ASG By Laws

An officer serving on the E-Board of the Association shall be eligible to do so when they fulfill the following requirements.

1. They are enrolled as a student at Lake Washington Institute of Technology.
2. They have completed 15 or more credits in any quarters prior to completing an E-Board application for a position.
3. They take a minimum of six (6) or more credits in each quarter they are an officer.
4. They do not have any pending conduct sanctions that need completion.
5. They have and maintain a 2.5 cumulative grade point average.

E-Board officers serve the Association for a one-year appointment, as determined by the selection process. The following sections outline the annual process of officer selection.

Section 1 Timeline

The annual selection process is structured to select five officers to serve on the E-Board for one academic year, beginning July 1 and ending on June 30. The annual selection process will be completed spring quarter, based on the established timeline agreed to by the E-Board. All students meeting the eligibility criteria as outlined in Article 2 may apply for an officer position. If positions are not filled by the end of spring quarter of the selection year, the ASG Selection Committee will enact processes outlined in Article 4 Quarterly Replacement Process.

Section 2 Selection Committee Chair

The selection committee will be chaired by the E-Board Vice President for Equity and Engagement. If the position is vacant, or the current E-Board Vice President for Equity and Engagement will reapply for an E-Board position, the E-Board will consult with its administrative advisor to develop and recommend an appropriate chair for the committee. If other than the Vice President of Equity and Engagement, the chair will be appointed in an open public meeting and recorded in that meeting’s minutes.

Section 3 Selection Committee Members

The E-Board will appoint selection committee members in an open, public meeting. Members must be selected at least 2 weeks before the first scheduled selection committee meeting, to be determined by the selection committee chair. The first committee meeting must include the following agenda components:

1. Introductions.
2. Responsibilities of hiring.
3. Equity, diversity, and inclusion practices related to hiring.
4. Hiring scoring process.
5. Questions.

Any other meeting component may be added to the agenda at the discretion of the committee chair. The Selection Committee shall consist of a minimum of one (1) student if available, two (2) Office of Student Life student employees, one (1) Faculty or Staff member and two (2) non-returning E-Board members, if available, and the ASG E-Board Advisor.

Section 4 E-Board Officer Application

E-Board members shall be selected through an application review process conducted by the Selection Committee. Application materials must be turned in by the selection committee’s established deadline date. Incomplete applications must be completed within the publicly stated annual hiring process timeline or they will not be considered for an interview. All candidates for E-Board positions who meet eligibility requirements and turn in a completed application, will be interviewed for an E-Board position. Applications will include the following information or materials:

1. An application which includes student enrollment information.
2. An unofficial copy of the candidate’s LWTech transcript.
3. A typed, personal mission statement.
4. A typed biography.

Section 5 Selection Committee Voting

The selection committee will use a voting method chosen and agreed to by the committee. Whichever voting method is chosen will be recorded in meeting minutes, which will be made available upon request. When a vote occurs, that vote will be recorded in that meeting’s minutes. To be selected for an E-Board position, a candidate must have a minimum of a 3/5 vote of the selection committee. In the case of a tie vote, the committee will choose a process to eliminate the tie.

This process outlines necessary procedures for when an E-Board member resigns or is dismissed from their position during their annual term. If a position is vacated during the annual appointment, the selection committee will convene within 2 weeks following the vacancy to establish replacement procedures as outlined in Article 3. If a vacancy is the result of a dismissal, the convening will begin after the final date following the allotted time of an active appeal.

The exception to this convening is a vacancy occurring during spring quarter. If a position is vacated during spring quarter, the selection committee chair or appointee will meet with the E-Board advisor to determine a plan of action. That may include, but not be limited to:

1. Appointing other student employees to complete duties of the position vacated.
2. Not filling the vacant seat and assigning other duties to a current E-Board officer.

Either plan must be approved in a public meeting by the E-Board.

Section 1 All Officer Responsibilities

To create consistency for all positions, the following established structure is recommended. Changes to the following may occur through the amendment procedures outlined in Article 19.

1. All officers will:
   1. Appropriately advocate for students’ rights.
   2. Maintain a commitment to equity, diversity, and inclusion work.
   3. Maintain an understanding of all college resources and act as a referral for student questions.
   4. Attend all regularly scheduled meetings. Three (3) unexcused absences in an academic year (fall through spring quarters) to open and regularly scheduled meetings will result in action by the E-board.
   5. In addition to attending classes and completing assigned homework, make all E-Board business a top priority.
   6. Maintain accurate documentation of business, either in progress or completed, through digital filing.
   7. Meet regularly with the administrative advisor.
   8. Ensure continuity through mentoring replacement officers; unless removed from the position or unable to attend due to graduation.
   9. Perform other duties as agreed upon by the E-Board.
   10. Promote the E-Board mission on and off campus.
   11. Sustain up to 10 work hours during a week which might include an in- or out-of-office workload.
   12. Maintain a commitment to and adherence of college policies.
   13. Maintain workloads commensurate with the position the officer occupies.

Section 2 E-Board President

The president acts as the structural leader of the E-Board ensuring the Association’s Constitution and By-Laws are followed. That work includes the following:

1. Preside over E-board meetings.
2. Act as a liaison between the student body and faculty, staff, and executive administration groups.
3. Develop a viable program of legislative activities at the local, state, and federal level and supervise its implementation.
4. Develop a quarterly work plan for all upcoming E-Board business based on the annual work plan.
5. Promote the development of the E-Board’s strategies, goals, objectives, and supervise its implementation.
6. Attend all LWTech Board of Trustee meetings and become knowledgeable about all LWTech Board of Trustee functions or find a suitable replacement in case of scheduling conflict.
7. Attend all College Council Committee meetings and become knowledgeable on all college department. or find a suitable replacement in case of scheduling conflict.

Section 3 E-Board Vice President of Equity and Engagement

1. The Vice President of Equity and Engagement shall:
2. Assist the President with implementation of the annual work plan.
3. Chair the Selections Committee.
4. Preside over E-Board meetings in the absence of the President.
5. Chair the Clubs Council Committee.
6. Solicit and address student input through physical or online suggestion boxes or other means.
7. Research complaints or suggestions and present them to the E-Board for consideration for action.
8. Follow up on actions related to suggestions made through the suggestion process after action is determined by the E-Board.
9. Attend all Equity Diversity and Inclusion Committee (EDIC) meetings and report to the E-Board.
10. Plan and implement any student body votes as outlined in Articles 15, 16, and 17 of these by-laws.

Section 4 Vice President of Finance and Strategy

The Vice President of Finance and Strategy shall:

1. Assist the E-Board President with implementation of the annual work plan.
2. Act as the financial advisor to all programs financed by the E-Board including answering questions about expenditures and revenues.
3. Chair the Services and Activities and Technology Fee Committees.
4. Present resultant fiscal year budgets to the Board of Trustees for consideration during the June board meeting.
5. Maintain current digital records of all revenues and expenditures for all programs funded through both funding committees.
6. Oversee and promote compliance with the financial code, the Washington Administrative Code (WAC), Revised Code of Washington (RCW), and the regulations of the Office of Financial Management, State Board for Community and Technical Colleges and Lake Washington Institute of Technology and report to the Services & Activities Fee and Technology Fee Committees known violations of these statues and regulations.
7. Prepare and submit monthly reports to the E-Board.
8. With the advisor prepare an annual review and report of both the services and activities, and technology fee funds for posting on the LWTech website, in accordance with RCW 28B.15.045.
9. Supervise implementation of carried out motions and provide status reports of such motions and their impact at subsequent open public meetings.
10. Become and remain proficient in Microsoft Excel and Microsoft SharePoint by means of training if necessary.
11. Attend the college’s Finance Council Meeting or find a suitable replacement in case of scheduling conflict.

Section 5: Representative for Committees

The Representative for Committees shall:

1. Assist the President with implementation of the annual work plan.
2. Recruit students to all tenure and shared governance committees.
3. Facilitate the appointment of eligible students to all active faculty tenure committees at scheduled E-Board public meetings.
4. Record, file, and distribute meeting agendas and minutes of E-Board, Services and Activities fee committee, Technology Fee committee, and other committees as requested unless other arrangements for a recording secretary are provided.
5. Serve as E-Board historian by digitally maintaining E-Board files in an organized and efficient manner.
6. Preserve all documents relating to meeting and funding committees on permanent file, archiving as necessary.
7. Keep current records of committee appointments.
8. Work with the E-Board to prepare an annual report, due by June 30 or before.

Section 6: Representative for Marketing and Communications

The Representative for Marketing and Communications shall:

1. Assist the President with implementation of the annual work plan.
2. Manage all E-Board related campus activities, as decided on by the E-Board including:
   1. preparing flyers, posters, reader boards and other media to publicize events and meetings,
   2. scheduling meeting or event spaces,
   3. managing quarterly activity schedules
   4. facilitating voter registration information booths,
      facilitating the quarterly presidential forum.
3. Suggest edits for E-Board related web pages on the LWTech website.
4. Act as a liaison between the E-Board and Office of Student Life campus activities teams.
5. Assist the E-Board President in writing and presenting a monthly Office of Student Life report for LWTech’s Board of Trustees.
6. Ensure any E-Board correspondence is created and delivered as necessary.

Section 1: Meeting Occurrences

Public E- Board meetings shall be held weekly during the fall, winter, and spring quarters, unless otherwise canceled by the E-Board or due to college closure. During summer quarter, the E-Board shall meet at least twice. Cancellation notices will occur via the online college calendar 24 hours in advance of the public meeting cancellation. The E-Board will maintain a study session schedule and meet at least five times throughout the quarter for at least one hour.

Section 2: Meeting Agenda Template

The order of agenda items for the public E-board meetings shall be:
Call to Order

1. Approval of Minutes
2. Approval of Agenda
3. Public Comments
4. General Announcements
5. Officer Reports
6. Advisor Reports
7. Old Business
8. New Business
9. Adjournment

Section 4: Meeting Absences

E-Board officers unable to attend a meeting may assign a proxy vote in writing to another officer or submit a written vote one or more business days prior to the scheduled meeting.

Section 5: Parliamentary Procedure

Open public meetings of the E-board shall be governed by Robert’s Rules of Order, recently revised addition.

Section 1: Position Responsibility and Expectations agreement

Each member of the E-Board is responsible for fulfilling assigned job duties. To assist with assigned job duties, each officer will be provided an expectations agreement. This agreement will be on file with the administrative advisor after it is completed no later than July 31 for the annual selection process and no later than 2 weeks after a student officer replacement is selected during the quarterly selection process.

Section 2: Goals

Each board member shall establish goals and timelines for achieving those goals and file copies with the administrative advisor.

Section 3: Evaluations

The administrative advisor shall have the discretion to call for the completion of quarterly evaluations, both to meet with individual E-Board members or the whole Board for the purpose of evaluating job performance.

Section 1: Jurisdiction

Any E-Board officer may be subject to removal from their position. As outlined in the constitution, Article 9.

Section 2: Removal from Office

Any officer may be dismissed by a majority vote of the E-board as outlined in Article 9 of the ASG LWTech constitution for:

1. Failing to maintain requirements of their position as outlined in this by-law document and the ASG Constitution.
2. Misconduct as defined in the student conduct code WAC 495D-121-310.
3. Not maintaining enrollment at LWTech. The officer has the right to appeal their dismissal. The appeal process will follow the college’s -grievances and appeals of college actions process.

If the administrative advisor recommends an administrative improvement plan, the student officer and advisor will meet to discuss employment improvement. A mutually agreeable plan will be developed and filed with the administrative advisor. After 4 weeks, the advisor and student officer will meet to discuss whether behavior has improved. If officer behavior has improved to the satisfaction of the advisor, the student officer will remain in their officer position. If officer behavior has not improved to the satisfaction of the advisor, the student officer, if in office, will go through the removal from office procedures outlined in these by-laws.

Section 1: Academic Probation

If an officer’s grades fall below the required cumulative 2.5 grade point average, the administrative advisor reserves the right to place the officer on academic probation. Fulfilling requirements of academic probation procedures are outlined below.

1. Any E-Board officer failing to meet the cumulative 2.5 grade point average may be placed on academic probation.
2. The officer placed on probation shall meet with the administrative advisor to draft a plan of compliance.
3. The probationary period will last for at least one (1) quarter.
4. The probationary period shall be served the quarter immediately following the quarter in which the requirements were not met.
5. At the end of the probationary period the probationary status may be removed by the administrative advisor if conditions were met. That condition is a cumulative grade point average of 2.5 or higher. If the condition was not met, the administrative advisor will present to the E-Board a recommendation for dismissal from position, according to procedures outlined in these by-laws.
6. The E-Board must make a decision at the next regularly scheduled meeting after the recommendation is received; failure to do so will result in the administrative advisor’s original recommendation becoming the final decision for the officer on probation.

Section 2: Performance Probation

A majority vote of the remaining E-Board members currently in office may place an officer on probation due to the conditions outlined in Article 9 of the ASG LWTech constitution.

Any E-board officer placed on performance probation has the right to request a hearing before the Selections Committee. The officer placed on probation shall meet with the Selections Committee to draft a plan of compliance.

A performance probationary period shall last for a period of four (4) weeks, during which input from other officers may be submitted to the Selections Committee in writing. At the end of the four-week probationary period, an evaluation of the officer on probation shall be completed by the Selections Committee, reviewed, and signed by the officer in question.

If the officer fails to comply with conditions of performance probation, the Selections Committee will present to the E-Board a recommendation for the removal of the probationary status or dismissal of the officer on probation. The E-Board must decide at the next regularly scheduled meeting after the recommendation is received. Failure to do so will result in the Selections Committee’s original recommendation becoming the final decision for the officer on probation.

Students may appeal or grieve any college action. The appeal process will follow the college’s grievances and appeals of college actions process outlined in college policy.

The E-Board will be responsible for managing all business related to the following Association committees.

Section 1 Services and Activities Fee Committee (S&A Fee Committee)

The S&A fee is a fee the State has allowed colleges to collect through tuition. There are several State laws associated with S&A fees. Specifically, there are definition and usage laws to which LWTech is responsible for adhering. The Office of Student Life is responsible to the E-Board for appropriate use and expenditure of these fees, as well as ensuring adherence to all applicable laws, policies, and procedures.

The S&A fee committee will follow the financial code. The S&A Fee committee must:

1. Follow processes outlined in RCW 28B.15.045.
2. Follow processes outlined in the E-Board Financial Code.

Section 2 Technology Fee Committee (Tech Fee Committee)

The Tech Fee Committee shall be responsible for making budgetary recommendations to the E-Board and shall be chaired by the Vice President for Finance and Strategy.

A technology fee at Lake Washington Institute of Technology (LWTech) is intended to provide additional revenue for the college to adequately support student access to changing technologies in classrooms, labs, libraries, and other support services areas as well as to increase wi-fi and bandwidth for the purpose of instruction, campus life development, and/or research.

The technology fee committee will follow all processes and procedures outlined in the Technology Fee code.

Section 3 Selection Committee

The selection committee will follow all procedures outlined in Article 3 of these by-laws.

Section 4 Club Council Committee

The club council will follow all procedures outlined in the club council code.

Section 5 Ad-Hoc Committees

The E-Board retains the ability to charter any committee to manage the affairs of either the Association or the E-Board.

All non-designated purchases require approval by a majority vote of the E-Board. All costs associated with furniture purchases or remodeling projects must be approved by the E-Board through a majority vote.

Section 1 Committee Chair

The Election Committee will be chaired by the Vice President of Equity and Engagement and shall be responsible for coordinating elections and have the authority to develop necessary processes and regulations to effectively manage Association elections.

Section 2 Committee Members

The Election Committee shall be comprised of three (3) students appointed by the E-Board President, the Administrative Advisor who will be a non-voting member, and the Vice President for Equity and Engagement. The Vice President for Equity and Engagement will chair the Election Committee.

Section 3 Conflict of Interest

Should any member of the Election Committee show a direct interest in the outcome of the election, the E-Board President shall appoint another member to the committee.

Section 4 Voting

Only currently enrolled members of the Association, as defined in the constitution shall be eligible to vote. Members shall cast only one (1) ballot.

Section 5: Publicizing Elections

The Election Committee shall prepare for an election by preparing and posting publicity in such a manner as to ensure that Association members shall be informed.

Section 6 Validating Election Results

After the final closing of the polls, the Administrative Advisor and the chair of the Elections Committee shall validate the election results. A simple majority of ballots cast carries the vote.

Section 7 Vote Validation Timeline

Election results shall become validated eight (8) business days after the completion of the election, assuming no complaint is filed. In the event of a complaint, the results shall be validated after eight (8) business days, or at the conclusion of the hearing on the complaint and all appeals, whichever is later.

Section 8 Election Appeal

Election Appeals will follow this process:

1. Written complaint to the Vice President of Student Services, no later than (5) five business days after the publicly stated election deadline.
2. The Vice President of Student Services has (10) ten business days to investigate the complaint from the date the complaint was filed.
3. The Vice President of Student Services will determine the level of responsibility for the complaint and decide the outcome of the complaint in writing to the election committee.
4. The election committee will have three business days to publicly post-election results.

Section 9 Election Tampering

Association members implicated in tampering with the voting process shall be referred to the student code of conduct discipline process as outlined in WAC 495D-121-590.

Section 1 Initiating Initiatives

Any member of the Association may initiate an article of legislation by:

1. Presenting to the E-Board a petition containing the signatures of Student Body Members that in total exceed the numerical value of 10 percent of the current, student headcount. enrollment for that quarter. No initiative may be submitted during the summer quarter.
2. Upon receipt of a valid petition, the E-Board shall call for a vote not less than two (2) weeks and not more than four (4) weeks after presentation of the petition.
3. A validated initiative shall be visibly posted for at least one (1) instructional week prior to a vote by the E-Board.
4. An initiative shall become policy upon receiving majority vote at an official E-Board meeting.

Section 1 Right to Referendum

The Association reserves the right to initiate a referendum.

Section 2 Majority Vote

Such action shall be passed with a majority vote of the E-Board at an official meeting.

Section 3 Ratification

Referendums must be ratified by a student vote no sooner than two (2) weeks and no later than four (4) weeks after E-Board approval, except during the summer quarter. Summer quarter legislation shall be ratified during fall quarter. Referenda shall be posted for at least one (1) week prior to an E-Board vote.

Section 1Document Clarification

The Association reserves the right to clarify and interpret documents and policies, answer complaints and establish their own positions on issues.

Section 2: Position Statement

The E-Board shall issue a position statement when:

1. A member of the Association makes a written request to the E-Board for clarification of any document, policy, or procedure relating to the Association.
2. The E-Board desires to take a position on an issue of importance to the Association regarding the passage of a motion.
3. Clarification is necessary for the maintenance of internal affairs.

Section 3 Procedure For Position Statements

The E-Board presents a draft position statement at an official meeting. To be adopted, the draft must receive a majority vote of the E-Board.

Should a draft fail to pass, it shall be referred to the Vice President for Equity and Inclusion for the purpose of revision. A revised draft will be presented at the E-Board meeting.

A position statement must be adopted within six (6) calendar weeks of the original motion.

Section 4 Position Statement Rescinding

Recession of a position statement shall require majority vote of the E-Board.

Section 1 Timeline

Amendments and revisions to this document must be initiated and completed within an academic year, during fall, winter, or spring quarters by the E-Board.

Section 2 Ratification

Amendments to the bylaws must be ratified by a majority vote of the E-Board at a regularly scheduled meeting. If ratified, the Vice President of Student Services will provide secondary approval.

Section 1 Other Governing Documents

Other documents which govern specific areas of student services are recognized and identified as:

1. Student Conduct Code.
2. The Revised Code of Washington.
3. The Washington Administrative Code.
4. Office of Financial Management.
5. College Policies and Procedures.

This Constitution and Bylaws shall supersede all previous documents of said title.
The duly selected officers of the Association’s recognized governing entity have ratified the above Constitution on the date specified below, and by a majority vote have designated that the below E-Board officers affix their signatures, thus making this Constitution and its Bylaws binding for the Associated Students of Lake Washington Institute of Technology.