III:05:04 Student Activities

I. PURPOSE

As part of its mission to provide a student-centered learning environment, MTSU recognizes the need to provide for entertainment and educational events for its students. To this end, MTSU has created the Student Activities Council and the four Student Activities Sub-councils (collectively "Student Activities"). The functions and procedures to be followed by Student Activities are set forth in this policy.

II. STRUCTURE

Student Activities consists of paid and volunteer students who have applied through the Office for Student Activities to serve on one or more of its four Sub-councils: (1) Arts & Variety; (2) Athletic Event Promotion; (3) Films; and (4) Concerts. The four Sub-councils are overseen by the Student Activities Council. The procedures relevant to both the Student Activities Sub-Councils and the Student Activities Council are set forth below. All events run by Student Activities are subject to MTSU and Tennessee Board of Regents ("TBR") policy.

A. Student Activities Sub-councils

1. Application Procedures

Students interested in joining a Student Activities Sub-council must fill out an online submission form and TBR volunteer form for the Sub-council(s) of their choice. Students may obtain application materials from the Student Activities Office or its website.

Applicants who are accepted will then become voting members of Student Activities. After a student has been accepted as a member, he/she will remain a member of Student Activities as long as he/she remains a student in good standing with the University. All members must remain active on their respective Sub-councils to retain membership (see Appendix 1 - Sub-council Member Eligibility). In the event that a Student Activities member fails to attend three (3) consecutive meetings without excused absence from the respective Sub-council Chair, the member will be removed from the active Sub-council list and will have to reapply in the Office of Student Activities to regain active member status.

2. Sub-council Chairs

Anyone who has been on a Sub-council for at least one (1) semester may apply for the Chair position. To be eligible for application, the student must be in good standing with the University (see Appendix 2 -- Student Activities Council Selection / Scholarship Eligibility). All four (4) Chairpersons will be selected by the Director, Student Activities Council Chair, and full-time Activities staff in the last six (6) weeks of the semester. Chairpersons will serve a one (1) year term that begins at the beginning of the following fall semester.

Beginning with the semester directly following his/her election, all Chairpersons shall receive a $1,305 scholarship per semester for each fall and spring semester during which they will be required to work 150-180 hours (minimum 10 hours per week) for Student Activities. Each Chairperson must be in good standing with the University. If any chair does not complete his/her 150-180 hours or loses his/her good standing, that Chairperson could be required to reimburse either all or a prorated portion of his/her scholarship. The Director for Student Activities may review each case as needed.

The primary responsibilities of every Sub-council Chairperson are to:

a. Attend posted office hours;

b. Schedule and set the agenda for all Sub-council meetings;

c. Conduct the Sub-council meetings;

d. Plan, implement, and evaluate events promoted by each Sub-council;

e. Present the total budget report from the respective activities Sub-council to the Student Activities Council Executive Chairperson; and

f. Assist the Student Activities staff with other duties and tasks in keeping with the mission statement of Student Activities.

In the event that a Chairperson fails to meet the responsibilities required or violates MTSU or TBR policy, the following courses of action will be taken (in order):

a. A verbal warning will be given by the Student Activities Council Chair or Full Time Staff as designated by Director;

b. A written warning will be issued by the Student Activities Council Chair, and he/she will work with the Chairperson and the director to create a plan of action to correct the situation; and

c. A meeting will be arranged with the Director for Student Activities to discuss the issue, ending with corrective action or possible removal from the position.

Certain actions, including but not limited to severe disregard for MTSU, TBR and/or Student Activities policy, can lead to immediate removal from the position.

3. Student Activities Sub-council Duties and Descriptions

Each Student Activities Sub-council will plan, produce, promote, and present programs in the areas assigned to it and designated by the descriptive function of that Sub-council. Projects designed to involve the joint efforts of two or more Sub-councils are encouraged. The Coordinator of Student Activities will maintain close contact with each Sub-council; however, the staff of Student Activities will minimize control over the Sub-council's activities unless the activities violate MTSU or TBR policy or would constitute fiscal irresponsibility.

a. Arts & Variety Sub-council

Co-chair For Arts and Variety Other Events: Oversees and books all art and variety related events, including but not limited to workshops, lectures, novelty acts, and other weekend activities. Plans, promotes, and implements annual and monthly events. Meets with committee on regular basis.

Co-chair For Arts and Variety For Game Room Operation: Oversees management and operations of Game Room (works closely with Student Activities Coordinator). Programs consistent events (tournaments, etc.) in the Game Room. Meets with committee on regular basis.

b. Athletic Event Promotions Sub-council

Oversees and manages all Game Day events for the football tailgating area and books activities taking place on MTSU campus. Creates layouts of each Game Day event – works closely with Assistant Director to accomplish. Schedules and supervises student Game Day staff. Promotes and works other athletic events with special event tie-ins throughout the school year (i.e. Volleyball, Women's Soccer, Men's & Women's Basketball, Baseball and Softball). Chair works closely with Athletic Marketing to appeal to student body. Chair would need to be able to communicate during the summer. Meets with committee on regular basis.

c. Concert Sub-council

Oversees, negotiates, and books concerts both large- and small-scale. Coordinates and books annual and weekly event series. Solicits potential opportunities to work with outside organizations and on-campus departments (Music & RIM). Meets with committee on regular basis.

d. Films Sub-council

Oversees and books all movies shown in the Student Union video theater. Schedules, trains and supervises projectionists and ticket sellers. Manages annual events. Solicits potential opportunities to screen other non-traditional movie screenings (i.e. public domain series, documentaries, etc.). Establishes summer movie series schedule and meets with films committee on regular basis to approve programs. Needs to be able to communicate during the summer.

e. Student Creative Coordinator Position

Creates, designs, and submits requested artwork and posters for display, website, and other promotional outlets as deemed by the overseeing Chair. The Creative Coordinator is not a Sub-council Chair and, as such, receives no scholarship and has no voting rights for the Student Activities Council. The position will be compensated for up to six (6) office hours weekly.

4. Budget

Each Sub-council will determine its goals for the fiscal year and set up a program schedule using the assigned budget. Each Chairperson who becomes a member of the Student Activities Council is responsible for presenting his/her Sub-council program recommendations and budget proposals to the Student Activities Council. All Activities Sub-council Chairpersons must submit their budget report for the upcoming semester by the date specified by the Council Chair or Student Activities Director.

B. Student Activities Council

The Student Activities Council shall be composed of the selected Chairpersons for each Sub-council and (if applicable) the Executive Chairperson of the Student Activities Council. This Council shall act as the governing body of Student Activities with emphasis on the fiscal responsibility and programming coordination of each Sub-council. The Council will be actively engaged in budget preparation, the maintenance of annual balanced programs for Student Activities, and efforts to improve programming communications between Student Activities and the general student body of MTSU.

1. Selection Process and Responsibilities of Executive Chairperson

During the month of March, but prior to the selection of the Four (4) Student Activities Sub-council Chairs, an Executive Chairperson for the Student Activities Council will be selected by the Director and full-time Activities staff. The Executive Chairperson is to be selected from the Student Activities Council for a term of one (1) year. The Council Executive Chairperson or the Director and/or designee will only have a Council vote in case of a tie.

The primary responsibilities of the Council Executive Chairperson are to:

a. Schedule and set the agenda for all Student Activities Council meetings;

b. Conduct the Student Activities Council meetings;

c. Present the total budget report from all Sub-councils to the Assistant Director for Student Activities and Director for Student Activities;

d. Ensure that the overall programs presented by the Sub-councils maintain balance with major considerations involving the cultural, educational, social, and entertainment interests of the student body;

e. Serve as a spokesperson for the actions taken by the Student Activities Council;

f. Assist the Student Activities staff with other duties and tasks in keeping with the mission statement of Student Activities;

g. Serve as an ex officio member of each Sub-council; and

h. Attend/work events as arranged by Director and/or full-time staff designee.

The Executive Chairperson of the Student Activities Council is authorized to use a white parking decal and shall receive $2000 towards tuition payment per semester during which they are required to work 180-270 hours (minimum 12 hours a week) (see Appendix 2 - Student Activities Council Selection / Scholarship Eligibility). The Executive Chairperson must be in good standing with the University. If he/she does not complete his/her 150-180 hours or loses his/her good standing, he/she could be required to reimburse either all or a prorated portion of his/her scholarship. The Director for Student Activities may review each case as needed.

In the event that there are no members eligible to apply for the Executive Chairperson position, the Director for Student Activities or his/her designee will assume the above duties.

Qualifications for Student Activities Council Chairperson are:

a. Candidates must have served as a member of the Student Activities Council for any part of two consecutive semesters, including the semester of the selection;

b. Candidates must be in good standing with the University.

Applications for the office of Executive Chairperson shall be available in the Student Activities Office and will be accepted in the Student Activities Office until 4:30 p.m. of the day two weeks prior to the selection.

The Student Activities Council Executive Chairperson shall interview with the Director and full-time staff. Each interview shall last no more than thirty (30) minutes. At the conclusion of the final interviews, the Director and full-time staff shall select the new Executive Chairperson. The newly selected Executive Chairperson of the Student Activities Council shall take office on the Monday immediately following spring graduation.

APPENDIX 1 - Sub-Council Membership Eligibility

APPENDIX 2 - Student Activities Council Selection/Scholarship Eligibility

Revisions: September 8, 1987; June 24, 1992; May 30, 2012.