ASHMC Executive Policy

Article I: The Executive Board

  1. The members of the Executive Board are: President, Senate Chair, Treasurer, Athletics Director, Committee for Activities Planning Director (CAP Director), Club Director, Diversity Director, Mudd Life Director, Social Director, Sustainability Director, and Wellness Director.
  2. All positions can be held by one or more individuals with the following exceptions: there must be at least two CAP directors, and only one President and one Senate Chair. Each ticket must include at least one member who shall fill the position for the full academic year, but can include multiple individuals swapping out in different semesters (e.g. if one is leaving for a semester to study abroad).
  3. If two or more individuals fill a position, they will split the yearly stipend proportionately.
  4. The Executive Board shall meet once every two weeks, as scheduled by the President and Senate Chair.
  5. If two or more individuals fill a position, at least one of the individuals holding that position is expected to attend each Executive Board meeting, unless the President and Senate Chair deem their presence unnecessary.
  6. At meetings, each officer of the Executive Board shall provide updates detailing the status of their office.
  1. The Senate Chair and President shall report on Senate meetings, including all motions approved by the Senate.
  2. The Treasurer shall report on the state of ASHMC’s finances and current status of processing reimbursements.
  3. All other positions shall report on their current events, planned activities, and remaining funding.
  1. All Executive Board positions have voting power, except for the President and Senate Chair. Each constituency provides one vote (i.e. if two or more individuals share a position, then those individuals share a single vote).
  2. In the event of a tie, the President gains a vote.
  3. Quorum shall be defined as one half of the voting membership of the Executive Board.
  4. The Executive Policy can be changed with a three-quarters majority vote of the Executive Board.

Article II: Executive Board Responsibilities

  1. The President, Senate Chair, and Treasurer responsibilities are outlined in the Constitution.
  2. The Athletics Director shall:
    1. Act as a liaison between ASHMC, the LAC staff, and the CMC Intramurals organizers
    2. Be responsible for maintaining inventory of and purchasing ASHMC property in the LAC
    3. Assess athletic needs for students on campus, plans sports tournaments and other relevant events 
  3. The Committee for Activities Planning (CAP) Director shall:
    1. Be responsible for encouraging students to partake in activities off of the HMC campus
    2. Meet weekly with a representative from the Division of Student Affairs
    3. Maintain a semester calendar for all CAP events
    4. Ensure all events they hold are equally available and advertised to the entire student body
  4. The Club Director shall:
    1. Meet weekly with a representative from the Division of Student Affairs
    2. Host a Club Fair for Mudd clubs in the first week of each semester
    3. Oversee the club officer election process
    4. Plan and lead one Club President Training session in fall semester and one Club Leadership Transition session in spring semester, with required attendance for one president from all clubs or a proxy
  5. The Diversity Director shall:
    1. Increase awareness, action, and allyship on Harvey Mudd’s campus related to issues of diversity, equality, and inclusion
    2. Act as an internal consultant to help Executive Board members increase inclusion and equality in their practices
    3. Meet weekly with a representative from the Office of Institutional Diversity
    4. Meet regularly with the leaders of affinity clubs
    5. Maintain the Diversity Riggs Room and the ASHMC Textbook Library
  6. The Mudd Life Director shall:
    1. Meet bi-weekly with a representative from the Division of Student Affairs
    2. Collaborate with the Muchachos
    3. Host at least two large events per semester (such as Frosh-Soph games, Hochmas Train, Roller-skating Rink)
    4. Ensure all events they hold are equally available and advertised to the entire student body
  1. The Social Director shall:
    1. Be responsible for the planning and managing of student social events at the Claremont Colleges
    2. Meet weekly with a representative from the Division of Student Affairs
    3. Attend 5C Social Chairs meetings when scheduled
    4. Maintain a semester calendar for all 5C and 1C parties
    5. Work with the Event Staff Directors to ensure safety at parties
  2. The Sustainability Director shall:
    1. Act as a liaison between ASHMC and the Hixon Center for Sustainability
    2. Work on projects and events to increase sustainable practices on campus, collaborating with F&M, the Hixon Center, and other individuals as needed
    3. Coordinate with the President and Senate Chair to organize a Sustainability Pod (an ASHMC-sponsored storage pod) to collect donated student items at the end of the year
    4. Conduct an auction at the beginning of the year (Fall) of the items in the Sustainability Pod. The cost of this pod will be covered by the sales revenue (self-sufficient) as much as possible.
  3. The Wellness Director shall:
    1. Host events and programs on campus to promote wellness (such as health app subsidies, animal petting zoo, etc.)
    2. Collaborate with the Office of Health and Wellness

Article III: Executive Appointments

  1. The Executive Appointments are: Executive Assistant, Webmaster, Students-L Moderator, Residential Affairs Liaisons (RALs), Event Staff Director, Food Committee Chair, and Student Philanthropy Director.
  2. All positions can be held by one or more individuals, except there must be 4-6 Residential Affairs Liaisons (RALs), as determined by the discretion of the President and Senate Chair. Each ticket must include at least one member who shall fill the position for the full academic year, but can include multiple individuals swapping out in different semesters (e.g. if one is leaving for a semester to study abroad).
  3. If two or more individuals fill a position, they will split the yearly stipend proportionately.
  4. The Executive Appointment positions shall be voted on by the Executive Board, and may be removed at the discretion of the President and Senate Chair with approval from three-fourths of the Executive Board.
  5. The Executive Assistant shall:
  1. Record meeting minutes at the Senate and Executive Board meetings
  2. Receive a semesterly stipend as determined by the Senate

6. The Webmaster shall:

  1. Monitor and maintain the ASHMC website
  2. Report to the Senate or Executive Board on the state of the website, on request of members of the Executive Board
  3. Receive a semesterly stipend as determined by the Senate

7. The Students-L Moderator shall:

  1. Approve messages sent to the students-l and community-l electronic mailing lists twice a day, once in the morning and once in the evening
  2. Approve only the messages that conform to the official Students-L Policy listed in the Policies section of the HMC Student Handbook, and reject all other messages
  3. Receive a semesterly stipend as determined by the Senate

8. The Residential Affairs Liaisons (RALs) shall:

  1. Meet with the Office of Residential Life to discuss Room Draw procedures
  2. Finalize the Room Draw Policy with three-quarters Senate approval and send it to the student body before the start of Spring Break
  3. Host informational sessions for Room Draw
  4. Release Tuples and Numbers
  5. Calling for In-Dorm petitions
  6. Organize and run Digital Draw, Mock Draw, and Real Draw 
  7. Attend Executive Board meetings as a non-voting member when deemed necessary
  8. Receive a semesterly stipend as determined by the Senate

9. The Event Staff Director shall:

  1. Work with the Social Director to ensure enough Event Staff members will be present at each campus social event
  2. Select students to serve as Event Staff members
  3. Oversee onboarding and training of new Event Staff members, including attendance at Campus Safety Training, Teal Dot Training, CPR/First Aid Training, and Bartender Training
  4. Organize hours worked and payment for Event Staff members
  1. The Food Committee Chair shall:
    1. Attend weekly meetings with Hoch-Shanahan Dining Hall staff and dormitory Food Representatives
    2. Organize events in collaboration with the Hoch-Shanahan Dining Hall, including Copper Chef, Hochsgiving, and Hochmas
  2. The Student Philanthropy Director shall:
    1. Serve as the student representative to the Office of College Advancement and the Board of Trustees Advancement Committee
    2. Promote the welfare of others as expressed by monetary donations to good causes on-campus
    3. Provide updates by attending the Executive Board meetings following meetings with the Office of College Advancement and the Board of Trustees Advancement Committee

Article IV: Committees

  1. The Food Committee shall:
    1. Consist of the food representatives from each dormitory
    2. Be chaired by the Food Committee Chair
    3. Meet regularly with Dining Hall staff, communicate student interests with regards to the meal plan, and help plan school-wide events (such as Hochsgiving, Hochmas, and Copper Chef)
  2. Other committees
    1. Each year, committees may be created at the discretion of the President, Senate Chair, and any Executive Board Director who wishes to have a committee.
    2. The committee will be chaired by the respective Executive Board Director.
    3. In the past, committees for Social, CAP, Wellness, and Sustainability have existed.

Article V: Transition Specifications for Executive Board Offices

  1. Election Process
    1. In March, the President and Senate Chair shall send out a call for candidates for Executive Board members for the following school year.
    2. There shall be a 1-week period to receive all candidate statements, followed by a 1-week voting period open to the student body. Seniors may vote as proxies for incoming freshmen.
  2. The incoming and outgoing Executive Board members for each position shall:
    1. Meet together
    2. Come up with a budget for their position for the following school year, and attend Mudd Budgeting together
    3. Co-host at least one event