Illinois State University University Program Board Constitution Effective July 2013

Transcription

1 Illinois State University University Program Board Constitution Effective July 2013 Promise of the University Program Board to Illinois State University and the Surrounding Community: A. Mission Statement: The University Program Board is committed to establishing student driven programs, focused on the social, cultural, educational, and recreational growth of Illinois State University and the surrounding community. B. Provide students with the opportunity to become involved in selecting, planning, promoting, implementing, and assessing events. C. Provide opportunities for students to learn, grow, and develop into quality leaders. D. Facilitate cooperation between the University Program Board and the University. E. Serve as liaison between University Program Board members and the University to offer advice and recommend guidelines concerning programs and activities. F. The University Program Board does not discriminate on the basis of race, color, religion, economic status, gender, sexual orientation, national origin, age, ethnic backgrounds, or disability. The University Program Board values the standard of inclusive membership and does not discriminate against any individual seeking membership or a leadership position with the organization. Article I: Name The name of this organization shall be the University Program Board, hereafter referred to as UPB. Article II: Funding A. Members will not be expected to pay dues. B. UPB will receive a portion of the Students Activities Fee allocated by the Student Government Association at the discretion of the Dean of Students Office Leadership Team. Article III: Organizational Structure A. UPB shall consist of an Executive Board, General Board and full board members. Advisors appointed by the Dean of Students Office shall serve as ex officio members of UPB. 1. Executive Board: The Executive Board shall consist of the President, Vice President, Director of Operations, Director of Finance, Director of Marketing and Promotions, Director of Membership Development, and an Advisor (as ex officio member). 2. General Board: The General Board shall consist of a designated Chairperson for each committee or marketing division, and Executive Board. 3. Full Board: The Full Board shall consist of committee members, General Board and Executive Board. Article IV: Committees Shall Include the Following (Refer to the By Laws for Committee Descriptions) A. UPB Arts & Entertainment B. UPB Center Stage C. UPB Enrichment D. UPB Social & Recreation E. UPB Spirit & Traditions F. UPB Graphic Design Committee G. UPB Marketing Committee 1

2 Article V: Committee Requirements A. Each committee accepts primary responsibility for programming activities falling under its mission statement. B. Each committee will hold regularly scheduled C. Each committee shall conduct required business, solicit member feedback, keep members informed, and utilize the UPB Programming Model. D. Each committee shall have a Chairperson. 1. Each committee shall have a Vice Chairperson appointed by the Chairperson at the Chairperson s discretion. E. Each committee shall have an Advisor assigned by the Programming Unit Coordinator. Article VI: Membership Criteria A. Executive Board and Committee Chairperson: 1. Must be enrolled as an Illinois State University student. 2. Must be in good academic and disciplinary standing, as outlined in UPB By Laws Article XVII. 3. Must obtain position through election process as outlined in Article XII 4. Must complete full UPB term of April/May through April/May. 5. Failure to meet requirements as outlined in the UPB Constitution and By Laws will result in removal from office as outlined in the UPB By Laws Article VII. B. Full Board: 1. Must be enrolled as an Illinois State University student. 2. Must sign and follow confidentiality agreement. Article VII: UPB Meetings A. Executive Board: 1. Executive Board meetings shall be attended by members of the Executive Board and the Dean of Students Programming Coordinator. 2. The President will be notified of any absences at least 24 hours in advance of the meeting. 3. If the President is the absentee, he or she is to notify the Executive Board at least 24 hours prior to the meeting. B. General Board: 1. General Board meetings shall be attended by members of the General Board, Executive Board and advisor(s). 2. The President will be notified of any absences at least 24 hours in advance of the meeting. 3. With an excused absence (as defined in the UPB By Laws Article V), the Committee Chairperson shall designate a delegate form the committee to attend the General Board meeting. The delegate will serve as a temporary voting member for said meeting. 4. All meetings of the General Board are public, except where executive session is allowable by Robert s Rules of Order. C. Full Board: 1. Full Board meetings shall be attended by committee members, General Board, Executive Board and advisor(s). 2. The President will be notified of any absences at least 24 hours in advance of the meeting. 3. All Full Board meetings are public, except where executive session is allowable by Robert s Rules of Order. 2

3 D. Committee Meetings: 1. Committee Meetings are to be attended by the Committee Chairperson, committee members and advisor. 2. The Committee Chairperson must be notified of any absences at least 24 hours in advance of the meeting. 3. All Committee Meetings are public, except where executive session is allowable by Robert s Rules of Order. E. Except when otherwise provided for in the UPB Constitution or By Laws, UPB shall adhere to the most recent edition of Robert s Rules of Order. Article VIII: Executive Board Position Responsibilities A. President: 1. Serve as official spokesperson of UPB. 2. Coordinate and oversee the direction of UPB. 3. Chair Executive Board, Full Board, General Board, Election and Program Proposal 4. Call special meetings when necessary. 5. Appoint Coordinate delegation of UPB representatives to University committees as requested. 6. Enforce the UPB Constitution and By Laws. 7. Maintain internal UPB communication through all forms of media such as, , Facebook, etc. 8. Establish and appoint a Chair and members to ad hoc committees with the sole responsibility of investigating and solving issues as they arise. 9. Establish relationships with other Registered Student Organizations and University Affiliates. 10. Coordinate Executive Board Retreat with advisors. 11. Coordinate the planning of emergency events such as vigils and response to national/campus crisis. 12. Hold 10 office hours per week, set at the beginning of the semester. 13. Meet with the Vice President, Directors and Committee Chairpersons outside of regularly scheduled 14. Meet with Advisor(s) consistently. 15. Support committees through attendance at meetings and programs. 16. Sign and follow confidentiality agreement. 17. Complete other duties as assigned. B. Vice President: 1. Assume the Presidency if a vacancy occurs. 2. Assume Presidential responsibilities in absence of the President. 3. Coordinate logistics of UPB delegations for conferences, workshops, and conventions. 4. Develop Program Proposal Retreat timeline in accordance with UPB By Laws Article XI 5. Coordinate transition process of incoming General Board Members with the Director of Membership Development. 6. Coordinate the assessment and strategic planning of events. 7. Cultivate relationships with businesses and organizations. 8. Oversee the donation process from external sources. 9. Coordinate an event to recognize Billy Quigley and other fallen Redbirds. i. Annual Manage fundraising efforts to support the Billy Quigley Memorial scholarship. 10. Coordinate the awards selection process including the Billy Quigley Full Board Member of the Year Award, Achievement for Excellence, First Year Involvement Award, Casey Meyers Impact of Leadership Award, Progress in Programming and Program of the Year. 11. Assist in the coordination of planning emergency events such as vigils and response to national/campus crisis. 3

4 12. Hold 8 office hours per week, set at the beginning of the semester. 13. Meet with the President, Directors and Committee Chairpersons outside of the regularly scheduled 14. Meet with Advisor(s) consistently. 15. Support committees through attendance at meetings and programs. 16. Attend Executive Board, General Board, Full Board, Election, Program Proposal and special 17. Sign and follow confidentiality agreement. 18. Complete other duties as assigned. C. Director of Operations: 1. Record minutes at all UPB Executive Board meetings and distribute to UPB Executive Board members. 2. Record minutes at all UPB General Board meetings and distribute to UPB General Board members. 3. Publish General Board meeting minutes in a format accessible to all Full Board members. 4. Keep current files of UPB meeting minutes. 5. Maintain program resource files in the UPB office. 6. Serve as UPB Historian. 7. Facilitate room/catering reservation process. 8. Manage UPB equipment including but not limited to scheduling, maintenance, and ordering of supplies. 9. Order office supplies. 10. Organize the Q drive for use by the Executive Board members and General Board members. 11. Update and organize internal UPB forms. 12. Maintain office and storage area including but not limited to cleanliness, organization and inventory. 13. Manage office hours of Executive Board and Committee Chairpersons. 14. Hold 8 office hours per week, set at the beginning of the semester. 15. Meet with the President, Vice President, other Directors and Committee Chairpersons outside of the regularly scheduled. 16. Meet with Advisor(s) consistently. 17. Support committees through attendance at meetings and programs. 18. Attend Executive Board, General Board, Full Board, Election, Program Proposal and special 19. Sign and follow confidentiality agreement. 20. Complete other duties as assigned. D. Director of Finance: 1. Coordinate the UPB budget allocation process. 2. Facilitate the cosponsorship process by serving as the contact for RSOs and campus departments. 3. Present cosponsorship requests to UPB for approval. 4. Assist in the Dean of Student s Office Budget Proposal Process. 5. Maintain accurate budget records for UPB. 6. Present the financial summary to the UPB General Board consistently. 7. Record and oversee all donations and sponsorships given to UPB. 8. Hold 8 office hours per week, set at the beginning of the semester. 9. Meet with the President, Vice President, other Directors and Committee Chairpersons outside of the regularly scheduled 4

5 10. Meet with Advisor(s) consistently 11. Support committees through attendance at meetings and programs Attend Executive Board, General Board, Full Board, Election, Program Proposal and special 13. Sign and follow confidentiality agreement. 14. Complete other duties as assigned. E. Director of Marketing and Promotions: 1. Oversee distribution of all general UPB promotional materials. 2. Assist committee Chairperson(s) with the distribution of committee specific promotional items as needed. 3. Develop the UPB brand and overall message to be shared. 4. Develop and manage the Marketing Committee. 5. Review marketing plans for each UPB program. 6. Oversee and assist the following positions in their duties: i. Social Media Marketing Chairperson ii. Graphic Design Chairperson iii. Public Relations Chairperson 7. Assist the Vice President with developing materials to be used when seeking donations. 8. Hold 8 office hours per week, set at the beginning of the semester. 9. Meet with the President, Vice President, other Directors and Committee Chairpersons outside of the regularly scheduled 10. Meet with Advisor(s) consistently. 11. Support committees through attendance at meetings and programs. 12. Attend Executive Board, General Board, Full Board, Election, Program Proposal and special 13. Sign and follow confidentiality agreement. 14. Complete other duties as assigned. F. Director of Membership Development: 1. Coordinate all recruitment efforts for UPB membership. 2. Coordinate the transition of incoming General Board Members with the Vice President. 3. Coordinate General Board Retreats with the advisors. 4. Create developmental workshops and spotlights for General Board 5. Coordinate training of UPB members. 6. Coordinate the evaluation process of UPB members. 7. Coordinate the UPB election process and documents related to application for positions. 8. Coordinate the Passing of the Gavel ceremony/event. 9. Maintain all membership documents. 10. Coordinate internal UPB social events. 11. Establish and maintain UPB alumni relations. 12. Hold 8 office hours per week, set at the beginning of the semester. 13. Meet with the President, Vice President, other Directors and Committee Chairpersons outside of the regularly scheduled 14. Meet with Advisor(s) consistently. 15. Support committees through attendance at meetings and programs. 16. Attend Executive Board, General Board, Full Board, Election, Program Proposal and special 17. Sign and follow confidentiality agreement. 18. Complete other duties as assigned. 5

6 Article IX: Programming Committee Chairpersons Position Responsibilities A. Chair their respective committee B. Serve as a voting member of the General Board. C. Select, plan, promote, implement, and assess activities relating to their committee. D. Meet with Advisor(s) consistently. E. Maintain a record of program expenses. F. Submit and present all committee program proposals to the General Board. G. Hold 5 office hours, set at the beginning of the semester. H. Attend General Board, Full Board, Election, Program Proposal and special I. Transition incoming committee chairpersons after completed term. J. Coordinate on going committee assessment. K. Sign and follow confidentiality agreement. L. Complete other duties as assigned. Article X: Marketing Chairperson Position Responsibilities A. Marketing Chairpersons shall include: 1. Graphic Design Chairperson 2. Social Media Marketing Chairperson 3. Public Relations Chairperson B. Serve as a voting member of the General Board. C. Meet with the Marketing Committee on a consistent basis. D. Chair meetings for the development and review of program marketing as needed. 1. Graphic Design committee will meet consistently independent of the Marketing Committee. E. Meet with the Director of Marketing and Promotion consistently. F. Establish and maintain relationships with campus and media outlets. G. Meet with Advisor(s) consistently. H. Hold 5 office hours, set at the beginning of the semester. I. Attend General Board, Full Board, Election, Program Proposal and special J. Transition incoming committee chair after completed term. K. Coordinate on going committee assessment. L. Sign and follow confidentiality agreement. M. Complete other duties as assigned. Article XI: Full Board Member Responsibilities A. Sign and follow confidentiality agreement. B. Attend meetings regularly C. Actively participate in committee functions. Article XII: Election Process A. Executive Board: 1. Applications shall be available to the entire student body. 2. The President shall determine the application timeline with approval from the Executive Board. 3. All parties interested in a UPB Executive Board position must submit an application for that respective position to the President by the marketed deadline. 4. Interviews for an Executive Board position shall be conducted by the General Board. 5. Executive Board applicants shall not vote for any position(s) they are applying for. 6. If a General Board committee chair is applying for an Executive Board position, they may have a representative from their committee cote on the committee s behalf. 7. After all applicants have interviewed for each position, the General Board will discuss and vote. 6

7 8. Each application shall be viewed independently. 9. The President shall inform the applicants about voting results after all Executive Board interviews are conducted. 10. If an applicant is the best candidate for multiple positions, it shall be at their discretion to choose the position they accept. 11. After elections have occurred, any vacant positions shall undergo an additional election process conducted by the General Board. B. Committee Chair: 1. Applications shall be available to the entire student body. 2. The President shall determine the application timeline with approval from the Executive Board. 3. Committee Chair applicants shall not vote for any position(s) they are applying for. 4. Interviews for an Executive Board position shall be conducted by the General Board. 5. If a General Board committee chair is applying for a position, they may have a representative from their committee vote on the committee s behalf. 6. After all applicants have interviewed for each position, the General Board will discuss and vote. 7. Each application shall be viewed independently. 8. The President shall inform the applicants about voting results after all interviews are conducted. 9. If an applicant is the best candidate for multiple positions, it shall be at their discretion to choose the position they accept. 10. After elections have occurred, any vacant positions shall undergo an additional election process conducted by the General Board. Article XIII: Filling Vacancies A. The position of the Presidency shall be filled in the following order: 1. Vice President 2. Director of Membership Development 3. Director of Finance 4. Director of Operations 5. Director of Marketing and Promotions B. Vice President and Director duties shall be delegated amongst the Executive Board by the President until a new Vice President or Director is elected. C. The election process shall be initiated no later than three weeks after the resignation of the Vice President or Director. D. Committee Chairperson positions shall be filled by an interim chairperson appointed by the President, until a new Chairperson is elected. E. The election process shall be initiated no later than three weeks after the resignation of the committee Chairperson. Article XIV: By Laws By Laws will be established to aid in the operation of the UPB: A. To be established, By Laws will require a majority vote of the General Board. B. To be amended, By Laws will require a majority vote of the General Board. C. By Laws must be established or amended at a meeting of the General Board. D. All By Laws are public record. Article XV: Amendments A. All amendments to this constitution shall be submitted to the UPB President prior to the General Board meeting at which the amendment will be discussed. 7

8 B. Any member of the UPB may propose an amendment by submitting the amendment in writing to the UPB President. C. A two thirds vote of the General Board is needed to approve the amendment. D. Any amendment approved under this article shall become effective at the time cited when the amendment is presented to the UPB. Article XVI: Ratification A. The President shall appoint an ad hoc committee to assess the current constitution within three years. B. Ratification of a Constitution will take place as follows: 1. This Constitution will be presented to the General Board. 2. The General Board will have no more than two regular meetings to vote on approval. 3. A two thirds vote is required to ratify this new Constitution. 8