Constitution of Campus Activities Board

Saint Mary’s College of California

Mission

The Campus Activities Board exists to provide educational, entertaining, and stimulating
activities and events for all Saint Mary’s College students. These programs range in
diversity and interest focusing upon the Lasallian, Catholic, and Liberal Arts ideals.
Through these events and activities, the Board’s mission is to provide an inclusive
community where all students are welcomed and encouraged to actively learn.

Appointment to Campus Activities Board

Appointment to Campus Activities Board will be made by a committee consisting of the

Campus Activities Board advisor, an Associated Students of Saint Mary’s College
Executive Team representative and a current non-returning Campus Activities Board
Director or Coordinator. Appointment must be completed by the final weekend in April
of each academic year.

Position appointments are for one academic year. Duties commence following the
conclusion of the appointment process and terminate upon undergraduate graduation the
following year.

Assistant Coordinators will be selected by the Director and Campus Activities Board
Advisor through an application and interview process. They will serve their appointment
for one academic year in the same way the Coordinators do.

Advisor Appointment

Advisor to the Campus Activities Board will be appointed by the Assistant Dean of
Student Life.

Duties & Responsibilities

The Advisor to Campus Activities Board shall serve as a liaison between the board and
Student Involvement and Leadership at Saint Mary’s College of California. The advisor
will provide guidance and support for the Board in accordance with the Lasallian mission
and values of the institution.

The Advisor will work with the Campus Activities Board Director to hold weekly staff
meetings, to ensure the Coordinators and Assistant Coordinators are appropriately
upholding their positions and to navigate procedures and policies according to the
Constitution and ASSMC regulations.
 Membership to Campus Activities Board

Membership to Campus Activities Board shall consist of current full time undergraduate
students of Saint Mary’s College of California. Membership shall not be denied by any
individual on the basis of age, sex, race, sexual orientation, religious affiliation, or
physical ability. Membership will be stipulated by the following criteria:
Maintain a minimum GPA of 2.5 while serving as a member on the Campus
Activities Board.
Adhere to all college disciplinary regulations and expectations of a Student
Leader at Saint Mary’s College of California and as established by the office of
Student Involvement and Leadership.
A desire and commitment to oneself and other board members to provide
activities of the upmost quality and professionalism.
Uphold the duties of the position being held as per the position description.

Duties & Responsibilities

The Director shall:
Assist with the selection of Campus Activities Board Coordinators and Assistant
Coordinators for the term.
Oversee all events and activities coordinated by Campus Activities Board and ensure
these programs are in accordance with the Lasallian values and mission of Saint Mary’s
College.
Arrange weekly Board meetings with all Coordinators and Advisor.
Maintain and coordinate Campus Activities Board budget through monthly Coordinator
updates and regular meetings with the Executive Administrator.
Serve as the Campus Activities Board representative with the ASSMC Exec Team.
Assist Coordinators in planning events as needed.
Plan and organize CAB retreat and other team building activities with advisor.
Institute an accountability system during the Fall Retreat, which sets the foundation for
appropriate work and behavior for all CAB members.
Produce and update an annual calendar with monthly updates.
Hold bi-weekly meetings with individual Coordinators.
Facilitate and participate in semester evaluation process for all Campus Activities Board
members.
Maintain and organize Campus Activities Board Vendor Binder.
Create a comprehensive record of all duties performed for future Director.
Develop an effective publicity campaign to recruit future applicants and facilitate
selection process for the following academic year.
Designate an appropriate Coordinator to manage Campus Activities Board in absence.
Work with Advisor to arrange which CAB members facilitate which programs on a
weekly basis.
Ensure that there is a rotation of at least three Campus Activities Board members at each
Late Night Event.
Maintain eight (8) office hours per week.
Other duties as assigned by Advisor.
All Coordinators Shall:
Oversee events and activities pertaining to particular position.
Manage Assistant Coordinator(s) and committee if applicable.
Maintain six (6) office hours per week, which includes attendance at the weekly meeting.
Fulfill the minimum standards as agreed upon by the Campus Activities Board for
respected position including all details of planning, facilitating, advertising, and
evaluating events.
Attend all meetings, retreats, Campus Activities Board events, and other functions as
assigned by the Director or Advisor.
Create a comprehensive record of all duties performed for future coordinators reference.
Complete semester evaluations.
Produce effective and creative publicity, in addition to working with Publicity
Coordinator, for each event.
Provide support and assistance to other Coordinators as needed and assigned by the
Director.
Be responsible for meeting deadlines and due dates as agreed upon by Campus Activities
Board.
Actively work to co-sponsor with faculty, departments, and other organizations in
programming efforts.
Maintain and coordinate position-specific portion of Campus Activities Board budget and
provide monthly updates to Director.
Meet with the Executive Administrator once a month to review budget details.
Complete all paperwork by the appropriate deadlines as set by the Director and Advisor.
(i.e.. Event Planning forms 6-weeks from event, Event Evaluation forms 1 week
following event)
Meet one on one with the Director on a bi-weekly basis and as needed
Adhere to additional guidelines and policies set by the Director and Advisor.

CoffeeHouse Coordinator Shall:

Be responsible for planning a minimum of nine (9) CoffeeHouses per semester ranging in
interest, variety, and diversity. These CoffeeHouses shall reflect both the traditional and
creative programs per the history of the series, which must be artistic, creative, and hands
on.
Collaborate with Publicity Manager on a weekly basis to produce creative and effective
publicity campaigns for each event.
Plan and maintain an appropriate budget for the CoffeeHouse series.
Other duties as assigned by the Director or Advisor.

Social Justice Coordinator Shall:

Plan a minimum of one large event per month focused on improving social and
multicultural awareness.
Serve as liaison between Campus Activities Board and Saint Mary’s College diversity
clubs and campus departments.
Collaborate with Publicity Manager on a bimonthly basis to produce creative and
effective publicity campaigns for each event.
Plan and maintain an appropriate budget for the Social Justice Programs.
Other duties as assigned by the Director or Advisor.

Dances & Concerts Coordinator Shall:

Plan and facilitate major dances & concerts (i.e Welcome Back Concert or Dance and
Oasis)
Plan and facilitate the Spring Music Festival in conjunction with Director and Advisor.
Hold planning meetings with appropriate faculty and staff regarding Oasis and Spring
Music Festival
Create and implement one (1) additional event per semester within the context of
concerts or dances.
Collaborate with Publicity Coordinator as needed to produce creative and effective
publicity campaigns for each event.
Plan and maintain an appropriate budget for the Dances and Concerts.
Other duties as assigned by the Director or Advisor.

Community Events and Gael Cinema Coordinator Shall:

Plan and facilitate the Fall Festival
Contribute to community events (both on and off-campus) such as Weekend of Welcome,
De La Salle Week, Carnival for Kids, etc., through co-sponsorship or by planning
activities specifically in association with the community event.
Plan and implement a minimum of one (1) additional activity per semester that supports
and exemplifies the mission of Saint Mary’s College as a Catholic Lasallian Liberal Arts
institution.
Organize and run the Gael Cinema Movie Night series
Organize entertainment for Music in the Quad community times.
Collaborate with Publicity Coordinator as needed to produce creative and effective
publicity campaigns for each event.
Plan and maintain an appropriate budget for the Community Events and Gael Cinema.
Other duties as assigned by the Director or Advisor

Publicity Coordinator
Work with Coordinators and Director to create appropriate and effective publicity for
Campus Activities Board events.
Help the Director design the yearly Campus Activities Board T-shirts.
Develop advertisements for Gaelvision, The Collegian, and other campus-when
appropriate.
Create promotion materials for Table Tuesdays
Manage Campus Activities Board Facebook account.
Produce material to publicize Campus Activities Board as an organization.
Ensure all Campus Activities Board publicity meets the publicity requirements
established by Saint Mary’s College and all material is removed in a timely and
appropriate fashion.
Plan and maintain an appropriate budget for the Publicity.
Contribute to the ASSMC website.
Other duties as assigned by the Director or Advisor.
Off-Campus Excursions Coordinator
Plan “Gaels on the Go” excursion series involving at least ten off-campus trips a year (i.e.
Oakland A’s games, Cal Football Games, Great America Trip) using different sites of
interest in the greater Bay Area.
Implement one trip per week on Wednesdays during Jan Term.
Collaborate with Publicity Coordinator as needed to produce creative and effective
publicity campaigns for each event.
Plan and maintain an appropriate budget for the Gaels on the Go series.
Other duties as assigned by the Director or Advisor.

Friday Night Live Events Coordinator

Coordinate the Friday Night Live series (Laugh Lounge Comedy, Magicians, and
Hypnotists)
Collaborate with Publicity Coordinator as needed to produce creative and effective
publicity campaigns for each event.
Plan and maintain an appropriate budget for the Friday Night Live Series
Other duties as assigned by the Director and Advisor.

Executive Administrator Shall:

Hold a minimum of four office hours a week.
Process all financial paperwork and maintain the Campus Activities Board budget.
Meet with the ASSMC Vice President for Finance to review the budget once every three
weeks, and relay any necessary information back to the Advisor and Director.
Serve as a representative of Campus Activities Board on the ASSMC Finance
Committee.
Manage the Campus Activities Board e-mail account and telephone communications.
Other duties as assigned by Director and Advisor.

Assistant Coordinators Shall:

Serve as a volunteer support team member to Coordinator positions.
Hold a minimum of three office hours per week.
Help Coordinators plan, implement, and evaluate activities as needed.
Attend events as deemed necessary by Coordinator and Director.

Grounds for Dismissal

Dismissal from the Campus Activities Board shall be based on the following
circumstances:
Failure to meet membership criteria.
Inability to fulfill the requirements of one’s particular position to the expectations as
defined in the constitution.
Failure to meet any academic or disciplinary standards of Saint Mary’s College.

When issues begin come to the attention of the Director and/or Advisor, an initial
“warning” conversation will take place between the person, the Director and the Advisor.
During that initial meeting, a time period set in which the person shall be required to
improve their actions and duties or a termination shall result.

Removal from office will be considered, decided and administrated by the Advisor.

The removal of the Director will result in the appointment of a Coordinator to the
position of Director by the Advisor.

The removal of a Coordinator will result in the appointment of an Assistant Coordinator,

recruitment of new Coordinator, or distribution of duties among remaining board
members as seen fit by the Advisor.

Dismissal Appeals

Dismissal appeals must be received in writing within five business days of dismissal.
Appeals will be evaluated by the Advisor and Assistant Dean of Student Life for Student
Involvement and Leadership. The dismissed will be notified of appeal within five
business days following the date of received.

Campus Activities Board Constitution

Saint Mary’s College of California
Page PAGE 6
Updated 2/6/2009