Becoming a USG Organization
Guidelines for USG Recognition and Funding for Student Groups at Buffalo State

Where Do I Fit In?
What is USG?
The United Students Government is the student governing body at Buffalo State College created by the students of the College in 1971. The purpose of USG is to represent the student body and promote quality activities, services, organizations, and programs funded by the mandatory student activity fee.

USG has three basic parts. The student government itself (described in detail below) acts as the representative of the student body in dealing with the college administration and the State University system. Any registered undergraduate student can serve in the government by election or appointment. The member organizations directly serve the needs and interests of the students. All undergraduate students are free to join any of the member organizations (though you can only serve on the executive board of one at a time). The third part of USG is the United Students’ Government Service Group, Inc., a not-for-profit corporation set up to handle the financial business of USG in disbursing the funds collected as the mandatory student activity fee. USGSG and USG?must follow State University of New York guidelines and rules in all financial dealing. Each fee-paying student should consider themselves a stockholder in the corporation.

As a member organization, your group will deal with the student government through the Administrative Vice President your organization is assigned to, and a student Senator assigned as liaison to your group.

The requirements your organization must fulfill to remain a member-in-good-standing are outlined in Article 9 of the USG Constitution. The officers of every organization should be familiar with this document and make a point of passing that information along to their successors to ensure the continuation of the organization.

Description of USG’s Structure

Title Descriptions
Executive Branch
The executive power and administrative functions of USG are vested in the executive council. This council is made up of the 6 executive officers and the Administrative Vice Presidents. They implement and coordinate the various programs and services of USG.

The President is the official representative of USG. He/she serves as the speaker of the Executive Branch and oversees all services presented by USG. In case of emergencies, the President has the power to act on behalf of USG until the next senate meeting.

The Executive Vice-President assists in the coordination of the organization’s, services, policies and social activities offered by USG. The executive Vice-President is also the executive chairperson of all existing committees of the Senate with the exception of the Budget Committee. In the case of absence, resignation, dismissal or vacancy of the office of President the Executive Vice-President assumes the position.

The Treasurer is in charge of all the money received from the mandatory student activity fee. He/she is the executive chairperson of the Budget Committee. He /she has the power to confiscate ledger books and withdraw any funds from any USG funded organization if the funds are being misused. He/she must present an annual budget to the Senate for approval as well as insure the business of USG is carried out through the fiscal year.

The Vice-Treasurer is to assistant the Treasurer. He/she is nominated to this position by the President with the approval of the E-board and Senate. In the absence, resignation, dismissal or vacancy of the office of Treasurer the Vice-Treasurer will assume the position.

Senator Pro-Tem is to assist the Vice-President. He/she is nominated to this position by the President with the approval of the E-Board and Senate. In the absence, resignation, dismissal or vacancy of the Vice-President the Senator Pro-Tem shall assume the position.

Rules and Regulations Chair is the chair of the Rules and regulations Committee. He/she is nominated to this position by the President with the approval of the E-board. He/she is an ex-officio member of the E-board.

Administrative Vice-Presidents

Vice President for Academic Affairs is the officer responsible for the promotion of all-academic programs and affairs offered to the membership of the USG. He/she acts as the liaison among the student body, faculty and administration for academic policy. He/she is responsible for the collection and evaluation of the student body’s academic concerns in addition to making weekly progress reports to the Senate on the activities of his/her office.

Vice President for Communication is the officer responsible for making the best use of the USG media services in order to maintain informational contact with the student body. He/she shall act as liaison among the student body, faculty, and administration regarding any all campus event publicity. He/she shall coordinate with USG Press Services on all USG promotions in addition to making weekly progress reports to the Senate on the activities of his/her office.

Vice President for Community Affairs is the officer responsible for promoting better understanding and cooperation between USG, recognized organizations and the college campus. He/she shall act as liaison among student body, faculty, and administration regarding campus events. Shall make weekly progress reports to the Senate on the activities of his/her office.

Vice President for Student Life is the officer responsible for the execution of all USG campus wide programs of interest to commuter and resident students. He/she shall coordinate with the Weigel Health Center and the Counseling Center about areas concerning student health and safety. He/she shall assist all USG organizations with the planning and execution of campus-wide programming events in addition to making weekly progress reports to the Senate on the activities of his/her office.

The Senate
The Senate is the legislative branch of USG and is made up of 20 voting members. They may investigate and act on all matters that may affect the student body. Senators must reside on at least one of the USG committees and act as a liaison between student organizations and USG.

Committees
Standing Committees
The committees shall follow the guidelines established in the USG Constitution. The standing committees of USG are:
• Academic Affairs Committee
• Public Relations Committee
• Budget Committee
• Community Affairs Committee
• Student Life Committee
• Rules and Regulations Committee
• Food Service Committee
• USG Game Room Committee

Becoming a USG
Recognized Organization

The First Steps for a Student Organization
The initial step in forming an organization is to make sure that you have a group of students who are supportive enough to dedicate their time to getting the organization off the ground. Once you have a solid group together you must register your organization with the Student Life Office (Union 400). This establishes you as a legitimate entity on campus and allows you to sign out campus meeting rooms and Union lobby tables.

At this point you will also need a faculty advisor. This person should be someone interested enough to attend some of the group’s meetings and provide contacts for the group with other campus and community entities. The advisor should not take a leadership role but should have a working knowledge of the group’s procedures and budget.

Once the organization is established you can consider applying for recognition with USG. USG prefers that groups have a registered presence on campus for at least a semester before applying for recognition. This gives the organization a record of meetings and activities that USG can evaluate instead of basing the recognition decision strictly on future possibilities. At the same time, the group’s leaders must research USG and become familiar with the information in this booklet concerning USG’s structure and constitution, the procedure they must follow for recognition, and the rules they must adhere to once the group is recognized.

If you think your organization may have been recognized by USG in the past, check with the USG Rules and Regulations Chair for information on any current status.

Budgets and Funding
The main reason most groups apply for recognition is so that they can be eligible to use funds collected through the mandatory student activity fee.

Organizations that have been recognized by USG but are not yet funded can apply for funds from the Academic Assembly. These are funds set aside in the USG budget for recognized-but-unfunded organizations. To apply for funding for a specific event or activity pick up an Academic Assembly form in the USG Business Office. You will not be allowed to collect dues or solicit other funds once your organization becomes recognized by USG.

Every February USG begins the budget application procedure for the following fiscal year. A recognized organization is eligible to apply for a budget at this time if they were recognized before November 15 of the previous calendar year.

Applying for Recognition
For an organization to be considered for USG recognition the organization must complete the following steps:
• Elect an executive board which should consist of a President, Vice President, Treasurer and Secretary (all must be Buffalo State students)
• Develop a membership list of at least 10 activity fee-paying students not including the executive board
• Write a Constitution
• Keep files with the minutes for all organizational meetings
• Select an advisor (faculty or staff) to advise your group

When you complete the tasks outlined above, you may apply to the Rules and Regulations Committee of USG for recognition. Here’s how the recognition process works:
1. Make your request formal by filling out the Recognition Application (available in the USG Office, Union 402).
2. Submit your application and constitution along with any other documentation
for review to the Rules and Regulations Chair.
3. The Rules and Regulations Committee will request meetings with officers of your organization if they have questions or if changes in your constitution are needed.
4. Once the Rules and Regulations Committee has met with your organization and reviewed your application and constitution they will determine if they will recommend your organization for USG recognition to the senate.

How to Write a Constitution
As an organization, your Constitution must contain the principles that will govern you and your operation. The Bylaws are the specific rules under which your organization will function. All groups need a Constitution and Bylaws in writing.

Why have a Constitution?
Every Organization needs a purpose. A Constitution outlines and helps you keep on track towards that purpose. The mere act of writing a Constitution helps you to clarify your purpose and to identify the best way to approach that purpose. Additionally, a Constitution will set up a basic organization structure and provide a cornerstone for an effective functioning group. For future members, a Constitution will provide an understanding of what your organization is all about, how it functions, and what directions the group may move in the future.
Remember to keep in mind the importance of a written document to detail what your organization stands for. Doing so will help you build a better and stronger organization in the future and make the drafting of your Constitution much easier and more rewarding.

What should be covered in a Constitution?
The following pages contain an outline of what is to be included in a Constitution. The objective is to draft a document that covers all of these topics in a simple, clear and concise manner. Explanations are in italics. Try to keep your organization’s purpose in mind at all times while adapting this sample. This example should help you include all of the necessary information.

– SAMPLE CONSTITUTION FORMAT–
To prepare your organization’s constitution
copy the bold-type sections of this sample exactly as they appear.
Fill in other information using the italic instructions as a guide.

Article I - Organization Name
The name of the organization shall be _______________________.
[It is here that the official name of your organization is filled in. Just the statement above and the organization name are all that is needed.]

Article II - Purpose
[The purpose of your organization goes here. Restate the name of your organization, what you stand for, what principles you uphold and who you represent. When filling this section out, keep in mind that we are on a very diverse campus and your organization should reflect that diversity. Do not just target one section of the campus population — both your group and the campus may suffer in the long run.]

Article III - Membership
[In this article you state who may be a member of your organization. The rule of thumb is that at least 2/3 of your members must be activity fee-paying students. More than that is allowed and you can disallow non-activity fee-paying students. However, all activity fee-paying students must be able to be members. The activity fee is the ONLY fee that a student must pay in order to be a member of an organization. You cannot charge fees, nor can you require that a student be a member of a national/local organization that requires fees.]

• Section I - Voting Members
  A. [In this section you set out who is allowed to vote. In most cases you are left to your better judgement on this, but keep in mind that all activity fee-paying students must be able to vote in elections and on issues. A suggested requirement is to take attendance at each meeting (a sign-in sheet will work) and allow those who attend 2 meetings a month to vote (this assuming your organization has 4 or more meetings a month).]
  B. [Here you lay out how a member retains voting membership. A good rule of thumb is to allow those who attend general interest meetings to be voting members. Defining “active” participation in committee and general meetings is too subjective and is discouraged. Again, an organization may not disallow members from voting for not paying a membership fee beyond the student activity fee.]
  
• Section II
  [This section must appear as written here:]
  All members must share equally in the rights of the organization and no rights shall be abridged. All members may participate in all events and activities sponsored by the organization.
  

Article IV - Officers and Elections

• Section I - Executive Officers
  [Lay out what officers your organization is going to have. For most organizations a President, Vice President, Treasurer, Vice-Treasurer and Secretary are enough. As you form committees (and disband them) the positions can be elected by your members on an ad hoc basis. Use Robert's Rules of Order for their tasks.]
  
• Section II - Election of Officers
  A. [State when elections will be held. Make certain that you allow enough time for the new officers to be trained by the old.]
  B. [Specify officially who is allowed to run for office in your group. Do not forget that ANY activity fee-paying Buffalo State student can run for office. The only limits you can set are that the person must be a member in good standing of the local organization to run.]
  
• Section III - Executive Board Powers and Duties
  [This is where the responsibilities of the executive board as a group are listed.]
  A. The executive power and administrative functions of the [organization name here] shall be vested in the Executive Board.
  B. The Executive Board shall hold weekly meetings and have the responsibility of calling general membership meetings.
  C. Shall prepare the budget of the [organization name here] for the following year.
  D. Special meetings of the Executive Board shall be called by the President or by a majority of the Executive Board.
  E. A quorum shall consist of a simple majority of members of the Executive Board.
  F. Any vacancy in any position of the Executive Board shall be filled by appointment of the Executive Board and be confirmed by the general membership. [This means that any confirmation by the general membership must be made in a timely manner. It is suggested that it be held within two weeks. A 2/3 vote will confirm the appointment.]
  
• Section IV - Executive Board Member Powers and Duties
  A. The President:
  1. Shall be the official representative of the [organization name here].
  2. Shall serve as speaker of the Executive Board.
  3. Shall have the power to act on behalf of the organization in cases of emergency. Such action shall be presented for approval at the next meeting of the organization.
  4. Shall have a vote in the Executive Board only in cases of a tie.
  5. Work with Secretary in formulating meeting agendas.
  6. Shall chair all general membership meetings.
  B. The Vice President:
  1. Shall perform the duties of the President in the absence or inability of the President.
  2. In cases of resignation or dismissal of the President, the Vice-President shall assume the position.
  3. Shall be a voting member of the Executive Board and the general membership.
  4. Shall be Executive Chairperson of all existing committees.
  5. Shall work with the President in understanding and interpreting all phases of work.
  C. Treasurer
  1. Shall receive, hold, disburse, and account for all organization funds, and keep order of the [organization name here] financial records. Shall make monthly and annual reports of receipts, disbursements and fund balances of the [organization name here].
  2. Shall guide the Executive Board in preparation of the
  budget.
  3. Shall be a voting member of the Executive Board and general membership.
  4. Shall present the annual proposed budget to the organization for approval.
  [Note: A Vice-Treasurer should help the Treasurer perform these duties. In the event of resignation or dismissal of the Treasurer, the Vice-Treasurer would assume the position. If your organization is electing a Vice-Treasurer add an area in this section for their duties.]
  D. Secretary
  1. Shall take accurate minutes of all meetings of the Executive Board and the general membership meetings.
  2. Shall serve as custodian of all records and official papers as may be placed in his / her care.
  3. Shall be a non-voting member of the Executive Board.
  4. Shall keep an accurate up to date roll of voting membership.
  5. Shall work with committee chairs and other officers in receiving, evaluating and preparing reports.
  6. Shall care for correspondence as directed to the organization.
  
• Section V - Committee Chairs
  [Committee chairs may also be voting members of your organization’s Executive Board. However, your organization must state this in Section I of Article 4 of your organization’s constitution, then duties must be included in Section IV of Article 4.]
  

Article V - Meetings and Quorum
[Frequency of meetings (minimum once a month) should be listed here. Should also explain special meetings who is allowed to call them and under what circumstances. This area should also explicitly define your quorum and your provisions for recording the minutes for your meetings.]

Article VI - Executive Board
[All but the smallest organizations usually find it advisable to establish a board whose members are the officers of the organization. This board is entrusted with administrative authority and responsibility. The extent of this authority and responsibility will vary from organization to organization. If your organization chooses to establish an Executive Board, this article should include the board’s composition, the powers of the board and rules by which it is to conduct business, such as when and how often it is to meet, its quorum and the like.]

Article VII - Committees
[For the purpose of developing active well informed members, encouraging members to participate in decision making of the organization committees is necessary.
Separate sections under this article should explain how each committee is established, how committee business is transacted (voting, reports, procedures) and of course the charge of the committee and responsibilities of committee members.
Again, committees are most important when they allow the members to make decisions and learn valuable leadership skills.]

Article VIII - The Advisor:
A. Shall give support to the members of [organization name here] on a case-by-case basis and as deemed necessary.
B. Shall not be required to participate in meetings or activities.
C. Shall be held accountable only in so far as intellectual support is
concerned.
D. Shall be appointed by the President of [organization name here] and verified by a majority vote of the general body.
E. The advisor is responsible for providing long-term continuity within the group and should be familiar with its history.
[Remember- your advisor is there to help you. If you feel that your advisor is not doing his or her job or is taking to much control of your organization in that respect you may choose to no longer use them as an advisor and select a new one.]

Article IX - Removal
Removal of members, if deemed necessary, will depend on both a decision of the Executive Board and a super majority vote (2/3 + 1) of the general membership. All members of [organization name here] retain the rights of due process.

Article X - Amendments
Amendments to the constitution of [organization name here] are not binding until approved by the USG Senate.

Article XI - Parliamentary Authority
The special rules of order to be followed, if chosen, shall be Robert’s Rules of Order.

Article XII - Ratification

• Section I - Ratification Vote
  An affirmative vote of a simple majority of the organization’s members will ratify the constitution.
  
• Section II - Ratification Date
  [The date and voting record of ratification by your organization shall be listed here.]
  
• Section III - USG Senate Recognition
  [Here leave a space for the USG Rules Chair to record the date and voting record of the USG Senate’s ratification of your organization’s constitution. A simple majority affirmative vote of the USG Senate will ratify the constitution.]
  

Your Role as a USG Organization

The USG Constitution describes the role of organizations within USG in Article 9 Use the link below to read this document and learn the responsibilities of USG member organizations.

Go to: ARTICLE IX - The USG ORGANIZATIONS and STUDENT SERVICES