Constitution and Bylaws

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Cita

Jorge Luis Borges

SAGA Constitution and Bylaws

Article I — Organization Name

The name of this organization shall be the Spanish Graduate Association at The University of Central Florida. The organization may also refer to itself as SAGA.

Article II — Preamble

It is the mission of this organization to provide leadership and educational opportunities for its members. The philosophy, goals, and/or purpose of SAGA shall be to foster the growth of Spanish graduate students and any student who may be interested in Spanish Language and Culture through an academic and professional environment.

This purpose shall be achieved by the following:

1. Promoting the Spanish graduate program of the University to the educational community.
2. Providing graduate and interested students in Spanish with the ability to offer formal constructive input and feedback to their graduate program.
3. Providing support for Spanish M.A. students in their research and professional development activities.
4. Serving as a mentoring body for new students admitted to the program.
5. Interacting with fellow graduate students and enhancing the social atmosphere through interaction and communication between students and graduate faculty members.

All activities and functions shall be legal under University, local, state, and federal laws.

Article III — Officers

This Association shall be composed of an Executive Committee:

• President,
• Vice-President
• Secretary and
• Treasurer

Section 1:

Eligibility

All officers of SAGA possess at least the minimum requirements to serve in a leadership position as stated in the most recent The Golden Rule. These requirements include the following:

1. During fall and spring semesters, be currently enrolled as a student activity fee-paying half-time student (currently defined as at least six (6) credit hours as an undergraduate degree-seeking student or a post-baccalaureate student, or at least five (5) credit hours in a graduate degree-seeking program). During summer session, be currently enrolled for at least three (3) credit hours in at least one of the terms.
2. Have a minimum overall grade point average of 2.3 for all hours earned while enrolled at UCF.
3. Maintain satisfactory academic progress as defined in the current Undergraduate Catalog and the current Graduate Catalog of UCF, as appropriate.
4. Be in good academic and disciplinary standing, defined as not being on academic or disciplinary probation.
5. Be free of any holds on university records.

Section 2:

Titles and Duties

Titles:

The affairs and business of SAGA shall be managed by the President, Vice-President, Secretary, and Treasurer, also known as the Executive Committee. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights, however, the President shall only vote in the case of a tie. Any officer may be re-elected however not for more than two consecutive terms. Officers cannot reappoint themselves for a second term they must be re-elected as described in Article IV.

Duties:

The duties and powers of the officers of SAGA shall be as follows:

1. The President – The President shall be the Chief Executive Officer of the Association, and shall have general and active management of the business and affairs of the Association. The president’s duties shall be:
   • Supervise and control the activities of the organization.
   • Preside over all meetings and call all meetings to order.
   • Coordinate the planning and budgeting done by the Executive Committee.
   • Be one of three signers on financial documents.
   • Coordinate all conferences.
   • Ensure all officers are performing their duties as defined in this Constitution.
   • Assign special projects to officers.
   • Be familiar with Robert’s Rules of Order to conduct meetings.
2. The Vice President – The Vice-President’s duties shall be to:
   • Assist the President in his/her duties.
   • Assumes the Presidents responsibilities in his/her absence.
   • Succeed the President temporarily in the event of vacancy of the President’s office until next election is held (as per Article IV).
   • Shall keep accurate records of all meetings in the Secretary’s absence.
   • Plan and be responsible for all retreats and training of the organization.
   • Perform an audit of all financial transactions of the organization twice a year.
   • Assist in special projects as assigned by the President.
3. The Secretary – The Secretary’s duties shall be to:
   • Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.
   • Keep accurate records of all meetings.
   • Prepare a written report (minutes) of each meeting and distribute copies for Spanish M.A. bulletin board and members of the Executive Committee file.
   • Maintain accurate list of members and their contact information.
   • Perform a verbal role call of all members and maintain an attendance record.
   • Prepare ballots for elections.
   • Keep copy of constitution and have available for members.
   • Handle all written correspondence.
   • Assist in special projects as assigned by the President.
4. The Treasurer – The Treasurer’s duties shall be to:
   • Keep an accurate account of all funds received and expended.
   • Be one of three signers on financial documents.
   • Responsible for collecting dues and notifying members who are delinquent in their payments.
   • Be responsible for creating budget reports at the beginning of each Fall and Spring semester and as requested by the President, Vice President, and/or UCF faculty/staff advisor.
   • Provide financial records sufficient to allow the Vice-President to perform audit.
   • Review and authorize all funds dispersed and deposited in the SAGA account.
   • Assist in special projects as assigned by the President.

Article IV—Selection of Officers

Section 1:

Eligibility to Vote and Hold Office

Active voting membership will be limited to all students who are active members, currently enrolled at the University of Central Florida and in good financial standing with the organization. Faculty, staff, UCF alumni, student spouses, etc., may be affiliate members but may not vote or hold office.

The election of officers shall occur at the second meeting held in November. All elected officers shall be expected to hold their office and faithfully discharge its duties for one year. In the vent that an officer is unable to complete his/her term of office, a new election shall be held to fill the office as soon as it is conveniently possible for the Association. During the interim, the Executive Committee will appoint someone to act in that position until such time as an election will be held.

Section 2:

Nomination Process

The nomination of officers shall occur at the first meeting held in The Fall Semester. Any eligible member (as defined in Article VI Section 1) present may nominate someone for office by verbally nominating the individual during this procedure. However, the nominee must be considered an eligible member (as defined in Article VI Section 1). In order to be eligible to run for office, a person must have been an active member of SAGA for at least one semester prior to elections, and currently enrolled in the Spanish graduate program. This member must submit a letter of intent to run for office listing and the reason why he/she feels they are qualified for the certain position. This letter of intent will be accepted by the Executive Committee up to one week after the date the elections have been announced. A list of candidates will be posted for a minimum of two weeks prior to election. Absentee ballots and proxy ballots are not permitted in the nomination or election process.

Section 3:

Election Process

The election of officers shall occur at the second meeting held in November. The nominated candidates will be given a chance to address the organization to discuss his/her qualifications and reasons why they should be selected. Once each candidate has had the opportunity to speak, all eligible members (as defined in Article IV Section 1) present will have the opportunity to vote by secret ballot. A majority of the members present and voting shall be sufficient to elect officers. The faculty/staff advisor and current highest-ranking officer not running for office will tabulate all votes. The highest-ranking officer not running for office shall announce the officer with a simple majority of votes cast by eligible members. After announcing the new officer the highest-ranking officer not running for office shall ask if any eligible members contest the count. If no eligible member contests the count the new officer shall take office immediately. If an eligible member contests the count the faculty/staff advisor and the highest-ranking officer not running for office will recount all votes. In the event of a tie, the President shall cast the deciding vote for office unless he/she is running for the said office. In that case, the next highest-ranking officer shall make the deciding vote.

Section 4:

Term of Office

The length of office shall be no longer than one calendar year. Newly elected officers shall take office immediately after announcement at second scheduled meeting in November and their term will end at second scheduled meeting the following November once new officers are announced.

Article V — Officer Vacancies

Section 1:

Removal of Officers

Any officer may be removed from office upon a 2/3 majority vote of eligible members. The officer will be notified in writing of the possible termination or removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal.

Section 2:

Resignation

Officers no longer wishing to serve on the board must submit their resignation to the President at least two (2) weeks in advance. Prior to the officers final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.

Section 3:

Filling Vacant Officer Positions

In the event of an officer being removed or resigns, the nomination process as stated in Article IV Section 2 will take place at the next scheduled meeting. The election process will take place as stated in Article IV Section 3 at the next schedule meeting following nomination. The newly elected officers term shall end at the annual election scheduled in November.

Article VI — Membership

Section 1:

Membership Statement

Membership is limited to all students who have paid fees and are enrolled with the University of Central Florida. No discrimination shall be made on the basis of gender, race, age, creed, religion, disability, sexual preference, national origin, marital status, parental status or veteran’s status. No hazing or discrimination will be used as a condition of membership in this organization. All groups, except those exempt by law, must have opportunities for male and female memberships. Sports clubs involving contact or competitive selection may limit participation to one sex, but must permit membership in the club to both sexes.

Section 2:

Recruitment and Affiliate Membership

Recruitment shall take place throughout the year and membership is open at all times. The organization may have affiliate members such as UCF faculty, UCF staff, UCF alumni, UCF student spouses, etc., but at no time shall the UCF student membership fall below seventy-five (75) percent.

Section 3:

Revocation of Membership

Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 majority vote of eligible members.

Article VII — Finances

Section 1:

Membership Dues

Membership dues shall be three (3) dollars per year. Membership dues will be collected at the first meeting of the Fall and Spring Semester. All members including officers and affiliate members are required to pay membership dues. Only the UCF faculty/staff advisor shall be exempt from membership dues.

Section 2:

Spending Organization’s Money

For the protection of the organization and its officers it is required that two authorized signatures sign all monetary transactions. Only the President, Treasurer, and UCF Faculty/Staff Advisor can be signers on the organization’s account. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under University, local, state, and federal laws.

Section 3:

Officer Transition

It shall be the responsibility of all account signers to change contact information as well as assisting in the update of new account signatures after each election with the organizations financial institution. In addition, the Treasurer will be responsible to pass along all information from previous years budget and current budget.

Section 4:

Dissolution of Organization

In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be donated to the organization's charity.

Article VIII — Publications

All publications of the organization must comply with the Golden Rule "Advertising and Signs" section, Student Organization Guidelines "Advertising" section, and the University Identity and Standards Manual.

All publications must be approved by the Secretary and President prior to duplication and distribution.

Article IX — Meetings

Meetings of the organization shall be held at least once every two months at such time and place as agreed upon by the membership.

The quorum required to conduct business is fifty (50) percent of the officers and fifty percent (50) of the organization’s active members.

The President will be in charge of calling meetings, or if absent, the Vice-President and shall preside as Chairperson.

The secretary will be responsible to notify all members. Members must be notified of meetings at least 48 hours in advance and shall be notified via e-mail and/or telephone.

The president shall preside over all meetings and shall follow Roberts Rules of Order in conducting organizational meetings.

A meeting may be adjourned or recessed by majority vote of the members present whether or not a quorum is present.

Article X — Advisor

Section 1:

Nomination and Role

The faculty advisor of SAGA shall be the Graduate Coordinator of the Spanish M.A. Program. The advisor shall serve as a mentor to the organization providing guidance to the officers and members. The advisor has no voting rights. The advisor position has no term limit other than he/she must be a current UCF faculty or staff member.

Section 2:

Removal and Replacement of Advisor

The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a 2/3 majority vote of eligible members the advisor will be remove from his/her duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 14 calendar days.

In the event of the removal of the Advisor, The nominated Advisor shall be a Graduate Instructor of the Spanish M.A. program. The election of the new Advisor must be carried out by the officers of this organization and must be approved by a simple majority vote of eligible members.

Article XI — Amendments

Should SAGA find areas not covered under the existing bylaws, which require written guidelines, it shall be empowered to revise and amend the bylaws and Constitution of the Spanish Graduate Student Association.

Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a scheduled meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the next scheduled meeting. The amendment shall not take effect until approved by a 2/3 majority vote of eligible members of the organization.

After the amendments have been approved, they shall be incorporated into the bylaws and Constitution of SAGA. It shall be the duty of the Secretary to assure typing, reproduction, and attachment of any amendment (s) to all official existing copies of the bylaws and Constitution.

Article XII— Commitment and Validation

On this the day of 1999, we, as officers and members of the Graduate Student Spanish Association, approve and support this Constitution and Bylaws and affix our signatures as a means of expressing our commitment to support this document, President, Vice-President, Secretary, Treasurer, member, member, member, member.

History of Constitution

• Created: 17th day of May in the year 1999.
• Revised: 23rd day of January in the year 2002.