Pan-APA constitution

Pan-APA Constitution 

 

THE Pan-AFRICAN PROFESSIONAL ALLIANCE (Pan-APA) 

Date of origin: April 24, 2015 

 

  1. Purpose 

 

  1. The Pan-African Professional Alliance (PAN-APA) seeks to act as an academic and professional network for members of The Pennsylvania State University and African diaspora. Our goals include: 

  • Providing a culturally sensitive and inclusive space for members of the Penn State community                      

  • Providing opportunities for networking and professional development  

  • Serving as a platform to discuss issues and contribute to solutions that are critical to the alliance members and of concern to Africa and those of the African diaspora 

  • Acting as a resource for undergraduate students of the African diaspora, including but not limited to: partnering the graduate student mentors with other graduate or undergraduate mentees, and presenting on successful navigation of the graduate school experience, job search, and conference presentations and publications 

  • Collaborating with former members of the organization as well as other graduate student     organizations in furthering the university’s mission to expand diversity inclusion efforts as they relate to the mission of PAN-APA      

  1. Membership 

 

  1. At all times, the majority (50%+1) of all active members shall be full-time, officially registered graduate students at University Park. 

 

  1. The membership shall be divided into active and associate members. 

1. Only currently registered students are eligible for active membership. 

  1. All others interested in furthering the purpose of the Pan-African Professional Alliance, including but not limited to, faculty, staff, and community members, shall be associate members.  Only active members may hold office, vote, preside, officiate, or solicit funds on behalf of the organization. 

 

  1. At all times there shall be at least 10 active student members for this graduate organization. 

 

  1. The alliance reserves the right to expel a member who is not following the policies of the organization with a supermajority vote of attending members – quorum is 75% of active members. 

 

  1. In the case of violations of constitutional policies and/or conflict between members within the organization the highest-ranking officer that is not involved in the conflict, with the assistance from the advisor (if applicable), will facilitate an informal mediation procedure 

  1. The mediator shall: 

  1. Arrange for a mediation meeting outside of the regular organization business meeting 

  1. Explain their role as the impartial party and the objectives of the mediation 

  1. Set ground rules 

  1. Allow each party to express their views by allowing the conversation to go where the parties wish it to go 

  1. Collect any available resources that might assist in the resolution (financial documents, emails, photos, etc.)  

  1. As a third party, do not suggestion resolutions but rather leave the responsibility for the resolution with the parties involved 

  1. Facilitate goal setting to reach a win-win resolution 

 

  1. New Membership and Recruitment 

  1. Any and all new members will be given full disclosure during recruitment, including but not limited to the disclosure of: 

  1. Schedule of New Member Events and Activities 

  1. A list of responsibilities 

  1. A copy of the University Hazing policy, prescribed by Policies and Rules for Student Organizations (This document will be available upon request by the Office of Student Activities). 

  1. All members, including but not limited to new members and recruits, reserve the right to refrain from participating in any activities without consequence, based upon personal/religious beliefs, personal values, or moral reserve as defined by the member. 

  1. Any and all interaction/activity between members and/or new members will be limited to guidelines stated by university policy, as well as local, state, and federal laws. 

 

  1. Officers:  

  1. Undergraduate candidates must be full-time, officially registered active student members to be selected as officers at the time of the appointment or election and graduate candidates may be full-time or part-time, officially registered active student members to be selected as officers at the time of the appointment or election. Officers may change from full-time to part-time, or vice versa, after becoming an officer.  Student organizations may establish and apply additional eligibility criteria for appointed or elected leaders/officers that must be approved by the Office of Student Activities 

 

B. Officer role and responsibilities:  

President  

  • Must attend the president training 

  • Serves as the spokesperson for the organization.   

  • Presides over meetings of the organization 

  • Facilitates executive board meetings 

  • Maintains contact with organization adviser  

  •  Maintains contact with affiliated university department, affiliated student organizations, and community partner  

  •  Represents the organization to the University  

  •  Serves as a secondary signatory on financial accounts  

  •  Assists all executive officers  

  •  Provides follow‐up to organizational tasks  

  •  Organizes executive board socials 

  •  Coordinates executive board officer transitions  

  •  Represents organization at official functions  

  •  Remains fair and impartial during organization decision making processes  

  •  Provides encouragement and motivation to fellow officers and organization members 

Vice-President 

  • Assumes the duties of the President in his or her absence  

  •  Directs Constitutional updating and revisions   

  •  Facilitates election of officers  

  •  Recruits new members   

  •  Represents organization at official functions  

  •  Remains fair and impartial during organizational decision-making processes  

  •  Performs other duties as directed by the President 

  •  Shall serve as President when the President is unable to do so. 

Treasurer 

  • Must attend the Treasure Training  

  • The Treasurer shall be charged with handling all organizational finances. 

  • Is familiar with accounting procedures and policies 

  • Serves as the primary signatory on financial accounts 

  • Pays organization bills 

  • Collects organization dues 

  •  Keeps all financial records of the organization 

  •  Prepares an annual budget 

  •  Prepares all budget requests for funds 

  •  Prepares and submits financial reports to the e-board members 

  •  Maintains a financial history of the organization 

  •  Provides advisor with summary of financial records at the end of the academic year 

  •  Advises members on financial matters (i.e. vendors, ticket selling procedures) 

  • Coordinates fundraising drive 

  • Represents organization at official functions 

  • Remains fair and impartial during organization decision making processes 

  • Performs other duties as directed by the President 

 

 

Secretary 

  • Obtains appropriate facilities for organization activities  

  •  Keeps a record of all members of the organization  

  •  Keeps a record of all activities of the organization  

  •  Prepares an agenda with the President for all meetings  

  •  Notifies all members of meetings  

  •  Prepares organization’s calendar of events  

  •  Keeps the organization informed of both organizational and university business  

  •  Keeps and distributes minutes of each meeting of the organization  

  •  Creates and distributes via (email or group chat) agendas for each meeting of the organization  

  •  Maintains attendance at all meetings  

  •  Prepares and files any report required  

  •  Represents organization at official functions  

  •  Remains fair and impartial during organization decision making process  

  • Performs other duties as directed by the President 

 

             Public Relation Officer 

  •  Handles all official correspondence of the organization  

  •  Correspondence to all email on behalf of the organization 

  •  Manages social media correspondence including Facebook, WhatsApp group, Instagram, Twitter, and LinkedIn. 

  •  Designs and distributes flyers for organization events 

  •  Represents organization at official functions   

  •  Remains fair and impartial during organization decision making process  

  •  Performs other duties as directed by the President 

 

             Information and Technology Officer 

  • Manages the organization website  

  • Coordinate with public relation officer in posting upcoming events on the website  

  • Coordinate with secretary in keeping the listserve (emailing list) up-to-date  

  • Set-up technical equipment for general meeting and organization events 

  • Rent technical equipment from PSU on behalf of the organization when needed for main events 

  • Represents organization at official functions  

  • Remains fair and impartial during organization decision making process  

  • Performs other duties as directed by the President 

 

 

C. Filling unexpired vacancies: 

1. Nominations are taken at the meeting following the vacancy.  Elections also occur at this meeting. 

  1. If a majority (50%+1) is not obtained by any of the candidates, the candidate receiving the lowest number of votes is eliminated, and the active members shall vote again. 

  1. When nominations are being taken to fill unexpired terms, any member of the organization may nominate another member of the organization by simply raising his/her hand and indicating such when recognized. 

 

 

  1. Meeting 

 

  1. The Pan-African Professional Alliance will meet at least two times per semester. 

 

  1. Adequate advance notice must be given to all active members. 

 

  1. The President with the consent of the Vice President may change meeting frequency. 

 

  1. Members shall be notified of all meetings by email     , and/or other means of communication as deemed necessary.      

 

  1. The President may call special meetings as      he/she sees fit. 

 

  1. An absentee of over 2-3 consecutive board meetings without any communication to the board will give the right to the other board members to vote the officer out.  The board will have the right to replace the officer with someone willing to work and take the position.  

 

 

  1. Voting 

 

  1. Only active members may vote. 

 

  1. The quorum     for all voting shall be thirty-three percent (33%) of the active membership. 

 

  1. A simple majority (50% +1) shall be necessary for all voting.  This majority shall be derived from the active members present. (what if the active members are not enough to vote, i.e they are less than the quorum?) 

 

 

  1. Finances 

 

  1. All organizational funds are to be deposited and handled exclusively through the Associated Student Activities (ASA) in 240 HUB. 

 

  1. This organization will not have an off-campus account(s). 

 

  1. This organization shall collect dues that will not be excessive. 

 

  1. The Treasurer, with the consent of the President, will propose dues that should be approved by the general body of members with voting rights. 

 

  1. Dues shall be collected annually. 

 

  1. The Officers of the Pan-African Professional Alliance may spend up to $50 of the organization’s funds without the approval of the general membership. 

 

  1. Elections 

 

  1. Nominations and elections shall take place during the third meeting of the spring semester. 

 

  1. This meeting shall be publicized in the meetings preceding it. 

 

  1. Elections codes: 

1. Any member may nominate an active member for any office by raising his/her hand at the appropriate time and being recognized by the presiding official.  Next, the active members shall cast secret, written ballots for the candidate of their choice.  Each active member shall have one vote per office. 

 

  1. If 50%+1 cannot be obtained, the candidate with the lowest number of votes shall be dropped from consideration, and the active members shall vote again. 

 

3. In the event of a tie, the ballot will be recast. 

 

  1. All officers serve for a term of two years, beginning in the month following elections and ending the month of elections. 

 

  1. No one involved in conducting the elections may be an official candidate. 

 

  1. Amendments to the Constitution 

 

  1. Amendments to this constitution may be introduced at the conclusion of any meeting. Voting shall occur at the meeting following its introduction, with the amendment taking effect following the Office of Student Activities approval. 

  1. Any member may introduce a constitutional amendment at the conclusion of any meeting. At the following meeting, the active members shall vote on the amendment, as outlined in the article on voting. If the amendment passes, it shall be sent to the Office of Student Activities for approval. 

  1. All amendments are subject to the approval of the Office of Student Activities. 

 

  1. Parliamentary Authority 

 

  1. Robert’s Rules of Order, Newly Revised, by Sarah Corbin Roberts shall be used in all cases not covered by this constitution. 

 

  1. Accessibility of this Constitution 

 

  1. Copies of this constitution shall be made available to anyone upon request. 

 

  1. Advisor 

 

  1. This organization must retain an advisor at all times.  The advisor will be a full-time Faculty or Staff member of The Pennsylvania State University, University Park campus and will be chosen by the organization. 

  1. This organization will choose an advisor through a majority vote.