The name of this organization shall be the Los Alamos National Laboratory Students' Association, hereinafter referred to as the Students' Association (SA). SA is a Laboratory sanctioned organization. The motto of SA shall be “By Students, For Students” to reflect its mission.

- Return to Top -

The mission of the Students' Association is to:

• Represent students at Los Alamos National Laboratory (LANL),
• Improve the quality of life and education for all people entering Laboratory student programs and to help provide a well-rounded internship experience,
• Integrate student employment with the Laboratory's overall mission statement.

- Return to Top -

The powers defined herein and delegated to the Students’ Association by its members are delegated by it to such bodies of its own creation as are deemed necessary to carry out its mission.

- Return to Top -

Section A: Definition

Any person participating in any of the LANL student or special programs, including student guests, is a member of the Students' Association.

Section B: Rights to Membership

Membership in the Students' Association shall not be denied or abridged to any LANL student employee or guest because of race, color, creed, religion, age, marital status, national origin, gender, sexual orientation, or physical abilities.

Section C: Right to Hold Office

All members of the Students' Association meeting the requirements are eligible and encouraged to seek, obtain, and hold office without discrimination or abridgment because of race, color, creed, religion, age, marital status, national origin, gender, sexual orientation, or physical abilities.

- Return to Top -

Section A: The Laboratory

Students are employed within every division and program in the Laboratory. SA is among the most influential organizations in the Laboratory. SA advises the appropriate individuals on issues that affect its mission. In addition, SA maintains close ties with the Student Programs Advisory Committee (SPAC) and the Science Technology Base Program Office – Education and Post-Doc Office (STBPO-EPDO). These relationships are vital to the effective operation of SA.

Section B: Reporting Structure

The Students' Association champion is STBPO-EPDO. The SA Advisor is part of STB. The Advisor helps facilitate the efforts of SA and ensures safety and security, and that all policies are followed. The Advisor also offers support and guidance to help increase the credibility and visibility of the organization.

Section C: Students' Association

SA Officers are comprised of: Chair, Vice Chair, Secretary/Administrative Assistant, Treasurer, and Webmaster. The SA Officers are responsible for maintaining contacts with SPAC and STBPO-EPDO, as well as representing the student body. In addition, SA has sub-committees that organize activities for all students. The membership of these committees is not limited to SA Officers. Each committee will have a chair responsible for organizing events that support the SA mission.

- Return to Top -

Section A: Authority

All executive authority is assigned to the SA Officers, who are responsible for executing and defending the policies, and for promoting the welfare and interests of the student body.

Section B: Powers

The SA Officers consist of the Chair, Vice Chair, Secretary/Administrative Assistant, Treasurer, and Webmaster. Each SA Officer will chair at least one sub-committee. Sub-committees may include but are not limited to: by-laws, budget, elections, summer social and educational activities, year-round activities, and planning. As an executive body, the sub-committee may enact, by majority vote, legislation that abides by LANL and DOE Policies and Procedures, and Local, State and Federal Laws.
The actions of the SA Officers shall be enacted upon by a majority vote based on student body research, needs, and interests. The authority of the SA Officers includes but is not limited to:

• Preparing, administering, and expending the annual SA budget with approval by STB-EPO;
• Chartering new committees;
• Organizing SA events and meetings

Section C: Qualifications

The qualifications and conditions for SA Officers shall be as follows:

• Officers shall be elected independently by the Students' Association at-large.
• Election of officers will be held each July. New officers will be inducted in a ceremony including the Oath of Office in August.
• Oath of Office: “I, (name and position), affirm that I will preserve, protect, and defend the Constitution of Los Alamos National Laboratory Students' Association, and that I will execute the duties of my office to the best of my ability.”
• If not all positions are filled in an election, they can be filled by appointment by the SA Chair.
• A minimum of one transition meeting with the outgoing and incoming officers and the SA Advisor will be held.
• To qualify for an officer position, the officer must be active and present at committee meetings and able to commit to the one year appointment (must be a year-round LANL student).
• An Officer shall forfeit office upon termination of appointment in student programs at LANL. The Officer must notify the SA Advisor immediately upon termination. The existing SA Officers, including the outgoing officer, will meet in order to discuss the transition, as well as additional SA needs. The outgoing officer will hold office until the transition meeting and approval of future plans through SA.
• In the event that there is a vacant or an inactive position before an election, a special election will be held or the SA Chair can appoint officers.
• An Executive Officer may not hold more than one SA office at a time, unless not all positions can be filled.
• SA Officers positions are voluntary. No compensation benefits may be obtained for Executive Offices.
• Inactive officers are eligible to run for office after a one year period.

Section D: Responsibilities and Authorities

The following responsibilities are intended to act as a guideline that will be modified as needed. The authority of the SA Officers shall be distributed as follows:

1) Chair
a) Serves as Chief Executive Officer of SA.

b) Has co-signature authorization over all budgetary expenditures with the treasurer.

c) Coordinates all meetings including: SA meetings, Student All-Hands meetings, and attendance and participation at Student Programs Advisory Committee (SPAC) and other student related activities.

d) Serves as a voting member of SPAC.

e) Schedules and presides over all business meetings.

f) Develops, implements, and manages strategic efforts for membership retention, growth, and the development of student activities.

2) Vice Chair

a) Serves as the Chair in the absence of Chief Executive Officer.

b) Develops, implements, and manages strategic efforts for maintaining representative membership.

c) Verifies and reports on all SA elections in conjunction with the SA Advisor.

d) Has signature authorization in the absence of the Chair for budgetary expenditures.

e) Coordinates SA sub-committees.

f) Works closely with the Chair in the business and operation of the Students' Association.

3) Treasurer

a) Is responsible for preparing and having the budget approved by officers and the SA Advisor by LANL fiscal year end (September 30) for the following year.

b) Manages the finance and business operations of the Students' Association.

c) Collects and documents any and all financial expenditures.

d) Provides a monthly treasury report.

e) Assumes the position of Chair in the absence of the Chair, and the Vice Chair.

4) Secretary/Administrative Assistant

a) Is responsible for providing input to STBPO-EPDO for the Student News, Student Views newsletter.

b) Documents minutes from SA business meetings.

c) Is responsible for sharing communications directly with students.

d) Assists the webmaster in developing, creating, updating, and announcing student events and activities.

e) Works directly with the webmaster to ensure full distribution of communications.

f) Assumes the position of the Chair in the absence of the Chair, Vice Chair, and Treasurer.

5) Webmaster

a) Is responsible for maintaining the SA website and posting student communications, information, and activities.

b) Works with the SA Officers to provide information to students via the SA website.

c) Serves as Chair in the absence of Chair, Vice Chair, Treasurer, or Secretary.

- Return to Top -

Section A: Positions of Officer

Officer positions are: Chair, Vice Chair, Secretary/Administrative Assistant, Treasurer, and Webmaster. Other officer positions may be implemented as SA expands. Development of new positions must be proposed, approved, and include a written document of roles and responsibilities that must be presented to the SA Advisor and SPAC.

Section B: Voting Rights

Each member of the Students' Association may cast one vote per office. The current Vice Chair and sub-committee members shall tally and verify votes. Names will be sent to the SA Advisor for verification. Upon verification the Chair will announce the new officers. In the absence of a Vice Chair, the next highest-ranking officer will coordinate the elections.

Section C: Officer Nomination Process

SA will send announcements to students seeking officer nominations along with the roles and duties of each position. This will be done two weeks prior to the voting date. Biographies are required of all nominees. Biographies should include brief personal background information, academic field, status (UGS/GRA), interest in serving on SA, qualifications, and SA goals (see example on webpage). Mentor approval is also required prior to voting. Mentor approval may be submitted in writing or via e-mail.

Section D: Nominations

Any member of SA who satisfies the student eligibility requirements including approval from their mentor may be nominated for an officer position.

Nominations will be sent to the SA Vice Chair no earlier than the second week of June.

The Vice Chair will assure that the nominees meet all requirements for the office to which they are nominated.

Section E: Special Elections

In the event of a special election, the Executive Board will set the nomination and election schedule. In the event that an officer position was not filled during the regular election, a special election will take place. New officers are responsible for the election and increasing SA participation.

Special elections can also take place in the event of:

• An officer no longer being eligible to serve (i.e. no longer attending school, or not involved in a student program).
• Inactive officers (i.e. not meeting requirements of the position or maintaining active communications with other officers).

Section F: Process/Time Period

• Elections will take place in July and will be announced in early August.
• Nominations will be posted for two weeks: one week each for biography submission and mentor approval.
• Voting will be held for three business days. Tallying and verification of votes by SA Vice Chair, subcommittee members, and SA Advisor will take place for two days.
• Voting will be held electronically, and names and Z numbers will be verified via a spreadsheet generated by Data Warehouse. The SA Advisor will be responsible for getting this data. The winners will be announced by the SA Chair (or appointee). No other information is required to be disclosed.

Section G: Filling Vacancies

In the event of a special election, the Executive Board will set the nomination and election schedule. In the event that an officer position was not filled during the regular election, a special election will take place. New officers are responsible for the election and increasing SA participation.

Special elections can also take place in the event of:

• An officer no longer being eligible to serve (i.e. no longer attending school or not involved in a student program).
• Inactive officers (i.e. not meeting requirements of the position or not maintaining active communications with other officers).

- Return to Top -

Section A: Established Committees

The Students' Association shall have standing committees that focus on relevant and meaningful student issues including:

• Communication
• Professional Development
• Student Activities and Resources
• Orientation
• Education

Committees shall meet as needed to accomplish the desired goals. Other standing (adhoc) committees may be developed as needed.

Section B: Committee Membership

Participation on any committee is encouraged and open to all students.

Section C: Committee Chair

The members of the committee will elect a chair of the respective committee. Committee chairs must be available during the event time period. The chair will direct and coordinate committee activities. The committee chair provides updates to the SA Executive Board during Executive Meetings.

Section D: Ad-hoc Committees

If there is a need for a new committee, an ad hoc committee can be formed in one of three ways:

• Proposal by an active member and approval by the Executive Board.
• Proposal by an active member and approval by 2/3 majority vote of members in attendance.
• Declaration of the Executive Board.

A member of SA may propose the formation of an ad hoc committee during the new business portion of a business meeting. The proposal must state the purpose and task of the new committee, a suggested chair, and a compelling reason why the current infrastructure cannot adequately perform the tasks of the proposed committee. The ad hoc committee chair will be selected from the active members.

- Return to Top -

There shall be no membership dues for the Students' Association. Funding for social and educational activities shall be determined on an “as-needed” basis and shall be coordinated by the Treasurer. All officer positions in SA are considered voluntary and no monetary compensation will be provided.

- Return to Top -

Section A: Regular Business Meetings

A business meeting is defined as the regular meeting of the Students' Association at a time that is agreeable to all SA Officers. All other meetings (committee meetings, social events, etc.) do not constitute business meetings. A business meeting may be called by petition of fifty (50) members of the Students' Association.

Section B: All Hands Meetings

All-Hands Meetings will be held yearly and coordinated by the SA Secretary in conjunction with the other officers. All-Hands Meetings are intended to bring the student body together to discuss student issues and needs at LANL.

- Return to Top -

The Constitution and By-laws may be amended by a majority vote of Students' Association Officers and should be reviewed for amendment yearly, approved by the SA Advisor and SPAC, and posted on the website.

- Return to Top -

The Students' Association disclaims responsibility for the actions and personal opinions of individual members who are in violation of Students’ Association and/or LANL policies and procedures. All members, by attending Students' Association events or activities, release the Students' Association and LANL for liabilities in the event of accident of injury or as a result of these events or activities. All Students' Association off-site activities (i.e. Student Picnic) must comply with all Laboratory Safety and Security Administrative policies. SA has the right to post information about social, education, professional development, and LANL or community events even though they may not be LANL sponsored.

- Return to Top -

SPAC provides guidance to SA, EPDO, and other LANL organizations about matters pertaining to student issues. SA informs SPAC about proposed activities, plans, directives, and concerns. The Chair of the Students' Association is a voting member of SPAC. It is the intent of both SA and SPAC to work together in a cooperative manner to ensure the quality of the student experience at LANL. SPAC shall serve as a mentor to SA. The Chair or the appointee is required to attend and participate in all SPAC meetings and activities. A SPAC representative is encouraged to attend SA Executive meetings to provide support.

- Return to Top -

The Students' Association is overseen by the Science Technology Base Programs Office-Education & Post-Doc Office (STBPO-EPDO), which has oversight over all SA activities. The Chair of the Students' Association shall inform the SA Advisor, who is part of STBPO, about proposed activities. The Treasurer shall submit a budget proposal to the SA Advisor by September 30 (end of fiscal year). As the sponsoring organization, STBPO ensures all Students' Association off-site activities comply with all Laboratory Safety and Security Administrative policies. Furthermore, STBPO reserves the right to approve or disapprove any Students' Association activity that places liability upon the Laboratory. It is the intent of both SA and STBPO to work together in a cooperative manner to ensure a high quality student experience at LANL. STBPO shall assist/intercede in SA voting for officers if there is a discrepancy which needs to be resolved.

- Return to Top -