UNC ASHEVILLESTUDENT ALUMNI ASSOCIATION

CONSTITUTIONRevised May 2014

ARTICLE INAME

Section 1 The name of this organization shall be The University of North Carolina Asheville (UNC Asheville) Student Alumni Association; hereinafter referred to as SAA.

ARTICLE II MOTTO

Section 1 The UNC Asheville Student Alumni Association will abide by the motto of “Students Today, Alumni Tomorrow.”

ARTICLE III PURPOSE

Section 1 Established in 2011, SAA works on behalf of the UNC Asheville Alumni Association to enhance the student experience on campus and beyond by facilitating interaction between students, alumni, and the greater UNC Asheville community.

Section 2 The purpose and primary goals of SAA are (1) to build school spirit and pride, (2) connect current students with alumni, (3) encourage student philanthropy, and (4) enhance the student experience by providing ways to strengthen service and lifelong loyalty to UNC Asheville.

ARTICLE IV AFFILIATION

Section 1 SAA shall be affiliated with and responsible to the UNC Asheville Alumni Association, through the Division of University Advancement. Benefits of affiliation are use of Division office space, equipment and

supplies, and funding for member services, benefits, and other training.

Section 2 SAA is also affiliated with the Office of Student Activities, Involvement and Leadership (SAIL) by following the Office’s student organization guidelines. Benefits of this affiliation include approval for on campus advertising, reservation of campus spaces/facilities, and use of Campus Commission as a source of program funding. To remain a recognized student organization, SAA must complete all basic requirements as outlined by SAIL each academic year.

ARTICLE VMEMBERSHIP

Section 1 SAA shall be open to all currently enrolled undergraduate and graduate students in good academic standing at UNC Asheville. Any student interested in SAA membership may notify the organization by mail, email, phone, or at SAA member recruitment or tabling events.

Section 2 It will be the goal of SAA to attract new members from all backgrounds, interests, and academic fields. SAA shall not discriminate against any individual wishing to participate in the organization on the basis of race, color, national origin, religious creed, political views, sex, gender, sexual orientation, disability, age, or military veteran status.

Section 3 Members, both new and existing, shall be interested in and committed to engaging students and alumni through dedication to the institution and a desire to learn more of its past, present, and future. Each member shall have spirit and pride in UNC Asheville and is responsible for upholding responsibilities while representing the University in a positive manner.

Section 4 All active members are required to (1) attend a majority of all general meetings and major events, (2) participate on at least one committee, and (3) complete a designated amount of activities, events, and/or office hours. Any member who does not expect to meet the membership requirements for a current semester may request Interim/Inactive Status.

Section 5 Benefits of SAA membership include, but are not limited to: unique SAA apparel and merchandise, invitations to select UNC Asheville Alumni Association-sponsored events, and opportunities for alumni mentoring and student leadership training.

Section 6 As a student organization, SAA must uphold the University’s Code of

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Conduct. Members are expected to conduct themselves in an orderly manner and are bound by the Student Code of Community Standards found in the Student Handbook published by SAIL.

Section 7 If a member does not maintain the requirements for good academic standing, active membership status, and/or good conduct, a warning will be issued and further action may be taken for progressive discipline, up to and including the revocation of membership.

ARTICLE VIMEETINGS

Section 1 Meetings of the general membership of SAA shall be held on a weekly basis during the academic year, the day and time to be determined at the beginning of each semester by the Executive Board.

Section 2 Meetings of the Executive Board shall be held on a weekly basis during the academic year, the day and time to be determined at the beginning of each semester by the Executive Board. The Executive Board shall have the authority to hold a meeting prior to the start of each semester to establish said meeting and event calendars for the academic year.

Section 3 Additional meetings for the general membership and Executive Board will be scheduled and held at any time deemed necessary by the Advisor, the Executive Board, and/or relevant committee chairperson(s) to discuss problems or event details that may require special attention. Proper notice shall be made at least three (3) days prior to the meeting.

Section 4 Matters to be presented to the general membership for voting will be determined by the Executive Board and the Advisor. A simple majority of the whole membership present at any meeting shall constitute a quorum for the transaction of all SAA regular business at the general meetings. Two-thirds of the Executive Board shall likewise constitute a quorum for the transaction of its business during its weekly meetings.

Section 5 Attendance at the annual member retreat is mandatory for all, unless other arrangements are made with the Advisor in advance. This fall retreat consists of team-building exercises, review of the Constitution and member guidelines, discussion of events and programs for the upcoming year, and activities to promote fellowship among members. A new member orientation shall be provided at the start of spring semester for students joining SAA during that time. Planning of the site,

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meals, materials, and activities for the retreat and orientation shall be the joint responsibility of the Advisor and the Executive Board.

ARTICLE VIIOFFICER ELECTIONS

Section 1 Officers of the Executive Board shall be elected on an annual basis by the members of SAA. All positions are one-year terms, beginning with a transitional period after election to shadow the current Executive Board. Their term in office will likewise end with a transitional leadership period the following April. Incumbent Executive Board members must be re-elected to continue their offices after their term has expired.

Section 2 Members will be informed at the first March membership meeting of upcoming elections. The call for nominations will also be made to all members through email prior to the election meeting. Any active SAA member in good standing is eligible for nomination and able to nominate themselves or another for one or more officer positions. Nominations are made by submission of a letter of intent to the Executive Board.

Section 3 Elections shall be presided over by the current President and held the first week of April, with new officers assuming their positions at the last meeting of the academic year. Before a vote is taken, candidates for each office will be given the opportunity to speak on their own behalf. A nominee must receive a simple majority of votes to be elected to office. All elected and current Executive Board members shall participate in a leadership planning meeting in April following the end of elections.

Section 4 After official voting has concluded, all vacancies on the Executive Board, other than President, who is succeeded by the Vice President, shall be reopened for nominations at the start of the fall semester and filled by majority vote of the current officers present at the first October Executive Board meeting. If a vacancy occurs in any office during the academic year, the position shall be filled for the rest of the open term after discussion by and upon recommendation from the Executive Board.

Section 5 Upon completion of an officer’s term, one must present an updated portfolio with all information regarding the planning and outcome of their position to whomever will be holding office in said position the following year.

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ARTICLE VIIIOFFICER REMOVAL

Section 1 In the event a member of the Executive Board is not maintaining the standards of membership and/or the duties of their position, that Executive Board member is eligible for suspension or removal from office. The SAA Advisor(s) will meet with the individual officer to discuss the actions that have led to suspension or removal from the board. After discussion, the appropriate action of (1) temporary suspension from the Executive Board or (2) complete removal from the Executive Board will be taken.

Section 2 If a member of the Executive Board is placed on temporary suspension, the individual will be required to show improvement in participation and interest within the organization within one month of being placed on suspension. This will be deemed a “temporary suspension period,” during which time the person on suspension must meet at least once a week with the Advisor to discuss progress and determine a positive course of action for being taken off of suspension.

Section 3 Suspension shall be defined as a period of one month in which a member of the Executive Board must show a conscious effort towards the benefit of the organization and the fulfillment of their position. During this period the benefits of Executive Board membership will be limited to a need-basis. Each program group shall select one of its members to maintain records of all group proceedings.

Section 4 If a member of the Executive Board is removed from office, the person will be stripped of their elected title and any and all affiliated benefits of holding said title. In addition, the individual will lose affiliation with the organization per the discretion of the Executive Board and/or Advisor.

ARTICLE IXEXECUTIVE BOARD

Section 1 The Executive Board of SAA shall consist of the following elected officers: President, Vice President, Secretary/Treasurer, Membership Chair, Social (Service) Chair, Special Events Chair, Public Relations Chair, and Member-at-Large. No members of the Executive Board may hold more than one office. All other officers of SAA shall be considered ex-officio members of the Executive Board.

Section 2 The President of SAA shall serve as the chairperson of the Executive

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Board and is charged with the full responsibility and authority for conducting, directing, and managing the affairs of the organization. The President serves as the leader and primary contact for SAA and ensures the goals, programs, and activities of SAA are accomplished. The responsibilities of the President also include setting the agenda for SAA general meetings; creating the yearly SAA events calendar, maintaining communication between the Advisor, SAIL, the Executive Board, and SAA members; and serving as the SAA representative and spokesperson at external functions, unless otherwise delegated. The President will hold at least 2-3 office hours weekly and shall perform such duties as may be delegated to him/her by the Executive Board.

Section 3 The Vice President of SAA shall serve and be charged with the same responsibilities and authority vested in the President, in the event that the President is unable to act due to his/her absence or any other reason. The Vice President is also charged with the responsibility of monitoring the progress of all Chairs and will, in turn, serve as ex-officio member of all committees. He/she will be the contact and liaison between SAA and the Affiliated Student Advancement Programs (ASAP). Further, the Vice President shall act as parliamentarian to ensure meetings follow the agenda and start and end at the specified time. The Vice President will hold at least 2-3 office hours weekly and shall perform such duties as may be delegated to him/her by the Executive Board or the President.

Section 4 The Secretary/Treasurer of SAA shall keep the records and financial reports of SAA, be responsible for taking and distributing the minutes/notes of each Executive Board and general member meeting, and play a leading role in budget formation and delegation of funds for SAA programming and operations. The responsibilities of the Secretary/Treasurer also include keeping accurate meeting records, collecting and responding to SAA mail, making any and all revisions to the Constitution, and preparing necessary paperwork required by SAIL to obtain allocated funds and meet basic requirements to remain an active student organization. Further, he/she will provide a mid-year report on the current standing of SAA organization points and present an annual financial report and proposed budget to the Executive Board and general membership in the Spring. The Secretary/Treasurer will hold at least 2-3 office hours weekly.

Section 6 The Membership Chair shall oversee the activities of the Membership Development Committee and assist the Vice President with organizing and promoting activities related to ASAP initiatives and conferences. As committee leader, he/she shall manage updating the membership

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handbook, steer execution of the annual Membership Recruitment and Retention Plan for new and existing members, oversee membership recruitment, and lead planning of the site, meals, materials, and activities for the membership’s fall retreat and spring new member orientation. The responsibilities of the Membership Chair also include recording meeting attendance, contacting absent members, tracking member participation points, and keeping accurate records of all membership rosters, including new, current, and alumni members of SAA. The Membership Chair will hold at least 1-2 office hours weekly.

Section 7 The Social/Service Chair shall oversee the activities of the Campus and Community Outreach Committee and is charged with maintaining the morale of the organization and its members by coordinating monthly SAA member socials and involvement with campus organizations, community interests, career services, SAIL, and the Alumni Association. The Social/Service Chair shall lead in planning of all member socials, philanthropy and volunteer service projects, and alumni engagement activities, with a minimum of one (1) member social per month and two (2) service projects and one (1) alumni related activity per semester. He/she shall encourage and motivate members during the year by organizing activities or awards to recognize members for service, birthdays, attendance, or any positive aspects of member involvement. The Social/Service Chair will hold at least 1-2 office hours weekly.

Section 8 The Special Events Chair shall oversee the activities of the Special Events Committee and be responsible for SAA involvement in major university, alumni association, and student-outreach events on campus while exploring new opportunities for collaborative programming. He/she shall lead planning and execution of the Founder’s Day Fall Formal and the Nearly Naked Mile at Homecoming. The responsibilities of the Special Events Chair also include assisting the President in serving as the SAA representative and spokesperson on campus-wide event planning committees like Homecoming, sharing news and updates of these committees to Executive Board and general members, and providing support and SAA participation in: Founder’s Day, Turning of the Maples, Homecoming, and embark Summer Orientation. The Special Events Chair will hold at least 1-2 office hours weekly.

Section 9 The Public Relations Chair shall oversee the activities of the Public Relations and Marketing Committee and be responsible for coordinating all communication and marketing efforts related to SAA events, service projects, and membership recruitment. He/she will maintain and share knowledge of campus and SAA traditions within the organization and

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throughout the campus community. The Public Relations Chair shall create and update the content of SAA’s online presence (website, Facebook, Twitter); coordinate SAA meeting and event inclusion on SAIL calendar, Blue Echo broadcasts, and Blue Banner publications; create and maintain a scrapbook to reflect SAA’s year; work with Membership Chair to develop and update membership handbook for new and existing members; and meet regularly with the Secretary/Treasurer to make sure content of all events and special announcements, publications, and promotions are accurate. The Public Relations Chair will hold at least 1-2 office hours weekly.

Section 10 The Member-at-Large shall serve as the liaison between the Executive Board and the general membership and act as a mediator in conflict situations within SAA that directly affect the productivity of the organization. He/she shall also work to develop and lead SAA’s fundraising efforts and ensure these funds are appropriately processed. The Member-at-Large will work closely with the Membership Chair to assist in new member recruitment and retention, coordination of member retreats and orientation. Further, he/she will work with the Social/Service Chair in the planning of activities related to celebrations promoting fellowship and spirit within SAA. The Member-at-Large will hold at least 1-2 office hours weekly and shall perform other such duties as may be delegated by the Executive Board or the President.

Section 11 The Historian is an ex-officio member of the Executive Board and shall catalog and compile all history of SAA. He/she will ensure photos are taken at all SAA functions and assist the Public Relations Chair and Secretary/Treasurer in documenting and publicizing all SAA events, service projects, and member activities. The Historian will hold at least 1-2 office hours weekly.

Section 12 The Executive Board shall determine the annual goals and direction of the organization through on-going planning and evaluations. The Executive Board shall also hear problems, complaints and suggestions, generate possible constitutional amendments, and initiate appropriate actions. Members of the Executive Board will work closely with the Advisor of the organization to efficiently coordinate members, plan and host activities, and fulfill the purpose of the organization. All members of the Executive Board shall continually update records kept online and in officer binders, maintain SAA archives, and monitor all SAA operations. Attendance at Executive Board and general member meetings is mandatory (exceptions made with consent of Advisor).

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ARTICLE XCOMMITTEES

Section 1 The Standing Committees of SAA shall be: (1) Membership Development Committee, (2) Campus and Community Outreach Committee, (3) Special Events Committee, and (4) Public Relations and Marketing Committee. Due to the overlapping nature of certain SAA initiatives, all committees are required to coordinate with one another and the Executive Board.

Section 2 Committees will be chaired by members of the Executive Board, for the purposes of planning the needs of the organization. He/she is to play a leading role in planning, implementing, and evaluating programming. Each committee shall select one of its members to take notes and maintain records of all group meetings, decisions, and actions. The Chairperson from each committee shall represent that team’s plans and progress and is responsible for holding committee team meetings and presenting this information to the Executive Board on a monthly basis.

ARTICLE XIADVISORS

Section 1 Advisors will be members of the UNC Asheville professional staff and work principally in the Division of University Advancement. Advisors shall supervise the deliberations of SAA, assist the Executive Board with managing obstacles and challenges presented to the organization, and ensure that SAA is abiding in accordance with its constitution and SAIL requirements for student organizations. Advisors must maintain professional standards while serving as a link between SAA, the UNC Asheville Alumni Association, and Division of University Advancement.

Section 2 The Assistant Director of Alumni Relations shall serve as the primary staff advisor for SAA. Responsibilities also include presenting ideas to the Executive Board for discussion and approval before sharing with the general membership, attending meetings of the general membership and Executive Board, reporting Alumni Relations updates, and attending SAA sponsored events. This person shall vote only in the event of a tie.

Section 3 The Director of Alumni Relations (or Director of University Events) shall serve as a secondary advisor, if deemed necessary. In certain situations, the Director shall have the power to veto over decisions made by the Executive Board and Advisor. This veto can only be used in conjunction with an intentional meeting to explain why it has been issued.

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ARTICLE XIIAMENDMENTS AND ADOPTION

Section 1 This Constitution shall be reviewed and evaluated at the last regular general meeting in the spring semester and every year thereafter. The power to make, revise, amend, or repel this document is vested in the active members of the organization, but shall only take place during this time or at a special meeting called by the President for such purposes.

Section 2 The Constitution shall be officially adopted upon its approval by a majority vote of those members in attendance and currently active. Amendments to the Constitution shall also become effective upon approval by the majority of active SAA members in good standing, provided that a written notice of the proposed amendment is presented to the Executive Board at least one meeting prior to the vote. Any and all By-Laws written to accompany this document shall be amended by a simple majority in the same process as the Constitution.

ARTICLE XIIIDISSOLUTION

Section 1 Upon any dissolution or termination of SAA, all of its property and assets shall, after payment of lawful debts of the organization and expense of dissolution or termination, be delivered, conveyed and paid over to the Division of University Advancement.

ARTICLE XIVFINAL AUTHORITY

Section 1 The Division of University Advancement, through the Assistant Director of Alumni Relations, shall retain the final authority and responsibility for SAA’s Constitution and By-laws, budget, financial management, objectives, and programs.

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