StaffOrgProc.tex

\chapter{Staff, Organization, and Procedures}

\section{Administrative Responsibilities}

\subsection{Personnel}

\subsubsection{Sweepstakes Advisor}

	The Sweepstakes Advisor is employed by the office of Student Activities within the Division of Student Affairs of Carnegie Mellon University. The Sweepstakes Advisor has the overall responsibility for directing and supervising all Sweepstakes related activities.

	As such, the Sweepstakes Advisor has responsibility and accountability for all Sweepstakes related matters. The Sweepstakes Advisor should work closely with the Sweepstakes Chairman and their assistants, and with the Sweepstakes Committee, providing direction, advice, and assistance whenever it is needed. In this position of ultimate responsibility, the Sweepstakes Advisor may, at their discretion, effect changes in the organizational structure, the rules, the regulations, or the procedures governing the Sweepstakes Competition.

\subsubsection{Sweepstakes Chairman}

	The Sweepstakes Chairman shall be elected by the Buggy Chairmen of all of the organizations participating in the Sweepstakes Competition. The Sweepstakes Chairman may NOT also be a Buggy Chairman for any organization.

	The duties of the Sweepstakes Chairman are to organize and supervise all Sweepstakes activities during the entire school year. These activities include the Sweepstakes races, the Design Competition, the Buggy Book, all freeroll practice sessions, all push practice sessions, the Sweepstakes awards presentations, and all preparation activities for any of these events.

	The Sweepstakes Chairman may appoint one or more people as assistants to help the Sweepstakes Chairman, the Assistant Sweepstakes Chairman, the Safety Chairman, the Design Chairman, and the Buggy Book Chairman in the execution of their duties. In the case of the Safety Chairman, an assistant shall only be named in his/her absence, and only after consulting the Safety Chairman. Any person who is to stand in place of the Safety Chairman for any period of time, must first be approved by a majority vote of the organizational Buggy Chairmen. In extreme emergencies, where the Safety Chairman is not present and no person has been approved by a majority vote to act as Safety Chairman, the Sweepstakes Chairman or the Assistant Chairman shall act in the Safety Chairman's place by default.

\subsubsection{Assistant Sweepstakes Chairman}

	The Assistant Sweepstakes Chairman (Assistant Chairman) shall be elected by the Buggy Chairmen of all of the organizations participating in the Sweepstakes Competition. The Assistant Sweepstakes Chairman may NOT also be a Buggy Chairman for any organization.

	The duties of the Assistant Sweepstakes Chairman are to aid the Sweepstakes Chairman in organizing and supervising all Sweepstakes activities during the entire school year, and to act in the place of the Sweepstakes Chairman in their absence.

\subsubsection{Safety Chairman}

	The Safety Chairman shall be elected by the Buggy Chairmen of all of the organizations participating in the Sweepstakes Competition. The Safety Chairman may NOT also be a Buggy Chairman for any organization.

	The duties of the Safety Chairman are to conduct the safety inspections required of all participating buggies, to conduct Spot Safety Checks of buggies participating in both freeroll practices and push practices, to observe pass tests, to enforce all safety related requirements at all freeroll practices and push practices, and to evaluate and rule on, any safety related issues that arise relative to any Sweepstakes activities during the entire school year.


\subsubsection{Design Chairman}

	The Design Chairman shall be appointed by the Sweepstakes Chairman. The Design Chairman may NOT also be a Buggy Chairman for any organization.

	The duties of the Design Chairman are to organize and supervise all Design Competition activities during the entire school year. These activities include the appointment of judges, the selection of a time and place for the competition, the arrangements for publicity, the supervision of both the public display of the buggies and the presentation of the buggies to the judges, the compilation of the results of the judging and the presentation of the awards for the competition. The Design Chairman may select one or more people to assist them in the execution of their duties. The Sweepstakes Chairman must approve any people selected as assistants by the Design Chairman.

\subsubsection{Buggy Book Chairman}

	The Buggy Book Chairman shall be appointed by the Sweepstakes Chairman. The Buggy Book Chairman may NOT also be a Buggy Chairman for any organization.

	The duties of the Buggy Book Chairman are to organize and supervise all activities required to compile, design, edit, publish, and distribute the Buggy Book which describes the Sweepstakes Competitions. The Buggy Book Chairman shall also be responsible for the design, ordering and distribution of the official Sweepstakes wear such as t-shirts and hats. The Buggy Book Chairman may select one or more people to assist them in the execution of their duties. The Sweepstakes Chairman must approve any people selected as assistants by the Buggy Book Chairman.

\subsubsection{Marketing and Communications Chairman}

	The Marketing and Communications Chairman shall be appointed by the Sweepstakes Chairman. The Marketing and Communications Chairman may NOT also be a Buggy Chairman for any organization. 

	The duties of the Marketing and Communications Chairman are to organize and supervise all activities required to promote the sport of buggy in, around, and outside of campus. This may include creating events, running social media, and helping bring together the buggy community. The Marketing and Communications Chairman may select one or more people to assist them in the execution of their duties. The Sweepstakes Chairman must approve any people selected as assistants by the Marketing and Communications Chairman. 

\subsubsection{Buggy Chairman}

	Each organization participating in the Sweepstakes Competitions shall designate one or more people as its representatives for all official Sweepstakes functions. These representatives shall be known as Buggy Chairmen and they shall serve as members of the Sweepstakes Committee.

	Robotic teams are also considered participating organizations. They are also permitted to vote alongside other organizations. However, since they are less dependent on rolls to get practice in, they will not count towards the vote for freeroll practice quorum. They also cannot vote on changes to the bylaws surrounding the safety of drivers or construction of non-robotic buggies. Teams which have both robotic and nonrobotic buggies shall be considered nonrobotic teams in all voting circumstances, except for a freeroll quorum vote if they only plan to roll robotic buggies. 

\subsection{Committees}

\subsubsection{Sweepstakes Advisory Council}

	At the discretion of the Sweepstakes Advisor and/or the Dean of Student Affairs, a Sweepstakes Advisory Council may be appointed. The purpose of this council is to provide advice, assistance, and guidance to the Sweepstakes Advisor relative to their interactions with the Sweepstakes Committee. This council should be composed of any Carnegie Mellon University alumni and/or staff who can provide the experience and knowledge needed by the Dean of Student Affairs, the Sweepstakes Advisor, and the Sweepstakes Committee. In addition, the elected members of the Sweepstakes Committee (the Sweepstakes Chairman, the Assistant Sweepstakes Chairman, and the Safety Chairman)and three Buggy Chairmen (elected by the Sweepstakes Committee) also serve as members of the Sweepstakes Advisory Council. The Sweepstakes Advisor serves as the Chairman of the Sweepstakes Advisory Council.

\subsubsection{Sweepstakes Committee}

	The Sweepstakes Committee shall be the governing body of the Sweepstakes Competitions. It shall consist of the Sweepstakes Chairman, the Assistant Sweepstakes Chairman, the Safety Chairman, the Design Chairman, the Buggy Book Chairman, and all of the Buggy Chairman from all of the organizations participating in the Sweepstakes Competitions. The Sweepstakes Committee shall be presided over by the Sweepstakes Chairman.

\section{Functional Organization}

\subsection{Chain of Command}

	By permitting Sweepstakes Competitions to take place on its campus, Carnegie Mellon University accepts responsibility for those competitions and is thus authorized to take any actions necessary to ensure that those competitions are conducted in a manner that is as orderly and as safe as is possible. This responsibility is administered by the University through the Division of Student Affairs, the Dean of Student Affairs, the Department of Student Activities, and most directly, through the Sweepstakes Advisor.

	At the student level, the responsibility for actually organizing, conducting, and supervising all activities related to the Sweepstakes Competitions is administered by all of the members of the Sweepstakes Committee, and most directly, by the Sweepstakes Chairman. The Sweepstakes Chairman has the responsibility of ensuring that all activities related to the Sweepstakes Competitions are conducted according to the rules, regulations, and procedures that have been approved by the University, through its representatives.

	The link between the University and the student participants of the Sweepstakes Competitions is accomplished through the Sweepstakes Advisor and the Sweepstakes Chairman. The Sweepstakes Committee is directly accountable to the University through this link. During the actual organization and execution of the Sweepstakes Competitions, the Sweepstakes Chairman must work closely with the Sweepstakes Advisor in order to assure the University that the competitions are being conducted in an acceptable manner. In addition, the Sweepstakes Advisor can provide much advice, direction, and assistance to the Sweepstakes Chairman and other members of the Sweepstakes Committee concerning procedural and organizational aspects of the Sweepstakes Competitions.

	When desired, the Sweepstakes Advisor, the Sweepstakes Chairman, and any of the members of the Sweepstakes Committee may seek opinions, advice, and assistance from the members of the Sweepstakes Advisory Council concerning any aspect of Sweepstakes related activities.

\section{Governing Procedures}

\subsection{Governing Body}

	The Sweepstakes Competitions shall be governed by the Sweepstakes Committee, which is presided over by the Sweepstakes Chairman. The committee shall govern by the democratic process. The only members of the committee eligible to vote shall be the Buggy Chairmen of all of the participating organizations. Each participating organization is entitled to only one vote on any issue voted on by the committee (i.e. only one Buggy Chairman from each organization is eligible to vote on any single issue). In the event of a tie vote, the Sweepstakes Chairman shall cast the deciding vote.

	All binding decisions shall be made by a majority vote of the eligible voting members of the committee who are present, with one vote per organization. NO issue may be voted on unless two-thirds of the competing Buggy organizations, who are eligible to vote, are represented.

\subsection{Meetings}
\label{subsec:Meetings}

	Meetings of the Sweepstakes Committee shall be scheduled by the Sweepstakes Chairman whenever that Chairman considers it necessary, or when three or more organizations request such a meeting. Sweepstakes Committee meetings should usually be held once a week during the weeks that freeroll practice sessions are scheduled, and on an as needed basis other times of the school year.

	As a rule of thumb, meetings should be consistently scheduled each week at the same time and on the same day (usually every Monday evening at 10pm) to make it reasonable for organizations to regularly attend. Any organization failing to have a representative of that organization in attendance at any Sweepstakes Committee meeting for which at least 24 hours notice has been given, shall be fined the amount of \$15.00.

\subsection{Initial Organizational Meeting}

	At the end of each school year an organizational meeting of the Sweepstakes Committee shall be held. The purpose of this meeting is to elect a Sweepstakes Chairman, an Assistant Sweepstakes Chairman, and a Safety Chairman for the following school year. This meeting should be held within two weeks of the official end of undergraduate classes. 

\subsection{Amendments to the Rules}

	Amendments to these Sweepstakes Rules, Regulations, and Procedures may be made in the following ways:

	\begin{itemize}

		\item
		The Dean of Student Affairs and/or the Sweepstakes Advisor may, at their discretion, direct that any changes which they specify, be made to these Sweepstakes Rules, Regulations, and Procedures, at any time.

		\item
		Through the Sweepstakes Chairman, the Sweepstakes Committee may, by a majority vote of a quorum, propose changes to these Sweepstakes Rules, Regulations, and Procedures, at any time by submitting, in writing, those proposed changes to the Sweepstakes Advisor. Any proposed changes shall not become effective until, and unless, they are approved in writing by the Sweepstakes Advisor.

	\end{itemize}

	The Sweepstakes Advisor must either approve or reject any proposed changes within two weeks of the date on which those changes are submitted. If any proposed changes are submitted to the Sweepstakes Advisor on a date that is less than two weeks before the preliminary races are held that school year, the Sweepstakes Advisor is not required to act on those proposed changes. If the Sweepstakes Advisor chooses not to act on those proposed changes, they may be resubmitted the following school year after they have again been voted on by the Sweepstakes Committee. If the Sweepstakes Advisor considers that more than two weeks is required to evaluate any proposed changes, they may extend the two week response period, provided that the Sweepstakes Committee is informed of this extension and of its expected duration.

\section{Disciplinary Actions}
\label{sec:DiciplinaryActions}

\subsection{Fines}

	Organizations may be fined by the Sweepstakes Advisor, the Sweepstakes Chairman or the Safety Chairman for violations of any of the rules and regulations specified in this document. The dollar amount of these fines is usually called out in the rule or regulation invoking the fine. Organization(s) that perform a chore assigned to another organization will have the assessed cost transferred into their Sweepstakes deposit. Transfer and distribution of these fines is at the discretion of the Sweepstakes Chairman and/or the Sweepstakes Advisor.

	Other fines, not listed within these rules, may be specified and imposed by the Sweepstakes Advisor or the Sweepstakes Chairman in response to continued negligence on the part of organizations or any need that may arise. In such a case, the conditions for and the dollar amounts of those other fines must be made known to the Sweepstakes Committee members before any of those fines are imposed.

	Fines will be tracked over the semester and shall be charged to participating organizations at the end of each semester. Fines will be initiated via a money transfer from an organization’s campus account into the Sweepstakes account.

\subsection{Penalties}

	Organizations may be penalized for violations of any of the rules and regulations specified in these Rules, Regulations, and Procedures by the Sweepstakes Advisor or the Sweepstakes Chairman. If the rule or regulation that was violated specifies that the offending organization shall have one of its entries withdrawn, that withdrawal shall be accomplished as follows:

	\begin{itemize}

		\item
		If the infraction is attributable to an individual buggy that is scheduled to race that day or that school year, that buggy and its entry shall be withdrawn from that scheduled day of racing.

		\item
		If the infraction is attributable to an individual buggy that is not scheduled to race that day or that school year, one of the buggy's sponsoring organization's entries shall be withdrawn from the next day of racing that it would have participated in, and the sponsoring organization shall select the entry to be withdrawn. (This applies even if an entry must be withdrawn from the first day of racing of the following school year.)

		\item
		If the infraction is attributable to some part of an organization but not an individual buggy, one of that organization's entries which has not yet run shall be withdrawn from the races that same day, or from that organization's next scheduled day of racing, and the offending organization shall select the entry to be withdrawn. (This applies even if an entry must be withdrawn from the first day of racing of the following school year.)

		\item
		If an offending organization is permitted to select the entry to be withdrawn, and that organization has entries in both the men's races and the women's races, the selection shall be made from the entries in the men's races for that organization's first infraction, from the entries in the women's races for the second infraction, and so on, alternating for any additional infractions.

	\end{itemize}

\subsection{Appeals}

	Any organization or individual receiving a fine or penalty on any day except a day on which races are scheduled, may appeal that fine or penalty to the Sweepstakes Advisor. Final determination of any appeals shall be made by the Sweepstakes Advisor.

\section{Unsportsman-like Conduct}

	Any organization may be disqualified from this and/or next year's races if their behavior (or the behavior of anyone associated with their organization) is deemed unsportsman-like by the Sweepstakes Advisor/Executive Committee.

\section{Sponsorship Guidelines}

	Each organization is allowed to pursue organization sponsorships subject to the following guidelines:

	\begin{itemize}
		\item No organization may advertise their sponsors on a buggy or in a buggy name.
  
		\item Sponsors must be approved on a yearly basis. All sponsors and the value of contribution will be made public to all teams.

		\item Organizations must send an invoice to Sweepstakes to approve each sponsorship. This invoice will be kept on record.
  
		\item Any organization receiving more than \$5000 from sponsorships per academic year must have additional sponsorships approved through a one-on-one meeting with Sweepstakes. In this meeting the team must present their potential sponsor, the value of the sponsorship, and what they plan to offer their potential sponsor in return (advertisement on tshirts, trucks, etc.).
	\end{itemize}

	Sweepstakes has the right to deny any sponsorship proposal, particularly if it breaks any of the above rules, if advised by the Sweepstakes Advisor, or if it undermines the rule that “Each buggy shall have been designed and constructed by eligible undergraduate or graduate students of Carnegie Mellon University.”