Central Michigan University PROGRAM BOARD Constitution Preamble In order that the students of Central Michigan University may have an instrument by which they organize, regulate, schedule, encourage, and finance social, cultural, and educational events for the whole of the University community; and, In order that the students of Central Michigan University may have an opportunity to participate in activities conductive to personal, social, and educational development through the university experience, the students and administration of Central Michigan University hereby establish the Program Board. ARTICLE I Section A.
Name 1. The name of this organization shall be “The Central Michigan University Program Board,” hereafter referred to as Program Board. ARTICLE II Membership
Membership Guidelines These shall be the members of Program Board: 1. Any registered CMU student may be a general member of Program Board, on a semester-by-semester basis, originating from the date of the first attended meeting. 2. Guidelines are subject to the individual’s educational requirements. Program Board understands that members are students first, and any Program Board events that overlap with class commitments will not count against any other Program Board requirements.
Membership Qualifications 1. Nondiscrimination Clause: Central Michigan University Program Board upholds CMU’s non-discrimination clause by maintaining that an RSO may not discriminate on the basis of age, color, disability, gender, familial status, height, marital status, national origin, political persuasion, race, religion, sexual orientation, veteran status or weight. 2. At the start of participation with Program Board, each member must be in good academic standing and free of disciplinary action with the University.
Selection of Members
New members are welcome to participate in Program Board at anytime. Program Board holds no minimum amount of meetings or events that a general member must attend.
Voting Privileges 1. All members of Program Board are welcome to voice their opinions regarding any issue Program Board may come across. 2. In order to vote in a Presidential Election, members must be registered through OrgSync or any other media in which the election is taking place. 3. Only members of Program Board are allowed to vote in any official Program Board election. 4. Special voting rights may be given to CMU students under the discretion of Program Boardâ€™s Advisor and President.
Termination of Membership 1. Program Board is not based on a merit/demerit system. Members may be asked to leave the organization should their acts or behaviors infringe upon the rights of others as stated in Section B. No. 2. Members may also be asked to leave should their acts or behaviors violate University Policy and/or Procedures and/or jeopardize the safety of others during any aspect of a Program Board performance. 2. Members may also be asked to leave should their acts or behaviors compromise the ethical expectations established at the beginning of each academic year which include, but are not limited to, the NACA Statement of Professional Ethics. 3. Should an individual(s) on Program Board violate any of the aforementioned violations (section E, no.2), he/she will be asked (in writing) to appear before the Executive Board of Program Board within one week of the act/behavior. If a violation of university policy, the student is immediately referred to the university discipline process. ARTICLE III Officers
Elected Officers 1. The elected officers and their accompanying responsibilities are:
A. President 1. Act as a liaison between Program Board and the University Community and serve as spokesperson for Program Board. 2. Serve in an ex-officio capacity on all standing and special committees. 3. Oversee Committee Chairs and serve as a liaison between committee chairs and Program Board Advisor. 4. Chair all Executive Board and special meetings.
5. 6. 7. 8. 9. 10. 11.
Oversee and facilitate Executive Board election proceedings. Call for special or Executive Board meetings as necessary. Work with the Director of Student Life to appoint advisors when necessary. Devise a workable budget with the Program Board Advisor, and advise Program Board in financial matters. Act as a liaison between Program Board and the National Association for Campus Activities. Fulfill Vice Presidential duties in the absence of the Vice President. Assist the Vice President and Advisor with the selection and coordination of the NACA delegations.
B. Vice President 1. Oversee general members and serve as a liaison between them, the Executive Board, and Program Board Advisor. 2. Chair committee meetings in the absence of the committee chairs. 3. Chair Executive Board and special meetings in the absence of the President. 4. Chair the Gentle Friday committee. 5. Assist the President with organization business. 6. Oversee new member orientation. 7. Assist the Secretary with an incentive program for retention and participation purposes. 8. Assist in event planning, promotions, and presentation. 9. Assist the President and Advisor with the selection and coordination of the NACA delegations. 10. Chair all general assembly meetings.
Appointed Officers 1. Appointed officers and their accompanying responsibilities are:
C. Secretary 1.
2. 3. 4.
Record, distribute, and file all minutes of the General Assembly. A. Record and distribute all minutes of General Assembly. B. If an E-board member is absent from an E-board meeting, distribute minutes to that member. Handle all official correspondence of Program Board. Compile and index all committee reports to be filed for future reference. Schedule and notify all Program Board members of forthcoming meetings and appointments.
5. 6. 7. 8. 9. 10. 11.
Institute, with the Vice President, an incentive program for retention and participation. Record membership attendance at all meetings and events. Keep record of membership profiles. Organize community service projects. Maintain supplies and resources within the Program Board Office. Conduct all office management business. Keep the office Display Board up to date. Provide regular event evaluations for all Executive Board members. Provide an Annual Report, based off of said evaluations, to share with future Program Board members and other relevant members of the campus community.
Lecture Committee Chair 1. Serve as the voice between the Lecture Committee and the Executive Board. 2. Lead the Lecture Committee to decisions on programs that will not only interest the student body but also be informative and entertaining. 3. Serve as the main contact between agents and Program Board for lectures. 4. Maintain communication with the Advisor and the President and Vice President on contract and rider obligations for each program. 5. Organize the committee with all duties necessary for proper programming of contracted lectures. 6. Represent Program Board and CMU in a positive light while developing innovative programs and planning future events. 7. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board. 8. Be aware of other speakers and lectures coming to campus.
Comedy Committee Chair 1. Serve as the voice between the Comedy Committee and the Executive Board. 2. Lead the Comedy Committee to decisions on programs that will not only interest the student body but also be informative and entertaining. 3. Serve as the main contact between agents and Program Board for comedy. 4. Maintain communication with the Advisor and the President and Vice President on contract and rider obligations for each program.
5. 6. 7.
Organize the committee with all duties necessary for proper programming of contracted comedy shows. Represent Program Board and CMU in a positive light while developing innovative programs and planning future events. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board. Be aware of other comedy events coming to campus.
Concert Committee Chair 1. Serve as the voice between the Concert Committee and the Executive Board. 2. Lead the Concert Committee to decisions on programs that will not only interest the student body but also be informative and entertaining. 3. Serve as the main contact between agents and Program Board for concerts. 4. Maintain communication with the Advisor and the President and Vice President on contract and rider obligations for each program. 5. Organize the committee with all duties necessary for proper programming of contracted concerts. 6. Represent Program Board and CMU in a positive light while developing innovative programs and planning future events. 7. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board. 8. Be aware of other music and concert events coming to campus.
Film Chair 1. Serve as the voice between the Film Committee and the Executive Board. 2. Lead the Film Committee to decisions on movies for campus through agencies, such as Swank and Criterion and other screening agencies. 3. Serve as the main contact between the agencies, such as Swank and Criterion, and other screening agencies and Program Board. 4. Lead the Film Committee to decisions of films that will not only interest the student body but also be informative and entertaining. 5. Maintain communication with the Advisor, President, and Vice President on contracts and the rider obligations for each film. 6. Organize the committee with all duties necessary for proper programming of contracted films. 7. Represent Program Board and Central Michigan University in a positive light while developing innovative programs and planning future events. 8. Attend all other Program Board Committee Events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board.
Be aware of other film events coming to campus.
Daytime/Special Events Programming Chair 1. Serve as the voice between the Daytime Programming Committee and the Executive Board. 2. Lead the Daytime Programming Committee to decisions on programs that will reach not only on-campus students, but also to students that are not capable of returning to campus for evening programs. 3. Serve as the main contact between agents and Program Board for any program put on by the Daytime Programming Committee. 4. Maintain Communication with the Advisor and the President and Vice President on contract and rider obligations for each program. 5. Organize the committee with all duties necessary for proper programming of contracted daytime shows. 6. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board.
Cultural Events Chair 1. Serve as a voice between Cultural Events Committee and the Executive Board. 2. Coordinate programs that bring awareness to the rich diversity that exists on the Central Michigan University Campus. 3. Serve as the main contact between agencies, CMU departments, registered student organizations and Program Board. 4. Assist the Public Relations Chair in their efforts to effectively market the selected programs. 5. Maintain communications with the Advisor, President, and Vice President on contracts and the rider obligations for each program. 6. Organize the committee with all the duties necessary for proper programming of programs. 7. Work to partner with other university departments and organizations on various programs. 8. Represent CMU Program Board in a positive light while developing innovative and creative cultural programs. 9. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board. 10. Be aware of other cultural events coming to campus.
Public Relations Chair
1. The Public Relations Chairâ€™s duties are to be determined on a year by year basis by the Advisor, President, and Vice President prior to the official is brought onto the executive board. 2. Responsibilities can include, but are not limited to: a. Communicating with Radio stations in the area about our upcoming events. b. Keep a running list of contacts to radio and TV stations, newspapers, CMU PR office, etc. c. Be available and informed for interviews and comments on all events. d. Stay in contact with all local businesses promoting our upcoming events e. Placing ads on online communities (i.e. Facebook, Myspace, etc.) to promote all upcoming Program Board events. f. Placing ads in the Newspaper (i.e. CM-Life, The Morning Sun, etc.) to promote all upcoming Program Board events. g. Notify CMU Public Relations on all upcoming Program Board events. h. Develop at least one newsletter per semester that includes stories and pictures about recent events, conferences, and other information. These newsletters should be distributed to the Board of Trustees, the President of the university, Program Board members, Student Life, the Dean of Students, Public Relations and Marketing, any other person or office that the Program Board executive board decides, as well as all people or offices that wish to receive a copy. i. Oversee the development of the Program Board website and provide the webmaster (if applicable) with up to date information on events and meetings, such as press releases. j. Keep the display board on the first floor of the University Center up to date. k. When working with other Registered Student Organizations on campus, gather the necessary Co-Sponsorship materials needed to promote the upcoming shows. a. This should be done with help from the Program Board chair in charge of the co-sponsorship. 3. The Public Relations Chair shall be in charge of overseeing and/or completing each of the following tasks. Each task can be done by anyone on Program Board. a. Postering the halls around campus to promote upcoming shows. b. Chalking the sidewalks as well as chalk boards to promote upcoming shows. c. Take pictures at all events d. Work on a scrapbook at the end of each semester, adding all the events from that semester. 4. All Public Relations Chairs are required to do the following:
a. Maintain communication with the Advisor, President, Vice President, and committee chairs on all events and programs. b. Represent Program Board and CMU in a positive light while promoting and developing innovative programs and future events. c. Attend all other Program Board Committee events and ensure, when time is available, that all Program Board committees have what is necessary to fulfill their roles in Program Board. 5. In the event that CMU Program Board decides to employ a Public Relations Student Intern, the following guidelines shall be observed: a. The intern shall be under the supervision and direction of the Advisor and the President of Program Board. b. The intern will adhere to the guidelines set in the position description (i.e. hours of work per week, etc.) that will be determined by the Advisor, President, and Vice President. c. The intern will be held to the same professional expectations as all other Executive Board members. d. The intern and Public Relations Chair (if applicable) will work collaboratively with the President and Advisor to delegate all of the above listed internal and external public relations tasks. f. With approval of President and Advisor, the intern will have the ability to restructure Program Boardâ€™s Public Relations procedures and strategies as they see fit. Section C. 1.
2. 3. 4. 5. Section D.
Standing Committees The following committees shall be considered standing committees: A. Lecture B. Comedy C. Concert D. Film E. Daytime/Special Events F. Cultural Events G. Public Relations General members of Program Board shall sign up for the specific committee of their choice. Members of all committees have the opportunity to voice their opinion to other committees. Various ad hoc committees may be created when necessary. A member may be on any number of committees that they choose. Special Positions
Student Government Association Representative 1. Serve as the link between Program Board and SGA in turn strengthening the link between students and SGA. 2. Attend all meetings of both SGA and General Assembly meetings of Program Board. 3. Keep all members of Program Board updated with the events and issues with SGA. 4. Oversee the liaisons and provide support to those officers. 5. May appoint one proxy to take their place at a general Student Government Association meeting. The proxy must be a member of Program Board. Only one person may be a proxy in a given semester. 6. The Student Government Association representative for Program Board can be the representative for a semester or the entire school year. 7. Any Student Government Association representative is determined by the President after the first Program Board meeting, or as soon as possible.
Alumni Relations Chair 1. Serve as the link between Program Board and Program Board Alumni, in turn strengthening the relationship between Program Board and Alumni. 2. Work with the Vice President on all updates and information received from Program Board Alumni and keep general members informed. 3. Keep the Program Board website up to date with all Alumni information, as well as making Alumni aware of Program Boardâ€™s events. 4. Provide an Alumni Relations Newsletter each semester to be given to all Alumni through email. This newsletter can be made with help from the Public Relations chair, as the executive board sees fit. Refer to article III, Section B, number 10, subsection h.
Assessment Chair 1. Oversee audience assessment at each Program Board event. 2. Develop and use surveys (paper or electronic) to gain audience feedback about the events. Actively engage audience members to obtain good information about how they felt about the event. 3. Upon completion of audience assessment of event, provide Program Board Secretary with the results for filing in the Event Evaluation Binder.
The chair of the committee that is hosting the event will be responsible for selecting a General Member to serve as Assessment Chair for that event. The Assessment Chair position can be filled by a different General Member for each show.
Section E. Qualifications for Holding Office 1. All members of Program Board that are on academic or social discipline are not qualified for holding any office â€“ elected or appointed. 2. In order for a member to serve on, or be elected to the Executive Board, the candidate for each chair must have at least a 2.5 cumulative GPA. 3. If at some point an Executive Board member drops below a 2.5 GPA, they wil be required to meet with the Program Board Advisor, President, and Vice President to discuss their academic performance. 4. The Program Board Advisor, President, and Vice President will then have the discretion to decide whether or not to ask the Executive Board member to step down from their position. 5. If an Executive Board member drops below a 2.0 GPA, the Executive Board member will automatically be removed from their position. 6. All Executive Board members are required to designate and spend no less than four hours in the office each week. 7. Each member of E-board must maintain a Legacy folder for his/her position. The folder will be kept in the Program Board office and open to the public. The folders should contain all relevant information pertaining to each E-board position, such as contact information, program evaluations, contracts and riders, etc. These folders will be passed down to future E-board members. 8. A general member cannot hold an Executive Board position in the same semester that they join Program Board. 9. In order to be Program Boardâ€™s President or Vice President, a member must have 1 full academic year of service in Program Board. 10. In the event there are no nominations or eligible candidates for President or Vice President, the one full year of service to Program Board, criteria will be stricken and any student with one full semester of service to Program Board will be eligible. If there is still no eligible candidates running for a position, nominations will be open to every member of Program Board regardless of the amount of service to Program Board. 11. All election processes are based on a majority rules vote. 12. In the event a candidate runs unopposed, the candidate will run against a vote for re-election of the position, and the candidate must receive 2/3 of the total vote in order to be selected. 13. If the unopposed candidate does not get 2/3 vote, the process will go under Section E, number 10.
14. Should a potential candidate be unable to attend the specific General Meeting when their desired position is available for nominations, the member may submit a formal write-in request to the current President at least one week prior to the meeting. 15. The current President shall facilitate the election process unless they are up for reelection. In the event of a re-election process, a designated facilitator will be determined by the Program Board Advisor. 16. New offices will assume their roles on Gentle Friday; current officers shall remain in office until Gentle Friday. 17. When necessary, the Executive Board reserves the right to appoint various positions, i.e., webmaster, vacant E-board positions, ad hoc committees, liaisons to other organizations, etc. Section F. 1. 2.
Section G. 1.
Selection of Officers Program Board shall conduct a nomination process in accordance with the current constitution. Nomination for President Elect will take place during the Spring semester during a regularly scheduled Program Board meeting at the discretion of the Program Board Advisor and/or Program Boardâ€™s current President. Voting shall take place prior to the next regularly scheduled meeting, with an announcement at the next meeting. Nomination for Vice President Elect will take place directly following the announcement of the President Elect, or at the discretion of the Program Board Advisor. Voting shall take place prior to the next regularly scheduled meeting, with an announcement at the next meeting. All other executive board positions shall be determined through the use of an application process following the announcement of the Vice President Elect. Applications and interviews will be determined by the current President of Program Board. Interviews will be given by the Program Board Advisor, current President, and President Elect. Vice President and Vice President Elect may be asked to join the application process at the discretion of the Program Board Advisor. Filling Vacancies Should any officer withdraw their membership in Program Board or decide to step down from office, the vacancy will be dealt with thusly. A. The Executive Board will contact the general assembly to announce the vacancy and the requirements for holding the position. B. Vacant position must be discussed at soonest possible general assembly meeting. C. Nominations will be opened to the general assembly, keeping intact the requirements for holding position. D. Nominees will then be asked to give a short speech either at a general meeting, or through an online video.
2. 3. 4.
Section H. 1.
Interviews will be scheduled with nominees and completed within no more than a week following the nomination. Interview participants will consist of the nominee, President, Vice President, and Program Board Advisor. President and Advisor will be in charge of the interview process if the vacancy is the Vice President Positoin. F. Results of interviews will be discussed at the soonest possible Executive Board meeting following the completion of interviews. G. One nominee will be selected by the President, Vice President, and Advisor to fulfill the position and presented to the general assembly for approval. H. Entire process should take no longer than two (2) weeks. I. The newly approved Executive Board member will begin a probationary period in which the President or Vice President assists them learn and properly execute the responsibilities of the position. J. Said probationary period will expire at such a time that the President or Vice President deems the new Executive Board member capable of fulfilling the position responsibilities on their own. K. In the event a vacancy is the President, the Vice President will always take their place. And the Vice President position will be the vacancy to be filled. The President or most qualified Executive Board member will serve as interim chair for vacant position until it is filled. The Vice President will always step in for the President should the vacancy be the Presidency. Executive Board rank shall be as follows: a. President b. Vice President c. Secretary d. Most senior Executive Board member Recall of Officers Officers may be dismissed from their duties in the event that the aforementioned situations are met as stated previously in Article II, Section E of this document. Grounds for removal of Executive Board members may also consist of the following: a. Failure to honorably fulfill or continue gross or willful neglect of the duties and responsibilities of his/her role. b. Failure or refusal to disclose necessary information on matters of organizational business. c. Unauthorized expenditure, misuse of organization funds, or forging documents. d. Misrepresentation of the organization and its officers to outside persons.
If an Executive Board member has a cumulative GPA less than 2.5, they may be asked to step down from their position if the Program Board Advisor, President, and Vice President feel it necessary. f. Being on academic probation and/or disciplinary probation with the university. In the event of impeachment, written ballot of the executive board is required to impeach an officer. Should an officer be withdrawn from their role, they will remain in that position until the end of the meeting in which the vote takes place. Impeachment proceedings are as follows: An executive member must bring forward the charge, which will be presented at the next executive board meeting (if not occurring at a meeting). The charged officer shall have one week to construct a defense against the charges. The President shall preside over the impeachment hearings one week later, unless the President has been charged. In this case, the advisor will preside over the hearings. ARTICLE IV Advisors
The Advisor of Program Board shall be the Coordinator of Student Activities. 1. The Advisorâ€™s main duty is to ensure that all populations represented on CMUâ€™s campus are equally and positively represented in the programming selected and produced by the CMU Program Board. 2. The Advisor shall provide one-on-one advising sessions with all Executive Board members and attend all or as many meetings as requested by the Program Board. 3. The Advisor shall oversee all expenditures of Program Board. 4. The Advisor shall provide resources and training where necessary. 5. The Advisor shall communicate with other institutions and with NACA in order to assist Program Board with quality resources and timely events. ARTICLE V Meetings
Section A. 1. 2. 3.
Frequency of Regular Meetings The Program Board General Assembly meets each Wednesday at 8:00 PM at an on-campus location determined at least one week prior to each meeting. The Program Board Executive Board shall meet on a weekly basis at times determined by the Executive Board. Each committee meeting takes place directly before or after the General Assembly meeting. Special Meetings
The Executive Board may call a special meeting in order to organize a new program or to address a specific issue that does not require the entire General Assembly. Special meetings are announced in the General Assembly meetings. Notification must be received twenty-four (24) hours prior to the meeting time and include the specific business to be discussed. Any disbursement of funds, contractual agreements, or general business conducted during the summer months or during any period when Program Board is not in session must be cleared by the President and the Advisor.
Section C. 1.
Quorum Program Board requires at least fifty percent plus one (50% + 1) of the membership present in order to establish Quorum.
Section D. 1.
Parliamentary Authority â€œRoberts Rules of Orderâ€? shall serve as the Parliamentary Authority for Program Board. ARTICLE VI Finances
Program Board is provided moneys at the beginning of each school year based on an allocation from the Office of Student Life and the Campus Programming Fund.
Program Board establishes its budget for the following school year at the end of the current academic year. The President and Vice President, with the assistance of the Program Board Advisor will establish all moneys and present to the general assembly for an acceptance vote. While the amount of the allocation is not negotiable, the amounts per line item may be challenged by the general assembly.
Banking 1. Program Board does not utilize an off-campus bank account.
Disposition of Funds 1. In the event that the Program Board becomes inactive, all funds remaining in the budget will be split evenly between the SBAC and SGA.
ARTICLE VII Constitution
The Executive Board shall revise the constitution and make appropriate suggestions to update the document. A committee may be formed to aid in this process. Revisions shall be made no less than once every three years.
Amendments and changes to the Constitution shall be approved by a majority vote of general members of Program Board during a regularly scheduled meeting, unless otherwise stated. Members must be given notice and supplied with proposed amendments at least one week prior to voting.
This constitution shall stand as legitimate and official until such time as it is revised and amended by Program Board, where by this document will expire and be superseded by the revised document.