WVU Collegiate Gaming Federation Constitution

Transcription

1 WVU Collegiate Gaming Federation Constitution 3rd Edition Created by: Josh Baldino Matthew Sigue Mike Howley Carson King 1

2 Table of Contents: West Virginia University Collegiate Gaming Federation ARTICLE I. NAME 4 ARTICLE II. PURPOSE 4 ARTICLE III. MEMBERSHIP 4 ARTICLE IV. OFFICERS 4 ARTICLE V. SPECIAL WVU REQUIREMENTS 5 ARTICLE VI. INTRODUCTIONS 5 ARTICLE VII. RECOGNIZED STUDENT ORGANIZATION 5 Constitutions 5 Officer Update Forms 6 ARTICLE VIII. RULES AND PROCEDURES 6 Advisors 6 ARTICLE IX. SAFETY & RISK MANAGEMENT 7 Standards of Conduct 7 Verbal/Written Warning 7 Fines 7 Work Project 7 Moratorium 7 Probation 8 Emergency Procedures 8 Hazing 8 Alcohol/Drug Policy 9 Sexual Harassment 9 ARTICLE X. BUDGET BOARD AND FUND ALLOCATIONS 9 ARTICLE XI. FINACIAL REQUIREMENTS 10 2

3 Important Contact Information: President Josh Baldino Collegiate Gaming Club Vice President Matthew Sigue Collegiate Gaming Club Treasurer Mike Howley Collegiate Gaming Club Secretary Carson King Collegiate Gaming Club Current Associated Organizations: WVU Collegiate Gaming Club WVU DND Club WVU Smash Club 3

4 Constitution of the West Virginia University Collegiate Gaming Federation ARTICLE I. NAME The name of this organization shall be WVU Collegiate Gaming Federation ARTICLE II. PURPOSE The purpose of this organization is to provide an opportunity for students, faculty, staff, alumni, and other members of the University community to shape their own recreational experience through competitive/instructional games. This program will enhance the collegiate experience by allowing those who participate to develop skills and knowledge of a particular video game, build character, display sportsmanship, foster diversity, and develop leadership skills for future pursuits and a lifetime appreciation for electronic sports and video gaming activities. ARTICLE III. MEMBERSHIP Section 1. The voting membership of this organization shall be limited to organization members who are WVU students. Section 2. This organization will not deny membership on the basis of age, disability status, ethnicity, gender identity, national origin, race, religion, sex, sexual orientation or veteran status. ARTICLE IV. OFFICERS Section 1. The offices of this organization shall be. President: Josh Baldino Vice President: Matthew Sigue Secretary: Carson King Treasurer: Mike Howley Section 2. The duties of the (Office) shall be. President: To make executive decisions, leading Federation meetings, to recruit new club members, and to assist with any other offices, if necessary. Vice President: To assist the President in anything that he/she/they require, to create cohesiveness within the organization, to and create outreach to the community. Secretary: To communicate with West Virginia University and other pertinent organizations as well as scheduling events such as meetings. 4

5 Treasurer: To distribute funding to the clubs based upon the Federations discretion Section 3. To hold an elected, or appointed office in this organization, a member must have at least a 2.5 GPA at the time of election or appointment, and must be a full-time student. Furthermore, the member may not be on academic or disciplinary probation. ARTICLE V. SPECIAL WVU REQUIREMENTS This organization will adhere to the West Virginia University Conduct Code. ARTICLE VI. INTRODUCTIONS We are the WVU Collegiate Gaming Federation. Currently there are 2 recognized student organizations within the Federation. Each club is comprised of enthusiastic, hardworking, and dedicated studentathletes who organize, fund, and promote their clubs with the ultimate goal of competing with colleges and universities on both a regional and national level. Collegiate Gaming Federation is also a part of community service projects throughout the school term. This manual has been prepared to assist clubs in the administration of their programs. The student officers of each club are expected to become familiar with this manual and inform other members of its contents. Situations involving Collegiate Gaming Federation business or any activities that are not covered in this manual should be referred to and discussed with the Founders. Information in this manual is subject to change. New policies, procedures, or changes/additions to existing policies or procedures made due to unforeseen circumstances during the current academic year shall be deemed official even though not printed in this publication. Clubs will be notified of policy changes via and during monthly Collegiate Gaming Federation meetings. ARTICLE VII. RECOGNIZED STUDENT ORGANIZATION Student organizations must be officially recognized through the WVU Office of Student Engagement and Leadership in order to use University facilities and to obtain funds from the University. Recognized student organizations must conform to University rules and regulations, applicable federal and state statutes, and applicable ordinances. An organization s failure to conform to such rules, regulations, statutes and ordinances may result in the imposition of sanctions upon the organizations and the withdrawal of recognized status. Constitutions Each Collegiate Gaming Federation member is required to have a constitution approved and on file with the WVU Office of Student Engagement and Leadership. The constitution should be periodically reviewed to ensure viable operation of the club. Bylaws and standing rules are easier to change than the constitution and help to keep the constitution up-to-date with the direction of the club. Bylaws govern the internal operations of a club; standing rules are those adopted by a majority vote at a club meeting and 5

6 usually pertain to meeting times and locations for the year. Standing rules are in order to the extent that they do not conflict with the constitution or the bylaws. Officer Update Forms Each year, as a recognized student organization, your club must complete an officer update form and turn it into the Office of Student Engagement and Leadership. This form can be found online at sos.wvu.edu. Collegiate Gaming Federation Approval Process 1. After Initial process of being a recognized Student Org through Student Engagement and Leadership is completed continue the following: 2. Contact the founders with a letter of intent and mission statement 3. Founders will contact in reply and will meet with all representing officers to discuss enrollment 4. Once approved, submit full rosters of club and officers for filing. 5. Have all members understand and sign this constitution. 6. Welcome to the Collegiate Gaming Federation! ARTICLE VIII. RULES AND PROCEDURES Federation Board Representatives Beginning in the Fall Semester of 2017 each club will have at least one member represent them with the Federation. This representative will be responsible to attend Policy, Procedural, and Budget meetings while in term. Communication efficiency will be a must for this representative so that the federation can constantly grow and advance. Federation Budget and Funds Distribution As a result of becoming a university recognized federation we received a small portion of funding from the school. With this the federation will be allocating throughout the our organizations. Restrictions will be placed on how and how not to spend the allocated funds. Each organization will have to have a designated bank account in order to receive the funds so that the federation council can monitor usage throughout the year. As the federation grows and expands hopefully the amount of money we receive from the university will also grow. For a more detailed look at our Budget and Funding strategy, there will be a detailed overlook open to all federation members at the beginning of the term. Advisors All clubs are required to have an advisor who is a full-time staff or faculty member of the University. Doctoral and graduate students are not eligible to be advisors. The role of an advisor is to provide assistance and be actively involved in the affairs and operation of the club. They may assist with activity planning, fund-raising, budget planning, etc. Advisors should offer guidance when problems arise within the club concerning members, and should serve as a resource in situations regarding 6

7 university matters. Clubs who do not meet requirements for the WVU Collegiate Gaming Federation advisors will be disciplined, as deemed fit, by the Federation Board until an appropriate advisor is appointed. Marketing and Recruiting: Tabling In an effort to increase and grow individual club membership, the federation will have a dedicated tabling session twice a month at select Student Union locations. There will be mandatory participation from each federation club with at least one member in attendance. Volunteers are strongly recommended, however if there are no volunteers an officer will be selected and will be required to attend the scheduled session of that week. ARTICLE IX. SAFETY & RISK MANAGEMENT Standards of Conduct The basic concept underlying the University s standards of conduct is that students, by enrolling in the University, assume an obligation to conduct themselves and their organizations in a manner compatible with the University s function as an educational institution. Individuals must always conduct themselves in a manner that does not detract from the reputation of the University. This refers to behavior in game situations, as well as contact with other teams and the event staff. When involved in off-campus events or when traveling, be aware that you are still representing the University. Collegiate Gaming Federation or individual members of club gaming may face disciplinary action for inappropriate actions on or off campus while participating in any club-related activity. Those club gaming or individual members may appeal any disciplinary action taken by the Collegiate Gaming Federation Board. In situations deemed necessary, the Board may apply the following sanctions: Verbal/Written Warning Warning that further incidents will result in more serious sanctions. Fines As deemed appropriate by the Board, a fine can be placed on a club, which is to be deducted from their allocated funds. Work Project Moratorium Clubs may be asked to complete a work project or complete a specific amount of community service hours at a specific site. Funds for a particular club can be frozen and no practices, games, and/or other special events can take place until approved by the Board. 7

8 Probation Clubs placed on probation are not eligible for funding for the following year. To regain good standing within the Federation, a club representative must attend all meetings, complete all necessary paperwork, and meet all deadlines during their year of probation. Also, clubs on probation must make it possible for a Board member to attend officer elections for the upcoming year. Emergency Procedures In the event of an on-campus emergency, please call the University Police at for assistance with an injured participant. Inform the police dispatcher of your location. To the best of your ability, explain the type of injury involved, and indicate if an ambulance is needed. Upon arrival, the WVU police officer will decide what action to take. Note: All expenses incurred for treatment to and at the hospital are the responsibility of the injured participant. In the event of an off-campus emergency, or an emergency that occurs at a location where emergency procedures are not in place by the host school, you should have an injured participant seen and or treated by a physician, if deemed necessary. They must be transported to the closest hospital by a qualified service. Rely upon the recommendation of the attending physician as to whether the club member should be transported back to campus, and what accommodations for travel should be used. Hazing Hazing is prohibited by the WVU Student Conduct Code and the West Virginia Anti-Hazing Law. WVU Student Conduct Code: Hazing is an offense punishable by possible expulsion of individual(s) and/or the organization. According to Article III, section B.1.5: Hazing, which means to recklessly or intentionally cause any action or situation which endangers the mental or physical health or safety of another person or causes another person to destroy or remove public or private property for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in a team, a group or student organization. The express or implied consent of the victim will not be a defense. Knowingly witnessing, or acquiescing, in the presence of hazing are not neutral acts; they are violations of this rule. How to Report a Suspected Hazing Incident If you suspect hazing, know of any form of hazing being committed on campus, or you have been a victim of hazing, you should report all incidents to Thanh Le (304) Additionally, the incident may be reported to local law enforcement officials by dialing 911 (off-campus) or (on-campus). 8

9 Alcohol/Drug Policy Alcoholic beverages are not permitted at any University sponsored Collegiate Gaming Federation events, It is the club s responsibility to ensure that this is enforced not only by the players, but also the fans/spectators. Contemporary Services Corporation (CSC) may be used for certain events. WVU emphasizes that alcohol use during club activities and competitions will not be tolerated. This policy is also in effect in travel to and from away matches. Absolutely no alcohol in University vans and buses or any vehicles transporting individuals to and from club events and activities. Failure to comply can result in immediate suspension of the club. Sexual Harassment The West Virginia University Board of Governors is committed to providing students, faculty, staff, and applicants for employment with a work and educational environment free from all forms of sexual harassment. Therefore, sexual harassment, in any manner or form, toward WVU students, faculty, staff, or applicants for employment is a violation of Board policy and is expressly prohibited. ARTICLE X. BUDGET BOARD AND FUND ALLOCATIONS: The money will be distributed based on the size of club, frequency of club activities, size of club activities, and amount of tabling completed by the club. Each Student Organization must self-elect and representative to the Budget Board. This Board will be tasked with parsing the initial budget for the organizations based on the above criteria with a large portion of the funds going to contribute towards the annual Penny Arcade Expo East trip in the spring. This parsing must be passed with 3/4th vote or with a tie breaking vote. Once the budget has been initially divided, student organizations can then submit a request to receive said funds from their allocated budget, as determined by the Board, by answering the following questions: When is the event: What is the size of the event: What is the money going to be used for: If not for an event, what is the purpose of the funds request: How many people in the community will the funds serve: The Budget Board reserves the right to deny or modify the request if it is not in line with the goals of the Federation. Requests are voted on by the Board. Tie Breaker Regulations: If the Budget Board is stuck in a tie, the organization whos representative has been on the Board the longest will break the tie. This member will have this power until they leave their organization. If two organizations have representatives who have been on the Board for the same amount of time, and the tie breaking vote is vacant, the organization that received the tie breaking position most recently is unable to obtain the seat once again and it falls to the next most tenured representative. This is to ensure that the tie breaking vote is not solely held by a single organization. 9

10 Article XI. Financial Requirements: Section 1. One person, usually the Treasurer, is designated as the account manager. This person has primary authority to approve all the student organization s expenditures. Section 2. All expenditures over $ require two signatures: the account manager and the President. All expenditures over $ require three signatures: the account manager, the President, and another executive board officer. Section 3. The student organization s advisor may request and review all financial documents at their discretion. 10

11 Clubs Term of Acceptance: With the club signatures below I, the Member of the hereby accept the above stated constitution and will adhere to all rules and regulations stated within. Any comments or suggestions for change will be communicated to through the Federation Board as well as understand that policies and procedures can be changed upon Federation Board approval. Signatures of Officer and Member below: (Print Name and Signature) Member Sign and Print Club President Signature Date 11