CONSTITUTION FOR AFRICAN STUDENT ASSOCIATION

 

PREFACE

 

We, the African Student Association members at Virginia Polytechnic Institute and State University:

1. Recognize the need to share cultural awareness about all aspects of the African continent with the Virginia Tech community and to provide an environment where students create bonds and friendship through Africa and its traditions.

2. Commit to the need to offer a social outlet and any other assistance to one another

3. Hereby constitute ourselves into a student association and adopt this constitution as the legal document on which our Association shall be established with the belief that:

   1. This constitution shall be the supreme guide for the activities of the African Student Association (ASA) of Virginia Polytechnic Institute and State University, Blacksburg, VA

   2. The Executive Board of the Association, through the decision of majority vote, shall be the supreme interpreter of the constitution

   3. This constitution shall be effective form the date it is approved by the Executive Board of the Association

 

CONSTITUTION

 

ARTICLE I.

Name

The Organization shall be known as the “AFRICAN STUDENT ASSOCIATION” herein referred to as ASA.

 

ARTICLE II.

Purpose

The Purpose of the African Student Association is to:

1. Create a welcoming environment for both African and non-African students alike at Virginia Tech in which they can contribute to awareness and activism relating to Africa.

2. Promote African cultures, traditions, and heritage to Virginia Tech and its environs.

3. Educate the Virginia Tech community about issues and concerns specific and unique to Africa.

4. Reach out to the African community in the Blacksburg area through social events and service.

5. To foster productive and collaborative relationships with other cultural and non-cultural organizations with regard to relevant causes and topics.

 

ARTICLE III.

Membership

1. Membership shall be open to all registered students at Virginia Polytechnic Institute and State University interested in advancing the knowledge and awareness of African issues.

2. Special membership benefits shall be given to member who have paid dues for the year semester/year.

3. The African Student Association of Virginia Polytechnic Institute and State University shall not discriminate by reason of age, citizenship, color, disability, gender, race, religion, national origin, political affiliation, sexual orientation or status as a veteran.

 

ARTICLE IV.

Members Rights and Duties

1. All member shall have the right to be elected to any office of the Association. Only members who have exhibited competence for the position throughout the year can fill executive offices.

2. All members have the right to become a member of any standing committee or special committee.

3. All members shall have the right to benefit from any available services and privileges provided by the Association.

4. All members shall have the right to raise questions, discuss and express their opinions about the Union.

5. All members shall abide by the constitution and decisions reached by the Executive Board.

 

ARTICLE V.

Executive Board

There shall be an executive board that represents and make decisions in different areas of interest on behalf of the African Student Association.

1. The following executive positions are open to upperclassmen only (sophomore year and up). In certain circumstances, such as proven strong commitment and involvement in ASA or sudden availability of a position with no suitable upperclassmen to assume the position, eligible freshmen will be allowed to run for an executive position.

2. All officers are REQUIRED to be present at ALL general body and executive board meetings, unless a legitimate pre-excused absence is approved by the President (Vice-President in their absence).

3. The Executive Board shall be made up of nine members as follows:

1. President

2. Vice President

3. Secretary

4. Treasurer

5. Events Chair (2)

6. Fundraising Chair

7. Social Media Chair

8. Marketing Chair

 

ARTICLE VI.

Functions of the Executive Board

Each member of the Executive Board shall have, but are not limited to, the following functions:

 

1. The President:

   1. Shall preside over the meetings of the General Body and the Executive Board.

   2. Shall plan and weekly agendas for Executive Board meetings

   3. Shall work with the secretary to disseminate information to the General Body and the Executive Board.

   4. Shall, in consultation with the secretary and/or the entire Executive Board, call both the General Body and Executive Board’s meetings

   5. Shall coordinate, support and plan various programs that further the education and understanding of continental Africa

   6. Shall be a signatory to the African Student Association’s accounts

   7. Shall be the official representative and chief spokesperson for the African Student Association.

   8. Shall see to the implementation of all decisions and the execution of all plans of both the General Body and the Executive Board

   9. Shall be the official representative of the African Student Association in all matters and issues

   10. Shall see to defend the African Student Association in all matter and issues

 

1. The Vice President:

   1. Shall perform all the function of the Presidency in absence of the President,

   2. Shall be a signatory to the African Student Association’s accounts

   3. Shall direct all constitutional updates and revisions

   4. Shall preside over standing committees

   5. Shall coordinate all service programs and events related to humanitarian causes on the African Continent, service in the University and Blacksburg community and any other service activities by ASA on the African continent as and when the need arises.

   6. Shall be in charge of all outreach programs

   7. Shall be the liaison to other schools and organizations

   8. Shall, with the assistance of the Marketing chair, work to the Alumni database and relations up to date

 

1. The Secretary:

   1. Shall keep all written records and be responsible for handling all official correspondence of the African Student Association  

   2. Shall arrange for all the meetings of the General Body and the Executive Board.

   3. Shall keep official minutes for the General Body and the Executive Board and shall also be expected to read or distribute such whenever it is required

   4. Shall inform the General Body of all African Student Association events and updates.

   5. Shall maintain and update the General Body member database/listerv

   6. Shall be the initial interpreter of the constitution for the African Student Association, in cases where there are legitimate queries

 

1. The Treasurer:

   1. Shall manage all finances and financial accounts of the African Student Association including, but not limited to the:

      1. Checking Account

      2. Savings Account

      3. Cash Account

      4. Any electronic commerce accounts

   2. Shall keep proper accounts of all of the African Student Association’s transactions

   3. Shall collect and record membership dues and issue official receipts

   4. Shall be a signatory to the African Student Association’s accounts and shall mandatory, be aware of all the of African Student Association’s withdrawals

   5. Shall be a party to all financial decisions of the General Body and the Executive Board

   6. Shall be responsible for requesting funds from various outside bodies including, but not limited to:

      1. Budget Board

      2. Other student organizations

      3. Local and non-local businesses and corporations.

   7. Shall coordinate, along with the Fundraising Chair and Events Chairs, all of the African Student Association’s fund raising activities

   8. Shall present financial reports to the Executive Board, at least once every month

   9. Shall present an audited annual financial repot to the Executive Board at the end of the school year

 

1. The Events Chair (2):

   1. Shall be responsible for creating and executing events throughout the year

   2. Shall keep the ASA calendar up to date

   3. Shall update the Executive Board on all prospective and planned events

   4. Shall equally share duties and responsibilities between the two elected members

   5. Shall, with the assistance of the Marketing Chair and Social Media Chair, create and distribute advertisements and promotions for all ASA events  

   6. Shall, with the assistance of the Treasurer and President, book all venues/artists/DJ’s/etc

 

1. The Fundraising Chair:

   1. Shall, with the assistance of the Treasurer, develop a fundraising plan for the academic year that will allow the African Student Association to meet budgetary needs

   2. Shall, with the assistance of the Events Chairs, create and present a list of possible fundraising events to the Execute Board at the beginning of each month

   3. Shall, upon approval form the Executive Board, work with the Events Chairs to plan and organize fundraising events

   4. Shall work with the Marketing Chair and Secretary to advertise and create campus awareness for fundraising events in a timely manner

   5. Shall submit all funds raised to the Treasurer within 2 business days following the event or date of payment.

   6. Shall recruit members of the General Body and the Executive Board to assist with Events

   7. Shall maintain a history of the event, documenting total funds raised and member attendance for future planning

2. The Marketing Chair:

   1. Shall provide consistent and active communication for the purpose of recruitment, program messaging, fundraising, awareness and branding to all members of the African Student Association, the university, the Blacksburg community and others.

   2. Tshirts

3. The Social Media Chair:

   1. Shall use social media tools including, but not limited to Facebook, Twitter, and Instagram to increase campus affinity and relationship with the African Student Association

   2. Shall publicize all events and update from the African Student Association on all social media accounts and the website

   3. Shall maintain and update the African Student Association website

   4. Shall maintain and update all social media accounts

   5. Shall take pictures and record videos of all African Student Association Events

   6. Shall keep a record of all photo albums and videos from African Student Association events

   7. Shall work with the marketing chair and treasure to create semester newsletter for alumni

 

ARTICLE VII.

Elections

1. Elections shall be held no later than two weeks to the end of every school year

2. All members, who have fulfilled their financial obligations, shall be eligible to vie for elective offices according to the provisions contained in ARTICLE 4 and ARTICLE 5

3. All candidates running for an Executive Office must submit an application by the deadline determined by the Executive Board.

4. All candidates must participate in an interview performed by the Executive Board on a date to be determined by the Executive Board.

5. Candidates can run for up to three positions.  If an individual should win in one position, he/she will not be considered for another position

6. The candidate shall win the election by a majority decision made by the Executive Board

7. A By-election shall be conducted at the following General Assembly meeting in the event of a resignation or removal of any person or persons from an elected position. All the above election procedures shall apply to any by-election.

8. Any current Executive Board member wishing to stay in their position or switch to a different position, must also abide by the same rules outlined above

 

ARTICLE VIIII.

Meetings & Notice of Meetings

1. The African Student Association will have one general body meeting every month. Additional meetings may be called if necessary.

   1. The notice of meetings of the General Body shall be produced and distributed by the Secretary and Public Relations Chair, not later than one week before the day of the meeting.

2. The Executive Board shall meet once a week. Additional meetings may be called if necessary.

   1. The notice of meetings of the Executive Board shall be produced and distributed by the President, no later than one week before the day of the meeting and forty-eight hours in the case of an emergency meeting

3. All standing and special committees shall meet as often as necessary based on the project to be executed or as to meet the deadline of the special purpose for which it was created.

   1. The notice of meetings of standing committees and special committees shall be the responsibility of an executive officer or member designated by other members of such committees, and all the members shall agree upon the method of distribution.

4. Each notice of meeting shall contain a proposed agenda for the meeting.

 

ARTICLE IX.

Finance

The sources of finance of the African Student Association shall be:

1. Membership dues

2. Financial support from the university

3. Voluntary donations

4. Income from fundraising or fund generating events

5. Appeals to other student organizations

 

ARTICLE X.

Finance Regulations

 

ARTICLE XI.

Committees

 

1. The African Student Association shall have standing committees as part of its organs. There shall be (insert number) standing committees of the African Student Association. And these shall be:

1. Events Planning Committee

2. Volunteering Committee

1. Special committees, such as the ASA Night committee, Mr. & Ms. Africa committee and International Street Fair committee shall be appointed by the Executive Board to meet specific needs as deemed necessary.

 

ARTICLE XII.

Impeachment and Resignations

Any member of the Executive Committee who is unable to effectively function in the elected capacity shall tender their immediate resignation. Resignation shall be in writing and addressed to Secretary for the consideration of the Executive Committee or the General Assembly in the situation that the entire Executive Committee offers to resign. Reasons for such resignation shall be clearly stated in the letter of resignation.

 

Any member of the Executive Committee or the entire Executive Committee shall be impeached for reasons such as:

1. Inability to perform the duties of their offices.

2. Financial mismanagement or misappropriation of the Union's funds.

3. General misconduct contrary to the aims and objectives of the Union.

4. Any member of the Union who has fulfilled all membership obligations can make motion for impeachment.

 

ARTICLE XIII.

Amendments and Bylaws