Residence Hall Association
Constitution
(Microsoft Word Format)
ARTICLE I - NAME OF THE ORGANIZATON
The name of the organization shall be Residence Hall Association, hereafter referred to as RHA.
ARTICLE II - PURPOSE
Section 1: Function as a tradition based student organization of Western Kentucky University which provides financial and programmatic support to halls and students.
Section 2: Foster an environment in which students can form connections, develop community, voice concerns, ask questions, and create traditions.
Section 3: Provide programming that fosters student self-awareness holistic development, and individual success.
Section 4: Engage students in Hall Councils dedicated to fostering leadership and skill development via programming.
ARTICLE III - MEMBERSHIP
Section 1: All residents of the University-owned housing shall be considered non-voting members on an individual basis; however when the floor is open for voting, the members shall vote only with the residence hall in which they reside. (Article lX, Section 3).
Section 2: No member shall be restricted from holding office, either elected or appointed (providing he or she is in accordance with Article VI, Section 2), or from participating in RHA activities, business, or government for any reason (providing he or she is in accordance with Article III, Section 1).
Section 3: Membership decisions will not discriminate on the basis of age, race, religion, creed, national origin, ethnicity, gender, disability, or sexual orientation.
ARTICLE IV - MEETINGS
Section 1: All RHA meetings will be conducted according to parliamentary procedure similar but not confined to that of the first edition of Robert’s Rules in Plain English by Zimmerman, to be decided at the discretion of the National Communications Coordinator, who will act as the Parliamentarian.
Section 2: If an active hall has no representation at the meeting, their absence will be counted against quorum.
Section 3: The first RHA meeting for each school year shall be held by the fourth week of the fall semester.
ARTICLE V - MEMBERS
Section 1: Active
A. Each Residence Hall should have at least one representative present at each meeting. That representative is recommended to belong and contribute actively to at least one committee.
B. A Residence Hall is allowed two absences per semester. On the third absence, that’s hall voting rights will be suspended for the remainder of the semester, and no longer be counted in quorum.
C. Absences may be excused at the discretion of the Executive Board. A letter of request must be submitted to the Executive Board within one week of the absence.
Section 2: Voting
A. Each residence hall with less than 325 occupancy shall have one vote, each residence hall with occupancy between 326 and 650 shall have two votes, and each residence hall with 651 or more occupancy shall have three votes.
B. Each Executive Board member, excluding the President and Parliamentarian, shall have one vote.
ARTICLE VI – ORGANIZATION
Section 1: The RHA Executive Board shall consist of, but is not limited to, the following offices, which require a majority vote of the General Assembly:
A. President
B. Vice President
C. Secretary
D. Treasurer
E. National Communications Coordinator
Section 2: Executive Board Membership
A. At the time of filling office, the GPA of all officers must be at least 2.0 and all the officers must be in good standing with the University. At the end of the fall semester, each Executive Officer will have an academic review with an RHA Advisor.
B. An Executive Officer must be a resident of a Residence Hall at the time of the election and during the term of the office.
C. All Executive Board Members shall have been active members of RHA for at least one semester prior to election.
D. The RHA Constitution is to be reviewed each year and updated as deemed necessary by the Executive Board.
Section 3: Executive Board Duties
A. President
1. Establishes agenda and chairs all RHA and Executive Board Meetings unless otherwise noted by President.
2. Represents RHA to the University Community.
3. Appoints all executive coordinators outlined in this constitution as well as other appointments deemed necessary by the Executive Board, in collaboration with the other elected officers and the Advisors. Appointments subject to a majority vote approval of the other elected officers.
4. Serves in supervisory role for and guides in leadership development, along with the Advisor(s), for all members of the Executive Board.
5. Seeks closer ties between the Residential Student and University faculty and staff.
6. Attends any state, regional, or national conference related to University housing which the National Communications Coordinator (NCC) or the National Communications Coordinator - In Training (NCC-it) cannot attend.
7. Follows and upholds the Constitution of RHA.
8. Represents RHA at the Student Government Association and Campus Activities Board.
9. Meets with the Executive Board annually to review and update the RHA Constitution as necessary.
B. Vice-President
1. Serves as acting President should a vacancy occur in that office until which time an election can be held.
2. Fulfills the duties of the President if for some reason the President is unable to serve.
3. Assists hall or community officers in the development of a viable hall government.
4. Coordinates recognition along with the help of other Executive Board members and the General Assembly.
5. Coordinates the e-council by overseeing the e-council meetings.
6. Follows and upholds the Constitution of RHA.
C. Secretary
1. Serves as office manager for RHA.
2. Completes all paperwork necessary to be registered as a recognized student organization and schedules meeting spaces.
3. Prepares minutes of the RHA General Assembly and Executive Board meetings for distribution as designated by the President.
4. Calls role and keeps an up-to-date record of attendance for halls and individuals.
6. Follows and upholds the Constitution of RHA.
D. Treasurer
1. Keeps all financial records.
2. Administers funding allocations and oversees all financial operations for RHA.
3. Presents monthly financial reports to the RHA General Assembly.
4. Maintains accurate records of all RHA requisitions and budgets.
5. Organizes and implements any fundraising activities as approved by the RHA General Assembly and/or Executive Board.
6. Follows and upholds the Constitution of RHA.
E. National Communications Coordinator of Finance
1. Serves as official delegate and communications link between RHA, the Kentucky Association of Residence Halls (KARH), and the National Association of College and University Residence Halls’ (NACURH) regional and national offices.
2. Prepares and submits all dues reports requested and ensures required membership by the NACURH regional and national offices in order to maintain the status of “good standing.”
3. Upholds all duties as outlined in the Kentucky Association of Residence Halls (KARH), South Atlantic Affiliation of College and University Residence Halls (SAACURH) and NACURH by-laws.
4. Casts NCC boardroom votes at all conferences.
5. Selects (in collaboration with the president and advisor) and leads delegations to conferences.
6. In charge of the delegation and any committees that may be created to prepare delegates for conferences.
7. Works cooperatively with the treasurer to ensure availability of funding for conference attendance.
8. Will manage the raising of money for conferences.
9. Updates the NCC handbook annually.
10. Encourages interaction with Residential Student Leaders at local campuses.
11. Has read and understands Roberts Rules of Order, and serves at parlimentarian of RHA.
12. Follows and upholds the Constitution of RHA.
13. Fulfills the duties of the NCC of Recognition if said position is unoccupied.
F. National Communications Coordinator of Recognition
1. Serves as official delegate and communications link between RHA and the National Association of College and University Residence Halls’ (NACURH) regional and national offices.
2. Upholds all duties as outlined in the South Atlantic Affiliation of College and University Residence Halls (SAACURH) and NACURH by-laws.
3. Selects (in collaboration with the president and advisor) and leads delegations to conferences.
4. Serves as a representative in choosing Of-The-Month (OTM) awards.
5. Coordinates the submission of monthly and annual entries for the regional and national competitions.
6. Encourages interaction with Residential Student Leaders at local campuses.
7. Has read and understands Roberts Rules of Order.
8. Follows and upholds the Constitution of RHA.
9. Fulfills the duties of the NCC of Finance if said position is unoccupied.
Section 4: E-Council Positions
The RHA e-council Positions whall consist of, but is not limited to, the following offices, which will be appointed by the President of RHA:
- National Communications Coordinator In-Training (NCC-it)
- Community Relations Director
- Public Telations Director
- Director of Residencial Issues
- Director of Information Technology
- Director of Monetary Development
- Director of Member Relations
- Co-Directors of Programming
1. E-council Membership requires members to:
a. Have a GPA of at least 2.0 at the time of appointment and be in good standing with the university. At the end of the fall semester, each e-council member will have an academic review with an RHA advisor.
b. Be a resident of a residence hall at the time of appointment and during the term of office.
c. Make weekly contact with the RHA Vice President.
d. Make weekly reports at every RHA meeting.
e. Follow and uphold the Constitution.
f. Complete any other tasks the e-board deems necessary.
A. National Communications Coordinator In-Training (NCC-it)
1. Serves as an assistant to the NCC in organizing state, regional and national conferences.
2. Serves as acting NCC should a vacancy occur in that office, until which time an election can be held.
3. Trains to perform the duties of the NCC.
4. Serves in place of the NCC if the NCC cannot perform his or her job.
5. Attends Executive Board meetings as requested by the NCC.
6. Substitutes for the NCC at any state, regional, or national conference related to University housing if the NCC is unable to attend.
7. Follows and upholds the Constitution of RHA.
8. Creates a newsletter to distribute to other organizations that relates achievements, past programs, and future programs.
9. Creates an OTM writing committee and bid committee for conferences.
B. Community Relations Director
1. Coordinates all philanthropy programs.
2. Coordinates all community service programming focusing on the Humane Society, Habitat for Humanity, other non-profit organizations.
3. Keeps record of attendance at with community service events.
C. Public Relations Director
1. Coordinates advertising for RHA programs.
2. Coordinates membership recruitment.
D. Director of Residential Issues
1. Mediates between residents and organizational leaders.
2. Coordinates measures to receive feedback from residents about issues and concerns.
3. Prepares and evaluates surveys formulated for each RHA program.
E. Director of Information Technology
1. Maintains the RHA website.
2. Assists in developing hall council websites.
3. Provides technical support at programs (sound system set-up, etc.).
F. Director of Monetary Development
1. Coordinates fundraising efforts.
2. Writes and sends letters to businesses for donations.
3. Recognizes the businesses/organizations that contribute to RHA.
G. Director of Member Relations
1. Keeps a pictorial record of all RHA-related events under the advisement of the Executive Board.
2. Organizes and maintains the Organizational Scrapbook.
3. Coordinates efforts for retention of members.
4. Recognizes outstanding members and keeps record of awards.
H. Co-Directors of Programming
1. Shares responsibilities of programming types (cultural, community building, academic, and self-exploration)
2. Contacts individuals/organizations for assistance in presenting programs.
3. Innovates new programming ideas
4. Submits program plans for each program
Section 5: Advisors
A. Assistant Director of Housing and Residence Life
1. Attends RHA Executive and General Assembly meetings if possible.
2. Attends RHA Executive Board retreats if possible.
3. Attends RHA conferences as needed.
4. Conducts a regular one-on-one meeting with the President.
5. Acts as a liaison between RHA and Leadership Team.
6. Advocates for upper administration involvement.
7. Advises the RHA Hall Director Advisors.
B. Hall Director Advisor(s)
1. Attends RHA Executive and General Assembly meetings.
2. Attends RHA Executive Board retreats.
3. Attends RHA conferences as needed.
4. Assists the President in Planning Executive Board retreats.
5. Conducts a regular one-on-one meeting with the President.
6. Conducts one-on-one meetings with the other Executive Board members when needed.
7. Serves as an “academic advisor” for the Executive Board members.
8. Assists the NCC with the planning of conferences as needed.
9. Assists the President in leadership development for the Executive Board and RHA General Assembly members.
Section 6: Impeachment
A. Any executive officer may be removed from office due to failure to fulfill their duties as stated in the Constitution or for any just cause.
B. Impeachment proceedings begin with a written endorsement signed by representatives from at least one-third of the residence halls.
C. The executive board and advisors will decide if the allegations are credible and if the vote should be brought to the general assembly. General assembly members may attend, but the final decision will be based on a majority vote of the executive board, not including the member being impeached.
D. If the motion makes it to the general assembly, the officer will be removed contingent on a two-thirds vote of the eligible voting halls.
ARTICLE VII - AMENDMENTS
Section 1: Without prior notice, the RHA Constitution may be amended at a regular meeting of the General Assembly by a two-thirds vote.
Section 2: The process for amendments will be as follows:
A. A motion and a second for an amendment.
B. A presentation of a written document for the General Assembly to see containing the original wording followed by the proposed change or addition.
C. A three-minute question and answer session in which extensions will be allowed at the discretion of the Parliamentarian. There will be no opinionated remarks.
D. A five-minute discussion session, in which extensions will be allowed at the discretion of the parliamentarian, but no longer than 15 minutes.
E. A motion to vote on the amendment or a motion to table the discussion and vote at the next meeting.
Section 3: If a proposed amendment does not pass, it may not be proposed again until the next semester.
Section 4: A proposal for an Amendment shall contain the following:
A. A heading which includes the authors listed alphabetically.
B. A body that includes the original wording (if applicable) followed by the proposed change or addition.
ARTICLE VIII - FUNDS
Section 1: RHA shall receive an allocation of funds, specified by the Director of Housing and Residence Life.
ARTICLE IX - ELECTIONS
Section 1: Timing. The elections for all elected RHA members shall be held the week prior to spring break.
Section 2: Procedures. The election procedures shall be posted and explained three weeks prior to spring break. All interested in running for an office must have their nominations in two Mondays prior to spring break.
Section 3: Voting. All elected officials shall be elected by majority vote. The votes shall be cast by secret ballot in a General Assembly meeting. Each member of the General Assembly as well as the Executive Board, excluding the President and Parliamentarian, shall be able to cast one vote.
Section 4: Term. The term of office for all RHA elected officers shall begin the day after the last meeting of the year. The term of office shall be for one full accademic year.
Section 5: Vacancies. Vacancies in any elected office shall be announced at the first meeting of the RHA General Assembly following the resignation. The election to fill the vacancy will occur after a proper interview with the Executive Board and the Advisors. Should a proper replacement not be found the responsibilites of said position shall be distributed among the Executive Board and Executive Council members.
Section 6: Transition. The transition period may occur differently for each incoming/outgoing Executive Board. The key goals shall be to fully train each member so that he or she feels comfortable fulfilling his or her new role on the RHA Executive Board. A one-on-one meeting shall be conducted for each officer, in which notes, ideas, as well as a clear explanation of that specific office will be explained. Transitions must be completed at least two months before the return of school.
ARTICLE X - NACURH AFFILIATION
Section 1: Membership. RHA shall be a member institution in NACURH and its regional affiliate SAACURH and KARH respectively, and shall complete all requirements to maintain annual membership in good standing.
Article XI – Hall Council Programming Fund
Section 1: At the beginning of each semester RHA shall provide an amount per occupant, no less than 10 cents per occupant, to the Hall Council Programming Fund.
Section 2: Funds are utilized through a Hall Director’s procurement card or a purchase order through Housing and Residence Life. However, prior to the program the Residence Council must submit a Hall Programming Proposal Form to the RHA Treasurer.
Section 3: At the end of each Academic Year, unused portions of Hall Council Programming Fund will be reabsorbed into the Housing and Residence Life Account
|
