HGB Programming Representative Manual
Congratulations on your new position as Residents on Campus Programming Representative (Programming Rep) of your Hall Governing Board (HGB). The duties of each position are defined differently depending on which hall you are in and the way the position is set up in the hall's constitution. This manual is an overview of how most halls define their HGB Programming Rep's position. You will find yourself being in charge of campus wide events and programs. As an executive board member of your hall you also have some duties that everyone in the board does. These will usually consist of putting on events and helping out on big projects. Your job is always to improve community life and make your residence hall here at the University of Maine not just a dormitory, but a home.
I urge you, if you every have any questions or concerns, to contact any of the Executives in Residents on Campus (ROC). We are formally trained for our positions and know how to help in situations that you face as a Programming Rep on a HGB.
There are several duties that the Programming Rep has. The main thing that you must do is represent your hall at ROC Programming meetings. If you miss more than four meetings per semester, your hall will lose its funding from ROC (This is pending a policy revision). You must also communicate with your hall about Programming issues, and communicate with the Programming Team about hall issues. Other duties include putting on and promoting ROC events.
In one sentence, your job is to represent your hall, in the best way possible, at all ROC events and programming meetings.
Introduction to ROC Programming Meetings
The ROC Programming Team is the key to ROCs future. The Programming Reps vote on important decisions concerning on campus events. It is very important that all halls get represented.
Because this is the first time these meetings have happened in a long time, the structure if the meetings have not been created yet. This section of the manual will go over the agenda of a normal ROC General Assembly Meeting. A sample agenda is located in the Appendix. Programming meetings will be less structured, but most likely the same format as the meeting below.
Robert's Rules of Order
All meetings are run according to Robert's Rules of Order, and to be effective in the meetings you must know them. I have included some basic procedures in the appendix. You understanding Robert's Rules can give you the upper hand in making things work your way in meetings.
Approval of Minutes
After each meeting, ROC's secretary types up and posts the minutes on the first class folder. It is your job to make sure everything that is in the minutes is correct. After you approve the minutes, they cannot be changed. If it says that you made a statement, approving the minutes sets in stone that you did make the comment, whether you really did or not. The approved minutes can now be used as proof of what you said at the meeting. This is why you should always read the minutes before you approve them.
You, as a member of the ROC General Assembly, have the duty to decide where the ROC funds go. The ROC GA gets $2.25 per on campus student. ROC puts on programs that the money can go towards, or other organizations can request money with a Request for Funding form.
Request for Funding forms can be filled out by any organization. It is your job to understand what they are requesting the money for. It takes 2 meetings to request funds. The first meeting it is introduced to the Board, this will be done during “guest speakers and request for funding” part of the meeting. This is the time to ask the author of the funding request any questions that you have (if they are present). The second meeting it will be voted on during “old business.”
Another duty that you have at the ROC General Assembly meetings is to give a hall report. This is when you tell ROC what your hall is doing, and share ideas and interesting events. The idea is that people give suggestions about events going on, as well as tell of their successes and failures for events in their halls. Sharing the knowledge about programs you put on will help other halls decide what to do for their own future events.
Open forum is when people have a chance to talk about anything that is on their minds. This is when you should bring up issues that you had or your constituents had concerning on campus students. This can be anything from food poisoning to not getting your bathroom fixed in an appropriate timeframe. I also recommend that you use this time to congratulate people on doing a good job on an event, feedback about someone's hall event that you attended, or anything.
Open Forum will not be conducted using Robert’s Rules for one main reason: Robert’s Rules does not promote spreading ideas. Open Forum is a great time to share ideas and brainstorm about solutions to problems that arise on campus. It will only constrict the environment that is needed to resolve these types of issues.
Any HGB that is absent for three meetings of the ROC General Assembly in a single academic semester without being excused by the ROC Vice President will have their funding frozen for four regularly scheduled ROC meetings with no exceptions (Residents on Campus Constitution).
In English this means that if you miss 3 meetings your hall funds will be frozen for at least a month after the first ROC meeting that you attend after the funds freeze. If you cannot make it, send a proxy from your hall, with a note and your signature.
APPENDIX A: Sample of ROC agenda
Residents on Campus
Next Meeting: 6:00 PM, April 29, 2002, 375 Center Stevens