Bluefield State University
Student Athlete Advisory Committee (SAAC)
Constitution
The name of this organization will be the Bluefield State University Student-Athlete Advisory Committee (SAAC).
II. PURPOSE
The purpose of the BSU SAAC is to enhance all aspects of the student-athlete collegiate experience by serving as the voice of the student-athlete community to the university administration, Bluefield community, and the Central Intercollegiate Athletic Association.
III. MEMBERSHIP
1. Composition: Each team will have one voting representative and one non-voting member. For the purposes of representation, cross-country, indoor and outdoor track and field shall be considered one sport.
2. Criteria
a. Voting representative: The voting representative shall be a current student-athlete in good standing who has completed at least one academic year at Bluefield State University.
b. Non-voting member: The non-voting member shall be subject to the same requirements as the voting representative.
3. Selection
a. The representative of each team shall be appointed to a one year term by any method chosen by the coach so long as the nominee meets the criteria. A one year term shall begin in the fall and continue through the end of the academic year. A student can be appointed to multiple one-year terms.
b. The representatives for the following year must be appointed by a pre-determined date of the preceding year.
4. Duties of Membership
a. Actively participate in SAAC committee and special-committees meetings and activities.
b. Contribute to at least one standing committee.
c. Promote a positive student-athlete image both on campus and in the community.
d. Design, implement, and evaluate programs which encourage community relations, school spirit, and sportsmanship.
e. Facilitate discussion of issues and agenda between the respective teams and the SAAC meetings.
5. Meetings
a. SAAC shall meet every month and as deemed necessary by representatives.
i. The meeting date shall be set by the incoming SAAC committee in the spring before the University adjourns for the summer break. Meeting will begin in September and end in April.
ii. Any representative may call for a meeting by submitting a request to the executive officers. The meeting is called when 2 officers move and second the request.
b. All representatives must attend all meetings unless prevented by an excused absence. Should a representative know they will not be attending for an excused absence, he or she must notify the president in advance or the absence will be considered unexcused. In the case that a representative misses a meeting because of an emergency that could not be communicated prior to the meeting, the officers may, by majority vote, consider the absence excused. If a representative misses a meeting without a legitimate reason the first two absences will be documented warnings. A third unexcused absence in one year shall result in removal of membership.
i. Excused absences include: competition, required academic event, and any other absences that would be excused by the university registrar for a class.
6. Executive Officers
a. The following six executive officers shall be elected:
i. President: Shall preside over meetings, delegate duties and committee assignments, and maintain communication with the advisors and Athletic Director. Shall also act as CIAA representative and communicate with national SAAC representative.
ii. Vice-President: Shall assume the President's duties if he or she is unable to perform them. Shall also act as CIAA representative and communicate with national SAAC representative.
iii. Secretary: Shall record and publish all meeting minutes as well as document attendance and warnings.
iv. Events Coordinator: Shall oversee committees and work with the treasure to plan events within the budget. In addition, shall prepare the calendar for the year.
v. Treasurer: Shall be responsible for managing SAAC's finances, preparing and presenting a budget. Shall also maintain communication with the advisor and Athletic Director in regards to available funds.
vi. Parliamentarian: Shall be responsible for maintaining order in the meetings and making sure meetings stay on the course of the agenda.
b. Criteria for president and vice-president: Must have served in SAAC and have a cumulative grade point average of 3.00 or higher and an active representative.
c. Criteria for secretary, events coordinator, treasurer, and parliamentarian: Can be a first or second year representative of SAAC.
d. Election: The officers shall be elected for the following year from and by the incoming SAAC representatives when it meets for the last time of the academic year (April). The vote will begin with a nomination of representatives. Representatives can nominate themselves or others. Representatives may also turn down nominations if they do not wish to be an officer. The nominations will be followed by a ballot vote. The attending advisor will secretly count the votes to determine the results.
i. In the event of a tie, the two candidates with the most votes shall be voted for again in a runoff.
7. Non-voting
a. The Senior Woman Administrator shall oversee the committee.
b. There shall be at least three coaches to serve as advisors.
c. The Head Athletic Trainer shall serve as a consultant to the committee for questions related to health issues.
8. SAAC Warnings and procedures for removal
a. A documented warning will be given for:
i. GPA below requirement for sport.
ii. First disciplinary action from Athletics.
iii. First and second unexcused absence from mandatory meetings.
b. Any other behavior or action deemed unacceptable by SAAC Advisors and Executive Officers.
9. Extradition of membership
a. Ceasing to participate in a varsity sport at VSU.
b. Second disciplinary action from Athletics.
c. Three unexcused absences from mandatory meetings, including committee meetings.
d. Three warnings in an academic year.
e. Any other behavior deemed unacceptable by SAAC Advisors and Executive Officers.
10. Actions taken if a representative loses membership
a. If a voting representative is removed from SAAC, the non-voting member will become the voting representative and the coach will be notified that the team will need a new non-voting member.
b. If a non-voting member is removed from SAAC, the coach will be notified that the team will need a new non-voting member.
11. COMMITTEES
a. Standing Committees
i. CIAA SAAC Initiatives
ii. Community Service
iii. Public Relations
iv. Activities Committee (Overseen by Event Coordinator)
b. Special Committees
i. Create as needed for specific assignments each year
12. VOTING
a. Voting Quorum: At least two-thirds (nine) of the voting representatives shall participate in a vote in order for it to count. Should the voting representative have an excused absence, the
non-voting member will vote in their place. If both representatives are excused absences, the voting representative may submit their vote to the President prior to the meeting.
b. Voting may take place via any method deemed appropriate by the executive officers including email, groupme, or any other electronic forums that can be reviewed by the SAAC Advisors.
13. AMENDMENTS
a. Ratification: This constitution shall take effect immediately upon receiving 85% support from all SAAC representatives, Senior Woman Administrator, Advisors and the Director of Athletics.
b. This constitution may be amended with three-fourths support of all voting representatives.
