Governance

Boarders and Boarding Policy

Boarders and Boarding Policy

  • What is a Boarder?

      1. A boarder is a person who eats at the co-ops but does not live on the premises.
      2. One is eligible to become a boarder during any of SCA's resident terms; since there are no provisions for food service during the interim breaks, there is no boarding during those breaks.
      3. A "full" boarder is one who eats more than 10 meals a week in the co-ops; a "partial" boarder is one who eats 10 or less.
      4. Currently, we are only providing house dinner meals as an option for boarders.
        House dinners are hearty, home-cooked, nutritious, and primarily organic meals.
        House dinners are vegan and vegetarian friendly. Please specify any other specific food needs.
  • Application to Become a Boarder

      1. A boarder applicant must complete a boarder application, and submit a deposit of $60.00 prior to boarding.
      2. When completing the application, the applicant must determine the number of weekly meals desired, and pay all boarding fees agreed to in the contract in advance.
      3. There is a two-week minimum requirement for all boarding contracts.
  • Boarding Meal Costs

      1. Boarding Meal Costs shall be determined by the Financial Committee in conjunction with the budgeting process each Winter Term.
        1. The Current Boarding Rates are as follows:
            * Dinner: $4.04 per meal
  • Boarder Privileges

      1. All boarders may ask for late plates to be set aside for them when they will be late for meals for which they have contracted and paid.
      2. Any boarder who signs a full-term boarding contract may participate in all meetings and run for office.
      3. Any boarder is eligible for meal refunds on the same basis as resident members.
  • Boarder Responsibilities

    1. All boarders are required to do 1/4 job points, regardless of number of meals eaten.
    2. It is the boarders' responsibility to meet with the house job coordinator on the first day of boarding to be assigned house jobs for the term.
    3. Boarders are required to follow all SCA policies and rules as required of resident members.

Download the Policy Here

Board of Directors Policy

Board of Directors Policy

(Updated/approved by the Board 05/11/2004)

  • Introduction

      1. This policy sets the rules and timelines that the Board of Directors (the Board) and the individual members of the Board (Directors) of Students Cooperative Association (SCA, the co-op) must obey and follow. Where a contradiction arises, this policy in no way supersedes any other policy or by-law of the co-op, or legislative act that the co-op must follow.
  • Purpose and Authorities of the Board of Directors

      1. The control and management of the affairs, funds, and property of this corporation shall rest in the Board of Directors.
      2. Boards serving during Fall, Winter, and Spring Terms shall be given full powers to act on behalf of the corporation, within guidelines set forth in the by-laws and job descriptions.
      3. The responsibilities of the Summer Board shall be determined by the Spring Board. Should the Spring Board fail to address this issue, then the Summer Board may not change member fees, and any policies and rules established by the Summer board shall be applicable only to that summer term.
      4. At the beginning of each term, the general membership shall review policy work done by the board during the previous term, and make changes if necessary.
  • Membership in the Board of Directors

      1. The Board shall be made up of two types of Directors: Corporate and House. All
      2. Directors shall be student members of the corporation.
      3. All Directors holding corporate positions shall fill that position for a period of one year. Corporate Directors are as follows:
        1. Chairperson/President
        2. Speaker/Vice-President
        3. Corporate Treasurer
        4. Corporate Secretary
        5. Corporate Membership Coordinator
        6. Corporate Maintenance Coordinator
        7. Corporate Harassment Coordinator
      4. All Directors holding house positions shall fill that position for a period of one term. House Directors are as follows:
        1. House Presidents (one from each house)
        2. House Representatives (one from each house)
      5. Any Corporate Director may leave for summer term and resume his/her duties in the fall. Substitutes shall be either a member elected by the General Membership for the summer term only or another member of the Board assuming the additional duties of the absent Director as authorized by the General Membership. Directors elected in the Summer shall serve for that term only.
  • Meetings of the Board of Directors

      1. Day, time, and location of the meetings: Board meetings will be once a week during the academic terms unless there is no business to transact or information to share, but in any event will be held at least once a month. No board meetings will be held during the first and last week of each term unless an emergency situation exists; also, no board meetings will be held during school interim breaks unless an emergency situation exists.
      2. The location of the meeting shall rotate, with each house hosting a meeting every third board meeting.
      3. Determining and posting the meeting Agenda: At each meeting, there shall be standard agenda items. These standard items shall be as follows: review of agenda; approval of previous meeting minutes; officer and staff reports; and announcements.
      4. Any additional item or proposal to be discussed at the board meetings shall be brought to the attention of the SCA Chairperson at least 48 hours in advance of the actual meeting. Proposals shall be in writing, following the approved proposal format, and shall be given to the Chairperson at least 48 hours prior to the board meeting. The Chairperson shall post the agenda every week at least 48 hours prior to the meeting, giving date, time, and location of meeting, as well as items to be discussed.
  • The Board Packet

      1. The purpose of the Board Packet is to increase the efficiency of the Board Meetings. It allows Directors and the general membership to be better informed as to what will be discussed at the meeting and to gather questions or comments to be presented to the board during the discussion.
      2. The Board Packet shall contain the following information:
        1. Agenda showing date, time, location of the meeting, and a list of all items to be discussed.
        2. Minutes from the previous board meeting and general membership meeting (if applicable).
        3. Copies of reports, all proposals, and other items to be discussed at the meeting.
  • Procedure

      1. Any Director or member who has a proposal or other item to be discussed shall submit the item in writing to the Chairperson 48 hours before the next board meeting.
      2. The Chairperson shall then prepare the packet as follows:
        1. Type or write up the agenda showing the date, time, location of the meeting, and all reports, proposals, and other topics to be discussed.
        2. Put all items in the following order, and number the pages:
        3. Agenda with names for distribution written on top
        4. Minutes from previous board meeting
        5. Minutes from previous general membership meeting (if applicable)
        6. Written reports in order as shown on agenda
        7. Proposals in order as shown on agenda
        8. Other items as shown on agenda
        9. Finally, any board-only documents (account balances, etc.) that are clearly marked "BOARD ONLY" **
          **Note: These are confidential documents that because of legal reasons should not be posted, as non-members could also have access to them. Any SCA member can see this information by asking their house reps.
          The Chairperson shall give the prepared packet to the Office Helper for photocopying and distribution 48 hours prior to the actual meeting. We use only recycled paper, and the packets should be double-sided and copied on the corporate copy machine.
      3. A packet shall be distributed to each member of the Board and the Business Manager, and one copy posted in each house.
  • Rules of Order

      1. A Director who is unable to attend a board meeting must notify the Chair at least 48 hours prior to the meeting. Failure to do so may result in job fines levied by the Chair.
      2. All decisions made by the Board of Directors will be made through the consensus process.
      3. A simple majority of Directors (half of all filled positions, plus 1) must be present to constitute a quorum for Board Meetings. A smaller number may meet to hear reports, but no decisions can be made. Also, a smaller number may adjourn the meeting to another time and date.
      4. In order to discuss a proposal submitted in time for the Board Packet, either the proposal writer/sponsor must be at the meeting to present the proposal, or another representing the proposal writer/sponsor. If no sponsor or representative is present, the proposal will not be discussed.
  • Board Planning Policy (new/approved 5/20/97)

    1. Planning Sessions: The Board shall be required to hold two planning sessions: one at the beginning of each term (within the first two weeks) and one at the final board meeting of the term to evaluate plans for SCA and the Board of Directors. The SCA Chairperson is directly responsible for implementing these sessions. These sessions may be scheduled for a block of time during the board meeting itself or at a different time when everyone can attend. All corporate positions and the Business Manager are required to attend scheduled planning sessions.
    2. Planning Duties: At the first planning session of the term the Board shall:
      1. Re-evaluate brainstorm ideas from the previous term, choose ideas that best suit the current needs of SCA, and use these ideas to formulate a calendar of events for the upcoming term (or even the entire year).
      2. Make a calendar for the term and/or year outlining the dates of the following activities: board meetings, committee meetings, fee payments, 30-day notices, move-in and move out, and any other important dates. This calendar should be visible in all SCA houses, the SCA Business Office, and on the SCA Corporate Bulletin Board.
      3. Write a letter to the General Membership which includes the following: minutes documenting the past terms evaluation; calendar activities; and reports on all committee business.
    3. At the second/final planning session of the term the Board shall:
      1. EVALUATE the proposals, events, actions, and ideas from the past term, using the following criteria:
        1. Was this proposal, event, action, or idea a hinderance to the SCA?
        2. Was this proposal, event, action, or idea open to General Membership input prior to the Board's approval or action?
        3. Was this proposal, event, action, or idea implemented with the idea of benefiting the SCA as a business entity?
      2. The Secretary shall keep strict minutes of this evaluation so that it can be relayed to the General Membership in the letter to the General Membership.
      3. BRAINSTORM ideas for the following term. The Secretary shall list all ideas down so that the ideas can be re-evaluated at the beginning of the following term. It is the Secretary's responsibility to ensure that they have all ideas and to have an agenda item titled "Brainstorm Review" for the first planning session of the following term.

Board of Directors Policy

Collections Policy

Collections Policy

(As Revised and Approved by the Board of Directors 2/8/2000)

  • Delinquent Member Collection Policy

      1. No member may return as a member for the next term if they have an outstanding balance at the end of the current term.
      2. It is the member's responsibility to follow financial policies and be aware of their account standing.
      3. Delinquent member fee collections will begin when:
        1. A member who is paying by the SCA installment plan does not pay the required fees and does not submit a correct and complete payment plan to the Business Office by the SCA installment fee deadline; or
          A member paying under an approved payment plan does not make payments as agreed to in the payment plan.
      4. The Delinquent Member Collections process terminates only when:
        1. The member pays all debts in full up to the appropriate installment date;
          A promissory note is approved;
          The member is evicted from the premises; or
          The member successfully appeals the process through the Board of Directors.
      5. The Delinquent Member Collection process is as follows:
        1. On the day following the due date, if payment has not been made, a 7-day notice will be issued. An $25.00 late fine will be charged in connection with the issuance of this notice. This fine will be waived if payment is received within the next 24 hours.
        2. If, within this 7-day period, the Collections Process is not terminated by an action as described in section 4 above, a 72-hour notice will be issued, along with a $50.00 fine.
        3. If, within this 72-hour period, the member fails to bring his/her account current or appeal to the Board of Directors, the member will be asked to leave the premises. If the member leaves, it shall be recorded as a "self-eviction"; fees shall be pro-rated to the date of self-eviction, and the Past Member Collections policy shall commence.
        4. If the member fails to leave the premises through self-eviction, SCA will begin eviction proceedings in Lane County District Court, and the member shall be charged a non-refundable $101.00 fine.
        5. When eviction papers are filed, all unpaid fees, fines, and other SCA debts are immediately due.
        6. SCA will stop the legal eviction process only when the member makes full payment in cash, money order, or cashier's check at least 72 hours prior to the scheduled court appearance.
        7. If payment is not made, the legal eviction process will continue.
          If the member pays all SCA debts in cash, money order, or cashier's check within 72 hours after the court appearance the member may continue as a member for the rest of the term.
        8. If a member wishes to live in SCA in any subsequent term after having the eviction process (self or legal eviction) initiated against him/her, s/he must appeal to the Board for that term and for the next term s/he wishes to live in SCA. If the Board agrees to allow the member to return, all fees for the approved term(s) must be paid in full on the first installment due date.
        9. If the member fails to pay in full after being evicted, fees shall be collected in accordance with the Past Member Collections Policy.
        10. If a member's check bounces:
          1. The member will be charged a $15.00 fee;
          2. The delinquent member collection process will commence; and
            the following payment must be made in cash, money order, or cashier's check.
        11. If a member's check bounces during the collection process the process continues as if the payment had not been made.
  • Past Members Collection Policy (Approved by the Board of Directors 10/15/2013)

      1. All members must have their fees paid in full prior to moving out of S.C.A.
      2. For members leaving with unpaid balances, the following will apply:
        1. If the member is eligible to receive a deposit refund, all amounts due to S.C.A. will first be subtracted from the deposit prior to refunding the balance.
        2. If the member is not eligible to receive a deposit refund, or a balance remains after applying an eligible refund, the member must meet with the Business Manager to make payment arrangements prior to checking out. (These payment arrangements will not take the place of existing promissory notes, if any, but are an "informal" addendum to same.)
        3. If the past member pays the balance as agreed in the above section, no further collection activity will take place.
        4. If the past member fails to meet with the Business Manager prior to checking out the following will apply:
        5. If no communication has been received from the past member within 10 days of leaving, a letter requesting payment in full and explaining the next steps in the collections process shall be emailed/mailed to the member at the address listed on the checkout form. If no checkout form was received, the letter will be emailed/mailed to the member's permanent address listed in his/her membership file.
          1. The frequency that letters will be sent will correspond to the amount owed:
            1. Under $300: contact via email once a month
            2. $300 - $500: contact via email and snail mail once a month
            3. $500 - $1000: contact via email and snail mail twice a month
            4. $1000+: escalate contact, possible to social media but let’s not publicly shame people.
        6. If the account is not paid in full within 150 days from last payment, the account shall be charged off to bad debt and reported to the credit bureau as such. Any payments received after this time shall be credited back to the bad debt account.
        7. If the past member fails to pay as agreed to with the Business Manager, the following will apply:
        8. Within 5 days of non-payment a letter requesting the agreed-upon payment and explaining the next steps in the collections process shall be emailed/mailed to the member at the address given at the time of meeting with the Business Manager. If no address was given, the letter will be emailed/mailed to the member's permanent address as listed in his/her membership file.
          1. The frequency that letters will be sent will correspond to the amount owed:
            1. Under $300: contact via email once a month
            2. $300 - $500: contact via email and snail mail once a month
            3. $500 - $1000: contact via email and snail mail twice a month
            4. $1000+: escalate contact, possible to social media but let’s not publicly shame people.
        9. If no payment is received within 150 days from last payment, the account shall be charged off to bad debt and reported to the credit bureau as such. Any payments received after this time shall be credited back to the bad debt account.
        10. The Business Manager will report all past member collection activity to the Board in their regular weekly reports.
  • Fee Collection Policy Reminder Note (sample)

This note was posted for all co-opers before the summer of 2007 as a reminder of SCA policy regarding outstanding balances in the SCA. Several members of the SCA were in debt above $500 going into the summer, and this was to stimulate fee payment before the interim.

Dear fellow co-opers,

This is an official and important notice to all SCA members regarding your membership fee balance and contract with the SCA. As per the collections policy in the current SCA policy book, no member may return as a member for the next term if s/he has an outstanding balance at the end of the current term. It is the member's responsibility to follow financial policies and be aware of his/her account standing.

We are now ending the current spring term of 2007 and entering the SCA interim summer period. Many SCA members have balances outstanding with the SCA and are in breach of policy. Please note the following policy points as they will be enforced at the end of our summer interim:

1) An outstanding balance remaining at the end of summer (this means **ANY** balance above $0.00) and entering into the fall term will **automatically terminate** your membership in the SCA.
2) You will not be allowed to live in any SCA house for the fall term or in terms to follow until fees are paid in full to the SCA office.
3) Your room will be vacated and given over to a new member.
4) The eviction process will be followed as per the collections policy in order to recover any unpaid balance.
If you are unsure of your current membership fee balance, please speak with our business manager, Melanie, at the SCA office of the Lorax (email: scaoffice@comcast.net). You may also contact the current Corporate Treasurer or your house treasurer for more details.

If you cannot make payment to completely resolve your membership fees before the interim, please get in contact immediately before leaving for the summer.

Download the Policy Here

Committee and Meetings Policy

Committee and Meetings Policy

(Approved by the Board of Directors March 1, 1993)

  1. General Information

    1. All committee chairs shall give reports to the SCA Board of Directors on a regular basis, according to how often the committee meets.
    2. Ad-hoc committees may be formed as needed, such as Hiring Committees, Expansion Committees, or other committees dealing with specific issues.
    3. Any member of SCA may be an At-Large member of any committee. The compensation for at-large members is one work-party credit, with prior approval of the Board and Committee Chair, providing the at-large member attends all committee meetings of the term.
  2. General Committee and Meeting Procedures

    1. The committee chair will consult with committee members and schedule meetings when all can attend. In case of an irresolvable conflict, the schedules of permanent members shall receive priority.
    2. All board and committee meetings shall be posted 48 hours in advance of the date of the meeting in a visible and commonly frequented location in all of the SCA houses. These postings shall include the date, time, and location of the meeting, and the specific agenda items to be discussed. The general membership meetings shall be posted 72 hours in advance.
    3. All SCA meetings, with the exception of Harassment Committee meetings, are open to all members at all times, and all may participate in the discussion and decisions of the committee.
    4. Staff members and contracted service providers should be invited to attend relevant committee meetings.
    5. The consensus process shall be used in reaching decisions in all meetings, except for elections at the General Membership Meeting and House meetings at the beginning of each term.
    6. The quorum for each meeting shall be as follows: General Membership Meetings: ½ of all contracted members, with a minimum of 1/3 from each house present. Board Meetings: simple majority. Committee Meetings: 2/3 of the standing committee members.
    7. Compensation for being on committees is already part of the jobs points for standing members who are on committees.
  3. Standing Committees

    1. The following are the standing committees of SCA. Full descriptions of each can be found in the appendix section of the SCA Policies Handbook.
      1. Accessibility Committee
      2. Harassment Committee
      3. Education Committee
      4. Membership Committee
      5. Maintenance Committee
      6. Organizational Committee
      7. Food Committee

Committee and Meetings Policy

Conduct and Dispute Policy

Conduct and Dispute Policy

(Formerly named “Harassment Policy”, approved by the Board of Directors on September 14, 2017)

 

  1. INTERPERSONAL CONFLICT
    1. DEFINITION: Behaviors that don’t work for members of the community that are not covered in Social Code Violations (2), Harassment Policy (3), or Emergency Process (4).
    2. RESPONSE TIME: 1 week
    3. PROCESS: Within 1 week, CAT Team member must designate Dispute Form as Interpersonal Conflict and notify all involved parties; schedule initial mediation. If either involved parties refuses mediation, the CAT Team Member may elevate the dispute to a Social Code Violation.
    4. POTENTIAL OUTCOMES: recommended or mandatory training or workshop attendance; apology, public or private; mediation; restriction on guest access of space and property.
  2. SOCIAL CODE VIOLATIONS
    1. DEFINITION: Any action or inaction that prevents or discourages another member from living and/or boarding in their assigned house or room.
      1. By signing a Membership Contract each SCA member agrees to
        1. Regularly attend house meetings and participate in house governance
        2. Establish lines of communication with the SCA and respond appropriately
        3. Complete all jobs and work party when they are due
        4. Not endanger house security
        5. Respect privacy and personal space of members and guests
        6. Work *proactively* to resolve disputes in a forthright, peaceful, and civil manner
        7. Communicate and coordinate with house governance and SCA governance
        8. The respectful use and timely return of SCA equipment.
      2. Failure to comply with any and all social code agreements listed above may result in a dispute form being filed by concerned parties
    2. RESPONSE TIME: 1 week
    3. PROCESS: 1 week from a CAT Team member receiving Dispute Form to first steps (contact all involved parties; schedule mediation; schedule follow-up with CAT team or involved house coordinators)
    4. POTENTIAL OUTCOMES: Membership Revocation and Eviction; removal from house, committee, or board position; relocation to another room or house; mandatory training or workshop attendance; apology, public or private; mediation; restitution or compensation; restriction on guest access of space and property.
  3. HARASSMENT
    1. DEFINITION: threats or allusions of physical violence, malicious remarks or behavior, intimidation, unwanted physical contact, stalking, tampering with personal property, verbal threats, invasion of personal space, manipulation, coercion, discrimination (including but not limited to socioeconomic status, race, ethnicity, nationality, language, citizenship, marital status, religion, political beliefs, sex, gender identity, gender expression, sexual orientation, physical ability, mental ability, health, age, veteran status, height, or weight), and uncorrected targeted prejudicial statements.
    2. RESPONSE TIME: 2 weeks
    3. PROCESS
      1. Within 1 week, CAT Team member must designate Dispute Form as harassment, notify all involved parties, and convene the CAT Team to make a recommendation to the board.
      2. The board must first meet within 1 week of the CAT meeting. This first meeting must be called within 48 hours of the CAT Team meeting adjourning.
      3. The CAT Team must gather pertinent evidence, including interviews, testimony, etc, to present at this first board meeting.
      4. After 24 hours, the board will have a second meeting to reach a final decision with a 2/3 majority vote.
      5. If the accused refuses to cooperate with the decision of the board, they will be evicted.
    4. CAT Team may intervene with specific measures ensuring member safety, such as temporary rehousing.
    5. POTENTIAL OUTCOMES: Eviction; permanent membership ban, ban from SCA property; removal from house, committee, or board position; placement in another room or house; restitution or compensation; restriction of all forms of contact with certain persons; termination of SCA employment;
    6. APPEALS:
      1. An appeal is a process for requesting a formal change to an official decision. No decision to place a member on referral shall be overturned or otherwise set aside unless:
        1. It can be proven that there was a prejudicial error or omission in the procedures that seriously impacted the outcome of the case.
        2. It can be proven that the evidence clearly does not support the findings.
        3. Sanctions are insufficient or excessive relative to the violation.
        4. There is new evidence not reasonably available at the time of the hearing.
      2. Any member may file an appeal within 7 days of receiving a hearing decision.
      3. Members having prior direct experience with the case or proceedings under appeal may not participate in the Appeal Process, except as witnesses to the original hearing, or to testify in defense of the original decision
      4. Decisions on appeals must be rendered within 14 days of the appeal’s submission.
      5. All appeals rulings are final.
    7. EMERGENCY PROCESS, (3-day Eviction)
      1. DEFINITION: Life-threatening behaviors, malicious and severe damage to SCA or personal property, sexual assault, assault.
      2. PROCESS
        1. Notify the SCA emergency team, comprised of the SCA President and each house’s elected Emergency Representative, or their appointed proxy if they are unavailable.
        2. The Emergency Team must meet within 24 hours to decide whether the behavior warrants eviction or qualifies as a harassment case, and what outside resources to call upon.
      3. POTENTIAL OUTCOMES: Eviction, hand-off to CAT team (bumped down to tiers 1-3 in the Dispute Policy), permanent membership ban, ban from SCA property.
    8. When the conflict is resolved, all involved parties will sign a disclaimer, which acknowledges that the appropriate process was followed and they will abide by the decision outcome.

Download the Policy Here

Consensus Workshop Policy

Consensus Workshop Policy

(Approved by the Board of Directors March 3, 1993)

 

  1. OUTLINE: The Students Cooperative Association uses consensus as a decision making procedure for all meetings except for the elections for corporate and house officer positions. (These elected positions are determined by majority vote at the General Membership Meeting for corporate positions and the first house meeting of each term for the house positions.)
  2. A consensus workshop will be held each term to help educate old and new members about how consensus works. All new SCA Board members must attend the consensus workshop for that term.
  3. The consensus workshops should ideally be scheduled the second Sunday of every term. This allows the houses to elect officers the first meeting, but is still early in the term to help the houses use consensus more actively.
  4. There are several potential vendors for our consensus workshops:
    1. Alpha Farm in Deadwood, Oregon
    2. DUMA Co-op here in Eugene both have members that teach consensus workshops.
    3. Whomever we choose should be contacted at least three weeks before the meeting is scheduled. (Neither of these organizations work on our "term basis" and so the arrangements need to be re-confirmed each term.)
  5. The workshops last approximately three hours, and should be scheduled to start at 7:00 p.m. and end at 10:00 p.m. The workshop is divided into two sections:
    1. The first half focuses on consensus itself, and the second half explains facilitation in the consensus process. Refreshments are a nice way to split up the break and can help get rid of the discomfort that three hours can bring.
  6. The workshops should be paid for at the time they are held, with a general account check made payable to the vendor, and charged to the Consensus Workshops line item.

Download the Policy Here

Corporate Spending Policy

Corporate Spending Policy

(Approved by the Board of Directors February 16, 1994)

  1. INTRODUCTION
    1. Ultimate control of corporate spending rests with the Board of Directors who approve the annual budget presented to them by the Financial Committee each Winter Term. This policy describes how the Board of Directors delegates authority for the various aspects of corporate spending, and how spending control is to be achieved.
    2. The basic premise of any corporate spending is that it should be done when it benefits SCA in both the long and short runs, and that it should not be done when it does not benefit SCA, especially if it does not benefit in the long run or will create financial problems in the future.
  2. THE ANNUAL BUDGET
    1. In Winter Term of each year, an annual budget shall be presented to the Board of Directors by the SCA Corporate Treasurer on behalf of the Financial Committee. The Board of Directors reserves the right to question, and if necessary, alter the budget as presented. The budget shall be categorized into areas of corporate and house revenue and expense.
    2. Once the annual budget is approved, the Board of Directors, SCA staff, committees, and houses may incur expenses according to the provisions which follow.
    3. During the course of the fiscal year, the Treasurer and the Financial Committee will review the budget as necessary. Any revisions and reallocation over $200.00 must be presented to the Board of Directors for their approval.
  3. TYPES OF EXPENSES AND THEIR APPROVAL
    1. SCA Corporate Expenses
      1. Non-discretionary corporate expenses are those which are incurred by the Co-op on an automatic and recurring basis, and are not the result of a specific purchase. Examples of non-discretionary expenses are property taxes, utilities, mortgage payments, approved contracts, and staff salaries, benefits, and payroll taxes (as long as the position, salary, and benefits have been previously approved by the Board of Directors.) These expenses do not need individual approval; however, at least two corporate check signers (preferably one being the Corporate Treasurer) must review each one.
      2. Discretionary corporate expenses are those which are incurred by option, such as office supplies, professional or consulting services, and collective education. A budgeted discretionary expense of up to $200.00 may be approved by the SCA Business Manager or committees providing such expense does not exceed the total budgeted for the term. All unbudgeted discretionary expenses, or discretionary expenses which exceed $200.00 or the total amount budgeted for the term, must be approved by the Board of Directors.
      3. All contracts into which SCA enters (including individual houses) must be first approved by the Board of Directors upon recommendation by the appropriate committee, and then signed by two (2) corporate check signers on behalf of SCA.
    2. House Expenses
      1. House Expenses are for house education and discretionary purchases, and are incurred at the option of the house. Houses may spend up to the total amounts budgeted for each term for their education and social purchases at any time.
      2. House education expenses must be approved at a house meeting, or by an officer designated by the house at a house meeting.
      3. House discretionary expenses must be approved at a house meeting, or by a officer designated by the house at a house meeting.
    3. Food Expenses
      1. Food expenses are incurred at the option of the house, and include household cleaning supplies, toilet paper, pots and pans, plates and silverware, and small kitchen appliances (such as toasters) in addition to actual food purchases. Van driver mileage and meal refunds are also included in this category.
      2. All house food expenses must be approved by the individual houses' kitchen coordinators, or by an officer designated by the house.
      3. Meal refunds are approved by the kitchen coordinators in accordance with the Meal Refund Policy. Meal refunds are paid by check out of the house food account or credited to a member's account by submitting a Meal Refund Request form to the Business Office. For more details, see the Meal Refund Policy.
      4. Van driver mileage is approved by the kitchen coordinators in accordance with the Van Driver Mileage Reimbursement Policy. Van driver mileage is paid by check out of the house food account or credited to a member's account by submitting a Van Driver Mileage Reimbursement Form to the Business Office. For more details, see the Van Driver Mileage Reimbursement Policy.
      5. Checks for meal refunds or van driver mileage may not be written for less than $5.00 unless it is the end of the term. In addition, checks may only be written to members whose fee payments are current: if the member requesting a meal refund or van driver mileage is delinquent in payment of his/her membership fees, the meal refund must be credited to his/her account.
    4. Building Expenses
      1. Maintenance (non-discretionary building expenses) are those that are incurred through the normal deterioration of SCA's assets. Like other non-discretionary expenses, they are automatic in nature, but they are not fixed in price. Building Supervisors may approve expenditures up to $200.00 to repair or replace assets of SCA to their original condition, providing there are sufficient funds remaining in the budget. Any expenditure over $200.00, or those that exceed the amount available in the budget, must be approved by the Board upon the recommendation of the Maintenance Committee.
      2. Discretionary Building Expenses are those which serve to change the building or upgrade its contents, and include all capital expenditures. Building Supervisors are responsible for approving expenditures up to $50.00, and amounts between $50.01 and $200.00 must be approved by the Maintenance Committee. These expenditures may be approved providing there are sufficient funds remaining in the budget. Any expenditure over $200.00, or those that exceed the amount available in the budget, must be approved by the Board upon the recommendation of the Maintenance Committee.
      3. Maintenance Contingency Budget: This is a corporate maintenance "reserve fund" that may be use by any house, with Board approval, for non-discretionary building expenses upon recommendation by the maintenance committee. This fund may only be used if there are not enough funds left in the given house's maintenance budget.
    5. Emergency Expenses
      1. Emergency expenses are those which must be incurred immediately because a delay will risk property damage or endanger personal safety. Emergency expenses are not those outlined in sections (1) and (2) above that simply did not receive the appropriate approval prior to incurring the expense.
      2. An emergency expenditure may be approved by two corporate check signers (preferably the Corporate Treasurer and SCA Chairperson) along with the SCA Maintenance Coordinator up to a maximum of $500.00. In their absence, any two corporate check signers may approve an emergency expenditure up to a maximum of $250.00.
      3. All emergency expenditures must be paid out of the SCA General Account and reported to the Board of Directors at its next meeting.
    6. OBTAINING BOARD APPROVAL
      1. All expenses requiring Board approval must be submitted to the Chairperson in writing at least 48 hours prior to the Board Meeting in order to be placed on the agenda for that week's meeting. For more information on submitting proposals, see the "PROPOSAL POLICY."
      2. In all cases in which approval is required, approval must be received before the expense may be incurred.
    7. DISBURSEMENTS AND CHECKS
      1. All co-op funds shall be disbursed by check, and a receipt or other form of written documentation must be provided for each disbursement. All SCA checks require two (2) signatures.
      2. For house food expenses, checks shall be drawn on the house food account and signed by two (2) of the approved signers for that account. Signers on house food accounts are both kitchen coordinators, a menu planner, the van driver, and the SCA Corporate Treasurer.
      3. For house maintenance, discretionary, and education expenses, checks shall be drawn on the house checking account and signed by two (2) of the approved signers for that account. Signers on the house checking accounts are the house president, building supervisor, social coordinator, house treasurer, and SCA Corporate Treasurer.
      4. For all corporate expenses other than the Business Manager payroll and benefit checks, checks shall be drawn on the general checking account and signed by two (2) of the approved signers for that account. Signers on the general checking account are the SCA Chairperson, Corporate Treasurer, SCA Speaker, and the Business Manager.
      5. The Business Manager payroll and benefit checks shall be drawn on the general account and signed by the SCA Chairperson and Corporate Treasurer. In the event that either the Chair or the Corporate Treasurer is not available, any two corporate check signers (other than the Business Manager) may sign these checks.
        1. IMPORTANT: No person may approve a purchase or payment which will directly benefit that person: signing officers and/or employees may not sign checks which are payable to them, nor may they approve any amounts that will be directly credited towards their member fees.
      6. REIMBURSEMENT POLICY
        1. Should it be necessary to reimburse a member or employee for personal funds used for co-op expenses, the following apply:
          1. All reimbursement requests must be documented using the SCA reimbursement form, with receipts attached.
          2. All reimbursement requests must be turned in within two weeks after purchase, but no later than one week after the end of the term in which the expense was incurred.
          3. All reimbursement requests must be approved and disbursed as outlined in parts (3), (4) and (5) above.
        2. Violation of the above reimbursement policy shall result in the revocation of the member's right to receive a reimbursement. In cases in which the member has already been reimbursed, the amount of the reimbursement will be charged to the member's account.
        3. Reimbursement checks may only be written to members whose fee payments are current: if the member requesting the reimbursement is delinquent in payment of his/her membership fees, the reimbursement must be credited to his/her account.
      7. OPERATING AND INVESTMENT ACCOUNTS
        1. At no time shall SCA keep more than $90,000.00 (ninety thousand dollars) in one financial institution to ensure that the invested monies are federally insured. The Board of Directors must approve any transfers of money between institutions, and all funds must be kept in federally insured institutions.
        2. Corporate Operating Accounts - In order to disburse funds according to the above policies, SCA shall maintain the following corporate bank accounts:
          1. General Account: This is a checking account used to pay bills, buy equipment, transfer money to other operating and investment accounts, and for other financial uses as needed. The Business Manager disburses checks.
          2. Savings Account: This is an interest-bearing money market account. It is a temporary investment account used to earn a higher rate of interest than is earned by the checking account, while keeping the funds completely liquid at all times. The Financial Committee oversees deposits to and withdrawals from this account.
        3. House Operating Accounts - In order to disburse house funds according to the above policies, SCA shall maintain the following house bank accounts:
          1. General House Accounts: These are three (3) checking accounts (one for each house) used to pay for house-specific maintenance, discretionary, and educational expenses. The house treasurers are responsible for these accounts.
          2. House Food Accounts: These are three (3) checking accounts (one for each house) used to pay for house food and related expenditures. The Purchasing Accountant is responsible for these accounts.
        4. Reserve and Investment Accounts - In addition to the above daily operating accounts, SCA Shall maintain reserve accounts in which to accrue funds for long-term capital improvements and to cover large unforeseen (unbudgeted) expenses.
        5. Funds from these accounts can only be disbursed upon approval by the Board of Directors. The signers on these accounts are the SCA Chairperson, the SCA Corporate Treasurer, the SCA Speaker, and the Business Manager.

Download the Policy Here

Drug and Alcohol Policy

Drug and Alcohol Policy

(Approved by the Board of Directors November 20, 2001)

 

  1. The SCA does not condone and will not facilitate the use of controlled substances by any member. Additionally, the SCA does not condone and will not facilitate the use of alcohol by minors. No SCA monies will be used to purchase controlled substances, alcohol or tobacco products.
  2. Neither the use of alcohol by minors nor the use of controlled substances by anyone of any age will be tolerated in any of the common areas of the SCA or in any area that the SCA might reasonably be expected to have access to.
  3. If any person is caught selling controlled substances on SCA property, that person will be turned over to law enforcement authorities and banned from all SCA properties. If that person is a member of the SCA that person will be evicted and banned from all SCA properties.
  4. If any member's use of alcohol or any controlled substance is infringing on another member's ability to live in a non-hostile environment, the offending member may be brought up for harassment review and may be asked to enter a treatment program or to leave the SCA.

 

Download the Policy Here

Events Policy

Events Policy

(Approved by the Board of Directors, March 5, 2013)

  1. GENERAL PARTY/EVENTS GUIDELINES
    1. SCA houses are not available for rent/lease/loan to outside agencies or individuals for parties, benefits, etc..; outside groups may make a proposal but all parties/events will be coordinated by house members. Parties/Events must be proposed at a house meeting. Each house retains the right to approve/block any event. The proposal must include purpose and schedule of events. All houses/members will follow all federal, state, and local laws. Each house may maintain a more detailed party/event policy.
  2. PARTY VS. EVENT
    1. Parties are only on Fridays or Saturdays, and will be staffed with security throughout the house. Parties may include live bands or djs, have parts of the house blocked off, and offer paid admission to the public.
    2. Events can be held on any night and may or may not be open to the public. Events usually do not include amplified music but may include amplified videos or lectures.
  3. PARTY TRAINING
    1. There will be a Events Policy review and Know Your Rights Training before the first party/event of the fall term. Social coordinators are responsible for arranging a Know Your Rights refresher training before the first party/event of winter AND spring terms.
  4. PARTY ADVERTISING
    1. Ads for parties/events may not include discriminatory or offensive themes or references to the use of drugs or alcohol. Parties/Events may be advertised on house Facebook pages, so long as the Social Media Policy is followed.
  5. ALCOHOL AND PARTIES
    1. The houses will not sell or serve Alcohol. SCA funds will not be used to purchase alcohol.
  6. MONEY AND PARTIES
    1. Houses may charge money for admission and swag only; charging for alcohol is prohibited.
  7. PARTY APPROVAL AND RESPONSIBILITY
    1. Parties/Events must be proposed at a house meeting. Each house retains the right to approve/block any event within their house. The proposal must include purpose and schedule of events. All houses, members and sponsored groups will follow all federal, state, and local laws. Individual houses, their members and sponsored groups are responsible for all aspects and ramifications of a party/event.
  8. NOTIFICATION (TO OTHER HOUSES) OF PARTIES
    1. Houses must coordinate to avoid holding parties/events on the same day. Corporate Social coordinator will note all parties/events on the SCA calendars.
  9. NEIGHBOR RELATIONS AND PARTIES
    1. In order to maintain good relations with their neighbors, the social coordinators shall inform their neighbors of any parties at least 5 days in advance. Notification shall include a list of house contacts and phone numbers of those who will be present and points of contact for the party/event.
  10. SAFETY AND SECURITY AT PARTIES
    1. While it is understood that party/event attendees are responsible for the safety of their own actions, the house is responsible for organizing sufficient house security, safe space(s), adequate water supply, and a first aid kit before a party/event. Designated party/event coordinator(s) shall ensure that the house complies with federal, state, and local laws before and during the party/event.
  11. ENDING TIME OF PARTIES
    1. Electronically amplified music shall end no later than 10:00 pm. Music/videos/presentations shall end no later than 2:00 am at which time the official party/event must end and the main entrance must stop allowing attendees into the house. At the end of the party/event, security must sweep through the house, and any individuals who are not accompanied by a member of the house must be made to leave the property. Party/Event security must ensure that guests exiting the party do not create a disturbance in the surrounding neighborhood.
  12. POST-PARTY REVIEW
    1. There will be a review of all parties/events no later than the first regular house meeting after the party/event.
  13. ENFORCEMENT OF PARTY POLICY
    1. The Corporate Board of the SCA will hold all houses accountable to this policy.
  14. UPDATES
    1. This policy may be amended by the corporate board to reflect the current needs of the SCA.

Download the Policy Here

Financial Review

 

Financial Review Policy

(Updated 02/16/2017)

  1. An SCA member is put up for membership review on a corporate level when they are 7 days past due on a payment fee.
  2. Beginning 2/16/2017, members who receive income between the 5th and the 10th of the month may make a special temporary payment schedule with house treasurer, corporate treasurer, and the office to pay their fees by the 10th of the month without being brought to a financial review. These arrangements expire on Sept 1, 2017. Special temporary payment schedule forms must be filled out with the corporate treasurer.
  3. A corporate membership review is conducted to assess the member's ability to pay their share of the SCA fees and to establish a method by which they will repay their entire debt by the end of the same term. Each review will consist of the following:
    1. Establishment of a payment method where the member outlines their plan for eliminating the entire debt by the end of the term
    2. A discussion of any extenuating circumstances that have led to their current and past debt levels
    3. A review discussion by the members in attendance at the corporate meeting of the debt and risk, all undertaken in the reviewee's absence
    4. Consensus on a course of action regarding the member's conditional stay in the SCA, or steps towards termination of membership and eviction
    5. If a member is summoned for corporate review, they have until the designated meeting time to pay off their debt in full. If payment is made in full then the review does not take place.
  4. The Collections Policy which outlines the penalties and processes of unpaid fees. Additionally, the Fee Payments and Credit Policy elucidates how fees are collected.
  5. CORPORATE REVIEW SUMMONS
    1. The following is a draft of the review summons:

      Dear [SCA Member],

      SCA policy mandates that any SCA member 14 days past due on a fee payment be brought to a corporate membership review. Our records indicate your balance due is $[balance]

      Please come to the next SCA corporate meeting for your membership review:

      [Day], [Date]
      [Time]pm at the [Place]

      At the review you will be able to establish a payment plan to pay off your entire debt by the end of the quarter, discuss why you haven't been able to pay your fees, and discuss any extenuating circumstances you've gone through related to payments.

      Your membership in the SCA and residency in the SCA houses is under review. Failure to show up for the review is grounds for eviction. If you cannot attend the next corporate meeting, please notify our business manager - [Name], the corporate treasurer - [Name], as soon as possible. You will be expected to arrange a review time, and send a proxy to the corporate meeting.

      [Name] - business manager
      SCA corporate office
      Lorax Manner
      ~your corporate treasurer

 

  1. MISSING CORPORATE REVIEWS
    1. In the event that a member is summoned to a review and they fail to appear for any reason, they are expected to communicate as outlined in the summons and proxy either in written form, or via an advocate who speaks on their behalf. A failure to either appear for the review or communicate with the board is a strong sign that the member does not appreciate and respect the community in which they are living. The following steps are then taken for a missed review:
      1. The member is given 1 week from the time of the scheduled review (i.e. until the time of the next corporate meeting) to make contact with the business manager and corporate treasurer regarding the review and to communicate their plan for repaying their debt.
      2. The member must make a payment within that week of one-third of their total balance regardless of getting in contact with a board member or the business manager.
  • The member must attend the following corporate meeting for a membership review as stated above, or send an advocate in their place.
  1. If any of the above are not fulfilled then the member will be given a 72-hour notice of eviction, at which time they will no longer have residence in the SCA houses.
  1. MISSED CORPORATE REVIEW NOTICE
    1. As decided upon by the corporate board of the SCA, and in addition to the corporate membership review policy, your failure to appear for corporate membership review is now grounds for eviction from the SCA. You have one week to complete all of the following three items in order to suspend the eviction process:
      1. Contact the business manager or any member of the corporate board of the SCA to communicate your corporate membership review, your debt situation, and establish a payment plan by which your entire debt to the SCA will be repaid by the term's end.
      2. Repay one-third of your current term's total balance to the SCA, which comes to an amount of $[1/3 of debt amount].
  • Attend the corporate board meeting that will occur the following week on [Day], the [Date], at [Time]pm. The corporate board meeting will take place at the [Place], [Address]. If you cannot attend, or choose to not attend the meeting, you may send an advocate to proxy for you.
  1. If you cannot accomplish the three items specified above, the corporate board will then give you a 72-hour notice of eviction, at which point you will have 72 hours to vacate the SCA houses. The SCA will collect any outstanding balance remaining in your account either directly if a payment method is established, or through a collection agency if contact is not made.
  2. You are strongly urged to make contact with a corporate board member or the business manager regarding your membership review. The contact information for the business manager and the corporate treasurer are listed below.

    [Name] - business manager
    SCA corporate office
    [email]
    Lorax Manner
    ~your corporate treasurer

Download the Policy Here

Fee Payments and Credit Policy

Fee Payments and Credit Policy

(Technical updates by Financial Committee 4/12/99)

  1. Paying by Installments- All members may pay by the installment terms approved by the Financial Committee.
  2. Fee deadlines. Deadlines for fee payments shall be determined as follows:
    1. The first fee deadline shall be defined as follows.
      1. The first fee deadline of each term shall be no fewer than three (3) and no greater than ten (10) days following the designated move-in day.
        An installment of at least one third (1/3) of the term fees any balance from a previous term shall be due from resident members on the first fee deadline. All fees for the term shall be due from boarders on the first fee deadline.
    2. The second fee deadline shall be defined as follows.
      1. The second fee deadline shall be a date no fewer than thirty (30) and no greater than forty (40) days after the designated move-in day.
        An installment of at least one third (1/3) of the term fees plus any balance from a previous term or previous installment shall be due from resident members on the second fee deadline.
    3. The third fee deadline shall be defined as follows.
      1. The third fee deadline shall be a date no fewer than sixty (60) and no greater than seventy (70) days after the designated move-in day.
      2. All fees and debts owed shall be due on the third fee deadline.
    4. Members who move in after the beginning of the term shall be treated as follows.
      1. A member who moves in after the beginning of the term and before the second fee deadline shall pay within one (1) week of occupancy fees sufficient to reduce his/her balance to the amount due on the second fee deadline.
      2. A member who moves in after the second fee deadline shall pay all fees upon occupancy.
    5. A fee deadline stated in an approved promissory note shall supercede subsections A and B of this section for that member.
  3. How/Who to Pay.
    1. Payments are to be made to the member's House Treasurer. If the House Treasurer cannot be located, members may pay either the Corporate Treasurer or the SCA Business Manager.
    2. Payments are accepted in cash, check, cashiers check, travelers checks, and money orders. In addition, certain third party checks may be accepted with the approval of the Business Manager.
    3. All payments are to be made in U.S. dollars.
    4. Members should receive receipts immediately upon making a payment, especially if the payment is made in cash.
    5. Additional payment restrictions may apply to certain delinquent accounts and guests: see individual policies as appropriate.

PROMISSORY NOTE POLICY

(Technical updates by the Financial Committee 5/05/97)

  1. SCA shall approve promissory notes from members requesting credit according to the following statement of credit and collections philosophy:
    1. SCA shall extend rent credit to members when it helps SCA to meet it's organizational goals.
    2. SCA shall not extend rent credit when such an act will harm SCA.
    3. To request rent credit, a member must submit to the Business Office a completed promissory note, which consists of the following documents:
      1. Member Credit Request;
      2. Background Information Sheet; and
      3. Promissory Note.
    4. All promissory notes submitted must include proof of ability to pay, consisting of one or more of the following documents which show adequate funds to pay SCA fees and other financial obligations:
      1. Financial aid statement;
      2. Two (2) months' pay stubs;
      3. Three (3) months' bank or credit union statements;
      4. Documentation of a trust fund (including dates of disbursement).
      5. Letter from parents stating their level of parental support.
    5. If the promissory note does not include proof of ability to pay, the promissory note must be co-signed.
    6. Co-signers must provide proof of ability to pay as outlined above. Fees outstanding to SCA shall be considered a reasonable financial obligation.
    7. No member who has received a seventy-two (72) hour notice at any time may co-sign a promissory note.
    8. The following special provisions shall apply to promissory notes.
      1. Promissory notes submitted by members who have received two (2) or more seven (7) day notices within the two (2) previous terms must be co-signed.
      2. Parents must submit and sign promissory notes for members under 18 years of age at the time of submission.
      3. Promissory notes may be granted only to members staying in SCA more than thirty (30) days.
      4. If source of income changes (parental support ends, expiration of trust fund, termination of financial aid), then evidence of a new source of income must be provided.
    9. The Business Manager may approve a promissory note under the following conditions:
      1. The member has never been evicted from SCA for non-payment of fees;
      2. The member has not received a seventy-two (72) hour notice within the previous two (2) terms;
      3. The member provides satisfactory proof of ability to pay;
      4. The member presents a valid reason for inability to pay according to the SCA installment schedule;
      5. The member's requested credit does not exceed fees for the current term;
      6. The member has paid all amounts owed previous to the term;
      7. The member has a full deposit on file;
      8. The member will not, under the proposed payment schedule, owe more than his/her deposit later than twenty-one (21) days before the end of the term;
      9. The proposed payment schedule does not allow the member to exceed the daily rate by more than half of the deposit amount;
      10. The member is not re-negotiating a promissory note previously approved by the Financial Committee or Board of Directors;
      11. The member is not under a 72-hour notice at the time of submitting the promissory note;
      12. The note does not require a co-signer; and
      13. Any other conditions required by the Financial Committee.
    10. The Financial Committee may approve all other promissory notes unless:
      1. The member is under a 72-hour notice at the time of submitting the promissory note; or
      2. The member is re-negotiating a promissory note previously approved by the Board of Directors.
      3. The Board may approve all other promissory notes if the promissory notes have been reviewed by the Business Manager and the Financial Committee. The member requesting credit may appear on his/her own behalf before the Board, or must appear if requested by the Business Manager, Financial Committee, and/or the Board.
      4. It is suggested that members wishing to submit promissory notes meet with the Business Manager to review the proper completion of forms prior to the fee installment due date.

Download the Policy Here

Guest Policy

Guest Policy

Am I a guest or a visitor? SCA guest policy distinguishes between guests (who must pay guest fees) and visitors.  If you are not sure if you are a guest or a visitor, use these questions to help determine your status, or talk to the house Membership Coordinator.

All guests must fill out a Guest Stay Form, which can be downloaded here

Guest Policy

(As revised/Approved by Board of Directors January 19,2017)

  1. DEFINITIONS:
    1. VISITOR is someone who visits a member at an SCA house for no more than 24 hours. There is no limit to the number of VISITORS a member may have.
    2. A SPONSORED GUEST is guest of a current member in good standing. SCA members have 7 free guest days per term, during which SPONSORED GUESTS are not required to pay room or board. Once host members have used up their guest days for the term, guests must begin paying board and/or room fees.
    3. A NON-SPONSORED GUEST an SCA alum, NASCO member, or someone who has been approved by house members to stay at an SCA house for no more than 30 days. An NON-SPONSORED GUEST is not a guest or a personal friend of a member. NON-SPONSORED GUEST are not entitled to any free days of room and board. Each house has 10 house guest days which may be applied to NON-SPONSORED GUESTS.
  2. GENERAL STIPULATIONS:
    1. A guest, regardless of if they are sponsored or non-sponsored, may not stay longer than 30 consecutive days. Those wishing to stay longer must apply to become a member of SCA and pay the required deposit prior to the end of their 30 day stay; otherwise they will be asked to leave.
      1. If there is a waiting list in effect, then the guest applying must take a place on the waiting list.
      2. If a guest has applied to become a member of SCA and has been added to the waiting list, but their 30 days is up, they must move out.
    2. Any guest or visitor who is a former member and is not in good standing will be asked to leave SCA property until the situation is reconciled. "Not in good standing" is defined as having unpaid SCA debts and/or SCA harassment history.
    3. All visitors, sponsored guests and non-sponsored guests, must work one half hour per day they stay in an SCA house. This work must be approved by the House Job Coordinator (or Traveler Coordinator, if applicable).
    4. SCA and the house involved reserves the right to refuse lodging to any visitor, sponsored guest, or non-sponsored guest. Any member of the house in which they are staying may ask that person to leave if the member feels uncomfortable with that person. If the member does not feel comfortable asking the visitor, sponsored guest, or non-sponsored guest to leave, the member should talk to their House President, House Representative, or Traveler Coordinator (if applicable).
    5. All visitors, sponsored guests, and non-sponsored guests, are expected to follow all of the same rules and policies as required of members.
    6. When at all possible, prior to visit, host should announce sponsored guests to the house at a house meeting or via listserv. Visitors, sponsored guests, and non-sponsored guests, should be introduced to the other house members by either their host or the House Membership Coordinator (or Traveler Coordinator, if applicable).
    7. Visitors, sponsored guests, and non-sponsored guests may not bring animals without prior house approval. They must clean up all pet waste. Members are ultimately responsible for cleaning up after the pets of their guests and visitors.
    8. All guest fees and deposits must be paid in cash, money order, or by paypal. Personal checks will not be accepted. Fees should be collected by the House Treasurer (or Traveler Coordinator, if applicable).
    9. The House Treasurer (or Traveler Coordinator, if applicable) is responsible for keeping track of member free guest days.
  3. ADDITIONAL VISITOR STIPULATIONS:
    1. If a member wishes to have a visitor they may.
    2. A visitor is allowed to stay for no more than 24 hours while with a member of the house which they are visiting: if the visitor wishes to stay longer than 24 hours they must be sponsored by a house member as a guest or seek house approval to stay as a non-sponsored guest.
  4. ADDITIONAL SPONSORED GUEST STIPULATIONS:
    1. If a member wishes to have a sponsored guest, they may. However, they should announce their guest to the house and make appropriate arrangements for their guest’s visit.
      1. Members who have a sponsored guest(s) assume full liability for their guest's actions and payment of guest fees. Any damage to SCA or non-payment of guest fees will be charged to the member's account.
      2. Members who have guests that have been asked to leave, but who don't leave, will be up for membership review with a 2/3 majority vote at a house meeting.
    2. Guests of sponsored guests are not permitted, but sponsored guests may have visitors.
    3. The House Treasurer (or Traveler Coordinator, if applicable) will be responsible for having all sponsored guests and non-sponsored guests pay fees and sign a "Guest Stay Form" immediately upon their arrival. Take fees to the SCA Business Office.
    4. Sponsored Guest Stay Arrangements
      1. Guests must fill out a "Guest Stay Form" and pay the following fees upon arrival
      2. Fees:

        Room – Staying in Member’s room = $3 per day

        Room – Not Staying in Member’s room = $7 per day

        Board = $5 per day

        SCA Alums will be charged $3 per day for Room regardless of room type
    5. ADDITIONAL NON-SPONSORED GUESTS STIPULATIONS
      1. Non-sponsored guests must pay all room and board fees, as specified in Section 4.D.ii, up front to the House Treasurer (or Traveler Coordinator, if applicable).
      2. Non-sponsored guests must fill out a "Guest Stay Form" upon arrival and turn it into the House Treasurer (or Traveler Coordinator, if applicable).
      3. If a non-sponsored guest wishes to stay at an SCA house, the non-sponsored guest must have the support of three (3) current house members in good standing.
        1. A meeting will be held with these three people, and all three must be in support of the NON-SPONSORED GUEST in order for them to stay.
        2. These three people will sign the "Guest Stay Form."
      4. Any member of the house in which the non-sponsored guest would be staying may choose to refuse the non-sponsored guest space in the house. The member must have a legitimate reason for refusal that should be explained to the House Membership Coordinator, but need not be expressed to anyone else.
      5. Non-sponsored guests are not permitted to have guests and/or visitors.
      6. Non-sponsored guests must submit a photo id with their Guest Stay Form
      7. A current photo must be taken of the non-sponsored guest before they are allowed to stay on SCA property.
      8. Keys are not given to non-sponsored guests.
      9. Before non-sponsored guests are allowed to stay on SCA property, their file must be checked. The House Membership Coordinator (or Traveler Coordinator, if applicable) is responsible for checking and maintaining files on guests.
    6. HOUSE TREASURER RESPONSIBILITIES
      1. Have all sponsored guests and non-sponsored guests pay fees and sign a "Guest Stay Form" immediately upon their arrival. Take fees to the SCA Business Office.
    7. HOUSE MEMBERSHIP COORDINATOR RESPONSIBILITIES
      1. Introduce non-sponsored guests at house lunches and dinners, and encourage all sponsored guests, visitors and non-sponsored guests to introduce themselves to members of the house which they are visiting. Have a sponsored guest's host do the introductions if they are staying with a member.
      2. Issue keys to sponsored guests after they have made a key deposit, if appropriate.
      3. Membership Coordinator must complete a file on any non-sponsored guest. This includes their name, photo id information (driver license number) and any problems encountered during the stay. This file will be kept in the SCA office. Before any guest is allowed to stay on SCA property this file must be checked
    8. HOUSE JOB COORDINATOR RESPONSIBILITIES
      1. Assign jobs to visitors, sponsored guests, and non-sponsored guests.
    9. MEMBERS' GUEST PRIVILEGES
      1. Members may have a total of seven (7) free guest days per term for all guests.
      2. If a member exceeds the maximum 7 days per term, the member and/or their guest(s) would be responsible for payment of the appropriate guest fees.
    10. HOUSE GUEST PRIVILEGES
      1. Each house has 10 collective guest days, which the House may allocate by consensus to non-sponsored guests

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House Meetings and Job Policy

House Jobs and Job Fine Policy

(Technical Updates by the Financial Committee May 5, 1997)

  1. All members are required to do a certain amount of jobs as determined by each individual house. Each job's work value is to be measured in job points where 1 job point is approximately equal to ½ hour of work performed. This work requirement may be fulfilled with house and corporate elected positions and/or non-elected jobs.
  2. Each house shall elect one or more job coordinators to supervise member jobs. The job description can be found in the "HOUSE" section at the end of the "SCA Policy Manual".
  3. The job coordinator shall have the power to levy fines for uncompleted work against members with house jobs. All elected officials (corporate or house) shall have the power to levy fines for uncompleted work for any member they supervise as documented in their job description.
  4. Fines levied shall be up to $5.00 for every half hour of uncompleted or poorly done work. All job credits may be up to the amount of job fines for each extra half hour of work completed. Each house has the power to establish fine rates for jobs and elected positions that affect only their house.
  5. All job fines and credits will be documented in triplicate. The original goes to the member, one copy goes to the records of the house that the member resides in, and the other copy is sent to the business office. These copies must be turned in within 7 days of missed or extra work. All fines and credits must be turned in by the last day of the term.
  6. Any member who is levied 3 or more job fines for corporate positions in one academic quarter may have their membership revoked by the SCA Board of Directors and may be evicted. This member will come before the Board of Directors for review.
  7. Each house may adopt a house policy similar to the corporate policy described in "6." above. If the house has adopted a formal policy, it will be found in the "HOUSE" section at the end of the "SCA Policy Book."

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Interim Policy

Interim Policy

(As revised by the Board of Directors April 22, 1997)

 

  1. DEFINITION OF INTERIM: An "interim" is defined as the period of time between school terms; more specifically, an interim begins on the first day after the last day of finals of the previous term and continues until the day before the houses open for the new term.

 

  1. TENANCY DURING INTERIM
    1. Resident members who have signed resident contracts for consecutive terms may use the facilities during interim periods at no charge provided the contract is signed prior to the first day of interim.
    2. Current resident members who will not be staying for the following term must vacate the house no later than three days after the end of the term. During this three day period there will be no charge for their stay. After this three day period if they are still in the house they will be charged a $30.00 "FAILURE TO VACATE" fine, as well as a $7.00 per day guest fee (the current SCA minimum guest rate), which must be paid in advance. In no event may they stay longer than three days prior to the beginning of the next term.
    3. New resident members who will be joining SCA the following term may arrive at the house three days prior to the first day the houses are open for the new term. During this three day period there will be no charge for their stay. If they arrive prior to this three day period they will be charged $5.00 per day guest fee (the current SCA minimum guest rate), which must be paid in advance. In no event may they arrive sooner than three days after the end of the previous term.
    4. Current resident members who will be staying but do not have signed contracts for the following term will be charged as stated in the guest policy.

 

  1. HOUSE OPERATIONS DURING INTERIM
    1. At least three weeks prior to the end of Fall and Winter Terms each house shall elect an Interim Coordinator. The Interim Coordinators will be responsible for the smooth functioning of the house during the Fall-Winter and Winter-Spring interims.
    2. At least four weeks prior to the end of Spring Term each house shall elect two Summer Guardians who will assume the duties of Interim Coordinator during the Spring-Summer and Summer-Fall interims. The Guardians shall be responsible for the smooth functioning of the house during the time period beginning with the first day after the end of Spring Term through the first 10 days of Fall term. Should there not be Summer Guardians, the houses will elect Interim Coordinators at the end of Spring and Summer Terms as stated in 3B above.
    3. At least one week prior to the end of each term the House Interim Coordinators and/or House Guardians shall receive proper training and guidance from the current house treasurers, membership coordinators, job coordinators, and appropriate corporate officers and staff.
    4. As there are no planned meals during the interim, no food will be purchased for use during the interim. It is possible to purchase non-food items (such as toilet paper and cleaning and maintenance supplies) prior to the end of the term for use during the interim.

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