Elections Act
Student Government Association
Ithaca College
Revised: Spring 2013
Article I: Elections Committee
Section 1: Purpose and Function
A. To establish and oversee election guidelines in order to ensure a fair and democratic
Student Government Association Executive Board, SGA Senate, and Senior Class
Officers election for the student body.
Section 2: Membership
A. The Committee shall be comprised of no less than five (5) and no more than 25
voting members of the Ithaca College student body. No candidate may serve on the
committee. The Senate Chair and Vice President of Senior Class shall Co-Chair the
Committee. If the Vice Presidents of Senior Class and/or Senate Chair are unable to
serve as Chair, his/her designee may co-chair the Committee, subject to 2/3 approval
of the Senate. The Co-Chairs shall vote only in the event of a tie. If there is still a tie,
the President of the Student Body, if not running, shall vote. If the President is
running, the tie would go to the senate for a 2/3 vote.
B. Committee members shall be appointed by the Chair of the Committee, and approved
by a 2/3 vote of Senate.
C. The Committee shall be closed to new membership two weeks prior to the due date
of the election packets and signature forms. If the membership of the committee shall
become less than five (5) voting members, replacements will be made by the CoChairs of the Committee as soon as possible and shall be approved by a 2/3 vote of
Senate.
D. No individual who is a member of the Elections Committee is eligible to run for a
position on either the Student Government Association Executive Board, SGA
Senate, or as a Senior Class Officer. Should a member of the Elections Committee
withdraw from membership in the committee, they will regain their eligibility for
candidacy.
E. In order to make official decisions there will be a required quorum of one half plus
one (1/2 + 1) of recognized voting members.
F. Election Committee meeting minutes shall be recorded by the Executive Assistant or
designee, as approved by the Election Committee Co-Chairs. If necessary, the
designee may be a voting member of the committee.
G. Election Committee meeting minutes must be kept on file, both electronically via the
SGA and Senior Class Mentor server and in paper form, in the SGA and Senior Class
office.
Section 3: Duties
A. The Elections Committee of the Student Government Association and Senior Class
shall be responsible for the execution of elections for the Student Government
Association Executive Board, SGA Senate, and Senior Class Officers.
B. Shall convene at least four (4) weeks before the election packets are due.
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C. Should a member of the Elections Committee find they cannot fulfill her/her duties as
a Committee member, a resignation letter must be submitted to the Elections
Committee Co-Chairs.
D. The Elections Committee of Student Government Association and Senior Class shall
perform the duties entailed in various subcommittees. See Appendix A.
Section 4: Special Authority
A. The Elections Committee shall have the power to ensure that all candidates meet the
qualifications of their respective offices.
B. The Elections Committee shall have the power to disqualify any candidate or party
by a ¾ vote for violation of the Elections Act, Student Government Association
Constitution, Senior Class Constitution, Ithaca College Student Handbook, and
Student Organization Guidebook
C. The Elections Committee shall have the power to discipline participants for
violations of the Elections Act and any other applicable rules, as per Article IV of
this Act.
D. The Elections Committee shall have the power to create and implement processes as
needed in order to ensure that Section 1 of Article I of this Elections Act is able to be
enforced.
E. The Elections Committee shall have the power to propose changes to the Elections
Act, subject to the approval of 2/3 of Senate.
Article II: Student Government Association Senators
Section 1: Election Process
A. Student Government Association Senate Elections shall run in conjunction with
Student Government Association Executive Board and Senior Class Officer
Elections, as per the Student Government Association Constitution. Senate positions
elected in the Spring election include Sophomore, Junior, and Senior classes, School
of Business, School of Communications, School of Health Sciences and Human
Performance, School of Humanities and Sciences, School of Music, and Transfer and
International senators. Freshmen Senators and a Graduate Liaison shall follow a
separate Fall Elections process in the beginning of the following academic year.
B. Any remaining open Senate positions after the Spring Elections shall be included in
the Fall Elections of the next academic year.
C. The contents of this Article shall be separate and unrelated to those in the following
Articles of this Act.
Section 2: Qualifications
A. Candidates for the Student Government Association Senate must
a. Be a member of the constituency he/she intends to represent., as deemed by
the Office of the Registrar.
b. Obtain the signatures of at least 25 individuals who are current members of
the constituency that candidate intends to represent.
c. Have a cumulative grade point average of no less than 2.50 (no rounding),
excluding first semester Ithaca College students.
B. Be in good judicial standing as reported by the Office of Judicial Affairs throughout
the election process.
a. Extenuating circumstances will be considered by the Elections Committee
C. Be enrolled in at least six (6) credits at Ithaca College. Candidates for the Graduate
Liaison position are exempt from this requirement.
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D. Propose a statement of platform, which shall include at least one issue the candidate
hopes to resolve while in office. In addition, the platform must include an action plan
for how the candidate intends to resolve said issue(s).
E. Candidates running for a position in the Student Government Association Senate are
also eligible to run for the Student Government Association Executive Board. In the
event that a candidate who is running for both positions wins a seat in the Student
Government Association Senate and the Student Government Association Executive
Board, the candidate’s seat in the Student Government Association Senate will be
forfeited and the seat will be offered to the candidate with the second greatest number
of votes.
Section 3: Nominations
A. All Election materials must be completed and returned by the specified date and time
to the Student Activities Center, 311 Egbert Hall, addressed to the Co-Chairs of the
Committee.
Section 4: Elections
A. Student Government Association Senator Elections will take place in conjunction
with the Student Government Association Executive Board and Senior Class Officer
Elections. Elections for Freshmen Senators, Graduate Liaison, and Senate vacancies
will be held in the Fall Election process, during the first three (3) weeks of the fall
semester each year, to be administered by the SGA Executive Board.
B. Every student is eligible to vote for one (1) senator from his/her academic school.
C. Every student is eligible to vote for up to four (4) senators from his/her academic
year.
D. Every transfer student is eligible to vote for one (1) senator for the Transfer Senator
position.
E. Every graduate student is eligible to vote for one (1) liaison for the Graduate Liaison
position.
F. Every international student is eligible to vote for one (1) senator for the International
Senator position.
G. In the event of a tie in any Senate election, a runoff election shall be held.
Section 5: Conduct
A. All candidates and their associates shall be courteous to their opponents.
B. All candidates and their associates shall exhibit honest and fair behavior. Votes shall
be sought in an ethical manner.
C. There is to be no vandalism of the opponents’ property. Any vandalism, as defined
by the Ithaca College Student Handbook, by associates or candidates will result in
sanctions or possible expulsion from the election.
D. See Appendix B for clarification.
Section 6: Term of Office
A. Senators shall serve from the day of graduation to the day of graduation the next
year. Freshmen Senators and the Graduate Liaison shall serve from the day of their
election to the day of graduation that year. Any positions filled as a result of a
vacancy shall serve from the day of their election to the day of graduation that year.
Article III: Student Government Executive Board
and Senior Class Officer Eligibility
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Section 1: SGA Executive Board Qualifications
A. All qualifications must be met from the date election packets and signature sheets are
submitted through the end of the elections process.
B. Candidates for Student Government Association Executive Board shall:
a. Be committed to remain at the Ithaca College Campus, Ithaca, NY, enrolled
in at least twelve (12) credits per semester at Ithaca College for the entire
academic year in which they serve if elected.
b. Candidates must have completed at least two (2) semesters and twenty-four
(24) credits at Ithaca College at the time the term of office begins.
c. Have a cumulative grade point average of at least 2.50 (no rounding)
i. Grade point average (as defined by the Ithaca College Student
Handbook) is computed at the end of each semester. Thus the official
cumulative Grade Point Average is the one the candidate received at
the end of the fall semester prior to elections.
ii. Transfer credits do not affect a candidate’s official grade point
average.
iii. Extenuating circumstances will be considered by the Elections
Committee.
d. Be in good judicial standing as reported by the Office of Judicial Affairs
throughout the election process.
i. Extenuating circumstances will be considered by the Elections
Committee.
e. Be enrolled in at least twelve (12) or more credits at Ithaca College at the
time of the elections.
f. Obtain full parties to run, comprised of one (1) nominee for each of the
following positions (as per the Constitution of the Ithaca College Student
Government Association):
i. President of the Student Body
ii. Vice President of Academics
iii. Vice President of Business and Finance
iv. Vice President of Campus Affairs
v. Vice President of Communications
g. Should a nominee for any of the aforementioned positions be unable to
complete the elections process for extenuating circumstances, a replacement
will be approved at the discretion of the Elections Committee.
C. Each party must obtain the signature of at least 200 Ithaca College students on the
petition attached to the SGA Executive Board Nomination Packet. If Name, ID
Number, and Signature are not legible, that line may not be accepted for election
qualifications, at the discretion of the Elections Committee. If a signature is deemed
not-legible or repeats, the candidate must be given one (1) business day from time of
notification to obtain a new constituent Name, ID Number, and Signature. The
candidate may ask the person whose signature was deemed not-legible to rewrite
their Name, ID Number, and Signature.
Section 2: Senior Class Officer Qualifications
A. All candidates for Senior Class Officers must, at the time the nomination forms are
due through the election:
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a. Be committed to remain at Ithaca College Campus, Ithaca, NY, enrolled in at
least twelve (12) credits per semester at Ithaca College for the entire
academic year in which they serve if elected.
b. Have a cumulative grade point average of at least 2.50 (no rounding)
i. Grade point average (as defined by the Ithaca College Student
Handbook) is computed at the end of each semester. Thus the official
cumulative Grade Point Average is the one the candidate received at
the end of the fall semester prior to elections.
ii. Transfer credits do not affect a candidate’s official grade point
average.
iii. Extenuating circumstances will be considered by the Elections
Committee.
c. Be in good judicial standing as reported by the Office of Judicial Affairs
throughout the elections process.
i. Extenuating circumstances will be considered by the Elections
Committee.
d. Have a junior class standing (as per graduation date determined by the Office
of the Registrar).
e. Obtain full parties to run, comprised of one (1) nominee for each of the
following positions (as per the Senior Class Constitution):
i. Senior Class President
ii. Vice President
iii. Director of Finance
iv. Director of Communication
v. Director of Marketing
f. Should a nominee for any of the aforementioned positions be unable to
complete the elections process for extenuating circumstances, a replacement
will be approved at the discretion of the Elections Committee.
g. Obtain the signature of at least 100 Ithaca College students with junior
standing (as per academic year of graduation year determined by the Office
of the Registrar) on the signatures sheet attached to the online Senior Class
Officer Nomination Packet. If Name, ID Number, and Signature are not
legible, that line may not be accepted for election qualifications, at the
discretion of the Elections Committee. If a signature is deemed not-legible or
repeats, the candidate must be given one (1) business day from time of
notification to obtain a new constituent Name, ID Number, and Signature.
The candidate may ask the person whose signature was deemed not-legible to
rewrite their Name, ID Number, and Signature.
Section 3: Nominations
A. All Election materials must be completed and returned by the specified date and time
to the Student Activities Center, 311 Egbert Hall, addressed to the Co-Chairs of the
Elections Committee.
B. Qualifications of all candidates will be verified within five (5) business days from the
time nomination forms are due. If for any reason a candidate is disqualified from
running in the election, the party will be given 48 hours from the time of notice of
disqualification to replace a party member.
a. If the party does not replace the candidate within 48 hours, the party can be
declared ineligible to run by the Elections Committee.
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C. If disqualification takes place within 48 hours of the Election Day, the party has until
the Election Day to replace that member.
Section 4: Term of Office
A. All SGA Executive Board members and Senior Class Officers shall serve their
constituencies from the day after graduation until the next graduation day. In the
event of a fall election, elected officials shall serve from the day after elections until
the day of graduation.
Article IV: Campaign Procedures for SGA Executive Board
and Senior Class Officers
Section 1: General Conduct
A. All candidates and their associates shall be courteous to their opponents. See
Appendix B.
B. All candidates and their associates shall exhibit honest and fair behavior. Votes
should be sought in an ethical manner.
C. Vandalism
A. There is to be no vandalism of opponents’ property. Any vandalism, as
defined by the Ithaca College Student Handbook, by associates or candidates
will result in demerits or possible expulsion from the election.
B. Definition of vandalism and misconduct:
i. Any act that violates the Student Organization Guidebook, Ithaca
College Solicitation and Advertising Policy, located in the Ithaca
College Student Handbook, and the Elections Act, including but not
limited to:
1. Defacing or removal of another party’s materials.
2. Defamation of another party or a candidate’s character.
3. Interfering with the election process.
D. All candidates must comply with all Ithaca College policies. For the Ithaca College
Solicitation Policy, see Appendix C.
E. Any act that violates the Ithaca College Student Conduct Code will be dealt with by
the Office of Judicial Affairs.
F. All decisions made by the elections committee will be upheld unless an appeal is
made per Section 2, letter F of this article.
G. All candidates must comply fully with all election laws.
Section 2: Demerits
A. Authority
a. All demerits are to be assessed and issued at the discretion of the Elections
Committee.
b. The rules in this Act apply to all parties including write-ins.
B. Infractions
a. Minor Infractions. Any violations will result in assessment of one or two
demerits.
i. Identification. All printed materials must follow the rules stipulated
in the Student Government Association Allocation Handbook. A
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violation shall be considered for every 50 pieces of campaign
material per day. No more than four violations may be assessed
within 24 hours of notifying the candidate.
ii. Prohibited Posting Areas. All campaigning materials must follow
the policies in the Advertizing and Solicitation Guidelines printed
below.
iii. Tampering with Campaign Material Prohibited. No candidate
may move or obscure the campaign material of another candidate or
party. A student removing campaign material from his/her private
property is not in violation of this rule.
iv. Not Attending a Mandatory Candidates’ Meeting. Candidates
wishing to be placed on the ballot and having submitted a complete
elections packet on time that fail to attend a mandatory candidates’
meeting shall be in violation of this rule. If the Elections Committee
Co-Chairs are notified at least 24 hours in advance, exceptions will
be reviewed on a case by case basis.
v. Campaigning Prior to Campaigning Period. No candidates or
parties may begin campaigning of any kind (including posters, social
media, etc.) prior to the scheduled campaigning period. Obtaining
signatures for the intent to run is not considered campaigning.
b. Major Infraction. Any violations will result in the assessment of two to four
demerits.
i. Destruction of Campaign Material Prohibited. No candidate may
destroy, deface, remove, or alter the campaign material of another
candidate material from her private property is not in violation of this
rule.
ii. Influencing a Student While Voting Prohibited. No candidate may
influence any student while the student is voting. The mere presence
of a candidate in the vicinity of a voter while voting shall not
constitute a violation of this rule. Candidates or parties are able to
table during voting days. However, they cannot be situated next to
the voting booth (one table must be in between the voting booth and
candidate’s table).
iii. Inappropriate and Irresponsible Use of Email Privileges
Prohibited. No party or candidate may knowingly send an
unsolicited electronic communication or email to members of the
Ithaca College Community. The following actions will also be
prohibited under this rule: harvesting addresses from the Ithaca
College online directory, running unsolicited mass-mail programs,
sending campaign email to individuals that are not students, and
sending campaign email to groups or email lists that the sender does
not own.
c. Egregious Infractions. Any violation will result in the assessment of at least
4 demerits.
i. Defacement Prohibited. No campaign material may be affixed to
any surface that would be permanently and seriously damaged by the
campaign material or material used to affix or attach the campaign
material. No campaign material may be affixed to paint or glass in
any Ithaca College building, except where permitted by Ithaca
College policy.
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C.
D.
E.
F.
ii. Preventing Voting Prohibited. No candidate may prevent any
student from lawfully voting.
iii. Bribery Prohibited. No candidate may promise or offer
compensation, monetary or otherwise, in exchange for vote(s).
Distribution of campaign material to voters shall not constitute a
violation of this rule.
iv. Fraudulent Voting Prohibited. No candidate may cast any ballot
on behalf of another student. No candidate may log into the voting
website using any username that is not his/her own.
v. Slander and Libel Prohibited. No party or candidate shall slander
or libel another party or candidate.
Demerit Assessment
a. Demerits will be assessed based on their classification as described in
Section B of this article.
b. The Student Government Association and Senior Class Elections Committee
may assess demerits outside of the guidelines specified in this article if it
finds sufficient cause to do so given by mitigating factors, extreme
circumstances or lack of intent on the part of the accused.
Expulsion
a. Any party with 5 or more demerits will be expelled from the election. The
demerits from a former party will be assessed to the new party if a new party
should apply or become a write-in during the election under the following
conditions: the new party or write-in-party contains 50% of the membership
of a party that has been expelled or withdrawn from the election. In addition,
write-in candidates, like any other, are required to abide by all Ithaca College
and elections policies and procedures.
Party Alterations
a. Any changes to a party consisting of, but not limited to membership changes,
platform changes, and party name changes, must be submitted to the
Elections Committee in writing for approval. Any party alterations done
voluntarily by the party must be submitted to the elections committee at least
24 hours before the beginning of the campaign period. Any involuntary party
alterations required by the elections committee shall be submitted at least 48
hours prior to the beginning of voting. Demerits will be assessed for any
changes made by the party prior to the approval and will be of a number
determined by the Elections Committee.
Appeals
a. Any party or individual may appeal any decision on the grounds that the
Elections Committee violated their right outlined in the Ithaca College
Student Handbook, Elections Act, Senior Class Constitution and the Ithaca
College Student Government Association Constitution in writing to the CoChairs of the Elections Committee within 36 hours after the notification of
the decision.
b. The Elections Committee’s final decision may be appealed in writing to the
Senate by way of the Student Government Association President within 24
hours after notification of the results of the first appeal decision of the
Elections Committee.
c. Senate will call an emergency session to be executed at the discretion of the
Student Government Association President in consultation of the Senate
Chair.
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d. A 2/3 vote in Senate is necessary to overturn any Elections Committee
decision.
e. Any information made public prior to an announcement from the Elections
Committee Chair or designee will not be official.
G. Grievances
a. A grievance is defined as a complaint based on circumstances regarded as
just cause for protest, as defined in Appendix B.
b. Grievances of the student body, including but not limited to party candidates,
may be submitted in writing to the Elections Committee via the Elections
Chair.
c. The Elections Committee Co-Chairs will review grievances within 24 hours
of notification. If deemed necessary by the Co-Chairs, the grievances will be
brought to the Elections Committee.
d. All filed grievances and concerns must contain full contact information
including first and last name, e-mail address, and telephone number. If a
Student Government Association Executive Board or Senior Class Officer is
filing a grievance, the party name must be stated.
e. Any demerits assessed during the grievance process may be appealed by
following the aforementioned appeals procedure.
H. Investigations
a. Investigations will be conducted when a question of conduct is brought in
writing to the attention of the Elections Committee.
i. Investigations include, but are not limited to grievances, appeals, and
violations of the solicitation policy, Elections Act, Ithaca College
“Student Conduct Code,” Student Government Association
Constitution, Senior Class Constitution or the Student Organization
Guidebook.
b. Investigations will be conducted at the discretion of the Elections Committee
Co-Chairs.
c. The President of the party in question will be notified that their party is under
investigation. In the event that the President cannot be reached, calls will be
made to each member of the party until a member is spoken to via phone.
d. The notification does not imply that disciplinary measures have been taken.
e. Any interview conducted during process of the investigation will take place
before the elections committee.
i. All interviews will be recorded.
f. Any information made public prior to an announcement from the Elections
Committee Chair or designee will not be considered official.
Section 3: Events
A. All candidates are required to attend all mandatory events (such as, but not limited to,
meetings with the Elections Committee and a presentation to the student body) set by
the Elections Committee.
a. Failure to attend will result in demerits assessed to the candidate’s party.
b. Any absence must receive written approval by the elections Committee Chair
at least 24 hours prior to the event.
c. Those enrolled in a study abroad program are exempt.
d. Exceptions shall be made for academic classes, medical, or other personal
emergencies at the discretion of the Elections Committee.
B. Two (2) demerits per person shall be assessed for missing mandatory events unless
previously excused as per part A of this Section.
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C. Each party is required to make a presentation before the student body. The parties
will present their statement of platform and be prepared for a question and answer
period.
Section 4: Expenditures
A. The maximum campaign expenditures must not exceed $250 for each Student
Government Association Executive Board party and $200 for each Senior Class
Officer party. The current Student Government Association Executive Board will
subsidize each party this amount.
B. One (1) demerit will be given at the discretion of the Elections Committee for each
dollar spent over $250 for Student Government Association Executive Board parties
and $200 for Senior Class Officer Parties.
C. Parties may not use personal money or accept subsidies from any other source to
fund any aspect of their campaign.
D. All campaign materials must be disclosed to the Elections Committee. The Elections
Committee will then assess a reasonable monetary value for those materials. See
Appendix D.
E. An account must be kept by each party of all materials used. All accounts as well as
receipts must be submitted to the Elections Committee by the set date as provided by
the Elections Committee. See the nomination packets for more detailed instructions.
F. All campaign materials used by any candidate must be readily available and
accessible to all candidates.
Section 5: Campaigning
A. Services and campaign materials offered to the Student Government Executive Board
and Senior Class Officers will be communicated to them by the Elections Committee.
a. Materials included in the Student Activities Supply Closet are available to be
used during the election process.
b. Materials in the Student Government Association Office are not available to
be used during the election process.
B. Campaigning: General Limitations and Funding
a. Campaigning for each party begins on the date specified by the elections
committee. Upon submission of election packet said party is bound to all
rules and regulations set forth in all elections materials.
b. All expenditures shall be reimbursed upon presentation of receipts up to the
stated limit in Article IV, Section 4. Expenditures above stated limit will be
considered for demerits according to Article IV, Section 4, b.
c. A party without official approval of status by the Elections Committee will
receive no reimbursement.
Article V: Voting Process for SGA Executive Board, SGA Senate
and Senior Class Officers
Section 1: Elections
A. The elections of the Student Government Association Executive Board, Student
Government Association Senate and Senior Class Officers shall take place by the
first of May.
B. Tied Elections
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a. In the event of a tie in either SGA Executive Board or Senior Class Officers’
Elections once all vote counting and appeals have been concluded, a run-off
election shall take place between the tied parties.
b. The Elections Committee shall determine the date and time of the run-off
elections.
c. Parties shall be permitted to campaign before the run-off following the same
campaigning regulations. Any amendments to the campaigning regulations
will be made by the Elections Committee in advance. Each party in the runoff will be given a new budget of $50. Parties may not use any leftover funds
from the previous campaign period.
Section 2: Voters
A. All Ithaca College Undergraduate and Graduate students may vote only once per
election in the Student Government Association Executive Board elections. All
voters may vote once for an academic senator and vote once for up to four candidates
for class senators each year. In addition, voters my only vote once for one transfer
senator, one international senator, and one graduate liaison.
B. All Ithaca College Undergraduate students who are designated as seniors based on
first year they began Ithaca College and who are not registered to graduate in May
(according to the office of the Registrar) may vote for Senior Class Officer elections.
C. All Ithaca College Graduate students may vote once per year for graduate student
liaison.
Section 3: Online Elections
A. The Co-Chairs of the Elections Committee shall be responsible for
researching and selecting an appropriate vendor for online elections.
B. The following guidelines shall be enforced.
i. Voters will be required to input at least one unique identifier in order
to vote. A student’s Netpass username and password is an acceptable
unique identifier.
ii. All Ithaca College Undergraduate students determined to be seniors
by the Office of the Registrar but will be graduating prior to the
Spring semester of the following academic year are still eligible to
vote in the Senior Class Officers Elections.
iii. All Ithaca College graduate students may vote for one candidate for
graduate liaison.
C. Absentee ballots shall not be considered unless under extenuating
circumstances, as determined by the Elections Committee.
D. Duplicate ballots as determined by the vendor and/or the Elections
Committee shall be disqualified votes.
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Appendix A: Election Committee Sub-Committees
Communications:
This committee will work with the SGA Communications Committee to both develop and
implement advertising concerning intent to run, election events, Election Day, etc. In addition,
they will work on media releases and other materials to inform the campus community about the
election process. Various responsibilities include making and distributing posters and flyers,
providing materials for SGA Table Day, and creating advertisements for The Ithacan.
Off-Campus Relations:
This committee will work in conjunction with the Office of Student Engagement and
Multicultural Affairs and Office of International Programs to make sure that Ithaca students
studying/ abroad are informed and capable of participating in the election process. This will
include implementing the nomination and voting process for the off-campus/ study abroad
programs.
Advance Events:
This committee will work on events that happen before Election Day, such as Candidate Meeting,
the Presentation of Candidates to the student body. Responsibilities include reserving and
preparing rooms and coordinating with Campus Center and Events Services for other necessary
items.
“Day Of” Coordinators:
This team will work on actual events that will occur the day of election. This committee will
approve poll-sitters, decide official voting hours, establish a communication system to keep
polling stations informed, and troubleshoot any complications that may occur. This subcommittee shall also be responsible for coordinating online elections. The “Day Of” coordinators
will include the Co-Chairs of the Committee.
Appendix B: Definitions
Courteous- Characterized by gracious consideration toward others (gracious is defined as being
characterized by tact and propriety, by kindness and warm courtesy).
Ethical- Being in accordance with the accepted principles of right and wrong that govern the
conduct of a profession.
Fair- Not utilizing the unjust means to achieve one’s goals; having or exhibiting a disposition
that is free of favoritism or bias; impartial; Just to all parties.
Grievance- A complaint based on circumstance regarded as just cause for protest.
Honest- Marked by or displaying integrity; upright; not deceptive or fraudulent; genuine.
Protest- To object to, especially in a formal statement (i.e. - letter filed with the election
committee).
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Appendix C: Solicitation and Advertising Policy
SOLICITATION AND ADVERTISING POLICY
ITHACA COLLEGE
Introduction
This policy is intended to establish guidelines for groups and individuals who wish to solicit or
advertise on the Ithaca College campus. On-campus groups must apply for and be granted a
solicitation permit in order to solicit on campus but are exempt from obtaining an advertising
permit when the advertising pertains to College business or activities. Advertisements of oncampus organizations must clearly identify the sponsoring organization and include contact
information for the group. Off-campus groups must apply for and be granted a permit to solicit or
advertise on campus. Off-campus groups must be sponsored by an on-campus group in order to
obtain a solicitation permit.
Solicitation and/or distribution of literature to or by employees is prohibited during the
employee's working time. Specifically, solicitation by an employee of another employee is
prohibited while either employee is on working time. "Working time" does not include meal
periods, authorized rest breaks, or any other specific period of the day when employees are not
properly engaged in the performance of their work duties.
Solicitation and/or distribution of literature in connection with the sale of any products, services,
or contributions is subject to the Ithaca College Advertising and Solicitation Policy. Any
employee or group of employees, off-campus organization, business, or individual wishing to
solicit, canvass, or advertise on the Ithaca College campus must obtain a solicitation permit from
the Campus Center and Event Services Office.
Definitions
Solicitation: is defined as any active attempt to raise funds through direct sale of merchandise,
services, or donations, with or without products or services rendered. Also, any method of
communication intended to induce support of a service, organization, business activity, issue,
cause, etc. will be considered solicitation.
Advertising: is defined as any method of communication intended to market any product,
service, organization, business, activity, etc.
ON-CAMPUS GROUPS: College-recognized committees and registered student clubs and
organizations, academic departments, administrative departments, and intercollegiate athletic
teams.
OFF-CAMPUS GROUPS: All other individuals, businesses, or groups, including members of
the Ithaca College community acting as individuals or agents for such businesses or groups.
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Solicitation Guidelines
1. Academic programs, College services, and operations run or sponsored by the College
are considered "on-campus groups" and do not need to obtain a permit (including, but not
limited to, Tower Club, La Vincita, Snack Bar, food service, Bookstore, vending, linen
service, refrigerator rentals, etc.). Contracts for these services are awarded through
competitive bidding. Vendors may contact the Department of Purchasing for information.
2. On-campus groups may advertise on bulletin boards designated for general posting
without stamped approval. All advertisements should be tacked, not stapled, to general
posting bulletin boards. All other bulletin boards are for the exclusive use of College
departments. Any items posted on these boards must be approved by an official of the
department responsible for the board. Posters, notices, fliers, painted or chalked notices,
etc., may not be attached or applied to waste receptacles, trees, walk surfaces, walls,
doors, windows, roads or vehicles. Violators are responsible for necessary cleanup and
payment for any damages and may be subject to disciplinary action in accordance with
the policy for discipline (see Volume V, section 5.5 for employees and Volume VII,
section 7.1.2 for students).
3. Students may not sell, solicit, advertise, or canvass on College-owned or -operated
property or solicit parents, alumni, or members of the campus community without
advance authorization from the Campus Center and Event Services Office. Students are
responsible for abiding by all rules, regulations, and guidelines contained within the
Student Campus Event policy and Campus Advertising and Solicitation Policy.
4. Only on-campus groups may reserve table space for solicitation. Reservations (pending
permit approval) must be made in advance through the Campus Center and Event Services
Office.
5. Sponsorship of an off-campus individual, group, or business by an on-campus group for the
purpose of sales or fundraising must be approved by the Campus Center and Event
Services Office. A fundraising contract must be signed by the sponsoring group or office
and a representative of the off-campus group and be filed with the solicitation permit
application.
Generally, a fee of at least 20 percent of the gross sales is returned to the sponsoring oncampus group. It is the responsibility of the sponsoring on-campus group to obtain the
solicitation permit. The sponsoring on-campus group must have a representative present at
the solicitation site (e.g., Campus Center lobby table) at all times and ensure that all college
policies and procedures are being maintained.
Solicitation by credit card vendors is prohibited on campus.
6. Once issued, solicitation permits must be presented on request to College officials.
7. If a solicitation permit is denied, the applicant may appeal in writing to the Solicitation
Committee. The Solicitation Committee includes representatives from the Campus Center
and Event Services Office and the Office of Residential Life, as well as one student
representative appointed by student government each year. Appeals will be reviewed by the
committee, which will make a recommendation to the vice president for student affairs and
campus life, whose decision is final. Normally, applicants will be notified of the decision
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within two weeks of the date of the appeal.
8. The sale or distribution of food items must meet the requirements of the Tompkins County
Health Department. Food for activities that are not catered by the College food service
must be approved in advance by the Campus Center and Event Services Office and must
meet the standards set forth in the document "Food Guidelines for Ithaca College
Solicitation," which is available in the Campus Center and Event Services Office.
9. Solicitation is strictly prohibited in residence hall rooms and in the dining halls. In addition,
fund-raising through the direct sale of merchandise or services, or the solicitation of
donations, with or without products or services rendered, is strictly prohibited in the
academic quad and in classrooms.
10. Any on-campus groups wishing to hold a raffle must complete the appropriate paperwork
and be granted approval from the Campus Center and Event Services Office. Raffles
sponsored by off-campus groups are prohibited on the Ithaca College campus.
11. Solicitations must not disrupt College activities or obstruct or impede entry to or exit from
buildings, pedestrian movement, or vehicle traffic flow. Flyers/advertisements may only be
handed out from people sitting behind a registered solicitation table and only to people who
approach the table to receive information. Solicitors may not call out to others and may not
approach and hand out flyers/advertisements to others (except as a planned part of an
approved program), and must remain behind their table. Solicitation permit applications
may be obtained in the Campus Center and Event Services Office. The processing of these
applications takes a minimum of three (3) business days.
Advertising Guidelines
1. On-campus groups may advertise on specific bulletin boards designated for general posting
in the Campus Center, residence halls, and academic buildings without stamped approval.
Advertisements of on-campus organizations must clearly identify the sponsoring
organization and include contact information for the group. Posters found improperly
posted or in conflict with Ithaca College policies will be removed. The sponsor may be
subject to disciplinary action.
2. Off-campus groups must obtain a permit from the Campus Center and Event Services
Office to post posters or flyers in any campus buildings. Once issued, permits must be
presented on request to College officials.
3. To post in residence halls, off-campus groups must present an advertising permit and poster
to the Office of Residential Life that has been signed by the Campus Center and Event
Services Office. A group representative will be required to stamp and separate the posters,
and the residential life staff will then post the materials. Residential life has the right to
deny posting in the residence halls even if the material was approved by the Campus Center
and Event Services Office.
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4. If an advertising permit application is denied, the applicant may appeal in writing to the
Solicitation Committee. The Solicitation Committee includes representatives from the
Campus Center and Event Services Office and the Office of Residential Life, as well as one
student representative appointed by student government each year. Appeals will be
reviewed by the committee, which will make a recommendation to the associate vice
president for student affairs and campus life, whose decision is final. Normally, applicants
will be notified of the decision within two weeks of the date of the appeal.
5. Only specific bulletin boards designated for general posting may be used by members of
on-campus groups for College business. All other bulletin boards are for the exclusive use
of College departments. Posters, notices, fliers, painted or chalked notices, etc., may not be
attached or applied to waste receptacles, trees, walk surfaces, walls, doors, windows, roads,
or vehicles. Violators are responsible for necessary cleanup and payment for any damages
and may be subject to disciplinary action. Only one poster per event or concert is permitted
per bulletin board.
Only one poster is permitted per bulletin board.
6. Requests to use any special advertising locations such as the directory boards located
outside the west side of the Campus Center will be taken on a first-come, first served basis
by on-campus groups only. All notices and flyers will be posted for at least one week.
7. The director of dining services will coordinate the placement of fliers and table tents on
tables in the dining halls and IC Square by on-campus groups. Information may remain on
the tables for two days. Table tents must meet certain size and other requirements as
determined by the director of dining services. Participants in elections for student
organizations such as the Student Government Association, Residence Hall Association, or
senior class will be permitted space outside the Terrace and Towers dining halls for the
purpose of distributing campaign information during designated campaign periods. Offcampus groups may not advertise in the dining halls or IC Square.
General Solicitation and Advertising Guidelines
1. Students and registered student organizations are subject to all College rules and
regulations, including, but not limited to, those outlined in the "Residential Life Guide" and
other sections of the Student Handbook, residence hall contract, the student organization
handbook, and this Policy Manual. Academic and administrative departments must follow
the guidelines set forth in this policy in addition to other applicable College rules and
regulations. Violations of this policy and other College rules and regulations may result in
revocation of any granted permit and may jeopardize future applications for solicitation
and/or advertising permits. Other disciplinary action may also be taken.
2. This policy applies to College employees. Employees who violate this policy are subject to
disciplinary action as outlined in Volume V, section 5.5 of this Policy Manual.
3. Solicitation and/or advertising may be conducted only in approved areas on campus. Doorto-door solicitation or advertising is strictly prohibited.
4. All materials for solicitation and/or advertising must clearly and obviously include the
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sponsor's name.
5. Use of the name "Ithaca College" or the College's logotype on a product (directly or
indirectly) or in an advertisement must be approved in advance by the Office of the Vice
President for Student Affairs and Campus Life. The use of the College seal is exclusive to
the Office of the President.
6. No group, including the Ithacan and other College publications, may solicit or advertise
programs, events, activities, or businesses that indicate that alcoholic beverages are free or
sold at reduced prices or that otherwise appear to encourage unlimited or excessive
drinking of alcohol or use of prohibited substances.
7. Chalking is strictly prohibited.
8. Advertising or soliciting the sale of term papers or similar services is prohibited.
9. Advertising and/or solicitation permits will not be granted for the purpose of selling,
renting, or subletting property (e.g., houses or apartments). All inquiries regarding this type
of advertising must be directed to the Ithacan.
10. Only items pertaining to College business, events, and activities may be sent through the
campus mail system. On-campus groups that wish to send a mass mailing to students must
submit a copy of the materials to be sent to the assistant director of the campus center (or
designee) for approval before the material can be printed and mailed.
If the mail pieces are to be individually addressed to each student, a student information
system report request form must be completed and approved by the assistant director of the
campus center. Once approved, this form must be submitted to the Office of the Registrar,
which will produce the mailing labels. The labels and the approved copy of the materials to
be mailed should then be delivered directly to the College Mail Center for distribution. If a
mailing is to be sent to all students without individual addresses, an on-campus letter/flyer
distribution via student mailboxes form must be completed and approved by the Campus
Center and Event Services Office. Once approved, the permit and materials should be
delivered directly to the College Mail Center for distribution. Off-campus groups or
businesses must send all materials to student, faculty, and/or staff through the U. S. Postal
Service.
On-campus groups that wish to send an Intercom announcement to faculty and/or staff
must have their advisor submit the information to Intercom.
11. All vehicles used by off-campus groups involved with solicitations and/or advertising must
be registered with Ithaca College Parking and Traffic Services.
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Appendix D: List of Potential Assessed Costs for Items
The Elections Committee reserves the right to assess a fee for items not listed above.
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