Article 8: Committees

Section 1: Standing Committees

  • a. The standing committees of Student Council shall be Academic Affairs, Buildings and Grounds, Budget and Finance, Campus Safety, Diversity and Social Justice, Housing and Dining, and Student Life.
  • b. Standing committees shall carry out the work of the Council’s major initiatives. All actions of standing committees require the support of Student Council as demonstrated through a simple majority vote.
  • c. Committee appointments shall typically occur in the fall.
  • d. Students may not serve on more than two standing committees at one time.
  • e. Committees may form subcommittees as necessary to efficiently conduct their business.
  • f. General expectations of committees:
    • i. Represent the viewpoints of the student body as related to the committee purpose.
    • ii. Maintain consistent communication with the Student Council President and the Director of Operations
  • g. Academic Affairs Committee
    • i. Committee Structure
      • 1. The Vice President of Academic Affairs will be the Chair of the Committee and is charged with recruiting members for the committee.
      • 2. The committee shall appoint three (3) student members to the Faculty Curricular Policy Committee, two (2) student members to the Committee on Academic Standing, and two (2) members to the Academic Infractions Board. The chair may, but is not required to, serve as a representative to one of these sub-committees. Student members should be appointed before sub-committees have their first meetings of the academic year.
      • 3. The Dean of Academic Advising will serve as advisor to the Academic Affairs Committee. The advisor will meet regularly with the Vice President of Academic Affairs.
    • ii. Committee Duties
      • 1. Meeting time and frequency will be determined by the VP of Academic Affairs, with input from the committee and advisor. The committee shall exchange information gathered by representatives to each of the sub-committees, as well as discuss larger campus academic concerns.
      • 2. The committee shall assist Sophomore Class Committee with organizing and hosting Sophomore Day.
      • 3. Serve as a liaison between sub-committees and students, faculty and staff. As such, the committee must ensure that their information is accurate and approved to be distributed to the public.
      • 4. Discuss academic matters and relay important decisions and recommendations to Student Council.
  • h. Buildings and Grounds Committee
    • i. The purpose of the Building and Grounds committee is to create a dialogue between students and administrators surrounding the current state of, renovation of, and/or development of projects related to the campus building and grounds projects.
    • ii. Provide feedback to appropriate administrator about campus issues, gathering student feedback and providing recommendations as needed.
    • iii. The committee should be comprised of two members from each class year, and the committee chair.
      • 1. First-year student members shall be selected for the committee near the end of the fall semester.
    • iv. The chairperson is responsible for facilitating the process by which vacancies to the committee are filled.
      • 1. Near the end of each semester, and as needed, the chair will publicly seek letters of intent, or applications from the student body to fill vacancies.
      • 2. The committee will vote on candidates to fill vacancies.
        • a. Members are selected by a simple majority until vacancies are filled.
        • b. The chairperson shall only cast a vote in the case of a tie.
  • i. Business and Finance Committee
    • i. The Business and Finance Committee (BFC) shall be chaired by the Vice President for Business and Finance. New members will be selected at the start of each semester, as space on the committee permits. The selection process shall be determined at the start of each semester and publicized to the campus community.
    • ii. The BFC shall hold a semester budget allocation hearing in the last four weeks of the previous semester consisting of an online application process and in-person presentation. Supplemental allocation hearings will be held each semester as funding allows.
    • iii. The regulations of the BFC shall apply to all recognized student organizations. All student organizations must be recognized by Student Council and in good standing with the College before presenting budget requests to the BFC.
    • iv. The BFC will allocate funds for the following initiatives each year: Class Councils at the beginning of every school year ($5,000 each for the Junior and Senior class; $4,000 each for the Sophomore and First-Year class). The BFC will allocate $6,000 per semester for Fun Funds and $3,000 per year for leadership programming for student organizations and Kenyon students. The Fun Funds committee shall include at least one BFC or Student Council representative.
    • v. A maximum of $20.00 per event will be allocated towards publicity for any single initiative.
    • vi. No funds will be allocated by the BFC for the use or purchase of food and beverage items unless it is essential to the function of the organization/event.
    • vii. BFC will not allocate funding to any program involving the consumption of alcohol.
    • viii. Funding will not be allocated for the purchase or use of clothing-related items except for dramatic or performance based groups; such groups may be allocated a maximum of $200.00 for combined costs of costumes and props per production. The student group must, beforehand, assure the BFC that the group has a place to store the funded props for future use.
    • ix. The BFC will not allocate any funding for the purposes of buying prizes, awards, gifts, or incentives.
    • x. The BFC will not allocate funding for individual student organization member fees, or individual insurance.
    • xi. The BFC will pay no more than half of individual or group lesson fees. If the group can demonstrate that coaching is a core requirement for the existence of the group greater funding will be considered.
    • xii. BFC will pay up to the full cost of lodging for up to two (2) nights for off-campus travel.
    • xiii. Funding for off-campus competitions will be considered for up to three such events per semester.
      • 1. One off-campus competition may be out-of-state with a second out-of-state competition considered by Vice President for Business and Finance and BFC advisor.
      • 2. Transportation to approved competitions is eligible for partial or full funding.
      • 3. Student organizations should first seek to reserve Kenyon vehicles. In the event that no Kenyon vehicles are available, the BFC will reimburse the group for personal automobile use based on the mileage rate for Kenyon vehicles as published on the College website.
    • xiv. The Kenyon College News Board’s member organizations will receive a fixed amount of student activities fee funds each year to cover essential operational and publication costs. The BFC may only reduce this figure if the number of recognized member organizations decreases or if distribution changes significantly (i.e. physical publication moving to digital form, etc.). Should rising costs or other factors necessitate increasing it for the next academic year, the News Board will propose the increase to the BFC by April 1. The News Board may include any student organization that gathers and disseminates factual content regarding new or recent events and developments of public interest, including the workings of the College, matters of public safety, student activities, cultural events and athletic competition. Content in this context is described as accurate and relevant information that sheds light on news events and is shared in written story form, audio and video report, photography and illustration.
    • xv. The BFC reserves the right to request information regarding a group's outside bank account(s) to take into account when determining funding. As needs of student organizations are wide and varied, the BFC reserves the right, provided proof of sufficient reason, to make exceptions to the preceding bylaws.
    • xvi. No member of the BFC shall participate in a vote regarding the funding of an organization of which they are a member. In addition, those who fall under this category must excuse themselves from any presentation and debate that takes place about the funding of such groups. Advisor to any student group must also excuse themselves from any discussions involving the funding of the group in which they serve in this capacity.
    • xvii. Over-spending of allocated funding will result in a minimum of one semester suspension from receiving funding, unless the discrepancies can be reimbursed by the end of the current semester.
    • xviii. Misuse of allocated funding, failure to abide by BFC bylaws, chronic underspending, and/or failure to disclose outside funding will result in a minimum of one semester suspension from funding and potentially additional sanctions, at the recommendation of the BFC with support from Student Council.
    • xix. All contracts must be signed by a professional staff member in the Office of Student Engagement. Contract must be submitted to the Office of Student Engagement at least four weeks prior to an event. Failure to do so could result in a cancellation of the event, as the contract cannot be processed in time.
    • xx. The BFC will not fund any events directly relating to any academic assignment, assessment, or exercise for which an evaluation will be given to a student(s).
    • xxi. Funding may only be used for items/events that for which it was requested, and a re-purposing of the funding must be pre-approved by the BFC. It is the responsibility of student groups to notify the BFC of any changes relating to an event including, but not limited to: co-sponsorship, cost, funding from other sources, use of funds or coordination with other campus groups before the event takes place. All information provided in budget requests and communications with the BFC is expected to be truthful and complete.
    • xxii. The BFC will consider requests for loans up to $500 for fundraising activities within the following guidelines:
      • 1. The loan must be repaid in full within two weeks of the fundraiser end.
      • 2. The BFC will take control on any unsold inventory at the end of each fundraiser if the loan is not repaid in full.
      • 3. If the loan is not repaid in full and on time, the debt may be forgiven or a payment plan instituted if:
        • a. The delinquent organization meets with the Vice President of Business and Finance and
        • b. The BFC approves the Vice President for Business and Finance recommendation and
        • c. Student Council approves the BFC recommendation of debt forgiveness or payment plan.
      • 4. The BFC will no longer consider loan requests from a delinquent organization until:
        • a. The delinquent organization meets with the Vice President of Business and Finance and
        • b. The BFC approves the Vice President of Business and Finance recommendation and
        • c. Student Council approves the BFC recommendation to reinstate loan privileges.
      • 5. Repeat delinquencies are subject to loan privilege restrictions such as:
        • a. Loss of loan privilege for one or more semesters
        • b. Loss of BFC semester and/or supplemental funding privileges
    • xxiii. Failure to comply with any BFC bylaws will result in a review of the funding for an event and may result in sanctions including, but not limited to: withholding of funds, request for reimbursement, referral to the Office of Student Rights & Responsibilities, and/or a minimum of semester suspension from eligibility for funds.
  • j. Campus Safety Committee
    • i. The purpose of the Campus Safety Committee is to create a dialogue between students and administrators surrounding issues of student safety and security.
    • ii. Provide feedback to appropriate administrator about campus issues, gathering student feedback and providing recommendations as needed.
    • iii. The committee should be comprised of two members from each class year, and the committee chair.
      • 1. First-year student members shall be selected for the committee near the end of the fall semester.
    • iv. The chairperson is responsible for facilitating the process by which vacancies to the committee are filled.
      • 1. Near the end of each semester, and as needed, the chair will publicly seek letters of intent, or applications from the student body to fill vacancies.
      • 2. The committee will vote on candidates to fill vacancies.
        • a. Members are selected by a simple majority until vacancies are filled.
        • b. The chairperson shall only cast a vote in the case of a tie.
    • v. The committee shall regularly communicate with the student body regarding current safety and security issues, as well as issues surrounding parking and transportation.
  • k. Diversity and Inclusion Committee
    • i. The committee will be named the Diversity and Inclusion Committee.
    • ii. Purpose
      • 1. The Diversity and Inclusion Committee’s purpose is to raise awareness of and address issues of diversity and inclusion on campus, with regard to the intersection of these issues and those that Student Council is tasked with handling. The Committee seeks to represent and act on the needs of historically marginalized/minoritized groups in the Kenyon community and beyond.
    • iii. Roles and Responsibilities
      • 1. Secretary
        • a. The secretary is the informational backbone of the committee. Important tasks include taking meeting minutes, disseminating informational emails about committee news, and facilitating communication.
        • b. The secretary must be accountable, passionate, committed, thoughtful, organized, and focused on not only creativity but also productivity and efficiency.
      • 2. Chair
        • a. The chair is responsible for leading the committee, though always acting with input from the committee.
        • b. The chair’s responsibilities include preparing agendas for upcoming meetings, having one-on-one meetings with the committee advisor and senior staff liaison, and leading committee meetings.
        • c. The chair will relay information from Student Council to the committee during meetings, and will voice committee objectives during Student Council meetings when necessary.
        • d. The chair will have a vote in Student Council, and as such they must be able to keep in mind what the implications of a Student Council decision will be in regards to affinity and diversity. The chair should consult with the Diversity Advisors (DAs) in addition to the Diversity and Inclusion Committee as needed.
        • e. The chair will ensure committee members share the duty of occasionally attending meetings of affinity/identity organizations.
    • vi. Meetings
      • 1. The committee shall consist of no less than five (including the chair and secretary), and no more than 10 students.
      • 2. The committee must meet regularly with a minimum of two meetings per semester.
    • vii. Elections
      • 1. Candidates for the chair position must be an active member in good standing of the DAs as verified by the DA advisor.
        • a. The election for Chair of Diversity and Inclusion will take place as part of the normal Student Council election cycle.
      • 2. The Secretary position will be appointed from within the committee.
  • l. Housing and Dining Committee
    • i. The purpose of the Housing and Dining Committee is to address student needs and concerns, in collaboration with residence life and dining services, to recommend new programs and evaluate the quality of student life.
    • ii. Consider dining issues such as dishware, allergy, and dietary accommodations.
    • iii. Consider housing issues such as accessibility, lottery, room and building concerns, and housing during break periods.
    • iv. Serve as student representatives on theme and division housing boards.
  • m. Student Life Committee
    • i. Committee Structure
      • 1. The Vice President for Student Life will serve as the chair of the Student Life Committee and will be responsible for recruiting members of the committee. Members who served on the committee during the previous semester need not apply but must communicate their continued interest in committee membership.
      • 2. A member of the committee will serve on each of the following:
        • a. Division Housing Board
        • b. Theme Housing Board
        • c. Awards Selection Committee
        • d. Kenyon Reservations User Group (KRUG)
      • 3. It is recommended that a member of Business and Finance Committee also sit on Student Life Committee.
    • ii. Advisor
      • 1. A member of the Office of Student Engagement will serve as an advisor for the Student Life Committee.
      • 2. The advisor shall meet regularly with the Vice President for Student Life.
      • 3. The advisor shall attend Student Life Committee meetings.
    • iii. Duties
      • 1. Meeting time and frequency will be determined by the Vice President for Student Life with input from the committee and advisor.
      • 2. Evaluate new and existing organizations in accordance with the Student Organization Handbook.
      • 3. Discuss matters of student life and make recommendations to Student Council and appropriate administrative areas of the College.

Section 2: Class Committees

  • a. Each committee shall decide on a regular meeting time, which will be publicized to the entire class. The meetings will be open to the class and minutes will be maintained.
  • b. Class President shall form their committee in a manner that they deem appropriate.
  • c. All class committees may be asked to assist one another, as available and appropriate.
  • d. Senior Class Committee
    • i. Each fall, the Senior Class President shall work with returning members to form a class committee consisting of students to promote class unity and organize class functions. This group shall consist of no fewer than eight (8) and no more than 20 members of the senior class.
    • ii. Senior Class President:
      • 1. The President of the senior class, elected by the class at-large according to the regulations as stated in Article 1, Section 3 and will serve as voting representatives to Student Council.
    • iii. Senior Class Representative to Campus Senate:
      • 1. Shall be accessible to their entire class and is responsible for regularly communicating to the senior class.
      • 2. The Senior Class representative to Senate is encouraged to be a member of the senior class committee and assist the president.
    • iv. Senior Class Council shall be responsible for the following senior-oriented programs, including but not limited to:
      • 1. “Senior Soiree” — A seniors only formal event occurring in November.
      • 2. “Fandango” — A formal event with seniors and faculty members occurring approximately 100 days before graduation.
      • 3. “Senior Week” — College co-sponsored events in the week leading up to graduation. Events shall begin no earlier than the day after the last scheduled final exam and end on the Wednesday prior to graduation. Senior Week functions are exclusively for members of the senior class. Students graduating in December are eligible to attend one Senior Week but must seek approval from the appropriate advisor.
      • 4. “Senior Gift” — A gift donated by the senior class to the College.
      • 5. Baccalaureate Speaker — The Class Committee will take nominations for Baccalaureate Speaker beginning in October. The nominations will then be voted on by the senior class as a whole and the speaker will be announced at Fandango.
    • v. The President, or an alternate member the Class Committee, shall receive an invite to open meetings about persons being considered for full time exempt student affairs positions, i.e., candidate visit luncheons and/or meetings.
    • vi. Members of the Class Committee shall be included in strategic planning discussions and/or student policy changes as appropriate.
  • e. Junior Class Committee
    • i. Purpose
      • 1. To provide a representative voice of the Junior Class.
      • 2. To create, when possible, opportunities for the Junior Class to interact socially and academically with each other and/or faculty and staff.
      • 3. To act as a liaison between Junior Class students, Student Council, and the College administration.
    • ii. Structure
      • 1. The committee will be led by the Junior Class President, elected each Spring.
      • 2. The Junior Class Camps Senate representative is welcomed, and encouraged, to serve as a member of the Committee.
      • 3. As soon as the President is able, but no later than the Fall Break, the Junior Class President will solicit students members from Junior Class to form the committee.
      • 4. The President will appoint a member of the committee as Vice President. This individual will fulfill the role of the President when needed and will take minutes at every meeting.
      • 5. If a new position needs to be created to fulfill a specific need for that year’s committee, it will be up to the discretion of the President to appoint an existing member to fill that position.
      • 6. The Committee should meet at least once every two weeks, or more frequently as needed.
    • iii. President
      • 1. The President of the Junior Class, elected by the Junior class at-large according to the regulations as stated in Article 1, Section 3 and will serve as a voting representative to Student Council.
      • 2. The primary duty of the Junior Class President is to represent the popular opinion of the Junior Class in Student Council as fully and fairly as possible.
      • 3. In Committee meetings, the President shall also be charged with delegating tasks to committee members and bringing issues raised in Student Council meetings to the committee.
    • iv. Responsibilities
      • 1. Junior Class Committee is responsible for planning at least two programs for the Junior Class throughout the year, including but not limited to:
        • a. Middle Path Day
        • b. Welcome Back Party for Returning Juniors
      • 2. The committee may choose to host additional programs such as fundraisers and social events as decided by the committee based on need and interest.
  • f. Sophomore Class Committee
    • i. Purpose
      • 1. To provide academic and social enrichment for the sophomore class
      • 2. To act as a liaison between sophomore class students and administrators
    • ii. Elections
      • 1. The President of the Sophomore Class, elected by the Sophomore class at-large according to the regulations as stated in Article 1, Section 3 and will serve as a voting representative to Student Council.
      • 2. The Sophomore Class Committee may exercise discretion to recruit new members through means of classwide interviews.
      • 3. If a new position needs to be created to fill a specific role for that year’s council, it will be up to the discretion of the president to appoint an existing member to fill that position.
    • iii. Responsibilities
      • 1. The responsibilities of the Sophomore Class President are:
        • a. Maintaining an agenda
        • b. Enforcing attendance policies
        • c. Running meetings
        • d. Representing the Sophomore Class at Student Council
        • e. The president will act as a tiebreaker voting matters of the Sophomore Class Committee.
        • f. Appoint a Vice President to run meetings in the President’s absence
      • 2. Council Member responsibilities:
        • a. Regularly attend meetings in accordance with the attendance policy.
        • b. Maintain regular communication with sophomore peers to bring relevant information to meetings
        • c. Any additional duties assigned to council members must be fulfilled to the best of their abilities.
        • d. Maintain clear and consistent communication with other class councils.
      • 3. Attendance Policy
        • a. Must notify twenty-four (24) hours in advance in the event of being unable to attend Sophomore Year Council meeting.
        • b. Members are expected to attend programs hosted by the council unless there are major conflicts previous conflicts discussed during the planning of the event.
        • c. After four (4) unexcused absences, the Council will deliberate on what further action will be taken, such as removal from committee.
  • g. First Year Class Committee
    • i. Purpose
      Assist first year students in their transition to Kenyon College.
      Advocate for the needs of the first year class.
    • ii. Responsibilities: Founders’ Day/Matriculation
      Each fall, the First Year council will organize and plan the Tree Naming Ceremony on Founders’ Day. They will also host an event for First Years that same evening.
    • iii. Elections
      • 1. The First Year Class Committee shall consist of a maximum of nine (9) members, including the President.
      • 2. In addition to electing the President, as outlined in Article 1, Section 3, at the beginning of the fall semester, the whole first year class may cast one vote to select the remaining members of the class committee.
        • a. One general representative with the most votes from each residence hall will be selected in addition to the next two students with the most votes.
        • b. First Year Class Committee members will determine which committee member shall serve as the representative to Campus Senate.
          • i. The First Year Class President is not eligible to also serve as the Campus Senate Representative.
      • 3. Committee members shall determine if additional officer positions are necessary and will also choose a method to fill designated positions.
    • iv. Officer Responsibilities
      • 1. President:
        • a. Facilitate committee meetings, maintain meeting agendas, and enforcing attendance policies.
        • b. Representing the First Year Class at Student Council.
        • c. The president shall vote only in the case of a tie in class committee matters.
      • 2. Committee Members:
        • a. Attendance at and willingness to participate at meetings.
        • b. Maintain contact with first year peers to bring relevant information to meetings.
        • c. Any additional duties assigned to council members must be fulfilled to the best of their abilities.
        • d. Maintain clear and consistent communication with other class committees.
    • v. Attendance
      • 1. Members should give twenty-four (24) hour notice of an absence when possible.
      • 2. Member attendance is mandatory and if and any excused absences must be reasonable (as decided by the president and committee advisor).
      • 3. Members must be in attendance at committee planned events unless an academic or work related commitment creates an unavoidable conflict.
      • 4. Members are expected to complete office hours to be available to first year students.

Section 3: Ad Hoc Committees

  • a. New ad hoc committees shall be approved by the Executive Committee officers at the suggestion of the President.
    • i. The structure of the committee shall be determined by a majority vote of Executive Committee. Structure may vary based on the purpose of the committee.
  • b. Each ad hoc committee should be given a specific written timeline and charge set by the Executive Committee.
    • i. Ad hoc committees will be dissolved at the end of each academic year.
    • ii. If necessary, a majority vote of the Executive Committee may extend the timeline of the committee, not to exceed one additional academic year.
  • c. All actions of ad hoc committees require the support of Student Council as demonstrated through a simple majority vote.
  • d. Each committee shall decide on a regular meeting time.
    • i. Minutes shall be recorded and submitted regularly to the Director of Operations.
  • e. No more than three ad hoc committees shall be operational each academic year.