except where said rules
conflict with the Constitution or Standing Rules of the Student Senate.
Section VI: Proposals and Referendum
A. Proposals
1. Informal: A member of the student body may present any issue of concern to a
Student Senator or to the Student Senate as a whole. Informal proposals shall be
referred to the appropriate committee. The aforementioned committee shall compile
a summary of the student’s issue and present it to the Student Senate during the
next regularly scheduled Student Senate meeting. Informal proposals require a
majority vote of the Student Senate to pass.
2. Formal: Recommendations to the Student Senate may be presented by any member
of the Student Senate or Executive Board and may be referred to the appropriate
committee or voted on at that time. Presentation of committee proposals shall be
made by the committee chair, designated committee member, or designated
Executive Board member. Formal proposals require a majority vote to pass.
B. Referendum: Any referendum issue presented to the Student Senate that is
accompanied by a petition bearing the signatures and identification numbers of ten
percent (10%) of the student body must be placed on the ballot of the next Student
Senate election subject to a two-thirds vote of the total number of votes cast. If the issue
passes said election, the item shall be placed on the agenda of the next meeting of the
Student Senate for implementation.
ARTICLE V: BUDGET & STIPENDS
Section I: Budget
1. Budget Establishment: The Executive Board will set the budget with the
collaboration and approval of the advisors and the Vice President of Student
Services. The budget must be approved by two-thirds (2/3) of the Student Senate
present, quorum being met.
2. Budget Adjustments: If there are remaining funds after the final Student Senate
meeting of the Spring semester, the remaining funds may be spent as deemed
necessary by Executive Board or a simple majority of the Student Senate.
Section II: Stipends
Stipends for Executive Board and Student Senators shall be presented to and approved by
the Vice President for Student Services, or his or her designee, prior to the beginning of
each Fall semester.
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ARTICLE VI: CONSTITUTIONAL RATIFICATION AND AMENDMENT
Section I: Student-Senate Initiated Amendment
A. Procedure: A member of the Student Senate may propose amendments to the Student
Senate Constitution. The proposed amendment shall be read at two consecutive
regularly scheduled meetings of the Student Senate, after which the amendment
requires a 2/3 vote to pass.
B. Ratification: The Rules Committee shall conduct the vote of the student body to amend
the constitution. Amendments require a two-thirds vote of the student body voting in
favor of said amendments.
Section II: Student-Body Initiated Amendment
A. Procedure: A member of the student body may submit a proposed amendment to the
Student Senate Constitution if accompanied by a petition bearing the signatures of ten
percent (10%) of the student body.
B. Ratification: The Rules Committee shall conduct the vote of the student body to amend
the constitution. Amendments require a two-thirds vote of the student body voting in
favor of said amendments.
Section III: Formal Approval, Amendment, and Repeal
A. Approval: Amendments will become effective with the approval of the Vice-President of
Student Services (VPSS) and the Vice Chancellor for Academic Affairs of the UT
System.
B. Amendment or Repeal
1. Vice-President of Student Services: The VPSS may amend or repeal any
amendment to the constitution when in conflict with policies of the University or The
University of Texas System. Notification will be made to the Senate regarding any
action taken to amend or repeal.
2. U.T. System Board of Regents: The U.T. System Board of Regents, or their
designee, may amend or repeal any amendment to the constitution when in conflict
with the policies or interests of the University or Regent’s Rules and Regulations.
Notification will be made to the university and the Student Senate regarding any
action taken to amend or repeal.
C. Permanent Copy: Amendments receiving the required approval shall be attached to this
constitution and preserved in the records of the Student Senate.
D. Deletion and Substitution: Amendment by deletion and substitution is permitted with 2/3
majority of the Student Senate present and approval of the Vice President for Student
Services.
E. Procedural Conformity: All provision of this Article shall be conducted in accordance with
all other provisions set forth in this Constitution. No provision of this constitution shall be
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interpreted to conflict with or contradict the Rules and Regulations of the Board of
Regents of The University of Texas System.
Version Approved by
The UTPB Student Body 2/2102
UTPB VPSS_______________________________
UT SYSTEM_______________________________
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