Constitution of the
San Jose State University
Table of Contents Article I. Identity – Page 3 Article II. Purpose – Page 3 Article III. Affiliation – Page 3 Article IV. Executive Branch – Page 4 Article V. Legislative Branch – Page 8 Article VI. RHA Judicial Branch – Page 9 Article VII. Impeachment and Vacancies – Page 10 Article VIII. Elections – Page 11 Article IX. Meetings – Page 13 Article X. Committees – Page 14 Article XI. Records – Page 15 Article XII. Awards – Page 15 Article XIII. Dues – Page 17 Article XIV. Allocation of Funds – Page 17 Article XV. Amendments – Page 18
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RHA Constitution Last Update: 10/06/2015 We, the resident students of San Jose State University, in order to form a more united community and promote the educational goals of the University, through leadership opportunities and innovative programming do ordain and establish this constitution for the Residence Hall Association. Article I. Identity Section 1. Name of Organization a. The name of this Organization will be Residence Hall Association (RHA, the Organization, herein) Section 2. Mission Statement a. RHA is the voice of all residents in important affairs and seeks to provide the residents of San Jose State University with social programming and recreational activities. Section 3. Membership a. All students residing in the San Jose State residence halls are considered a member of the Organization. Section 4. Logo a. The official logo for the Organization will be the following:
Section 5. Colors a. The official colors of the Organization will be black, white, navy blue, and gold. Article II. Purpose Section 1. Representation a. The purpose of this RHA is to represent the residents of the University on all matters concerning the housing community. Section 2. Programming a. The Organization will act as the central programming body to coordinate events that will include all halls. Section 3. Leadership Opportunities a. The Organization will provide leadership opportunities for personal and professional growth. Section 4. Funding a. The Organization will seek to provide funding for member Hall Governments in their pursuit for community development. Article III. Affiliation Section 1. Associated Students a. The Organization will maintain a working relationship with the Associated Students of San Jose State University (University, herein).
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Section 2. a.
Section 3. a.
Section 4. a.
Section 5. a.
Section 6. a. b. c.
i. The relationship will be maintained by the President of the Organization ii. Monetary matters will be handled by the Vice President of Finance through Associated Students Business Office iii. The President of the Organization shall maintain the legal affiliation with Associated Students. National Association of College and University Residence Halls The Organization will maintain affiliation with the National Association of College and University Residence Halls (NACURH, herein). i. The Vice President of Communications of the Organization National Communications Coordinator will maintain the legal affiliation with NACURH. Pacific Affiliate of College and University Residence Halls The Organization will maintain affiliation with the Pacific Affiliate of College and University Residence Halls (PACURH, herein) i. The Vice President of Communications of the Organization National Communications Coordinator will maintain the legal affiliation with PACURH. National Residence Hall Honorary The Organization shall be closely affiliated with the National Residence Hall Honorary (NRHH, herein) i. The President of the San Jose State Chapter of NRHH has the opportunity to serve as an ExOfficio member of the RHA Board. ii. The relationship will be maintained by the Presidents of each Organization. San Jose State University Housing Service University Housing Services (UHS, herein) will maintain an advisory role to the Organization. i. Selection of the advisor will be agreed upon by the President of the Organization Advisor candidates. ii. The final decision is not made until the Associate Director of Residence Life consults with the incoming president of the Organization. Student Involvement The Organization shall maintain affiliation with the Student Involvement office at San Jose State University. The President of the Organization will maintain legal affiliation. It is the duty of the incoming President to see that legal affiliation is attained according to the timeline provided by Student Involvement.
Article IV. Executive Branch Section 1. Executive Members a. The Executive Branch (RHA Board, herein) will consist of the following officers: i. President ii. Vice President of Student Affairs Advocacy iii. Vice President of Programming iv. Vice President of Finance v. Vice President of Administration vi. Vice President of Communications National Communications Coordinator b. All officers of this organization must be matriculated, currently enrolled students at San Jose State University (the University, herein) and reside within University Housing. “The President and Treasurer (Vice President of Finance) of this organization must maintain a minimum overall
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c. d. e.
f. g.
h.
i.
j. k.
Section 2. a. Section 3. a. Section 4. a. Section 5. a.
2.0 grade point average, must be enrolled in at least 6 units, and must be in good standing with San Jose State University during their term of office” (Student Involvement Requirement). RHA Executive Board members will be required to attend threefourths (3/4) of all Council of Resident Affairs (CRA, herein) meetings, all RHA Board meetings, and all RHA Board retreats. RHA Executive Board members may not hold any other executive position in Hall Governments during their term of office in the Organization. RHA Executive Board members may not hold other executive positions in outside Organizations. This clause may be waived with a two (2) minute discussion without the candidate present after a presentation by the candidate, then a simple majority vote. RHA Board members may not hold the following student staff positions while in office: Resident Life Coordinator, Assistant Resident Life Coordinator, and Resident Advisor. All elected and appointed officials must maintain a semester and cumulative GPA of at least 2.5. i. Should any office fail to meet the semester or cumulative GPA requirement, they must meet with their advisor to establish terms of Academic Notice. (2) ii. Should any officer’s semester or cumulative GPA fall below 2.0, no terms of Academic notice may be given, and the officer must step down. (1) iii. Should said officer wish to contest resignation, they may meet with the RHA judicial board or must immediately step down from their position. All elected and appointed officials found not complying with the qualifications noted above or if found responsible for severe violations of Housing Facility Regulations and Standards or the University Code of Conduct will not be allowed to continue in office. All RHA Board members must take at least twelve (12) units and cannot take more than eighteen (18) units per academic semester for the entirety of their term. This clause may be waived with a two (2) minute discussion without the candidate present after a presentation by the candidate, then a simple majority vote. All officers and advisors of this organization are required to complete Alcohol Education Training offered by Student Involvement. No member of this organization shall engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending this institution (California Educational Code, Title 5, Article 2, Standards for Student Conduct, Section 41301(b)(8). Individual students may be disciplined for hazing under Section 41301(b)(8)). Terms of Office Elected members of the RHA Board will serve a term of one academic year. Installation of Officers Installation of Spring elected officers shall occur during the Annual Organization Banquet, or no later than the third Wednesday of May. Noncommitted Position Any position not filled through general election is to be filled by special election no later than the third Wednesday of September. Oath of Office All elected RHA Board members must take the following oath of office to be administered by the current President of the Organization. Should the current President be reelected, the Advisor would administer the oath of office: i. “I, (state your name), do affirm that I will perform the duties of the office upon which I am about to embark, to the best of my abilities, and I will uphold and defend the Constitution of the Residence Hall Association at San Jose State University.”
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Section 6. ExOfficio Members a. ExOfficio membership shall be granted by the RHA President and will be confirmed by twothirds (2/3) vote of the CRA. Section 7. President a. The duties of the President are as follows: i. Shall act as the Chief Executive Officer of the Organization as a supervisory role. ii. Shall be the official representative of RHA and serve as the official delegate 1. This includes: UHS, Associated Students, Hall Government Advisors, Student Involvement, NRHH, and the campus Community. iii. Shall serve as the Chairperson of all RHA CRA meetings. iv. Shall serve as the Chairperson of the Constitution Review Board. v. Shall serve as the Chairperson of the President’s Council. vi. Shall be responsible for the execution of all legislation including the coordination of the Organization committee system. vii. Shall have the power to call special elections. viii. Shall have the power to appoint committees as necessary with the approval of the Organization majority vote. ix. Shall coordinate all community outreach for the organization. x. Shall officially affiliate the organization according to the timeline provided by Student Involvement. xi. Shall coordinate all leadership development activities, including an annual retreat. xii. Shall have the power to call emergency meetings, providing 24hour notice to all members of the CRA, and/or RHA board. xiii. Shall have the power to implement Executive Orders. xiv. Shall cosign for RHA funds as needed . xv. Shall only vote in the case of a tie. xvi. Shall attend NRHH Chapter meetings as a means of staying in communication with the Organization. xvii. Shall attend President’s meetings with the NRHH President two times per month to determine how the organization will work together throughout the academic year. xviii. Shall meet with the Director of Housing 23 times per semester. xix. Shall attend the annual NACURH Conference. xx. Shall perform other duties as necessary for RHA. Section 8. Vice President of Student Advocacy a. The duties of the Vice President of Student Advocacy are as follows: i. Shall assume the role of the President in the event of their resignation. ii. Shall assume the duties of the President in their absence. iii. Shall serve as the Chief Justice of the Organization’s RHA Judicial Branch. iv. Shall serve as the Chairperson of the Housing Advisory Panel. v. Shall be responsible for all diversity and advocacy programming for the Organization ( at least 3 per semester ). vi. Shall coordinate and administer the annual Executive Board election process. vii. Shall coordinate and administer the annual Hall Government election process. viii. Shall serve as a member of the UHS Diversity Committee. ix. Shall organize the Organization’s Town Hall Meetings with UHS, one per semester. x. Shall attend the annual NACURH Conference. xi. Shall perform other duties as necessary for RHA.
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Section 9. Vice President of Programming a. The duties of the Vice President of Programming are as follows: i. Shall be responsible for all social and educational programming aspects of the Organization (at least one program per month). ii. Shall serve as the chairperson of the Programming Board and oversee all advertising efforts as needed for programming. iii. Shall facilitate all social media platforms. iv. Shall work with the Vice President of Administration in producing and distributing the Central Programming Calendar each academic month. v. Shall network with other schools, departments, and organizations to bring new and improved programming ideas. vi. Shall attend the annual NACURH Conference. vii. Shall perform other duties as necessary for RHA. Section 10. Vice President of Finance a. The duties of the Vice President of Finance are as follows: i. Shall present the annual budget to be approved by twothirds (2/3) vote of CRA , no later than the first Wednesday of October. ii. Shall report the balance of accounts at each CRA meeting with a line item list of spending. iii. Shall maintain all records of accounts. iv. Shall chair the Finance Committee. v. Shall act as liaison for the accounts. vi. Shall cosign for Organization funds. vii. Shall submit funding request forms within three (3) days of receipt. viii. Shall coordinate all established fundraising activities (Linens program, Welcome Care Packages, and Final Care Packages). ix. In collaboration with the Finance Committee, shall coordinate all fundraising activities as needed. x. Shall organize the annual scholarship and award selection process for the Organization. xi. Shall attend the annual NACURH Conference. xii. Shall perform other duties as necessary for RHA. Section 11. Vice President of Administration a. The duties of the Vice President of Administration are as follows: i. Shall maintain all records of the Organization. ii. Shall be responsible for all minutes and memorandums. iii. Shall maintain a record of the Organization’s membership roster and disseminate it to all members of the organization. iv. Shall receive and respond to all official correspondence. v. Shall be responsible for maintaining communications between the halls by means of distributing a newsletter and minutes. vi. Shall be responsible for developing a programming theme for the Administration Committee and program for the Organization (at least once per month). vii. Shall facilitate the upkeep of the Organization’s website. 1. The RHA Executive Board shall have the discretion to pay a third party to maintain the website in consultation with advisors. viii. Shall chair the Administration Committee. ix. Shall act as the Organization’s office manager.
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Section 12. a.
Section 13. a.
Section 14. a.
b.
x. Shall coordinate the Annual Organization Banquet with the assistance of the Administration Committee (and the Programming Board as needed) . xi. Shall work with the Vice President of Programming in producing and distributing the Central Programming Calendar each academic month. xii. Shall serve as the appointed person in charge of all marketing efforts. xiii. Shall serve as the Alumni Relations Coordinator for the Organization. xiv. Shall attend the annual NACURH Conference. xv. Shall perform other duties as necessary for RHA. National Communications Coordinator The duties of the National Communications Coordinator are as follows: i. Shall serve as the National Communications Coordinator (NCC, herein) at all NACURH conferences. ii. Shall be the Organization’s liaison and representative to NACURH and PACURH. iii. Shall maintain all correspondence between member schools. iv. Shall be responsible for education regarding NACURH services and resources. v. Shall be responsible for the submission of bids to the annual PACURH, No Frills conference, and the annual NACURH Conference given the timeline provided by the Regional Board of Directors (RBD) and the National Board of Directors (NBD). vi. Shall be responsible for all community service programming aspects of the Organization (at least one program per month). vii. Shall prepare an annual report for the National Information Center (NIC). viii. Shall be responsible for maintaining membership status to NACURH and PACURH. ix. Shall serve as Chairperson for the Bidding Committee. x. Shall be responsible for putting on community service programs for the purpose of support for the philanthropy projects chosen by the PACURH, No Frills, and NACURH conference host schools to cover community service programming for the organization. xi. Shall be responsible for hosting both PACURH and NACURH week to cover aspects of networking with NACURH member schools and SJSU . xii. Shall attend the annual NACURH Conference. xiii. xiv. Shall perform other duties as necessary for RHA. National Communications Coordinator InTraining The duties of the National Communications Coordinator InTraining InTraining are as follows: i. Shall serve as the National Communications Coordinator InTraining (NCCIT) for the remainder of the year by attending No Frills conference and NACURH conferences. ii. Shall follow all expectations and requirements of a conference delegate. iii. Shall work with the current NCC to finalize bids for No Frills and NACURH conferences. iv. Shall shadow the current NCC . v. Shall attend any training sessions and executive board meetings as identified by the NCC . RHA Advisor(s) The organization must have a University Advisor. This person must hold at least a Bachelor's degree and be employed as a staff member in UHS. A Graduate Student/Intern may assume the advisor role. The advisors shall provide a monthly report of number of residents in each building to the Organization.
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c. The advisors shall provide terms of the Executive Board contract and agreement, and Academic Notice to all Executive Board members when needed. d. The advisor shall be a nonvoting member of the organization. Section 15. RHA Stipend a. Each year, the RHA President shall petition the Director of University Housing Services for the department’s funding of the RHA Executive Board Stipend. b. Should UHS not be able to provide funding for the RHA Executive Board stipend, RHA shall create a line item in its annual budget called “Executive Board Stipend.” c. RHA shall budget a total of $3,900 as a stipend for its Executive Board to be allocated accordingly: $65/month for all positions. d. The stipend shall be paid on a semester basis through the organization’s advisor. e. The stipend may be rescinded for any month should the Advisor believe that the Executive Board member has not fulfilled the duties of their position. Article V. Legislative Branch Section 1. Equal Rights and Representation a. Membership in the organization will not be denied to anyone on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. The prohibition of discrimination on the basis of gender does not apply to social fraternities or sororities or to other university living groups. (Title 5, California Code of Regulations, Section 41500). b. Representation of each building shall be based on total occupancy of that hall. c. Each Hall Government representative will represent one hundred (100) residents based on the number of bed spaces occupied for use in that semester. i. In the event of an uneven number, amount of representatives shall be chosen rounding the number of residents up. d. The Hall Governments will be as follows: i. Bricks Hall Government ii. Joe West Hall Government iii. Campus Village Building C (CVC) Hall Government iv. Campus Village Apartments Hall Government Section 2. General Members a. All students living in University Housing, who have paid an activity fee, are members of the Organization. b. All members have the right to be represented by Government legislators. c. All RHA sponsored events or programs are open to all members, including RHA CRA meetings. d. All members have the right to petition their grievances to the RHA Judicial Branch for consideration and possible resolution. Section 3. Voting Rights a. Voting membership is restricted to matriculated, currently enrolled students at San Jose State University. b. Voting members are determined at the beginning of each regularly scheduled RHA CRA meeting. Each hall will determine their own voting members from their own halls. c. Voting members will be granted full voting rights. d. RHA Executive Board Members will only vote in the case of a tie. Section 4. Quorum
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a. A voting quorum shall be established when there is at least twothirds (2/3) of the entire legislative branch. i. Voting may not occur if there is less than twothirds (2/3) of the entire legislative branch. b. The quorum shall be determined upon the population of residents. c. At full capacity, a minimum of twentysix (26) residents is required to establish quorum. i. Each Hall Government is responsible for submitting attendance of each CRA meeting to the Vice President of Administration of the Organization. ii. Professional and student staff members cannot be members of CRA. Section 5. Responsibilities a. The responsibilities of the Organization CRA members are as follows: i. Shall sit on one (1) committee per semester. ii. Shall attend biweekly CRA meetings and weekly Hall Government meetings. iii. Shall relay pertinent information between the Organization and individual Hall Governments. Section 6. Attendance a. RHA will withdraw support (monetary or otherwise) from a Hall Government in the circumstances that said hall fails to provide the minimum number of required representatives for two (2) consecutive CRA meetings. i. The following must be the provided minimum number of representatives: 1. Bricks Hall Government (5) 2. Joe West Hall Government (4) 3. Campus Village Building C (CVC) Hall Government (4) 4. Campus Village Apartments Hall Government (9) b. Under RHA, all Hall Government members will be required to attend threefourths (3/4) of all committee meetings, leadership development retreats, and CRA meetings, as well as not miss two (2) consecutive committee meetings. i. Should Hall Government members fail to do so, positional evaluation will be held with the Hall Government advisor and corresponding RHA Executive Board member. c. A Hall Government or Hall Government member that has lost support may petition CRA for reinstatement. A majority vote is required to reinstate a Hall Government or Hall Government member. d. Attendance will be calculated and maintained by the Vice President of Administration of the Organization. Article VI. RHA Judicial Branch Section 1. General Characteristics a. The RHA Judicial Branch will hear all grievances lodged against the Organization or any member of the Organization concerning matters including this Constitution. b. The RHA Judicial Branch will review and interpret the Constitution, seek and review amendments, and make recommendations to CRA for adoption. Section 2. Members a. The Vice President of Student Affairs Advocacy shall serve as the Chief Justice of the RHA Judicial Branch. i. In the event that any incident involves the VP of Student Affairs Advocacy , the President shall make an appointment of a new Chief Justice.
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b. The members of the RHA Judicial Branch will be the Chief Justice of the Organization, an Advisor, two (2) representatives from each Hall Government, and may include the RHA Executive Board. c. All members are voting members except for the RHA Executive Board. The Chief Justice will only vote in the case of a tie. d. It is the responsibility of the Chief Justice to notify the President of each Hall Government to recruit representatives for this committee. Section 3. Responsibilities a. The RHA Judicial Branch will recommend sanctions to CRA or other actions consistent with its findings in hearings. Section 4. Jurisdiction a. The RHA Judicial Branch has original jurisdiction in all cases where the accusation is clearly in violation of the Organization’s Constitution. Any Hall Government may request that the Constitution Review Board conduct hearings on matters concerning Hall Government Constitutions. Section 5. Powers a. The RHA Judicial Branch has the authority to request that all parties involved attend a hearing to review any and all accusations. If the accusation is against the Organization, then the RHA Judicial branch will hear the argument. Section 6. Procedures a. The RHA Judicial Branch shall meet with all parties involved to hear arguments and then render a recommendation, which will be presented to CRA for a majority vote. Article VII. Impeachments and Vacancies Section 1. Impeachment a. Impeachment of an RHA Board member requires the following: i. A one page petition must be submitted to the advisor of the organization three (3) business days prior to a regularly scheduled CRA meeting which would include a list of reasons why the said person is being impeached, along with signatures from a representative of each Hall Government’s Executive Board (In the event that the petitioner is a Hall Government Officer, they cannot sign the petition as the representative of their respective Hall Government). ii. The officer in question will have the opportunity to address the petition at hand at the next scheduled CRA meeting. iii. CRA will hear all contents of the petition and vote on the impeachment at the Organization’s next scheduled meeting. iv. CRA will vote on the impeachment at the Organization’s same CRA meeting when the impeachment is presented. v. Twothirds (2/3) closed ballot vote of quorum is required to impeach a Board member. Section 2. Vacancies a. If an RHA Board position is to become vacant, the RHA Board shall seek to replace the position by either appointment or special election. i. In the event of a special election, all candidates must be members of the Organization. ii. In the event of an appointment by the President of the Organization, the appointment must be approved by CRA by a twothirds (2/3) vote. b. All persons who are appointed, or elected, into a vacant position shall serve the remainder of the term.
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Article VIII. Elections Section 1. Election Timeline a. Elections for RHA Board positions will be completed no later than the third week of April of the current academic year. b. Election for RHA Vice President of Communications National Communications Coordinator will be completed no later than the last CRA of Fall semester. c. The President and Vice President of Student Affairs Advocacy are responsible for devising an appropriate timeline for elections and the entire RHA Executive Board is responsible for informing residents of the timeline and processes involved. Section 2. Candidate Eligibility a. All Candidates must be a matriculating San Jose State University student. b. All candidates must have a 2.50 semester and cumulative GPA when their term begins. This requirement may NOT be waived by CRA. c. All candidates must be in good judicial standing with UHS and San Jose State University at the time of their election. d. All candidates must supply one (1) letter of recommendation. e. All candidates must maintain these eligibility requirements throughout their term in office. Section 3. Reelection a. Officers may run for reelection if the candidate eligibility requirements are satisfied. b. In the event that a current officer runs for reelection to the executive board, said officer must report his/her decision to the board prior to bid submission and be removed accordingly from the election process. Section 4. Nominations a. Nominations for candidacy must be made and seconded by a CRA member during a regularly scheduled CRA meeting. Nominations must be reflected in the minutes. b. Nominee must accept nominations at the time of nomination, unless given a specific time frame of when nominations will be either accepted or declined. Section 5. Written Bids a. Persons nominated, running for office, or appointed applicants must prepare a written bid (by date determined by the RHA Vice President of Student Affairs Advocacy ) statement declaring their reasons for desiring the position they are running for and their goals for the upcoming year. b. The bid shall be no longer than 8 (eight) pages (a page defined as 1012 size type and a page with print). c. At least 1 (one) letter of recommendation d. Five (5) copies of the candidate bid shall be due at the CRA meeting prior to the elections. Bids not submitted by the deadline will not be considered. e. Candidates must submit the bid to the Organization’s Advisor by the predetermined election timeline. The advisor will confirm that candidates meet bid, academic, and judicial standing requirements. The bid will then be sent out electronically to all voting members of CRA by the Vice President of Administration to be one week prior to the said election. f. It is the responsibility of all voting members of CRA to have read the bid and reviewed this Constitution to make an appropriate and informed vote. g. Candidates should include a list of time commitments that would affect his/her ability and accessibility. Section 6. Election Procedures
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a. The current RHA Executive Board is responsible for advertising election dates and requirements at least 3 weeks before election date. b. No campaigning or bribery of RHA voting members is permitted. c. At least four (4) members of the Executive Board and the Advisor must be present to conduct elections. Of the four (4) present Executive Board members, the President of Vice President of Student Affairs Advocacy must be present. d. Nominations must be stated in the minutes. e. There must be an explanation of protocol prior to nominations. f. Presentation time: speech of five (5) minutes, question and answer of five (5) minutes and discussion of five (5) minutes. i. Five (5) minute presentation cannot be extended in time. g. Each voting member votes for only one (1) candidate in each position. h. The vote must be done by secret ballot. i. The vote must be done by single transferable vote. j. If the candidate does not get elected to the office they are bidding for, the candidate shall have the option of bidding down rebidding to the next any position not yet elected only once . i. Rebidding... k. Order of elections shall be as follows: i. Vice President of Communications ii. President iii. Vice President of Student Affairs iv. Vice President of Finance v. Vice President of Programming vi. Vice President of Administration Section 7. Majority a. Election of the Executive Board shall require a majority of votes cast in by those voting members present. Section 8. Failure of Majority a. Should there fail to be a majority for a candidate on the first ballot, a second ballot shall be called from which the candidate polling the lowest vote shall be dropped. b. Should the second ballot fail to produce a majority vote for any candidate, subsequent ballots shall be called until a majority vote is secured. Should a tie occur in the low vote, neither candidate shall be dropped from the subsequent ballot, but should there remain a tie on the next ballot, both names shall be dropped in subsequent balloting. Section 9. Roll Call Vote a. All voting must be done by secret ballot. b. All voting must be done by single transferable vote. Section 10. Elected Officers a. The newly elected officers shall take office at the time of their induction during the End of the Year banquet and serve a term of one academic year. b. Each elected officer must attend at least one Executive Board meeting before the semester they will be holding office. i. The incoming President shall chair at least one CRA. ii. The incoming Vice President of Student Affairs Advocacy shall help the previous Vice President of Student Affairs Advocacy with at least one HAP program. iii. The incoming Vice President of Programming shall help the previous Vice President of Programming with one largescale program.
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Section 11. a. Section 12. a. b.
Section 13. a.
b. c. d.
iv. The incoming Vice President of Finance shall assist the previous Vice President of Finance with Care Packages. v. The incoming Vice President of Administration must write at least one article for the RHA Newsletter. vi. The incoming Vice President of Communications shall help the previous Vice President of Communications National Communications Coordinator with the NACURH Conference Committee and responsibilities. Special Elections The Executive Board will designate the timeline for special elections for midterm vacancies. Installation of Officers Installation of newly elected officers shall take place at the End of the Year Banquet. Each newly elected RHA Board member shall recite the following oath of office: i. “I, (state your name), do affirm that I will perform the duties of the office upon which I am about to embark, to the best of my abilities, and I will uphold and defend the Constitution of the Residence Hall Association of San Jose State University.” Officer Transition The RHA Board shall be responsible for transitioning all elected positions before the end of the Spring semester. This transition may be reflected in a gradual shift of responsibilities from the outgoing officer to the incoming officer. Each outgoing officer is required to facilitate a transitioning process to familiarize the new officer with his/her position at least one (1) month prior to the new officer taking office. The outgoing officer shall give a wrap up report of work conducted within that position for the previous year. Each outgoing officer shall turn over all records, notebooks, and materials pertinent to the position to the incoming officer during transitioning.
Article IX. Meetings Section 1. Parliamentary Procedures a. The parliamentary authority for the Organization shall be Robert’s Rule of Parliamentary Procedure. Section 2. Parliamentarian a. The President shall appoint the parliamentarian no later than the second regularly scheduled CRA meeting. b. The parliamentarian shall time debates and acknowledge speakers by use of a speaker’s list. Section 3. Quorum a. Fulfillment of any meeting with the Organization, except RHA Judicial Branch meetings, will require a twothirds (2/3) representation of total voting members to establish quorum. Section 4. Agenda a. The chairperson of the committee will establish an agenda for any meeting within the Organization. b. For all RHA Board and CRA meetings, the President shall be the producer of the agenda. c. All additions to the agenda must be submitted to the President no later than 48 hours before the CRA meeting; if not, they must be added during the approval of the agenda. Section 5. Emergency Meetings a. Emergency Meetings may be called by the RHA Executive Board providing at least twentyfour (24) hour notice to CRA members. Section 6. Code of Conduct
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a. All CRA members will adhere to a code of conduct that emphasizes respect for all members and guests of CRA. b. Members and guests of CRA will not be belittled or talked down to by anyone. c. It should be left to the RHA Executive Board or the parliamentarian to manage the vocal projection of all speakers in a respectful and courteous manner. d. If a guest/member feels the RHA Code of Conduct is not being followed, the following steps should be taken to address the issue: i. In a respectful manner, address the person with your concern at the end of the CRA meeting. ii. If you feel the problem persists or the first confrontation does not go well and mediation is necessary, bring your concerns to the RHA Advisor. Article X. Committees Section 1. Standing Committees a. All standing committees of the Organization will commence functioning by the fourth week of the Fall semester and will be maintained until the last CRA meeting of the year. b. Floor Representatives are not bound to any committee. At the beginning of each year the Floor Representatives will have an opportunity to select a committee of their choice except the Finance Committee and President’s Council. c. The following committees are recognized as standing committees by RHA: i. Constitution Review Board (CRB) 1. Members shall consist of Hall Government Presidents and any other members of the Organization that wish to attend. The CRB will be chaired by the RHA President. 2. Responsibilities consist of assisting in the revision of this Constitution and presenting revisions and rationale to the RHA CRA for voting. 3. CRB will meet at least once per semester. ii. President’s Council 1. Members shall consist of all Hall Government Presidents. The RHA President shall chair the President’s Council. 2. Responsibilities consist of attending bimonthly meetings; discussion on the development of HGs and RHA; and planning at least two active programs each semester (programs shall be large scale, social, and interbuilding collaborative) for the housing community and RHA members. iii. Administrative Committee 1. Members shall consist of Hall Government Secretaries. The RHA Vice President of Administration shall chair the Administrative Committee. 2. Responsibilities consist of creating a monthly newslette r , promoting sustainability awareness, and monthly programming to address community needs. iv. Housing Advisory Panel (HAP) 1. Members shall consist of Hall Government Vice Presidents. The RHA Vice President of Student Advocacy shall chair the HAP. 2. Responsibilities consist of facilitating town hall meetings (1 per semester), bimonthly HAP meetings, and must choose a programming theme to address for the semester. v. Programming Board
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Section 2. a. b. Section 3. a. b.
1. Members shall consist of Hall Government Publicity Officers and Historians Floor Representatives . The RHA Vice President of Programming shall chair the Programming Board. 2. The Programming Board shall be divided into the following two subcommittees: a. Social Programming SubCommittee i. The Programming SubCommittee shall be responsible for planning social and educational programs (1 each per month) b. Educational Programming Historian SubCommittee i. The Historian SubCommittee and members shall be responsible for collecting, organizing, and publishing an annual yearbook for RHA and Hall Governments. ii. The Historian SubCommittee and members are responsible for all social media efforts (including the creation and posting of items) on an as needed basis. vi. Finance Committee 1. Members shall consist of Hall Government Treasurers. The Vice President of Finance shall chair the Finance Committee. 2. Responsibilities consist of reviewing RHA money requests, making recommendations to the RHA CRA for requests over $500.01, and planning all fundraising activities as needed. vii. Bidding Committee 1. Members shall consist of Hall Government members (at least one per Hall Government), Executive Board members, Resident Assistants, and NRHH members. The National Communication Coordinator shall chair the Committee. 2. Responsibilities consist of assisting the NCC in writing bids to be submitted regionally and nationally, preparing conference delegations as needed. 3. The committee members shall be responsible for choosing Bids to be submitted at the No Frills Conference as outlined in the PACURH and NACURH Constitutions. viii. Programming themes include, but are not limited to: 1. Diversity 2. Sustainability 3. Environmental Awareness 4. Social Justice 5. Mental and Physical Health ix. Programming themes not listed can be decided upon by a committee and approved by the President of the Organization. x. These committees will be allocated funds at CRA’s discretion. Ad Hoc Committees Ad hoc committees will be formed by the President on an asneeded basis. The RHA President will appoint the chairperson for ad hoc committees. Reporting Procedures All committees will report directly to the CRA at the designated time in the agenda of regularly scheduled CRA meetings. Committee Chairs are required to monitor and provide an updated attendance list to the RHA Vice President of Administration.
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Article XI. Records Section 1. Minutes a. The Vice President of Administration of the Organization will maintain minutes on all proceedings of CRA meetings and RHA Board meetings. b. The minutes must be approved by the majority of the meeting participants at the following meeting. c. Meeting minutes shall be published via the RHA website upon approval. Section 2. Agendas a. The Vice President of Administration will keep agendas on file. Section 3. Membership Roster a. The Vice President of Administration will maintain a list of all active representatives and will produce and distribute a contact list of all members and hall officers who give consent to the distribution of their contact information. Article XII. Awards Section 1. End of the Year Awards a. Overall Award Information i. Nominations for the RHA End of the Year awards can be submitted by anyone that lives and/or works in housing. Additionally individuals that have been affiliated with RHA/NRHH/HG may also submit nominations. ii. All Awards shall be presented at The Spartas Section 2. Awards a. Title of Award: Hall of the Year i. Purpose of Award: To honor the residence hall (for the specific academic year defined as June to May) that has gone above and beyond in their overall community development related to programming, civic outreach, leadership development, and RHA/NRHH Contributions. The recipient should have all entities of its community (Professional, staff, RA staff, Hall Government and residents) participate in events, programs or initiatives that promote the above items. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. b. Title of Award: Hall Government of the Year i. Purpose of Award: To honor the Hall Government (for the specific academic year defined as June to May) that has gone above and beyond in their overall community development related to programming, civic outreach, leadership development, and RHA/NRHH contributions. The recipient should have members of its Hall Government actively participate in events, programs or initiatives that promote the above items. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA
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Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. c. Title: RA of the Year i. Purpose of Award: To honor a Resident Advisor (for the specific academic year defined as June to May) who has exemplified excellent service to RHA, NRHH, Hall Government and the overall housing community by performing above and beyond in their responsibilities. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. d. Title: Hall Government Program of the Year i. Purpose of Award: To honor the best overall program of the year (for the specific academic year defined as June to May) presented by a Hall Government. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. e. Title: Hall Government Executive Board Member of the Year i. Purpose of Award: To honor a Hall Government Executive Board member (for the specific academic year defined as June to May) who has exemplified excellent service to RHA, NRHH, Hall Government and the overall housing community by performing above and beyond in their responsibilities. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. f. Title: Hall Government Advisor of the Year i. Purpose of Award: To honor a Hall Government Advisor (for the specific academic year defined as June to May) who has exemplified excellent service to RHA, NRHH, Hall Government and the overall housing community by performing above and beyond in their responsibilities.
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ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. g. Title: RA Program of the Year i. Purpose of Award: To honor the best overall program of the year (for the specific academic year defined as June to May) presented by a Resident Advisor. ii. Selection: The President or designee will solicit nominations at the end of the academic year using the Awards Nomination Form. The RHA Executive Board will decide on the recipient based on overall nomination. The nomination must include a description of all activities pertaining to the purpose. iii. Award: The recipient of this award will receive a plaque or other form of award determined by the Executive Board. Article XIII. Dues Section 1. Activity Fee a. Payment of an activity fee by residents will be the basis for funding the Organization. b. The activity fee is included in fees due to UHS. Section 2. Payments a. No additional dues, fees, or any other form of payment will be required of residents to maintain membership status. Article XIV. Allocation of Funds Section 1. Requesting Funds a. All persons requesting money through the Finance Committee funds line item or through the general programming funds line item must submit their money request three (3) days prior to the Finance Committee hearings (which will be determined by the Finance Committee and publicized) on the required forms. b. RHA shall place a minimum of ten (10) percent of the dispersed activity fee into the Finance Committee funds line item each semester. c. Approval of funds by both the Finance Committee and CRA is determined by a twothirds (2/3) vote. d. The Finance Committee will meet with all persons requesting money from the Finance Committee funds and programming funds line items. e. Should the requesting funds be $500 or less, the Finance Committee shall have the power to approve or deny the request. f. Should the requesting funds be $500.01 or more, the requesting party will present to the Finance Committee and the committee will then make a recommendation that will be brought to CRA. The Vice President of Finance or designee will present the Finance Committee’s recommendation and reasoning and the requesting party may be present at CRA for additional questioning.
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Section 2.
Section 3.
g. When the Finance Committee and/or CRA approve a request, the chairperson of the Finance Committee and the representative requesting funds shall complete a Program Funding Agreement form. h. The Vice President of Finance may request additional forms to be filed upon approval of requisition of funds. Rollover Funds a. At the end of every year each Hall Government will be able to keep up to $1000.00, but no less than $300.00 in their account for the following year. b. All remaining funds over $1000.00 will be transferred to the RHA budget. i. The rollover balance shall be used by the Hall Government Advisors for recruitment purposes and other identified community needs at the beginning of the year. ii. At the end of every year each Hall Government will keep a The Legacy Fund is established to provide additional source of funding for the Organization’s goals. c. A five (5) percent sum of the total budget will be allocated for the Legacy Fund each year. d. Twenty (20) percent of the Legacy Fund’s total value may be withdrawn per academic year for any of the following: i. Grants and Scholarships ii. Diversity Awareness Programming iii. Cross Cultural Programming iv. Substance Abuse Awareness Programming v. Wellness Programming vi. Community Programming e. The RHA Board may deem other needs appropriate for use of the Legacy Fund with a twothirds (2/3) vote. Scholarships a. There shall be four scholarships awarded annually by the RHA executive board. b. With the exception of program of the year, RAs and RHA executive members are ineligible for receiving scholarships. c. Scholarship forms are to be distributed and collected by the Vice President of Finance. d. Each scholarship will be $250 dollars in value. e. The scholarships are to be the following: i. Elected official of the year award shall be granted to the hall government member who has shown exemplary leadership throughout the year. ii. Non elected resident of the year award shall be granted to any resident who was not elected to a position who has demonstrated exemplary leadership and development. iii. Hit the Ground Running award shall be granted to the first year student who has shown phenomenal leadership the entire year. iv. RHAll Star award shall be granted to whoever has shown the most involvement with RHA, Residential Life, and their Residential Hall community throughout the year.
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Article XV. Amendments Section 1. Requirements a. Any amendments to this Constitution must be presented to the Constitution Review Board in a written proposal, if author is not present. b. The Constitution Review Board will present the amendment at a regularly scheduled quorum meeting for approval. Section 2. Enactment a. The enactment of the proposed amendment will require a twothirds (2/3) vote by quorum. Section 3. Procedures a. Upon disapproval of the amendment, the Constitution Review Board shall reconvene to discuss concerns with the amendment. b. The Constitution Review Board shall present the amendment to quorum again unless a motion is passed to discontinue the discussion of the amendment.
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