Student
Leader
Handbook
Revised Fall 2014
1
Table of Contents
SGA Mission Statement .......................................................................................................... 3
Expectations of SGA Leaders .................................................................................................. 3
Diversity Statement ................................................................................................................. 3
Important University Student Rules ........................................................................................ 3
Koldus Building Hours/Room Reservations ........................................................................... 4
Committee Member Selection Process .................................................................................... 6
Organizational Transitioning ................................................................................................... 7
Recognition Cycle ................................................................................................................... 7
Office Equipment Checkout .................................................................................................... 8
Travel Form/Procedures .......................................................................................................... 8
Pre-Event Planning Form ........................................................................................................ 9
Concessions Permits ................................................................................................................ 9
Food at Events ......................................................................................................................... 9
Pepsi Donations ..................................................................................................................... 10
Camps and Enrichment Programs ......................................................................................... 10
Contracts ................................................................................................................................ 11
Telephones ............................................................................................................................. 11
Fax Machine .......................................................................................................................... 12
Copies/Printer Information .................................................................................................... 12
SOFC Information ................................................................................................................. 15
Payment Card Checkout ........................................................................................................ 17
SGA Allocation Process ........................................................................................................ 17
Information Technology Assistance ...................................................................................... 18
SGA Staff Directory .............................................................................................................. 19
SGA Meeting Times .............................................................................................................. 21
2
Mission of the Student Government Association
To serve Texas A&M University by representing student opinion, addressing campus needs through
targeted programming and the maintenance of tradition, and providing opportunities for leadership
development in order to enrich the quality of student life.
Expectations of SGA Leaders











Lead his/her respective committee within the mission/vision of the organization
Lead the recognition process for the organization
Be aware of and follow student rules regarding student organizations including but not limited to:
grade requirements, risk management, conduct, etc.
Maintain committee operations procedures manual and enforce policies and procedures within the
manual
Attend Chair Team Roundtables, which serve as an opportunity for all committee chairs to discuss
challenges, successes and ideas
Report to the SGA Student Advocate for Human Resources
Select officers and committee members following the procedures set forth by the organization
Keep the organization’s cubicle in neat and tidy order
Check email that is provided from SGA staff and leadership
Check committee mail slot, located in SGA Computer Lab
Regularly check organization’s SOFC box
Diversity Statement
The Department of Student Activities is dedicated to creating an environment that fully supports the well‐
being, free expression, and development of all. We respect the dignity and individuality of each member
of our community and strive to create a place where individuals and student organizations can learn with
and from each other.
Important University Student Rules
41.1.2 File an annual request for official recognition with the Department of Student Activities. An
organization’s annual recognition cycle should begin in the month that the organization elects or selects
leadership, as defined by the organization’s constitution. Each organization should provide: signatures of
the university advisor and the student officers authorized to withdraw money; the names and contact
information of all advisors and officers of the group; and a current constitution and by-laws that comply
with the provisions outlined in the Student Organization Manual. Any changes to the organization’s
constitution and by-laws shall be submitted to the Department of Student Activities in a timely manner.
41.1.3 Deposit and withdraw all funds of the organization in the Student Organization Finance Center
and/or with the University Fiscal Department. All funds must be deposited no later than the next business
day after collection. The organization’s advisor must approve and sign each expenditure before payment.
41.2 Students selected, elected or appointed as officers (an officer is an individual in a leadership position
as defined in the organization’s constitution) in officially recognized student organizations shall:
3
41.2.1 Have a minimum cumulative and semester grade point ratio (GPR) as stated below and
meet that minimum cumulative and semester GPR in the semester immediately prior to the
election/appointment, the semester of election/appointment and semesters during the term of
office.
41.2.1.1 For undergraduate students, the minimum cumulative and semester GPR is 2.00. In order
for this provision to be met, at least six hours (half-time credits) must have been taken for the
semester under consideration. In one limited circumstance, summer semester hours may be applied
to this provision. In order for summer coursework to qualify toward a grade point ratio prior to
election/appointment, at least six credit hours must have been taken during the course of either the
full or two summer session(s).
41.2.1.2 For graduate level students the minimum cumulative and semester GPR is a 3.00. In order
for this provision to be met, at least four hours (half-time credits) must have been taken for the
semester under consideration. In one limited circumstance, summer semester hours may be
applied to this provision. In order for summer coursework to qualify toward a grade point ratio
prior to election/appointment, at least four credit hours must have been taken during the course of
either the full or two summer session(s) unless fewer credits are required as they complete the final
stages of their degree.
41.2.2 Be in good standing (see 27.1.4) with the university and enrolled:
41.2.2.1 at least half time (six or more credit hours), if an undergraduate student (unless fewer
credits are required to graduate in the spring and fall semesters) during the term of office. Students
enrolled in the Blinn TEAM program are also eligible to hold an office, as long as the student is
meeting all applicable Blinn TEAM requirements and is in good standing with the program.
41.2.2.2 at least half time (four or more credits), if a graduate level student (unless fewer credits
are required in the final stages of their degree as defined by the Continuous Registration
Requirement) during their term of office.
42.2 If a recognized student organization is entering into a contract on behalf of their organization, the
contract must be approved by the following:
42.2.1 If the contract is for an all-university audience, then the contract needs to be approved in
compliance with the Texas A&M University President's Delegation of Authority for Contract
Administration;
42.2.2 If the contract involves films or events subject to copyright laws, then the Director of
Student Activities, in conjunction with the Director of the Memorial Student Center, shall monitor
those contracts;
42.2.3 In all other cases, the organization is expected to provide their university advisor an
opportunity to review the contract prior to execution.
Koldus Building Hours
4
The following proposal was developed to be cognizant of the safety and security of our students and staff
and create consistent hours with the University Center Complex.
Standard Office Hours for Koldus 125 & 127
- The Office will be open for the following hours during the fall and spring semesters :
Monday, 8:00 am – 10:00 pm
Tuesday, 8:00 am – 10:00 pm
Wednesday, 8:00 am – 11:00 pm
Thursday, 8:00 am – 10:00 pm
Friday, 8:00 am – 6:00 pm
Saturday, Closed
Sunday, 6:00 pm- 10:00 pm
- Room reservation times have changed. Meetings will end at 9:45 pm on Monday, Tuesday,
Thursday and Sunday. Meetings will end at 10:45 pm on Wednesday and 5:45 pm on Friday.
- 2 student assistants will staff the front desk until closing time and 15 minutes before closing they
will do rounds, sweep the office, close the meetings and ask all students to leave the building.
- The role of the student assistant is to close the building, if they have challenges with groups or
individuals, they will follow their standard procedures.
- When the office closes all students must leave the central office space, including the student
organization offices and the Koldus 126 and 127 SGA areas unless they have afterhours access.
After Hours Access
o All student card access ends when the office closes.
o Meeting rooms have the same hours as stated above.
o The role of the student assistant is to close the building, if they have challenges with
groups or individuals, they will follow their standard procedures.
o SBP and other key student leaders will not have access past 11:00 pm on Wednesday and
6:00 pm on Friday. All other days, the SBP will have access until 10:00 pm.
o Weekend access: if granted access by their advisor, chief student leaders (the leaders that
have access now) will have the following card access to their official work space:
 Saturday: 8:00 am – 8:00 pm
 Sunday: 8:00 am – 10:00 pm
*Access will only be allowed for a certain period of time and is granted with
consent of the advisor
o Student Leader has access to office/ work space. This access is not intended to be used
for meetings in public use areas of the office.
o If access is required by key student leaders in SGA, Camp programs and Graduate Student
Council. An advisor should request access to Tim Sweeney, the Associate Director of
Student Activities at tsweeney@stuact.tamu.edu.
Room Reservation Procedures
The SGA Conference Room is available for all members of SGA to reserve for meetings. Contact Debbie
Lockledge, Administrative Coordinator, at dlockledge@stuact.tamu.edu to check for availability. All
reservations are taken on a first come – first serve basis.
All other reservations should be directed through the Central Office Administrative Coordinator Linda
Lewis at llewis@stuact.tamu.edu.
5
Reading Days, Finals Week, Between Semesters and Summer Session-During these special time periods when the office is open 8:00 – 5:00 pm, and closed on weekends, the
card access will revert to these times for student leaders with this access.
Special Requests for Office Access
- For any activity or event (for activities and events that are outside of the scope of the normal
business of the organization) that is outside of the above mentioned access hours, special request
office access can be requested to the SGA Administrative Coordinator, Debbie Lockledge at
dlockledge@stuact.tamu.edu.
- Special request office access can be requested for office space, including the use of meeting rooms
and student organization offices.
- Requests will be reviewed on a case by case basis.
- We reserve the right to deny any request and some requests may be approved with stipulations
such as the required accompaniment of an advisor or the support of a student assistant, funded by
the student organization.
Committee Member Selection Policies
Each committee within Student Government has the right to create their own unique applications for their
committee and determine the process for member selection so long as it abides by the following guidelines:
1. No pictures may be requested of applicants, whether listed as a requirement or optional for
applicants
2. A standard process must be applied and carried out for each applicant when considering their
qualifications for membership within the committee
3. Applications must contain the SGA eligibility policy sheet to be signed and turned in by all
applicants in order for them to be considered for membership
4. Applications must include a supplemental insert informing applicants of all forecasted dues that
they will be required to pay
5. No qualified applicant may be denied membership to a committee based solely on their race,
gender, color, religion, national origin, age and sexual orientation
Online Applications
SGA Committees should consider the use of online applications, which would be completed
and submitted by applicants over the internet. Online applications will reduce the amount of paper used
in SGA, which saves your committee money, and creates a more organized process. All of the application
files would be accessible on a secure, online database, which you could download to an excel document.
If you are interested, please contact Buster Neece at bneece@stuact.tamu.edu. Prior to meeting with
Buster, please identify what questions you will be asking and what fields should be on the online
application.
Interviews
Following the application process, committees may choose to have interviews. We highly recommend
that those applicants, whom you wish to interview, go through the eligibility check procedure before being
offered an interview. Additionally, please allow at least 1 business day for the eligibility check.
6
Eligibility checks
All SGA members are required to meet eligibility requirements. This means all members and officers
must meet the minimum grade requirement of 2.0 for undergraduates and 3.0 for graduate students, and
must maintain that GPR throughout their time in SGA. When taking applications for membership, you
will need to supply SGA with a spreadsheet listing the names and UINs on all applicants that you are
considering. This must be done PRIOR to offering any position. Additionally, we will check eligibility of
all members at the end of each semester to confirm they meet SGA membership guidelines. If a member
does not meet the eligibility requirements, they will be notified by staff. The committee chair will be
responsible for upholding the decision.
Rosters
All committees/commissions will need to provide their most current roster at the beginning of each
semester to Debbie Lockledge, Administrative Coordinator, at dlockledge@stuact.tamu.edu.
Organizational Transitioning
It is entirely up to the SGA committee to define its own transition process. Some committees will go on
weekend retreats, while some committees just need a half-day to transition. Regardless of the method, it
should be documented in the committee’s Operations Manual.
A transitioning guide for executives can be found on the SGA webpage. While it does not likely
encompass everything involved in an executive member’s transition, it serves as starting point for
discussion.
Recognition Cycle
Each year, every student organization must complete a recognition process. The recognition components
are the following:
Leadership Positions
An advisor, chief student leader, and treasurer are required at a minimum to have a student organization.
Each person will need to log into the system at stuact.tamu.edu, go to the organization profile, click on
the roster tab, and “claim” a position; however, other officer positions may (and should) log in so that they
may access the information that is available on the site.
Officer eligibility including grades and university conduct standards
All undergraduates are required to have a minimum of 6 hours and a 2.0 cumulative and semester GPR
for the semester prior to taking office and every semester in office. Graduate students are required to have
a minimum of 4 hours and a 3.0 cumulative and semester GPR for the semester prior to taking office and
every semester in office.
StuAct Online Profile Update
This will collect important information about the organization and will be used as part of the organization’s
public profile and for OrgMatch. To update your organization profile, visit stuact.tamu.edu, and select
the organization you are updating. Click the profile tab, then the “OrgMatch Profile” tab. Select Edit
OrgMatch Profile to update the information.
7
Advisor Training
Advisor Development Online Training can be found within your StuAct Online profile. As a reminder
both primary and secondary advisors must complete the following training.
Officer Training
1. Officer Orientation Seminar (needs to be taken by the chief student leader and one other
officer): Information emphasized within the OOS provided below.
2. Treasurer Online Training: Available in an online format or in person
SOFC Signature Card
The SOFC Signature Card requires the advisor, Chief Student Leader, and Treasurer signatures at a
minimum and is required to conduct financial transactions through the SOFC.
Constitution
All SGA organizations fall under the SGA Constitution, thus each organization must simply upload the
organization’s mission statement. You will be notified for any revisions that are necessary.
Office Equipment Checkout
SGA has projectors, laptops, hand held radios, coolers, a first aid kit, and tablecloths that may be checked
out for your committee/commission use. Please see Debbie Lockledge, Administrative Coordinator, at
dlockledge@stuact.tamu.edu to reserve this equipment.
Travel Forms/Procedures
The Student Travel Rule applies when your organization is traveling to an event or activity located 25
miles or more away from the university and that activity is sponsored by the university, funded by the
university, undertaken using a university vehicle, or undertaken under the scope of the organization. For
all in-state and out-of-state travel, the following procedures apply:
1. Your organization must submit a travel notification online to the Critical Incident Response Team
(CIRT) within at least 48 hours of your event. This form will request information about the
logistics of your travel plans and the names, student ID’s, and emergency contact information of
all traveling participants. In the case of an emergency during your trip, staff members from CIRT
will serve as your on-campus liaisons for crisis management.
2. Each traveling member must complete the SGA Membership Waiver via the SGA Membership
Registration at http://sga.tamu.edu/member_registration.
Pre-Event Planning Form/Procedures
For any event outside the scope of regularly scheduled meetings, a pre-event form must be completed.
This form should be electronically submitted at least ten (10) business days in advance of your event to
ensure a complete review. In some cases, your organization may be required to submit the Pre-Event
Planning Form (including but not limited to events involving travel, events involving alcohol, events
8
requiring insurance, and cases in which your organization is seeking resources from our department). To
submit an Event Planning Form to the Department of Student Activities, please sign in to StuAct Online
and locate the form link under "Resources" on your organization's homepage. You can also directly access
the Event Planning Form at http://studentactivities.tamu.edu/online/forms/preeventplanning/index. All
Pre-Event Planning Forms for SGA organizations are reviewed by Sarah Edwards. For any questions or
concerns contact Sarah at sedwards@stuact.tamu.edu.
Concessions Permits
"Concessions" are defined as any public sales or transactions on the Texas A&M University campus,
including the exchange of goods or services for financial consideration and the acceptance of
donations. The Texas A&M campus is defined as all university-owned property in Brazos County, TX,
including the main campus, Hensel Park, the University Apartments, Research Park, and the Riverside
campus.
To be eligible to conduct concessions, you must either be a recognized student organization or a TAMU
department. Recognized student organizations seeking concessions permits must have an up-to-date
signature card on file with the SOFC and must not have exceeded five (5) days of concessions per calendar
month (thirty days).
For further details, exemptions, and Concession forms visit the Student Activities webpage.
Food at Events
Any event involving the sale of food requires a concessions permit from the Department of Student
Activities, as explained in the “Publicity and Communication” section of this manual. If no transaction
is taking place and you are just distributing the food, no concessions permit is necessary.
If your event is only serving food (whether catered or personally prepared) internally, to members of
your organization, no forms or permits are required. However, if the event is serving food to anyone
outside your membership, you will have to abide by the following rules.
A Food Distribution Form must be submitted to the TAMU Office of Environmental Health & Safety
anytime a potentially hazardous food (PHF) is served on campus. Potentially hazardous foods can cause
a foodborne illness if handled or prepared improperly. Examples include:



Meat products
Dairy products
Fruits and vegetables
If you are hiring a caterer to bring and/or serve PHF on campus or you are picking up PHF from a food
establishment which you then serve at your campus event, you must ensure that the vendor has all
necessary health permits and follow proper food handling procedures to distribute the items. You must
also complete the Food Distribution Using Caterers Form,
http://ehsd.tamu.edu/documents/FoodSafety/FoodDistributionForm_Caterers.pdf, and submit it to
Environmental Health & Safety no later than 7 working days prior to your event.
9
If you are preparing and/or serving PHF yourself, you must complete this
form, http://ehsd.tamu.edu/documents/FoodSafety/FoodDistributionForm.pdf, and submit it to
Environmental Health & Safety no later than 7 working days prior to your event. Please note that it may
also be necessary to obtain a Temporary Food Service Permit from the Brazos County Health
Department. Environmental Health & Safety will help you determine if a Temporary Health Permit is
required. More information regarding Temporary Food Service Permits can be found here:
http://www.brazoshealth.org/EHS/tempevent.php.
The information provided here,
http://ehsd.tamu.edu/documents/FoodSafety/TempFoodGuidelinesAndRequest2.doc, covers food
preparation and handling guidelines and requirements.
Pepsi Donations
The Student Organization Advisory Board, in conjunction with the Department of Student Activities, has
established a limited allocation of Pepsi products for assisting student oriented activities. Due to the
limited availability of these products an application/evaluation process has been established involving a
sub-committee of the Student Organization Advisory Board. These requests will be reviewed on a
biweekly basis, so applications should be submitted 21 days in advance of the event to receive full
consideration. The following requirements also apply:
Your organization is in good standing with the university and not 30 days past due on any
financial obligations to the university.
Your organization is a recognized student organization.
Application Process:
 Complete a Campus Pepsi Product Request form, which can be found at stuact.tamu.edu under
forms and resources, and submit it to the Department of Student Activities. (Koldus 125, M.S.
#1236)
 Applications are reviewed every two weeks by a committee of staff and students.
 You may be asked to schedule a meeting with the SOAB Committee to discuss your request.
 If you receive an allocation, the arrangements for delivery and/or set-up will be made with the
local Pepsi product provider.
Restrictions:



Pepsi products must be used for the purpose for which they were allocated as indicated.
Pepsi products shall not be used for resale.
Pepsi products may only be distributed to students of Texas A&M
Camps and Enrichment Programs
A camp or enrichment program is defined as a university-sponsored activity that has a participant group
made up, in whole or part, of individuals under the age of eighteen. The Camp and Enrichment Program
review and approval process is guided by Texas A&M University Rule 11.99.99.M1: Camps and
Enrichment Programs and Standard Administrative Procedure 11.99.99.M1.01: Camp and Enrichment
Program Procedures. Please review these two documents for more in-depth definitions of camps and
enrichment programs, and for an explanation of the approval process and required documentation.
10
The camps application process is now available through StuAct Online. We Request that you submit your
application at least 8 weeks prior to the starting date of your event, to ensure timely completion of the
extensive review and approval process and acquisition of insurance for your program. It will be the
responsibility of the parent to submit the form at that point.
Contracts
Contracts are a binding agreement between two parties in which each gives something in return for
something else. Contracts will usually include a description of the services or product, background
information, contract duration, definition of terms, party obligations, operative provisions, and
enforcement provisions. Student organizations are required to have their advisors review all contracts
before signing with any vendors. If the contract is for a service open to the campus community, such as
a speaker or performance, the student organization is also required to submit the contract to the
Department of Student Activities for a contract review. This process involves multiple offices, and as
such, we need your contracts at least 4-6 weeks in advance of the event.
As a recognized student organization, your organization is entitled to all of the rights and privileges
associated with your recognition. While you can use the university name, symbols, and funds, you cannot
formally represent the university to third parties, as your group is not an employee or designated
representative to enter into binding agreements on behalf of the university. Therefore, it is recommended
that you include a clause in the contract clarifying that you are entering the contract solely on behalf of
the student organization. Other key issues with contracts include the final execution of contracts,
agreement between parties about the terms of service, validity of the signed contract, and fairness of the
contract.
More
information
about
these
topics
can
be
located
at
http://studentactivities.tamu.edu/risk/contracts.
Memorandums of Understanding
For agreements with entities within the Texas A&M University and any university student organization,
a memorandum of understanding (MOU) should be used. For more information on MOUs contact Sarah
Edwards at sedwards@stuact.tamu.edu.
Telephones
Telephones in the SGA office are rented through the Telecommunications Department on campus. Any
questions and/or problems in the use of these phones should be directed to the Senior Administrative
Coordinator, Debbie Lockledge at dlockledge@stuact.tamu.edu. In her absence, you may contact the
Business Coordinator, Judy Been at jbeen@stuact.tamu.edu.
Long-Distance Calls
Long distance telephone access is limited to staff and some individual committees (i.e., Muster, Parents’
Weekend, Traditions Council, Big Event, COSGA, etc.) who pay extra for the service. The long distance
calls made on these phones should be logged in at the time of the call in a notebook so that the phone
numbers can be reconciled with the Telecommunications Billing Statement each month. Any charges
assigned to a number which cannot be identified through the log-in system will be the responsibility of
the committee whose phone was used. It will then be the responsibility of the committee to collect the
charges on their phone if additional charges should occur.
11
To call long distance, secure line 2 or 4 by dialing “9”, and then dial the area code and the number –
with no “1” before the area code.
Fax Machine
SGA has a fax machine available for all SGA committees/commissions for business use. It is located in
126D – Debbie Lockledge’s office.
Copies
Each SGA group will receive a copy code from the Business Coordinator. Any large volumes of copies
should be completed at a print shop, not the SGA copier.
Student Organization Xerox Printer Setup
1. Click on the Start menu
2. Depending on your menu configuration, click Printers and Faxes
3. Right click on SA-SGA Xerox 7346 printer and select Set as Default Printer
12
4. Right click on SA-SGA Xerox 7346 printer and select Printing Preference
13
5. Select Color Options tab, click Black and White, and then click OK.
Printer Information: Removing Banner Sheet
The SGA printer automatically prints a banner sheet with each document. To conserve paper and
money, instructions for disabling the banner sheet are below.
1. Click "Start" (located on the far left of your lower taskbar)
2. Go to "Settings" and click on "printers and faxes"
3. Right click the "SGA Xerox 7346 on PRINTSRV1" and select (left click) "Printing
Preferences" from the pop-up
4. Select (left click) the "Advanced" tab (tabs are located across the top of the pop-up)
5. Expand the Paper/Output (click on the symbol that looks like box with the plus inside)
6. Click on "Banner Sheet" and select "Disabled" from the drop-down box
7. Select "OK" at the bottom of the pop-up
8. Close the Printers and Faxes dialog box
14
Student Organization Finance Center Information
SOFC hours are Monday - Friday, 8:00 am to 4:30 pm. The SOFC will open at 10:30 AM on the
2nd and 4th Thursday of the month.
Important Information to Know
 The SOFC processes documents in the order that they are received. There is no guarantee
that your check will be ready the next day.
 You must have your organization’s account number to pick up checks, turn in forms, and
get answers about any accounts.
 A photo ID and account number are needed to pick up a check from the SOFC office.
 All forms require two signatures: one from an advisor and one from a student leader who
are on the organizations Signature Card.
 Use the Credit Card Payment Request Form for any online purchases.
 For anything being paid out of the organization’s SOFC account, you are not tax exempt,
not a non-profit, and do not have a federal ID #. (Except for CARPOOL)
 Tax deductible donations are to be made out and sent to the Texas A&M Foundation for
an acceptable income tax receipt.
 No Raffles, it is the law!
 Do NOT pay cash for rentals or services!
All Student Organizations are required to:
 Deposit ALL organizational money into the SOFC account within 24 hours; no slush funds
allowed!
 The University requires that all funds be deposited within 24 hours of receipt. If an
organization receives money after SOFC business hours or on the weekends, a night
deposit box is available.
 Maintain account ledgers
 Reconcile ledgers monthly
SOFC Forms
All SOFC forms, except deposit slips, can be found on the website or in the SOFC lobby. Deposit
slips are located on the tables inside the SOFC workrooms.
Texas A&M Foundation Funds
All donations received through the Texas A&M Foundation will be deposited into your
organization’s 99999 sub-account. The special sub-account was created to ensure that the funds
are used specifically for the organization’s benefit.
Special restrictions for these funds:
 Organizations cannot transfer funds
 The money cannot be donated
 The money cannot be used to purchase alcohol
15
Marketplace
Marketplace allows every student organization to be able to receive credit card payments. This
system is available by setting up an online store front within the SOFC merchant account. Contact
Leslie Darling, ldarling@stuact.tamu.edu or 845-1114 for more information.
Account Ledgers
Ledgers allow for up to date account balances. You have a choice to keep up with your personal
money, however you DO NOT have a choice with your organization’s money. You are responsible
for these funds. The SOFC website provides student organizations with a computer friendly
spreadsheet.
-Save this spreadsheet to your desktop
-Post ALL transactions
Reconciling Accounts
The treasurer is responsible for monthly reconciliations. The organization’s ledger should be kept
up to date. At the beginning of each month, the SOFC sends out “easy to read statements” for the
previous month. These statements are also available on Student Activities online. The statements
should be compared to the ledgers kept by the treasurer.
Notifications of any changes made to your accounts will be placed in the organization’s mail slot
which should be checked regularly.
SOFC Dropboxes
West Campus - Olsen Blvd (in front of parking area 74, next to the freestanding ATM machine).
John J Koldus Student Services Building- Located on the 1st floor, next to the information Desk.
Drop-box keys:


In order to have access to a drop-box on West Campus, a key must be issued by the SOFC.
The John J Koldus Student Services Building also contains a drop box on the first floor but
it requires a separate key. This key is issued by SOFC.
 The SOFC night deposit box is located next to Room 235 in the John J Koldus Student
Services Building. A key is not needed.
Any money received should be deposited the following business day. If a completed deposit slip
is enclosed, indicate on the outside of deposit envelope the organization's name, account #, and
"work deposit" on the envelope. The SOFC will open and deposit the money into the account. The
deposit receipt will be placed in the organization's SOFC mail slot. If the envelope is unmarked,
the envelope will remain unopened and placed in the SOFC vault until the organization
comes to the SOFC to process.
Lockboxes and Bags
The SOFC has a limited supply of lock boxes and bags that may be borrowed by a student
organization. The box/bag may be kept for one week. After one week, the box/bag should either
be returned to the SOFC or rechecked out for another week. The organization is responsible for
paying for any damage to the box/bag and for replacing any lost keys, boxes or bags
16
Payment Card Checkout
Organizations with fiscal accounts may check out a payment card to make purchases. To check
out a payment card all purchases must be pre-approved. Email the SGA Business Coordinator,
Judy Been at jbeen@stuact.tamu.edu, to request a time to check out the card.
SGA Allocation Process
The budget allocation process will largely involve the Vice-Chair or Finance executive for each
committee. It will be his/her responsibility to meet with the Business Coordinator II, Judy Been,
and the Executive Staff Finance Officer.
Spring Semester
1) Preliminary Request
The SGA Committee’s chair and/or finance chair will provide a numerical request along with a
written justification of the following year’s expenses. The Executive Staff Finance Officer will
help assess the past and current financial conditions of the committees, as well as any future fiscal
changes that might need to be reevaluated. Necessary discussions regarding the preliminary
allocation will be made by the Executive Staff Finance Officer with the current Student Body
President.
2) Preliminary Allocation
The Student Body President and Executive Staff Finance Officer will submit all preliminary
allocations that will go through further deliberation in the fall semester of the following academic
year. It is now in the hands of the new Student Body President, Executive Staff Finance Officer,
and committee finance chairs.
Fall Semester
1) Final Request
The SGA Committee chair / finance chair have the opportunity to submit any changes or increases
of their original request during this process to the Executive Staff Finance Officer. All budget
requests and information must be turned in no later than the first Friday of classes. Further
discussions are held with the Student Body President in preparation for the Final Allocation.
2) Presentation to SGA Appropriations Committee
Once final budget requests have been submitted, each SGA Committee chair / finance chair will
present their budget to the SGA Appropriations Committee, composed of the Senate
Appropriations Chair and eight Senators.
17
3) Final Allocation
The Executive Staff Finance Officer submits final allocations to the SGA committees and the
Student Senate.
4) Student Senate Approval
The Executive Staff Finance Officer and the Senate Appropriations Chair offer a presentation at
the 1st or 2nd Senate meeting to allow for any appeals to the budget. Appeals should be made by
the following Wednesday after presentation, and a response from the Executive Staff Finance
Officer is due two days later on a Friday. At the next Senate meeting, the budget will be voted
on. A majority vote is required for final approval.
5) Student Body President Approval
The Student Body President then signs his/her approval for the current year’s budget and the
allocation process becomes official.
Information Technology Assistance
For immediate IT support or for glitches contact the DoIT Helpdesk at 862-7990 or via email:
help@doit.tamu.edu. For larger projects and issues, visit the DoIT website at http://doit.tamu.edu/
and click “submit a project request”.
For assistance resetting a password on a computer contact Debbie Lockledge at
dlockledge@stuact.tamu.edu.
For any other assistance or questions, contact Buster Neece at bneece@stuact.tamu.edu.
Staff Directory/Job Descriptions/Resources
18
Amy Loyd
Assistant Director for Student Activities and Primary SGA
Advisor
aloyd@stuact.tamu.edu








Advisor of Student Body President
Advisor of Executive Council
Advisor of Diversity Commission
Advisor of Election Commission
Advisor of Development Commission
Advisor of Legislative Relations Commission
Advisor of Fish Aides
Provider of coverage in the absence of other SGA
staff
Debbie Lockledge
Administrative Coordinator for SGA
dlockledge@stuact.tamu.edu










Manager for the SGA Office
Administrative supporter and calendar/schedule
manager for the Student Body President
Administrative supporter to the Assistant Director
of SGA
Coordinator of equipment check out
Manager of room reservations
Provider of support for computer/copier/telephone
issues
Coordinator of eligibility process for all SGA
members and prospective members
Coordinator of Inspiration Awards selection
process
Coordinator Invocation Leaders for all graduations
Liaison to the President’s office, Regent’s office
and the Vice-President’s office
Kenneth Johnson
Student Development Specialist III
kjohnson@stuact.tamu.edu








Advisor of Student Senate
Advisor of Judicial Court
Co-Advisor of COSGA
Coordinator of SGA Risk Management
Reviewer of Pre-Event Planning Forms
Coordinator of Pre-Operations Meetings
Coordinator of SGA Marketing
Designer of SGA Website
19
Judy Been
SGA Business Coordinator
jbeen@stuact.tamu.edu


Distributor of copy codes
Contact for financial and business related
questions
Colby Seay
Graduate Assistant
cseay@stuact.tamu.edu





Co-Advisor of COSGA
Coordinator of COSGA Advisor Track
Coordinator of SGA Newsletter
Coordinator of SGA Leadership Certificate
Coordinator of SGA Assessment
20
SGA Meeting Times (Fall 2014)
Organization
Aggie Recruitment Committee
Alternative Spring Break
The Big Event
Building Young Leaders Tomorrow
CARPOOL
COSGA
Environmental Issues Committee
Fish Aides
Gilbert Leadership Conference
GUIDE
Muster
Parents Weekend
Replant
Texas Aggies Making Changes
Traditions Council
Senate
Day
Tuesday
Wednesday
Tuesday
Monday
e/o Wednesday
Wednesday
e/o Tuesday
Tuesday
Wednesday
Wednesday
Tuesday
Thursday
Tuesday
e/o Thursday
Tuesday
e/o Wednesday
*Time, date, and location are subject to change.
21
Time
7:00 PM
8:00 PM
6:45 PM
7:00 PM
7:00 PM
6:30 PM
7:00 PM
8:00 PM
6:00 PM
6:45 PM
7:15 PM
7:00 PM
7:00 PM
6:00 PM
8:30 PM
7:00 PM