United Nation’s Children’s Fund at Syracuse University (UNICEF at SU) Thursday, May 5, 2011 CONSTITUTION AND BY-LAWS
Table of Contents
Article I: Introduction………………………………………………..page 3 Article II: Organizational Structure………………………………...page 4 Article III: Membership…………………………………………..….page 7 Article IV: Executive Board Election / Selection Process………….page 8 Article V: Meetings……………………...……………………………page 9 Article VI: Impeachment……………...……………………………page 10 Article VII: Constitutional / By-Laws Amendments……………page 11 Article VIII: Not-For-Profit Statement……………………………page 11 Article IX: Financial Obligation…………………..………………..page 12 Article XI: Statement of Hazing………………......………………..page 12 Article XII: Statement of Compliance with Campus Regulations.page 12
Article I. Introduction The name of this organization is UNICEF at SU; UNICEF is the United Nations Children’s Fund, which was founded in 1946 to tend to the needs of children in war-torn Europe. In 1950, its mandate was extended to meet the needs of children in developing countries, and today, UNICEF works in over 150 countries throughout the world. UNICEF at SU will be affiliated with the U.S. Fund for UNICEF, and will have the same goals, which are to work for the survival, protection, and development of children all around the world by means of advocacy, education, and fundraising. MISSION STATEMENT: “To assist the U.S. Fund for UNICEF on providing aid to the world’s poorest and povertystricken children, as well as those affected by war or natural disasters and to advocate for children’s rights.” Section I: Name The name of the organization will be United Nations Children’s Fund at Syracuse University. The acronym will be UNICEF at SU, and it will be used throughout the constitution. Please note that this is only the name of the organization; and that UNICEF at SU is NOT directly affiliated with UNICEF; it is affiliated with the U.S. Fund for UNICEF. Section II: Purpose of the Organization a.) Mission Statement of UNICEF “To assist the U.S. Fund for UNICEF on providing fundraising, advocacy, and education to aid the world’s poorest and poverty-stricken children, as well as those children affected by war or natural disasters and to advocate for children’s rights in general as well.” b.) Mission statement of the Campus Initiative “The UNICEF Campus Initiative is a coalition of student-led clubs on college campuses that partners with the U.S Fund for UNICEF to educate, advocate, and fundraise in support of UNICEF’s lifesaving work for children around the world. The UNICEF Campus Initiative is a growing grassroots movement born of the belief that college students have an essential role to play in saving the world’s children. The approximately 100 Campus Initiative Clubs support UNICEF’s ability to operate in more than 150 countries and territories, working for the survival, protection, and development of children.” (as stated in the UNICEF Campus Initiative Leadership Handbook) Section III. Objectives 1. To provide aid by means of fundraising, advocacy, and education to the world’s poverty-stricken children
2. To raise awareness for UNICEF 3. To advocate for children’s rights around the world 4. To strengthen the relationship between the Syracuse Community and Syracuse University Article II. Organizational Structure In UNICEF at SU, there will be executive board positions as well as heads of committees. The following positions will be a part of the executive board (in order of responsibility): President Vice President
VP of Public Relations
VP of Event Planning
VP of Fundraising Initiatives
VP of Campus Outreach
Pratit International Rep
Section I. Executive Board A. Executive Board Responsibilities: President: Leader of UNICEF at SU; Extremely active in all events; Runs and oversees meeting; Delegates responsibility to other members and committees within the club; Stays in constant contact with US Fund for UNICEF Headquarters in order to maintain the organization’s integrity; Manages UNICEF at SU club email and list serv; and Communicate frequently with the advisor and update him/her as needed. Vice President: Assists president in planning meetings; Oversees the committees; Email mailing list weekly about upcoming events; Keep minutes of officer meetings; Create a calendar of events. Vice President of Public Relations: Designing organization’s promotional materials (i.e. flyers, brochures, etc); Participating in tabling at Juice Jam, Student Involvement Fair and Tabling in Schine; Assist in designing public relations campaigns to build organization’s awareness; Contacting university-wide media outlets to assist in spreading awareness of the organization
Vice President of Fundraising Initiatives: Managing and organizing all major fundraising initiative (not limited to): Trick-or-Treat for UNICEF and Tap Project; Contacting US Fund for UNICEF headquarters in regards to organizing the fund-raising initiatives; Re-educating members on the UNICEF Fundraising Initiatives; Assist with tabling at Juice Jam, Student Involvement Fair and in Schine Vice President of Campus Outreach: Establishing partnerships with other campus organizations; Assisting Vice President of Fundraising Initiatives with managing events; Recruiting new members Vice President of Event Planning: Create special events for the organization (Snowflake Ball and Halloween Dance Party); Assisting Vice President of Fundraising Initiatives with organizing Trick-or-Treat for UNICEF and Tap Project; managing the logistics of all events (i.e. location, technology, lighting, etc) Recording Secretary: Responsible for booking locations of weekly general member meetings; Taking notes during executive board member meeting and general meetings; Helping to design PowerPoint for the general interest meeting; organizes and keeps track of all paperwork regarding the organization. Treasurer: In charge of financial planning and allocation of funds; Delegates authority for custody of funds, securities, and other financial information; Analyzes financial records and budget requirements. The Treasurer is also very active in all meetings and campus events. Will also collect the membership fees ($5.00) at the start of each semester. Pratit International Representative: help to create programs for interested members who want to become a part of this organization. B. Officer Requirements / Qualifications: SU/ESF students are eligible for office. Must be an active UNICEF @ SU member for at least one full calendar year. Must have demonstrated a strong interest in the organization and all of its initiatives. Must have actively participated and attended all events unless provided a legitimate excuse (absent from Syracuse, exams, classes, projects and/or group meetings). All other excuses are to be judge at the discretion of the President and Vice President. All interested students must go through an interview process and evaluation of their current and future dedication to the organization.
C. Terms of Office: The time frame for officer positions will be one academic year. Elections will be held on late March/early April of the current year, and students will assume their positions on May 1st of the same year. D. Procedure for Filling Vacated Offices: Special elections are not held for vacated officer positions. Any SU/ESF student who would like to assume the position must be voted in by the majority of the club after being interviewed by the other current officers, and all students who oppose the student being voted in must meet with the executive board to discus their concerns privately. Section II: Committees A. Types of Committees There will be three committees for UNICEF at SU: Fundraising (overseen by Vice President of Fundraising Initiatives), Education (overseen by Vice President of Campus Outreach), and Advocacy (overseen by Vice President of Public Relations). This follows the pattern of the application for the U.S. Fund for UNICEF and is a good way to delegate responsibilities to the members of UNICEF at SU: 1. Fundraising Committee Responsibilities include but are not limited to: help to raise funds for US Fund for UNICEF; assist with creation of fundraising initiatives for the U.S. Fund for UNICEF. The majority of the funds raised every semester will go to US Fund for UNICEF. The remaining will be utilized to help with the creation of campus-wide initiatives for the promotion of UNICEF. 2. Education Committee Responsibilities includes, but is not limited to: educating students, professors, and children all around the Syracuse area, but especially SU/ESF students. This will entail passing out flyers and pamphlets to students, and sending campus-wide emails as well. These committees will be around for the duration of UNICEF at SU. 3. Advocacy Committee Responsibilities includes, but is not limited to: assisting the Vice President of Public Relations with their duties by designing and distributing flyers; required tabling duties of every member a part of this committee;
Section III: Advisor A. Selection of Advisors An advisor is selected by the executive board and should be generally accepted by all members of UNICEF at SU. B. Qualifications The only criteria that an advisor must have are that he/she must have an adequate amount of knowledge pertaining to UNICEF and the U.S. Fund for UNICEF. However, it is also important that the advisor have knowledge of current international news and events. C. Terms of Office An advisor will serve one academic year, and will remain in office for as long as he/she desires to after that year. Ideally, the advisor would remain in the organization long-term. D. Roles and Duties of an Advisor The advisor must attend all campus events and must meet with the executive members at least twice a semester. The advisor will also need to meet with the current president once a month. The advisor will also provide guidance and stability to the organization, and provide access to campus resources and guidance. Section IV: Organization Consultant Every student organization is assigned an organization consultant out of the Office of Student Life. The Office of Student Life reserves the right to assign and change the organizationâ€™s assigned organization consultant. The appointed person will be a professional staff member out of the Office of Student Life and will act as a resource and guide to the organization on the program planning process. Article III. Membership - All SU/ESF undergraduate and graduate students are permitted to join. In order to be an active member you must submit $5 in dues. To all members who donâ€™t pay dues will be considered inactive and will not be granted voting power or given preference for events or initiatives and/or holding a position.
Section I: Executive Board Eligibility To hold an executive board position, one must be a member of UNICEF at SU for at least one year. All of those eligible should be able to understand every one of our initiatives and understand the function of UNICEF and the Campus Initiative. Interviews are open to all members, however eligibility is determined by the previous mention, but are not limited to these descriptions. Section II: Committee Eligibility Committee involvement in UNICEF at SU is open to any member who is not an executive board member. All active, those who attend every meeting, members are eligible to be on a committee of their choosing. But some members may be asked to become a part of another committee if one of the three committees is lacking in members. Section III: Executive Board Registration All current executive board members are encouraged to stay in for a semester if not the entire year. It appears unprofessional and disrespectful to the executive board if a member cannot fulfill their assigned duties. An officer is allowed to resign from their position at their leisure, but they must give one month prior hand written or e-mailed notice, so that another qualified member may fill their position. The parting executive board member must find a replacement who can properly fill their position. This member must have adequate knowledge of the function of the organization as well as UNICEF. There will be a two-week shadowing period to insure that this potential officer understands the function of both the organization and the executive board. If that position is not filled within that time, they must stay in position until another member agrees to take their position. Article IV. Executive Board Election/Selection Process Section I: Time and period when selection occurs The selection will be held once a year around late March/early April. The new officers will take office no later than late April so that the old officers can train them until the academic year comes to an end. Section II: Nominations Every member may nominate themselves or another active member for any positions except Vice President and/or President during second semester. The process for nominating a qualified individual would be to e-mail the President of the organization who will then discuss it with other executive board members.
After the nomination has been reviewed then this member will go through a shadowing process for the member they wish to replace in the future. After the shadowing process the member will be recommended by the executive board member they have shadowed. Afterwards, the member will be reviewed and all future executive members will be officially announced through the listserv and reiterated during the following meeting. Section III: Election Procedures All active members interested in an executive board position will be interviewed and all submitted nominations and recommendations will be reviewed by the executive board. Section IV: Notification and Posting of Elections UNICEF at SU will send out an email regarding availability of positions and setting up interviews. Once all positions have been filled an e-mail will be sent out to the entire organization informing everyone of the new inductees. Article V. Meetings Section I: Types of Meetings The general meetings are held every other week. Every committee must meet three times a month minimum because the organization will always have ongoing initiatives. Executive board meetings will be every Sunday. If an executive member misses more than three meetings without a 12-hour notice with a legitimate (academic related or philanthropic-related) excuse, then said member will be placed on probation. If this behavior continues and the offending officer appears to express a serious lack of dedication towards the organization they will be expelled by the executive board. However, in order to expel the member every member on the executive board must agree to expel the member and then it is at the executive boardâ€™s discretion to replace the offending executive board member. All executive board member may cast his or her vote (3 votes given to president, 2 votes given to vice president and 1 to other officers). Section II: Time and Occurrence of Meetings Meetings are held bi-monthly for all members and once a week for a minimum of one hour for executive members. There will be a set date for meetings once the first, inaugural meeting is held the beginning of every semester. Section III: Special Meetings Special meetings may be called when there is an event being planned, and this will be discussed at one of the meetings prior to beginning the planning of said event.
Section IV: Quorum For event planning and decision making pertaining to all members of UNICEF at SU, two-thirds of the eligible voting members at the club must be present. If quorum does not exist at a meeting, the vote will be taken anyway, but not decided upon, and members who were not present will be emailed to state their vote. Section V: Parliamentary Procedure General Consensus will govern the conduct of business for UNICEF at SU. Section VI: Voting Only SU/ESF students who have been active in UNICEF at SU may participate in voting processes relative to events and how to carry out initiatives. In regarding the voting for a new executive board only those who currently hold an officer position may vote on matters of inducting a new officer. Any member who disagrees must attend a private meeting with the officers to discuss their concerns. With regards to voting and allocation of funds, active members may provide suggestions, but the executive board must review it and then vote on it during their Sunday meetings. Section VII: Meeting Minutes and records The secretary is responsible for taking notes and meeting minutes. They, the secretary, will store the records, and he/she will announce the meeting minutes to the executive board at their next weekly meeting. The approval of an expense or budget must be discussed with all executive members of the organization and must be approved by the treasurer. Amendment approvals are also discussed at minute meetings, as well as election results and the impeachment of an officer. Article VI: Impeachment Section I: Grounds for removal If an executive member misses more than three meetings in a row, a vote will be held to impeach that member. However, the entire executive board must approve the removal of said executive member. Section II: Procedure for Impeachment The impeachment process for UNICEF at SU is as followed:
1. A total of three missed meetings in a row of an executive board member, or a complaint brought against another member 2. There must be evidence to support the complaint 3. The accused member must present their defense to the executive board and offer counter evidence 4. All members of the executive board take a vote (President has 3 votes, Vice President 2 votes and other officers 1 vote), there must be a majority for removing the member. Every member must additionally support a claim or reason for voting what they did ***In a severe circumstance, removal of a member is immediate and done by the President with evidence that the accused is indeed guilty. Examples of this are derogatory slurs or threats made toward ANY member of the organization, or any kind of discriminatory behavior committed by any member of the organization. THIS WILL NOT BE TOLERATED. Section III: Procedure for Appeal of Impeachment If a member was voted out due to a severe circumstance, which was decided by the president, the member will no longer be able to be a part of UNICEF at SU and but they have the right to appeal (i.e. explaining the purpose behind their actions and submitting a formal apology to the offended and a separate letter to the executive board, both of whom must accept it). There is no set time period to carry out general appeals, and the executive board oversees the appeals. After a member is voted out of the organization, they must wait at least two weeks before appealing to the executive board. Article VII: Constitutional/ By-Law Amendments Section I: Amendment An amendment may be proposed at any time, and must be voted in favor by all members of the executive board. There is no notice in advance for amending the constitution, and all members of the executive board may vote on the amendment. Any member of UNICEF at SU may propose an amendment, but the executive board must vote on it. The process is the same for amending by-laws. Section II: Ratification All members of the executive board must vote in favor of the ratification. A newly ratified constitution comes into effect the following academic semester. Article VIII â€“ Not for Profit Statement This is a not-for-profit organization.
ARTICLE IX – Financial Obligation A majority of voting members of this organization may determine reasonable dues and fees assessed to each member at the beginning of each semester. A specific member or members, designated by this organization shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit. ARTICLE X – Statement of Non-discrimination Syracuse University is an equal-opportunity, affirmative action institution. We do not discriminate on the basis of race, creed, color, gender, national origin, religion, marital status, age, disability, sexual orientation, gender identity and gender expression, or status as a disabled veteran or a Veteran of the Vietnam era to any extent discrimination is prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, serviced, and activities. ARTICLE XI – Statement of Non-Hazing This organization will not conspire to engage in hazing, as defined by New York Penal Law 120.16 and New York Penal Law 120.17, or commit any act that causes or is likely to cause bodily danger, physical hard, or persona; degradation or disgrace resulting in physical or mental hard to any fellow student or person attending the institution. ARTICLE XII – Statement of Compliance with Campus Regulations This organization shall comply with the Syracuse University Code of Student Conduct.