Leadership at California State University, Fullerton

ASSOCIATED STUDENTS, CSUF, INC.POLICY STATEMENTS

POLICY STATEMENT INDEX
Policy Number	Policy Statement
100: Structure
101	Policy Concerning Corporate Identification
102	Policy Concerning Executive Orders
103	Policy Concerning Committee Handbooks
104	Policy Concerning Pledge Commitments
105	Policy Concerning Presidential Appointments to Committees of the ASI Academic Senate and University Committees
106	Policy Concerning Special ASI Parking Privileges
107	Policy Concerning Agendas for Board of Directors' Meetings
108	Policy Concerning Presidential Appointment(s) Approval by the BOD
109	Policy Concerning Vacated BOD Seats
110	Policy Concerning Responsibilities of the ASI BOD
111	Policy Concerning Public Speaking Time as a Non-Action Agenda Item for BOD's Meetings
112	Policy Concerning Appointments to the Standing Committees of BOD Made by the Chair of the Board
113	Policy Concerning Document Retention and Destruction
114	Policy Concerning Appointments by the Chair of the Board of Directors
115	Policy Concerning Substantive Changes Made to the ASI By-laws and Policy Statements
116	Policy Concerning Emergency Situations and Emergency Meetings
117	Policy Concerning Composition and Duties of Committees
118	Policy Concerning ASI Leadership Graduation Honors
200: Asset and Fiscal Policy
201	Policy Concerning Camp Titan Fundraising
202	Policy Concerning Reserves and Working Capital
203	Policy Concerning Fund-Raised Dollars
204	Policy Concerning Public Relations Expenditures
205	Policy Concerning Gift Acceptance by the Corporation
206	Policy Concerning Non-Consumable Items
207	Policy Concerning Sponsorship Recognition
208	Policy Concerning ASI Donations
209	Policy Concerning Purchase of Alcoholic Beverages
210	Policy Concerning Interest Earned on ASI Restricted Scholarship Accounts
211	Policy Concerning International Travel Funding
212	Policy Concerning Line Item Transfers and Travel
213	Policy Concerning The Funding of Students to Attend Conferences
214	Policy Concerning Working Capital
215	Policy Concerning Deposit of ASI Funds/Investments & Signing Authority
216	Policy Concerning ASI Property Disposal/Reassignment
217	Policy Concerning Fixed Assets Capitalization and Depreciation
218	Policy Concerning NSF Checks
219	Policy Concerning Corporate Investments
220	Policy Concerning Student Leadership Financial Awards
300: Human Resources
301	Policy Concerning Administrative Evaluation Process
302	Policy Concerning Non-Fraternization between Staff, Student Supervisors, Students in Authoritative Positions, and Students
303	Policy Concerning Position Review for ASI Executive Director
400: Conduct
401	Policy Concerning Non-Conflict of Interest
402	Policy Concerning Ethics
403	Policy Concerning Fraud
404	Policy Concerning Whistleblower Protection
500: Programs
501	Policy Concerning ASI Productions’ Sound and Technical Equipment
502	Policy Concerning Agendas for all Associated Students’ Funding Councils
503	Policy Concerning Recycled Paper
504	Policy Concerning Executive Senate
505	Policy Concerning ASI Research Grants
506	Policy Concerning Elections
900: Deleted Policies
901	(removed Nov 6, 2001) Policy Concerning Open Meetings and Closed Sessions
902	(removed Nov 11, 2003) Policy Concerning Elections
903	(removed Nov 1, 1994) Policy Concerning Exclusion of Business Transactions with Firms Engaged in Business within the Republic of South Africa
904	(removed Nov 28, 2006) Policy Concerning Retaining Official Records of the Corporation
905	(removed July 1, 2008) Policy Concerning Student Leadership Wages

Spring 2008 Revisions: 06-12-08

ASI POLICY STATEMENT #101

POLICY CONCERNING CORPORATE IDENTIFICATION

The intent of this policy is to insure proper identification of the ASI Corporation and its programs and services.

Associated Students, California State University, Fullerton, Inc. is the legal name of this corporation and must be utilized in all contracts and legal documents involving the corporation. The corporation is also recognized as the “ASI”, “Associated Students, Inc.”, and “Associated Students, CSUF, Inc.” These references may be used in marketing and public relations efforts and other non-legal forms.

The term “ASI” shall be used throughout this policy manual and shall be construed to mean the Associated Students, California State University, Fullerton, Inc.

The Board shall determine a common logo, abbreviation, color, and other identifying marks to be used by offices, programs, and services of the Associated Students, Incorporated. Telephone numbers, mailing addresses and specific identification of each program or service may be included on official stationary, business cards and publicity.

Approved as policy statement on December 6, 1983
Amended: January 15, 2004
Renumbered from #001: November 28, 2006

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ASI POLICY STATEMENT #102

POLICY CONCERNING EXECUTIVE ORDERS

All Executive Orders shall be numbered and copies shall be available on request to any member of the Associated Students, Incorporated.

Approved as policy statement December 6, 1983
Renumbered from #006: December 7, 1999
Renumbered from #005, November 28, 2006

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ASI POLICY STATEMENT #103

POLICY CONCERNING COMMITTEE HANDBOOKS

There is a need for continuity from semester to semester in each of the standing committees of the Associated Students Board of Directors, and there is a need for a documented record of past actions and considerations of each committee, not only for public record but also to preserve long-term goals within the committees over time. There is a need for background information of past actions/considerations of each of the committees for the reference of new members to those committees.

Each of the Standing Committees of the ASI Board of Directors shall develop and maintain its own Committee Policy Handbook. This Handbook shall, at least, consist of a brief record of all major actions or proposals of the committee during the course of the semester, along with recommendations by the current committee of any actions/proposals that it feels should be continued in following semesters: and that this Handbook shall be maintained by the committee chairs (or their designee) on a semester basis.

Approved as policy statement on October 18, 1983
Renumbered from #009: December 7, 1999
Renumbered from #007: November 28, 2006

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ASI POLICY STATEMENT #104

POLICY CONCERNING PLEDGE COMMITMENTS

A pledge of commitment to the duties of the office is required of all positions listed below. The pledge must be submitted at the time of assumption of duties of the position. A new pledge must be submitted for a new or different position. The current form is attached for documentation. Completed pledges will be retained by the Associated Students, Inc. Executive Director with other conflict-of-interest statements.

President
Executive Vice Presidents
Executive Staff
Members of the Board of Directors
Chairs of AICA, Mesa Cooperativa and Inter-club Councils
Appointed members of the Finance and University Affairs committees
Members of the Titan Student Union Governing Board

Approved as policy statement on October 29, 1996
Amended: May 18, 1999
Renumbered from #010: December 7, 1999
Amended: February 17, 2004
Renumbered from #008, November 28, 2006

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ASI POLICY STATEMENT #105

POLICY CONCERNING PRESIDENTIAL APPOINTMENTS TO COMMITTEES OF ASI, THE ACADEMIC SENATE AND UNIVERSITY COMMITTEES

All student appointments to ASI Committees shall be Presidential Appointments. This does not include the appointment of members of the ASI Board of Directors to ASI Committees.

All student appointments to Academic Senate Committees and University-Wide Committees shall be Presidential Appointments. Exceptions shall be made when the Academic Senate Committee or University –Wide Committee has established specific appointment guidelines.

All Presidential Appointments of this nature must be enrolled and in good standing at the time of appointment. Failure to meet and maintain these qualifications will result in ineligibility for appointment.

Approved as policy statement on March 6, 1984
Amended: November 26, 1985 (item 2)
Renumbered from #012: December 7, 1999
Amended: February 17, 2004
Amended: April 19, 2005
Renumbered from #010, November 28, 2006

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ASI POLICY STATEMENT #106

POLICY CONCERNING SPECIAL ASI PARKING PRIVILEGES

The Associated Students, Inc. shall be allotted twenty-seven (27) Faculty/Staff parking permits to facilitate easy access to parking areas close to the ASI offices and assure available parking space for officers maintaining a regular schedule of hours devoted to A.S. duties and functions. The following officers shall each receive a Faculty/Staff decal by virtue of his/her position.

All student members of the ASI Board of Directors (16)

ASI President (1)

ASI Executive Vice President (1)

ASI Vice President of Finance (1)

ASI Director of Administration (1)

ASI Director of Governmental Relations (1)

ASI Director of Public Relations (1)

ASI Elections Commissioner (1)

ASI Productions Administrative Director (1)

Titan Student Union Governing Board Chairperson (1)

Titan Student Union Governing Board Vice Chairperson (1)

Titan Student Union Governing Board Public Relations Chair (1)

Upon resignation or removal of any of the above-mentioned officers, his/her Faculty/Staff parking permit shall be returned to the University Cashier's office within one week. The University Cashier's office will then give him/her a regular student permit for the remainder of the semester. Any student who is then appointed or elected to fill the vacant position shall receive the Faculty/Staff parking permit.

If the parking policy is abused by any of the above-mentioned students, his/her Faculty/Staff parking permit will be revoked for the remainder of his/her term.

CSUF Faculty/Staff Parking permits must be purchased from the University Cashier's office at the regular cost by the above-mentioned officers who will each receive a letter from the Dean of Students office giving him/her permission to purchase a permit.

Approved as policy statement on December 11, 1984
Amended: October 31, 1995
Renumbered from #013: December 7, 1999
Amended: February 12, 2002
Amended: September 6, 2005
Amended: June 22, 2006
Renumbered from #011, November 28, 2006

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ASI POLICY STATEMENT #107

POLICY CONCERNING AGENDAS FOR BOARD OF DIRECTORS' MEETINGS

1.	All items shall be sponsored by a member of the Board of Directors.
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2.	Directors sponsoring items shall provide, to the ASI Executive Assistant, a written (either typed or printed) copy of the proposed action and all supporting documents three or more legal days prior to the Board of Directors or Committee meeting. This shall include the brief description of the item to appear on the agenda.
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3.	The Executive Assistant shall sign, date, and indicate the time of submittal on each proposal.
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4.	Items coming from committee shall be placed on the agenda before items from individuals.
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5.	The Executive Assistant shall make available, for public inspection, a copy of each proposal.
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6.	All items on the agenda, including those to be discussed in closed session, shall contain a brief general description (not to exceed twenty (20) words) of the item. Items with a financial component shall also include the amount and source of funds involved.
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7.	The agenda shall specify the time, date, and location of the meeting, and shall be posted in an area of the campus which is publicly accessible twenty-four hours per day.
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8.	Nothing in this policy is to be interpreted as prohibiting the Board from reordering the agenda at the time of the meeting.

Approved as policy statement on March 12, 1985
Amended: October 1, 1985
Renumbered from #014: December 7, 1999
Amended: November 6, 2001
Renumbered from #012, December 28, 2006

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ASI POLICY STATEMENT #108

POLICY CONCERNING PRESIDENTIAL APPOINTMENT(S) APPROVAL BY THE BOARD OF DIRECTORS

Approval by the Board of Directors, of paid appointments, shall be governed by the following Policy:

1.	A copy of the Presidential Appointee’s application will be submitted to each board member prior to the meeting in which the Presidential Appointee’s approval appears on the agenda.
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2.	The following information shall be contained in a data sheet attached to the application.
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	a. The number of applications received for the position.
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	b. Those involved in the interviewing process.
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	c. A short summary of the position for which the person is being approved.

Policy Concerning All Other Appointed Positions.

3.	A list of committee appointee(s) must be posted at least three (3) working days before potential appointees can actively participate in their respective Committees.
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	a. Posting areas shall include, but are not limited to, ASI Executive Offices (TSU-207) and/or a posting area of the ASI.
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4.	Every other week the ASI President must submit to the membership a list of all vacancies that require a Presidential appointee.
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	a. The above mentioned list of Presidential appointments shall be distributed via posting in the ASI Executive Offices (TSU-207), and/or a posting area of the ASI.

Approved as policy statement on October 29, 1985
Amended: March 18, 1986
Amended: October 3, 1989
Amended: November 28, 1989
Renumbered from #015: December 7, 1999
Amended: February 17, 2004
Amended: May 2, 2006
Renumbered from #013, November 28, 2006

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ASI POLICY STATEMENT #109

POLICY CONCERNING VACATED BOARD OF DIRECTOR SEATS

This policy is designed to fill Board of Directors seats vacated due to resignation, recall, ineligibility or death.

Any person who assumes an ASI Executive Staff position while concurrently holding a voting seat on the ASI Board of Directors that is not expiring to coincide with the new position, is required to officially resign his/her former seat to the Chair of the Board before he/she assumes the new position.

If a vacancy on the Board of Directors exists between the fall general election and the end of the second week of classes of the next spring semester or between the spring general election and the end of the second week of classes of the next fall semester, the ASI President will recommend that the first runner-up from the previous general election in the College in which the vacancy exists fill that vacancy, subject to majority approval by the Board of Directors.

If approved by the Board, the new Director will serve until the end of the current semester term in the College in which the vacancy exists.

This policy does not apply to the second runner-up or anyone who received fewer votes than the first runner-up when there is one vacant position in the college.

If more than one position is vacant in a single college, the second runner-up may be recommended to the Board by the President.

This policy does not apply to the third runner-up or anyone who received fewer votes than the second runner-up.

This policy does not apply to any person who has been disqualified under the ASI by-laws.

This policy does not apply to any runner-up who received less than 10% of the total number of valid votes cast in the previous general election in the College in which the vacancy exists.

This policy does not apply in the event of a tie for the position of first or second runner-up in the previous general election in the College in which the vacancy exists.

This policy does not apply to the Board members appointed by the President of the University or the Chair of the Academic Senate.

Approved as policy statement on May 13, 1986
Renumbered from #017: December 7, 1999
Amended: September 19, 2000
Amended: September 23, 2003
Amended: May 2, 2006
Renumbered from #015, November 28, 2006

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ASI POLICY STATEMENT #110

POLICY CONCERNING RESPONSIBILITIES OF THE ASI BOARD OF DIRECTORS

The following policy has been established in order for the members of Associated Students, Inc. Board of Directors to better serve their respective student constituencies and to make sure each member of the Board performs the duties of his/her position in an excellent and responsible manner.

Each member of the Board will be required to incorporate the following responsibilities into their personal job frame work.

1.	Board members are required to attend, prepared and on time, all meetings of the Board of Directors and all assigned committee meetings.
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2.	Board members are required to attend their college’s Inter-club council meetings. If scheduling conflicts arise, the board members shall have regular contact meetings with their Inter-club council chair.
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3.	Board members shall establish and maintain weekly office hours. These hours shall be posted on their respective college's bulletin board (at least one hour a week and by appointment).
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4.	When time permits, the Board Chair may schedule ASI promotional events for the Board to carry out after the adjournment of Board Meetings.
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5.	Board members are required to keep in contact with their constituents, college-based Deans or Assistant/Associate Deans, and report to the Board on issues and concerns from their college. Two reports will be given each week during regularly scheduled Board of Directors meetings beginning the second week of the fall semester. The reports will be given in alphabetical order, with respect to the college’s names.
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6.	No member of the ASI Board of Directors shall receive stipends, grants, or other financial benefits for serving as an officer, director or member of an ASI program or funded sub-council or board.

Approved as policy statement on May 13, 1986
Amended: May 16, 1989
Amended: November 5, 1991
Amended: March 7, 1995
Renumbered from #018: December 7, 1999
Amended: November 11, 2003
Amended: May 2, 2006
Amended: May 9, 2006
Renumbered from #016, November 28, 2006

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ASI POLICY STATEMENT #111

POLICY CONCERNING PUBLIC SPEAKING TIME AS A NON-ACTION AGENDA ITEM FOR BOARD OF DIRECTOR'S MEETINGS

The Public Speaking Time is hereby established as a forum, which enables the Board of Directors and the ASI Standing Committees to receive feedback from their constituencies, and allows members of the campus community to update the Board of Directors on their campus concerns, and is in compliance with the Gloria Romero Open Meetings Act (Education Code Sections 89305 to 89307.4).

As established, Public Speaking Time is subject to the following rules:

1.	Public Speaking Time shall consist of a total of fifteen (15) minutes to be divided equally among all public speakers. Those wishing to make use of this time may speak on any agenda item or other topic affecting higher education at the campus or statewide level during the regular Board of Directors’ and Committee meetings.
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2.	Public Speaking Time shall be scheduled before any Business items are considered.
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3.	Public Speaking Time may be extended by a ruling of the Chair of the Board of Directors/Committee or by an action of the Board of Directors/Committee.
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4.	Public Speaking Time is set aside for the use of members of the campus community alone, except by special petition to the Chair.
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5.	Members of the Board of Directors/Committee may briefly respond to comments made or questions posed by public speakers. In no case shall such responses exceed one minute in length, except by special petition to the Chair.

For special meetings of the Board of Directors or Committees, a Public Speaking Time shall also be provided, not to exceed fifteen minutes (extendable by ruling of the Chair or action of the Board of Directors/Committee). For those meetings, the public speakers shall be restricted to addressing the items on the agenda. This time shall occur before consideration of the items.

Approved as policy statement on September 20, 1987
Amended: May 18, 1999
Renumbered from #020: December 7, 1999
Amended: November 6, 2001
Amended: December 2, 2003
Renumbered from #018, November 28, 2006

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ASI POLICY STATEMENT #112

POLICY CONCERNING APPOINTMENTS TO THE STANDING COMMITTEES OF THE BOARD OF DIRECTORS MADE BY THE CHAIR OF THE BOARD

The Chair of the ASI Board of Directors, within three business days following his/her election, shall appoint members of the Board to serve on at least one of the four Standing Committees. Appointments to the Committees must be in accordance with the guidelines outlined in Policy Statement #117 (Policy Concerning Composition and Duties of Committees).

Approved as policy statement on October 4 1988
Renumbered from #021: December 7, 1999
Amended: October 24, 2000
Amended: December 2, 2003
Renumbered from #019, November 28, 2006

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ASI POLICY STATEMENT #113

POLICY CONCERNING DOCUMENT RETENTION AND DESTRUCTION

Purpose

In accordance with the purposes of the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention, and destruction of documents received or created by the Associated Students, CSUF, Inc., (ASI) in connection with the transaction of organization business. This policy covers all records and documents, regardless of physical form, and incorporates guidelines as provided in the ASI/TSU Record Retention Procedures approved by the ASI Executive Director for how long certain documents should be kept, and provides the Destruction of Documents form for how records should be destroyed (unless under a legal hold). The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records, and to facilitate the operation of ASI by promoting safe retention and efficient use of valuable storage space.

Documentation Retention

ASI follows the document retention policies outlined below. Documents that are not listed, but are substantially similar to those listed in the schedule, will be retained for the appropriate length of time, as provided in the ASI/TSU Record Retention Procedures.

Corporate Records	Permanent
Construction Documents	Permanent
Fixed Asset Records	Permanent
Tax Records	Permanent
Contracts (after expiration)	7 years
Correspondence (general)	3 years
Financial/Banking Records	7 years
Payroll and Employment Tax Records	7 years
Employee/Personnel Records	Permanent
Retirement and Pension Plan Documents	Permanent
Accident Reports and Workers’ Compensation Records	30 years
Donor and Grant Records	7 years
Legal, Insurance and Safety Records	Permanent
Appraisals	Permanent
Copyright and Trademark Registrations	Permanent
Environmental Studies	Permanent
Real Estate Documents	Permanent
Stock and Bond Records	Permanent

Electronic Documents and Records

Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of donations made online, that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.

Emergency Planning

The records of ASI will be stored in a safe, secure, and accessible manner. Documents and financial files that are essential to keeping ASI operating in an emergency will be duplicated or backed up at least every week and maintained off-site.

Document Destruction

The Executive Director, ASI, is responsible for the ongoing process of identifying its records and overseeing their destruction after they have met the required retention period.

Destruction of financial and personnel-related documents will be accomplished by shredding in such a manner that no part of the document is readable after it has been shredded. Personnel and financial documents must be kept in a secure area prior to destruction. Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

Compliance

Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against ASI and its employees and possible disciplinary action against responsible individuals. Any failure to comply with this policy must be reported to the Executive Director and Chair, Audit Committee. The Vice-President of Finance and the Director for Finance and Technology will periodically review this policy with legal counsel and/or the organization’s certified public accountant to ensure that it is in compliance with new or revised regulations.

Approved as policy statement on November 28, 2006
Renumbered from #024, November 28, 2006
Amended: March 4, 2008

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ASI POLICY STATEMENT #114

POLICY CONCERNING APPOINTMENTS BY THE CHAIR OF THE BOARD OF DIRECTORS

AD HOC COMMITTEE APPOINTMENTS

The Chair shall appoint Board members to fill the required number of Directors on any ASI ad hoc committee.

LIAISONS TO FUNDED/FUNDING COUNCILS

The Chair shall appoint each member of the Board of Directors to serve as a liaison to one or more ASI funded/funding councils, such as AICA, the college-based ICCs, IFC, Panhellenic, Associated Students Productions, and Mesa Cooperativa. At least one of the Board of Directors members from each college must be appointed as a liaison for that college’s ICC. Multiple members may be appointed as liaison to the same body.

APPOINTMENTS TO OTHER BODIES

The Chair shall make appointments to other on-campus entities, such as the TSU Governing Board and the Academic Senate.

Approved as policy statement on May 15, 2001
Amended: November 27, 2001
Renumbered from #035, November 28, 2006

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ASI POLICY STATEMENT #115

POLICY CONCERNING SUBSTANTIVE CHANGES MADE TO THE ASI BY-LAWS AND POLICY STATEMENTS

All substantive changes made to the ASI By-laws and/or Policy Statements shall be reviewed by the ASI Executive Director for further recommendations and legal analysis prior to being submitted to the Board of Directors for approval.

Approved as policy statement on July 14, 2001
Amended: January 15, 2004
Renumbered from #038, November 28, 2006

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ASI POLICY STATEMENT #116

POLICY CONCERNING EMERGENCY SITUATIONS AND EMERGENCY MEETINGS

1.	Action and/or discussion may be taken on an item not appearing on the posted agenda during a regular or special meeting of the Board of Directors only upon a determination by the Board of Directors that an emergency situation exists, pursuant to Education Code section 89305.5;
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	a.	An “emergency situation” applies only when:
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		i.	A work stoppage, or other activity which severely impairs public health, safety, or both exists;
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		ii.	A crippling disaster that severely impairs public health, safety, or both has occurred.
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	b.	To determine that an emergency situation exists, two-thirds of the total Board of Directors Membership (or if quorum is established, and less than two-thirds are present, a unanimous decision of the members present is necessary) agrees that one of the criteria exists, and that emergency action should be taken.
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	c.	The need for such action must have come to the attention of the Board of Directors after the agenda for the meeting was posted.
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2.	In the event of an emergency situation, an emergency meeting of the Board of Directors may also be called.
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	a.	A minimum of one hours notice shall be provided before such a meeting is called to order. The criteria for when such a meeting may be called shall be identical to that of part 1(a) above, and it must be called by petition of a majority of the membership of the Board of Directors.
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	b.	If telephone services are functioning, the Chair (or his/her designee) shall attempt to contact every member of the Board of Directors, using the most recent telephone number list available, of the meeting time, location, and topic. The Chair (or his/her designee) shall also contact any on- and off-campus media organizations to inform them of the meeting.
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		i.	If telephone services are not functional, this subsection is waived, and all persons shall instead be notified as soon as possible after the meeting of the purpose of, and action taken (if any) at the meeting.
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	c.	After any emergency meeting, the minutes of the meeting shall be publicly posted for not less than ten days. Included in the minutes shall be a list of the persons and organizations that the Chair (or designee) successfully notified, or attempted to notify. Also, a copy of actions taken (if any) and roll call vote(s) taken shall be included.
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3.	Under no circumstances may the Board of Directors meet in a closed session under discussion of an emergency matter, whether during a regular, special, or emergency meeting.

Approved as policy statement on November 6, 2001
Renumbered from #040, November 28, 2006

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ASI POLICY STATEMENT #117

POLICY CONCERNING COMPOSITION AND DUTIES OF COMMITTEES

ALL COMMITTEES

All items brought before the Board should be referred to the proper committee.

Emergency situations, as defined by the Gloria Romero Open Meetings Act, may be immediately acted upon by the Board as defined by the Act. The committee must report each proposal, with the exception of the budget, back to the Board within two weeks.

The chair of each committee shall be responsible for presiding over committee meetings and reporting the committee’s recommendations to the Board.

No committee shall consist of two Board members serving from the same college.

In the event a committee member should resign, a written notice of his/her resignation shall be submitted to the chair of the committee.

GENERAL COMPOSITION

All ASI Committees shall be composed of at least a majority of students. The chairs of ASI committees must be students. The chair and ex-officio members shall not be counted when determining if a committee is composed of at least a majority of students.

AUDIT COMMITTEE

The Audit Committee is a requirement of the ASI, in accordance with the Nonprofit Integrity Act of 2004. The committee shall be composed of three (3) directors from the ASI Board of Directors, one (1) member of the ASI Finance Committee, and one (1) voting member of the Titan Student Union Governing Board. The previously stated members must be students. Other voting members of the committee shall include two members from the community who are not employed by California State University, Fullerton or the State of California. All members must be approved by the ASI Board of Directors with a majority vote.

The Act stipulates that the Audit Committee members may not be staff or unpaid volunteers in an operational position of the organization (ASI). Additionally, no member from an organization that has a financial interest in the ASI may serve on the committee.

After appointing the members to the Audit Committee, the Board of Directors shall appoint one of the three directors to serve as chair of the committee.

The duties of the Audit Committee are as follows:

General Duties

The Audit committee has five areas of responsibility:

To make recommendations to the ASI Board of Directors regarding the selection and retention of the independent auditor. In addition, on behalf of the board, the Audit Committee may negotiate the compensation of the independent auditor.

To confer with the auditor to determine on behalf of the ASI Board of Directors that the financial affairs of the Associated Students, CSUF, Inc. (ASI) are in order.

To review and determine whether or not to accept the audit.

To ensure that any non-audit services performed by the auditing firm conform to standards of auditor independence.

To approve the performance on non-audit services by the auditing firm.

Financial Reporting

At the entrance conference prior to the start of the annual audit, the committee will review the intent and scope of the audit to include:

Quality of compliance controls
External reporting requirements
Materiality
Risk characteristics

During the audit, the audit committee, along with management and the independent auditor, will review the policies and procedures of the ASI in order to reasonably ensure the adequacy of internal controls over administration and accounting, compliance with all governing laws and regulation, and financial reporting.

At the conclusion of the audit, the Audit Committee will meet with the independent auditor, without the presence of management, to review the financial results of the audit prior to its publication and release to the general public.

Annual Report

The Chair of the Audit Committee will prepare a report for the ASI Board of Directors that will include, but not be limited to the following:

Give the opinion of the independent auditor as to the quality of the ASI financial land accounting processes and any recommendations that the independent auditor may have.
Indicate how any issues described in the management letter are immediately addressed by ASI management.
Detail discussions with management on the status of implementation of prior year recommendations and corrective plans, if any.
Evaluate the cooperation received by the independent auditor during its audit, including access to requested information and records.
Receive comments from management concerning the responsiveness of the auditor to the needs of the operation of the ASI.
Report on the discharge of the committee’s responsibilities.

CHILDREN’S CENTER ADVISORY COMMITTEE

The purpose of the Children’s Center Advisory Committee (hereinafter referred to as CCAC), a standing committee of the ASI Board of Directors, is to provide a forum at which all constituents of the Children’s Center may discuss issues relating to the operation of the program. CCAC offers varied perspectives and expertise to assist the program in fulfilling its mission.

The CCAC reviews and makes recommendations to the ASI Board of Directors, the Children’s Center Director, and the Children’s Center Parent Advisory Council regarding the following:

The Children’s Center budget
The results of Parent Surveys
Program quality assessments
Children’s Center strategic and operating plans
Collaboration with other CSUF entities and with community entities
Other matters pertaining to the Children’s Center

In addition, CCAC may make recommendations to the University President regarding childcare issues pertaining to faculty and staff as appropriate.

The committee shall meet at least four times annually.

The Director of the Children’s Center shall bring management issues to the attention of the CCAC for discussion and input. Any member may bring agenda items before the CCAC.

The Children’s Center Advisory Committee shall be composed of two (2) directors of the Board, three (3) appointees of the ASI President, the Executive Vice President or the ASI President’s Executive Staff designee, two (2) Children’s Center student parents, one (1) Children’s Center faculty or staff parent, and four (4) at-large representative of the University appointed by the University President. Faculty representatives will be appointed in consultation with the Academic Senate. The Executive Director of the ASI and the Children’s Center Director shall be ex-officio members of the committee. The Executive Staff member shall chair the committee.

FINANCE COMMITTEE

The Finance Committee shall be composed of at least three, but no more than five directors, the Vice President of Finance and four appointees of the President who shall make recommendations on financial matters. The Vice President of Finance will chair the Finance Committee.

The Finance Committee shall hold hearings on all proposed accounts and shall refer its budget recommendations to the Board. The Board shall act on the Finance Committee's recommendations and send them to the University President for approval.

LOBBY CORPS

Lobby Corps is responsible for advocating on behalf of student interest on all levels of governance affecting higher education. The committee’s responsibilities include, but are not limited to, lobbying state and local officials, conducting grassroots campaigns, educating students, and engaging in other advocacy efforts related to higher education. The Lobby Corps shall be composed of at least three, but no more than five directors, at least three appointees of the President, and chaired by the Chief Governmental Officer.

Lobby Corps shall consist of five coordinator positions. These include the Campus Outreach Coordinator, Statewide Affairs Coordinator, Legislative Coordinator, Community Outreach Coordinator, and the Environmental Affairs Coordinator. Individuals seeking officer positions must be members of Lobby Corps. Coordinators shall hold their positions beginning July 1st and ending June 30th. All coordinator positions are appointed by the Chief Governmental Officer.

The Environmental Advocacy Committee is a sub-committee of Lobby Corps and is comprised of at least three appointees of the President, and the Chief Governmental Officer. The committee is chaired by the Environmental Affairs Coordinator. It shall be the responsibility of the Environmental Advocacy Committee to lobby on matters pertaining to the environment and sustainability. All actions taken by the committee must be approved by the Chief Governmental Officer.

OPERATIONS COMMITTEE

The Operations Committee shall consist of the chair of the Board of Directors who will serve as an ex-officio and chair of the Operations Committee, three additional members of the Board of Directors, a member of the Executive Staff, and the Executive Director or his/her designee. The Operations Committee shall be charged with developing a curriculum to be discussed at Board of Directors retreats. The Operations Committee shall devote time following the second Board of Directors meeting of every month and as needed for in-service training on a topic to be decided by the Operations Committee members. The Operations Committee shall also create and maintain a handbook detailing the structure and operations of ASI.

SCHOLARSHIP COMMITTEE

The Scholarship Committee shall be composed of at least three, but no more than five members of the Board of Directors, and no more than twelve appointees of the President, and the Executive Vice President. The Executive Vice-President shall chair the committee.

The Scholarship Committee shall review all submitted applications regarding established ASI scholarships/loans. The Scholarship Committee shall also make recommendations to the Board of Directors regarding the use of any gifts and donations directed towards student scholarship/loans (i.e. the Titan Shops’ “Textbook Requisition Program”, etc.). Additionally, the Scholarship Committee may make recommendations for the creation/deletion of any existing scholarships/loans and related programs.

Items regarding the creation/deletion of any existing scholarships/loans and related programs must be brought before the Board of Directors for approval.

Decisions on individual established ASI scholarships/loans need not be referred to the Board of Directors unless otherwise decided by the Scholarship Committee.

TITAN TUSK FORCE

The Titan Tusk Force shall be composed of at least three, but no more than five members of the Board of Directors, and an unlimited number of appointees of the President, and the Director of Public Relations. The Director of Public Relations shall chair the Titan Tusk Force. The Titan Tusk Force will serve as ambassadors to the campus community by promoting ASI, CSUF Athletics, and school spirit through presentations, planning and hosting events, and publicity.

UNIVERSITY AFFAIRS COMMITTEE

The University Affairs Committee shall be composed of at least three, but no more than five directors, four appointees of the President, and the Director of Administration. The Director of Administration shall chair the committee. The University Affairs Committee shall hear concerns and offer advice and/or resolutions subject to Board approval. The University Affairs Committee shall also make recommendations concerning the Policy & Procedures, The Elections Code and The Articles of Incorporation.

DIRECTOR MEMBERSHIP

The Chair of the Board shall appoint directors for each standing committee. If there are not enough directors to fill the required number of seats on each committee the chair shall evenly appoint directors to the listed committees in the following order:

Finance Committee
University Affairs Committee
Scholarship Committee
Lobby Corps

Directors shall be appointed to other committees by the chair, unless specified, in no particular order.

Approved as policy statement on December 6, 1983
Amended: October 23, 1984
Amended: December 23, 1985
Amended: February 4, 1986
Amended: October 14, 1986
Amended: May 8, 1990
Amended: April 13, 1993
Amended: November 30, 1993
Amended: October 27, 1998
Amended: December 7, 1999, and renumbered from #007 and #008
Amended: February 27, 2001
Amended: May 15, 2001
Amended: July 14, 2001
Amended: February 26, 2002
Amended: February 25, 2003
Amended: December 9, 2003
Amended: December 7, 2004
Amended: October 11, 2005
Amended: May 2, 2006
Amended: September 5, 2006
Amended: October 17, 2006
Renumbered from #006, November 28, 2006
Amended: February 19, 2008

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ASI POLICY STATEMENT #118

POLICY CONCERNING ASI LEADERSHIP GRADUATION HONORS

The purpose of this policy is to recognize graduating student leaders who have significantly contributed to ASI throughout their tenure at California State University, Fullerton. It will be the responsibility of the ASI President to determine eligibility and present the honors during the annual ASI Banquet. Any exceptions to the eligibility requirements will be determined by the ASI President in consultation with the ASI Executive Staff.

Requirements:
To be eligible for honors, the graduating senior shall be involved in ASI during their final semester at California State University, Fullerton, and must accumulate the appropriate number of points for the honors designation. Points will be accumulated as follows:

1 point for one year (0.5 points for one semester) of ASI Leadership experience in:

• Presidential Appointees (Committees’ Members)
• Funding/Funded Council Leadership
• Camp Titan Counselor

2 points for one year (1 point for one semester) of ASI Leadership experience in:

• ASI Board of Directors
• ASI Executive Offices
• ASI Productions
• AICA Executive Leadership
• Camp Titan Staff/Co-Director(s)
• Election Commissioner

When a graduating senior acquires the following points, written notification shall be submitted to the ASI Executive Offices (TSU-207) declaring candidacy for ASI Leadership Graduation Honors. Points shall be awarded as follows:

• 2-3 points: Cord (Intertwined Blue, Orange, and White)
• 4-5 points: Stole (White Stole embroidered with graduating year on one side and the ASI logo and “Student Leadership” on the other side)
• 6+ points: Cord and Stole

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ASI POLICY STATEMENT #201

POLICY CONCERNING CAMP TITAN FUNDRAISING

The following policy is established to protect the integrity of legitimate Camp Titan Fundraising Projects.

Guidelines for Camp Titan Fundraising

1.	All off-campus fundraising projects shall be conducted under the direct supervision of the Director, ASI Office of Program Support.
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2.	All on-campus fundraising projects shall be subject to prior approval by the Director, ASI Office of Program Support.
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	a. Fundraising authorization shall only be granted to Chartered Organizations.
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	b. The organization shall complete the Report of Income and Expenses of Fundraising Activities by Chartered Organizations and abide by fundraising procedures of the ASI Office of Program Support.
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	c. If the fundraiser is advertised and intended to solely benefit Camp Titan, the organization shall donate a minimum of 100% of their project's net profits to Camp Titan as reported on the Report of Income and Expenses of Fundraising Activities by Chartered Organizations.
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	d. If the fundraiser is to benefit more than one organization including Camp Titan, the organization will publicly state the percentage split as reported on the Report of Income and Expenses of Fundraising Activities by Chartered Organizations. The minimum amount of net proceeds for Camp Titan shall be 50%.
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	e. An ASI Trust account shall be established for the fundraiser. The Director, ASI Office of Program Support’s signature shall be required for the release of funds from the account.
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	f. Camp Titan, Associated Students, Inc. will not be held liable for any losses incurred by the fundraiser.
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3.	A public notice of authorization shall be provided by the Director, Office of Program Support for all approved projects.
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4.	As a non-profit tax donation, checks must be made payable to Associated Students, Inc. A receipt shall be furnished upon request.

Approved as policy statement on October 29, 1985
Renumbered from #016: December 7, 1999
Amended: April 11, 2006
Renumbered from #014, November 28, 2006

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ASI POLICY STATEMENT #202

POLICY CONCERNING RESERVES AND WORKING CAPITAL

OBJECTIVE:

To provide the Board of Directors with sufficient funds with which to address contingencies, emergencies, budgetary impacts; and, at the same time, to have adequate working capital to maintain programs, meet obligations, and other priorities of the Corporation, the Board establishes this policy.

The Board bases its policy on generally accepted good business practices and requirements for adequate reserves and capital as required in the Education Code, Section 89904 (b).

POLICY:

The Board of Directors will maintain a Reserves fund balance equal to ten percent of the next fiscal year's operating budget of combined activity fees and program revenues. When the reserves balance is less than ten percent, the Board will consider an allocation of one-half percent of the combined revenues in the budget of each fiscal year until the established level is reached.

In the case of non-emergencies, Reserves funds may only be used for the purchase of equipment and for other expenditures that are considered to be "one-time-only" that will not require continued funding.

The Board will review the status of the Reserves balance in March of each fiscal year and have the option to transfer any funds defined in this policy to Contingency. The review will include a report by the Vice President of Finance on the Reserves balance activity in the current fiscal year.

When the Reserves balance has reached the established level, the Board may:

1.	Allocate up to fifty percent of the available Reserves funds above the required level to the Contingency budget of the current fiscal year to make the funds available to operations and programs.
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2.	Retain the remaining amount in the Reserves balance for future allocation by the Board.

Approved as policy statement on October 3, 1989
Amended: April 20, 1999
Renumbered from #022: December 7, 1999
Amended: March 22, 2005
Renumbered from #020, November 28, 2006

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ASI POLICY STATEMENT #203

POLICY CONCERNING FUND-RAISED DOLLARS

Programs of the Associated Students, Inc. engaging in fundraising shall be permitted to transfer any fund-raised monies remaining in their account at the end of the fiscal year to the programs General Revenue line-item for use the following fiscal year.

This policy shall exclude programs that generate revenue through ticket sales to offset operational costs. Only monies which were explicitly fund-raised shall be transferable. Unspent student fee monies shall continue to revert to the Associated Students, Inc. Reserve Account at the end of the fiscal year.

The unspent fund-raised monies shall be applied to the General Revenue line-item for the following fiscal year, and will not be taken into account during budget deliberations.

Approved as policy statement on October 8, 1991
Renumbered from #025: December 7, 1999
Amended: December 2, 2003
Renumbered from #023, November 28, 2006

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ASI POLICY STATEMENT #204

POLICY CONCERNING PUBLIC RELATIONS EXPENDITURES

PURPOSE

Expenditures may be made from the Corporation's funds for public relations purposes when the activities have direct benefit upon the interest of the Corporation. While such expenditures may include meals for Corporate Members involved in the activity, the primary rationale must reflect the overall benefit to the Corporation.

SOLICITATION

Funds may be solicited from any entity provided that any funds received will be deposited fully with the Corporation. In accepting donations, potential costs incurred by the Corporation in future maintenance of the donations must be addressed prior to acceptance of the donation.

ALLOWABLE EXPENDITURES

Expenditures may be incurred for materials and supplies, meals, overnight lodging, and travel cooperating with guidelines established for the same purposes by staff and members. An amount up to 150% of the established guidelines (except for travel) may be authorized when approved in advance by the President of the Associated Students, Inc., the Vice President of Finance, the Associated Students, Inc. Executive Director and the Chief Financial Officer of the University.

ACCOUNTING CONTROL

All expenditures should be documented with receipts, invoices, and other materials as evidence of expenditures. The name of individuals participating in the public relations activity and receiving or benefiting from these expenditures shall be listed on check requests. The Associated Students, Inc. Executive Director will report to the Finance Committee at the last meeting of each semester any public relations expenditures made during the semester.

Approved as policy statement on May 12, 1992
Renumbered from #027: December 7, 1999
Amended: December 9, 2003
Renumbered from #025, November 28, 2006

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ASI POLICY STATEMENT #205

POLICY CONCERNING GIFT ACCEPTANCE BY THE CORPORATION

PURPOSE

This policy clarifies the acceptance of gifts to individuals and programs affiliated with Associated Students, California State University, Fullerton, Inc. The Corporation is a tax-exempt charitable-educational organization recognized as such under IRS Code 501(c) (3). The State of California recognizes the Corporation as a non-profit public benefit corporation.

DEFINITION

A gift is a donation given by an individual, group, or corporation to a program or service of the Corporation or to an individual officer, director, or employee of the Corporation performing duties and responsibilities in connection with a program or service of the Corporation.

Gifts may be either solicited or unsolicited. On acceptance, gifts become the property of the Corporation and shall be used only for the benefit of the Corporation and its programs and services. Where appropriate, gifts must be utilized in compliance with donor restrictions.

PROCESS

1.	Only gifts, bequests, devices, endowments, trusts, and similar funds which are designated for the use of the ASI may be considered for acceptance. Gift(s) must comply with Corporation and University policies.
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2.	The ASI Executive Director, or designee, is authorized to accept gifts or related funds and instruments designated by the donor or grantor for purposes and uses approved by the Board of Directors. The ASI Executive Director may make recommendations to the Board for its acceptance when there are custodial or maintenance costs related to the Corporation's receipt of a gift.
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3.	The ASI Executive Director or designee is required to present a written report to the Board of Directors upon receipt of any gift.
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4.	The ASI Executive Director is authorized to establish management guidelines necessary for the Corporation's acceptance of a gift.
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5.	Officers, directors and employees are prohibited from accepting gifts, gratuities, or prizes from vendors, suppliers, or others with whom they have contact as a course of business. This prohibition is consistent with Conflict of Interest certification and policies of the Corporation.

REPORTING

The Associated Students, Inc. Executive Director shall report to the Board of Directors those gifts which have been accepted.

Approved as policy statement on March 30, 1993
Amended: May 18, 1999
Renumbered from #028: December 7, 1999
Amended: March 18, 2003
Amended: December 9, 2003
Renumbered from #026, November 28, 2006

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ASI POLICY STATEMENT #206

POLICY CONCERNING NON-CONSUMABLE ITEMS

All non-consumable items purchased with ASI funds shall remain the property of ASI.

Non-consumable items shall be defined as items with a useful life of over one year. This includes any item purchased for the purpose of research that will not be exhausted in the course of the research.

Distribution of Non-Consumable Items

The program or funding council whose funds were used to acquire non-consumable items will work in conjunction with the ASI Vice President of Finance to determine where the items will be distributed once the initial purpose, project or research involving the items has been completed. While the final decision as to the distribution of the items remains at the discretion of the program director or funding council chair and the VP of Finance, all effort should be made to reuse the items for another purpose, project or research that is pursuant to the goals and policies of ASI.

At the end of each semester, each program or council will present to the VP of Finance a report listing all non-consumable items purchased with ASI funds during the previous semester. This report should also include information regarding the distribution of each of these items. This report will remain on file in the ASI Accounting Office.

Funded and Funding Councils wanting to purchase non-consumables must receive approval from the Vice President of Finance.

Approved as policy statement on November 19, 1996
Renumbered from #030: December 7, 1999
Amended: December 9, 2003
Renumbered from #028, November 28, 2006
Amended: May 10, 2007

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ASI POLICY STATEMENT #207

POLICY CONCERNING SPONSORSHIP RECOGNITION

This policy was established to ensure that students and other members of the University community are informed of the involvement of the Associated Students, CSUF, Inc. in programs, councils and events of the University. Any program, council or event receiving ASI funding, including funds allocated by ASI funding councils, must include prominent and conspicuous reference to sponsorship by the Associated Students, CSUF, Incorporated on all applications, promotional materials, event programs, advertisements, brochures, leaflets, etc.

Recognition of ASI sponsorship must cover at least 5% of the front page of any fliers, leaflets or any other printed materials used for promotion of programs and councils funded by ASI at any time during the year. On large banners, the ASI logo may be placed in lieu of a written sponsorship message. Programs, councils and events staff should work with the ASI Vice President of Finance and the Office of Program Support in order to ensure full compliance of this policy. Stickers with sponsorship logos will be provided by the Executive Offices.

The Vice President of Finance, in consultation with the President and Executive Vice President, shall enforce this policy and determine violations.

The Vice President of Finance shall use the following guidelines as consequences for programs, councils or events violating this policy. All consequences are appealable to the Board of Directors:

First violation of a fiscal year:	Written warning from the ASI Vice President of Finance and Executive Vice President including a copy of this policy statement.
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Second violation of a fiscal year:	The Vice President of Finance may freeze the budget of the program, council, or event to be reinstated by the Finance Committee and Board of Directors.
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Third violation of a fiscal year:	The Vice President of Finance shall authorize the retention of 50% of the remaining budget for that program, council or event. The Finance Committee and Board of Directors may adjust the percentage of the budget to be retained by ASI to no less than 25%
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Fourth violation of a fiscal year:	The Vice President of Finance shall authorize the retention of 100% of the remaining budget for that program, council or event. The Finance Committee and Board of Directors may adjust the percentage of the budget to be retained by ASIS to no less than 60%
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In addition to these consequences, a report will be made by the Vice President of Finance during budget deliberations which lists those programs, councils or events which violated this policy during the course of the current fiscal year.

Approved as policy statement on May 13, 1997
Amended: December 1, 1998
Amended: February 23, 1999
Renumbered from #032: December 7, 1999
Amended: January 15, 2004
Renumbered from #030, November 28, 2006
Amended: June 12, 2008

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ASI POLICY STATEMENT #208

POLICY CONCERNING ASI DONATIONS

The primary purpose of the Associated Students, Inc. is to encourage and support on-campus programs and services, which enhance the University experience for students, faculty, staff and surrounding communities.

The Associated Students, Inc. Board of Directors recognizes that from time to time student organizations in good standing will request ASI funding to support important charitable events, community service organizations, and other worthy social causes. To facilitate these requests in a fair and equitable manner, the following criteria will be utilized in evaluating such requests:

This policy limits funding to registered CSUF student clubs and organizations in good standing (as outlined in the CSUF "Club & Organization Policy" available in the Dean of Students office). Funding to individuals will not be considered.

The sponsored charity or community service organization for which funding is being requested must be registered nationally as a 501 (c)(3) organization, as per United States federal tax code.

In order that the ASI be properly recognized, the sponsoring student organization must observe all appropriate guidelines detailed in the ASI Sponsorship Policy.

A significant number of CSUF students must participate in the funded activity or service for which they are seeking ASI support.

The ASI shall not fund requests in excess of $100.

All donations approved by the Finance Committee, regardless of the amount, must be presented to the Board of Directors for final approval.

If multiple CSUF student clubs and organizations are participating in the same charitable event(s) and/or asking a donation for the same cause, the ASI will only fund one collaborative CSUF team. Charitable events and organizations may not receive more than $100 per year regardless of the number of sponsoring clubs and organizations.

The Associated Students, Inc. limits its total funding of these charitable organizations and events to $2000 per fiscal year.

Approved as policy statement on October 13, 1998
Renumbered from #034: December 7, 1999
Amended: January 15, 2004
Renumbered from #032, November 28, 2006

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ASI POLICY STATEMENT #209

POLICY CONCERNING PURCHASE OF ALCOHOLIC BEVERAGES

This policy has been established to minimize any unnecessary risk exposure for the Associated Students, California State University, Fullerton, Inc.:

ASI funds shall not be used for the purchase of alcoholic beverages. This policy extends to all funds distributed by the Corporation to any groups, individuals, or organizations.

Approved as policy statement on December 5, 2000
Amended: January 15, 2004
Renumbered from #033, November 28, 2006

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ASI POLICY STATEMENT #210

POLICY CONCERNING INTEREST EARNED ON ASI RESTRICTED SCHOLARSHP ACCOUNTS

This policy is designed to establish a procedure for the distribution of interest earned on restricted ASI Scholarship Accounts.

Each quarter the Accounting Manager shall compute earned interest for each restricted ASI Scholarship Account based on the current balance in each account. The Accounting Manager shall then credit the computed interest amounts to the appropriate accounts.

This policy shall be retroactive to July 1, 2000.

DEFINITION OF RESTRICTED:
When the donor places limitations or restrictions on the use of the funds donated, the ASI is governed by the intent of the donor (external donor); therefore, the funds must be expended for the purpose(s) indicated.

Approved as policy statement on May 8, 2001
Renumbered from #034, November 28, 2006

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ASI POLICY STATEMENT #211

POLICY CONCERNING INTERNATIONAL TRAVEL FUNDING

In accordance with CSU Fullerton policy, the ASI Board of Directors has set up guidelines for individuals desiring to travel internationally. Accordingly, the ASI Board of Directors must approve any requests to use ASI funds for international travel. Under no circumstance will international travel be retroactively funded.

The following steps outline the process for traveling internationally utilizing ASI fees.

The individual must work with the Office of Program Support to determine the expense of foreign travel liability insurance for the trip. Any costs for this insurance must be funded out of the same source as the rest of the travel for the trip, unless the Board approves funding the insurance costs out of its contingency fund.

The individual must request to be put on the agenda of and attend the ASI Finance committee. During the meeting, the individual must

Provide an explanation of the reasons for travel to the international destination,

Disclose the cost of the foreign travel liability insurance, and

Evidence proof of individual health insurance with benefits at least as extensive as the health insurance offered through the CSU.

Following approval by the ASI Finance Committee, the individual must request to be put on the agenda and attend the meeting of the ASI Board of Directors for final approval. At this meeting, the individual must present the same information required in #2.

If approved, the individual must sign the international travel waiver form with the Office of Program Support as well as a Delegate Contract Form.

Approved as policy statement on May 15, 2001
Amended: October 4, 2005
Renumbered from #036, November 28, 2006

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ASI POLICY STATEMENT #212

POLICY CONCERNING LINE ITEM TRANSFERS AND TRAVEL

The ASI Finance Committee or the ASI Board of Directors must approve any line-tem transfer involving the travel line item (8077). Any line item transfer involving travel below $500 shall be approved by the Finance committee. All other line item transfers involving travel $500 or above shall be approved by the Finance Committee and the Board of Directors.

Approved as policy statement on May 15, 2001
Amended: November 7, 2006
Renumbered from #037, November 28, 2006

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ASI POLICY STATEMENT #213

POLICY CONCERNING THE FUNDING OF STUDENTS TO ATTEND CONFERENCES

This policy applies to students-at-large and members of the ASI Executive Staff, ASI Board of Directors, and TSU Governing Board when using student fees to travel to and/or attend conferences, conventions, or professional meetings.

Each delegate to the conference must complete and sign a Delegate Contract which details trip itinerary, emergency contact information, compliance with this policy statement, comportment guidelines and academic standing requirements. The Delegate Contract must be kept on file by the funding council and/or the ASI/TSU Office of Program Support. Each delegation must complete an Academic Field Trip Participant List form (obtained from the Dean of Students Office or Assistant Dean’s Office) and submit a copy of this form no later than 24 hours prior to the trip to the ASI/TSU Office of Program Support.

Students-at-large (including members of the ASI Executive Staff, ASI Board of Directors, and TSU Governing Board when involved in travel not directly related to their leadership roles) who receive ASI fees from a Funding Council or through the ASI Contingency line-item to travel are required to:

provide an informational presentation to their academic unit and/or student organization no later than fifteen (15) school days after returning from the conference (the presentation should share information learned at the conference and how the information supports the goals of the academic unit and/or student organization);

determine the date, time, and location of the above-mentioned presentation, and provide this information to the Funding Council or ASI Board of Directors during their request for funding;

provide a written report to the ASI/TSU Office of Program Support (TSU-269) prior to the presentation. The report shall be at least 350 words long and shall:

summarize the topics/panels/speakers attended and what was learned from them

summarize what will be brought back to the University from the student

state how CSUF and the Associated Students benefit from the student’s attendance to the conference.

The ASI/TSU Office of Program Support shall attach the report to the financial paperwork located in the ASI Accounting Office.

Each Funding Council shall adopt the above portion of this policy statement as a part of its bylaws concerning the use of ASI fees.

Members of the ASI Executive Staff, ASI Board of Directors or TSU Governing Board, when using student fees to travel to a conference as part of their leadership role, are required to do the following within fifteen (15) working days of their return:

provide a presentation to their respective board that includes information learned at the conference and how the information supports the missions of the University and the Associated Students, CSUF, Inc.;

provide a written summary of the presentation to the ASI/TSU Office of Program Support (TSU-269) prior to the presentation. The summary shall be at least 350 words and shall include the information stated previously in this policy statement. The ASI/TSU Office of Program Support shall attach the summary to the financial paperwork and submit it to the ASI Accounting Office.

Approved as policy statement on September 25, 2001
Amended: March 23, 2004
Amended: May 2, 2006
Renumbered from #039, November 28, 2006

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ASI POLICY STATEMENT #214

POLICY CONCERNING WORKING CAPITAL

The primary objectives of the ASI Investment Policy are to provide:

Safety and protection of funds.

Appropriate liquidity of funds

Maximum return on invested funds

In accordance with the investment provisions outlined in Education Code Section 89301, the ASI shall limit its investment of funds to the following institutions:

Banks doing business in the State of California and whose accounts are fully insured by the Federal Deposit Insurance Corporation

Savings & Loan Associations doing business in the State of California and whose accounts are fully insured by the Federal Savings & Loan Insurance Corporation

Federal or State Credit Unions doing business in the State of California and whose accounts are fully insured by the National Credit Union Administration

Trust accounts of the centralized California State Treasury System

At the beginning of each fiscal quarter, the ASI Executive Director shall report to the ASI Board of Directors the status of all invested funds to include the type, location, amount, and expected return on investments.

Approved as policy statement on March 18, 2003
Amended: December 5, 2006
Renumbered from #044, November 28, 2006

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ASI POLICY STATEMENT #215

POLICY CONCERNING DEPOSIT OF ASI FUNDS/INVESTMENTS & SIGNING AUTHORITY

The ASI Executive Director shall annually present to the ASI Board of Directors for its review and action a listing of the financial institutions with which ASI/TSU bank/investment accounts are held. Additionally, the Executive Director shall provide the names and titles of individuals proposed as authorized check signers on all such accounts.

Approved as policy statement on March 18, 2003
Renumbered from #045, November 28, 2006

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ASI POLICY STATEMENT #216

POLICY CONCERNING ASI PROPERTY DISPOSAL/REASSIGNMENT

The disposal of ASI property shall be subject to the following guidelines:

The property no longer serves the needs of the Corporation (outdated, no longer utilized, not cost effective to retain, etc.).

The property is no longer functional or presents a safety hazard and cannot be repaired in a cost effective manner.

The property cannot be utilized in another department.

The method of disposal shall be approved by the Executive Director of the ASI or designee and may include:

Donation to a charity or community service organization approved by the ASI Board of Directors.

Public or private offering sale or auction.

Assignment to a refuse disposal firm.

Approved as policy statement on March 18, 2003
Renumbered from #046, November 28, 2006

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ASI POLICY STATEMENT #217

POLICY CONCERNING FIXED ASSETS CAPITALIZATION AND DEPRECIATION

Equipment purchases exceeding $1,500.00 and having a useful life of at least two years shall be capitalized.

The $1,500.00 threshold shall be applicable to individual pieces of equipment as well as individual components that comprise an integrated, functional system. Thus, the purchase of a computer (i.e., monitor - $200.00, CPU - $1,400.00 and keyboard - $50.00) would be considered as one piece of equipment and, therefore, capitalized when the total value of all components is at least $1,500.00. Conversely, the purchase of twenty chairs, having a value of $100.00 each, would not be capitalized.

Newly acquired property will be recorded in the fixed asset system in the month when payment occurs.

Capitalized assets will be depreciated based on the straight-line method of depreciation. Depreciation will be calculated annually and posted to the general ledger at fiscal year end.

Expenditures extending the useful life of capitalized equipment will be capitalized. Expenditures that do not extend the useful life of a capitalized asset will be recorded as an operating expense.

A physical inventory of capital assets will be conducted at least every three years independent of accounting personnel responsible for maintaining the fixed asset system.

Approved as policy statement on April 22, 2003
Renumbered from #047, November 28, 2006

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ASI POLICY STATEMENT #218

POLICY CONCERNING NSF CHECKS

The Associated Students, CSUF, Inc. shall charge the check writer a $25 fee for checks returned from his/her bank and marked “insufficient funds”, “account closed”, or “stop payment” and the check writer has not made restitution within ten (10) working days following notification that a check has been returned.

The charge is based on the costs incurred by the Corporation in recovering payment. The ASI will only accept cash or money orders as restitution from any patron who has presented two (2) NSF checks to the ASI. Additionally, the ASI will no longer honor checks from the NSF patron.

Approved as policy statement on May 06, 2003
Renumbered from #048, November 28, 2006

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ASI POLICY STATEMENT #219

POLICY CONCERNING CORPORATE INVESTMENTS

Introduction

This statement is issued by the Associated Students, CSUF, Inc. The purpose of this statement is to foster a clear understanding of the investment objectives, policies and guidelines for investments. It is the intent of this statement to be both sufficiently specific to be meaningful and flexible enough to be practical.

Finance Goals and Investment Objectives

Investment objectives are to effectively diversify, preserve and grow funds consistent with a reasonable level of risk. Investment strategies shall emphasize protecting principal from inflation, interest rate and market risk while maximizing return. The following considerations will apply to the construction and on-going management of funds.

Financial Goal: Real growth of principal and income
Risk Tolerance: Moderate
Time Horizon: Long term to perpetual
Tax Status: Exempt
Investment Objective: Growth and Income

Guidelines for Investments

Assets of retirement funds will at all times be managed in compliance with all standards of the Employees Retirement Income Security Act.

Invested funds will be managed on a total rate of return basis. Total rate of return consists of dividends, interest and any net increase/decrease in market value of the securities for the fiscal year.

Distributions may be taken from income, principal or both.

Risk shall be managed on an overall portfolio basis rather than by the security concerns of the individual security.

Funds shall always be managed in such a manner as to protect principal from the impact of short and long-term inflation.

Sufficient liquidity shall be maintained to accommodate necessary distributions.

Diversification

The Investment Manager will seek to diversify funds across asset classes, market sectors, and individual securities to reduce portfolio risk. The standards of the “Prudent Investor Rule” will apply to the selection of all securities.

Asset Allocation

Guideline asset allocation target and ranges are as follows:

	Range	Target
Cash	0 - 30%	5%
Fixed Income	30 - 60%	35%
Equity	30 - 70%	60%

The actual asset allocation, within ranges set by this policy, will be at the discretion of the Investment Manager.

Allowable Investments

Investment vehicles shall be limited to the following:

Money market and cash equivalents
Certificate of deposits
U.S. Government agency obligations
U.S. Treasury obligations
Corporate investment grade bonds (BBB or better, Standard & Poor’s)
Corporate Commercial paper
Mutual Funds and Exchange Traded Funds (ETFs)
American Depository Receipts
Mortgage backed instruments
Common stock
Preferred stock

Direction for Plan Portfolio Securities

Equities

The quality of equity securities may vary dependent on the objective for that security within an overall portfolio. However, at all times, standards of the prudent investor rule will apply when determining the minimum acceptable quality. Mutual funds of ETFs may be used when appropriate for diversification.

No issue shall comprise more than 10% of the equity portion of a portfolio or 5% of the total market value of a portfolio, whichever is larger.

An equity portfolio may be invested in a mix of large, medium, and small capitalization stocks and international securities. International equities shall not comprise more than 25% of an equity portfolio.

Fixed Income Securities

Nothing below investment grade bonds as defined by Moody’s and Standard & Poor’s will be utilized in a portfolio.

No issue shall comprise more than 10% of the fixed income portion of a portfolio or 5% of the market value of a total portfolio, whichever is larger except for US Treasury or government agency obligations, which have no concentration restrictions. Mutual funds of ETFs may be used when appropriate for diversification.

Guidelines for Transactions

Except under unusual circumstances, all transactions should be entered into on the basis of best execution, which means best realized net price.

Monitoring of Objectives and Performance

All objectives and policies are in effect until modified by the ASI Trustees who will review them with the Investment Manager at least annually for continued appropriateness.

If at any time, the Investment Manager believes that any policy guideline inhibits investment performance, he/she shall communicate this view to the trustees.

The Investment Manager shall meet with the ASI Trustees to communicate investment strategy and market outlook at least annually or more frequently as desired by the Trustees.

The investment objective is to obtain a minimum total annual rate of 5% plus the rate of inflation. Recognizing the volatility of equities and securities, it is understood that this objective may not be met on an annual basis. However, it is expected to be achieved when measured over a longer period of time.

The Investment Manager is expected to produce a total annual return that exceeds the median of a universe of investments with similar average asset allocation objectives and risk profile. Accordingly, performance will be measured against established benchmarks. For equities this will be the Standard & Poor’s 500 Index. For fixed income securities, the benchmark will be the appropriate Lehman Short or Short-Intermediate Government/Credit Bond Index.

Approved as policy statement on December 5, 2006
Renumbered from #053, November 28, 2006

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ASI POLICY STATEMENT #220

POLICY CONCERNING STUDENT LEADERSHIP FINANCIAL AWARDS

This policy outlines the procedures and administration for issuing either a scholarship or a non-compensating stipend to a student in a leadership position. Financial awards are not compensation for work done.

Types of financial awards: The ASI issues financial awards to students in certain leadership positions.

Non-Compensating Student Leadership Stipends
Students in the following leadership positions receive non-compensating stipends:

ASI Executive Staff

TSU Governing Board Executive positions

ASI Board of Directors Chair and Vice Chair

Student Leadership Scholarships

New Awards

Administration of Award

Agreement Forms: Prior to the start of a leadership position that carries a financial award, students must sign appropriate forms with the ASI/TSU Office of Program Support.

Payments: The scholarship or stipend is paid at the start of each month of service in the position. Payments end immediately upon the end of a term or upon voluntary or involuntary vacation of the position.

Approved as policy statement on March 11, 2008
Amended: June 12, 2008

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ASI POLICY STATEMENT #301

POLICY CONCERNING ADMINISTRATIVE EVALUATION PROCESS

EVALUATION OF THE ASI EXECUTIVE DIRECTOR

The evaluation of the ASI Executive Director shall take place no later than the 14th week of the Spring Semester of each academic year. The review committee that will evaluate the ASI Executive Director shall consist of the Chair of the Board of Directors (BOD) (who shall serve as chair), three (3) Members of the Board of Directors, the University President’s Representative to the BOD, the ASI President, Executive Vice President, and Vice President of Finance. The evaluation shall be completed by the Committee and then presented to the Vice President of Student Affairs for review. Within a closed session, the Board of Directors together with the ASI Executive Director will discuss the evaluation. Following the ASI Board of Directors’ approval, the evaluation will be signed by the Chair of the Board of Directors. The final evaluation report shall be forwarded to the President of the University. The evaluation shall then be placed in the Executive Director’s employment file.

PROCESS FOR EVALUATION

The review committee shall use the standard CSUF management performance evaluation forms in conducting the Executive Director’s annual review. The review shall take into consideration progress made in meeting established goals. Additional criteria may include but not be limited to ASI/University relations, overall management of the TSU, student/staff relations, fiscal and human resources management, and adherence to State Education Codes, Title 5 of the California Code of Regulations, Executive Orders, and other policies regulating CSU auxiliaries.

Approved as policy statement on May 10, 1994
Renumbered from #029: December 7, 1999
Amended: February 13, 2001
Amended: May 14, 2002
Amended: December 9, 2003
Renumbered from #027, November 28, 2006
Amended: April 22, 2008
Renumbered from #302, July 1, 2008 (approved March 11, 2008)

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ASI POLICY STATEMENT #302

POLICY CONCERNING NON-FRATERNIZATION BETWEEN STAFF, STUDENT SUPERVISORS, STUDENTS IN AUTHORITATIVE POSITIONS, AND STUDENTS

Managers and Supervisors

The Associated Students, CSUF, Inc. desires to avoid misunderstandings, complaints of favoritism, possible claims of sexual harassment and the employee morale and dissension problems that can potentially result from personal or social relationships involving managerial and supervisory fraternizing or becoming romantically involved with one another or with any subordinate employee in their chain-of-command or with any non-management employee of a facility or program operated by the Associated Students, CSUF, Inc.

All Employees

The Associated Students, CSUF, Inc also desires to avoid misunderstandings, complaints of favoritism, possible claims of sexual harassment and the employee morale and dissension problems that can result from personal or social relationships between employees. Accordingly, all employees, both management and non-management, are prohibited from fraternizing or becoming romantically involved with other employees when, in the opinion of the company, their personal relationships may create a potential conflict of interest, cause disruption, create a negative or unprofessional work environment, or present concerns regarding supervision, safety, security or morale.

An employee or volunteer of the Associated Students, CSUF, Inc. or campus community who fails to withdraw from participation in activities or decisions that may reward or penalize the party with whom he/she is having a consensual personal or romantic relationship will be deemed to have violated this policy.

It is the responsibility of department supervisors and managers to take all necessary and appropriate steps, beginning with informal steps to resolution, to prevent and correct problems stemming from consensual personal or romantic relationships. If informal steps for resolution are unsuccessful, the matter will be pursued via the formal corrective action or complaint process listed in the Associated Students Harassment Policy complaint procedures.

All employees should also remember that Associated Students, CSUF, Inc. maintains a strict policy against unlawful harassment of any kind, including sexual harassment.

The Associated Students, CSUF, Inc. Human Resources Director shall take appropriate measures to ensure that:

This policy is widely and frequently disseminated to ASI staff, University supervisors of ASI employees, and student employees; and that

Other appropriate means of educating employees, such as periodic workshops, are pursued.

It shall be the responsibility of Directors, Managers, and Supervisors to ensure that employees or students under their direction or supervision are informed of this policy.

Approved as policy statement on May 6, 1997
Replaced: April 27, 1999
Renumbered from #031: December 7, 1999
Amended: January 15, 2004
Renumbered from #029, November 28, 2006
Renumbered from #303, July 1, 2008 (approved March 11, 2008)

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ASI POLICY STATEMENT #303

POLICY CONCERNING POSITION REVIEW FOR ASI EXECUTIVE DIRECTOR

The ASI Executive Director position shall undergo a position review at least once every three years or as requested by the CSUF Vice President for Student Affairs, ASI President, or ASI Board of Directors Chair, and at any time a vacancy in the position occurs. This review shall be conducted for the purpose of establishing an appropriate salary range for the position. Additionally, job duties and/or responsibilities may be added, deleted or modified as required.

Job Duties & Responsibilities
Following consultation with the Vice President for Student Affairs, ASI President, and ASI Board of Directors Chair, proposed changes to the job duties and/or responsibilities of the position will be presented to the ASI University Affairs Committee by the ASI Human Resources Director. The ASI University Affairs Committee shall forward its recommendation and comments to the ASI Board of Directors for appropriate action.

Compensation
The ASI Human Resources Director shall conduct a compensation review to insure equity and comparability as outlined in California Education Code Section 89900. Recommended compensation adjustments shall be based on the following information:

Salary comparison with similar positions within the Auxiliary Organization Association.

Salary comparison to positions of similar scope and responsibility at CSUF.

Salary comparison to positions of similar scope and responsibility within the surrounding communities.

THE UNIVERSITY AFFAIRS COMMITTEE SHALL FORWARD ITS RECOMMENDATION AND COMMENTS TO THE ASI BOARD OF DIRECTORS FOR APPROPRIATE ACTION.

Approved as policy statement on May 14, 2002
Renumbered from #041, November 28, 2006
Renumbered from #304 July 1, 2008 (approved March 11, 2008)

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ASI POLICY STATEMENT #401

POLICY CONCERNING NON-CONFLICT OF INTEREST

In accordance with California Education Code, Sections 89906, 89907, 89908 and 89909, all ASI Board of Directors members, ASI Executive Staff members, and TSU Governing Board members shall submit a Certification of Non-Conflict of Interest Statement as outlined below:

I have read California Education Code Sections 89906, 89907, 89908 and 89909 printed on the reverse of this document, and I am not involved financially, through employment or family connections, with any business, firm, vendor, and/or service bureau doing business with this corporation.

Should I find in some future contractual matter before the Board of Directors that there may be the potential of a conflict on interest, I shall disclose that potential conflict and abstain from voting, as prescribed in Education Code, Section 89907.

This Non-Conflict of Interest Statement shall be submitted at the time a member assumes his/her official duties. Statements shall be retained in the ASI Administrative Office, TSU-218.

Approved as policy statement on March 18, 2003
Renumbered from #043, November 28, 2006

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ASI POLICY STATEMENT #402

POLICY CONCERNING ETHICS

Introduction

The Associated Students, CSUF, Inc. (ASI) is committed to promoting the highest standards of ethical conduct in the performance of its mission. This code will serve as a minimum guide for ethical conduct and provide guidance and direction for all officers, directors, employees, and volunteers of the ASI (collectively referred to herein as members or member) in the performance of their duties or in any context in which they are perceived as representing ASI.

Laws and Regulations

All members must comply with applicable laws and regulations governing the operation of the ASI. This includes, but is not limited to, federal, state, county and municipal laws, the California Code of Regulations, the California Education Code, campus regulations of California State University Fullerton, and the Office of the Chancellor, California State University.

Business Practices

Business activities must be conducted under the highest standards. Members must not take unfair advantage of suppliers, vendors, and contractors though manipulation, concealment, and/or misrepresentation of material facts.

Members must not disclose a vendor’s pricing or business activities to competitors. In the course of business, all members must refrain from any practice that could constitute unfair dealing.

At all times, members must be accurate and truthful in all their dealings with vendors, suppliers, and customers and be careful to accurately represent the services and products of the ASI.

Conflict of Interest

Members must avoid conflicts of interest. Business decisions must be made objectively on the basis of price, quality, service and other competitive practices. To avoid any potential influence from existing or potential vendors and customers, members are prohibited from accepting gifts, from vendors, suppliers, and customers, of more than token value.

Members transacting business or entering into contracts on behalf of the ASI must not have any interest, financial or personal, in those transactions or contracts. Should a member have an interest in an organization with whom the ASI transacts business, the member must recuse himself/herself from any negotiation, authorization, or approval of such transactions.

In addition, ASI Executive Officers and members of ASI governing boards must comply with conflict of interest regulations as defined in ASI Policy #401.

Members must not be employed outside the ASI where the outside employment impairs their ability to conduct ASI business because of conflicts of interests and competing interests.

Anti-discrimination Policy

Members must not take actions that discriminate against anyone on an unlawful basis, including gender, race, religion, color, national origin, sexual orientation, medical condition, age, physical or mental disability, marital status or family leave status.

Public Disclosures

If members in the course of their duties are called to make public disclosures to any governmental agency, under no circumstances can statements be made that are untrue, or omit or misstate material facts.

If public disclosures are made to the press, members must seek to insure that the statements are clear and understandable and not misleading.

Confidentiality

Members must protect ASI confidential information and not divulge such to anyone except on a need-to-know basis. Members are expected to keep in confidence such information that would be considered confidential even if not clearly marked. This would include, but not be limited to, personal addresses, social security or other identification numbers, payroll records, performance evaluations, and/or personal information.

Respect

Members must work effectively with coworkers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others, keeping commitments, keeping others informed of work progress, timetables and issues, addressing problems and issues constructively to find mutually acceptable and practical business solutions, addressing others by name, title or other respectful identifier and respecting the diversity of our work force in actions, words and deeds. Members must be able to work effectively within a complex organizational setting and a multi-cultured campus environment. Members must be able to establish and maintain effective, cooperative, and harmonious relationships with students, staff, co-workers, faculty, alumni and the general public.

Fair Dealing

Behind any code of ethics is the concept of fair dealing. As a guiding principle, members must respect and deal fairly with customers, suppliers, vendors, contractors, co-workers, and the general public. In the course of conducting ASI business, members must not take advantage of others by misrepresentation, concealment, misuse of confidential and privileged information, or any other practice of unfair dealing.

Approved as policy statement on February 14, 2006
Renumbered from #050, November 28, 2006
Amended: February 12, 2008

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ASI POLICY STATEMENT #403

POLICY CONCERNING FRAUD

Background

The Associated Students, CSUF, Inc. (ASI) policy on fraud is established to prepare procedures that will protect the ASI, its employees, and assets against losses stemming from illegal activities. ASI has a zero tolerance policy regarding such activities. ASI forbids the commission of any illegal activity by an officer, director, employee, or volunteer of the ASI (collectively referred to herein as members or member).

Scope of Policy

The management of ASI is responsible for the establishment of procedures designed to prevent and detect fraudulent activity, including but not limited to those activities defined below:

Fraud – the intentional use of deceit, a trick or some dishonest means to deprive another of his/her/its money, property or legal right

Defalcation – withholding or misappropriating funds held for another or failing to make a proper accounting

Misappropriation – the intentional, illegal use of the property or funds of another person for one’s own use or other unauthorized purpose, particularly by a public official, a trustee or a trust, an executor or administrator of a dead person’s estate or by any person with a responsibility to care for and protect another’s asset.

Forgery – the crime of creating a false document, altering a document, or writing a false signature for the illegal benefit of the person making the forgery.

Corruption – the offering, giving, soliciting, or accepting of an inducement or reward that may improperly influence the action of a person or entity.

Reporting Responsibility

Each member of the management team will be familiar with the types of improprieties that might occur within his or her area of responsibility, and be alert for any indication of irregularity.

In the event a member detects or suspects fraudulent activity, he/she must immediately report this to the Executive Director. The Executive Director will inform the ASI Board of Directors and the CSUF Director of Internal Auditing within twelve hours once the incident is brought to his/her attention.

Any reprisal against any individual reporting violations of this policy is prohibited. Any cover-up of a suspected incidence or retaliation in any form against witnesses is also prohibited.

Investigating Suspected Fraud

The Executive Director or designee in an investigation of fraud will have:

Free and unrestricted access to all ASI records and premises, whether owned or rented
The authority to examine, copy, and/or remove all or any portion of the contents of files, desks, cabinets, and other storage facilities on the premises without prior knowledge or consent of any individual who might use or have custody of any such items or facilities when it is within the scope of the investigation.

Any information received by the ASI in the course of an investigation will be treated in confidentiality. As such, any employee should notify the Executive Director and not engage a suspected individual or conduct a personal investigation.

Information discovered during the course of an investigation will be disclosed or discussed only with individuals on a need-to-know basis. Confidentiality must be enforced to avoid damaging the reputations of persons under suspicion who are found innocent of wrongdoing.

No information concerning the status of an investigation will be given out. The proper response to any inquiry is, "I am not at liberty to discuss this matter." Under no circumstances should any reference be made to "the allegation," "the crime," "the fraud," "the forgery," "the misappropriation," or any other specific reference.

Upon completion of the investigation, the Executive Director will file his/her report with the Director of Internal Auditing and the ASI Board of Directors.

Decision to prosecute or refer the matter to law enforcement officials will be made in conjunction with legal counsel, ASI Executive Officers, and the Director of Internal Auditing.

Termination

If an investigation results in a recommendation to terminate the employment of an individual, the recommendation will be reviewed for approval by ASI Human Resources and legal counsel.

The policy will be reviewed annually and revised as needed.

Approved as policy statement on February 14, 2006
Amended: March 21, 2006
Renumbered from #051, November 28, 2006
Amended: February 12, 2008

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ASI POLICY STATEMENT #404

POLICY CONCERNING WHISTLEBLOWER PROTECTION

General

ASI policies on Ethics and Fraud (hereinafter referred to as Policies) require directors, officers, employees and volunteers (collectively referred to herein as member or members) to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. All members of the organization must practice honesty and integrity in fulfilling their responsibilities.

Reporting Responsibility

It is the responsibility of all members to comply with the Policies and to report violations or suspected violations in accordance with this Whistleblower Policy. ASI encourages initial reporting to occur internally to allow for expeditious resolution of all such matters and to minimize the effects of improper actions.

Reporting Violations

The Whistleblower Policy addresses the organization’s open-door policy and suggests that members share their questions, concerns, suggestions, or complaints with someone who can address them properly. In most cases, a member’s supervisor is in the best position to address an area of concern. However, if the member is not comfortable speaking with his/her supervisor or is not satisfied with his/her supervisor’s response, then he/she must speak to the Director, Human Resources. The supervisor and/or Director, Human Resources is required to report this notification to the Executive Director upon receipt. The Executive Director or designee will conduct an investigation of the reported concern.

In the event that a concern involves fraud, then it must be directly reported to the Executive Director who has the responsibility to investigate all reported violations of Policies.