The Sheila Ryan Chapter of National Residence Hall Honorary Constitution

Transcription

1 The Sheila Ryan Chapter of National Residence Hall Honorary Constitution 1. Purpose 1. The purpose of the Sheila Ryan Chapter of National Residence Hall Honorary at the University of California, San Diego (hereafter referred to as NRHH ) shall be to recognize outstanding contributions, within the UCSD University housing system and its community, to promote leadership and pride among campus residents and to enhance the residential atmosphere at UCSD. 2. The Sheila Ryan Chapter of National Residence Hall Honorary at UCSD is a non-profit student organization. 3. Once one is inducted into the Sheila Ryan Chapter of NRHH and therefore a member of the institution s NRHH chapter and graduates from UCSD, one is a member for life. 2. University Registered Requirements 1. Only registered UCSD students may hold office in the organization. 2. Only registered UCSD students may vote in elections for the selection of the organization s officers officer eligibility. 3. National Residence Hall Honorary at UCSD is a registered student organization at University of California, San Diego, but not part of the University itself. 4. Risk Management 1. National Residence Hall Honorary at UCSD understands that the University does not assume legal liability for the actions of the organization. 3. NRHH Values 1. NRHH is a leadership-based honorary comprised of exemplary residential students who value recognition and service. 4. Membership of NRHH 1. There shall be four types of membership within NRHH at UCSD: Active, Alumni, Early Alumni, and Honorary 1. Active Members 1. Shall be allowed to vote at UCSD NRHH meetings. 2. Shall be allowed to run for offices within UCSD NRHH. 3. Shall be full-time, enrolled undergraduate students, who were inducted during an academic year. 4. Shall follow rules set forth by the Active Membership Requirements to maintain active member status. 2. Alumni Members 1. Alumni members shall be former active NRHH members who are no longer living on campus or have graduated. 2. Alumni members may reinstate active membership if they give notice to NRHH at UCSD prior to selection that they will be living

2 on campus the following year and they will still be an undergraduate student when they return. 3. Students living off-campus may still be considered active members by following the Active Membership Requirements. 3. Early Alumni Members 1. Member of NRHH who is still living on campus but can no longer meet the Chapter membership expectations. 2. Shall not count toward 1% membership cap. 3. Member and/or chapter must apply for early alumni membership status by completing the early membership application, obtained from the Regional AD-NRHH, as stated in article II: Section 3: Early Alumni Membership of the NRHH Policy Book 4. Honorary Members 1. Shall be granted all the rights and privileges of other NRHH members except: 1. Voting rights. 2. Eligibility for office. 2. Honorary members may not qualify for active membership. 2. Selection of Members 1. Active Members 1. Eligibility 1. Nominee must be an undergraduate at UCSD and a current resident of UCSD undergraduate housing. 2. Nominee must have lived in UCSD housing for at least two quarters, at the time of start of membership. 1. Nominee must have exhibited leadership and service to the UCSD residential life system, as determined by the NRHH active members. 2. Nominee must have a minimum cumulative grade point average of 2.5 on a 4.0 scale. 3. Nominee must be endorsed by a Resident Dean, Assistant Resident Dean, Advisor to any residence hall-related organization, Chair of any residential committee equivalent, or current NRHH member. 1. Selection Process 1. Applications shall be made available at least once a year at the discretion of the NRHH Chair. 2. Selection must be based on the information provided on the New Member Application and on the personal interactions with the Potential New Member at NRHH-Sponsored Events. The New Membership Application will be created, maintained, and updated by the acting Executive Board 3. The active membership must not exceed one percent of the total number of residents within UCSDs undergraduate housing system, or fifteen whichever is larger.

3 2. Honorary Members 1. Eligibility 1. Nominee must not be a current undergraduate student at UCSD who is eligible for Active Member status. 2. Nominee must have exhibited leadership and service to the UCSD residential life community, as determined by the NRHH Active members. 2. Selection process 1. Selection of honorary members shall take place at an NRHH general body meeting during Spring Quarter. 2. Nominations may be made by any active member of NRHH. 3. The number of Honorary Members inducted in a given year cannot exceed 10% of the allotted membership. 4. Honorary Members will be notified of their selection at the Rezzies Ceremony. 3. Induction of Members 1. Induction of Active and Honorary members shall occur at the Rezzies Ceremony, which will take place before the end of classes of Spring Quarter. 1. New Active Members shall receive the minimum: 1. Membership Certificate 2. NRHH Pin 2. New Honorary members shall receive the minimum 1. Membership Certificate 2. NRHH Pin 2. Capacity 1. Shall be representative of 1% of UCSD s total residential population. 3. NRHH Member Removal Policy 1. The Removal Policy may be enacted if an Active member can no longer meet the chapter membership expectations, which include: 1. Academic disqualification, as defined by the University of California, San Diego. 2. Removal from university and/or housing based on: 1. Academic disqualification and/or 2. Residential life policies violations and/or 3. Disciplinary reasons 2. After 2 of attempts in reaching out to member, the individual will be considered for removal. 1. Contacting people for means of communicating the consideration for removal: 1. First contact via in person. 2. Second contact via and/or letter.

4 2. Informing individual of consideration of removal from chapter: 1. Via scheduled one on one with NRHH Chair to discuss reasons for removal within 2 weeks of notification of consideration for removal. 2. At the scheduled one on one, NRHH Chair shall present to member in question the NRHH Member Removal application that is to be sent to AD-NRHH. 3. If an Active member is removed, they no longer count towards the 1% membership cap. 4. The amount of members for removal is up to the discretion of the chapter. 5. Appeals 1. Member in question may appeal the claim for membership removal: 1. First, via scheduled one on one with NRHH Advisor to discuss and contest the appeal in question within two weeks of one on one with NRHH Chair. 2. Second, member in question may submit a written appeal to the AD-NRHH contesting the chapter s consideration for member removal. 2. If a member and/or chapter wishes to appeal the decision of membership removal, the member and/or chapter may via written requests as to why the candidate deserves to continue as a member of NRHH. 4. NRHH Membership Transfer Policy 1. NRHH members that are transferring schools at any educational level, including incoming graduate students and incoming doctoral students, are able to apply to have their NRHH membership transferred from their outgoing institution to their incoming institution. 2. Transfer members are accepted/rejected at the NRHH Chair s own discretion. If accepted, these members shall become active members of the new chapter. The Membership Transfer Policy must be outlined according to the following: 1. The student applying to transfer their membership must be fully matriculated at the new institution. 2. The student seeking to transfer their membership must contact the NRHH Chair and advisor in writing detailing why they want to transfer their membership, how they benefitted their previous chapter and residence hall system, and how they hope to be involved in the new chapter. 3. If approved, the student must complete the membership transfer application 4. The membership transfer application may be obtained from the region s AD-NRHH

5 5. The membership transfer application shall include signatures from the following individuals: 1. The incoming chapter s President 2. The incoming chapter s Advisor 3. The NRHH member who is seeking to transfer their membership 6. The completed application shall be submitted to the region s AD-NRHH for approval 7. It is the right of the region s AD-NRHH to deny requests for reasons including, but not limited to: 1. The application form is incomplete. 2. Adding new member(s) puts the chapter over its member cap. 8. If the member and/or NRHH wish to appeal the decision of the region s AD-NRHH, they may appeal to the entire NNB. The decision of the NNB shall be final. In the event of an appeal to the NNB: 1. Each AD-NRHH shall have one vote. 2. A simple majority shall be necessary, with tie-breaking vote when necessary. 2. Executive Membership 1. Executive Board Membership Responsibilities 1. All NRHH executive board members will be responsible for: 1. Attending Fall training 2. Holding 2 office hours per academic week 3. Writing 3 OTM/Rezzies/Bid nominations per quarter 4. Presenting at the ICRA Leadership Conference and/or the ICRA SURFS Leadership Series 5. Attending weekly NRHH meetings, biweekly 1:1's, and executive board meetings weekly, as well as all new NRHH member selection meetings and the Rezzies Award Ceremony 6. Contributing to the monthly NRHH social media posts and quarterly newsletters 7. Maintaining active membership status 8. Coordinating a process to successfully transition their position to their successor 9. Completing their position responsibilities as described below 2. Chair responsibilities: 1. Facilitating NRHH general body and executive board meetings. 2. Serving as NRHH s official representative and attending three leadership conferences representing NRHH and UC San Diego 3. Updating and maintaining the NRHH constitution 4. Serving an ICRA Executive Member, attending weekly ICRA general body meetings as needed, attending all ICRA Executive Board Member meetings, attending biweekly Residence Chair

6 Council meetings, attending quarterly Residence Council Dinners, and attending bi weekly ICRA President one on one meetings 5. Leading inductions of new NRHH members, including but not limited to: distributing new NRHH member applications to all residential areas, planning new NRHH member selection meetings, and leading the formal Induction Ceremony 6. Overseeing active membership status among members 7. Coordinating NRHH Graduation Cord Eligibility, and distribute NRHH Graduations Cords to members who have fulfilled all appropriate guidelines 8. Updating and maintaining the NRHH budget 9. Organizing active member appreciation 10. Planning executive board training in conjunction with Advisor and ICRA President 11. Organizing executive board appreciation 12. Coordinating affiliation processes for the Chapter with UCSD CSI and NACURH 13. Maintaining involvement with PACURH and/or NACURH committees 14. Attending regular one on one meetings with the Advisor 15. Serving as an OTM Campus Administrator 16. Managing NRHH executive board elections process 1. Should the Chair choose to run for a position on the NRHH executive board, the process shall be managed by the NRHH Advisor 17. Maintaining NRHH relations with UCSD Housing and Dining Services, UCSD Residential Life Staff, and Residential Life organizations. 18. Deciding Bronze Pins Award recipients, along with the ICRA President 3. Vice Chair responsibilities: 1. Organizing NRHH dates 2. Facilitating Facebook posts and quarterly newsletters 3. Taking meeting attendance and meeting minutes (during general body meetings, executive board meetings, new member selection meetings, and trainings) 4. Maintaining archival and access to meeting minutes 5. Maintaining the NRHH members roster 6. Promoting ICRA Leadership Conference, and events and the ability to present during these events. 7. Maintaining the NRHH bulletin board 8. Managing and maintaining the NRHH website and presence on social media

7 9. Maintaining involvement with PACURH and/or NACURH committees (liaise with NCC) 10. At discretion of the Chair, assisting with training 4. Membership Development Coordinator responsibilities: 1. Maintaining relationships with NRHH honorary and alumni members 2. Coordinating quarterly study sessions for NRHH members 3. Coordinating quarterly professional and job preparation and development sessions and opportunities 4. Coordinating quarterly internal socials for NRHH members 5. Leading Recruitment and Assisting with induction 5. OTM Coordinator responsibilities: 1. Training NRHH members on voting for Campus OTMs 2. Coordinating Campus OTM voting process 3. Maintaining and distributing OTM writing resources to each residential area 4. Coordinating and acknowledging OTM campus wide recipients and nominators of OTMs 5. Serving as an OTM Campus Administrator 6. Serving as the primary contact for any OTM- related issues 7. Coordinating the quarterly OTM Galas for nominees, nominators, and recipients 8. Coordinating OTM recognition for recipients and nominators, including OTM award presentations, certificates, awards, and any other related items 9. Leading and facilitating OTM Writing Workshops 10. Coordinating and maintaining the OTM Point System for the OTMmy Award and leading its presentation at the Rezzies Award Ceremon 6. NRHH Values Coordinator responsibilities: 1. Leading and facilitating the quarterly recognition project for individuals who have made significant contributions to Housing and Dining Services/ Residence Life as decided by Active NRHH members 2. Leading and facilitating the quarterly service project 3. Leading New Member Induction and Recognition at the Rezzies Award Ceremony 4. Promoting and educating residential leaders on recognition using the NRHH Ways to Recognize document 7. Rezzies Coordinator responsibilities: 1. Serving as primary coordinator for Rezzies planning process, including completing the TAP process and working with the Advisor related to central Rezzies Coordinator responsibilities

8 2. Making reservation for Rezzies Awards Ceremony for the following academic year 3. Facilitating the Rezzies Planning Committee meetings starting no later than week 5 of Winter Quarter 4. Serving as the primary contact for the Rezzies, including inquiries about nomination writing workshops, planning, and attendance 5. Facilitating communication between Rezzies Committee and NRHH, ICRA, residential life offices, and Residential Committee Chairs regarding Rezzies planning, ceremony, and nomination information 6. Leading Rezzies Planning Committee recruitment 7. Managing and maintaining the Rezzies budget, including proposing and requesting funds as needed 8. Recruiting and advising the Rezzies committee chairs and committee members 9. Coordinate appreciation for Rezzies Planning Committee 10. Attending regular one on one meetings with primary Rezzies Advisors 11. Maintaining an archive of Rezzies history and documents that includes but is not limited to budgets, scripts, invitations, programs, finalists, and recipients 12. Maintaining Rezzies supplies in storage space 2. Advisor responsibilities 1. The Advisor is the Residence Life Liaison for Housing*Dining*Hospitality. 1. serving as OTM Campus Administrator 2. working with Chair to keep accurate records of the budget and handle reimbursements for NRHH 3. coordinating voting and presentation of Larry Barrett and Oliver Butterick Service Awards 4. attending NRHH new member selection meetings 5. assisting with the coordination of NRHH executive board training 6. coordinating contracts, evaluation, and compensation for NRHH executive board members 7. serving as an advisor to the Rezzies and coordinate award voting and selection processes 8. attending NRHH executive and general body meetings when needed 9. attending weekly one-on-one meetings with the NRHH Chair. 3. Selection of NRHH Executive Board 1. Eligibility for all NRHH Executive Board Members 1. Must live in on -campus housing throughout the academic year of their term of office.

9 2. Eligibility for Room Selection is provided with this position if the selected candidate does not already have a housing guarantee. 3. Must be eligible to work in the United States as this person receives a quarterly stipend. 4. Cannot serve in more than one Executive Board position within an academic year. 5. Must submit an application for the position of interest before the stated deadline. 6. Must be prepared to make a short presentation at an NRHH meeting in Spring Quarter about their candidacy for this position. 7. Must have Active member status in NRHH and have held active member status for a minimum of two quarters. 8. Must have a minimum cumulative grade point average of 2.5 on a 4.0 scale and in good standing with the university in every regard. 9. Must have attended the minimum amount of NRHH meetings to satisfy the NRHH Meeting Attendance of the Active Membership Requirement category for the past two quarters. 10. Must participate in the training of the ICRA and NRHH executive boards, prior to beginning of Fall Quarter. This requires that the executive board move in early and have no other conflicts to participating fully in this training. 2. Officer Elections 1. During annual elections, all active members shall be allowed to vote. 2. Nominees for offices are limited to Active NRHH members. 3. Nominees have the right to decline a nomination. 4. Active members absent from the meeting in which officers are selected may be nominated as long as that member provided the Chair with a written speech to be read following the nomination. 5. Elections shall be held on the same day as nomination, and after each candidate has made a speech to the membership. 6. Office appointments become official with a plural majority vote of the active members present. 3. Officer Impeachment 1. In the event that an officer does not fulfill his or her duties and responsibilities on a regular basis, that officer may be impeached by a 2/3 vote by the general body. 2. Intervention prior to impeachment. 3. The Chair shall meet and discuss the situation with the officer in question. 4. If the Chair is not fulfilling responsibilities, then the Advisor meets with the Chair to discuss the concerns. 5. If there is no improvement within an established time frame, the Advisor will then meet with the officer in question.

10 6. If there is still no improvement, the decision will be referred to the general body and must be approved by a 2/3 vote. 7. In cases of negligence, the Advisor has the authority to remove the office in question regardless of a general body vote. 4. Office vacancies 1. In the case of vacancy in the position of NRHH Chair, the NRHH Vice Chair shall act as Chair until an election can be arranged. 2. In the case of a vacancy of another officer, the NRHH Chair may appoint a temporary replacement, or take the duties upon themselves, until an election can be arranged. 3. Elections shall take place in accordance with the previously stated guidelines in this section. 4. Meetings 1. General Body meetings shall be held at least seven times per academic quarter. 2. Executive Board meetings shall be held at least 6 times per quarter. 3. Time and location of meetings will be determined by the Chair and Advisor. 4. Special meetings may be called by the Chair, the Advisor, or as requested by an Active member. 5. Members must be notified of the meeting at least one day prior to the meeting. 5. Finances 1. Affiliation Fee 1. NRHH will be affiliated with NACURH through UCSD s affiliation with the organization. ICRA is responsible for completing the affiliation process with NACURH. 2. General Funds 1. Definition - all funds received for the operation of NRHH, including, but not limited to funds received from ICRA. These funds shall be held in the ICRA checking account until needed. 1. General funds allocated by ICRA will be used for general programming and supply costs. 2. General funds will be tracked by the NRHH Advisor and Chair. 6. Enactment 1. This constitution shall be enacted after receiving a minimum 2/3 vote of current NRHH Active members. 7. Ratification 1. Amendments and bylaws to this Constitution may be adopted by a plural majority vote of Active Members present. 2. Unless otherwise specified, other decisions shall be ratified by a plural majority vote of Active Members present. Last amended October 4, 2017.

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