University of Colorado Student Union

Legislative Council

April 7, 2010 72LCB17 – Student Group Correspondence

Sponsored by: Daniel Ramos Tri-Executive

Authored by: Daniel Ramos Tri-Executive

A Bill to Establish an Official Correspondence System with Student Groups

Bill History

The University of Colorado Student Government has over 900 registered student organization, with 300 of those groups defined as active. An active student group is an organization with account activity in the Student Organization Finance Office within the past year. Over the past year, we have noticed that it has been increasingly difficult to maintain proper contact information for these students, therefore, making it difficult to contact them. SOFO has the student group contact information, but it is sometimes difficult to keep the most up to date information for the groups, as there is an element of turnover depending on the group. If a student group has a falling out with the leadership, the leadership will, sometimes, take the group e-mail address with them and the group will no longer have access to that account. It is important to maintain e-mail accounts for the student groups so that CUSG can use it to announce different events like elections, events, or other important announcements that pertain to student groups and student group funding.

Bill Summary

This bill establishes a uniform e-mail system that is required for all active student groups and those that receive University of Colorado Student Government funding. In collaboration with CUSG, Information Technology Systems (ITS), and the Student Organization Finance Office (SOFO), an e-mail address will be given to each student group based on the name registered with SOFO and they will also be given a password that can only be changed by a staff person in SOFO. This transition shall take place over the summer and be fully implemented by the last SOFO workshop in the Fall 2010 Semester.

THEREFORE BE IT ENACTED:

Section 1: The Student Organization Finance Office shall submit their lists of all registered student groups to Information Technology Systems so ITS can start creating e-mail address for student groups based on their registered name. ITS and SOFO shall also assign passwords, in which a staff member in SOFO shall be the “owner” and maintain this information. The passwords shall be locked and only a staff person in SOFO shall have the authority to change a password upon request of a student group signer.

Section 2: Because e-mail is the official form of communication of the University, student groups shall use these e-mail addresses for CUSG to contact them. These e-mail addresses shall not be used to “spam” student groups, but to be used by CUSG for information including, but not limited to, events, elections, announcements, and status of funding requests.

Section 3: This process shall take place during Summer 2010, to give ITS time to create these e-mail addresses and to give SOFO enough time to update the information for student group contacts. This transition shall be explained at the SOFO student group workshops in Fall 2010, and shall be fully implemented by the end of the last SOFO workshop.

Section 4: This bill shall take effect upon passage by the Legislative Council and upon either obtaining the signatures of two Tri-Executives or the elapse of six days without actions by the Tri-Executives.

Vote Count

4/15/2010 Passed on 1^st reading Acclamation

4/22/2010 Passed on 2^nd reading Acclamation

____________________________ ______________________________

Daniel Ramos, Blaine Pellicore,

Tri-Executive Legislative Council President

____________________________ ______________________________

Christine Thai, Tom Higginbotham,

Tri-Executive Tri-Executive