Article I. Name and Description
Section 1.01 The Full name shall be the Purdue University Student Organization Grant Allocation Board and may also be referred to as the SOGA Board.
Section 1.02 The Committee Chair will determine the SOGA Board meeting schedule. The Committee Chair, with input from the rest of the Board, will also set all application and submission deadlines.
Section 1.03 The SOGA Board provides support to recognized student organizations (RSOs) at Purdue University (West Lafayette) by helping them obtain necessary funding in order to enhance campus life and their respective organizations. The SOGA Board offers monetary assistance by helping to fund specific initiatives, events, and travel.
(a) The SOGA Board funds were created to provide assistance to groups for funding events, diversity initiatives, student awareness programs, and speakers, travel, and equipment.
(b) Requests for funding for events and initiatives are reviewed and evaluated by the SOGA Board members in accordance with the SOGA Guidelines.
Article II. Grant Committee Members and Selection Process
Section 2.01 The SOGA Board will consist of six student board members and one student Committee Chair. All SOGA Board members must be in good standing with the University and be enrolled as fulltime students at the West Lafayette campus for the duration of their term. Five SOGA Board members shall be fulltime undergraduate students and one shall be a graduate student matriculating and progressing toward an advanced degree.
Section 2.02 The Committee Chair will be the Purdue Student Government Treasurer of the current PSG Administration. Because one of the charges of the PSG Senate Internal Finance Committee is overseeing finances and budgets, the Internal Finance Chair shall also serve on the Board as one of the six full members of the SOGA Board. The four undergraduate student board members will be appointed by the newly elected Student Body President following the Student Body Elections. The selection of these four SOGA Board members must be approved by the Student Body Senate. The graduate representative will be selected by Purdue Graduate Student Government by a method in accordance with their constitution and bylaws.
Section 2.03 The Board members shall serve a term effective May 1st- April 30th, beginning the year they are selected.
Section 2.03 The SOGA Board and its board members should reflect the diversity of the student body that it represents. In this spirit, the PSG and PGSG Presidents should try to appoint board members from diverse backgrounds, experiences, academic interests, student organization affiliations, and majors.
Section 2.04 The PSG president may select up to four alternate appointments throughout the year. If an active board member is unable to fulfill their duties (enumerated in Article III) for any reason, the committee chair may replace such a member with an alternate.
(a) The Committee Chair should seek alternates no later than September 1st of the current academic year.
(b) Before replacing a board member, the Committee Chair must consult with the PSG president, Associate Dean of Students, the SOGA Board advisor(s), and if impacting the graduate student representative, the PGSG president. The replacement must then be approved by the Student Body Senate.
Article III. Funding Board Member Job Descriptions and Expectations
Section 3.01 The SOGA Board Chair’s activities include, but are not limited to:
(a) Create the list of dates and deadlines for funding periods.
(b) Promote the SOGA funds and application deadlines.
(c) Create the schedule of meeting dates and times.
(d) Review the applications prior to the meetings and ensure their eligibility (see Section IV below).
(i) Submitted applications must be copied and put together at least two (2) days before every meeting. A copy should be provided for every board member. These can be provided in paper or electronic form.
(e) Consult regularly with the PSG advisor(s), the Associate Dean of Students, and the Business Office for Student Organizations (BOSO).
(f) Coordinate with the SOGA Board members to better assist the organizations seeking funding.
(g) Work with the PSG secretary to create a process for handling correspondence, paperwork, and documentation of applications, decisions, funding and final reports.
(h) To ensure credibility, the Chair must maintain accurate accounting information.
(i) A ledger should be kept documenting all expenditures paid from the SOGA Board account. Information should include how much respective RSOs were awarded, when they were awarded this money, and how much they actually spent. Unspent funds will be re-awarded to other RSOs at a later date.
(ii) A ledger should be maintain of all applications received, decision made by SOGA board, reason for denial of funds, copies and dates of all correspondence, and tracking of progress of each initiative and final reports.
(iii) The Ledger should be overseen by the SOGA Board and PSG Advisors.
Section 3.02 The Purdue University Student Organization Grant Allocation Board members’ activities include, but are not limited to:
(a) Support the SOGA Board Committee Chair.
(b) Attend all meetings regularly and on time.
(i) If a board member is going to be absent, it is his or her responsibility to inform the Committee Chair at least 24 hours in advance of the meeting.
(b) The SOGA Board will meet four times per academic year to distribute funds. The following are suggested dates: end of April, end of September, end of November, and beginning of February. The Committee Chair will determine all meeting dates.
(c) Attend all mandatory training sessions that are scheduled by the Committee Chair.
(d) Act as a student advocate, helping RSOs fund and put on initiatives.
(e) Participate and ask questions during SOGA Board deliberations.
(i) Thoroughly understand all SOGA Board funding Guidelines and Restrictions.
Section 3.03 The SOGA Board members and the Committee Chair are permitted to attend any event or initiative funded by the SOGA Board at no excess cost to the Board Member.
(a) It is recommended that each board member, including the Committee Chair, attend at least one SOGA Board-funded event per month.
Article IV. Funding Eligibility
Section 4.01 All funding eligibility requirements, pre-funding procedure, and post-funding procedures for RSOs are in the SOGA Board “Guidelines and Restrictions” Document.
Section 4.02 All RSOs that wish to receive SOGA Board funding are expected to fully read, understand, and abide by all guidelines and restrictions. Failure to do so will result in the rejection of applications or revocation of funding.
Section 4.03 All SOGA funds must be distributed through RSO accounts maintained in BOSO. Regulations and Procedures for RSOs as outlined in University Regulations and BOSO must be followed.
Article V. Amendments
Section 5.01 The SOGA Board, with the concurrence of the Office of the Dean of Students and BOSO, has the authority to amend and alter these Bylaws.
Section 5.02 Any amendment must be properly presented at a stated meeting of the SOGA Board. It must pass by a two-thirds vote of the stated membership of the board and be approved by the Committee Chair.
Section 5.03 Any amendment should be reviewed by and approved by the Student Body President before it may take effect.
Section 5.04 RSOs being considered for funding will be notified if any SOGA Board policy has been changed or amended. Once the amendment has been approved and a formal notification has been sent, the change will take affect no earlier than two (2) weeks post the date of the formal notification.