Constitution of the Study Abroad Squad
Article I: Name
The name of this organization shall be Study Abroad Squad at Iowa State University, hereafter referred to as SAS.
Article II: Purpose and Goals
The purpose of the SAS shall be to provide a friendly and understanding environment for recent Study Abroad returnees to share experiences and cultures from around the world with other like-minded students and to inform the students of other opportunities abroad. Another goal of this organization will be to offer students interested in Study Abroad a chance to discuss life abroad with Alumni recently returned from specific locations.
Article III: Statement of Compliance
SAS abides by and supports established Iowa State University policies, State and Federal Laws, and follows local ordinances and regulations. SAS agrees to annually complete President’s Training, Treasurer’s Training and Adviser Training (if required).
Article IV: Non-Discrimination Statement
Iowa State University and SAS do not discriminate on the basis of genetic information, pregnancy, physical or mental disability, race, ethnicity, sex, color, religion, national origin, age, marital status, sexual orientation, gender identity, or status as a U.S. Veteran.
Article V: Membership
Membership shall be open to all registered students at Iowa State University. As a member of SAS, one is expected to attend organization meetings regularly, pay dues if required, and actively support organization projects. Membership will be revoked by majority vote of the Executive Committee if actions of a member are deemed inappropriate by the SAS.
Article VI: Risk Management
The risk associated with this organization is minimal. The risk management officer holds the role of recommending policies and procedures to be put in place for club activities if deemed necessary and to ensure all necessary documents are on file with Risk Management.
Article VII: Officers
Members interested in becoming an officer must meet academic requirements as established by the Student Organization Recognition Policy and must have traveled abroad for academic credit during their college career.
The Executive Committee will be comprised of all officers of SAS. The Executive Committee shall meet in addition to regular organization meetings when needed and will have the ability to appoint other committees that are needed to carry out organization goals.
Officer Duties and Terms of Service
The term of office will be one full year (May-May), with exception to study abroad experience, internships, graduation, and other extraordinary conditions. Conditions shall be deemed extraordinary by a majority vote of the Executive Committee.
President
· Preside over all meetings
· Represent organization on campus
· Ensure that the organization is operating in conformity with the standards set forth by Iowa State University and Student Activities Center
· Maintain communication with organization adviser
· Cosign organization checks along with the adviser
Vice President
· Preside over meetings in the absence of the President
· Schedule meetings with appropriate University offices
· Coordinate organization, promotion, and publicity of events
Secretary
· Maintain an accurate record of all organization meetings and post for members
· Maintain membership directory
· Correspond when necessary with University administration and other recognized organizations
Treasurer
· Maintain accurate record of organization transactions
· Collect dues if required
· Develop organization budget
· Arrange fundraising opportunities for the organization
· Solicit additional funding if needed from the Student Government
Risk Management Officer
· Recommends policies and procedures for risk assessment for club activities
· Makes sure all members participating in activities have proper paperwork and forms turned in to risk management, including waivers or background checks if applicable
Social Chair
· Organize events as determined by club
· Assist Vice President with organization promotion and publicity of events
Method of election of officers
If a candidate fails to receive a majority of votes, a run-off election will be held between the top two candidates who received the most votes.
If an officer is leaving during their term due to conditions stated in Terms of Service, another election will be held for replacement officers at least a month before the current officer leaves so a proper transition can occur.
If an officer is removed a member of the executive committee will take over the officer’s duties until another election can occur. If an officer does not volunteer to take over the duties until an election is held, the Adviser will assign the duties to officers he/she deem fit to handle them in the short-term. This second election will happen as soon as possible after the removal of an officer is voted on, preferably at the next regularly scheduled SAS meeting.
Dates for election of officers
After the first year, election of officers will require a majority vote from the general membership within the last two months of Spring semester. If an officer leaves due to conditions stated in Terms of Service, another election must take place at least a month before the officer leaves their position. In the event an officer is removed, an election will be held at the next scheduled meeting of the SAS. All elections are by majority vote of members of the club.
Impeachment/Removal of officers
The Executive Committee – minus the involved officer – will discuss possible removal of an officer. This discussion will take place if any general or executive member of the group brings a complaint or concern to an officer or the advisor, including but not limited to: not properly completing duties as laid out in the constitution or behavior that would be considered bullying or harmful to a member physically or mentally. A majority vote for the officer to be removed from office will be proposed to the general membership if the Executive Committee deems the officer’s actions inappropriate. The officer is permitted to speak before the Executive Committee and the general membership about the charges made concerning his/her performance before the vote occurs, but the officer is not permitted to participate in the discussion and vote by the general membership. In the event of officer removal or unscheduled vacancy, an election to fill the position will be held at the next regularly scheduled meeting of the SAS.
Replacement of officers
The adviser appoints a temporary replacement if no one from the executive committee volunteers to fill in for an officer whose vacancy was unplanned. For planned position vacancies a majority election will be held as described in Method of Election and Dates for Election.
Minimum Cumulative GPA for Officers
The officers of this organization must meet the following requirements:
A. Be in good standing with the university and enrolled: at least half time (six or more credit hours), if an undergraduate student (unless fewer credits are required to graduate in the spring and fall semesters) during the term of office, and at least half time (four or more credits), if a graduate level student (unless fewer credits are required in the final stages of their degree as defined by the Continuous Registration Requirement) during their term of office.
B. Have a minimum cumulative grade point average (GPA) as stated below and meet that minimum GPA in the semester immediately prior to the election/appointment, the semester of election/appointment and semester during the term office. For undergraduate, graduate, and professional students, the minimum GPA is 2.00. In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester under consideration.
C. Be ineligible to hold an office should the student fail to maintain the requirements as prescribed in (a) and (b).
D. Have completed a Study Abroad experience for collegiate academic credit. The program can be through any organization or institution and be for any length of time, but the student must have received some form of academic credit. Internships required by major will also count as academic credit if done abroad.
Article VIII Adviser
Adviser Duties
· Maintain communication and meet with President regularly and other officers when needed
· Be aware of and approve financial expenditures
· Ensure that the organization is operating in conformity with the standards set forth by Iowa State University and Student Activities Center
Method of Selection of Adviser
The Adviser will be selected by the Executive Committee and must be a Program Coordinator at the Iowa State University Study Abroad Center
Adviser Term of Service
The Adviser will work with the SAS as long as he/she is willing and working at Iowa State University. The adviser’s term of service will end when he/she leaves the University, chooses to end their service with the group, or they are removed under the guidelines described in Impeachment/Removal of Advisers.
Impeachment/Removal of Advisers
The removal of an adviser will be decided upon in the same method as the removal of an officer. The reasons can be the same as the reasons to remove an officer; not completing duties adequately or behavior that is harmful to a member or the group as a whole. The Executive Committee – minus the adviser – will discuss possible removal of the group’s adviser. This discussion will take place if any general or executive member of the group brings a complaint or concern to an officer. A majority vote for the adviser to be removed from office will be proposed to the general membership if the Executive Committee deems the adviser’s actions inappropriate. The adviser is permitted to speak before the Executive Committee and the general membership about the charges made concerning his/her performance before the vote occurs, but is not permitted to participate in the discussion and vote by the general membership.
Replacement of Advisers
If an adviser is choosing to vacate their position, another Program Coordinator will be chosen by the Executive Committee and asked if he/she will accept the position before the current adviser leaves the position. If he/she declines, the Executive Committee will discuss and choose another Coordinator to ask. This process will continue if needed until a Coordinator accepts the position. In the event an adviser is removed, the Executive Committee will follow the same replacement process immediately after the vote for adviser removal is finalized so the SAS can have as little time as possible without an adviser.
Article IX Finances
All monies belonging to this organization shall be deposited and disbursed through a bank account established for the organization at the Campus Organization Accounting Office and/or approved institution/office (must receive authorization via Campus Organizations Accounting Office). All funds must be deposited within 48 hours after collection. The Adviser to this organization must approve and sign each expenditure before payment.
The SAS may establish reasonable dues that must be paid by all members. The amount of the dues will be determined in the beginning of the academic year by the Executive Committee and presented to the general membership for majority vote. The Treasurer shall maintain all financial records and shall advise the President on organization transactions. Currently, no dues will exist for the SAS.
Article X Amendment and Ratification
This constitution may be amended and subsequently ratified at any time with the unanimous approval of the Executive Committee and with a simple majority of the membership, not counting abstainers. Ratified amendments to this Constitution must be submitted to the Student Activities Center within (10) days.