Student-Athlete Advisory Committee Bylaws
I. Mission
The Student-Athlete Advisory Committee (SAAC) serves as an intermediary between the student-athletes, their teams, and the athletic department. The committee structure provides a platform for the student-athlete voice and perspective within the department to advocate for the student-athlete experience and address any potential challenges. Guided by the desire to better the community, the committee is dedicated to service, leadership development, and fostering community connections through the department, campus, and greater-Portland community. Committee membership is comprised of at least two student-athletes from each intercollegiate team, is led by a leadership team, and membership is open to all student-athletes wishing to participate. The committee meets monthly, subcommittees meet frequently, and the Assistant Director of Academic and Student-Athlete Development serves as the primary advisor.
II. Directives
· Build a sense of community within the athletics program involving every team.
· Provide feedback, insight and input into athletic department issues, policies, and changes.
· Disseminate information to respective programs.
· Solicit and provide student-athlete responses to proposed WCC and NCAA legislation.
· Organize community service efforts and initiatives.
III. Membership
A. Team Representatives
Two representatives from each varsity program are selected to serve their team. The selected representatives will be reviewed annually prior to the start of the following academic year. Additional teammates may join the designated SAAC representatives at SAAC meetings. The head coach, through any means deemed appropriate by the staff advisor(s), is responsible for naming team representatives.
i. Expectations
· Attendance at all SAAC meetings and related events are mandatory for the two officially designated SAAC rep’s; two unexcused absences is grounds for removal from position. Attendance will be communicated to Head Coaches on a regular basis.
· Absence from any SAAC affiliated event must be communicated with the executive board and staff advisor. Additionally, a team substitute is expected to be in attendance.
· Promote a positive student-athlete image on campus and in the community. Representatives are required to be in good team and academic standing, including no conduct issues.
· Bilateral communication is imperative between representatives and their teams regarding development or service opportunities, concerns, and SAAC information.
B. Executive Board
Executive Board members shall be nominated and elected by the committee for one-year terms every spring. Responsibilities of those elected in the spring begin upon election and continue until the following election.
The board is collectively responsible for the following:
· Provide leadership, direction, and oversight for the Student-Athlete Advisory Committee.
· Actively seek participation and collaboration with groups on campus and in the community.
· Monitor subcommittee’s management, undertakings, and progress. Each executive board position will be a liaison to a sub-committee in support of the sub-committee chair.
i. President
o Conducts each SAAC meeting and oversees the creation of the agenda.
o Meets with the staff advisor and athletics administrators, as necessary.
o Vote only if a tie needs to be broken in SAAC meetings.
o Attends athletic department staff meetings to provide updates about the committee’s work and to be aware of ongoing items throughout the department.
o Serve as UP representative on all West Coast Conference SAAC calls and meetings.
o Attend President’s Advisory Committee on Athletics (PAC-A) to serve as the student-athlete voice and representative.
ii. Vice President
o Coordinate with the staff advisor any meeting preparations such technical needs, food orders, or printed materials.
o Oversee all subcommittee work, serving as the as the contact person for all subcommittee chairs.
o In the event the President is unable to fulfill any responsibilities due to scheduling conflicts or time demands, the Vice President must be prepared to act on their behalf.
iii. Communications Director
· Take careful notation of meeting minutes including attendance; minutes are to be e-mailed to SAAC Representatives in a timely manner.
· Communicate with team representatives about upcoming meetings and events.
· Provide representatives with a summary, reminders, and action items following the conclusion of each meeting.
· Monitor and update SAAC’s social media accounts.
· Monitor Box Out and any other accounts used to make social media graphics.
· Ensure the SAAC Social Media Plan is kept up to date.
· In the event the President and Vice President are unable to fulfill any responsibilities due to scheduling conflicts or time demands, the Secretary must be prepared to act in their place.
C. Sub-Committee Chairs
Sub-Committee Chairs shall be nominated and elected by the committee for one-year terms every spring. Responsibilities of the elected begin upon election and continue until the following election.
· Community Service
o Lead and be the point of contact for Community Service Sub-Committee
o Arrange community service events for SAAC and Pilot student-athletes
o Inform staff advisor of arranged community service opportunities prior to publicizing
· Events
o Lead and be the point of contact for Events Sub-Committee
o Arrange on-campus Events for SAAC and Pilot student-athletes
o Inform staff advisor of arranged events opportunities prior to publicizing
· Wellness
o Lead and be the point of contact for Wellness Sub-Committee
o Arrange wellness activities for SAAC and Pilot student-athletes
o Partner with Active Minds on campus-wide initiatives
o Inform staff advisor of arranged wellness activities prior to publicizing
D. Staff Advisor(s)
The primary role of the staff advisor(s) is to provide support to the executive board in their management of SAAC. The expectation is that the board will take ownership over all SAAC endeavors and the advisor will only serve as a resource.
IV.Meetings
Meetings shall be held at least once a month unless otherwise requested; additional meetings may be scheduled as seen fit by the executive board in order to achieve committee goals. The executive board will meet prior to SAAC meetings as needed.
Attendance will be communicated with coaches and sports administrators. If attendance of a representative or team is deemed negligent further action, including a meeting with the department staff in addition to a senior leadership member, will be conducted.
Each meeting will provide the opportunity for representatives to share any updates or concerns from their team. Additionally, all subcommittees should come prepared to present an update regarding their committees planning and progress.
V.Fundraising
All fund-raising activities will follow athletic fundraising procedures. No expenses shall be made without approval of the staff advisor.
VI.Voting
A. The procedure for voting will be a majority of SAAC representatives present at a meeting. A quorum shall occur if half of the advisory board members are present at the meeting.
B. There will be one voting member for each team.
C. The President has no voting power, except in the case of a tie, the president will cast the deciding vote.
D. Absentee votes will be allowed for teams traveling or competing the day of the called meeting, or absence has been pre-approved by the SAAC President or Advisor.
E. SAAC representatives will vote on the Bylaws. Ratification will be a majority vote of SAAC representatives present.
VII.Amendments
The SAAC bylaws can be amended at any time. Any executive or general member may propose amendment to the bylaws. Amendments cannot be proposed and voted on at the same meeting. An amendment shall be approved by a majority vote of the Executive Committee.
