Thank you so much for agreeing to serve as Senator for your student organization! Your voice is crucial to student life. This page is intended to help you better understand your responsiblitities and leadership structure of the Senate. If you have any questions, please feel free to reach out to us at sga@rams.shepherd.edu.
IMPORTANT DATES – Click here for 2025-26 Calendar
Our Mission
The Student Government Association is dedicated to facilitating participation in representative student government, protecting the rights of students, and to initiating, directing, and promoting student activities designed to enhance the welfare of the entire student body. We are the voice of the students of Shepherd University.
SGA Leadership Structure & Duties of the Executive Board
President
A.) Facilitates meeting of the Executive Board.
B.) Is a liaison between the SGA and the University administration.
C.) Attends regular meetings with the Vice President of Student Affairs and the University President.
D.) Serves as an ex-officio of any committee established by the Senate.
E.) Serves as a student representative to the Shepherd University Board of Governors.
F.) Is responsible for representing Shepherd University on the West Virginia Advisory Council of Students.
G.) Is responsible for public relations between the Student Government Association and the state of West Virginia, the city of Shepherdstown, and Jefferson County.
Vice President
A.) Ensures student representation to multiple University committees.
B.) Serves as ex-officio of any committee established by the Senate.
C.) Facilitates staffing of sports concessions.
D.) Facilitates Senate meetings.
E.) Serves as a student representative on Student Life Council.
Communications Director
A.) Serves as custodian of all records of all Senate and executive Committee meetings and handles all Senate and Student Government Association correspondence.
B) Sends letters to organizations that are at risk or who have lost recognition to inform them of the steps they must take to become re-recognized.
D.) Is responsible for the distribution of all organizational communications.
E.) Records all votes of the Executive Board and Senate.
Treasurer
A.) Verifies if receipts are acceptable with procurement services.
B.) Serves as custodian of all financial records and transactions concerning the Senate and shall provide the Senate with a report of all financial business at each Senate meeting, and shall propose an annual budget of allocations to co-curricular groups for presentation to the Senate at the end of the spring semester.
C.) Serves as the chairman of the budget and finance committee with full voting power on that committee.
D.) Serves as the student representative of the University’s Budget Advisory Committee.
Parliamentarian
A.) As the interpreter of the Constitution, the Parliamentarian has the final word as to whether any act of the Executive Board or Senate is Constitutional.
B.) Is responsible for running campus-wide elections.
C.) Is chair of the Election Committee.
D.) Shall facilitate Senate meetings in the event the President and Vice-President are absent.
E.) Shall oversee attendance at senate meetings.
Campus Relations Officer
A.) Promote and encourage engagement on campus.
B.) Confer with student leaders to coordinate and plan activities like Shep-or-Treat and the Involvement Fairs.
C.) Encourage participation from all students in campus activities and support representation from the many populations of Shepherd University.
Senator Expectations
Senator Qualifications
- Any member of a recognized organization may be eligible to be a Senator for an organization, provided they are a degree-seeking, enrolled student with at least a 2.2 overall Grade Point Average.
- There are no term limits for Senators. Students may serve for a single semester or during their entire Shepherd career if chosen by their organization.
- If an organization wishes to replace, terminate, or otherwise end a Senator’s term, the organization must give notice to the Student Government Association President and Parliamentarian, and replace them with another qualified representative.
Expectations
- Represent your club/organization in the Student Senate by attending weekly meetings (Tuesdays at 5 pm in the Student Center Storer Ballroom) and reporting back to your organization each week.
- Represent the interests of the student body through your service.
- Serve as the liaison between your organization’s leadership, members, advisor, and Student Government Association.
- Assist incoming leadership with transition.
- Be on time for all meetings.
- Actively participate by contributing to discussions, voting, etc.
- Ask questions and share information of concern to your organization.
All Senators must complete a Senator Contact Information form HERE
Please be sure to appoint an alternate Senator who may attend if ta Senator is ill.
Absences
SGA Senate groups are expected to attend all regularly scheduled meetings. If a group misses more than 2 meetings in a semester, the group’s Senate seat will be revoked.
Organizations that have lost recognition are not entitled to apply for grants or allocations.
We understand that from time to time illness or a conflict may prevent a representative or their alternate from attending a meeting. In that case, please complete the Meeting Absense form. Meeting Absence Form
Regaining Recognition/Reinstatement:
Groups that have lost recognition in the Senate may have their seat reinstated in SGA by submitting a written appeal with a reinstatement fee of $50.00 OR a $15.00 reinstatement fee with at least 5 hours of documented community service through the Office of Student Community Services. (Documentation of service must be provided to the SGA Executive Board with a description of the activity completed with at least one authorizing signature from a Student Community Services staff member.)
Financial Support
Allocations/ Grant Money for Student Groups
Every recognized student organization in good standing in the Senate of the Student Government Association may request SGA grant support for programs of benefit to the larger student body or for the group’s leadership development as funds are available. Allocation requests should not exceed $300 for the academic year
If an organization is requesting reimbursement, receipts must be provided, and the organization must demonstrate at least 50% matching support from your group for the project. The allocation amount is equal to 50% of the amount the organization can prove are actual costs.
In some cases, SGA may be able to assist in purchasing event supplies in advance on behalf of a group. SGA Advisor, Rachael Meads, will work with organizations to make sure all purchases meet West Virginia state guidelines for use of funds and expenditures.
PLEASE NOTE: SGA Grant Awards are not intended for routine organizational expenses. This money is for conferences, special programs, etc. No SGA grant funding may be used for international travel.
Co-Curricular Organizations
Shepherd’s SGA reviews operations of approved University co-curricular units and conducts an annual budget review with endorsement of funding each spring semester. This will be presented to the full Senate for review and endorsement before proposed budgets are sent to the University Budget officers.
Attendance and a report are expected from Co-Curricular organizations at all SGA meetings. Failure to attend meetings regularly may result in reductions in future funding.
Helpful Contacts & Resources
Tyler Furbee – SGA President
tfurbe01@rams.shepherd.edu | 304-282-8168
Holly Morgan Frye – VP for Student Affairs & Community Relations
hfrye@shepherd.edu | Student Center, Suite 216 | 304-876-5030
Rachael Meads , Director of Student Activities & Leadership
rmeads@shepherd.edu | Student Center, Suite 109 | 304-876-5113
Jacob Mellow, Dean of Students
jmellow@shepherd.edu | Student Center, Suite 216 | 304-876-5030