Constitution & By-Laws
CONSTITUTION & BY-LAWS OF THE
INDIANA UNIVERSITY OF PENNSYLVANIA
RESIDENCE HALL ASSOCIATION
Preamble
The mission of the Residence Hall Association is to encourage a sense of interest, responsibility and participation among residents; to provide social programs and foster a comfortable living environment to all residents; to facilitate education and learning opportunities in each individual residence hall; to promote the general welfare of the residence halls by acting as a forum through which residents, staff and administration may discuss matters of mutual concern. The association strives to accomplish all intentions of their mission to all of our members of Indiana University of Pennsylvania’s Residence Hall Association.
Article I
Section 1. Name
The name of this organization shall be the Indiana University of Pennsylvania Residence Hall Association, hereinafter referred to as RHA.
The RHA has sub-divisions for each residence hall on campus which shall be named the Indiana University of Pennsylvania Residence Hall Council, hereinafter referred to as RHC.
Section 2. Affiliation
As an affiliate of the Central Atlantic Affiliate of the National Association of College and University Residence Halls, Inc. (NACURH), RHA will operate in accordance with the articles of incorporation and the NACURH by-laws.
Article II
Section 1. Purpose
The purpose of this organization shall be to promote the general welfare of the students living in the residential community by providing opportunities for educational and social growth, scholastic achievement, recreational activities, and to serve as a liaison between the residents and the Office of Housing and Residence Life.
Section 2. Representation
RHA shall act as the representative on both the regional level of CAACURH and national level of NACURH on a campus wide level.
Article III
Section 1. Membership
All students of Indiana University of Pennsylvania who have applied and received acceptance to reside within a residence hall are considered a member of RHA, provided that the decision of active membership will be left up to the resident.
Voting members will consist of the RHA members within the association.
Section 2. Non-Discrimination Clause
The RHA shall not discriminate in regards to race, ethnicity, religion, creed, national origin, ancestry, gender, physical and/or mental disability, affectional or sexual orientation, lifestyle and marital status.
Article IV
Section 1. Election Code
Each Executive Board member must maintain a 2.0 overall QPA during time of election and their term in office. A one semester probationary period may be used for continuing officers. The Graduate Assistant for Training and Student Leadership or the Assistant Director of Residence Life will check grades each semester. The officer must be living within a residence hall owned or operated by IUP throughout his/her term of office.
A. The probationary period for the QPA requirement will allow the officer time to increase their QPA to the required 2.0. The officer will be given lighter duties assigned at the discretion of the executive board in order to provide adequate time to focus on academics.
Section 2. Executive Board Election Code
All positions of the Executive Board of RHA are elected once every year in the month of April. The current members of the Executive Board shall set the specific date. All persons interested in running on a ballot for a position must submit an application to the RHA Executive Board showing their intent to run for a specified position by the deadline established. All nominees must meet the specified requirements for the position of the Executive Board. Election to the Executive Board shall be done by secret ballot by members of each residence hall. No more than one vote per person. The candidate who receives the most votes shall be elected to the Executive Board position for which they were elected. Elections should be facilitated by the RHA advisors.
All poster campaigning will be done through RHA. All posters need to be submitted to RHA by the time specified and a poster with all candidates advertisements will be displayed together in the residence halls. Any posters not submitted by this deadline will not be included. Candidates will not be allowed to hang any posters on their own. No negative campaigning will be allowed.
Section 3. Executive Council Election Code
All nominees must meet the specified requirements for the positions of the Executive Council.
All positions of the Executive Council of RHC are elected once every year in the month of September. The RHA executive board shall determine this date. Any resident is able to run for office provided they have a 2.0 overall GPA during the election period. The GPA requirement shall be waived for first semester students. Each RHC is to hold elections for the positions of President, Vice-President, Secretary, Treasurer, RHA Liaison and Floor Representative(s). Should a hall be unable to fill each office, positions may be combined at the discretion of the RHC advisor. Each RHC also holds the discretion to add additional offices or positions to their Executive Council. Any changes to an RHC Executive Council will exist for the current academic year, reverting to the standard configuration at the end of each academic year.
Article V
Section 1. Executive Board
A. The RHA Executive Board shall be comprised of six officers: President, Vice President, Treasurer, Secretary, Public Relations Coordinator and National Communications Coordinator (NCC). These six board officers in this order shall construct the line of succession for this organization.
A. The RHA Executive Board shall operate within the confines of the constitution and by-laws.
A. The RHA Executive Board with the exception of the President shall be voting members of the Executive Board. The President will vote only in the case of a tie.
A. The RHA Executive Board must prepare an annual report, which is due to the Office of Housing and Residence Life and shall be placed on the Housing and Residence Life O:drive to create a legacy for the next Executive Board. Failure to do so will result in a forfeiture of their position for the coming year or will result in a poor recommendation.
A. The RHA Executive Board shall confer with the Treasurer and the Advisor as to major implications to the annual budget.
A. The RHA Executive Board must meet with the Advisor at least once per week.
A. In the case that a Community Assistant does serve on the RHA Executive Board, he/she must abstain from voting on certain issues in co-ordinance with the Office of Housing and Residence Life due to conflict of interest.
A. An RHA Executive Board officer may not represent a residence hall in RHA.
A. Each RHA Executive Board officer shall help chair at least one (1) RHA sponsored event per year.
A. Each RHA Executive Board officer shall serve a minimum of two (2) office hours per week.
A. Each RHA Executive Board officer shall at coordinate at least two ice breakers during the general body and/or executive board meetings.
A. In the absence of the Vice President all current executive board members would be responsible for carrying out the duties of the position.
A. Should a member of the Executive Board not be able to complete their term of office, the President should assume his/her duties until voting for that position may take place.
Section 2. Executive Board Officers
A. President
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that affect the RHC.
a. Presides over both Executive Board meetings and General Assembly meetings.
a. Ex-officio member of all committees.
a. Represents the RHA in all official capacities.
a. Should a member of the Executive Board not be able to complete their term of office, the President should assume his/her duties until voting for that position may take place.
a. Oversee all aspects of the organization.
a. Conduct one on one meetings with Exec members as needed.
a. Responsible for overseeing evaluations of each exec member annually.
a. Responsible for planning executive and RHA retreats upon returning to campus for the fall.
a. Must meet with the Director of Housing and Residence Life at the discretion of the current director.
A. Vice President
a. Preside over the Executive Board in the absence of the President, and assist in representing the RHA in all official and formal capacities in the absence of the President.
a. Shall work with other on-campus organizations in coordinating joint programs. Responsible for creating and implementing campus-wide events and encouraging a community atmosphere.
a. Preside over all RHA fundraising aspects such as flyers, posters, table tents, and any other material relating to fundraising.
a. Shall oversee the delivery of OCM care packages to residents.
a. Meet with RHC advisors as needed.
a. Responsible for organizing weekly ice breakers/team builders.
a. Oversee sign-in/out of RHA equipment to RHCs.
A. Treasurer
a. Prepares annually the budget for the RHA, which is distributed to all Executive Board officers including the advisor for approval every spring semester.
a. Shall be the officer through which all monetary obligations and/or decisions are referred.
a. Shall inform RHA of its financial status at each meeting to the best of his/her abilities as requested.
a. Shall notify each RHC when their funds are frozen in accordance with the attendance policy outlined in Article V, Section 1 of the by-laws.
a. Shall provide accurate account balances to all RHC’s when requested.
a. Shall provide an accurate petty cash account balance to RHA when called upon.
a. Responsible for organizing, monitoring and paying the bill for the RHA Wal-Mart card.
a. Responsible for overseeing donations to philanthropic organizations.
a. Responsible for setting up and attending weekly meetings with the Secretary for Residence Life to ensure RHA/C accounts through the office of Housing and Residence Life are up-to-date and that we can give each RHC an accurate weekly balance of their OHRL account.
A. Secretary
a. Shall record and distribute minutes of all Executive Board and General Assembly meetings for RHA to the appropriate individuals.
a. Shall be responsible for keeping attendance records at each General Assembly meeting.
a. Shall request and distribute to all Executive Board officers, the minutes for each of the RHC general meetings as requested.
a. Shall serve as the RHA Historian and shall be responsible for taking pictures, collecting newspaper clippings, and anything else that RHA accumulates and be responsible for creating a yearly scrapbook.
a. Responsible for copying and distributing agendas
a. Responsible for compiling communication logs with RHC/RHA contact information and emails
A. Public Relations Coordinator
a. Responsible for developing and up keeping RHA website. If this person does not have web skills, they are responsible for submitting hard copy changes to the IUP Web master so that the website can be updated each month.
a. Shall oversee RHC/RHA recruitment and retention.
a. Shall develop monthly newsletter informing the RHA exec board, RHC members, OHRL administration and others about the programs, services and events of IUP’s RHA chapter.
a. Responsible for up keeping RHA facebook group.
a. Shall oversee publicity for all events, activities and services sponsored by the RHA Exec board.
a. Shall serve as a resource and advisor for RHC public relation officers.
A. National Communications Coordinator (NCC)
a. Shall preside as the chairperson of all conference delegations including NACURH, CAACURH and No-Frills.
a. Shall be responsible for supplying the delegation and advisors with information related to the conference, prepare all pre-conference materials/arrangements, communicate with the conference team on IUP’s behalf and prepare delegates to attend and present for each conference.
a. Shall be responsible for conference fundraising and/or sponsorship.
a. Shall serve as the liaison between CAACURH, NACURH and IUP RHA.
a. Responsible for all local (IUP), regional and national correspondence for RHA and follow all of the regulations of CAACURH and NACURH.
a. Responsible for maintaining, organizing, and requesting all electronic Resource File Index (RFI) files from the National Information Center (NIC) and keeping an organized library on the O:drive for all RHCs to access.
a. Responsible for writing and submitting the required RFI file needed to re-affiliate IUP’s chapter with NACURH each year.
a. Responsible for informing the IUP RHA chapter of any and all NACURH awards. The NCC shall encourage the chapter to submit bids, assist them in the development of bids and serve as the liaison with NACURH for all bid submissions.
A. Advisor
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that affect the RHC.
a. Shall advise, not supervise.
a. Shall advise the association’s budget, programs, and general assembly meetings to the best of their ability.
a. Oversee all executive officers in their roles and responsibilities
a. Responsible for signing all appropriate paperwork
a. Shall assist the president in organization of retreats for both Execs and RHCs.
a. Shall conduct one-on-ones with all Executive Board officers.
a. Shall participate in all Executive Board meetings.
Section 3. Residence Hall Executive Council
A. The RHC Executive Council shall be comprised of the following officers: President, Vice President, Treasurer, Secretary, RHA Liaison, and Floor Representative(s).
A. All positions of the RHC Executive Council are elected once every year in the month of September. The current members of the RHA Executive Board shall set the specific date.
A. The RHC Executive Council shall operate within the confines of the by-laws
A. The RHC Executive Council shall provide quality programming and act as advocates for fellow residents.
Section 4. Hall Council Officers
A. President
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that affect the RHC.
a. Act as the official representative and spokesperson of their residence hall.
a. Shall be knowledgeable of and attend all events and activities that their residence hall sponsors.
a. Shall express needs, desires, wishes, and concerns of the residence hall to the Residence Director and/or RHA Executive Board.
a. Preside over RHC activities within their own building.
a. Plan and run building RHC meetings with written agenda.
a. Monitor progress of other officers on projects and duties.
a. Appoint committees and committee chairpersons.
a. Meet with advisor on a regular basis.
a. Provide support for campus RHA events.
A. Vice President
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Assume the role of the President in the case of their vacancy or absence. Shall assist President in his/her duties. Shall coordinate and be responsible for all committees.
a. Provide program updates to RHA Vice President.
a. Shall attend all RHA General Assembly meetings in the absence of the RHA Liaison.
A. Treasurer
a. Shall uphold and carry out provisions of the constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Shall maintain accurate record of financial transactions.
a. Shall maintain accurate account balances with advisor on a regular basis.
a. Shall provide financial reports upon request to the RHC and/or RHA Executive Board.
a. Shall be responsible for requesting, handling, and returning Wal-Mart cards.
A. Secretary
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Shall record and keep accurate minutes of all RHC meetings.
a. Shall distribute minutes to all officers of RHC, the Residence Director of the building and to the RHA Vice President prior to the next meeting.
a. Shall keep an accurate file of meeting minutes, reports, and other information specific to the RHC.
A. Public Relations
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Shall publicize all events and activities that their residence hall sponsors.
a. Shall organize a ‘publicity committee’ for their community
A. RHA Liaison
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Act as official representative and spokesperson of their hall to RHA.
a. Shall be knowledgeable of all events and activities that their residence hall sponsors.
a. Shall express needs, desires, wishes, and concerns of the residence hall to the residence director and/or RHA Executive Board.
A. Floor Representative
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that could affect the RHC.
a. Act as official representative and spokesperson from their floor or wing to the RHC.
a. Shall keep floor residents informed of RHC and RHA activities and events.
a. Shall be supportive of all programs and encourage floor residents to participate.
A. Advisor
a. Shall uphold and carry out provisions of the RHA constitution and by-laws.
a. Shall be knowledgeable of both University and Office of Housing and Residence Life policies that affect the RHC.
a. Shall advise, not supervise.
a. Shall assist in supervision/management of budget.
a. Oversee all executive officers in their roles and responsibilities.
a. Responsible for signing all appropriate paperwork.
Section 5. General Assembly
A. The RHA Executive Board officers shall not be voting members of the General Assembly.
A. The General Assembly meetings shall be held on a weekly basis at a specific time and location as determined by the Executive Board.
A. The General Assembly meeting will be overseen by the RHA Executive Board.
A. The General Assembly meetings shall be held to discuss current issues, promote development, and/or plan programming.
Article VI
Section 1. Line of Succession
In the event the RHA President is incapable of completing their term of office, the line of succession will be followed.
A. The line of succession will follow the order of President, Vice President, Treasurer, Secretary, Public Relations, and National Communications Coordinator (NCC) and then if need be, by order of seniority of RHC Presidents.
A. The line of succession for RHCs will be President, Vice President, Treasurer, Secretary, RHA Liaison, and Floor Representatives.
Section 2. Vacant Positions
A. Interested candidates will fill all vacant positions of the RHA Executive Board by vote of the General Assembly, within two weeks of the vacancy.
A. Appointment
a. If the election process fails to fill positions, then the RHA Executive Board may appoint positions temporarily for one semester.
A. RHC officer Vacancies
a. RHCs will follow the same process as RHA.
Article VII
Section 1. Removal from Office-Executive Board
Any member of the RHA Executive Board may be removed from office for failure to fulfill the obligations of their office. This can include but is not limited to failing to complete assigned duties, missing meetings with committee members/advisor, behavior that is inappropriate or disruptive to the mission of RHA or that of the Office of Housing and Residence Life.
In the event that an Executive Board member has violated the constitution, any of its by-laws, an IUP policy or procedure as outlined in Choices and Changes Guide to Residence Hall Living or the Student Behavior Regulations, the following levels of accountability will be applied. The steps below are NOT sequential in all cases, although the advisor, in consultation with the President, reserves the right to determine an appropriate level of accountability based on the behavior in dispute.
A. An educational discussion will be held between the RHA/C member and the advisor to clarify roles/responsibilities and discuss changes in behavior that will be more useful to the organization.
A. A letter of warning from the advisor and action plan with specific dates that improvement in behaviors must be observed
A. Probation and/or Removal from office depending on the offense
Section 2. Removal from Office-RHC Executive Board
RHA/C positions are learning opportunities for student leaders. Unacceptable behaviors should be addressed by the RHC Executive Board and/or Advisor. The Advisor should hold RHC member accountable via an educational conference at which time an action plan should be developed to alleviate further unacceptable or inappropriate behaviors.
For non-IUP policy violations of a serious nature:
A. If the behavior merits additional action, the member must be notified in writing of the charges against them at least one week before the removal vote is taken.
A. In this time, they can either resign, or they can prepare their defense.
A. At the General Assembly meeting after the week has passed the charges shall be read, the defense shall be presented and the voting members shall vote. At least a two thirds (2/3) majority of voting members present is required for the removal of a member.
Section 3. Violation of IUP policy, State or Federal Laws
If an RHA or RHC member is found “in violation” of an IUP policy they may be immediately expelled from office and/or the organization. The decision to expel a member, when a policy violation has occurred, is decided by the advisor (RHC or RHA) in conjunction with the Assistant Director of Residence Life-Training and Development. This decision can be appealed to the Associate Director of Residence Life and/or the Director of the Office of Housing and Residence Life within 5 working days.
Article VIII
Section 1. Attendance Policies
A. IUP RHC Funding
a. Each RHC will be allotted a certain amount of money from RHA’s budget; the RHA Treasurer shall allocate this determined amount.
a. Each RHC shall have a representative from their respective RHC attend the RHA meeting.
i. Absences
1. For each RHA meeting to which your building does not have a representative in attendance, 10% of the initial allocation will be deducted from your current balance.
Article IX
Section 1. Amendments & By-Laws
A. Any member of the RHA may initiate an amendment of the RHA constitution and by-laws.
A. A written copy of the proposed amendment must be presented to the RHA Executive Board for review. The RHA Executive Board will have two academic weeks to act on the proposal. If approved it will then be presented to the General Assembly for discussion and a vote.
A. An amendment shall be effective upon the approval of a two thirds (2/3) majority vote of the voting membership present.
A. No more than two (2) votes per building.