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University Activities Board Constitution and Bylaws

Updated 4/17/10

PREAMBLE

We the Executive Board of the Wright State University's Activities Board hereby declare
ourselves committed to providing Wright State University and its surrounding communities with campus
activities that promote the general welfare of its students. We also commit to collaborating with other
organizations on campus in providing activities and philanthropic events that promote the reputation of
the university and its students. We will fulfill this mission by demonstrating our leadership with above
average grade point averages, active involvement with other organizations, and a sense of common
purpose and drive. We will foster an environment of inclusivity and action. We will promote the
reputation of Wright State University in all of our events and collaborations.

I. NAME

This organization shall be known as the University Activities Board of Wright State University
(hereinafter referred to as UAB).

II. PURPOSE

The purpose of UAB shall be:

A. To develop, coordinate, promote and produce a variety of entertaining and informative

programs for the entire university community with an emphasis towards students.

B. To foster and promote student development among the members of UAB and the WSU student
body as a whole.

III. STRUCTURE

UAB shall consist of the following:

A. An Executive Committee consisting of:

1. A President
2. A Vice-President
3. A Marketing and Public Relations Chair
4. A Finance Chair
5. A Major Events Chair
6. A Series & Weekends Chair
7. A Themes & Traditions Chair
8. A Web & Technology Chair
9. The University Activities Board Graduate Assistant of Student Activities who will
serve as the UAB advisor.
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B. A membership consisting of:

1. Any number of individuals from the university community, being students, faculty or
staff, interested in serving on UAB.

IV. RESPONSIBILITIES

A. President

1. Shall be responsible for the overall administration of UAB, including office

maintenance.

2. Shall facilitate communication between UAB and the university community.

3. Shall facilitate communication between UAB members and the Student Activities
Office.

4. Shall chair the meetings of the Executive Committee and the Selection Committee of
UAB.

5. Shall be responsible for the writing of meetings agendas and the duplication and
distribution of all paperwork.

6. Shall prepare, with the assistance of the Finance Chair and the UAB advisor, a mid-
year budget proposal for the following year through Student Organization Budget
Committee proceedings.

7. Shall oversee the disbursement and allocation of funds in cooperation with the UAB
advisor.

8. Shall be responsible for events if a position has been vacated.

9. Shall assist with the planning of orientation and leadership workshops.

10. Shall
coordinate the schedule of office hours and the meeting of the Executive
Committee.

B. Vice President

1. Shall serve as the Vice President of UAB and will serve as President in the
absence of the appointed President.

2. Shall coordinate and facilitate the UAB General Member meetings.

3. Shall coordinate and facilitate morale events (defined as social events to foster
bonding among members) for both the UAB executive board as well as the general
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members of UAB.
4. Shall coordinate the recruitment and retention of UAB General Members.

5. Shall coordinate the UAB Points System for general members.

6. Shall work with the UAB President and UAB Advisor to plan retreats.

7. Shall coordinate the development, distribution, and collection of student

assessment surveys.

8. Shall fulfill other responsibilities as outlined in “ Area Chairs” below (IV-I).

C. Marketing and Public Relations Chair

1. Shall coordinate all publicity needs for the various programming areas in cooperation
with the respective Chairs.

2. Shall be responsible for the UAB bulletin boards, and UAB display cases.

3. Shall develop and maintain a membership database and a quarterly newsletter.

4. Shall develop general marketing to brand UAB on campus and in the local business
community.

5. Shall fulfill other chair duties as outlined in “ Area Chairs” below (IV-I).

D. Major Events Chair

1. Shall be responsible for the development and implementation of large-scale concerts

and events (Homecoming, Metro Nights, Spring Concert).

2. Shall be responsible for helping to coordinate other large scale events over the course
of the year.

3. Shall fulfill other chair duties as outlined in “ Area Chairs” below (IV-I).

E. Series & Weekends Chair

1. Shall be responsible for programming weekend events (First Weekend).

1. Shall be responsible for programming events that occur in a series of two or more
(Rhythm in the Rath).

2. Shall fulfill other chair duties as outlined in “ Area Chairs” below (IV-I).
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F. Themes & Traditions Chair

1. Shall be responsible for coordinating theme events (Kuumba, Campus Idol).

2. Shall be responsible for planning philanthropy related events (Battle of the Bands,
Relay for Life).

3. Shall work to develop new campus traditions that help foster the WSU
community.

4. Shall fulfill other responsibilities as outlined in “ Area Chairs” below (IV-I).

G. Web and Technology Chair

1. Shall be responsible for updating all information on the website

2. Shall be the go-to person for technology related issues.

3. Shall fulfill other responsibilities as outlined in “ Area Chairs” below (IV-I).

H. Finance Chair

1. Shall be responsible for keeping an accurate and current record of the UAB budget.

2. Shall be responsible for processing and reporting all financial transactions.

3. Shall assist the President with the SOBC budget report, proposal and presentation to
secure the next year’ s budget.

4. Shall meet with the Student Activities Accounting Clerk bi-weekly.

5. Shall provide UAB with periodic budget reports (a minimum of one per month).

6. Shall serve as chairperson for all UAB fund-raising events.

7. Shall fulfill other responsibilities as outlined in “ Area Chairs” below (IV-I).

I. Area Chairs

1. Shall support other chairs through assistance with projects and events.

2. Shall plan events related to their respective areas in keeping with the budget for that
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event while coordinating with other committees and organizations.

3. May delegate responsibility to committee members with the understanding that the
ultimate responsibility is theirs.

4. Shall attend all Executive Committee and General Membership meetings.

5. Shall notify the President and Advisor if unable to hold any office hours.

6. Shall complete all necessary paperwork by its designated deadline, including but not
limited to: Program Proposals, Request for Funds, Program Reports.

7. Shall maintain a minimum of eight credit hours per term at Wright State University.

8. Shall maintain a minimum 2.0 GPA.

9. Advisor holds the discretion on whether RA's are permitted as an Area Chair.
Previous experience dictates that people who are RA's have difficulty in managing
the requirements for both being an RA and an Executive Board position on UAB.

10. Shall maintain 80% or greater portion of weekly office hours between normal
business hours

11. Shall maintain required weekly office hours:

● President: 15 hours per week
● Vice President, Marketing & PR Chair: 12 hours per week
● Web & Technology Chair: 6 hours per week
● All other Chairs: 10 hours per week

12. Shall attend and assist in the production of all UAB programs and events. Exceptions
need to be approved via the President or the Advisor, or a majority vote by the
Executive Board.

13. Failure to attend 50% of UAB or UAB collaborated events per term will put any
member of the Executive Board immediately into probation, and subject to Recall
Procedures.

V. MEETINGS

A. Executive Committee

1. Shall be held every week or when called by the President.

2. Shall be held every Monday from 4pm – 5:30pm. Time can only be changed by a
majority vote by the executive board prior to the beginning of the term.

3. A quorum (50% + 1) of all of the Executive Committee must be present to vote.

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4. A simple majority of votes can pass a motion.

5. Absent Chairs may vote only with prior approval of the Executive Committee and the
UAB Advisor.

6. Any Executive Committee member may request an emergency meeting through the
President or the UAB Advisor.

7. Invited guests are welcome with prior approval of the President.

VI. GENERAL MEMBERSHIP

A. Any student attending Wright State University is eligible for general membership to UAB.

B. General member meetings will be held weekly unless otherwise decided by the UAB executive
board.

C. General members are able to join event committees in accordance with the event chair.

D. General members will be responsible for putting on Fall Fest and May Daze.

E. Event Committees

1. Each chair shall select an event committee for each event.

2. These committees will meet as the chair sees fit.

3. Any member of the student body, faculty and staff may be a member of the event
committee.

4. A list of anyone on an event committee must be given and introduced to the President
and the Advisor.

5. At no time should the account numbers or the door code be given to anyone on the
event committees.

F. General member Co-Chairs:

1. Three Co-Chairs will be selected by the Vice President to help preside over the
General member meetings.

2. The Three Co-Chairs will be responsible for motivating and leading all general
members through volunteering and planning events.

G. Collaboration Chair:
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1. Shall be selected by the Executive Board

2. Shall be responsible for outreach and collaboration with other events and event
organizers on campus

3. Shall be responsible for having one collaboration event per quarter

VII. PRESIDENT AND VICE PRESIDENT SELECTION

A. The selection of President and Vice President for the following year shall be initiated by the
current President no later that the 2nd week of the second term.

B. Applications shall be available and accepted for 2 weeks during the end of the first term and
must be collected by the end of the first week of the second term.

C. Any Wright State student with a cumulative grade point average of 2.5 or better (based on
4.0 scale) is eligible to apply for President or Vice President position.

D. A Selection Committee shall be called together by the current President by the end of the
second week of the second term and consist of the following:

1. Current President
2. An outgoing Chair or current Vice President
3. UAB Advisor (University Activities Board Graduate Assistant): ex officio
4. Director of Student Activities or a WSU staff member of the Director’ s choice.

If the current President is reapplying for a position, the committee will be headed by the
UAB Advisor, and the Selection Committee will appoint a fourth committee member of
its choice.

A. All voting members must be present to convene the Selection Committee.

B. A majority decision is required.

C. The President and Vice President will work an unpaid internship during the weeks after
Spring Break until Summer break. This internship requires a minimum of 3 hours per week,
not including a weekly meeting with the incoming Executive board.

VIII. CHAIR SELECTION

E. The selection of the rest of the Chairs for the following year shall be initiated by the
incoming President no later that the 5th week of the second term.

F. Applications shall be available and accepted for 2 weeks during the end of the first term and
must be collected by the end of the 4th week of the second term.

G. Any Wright State student with a cumulative grade point average of 2.0 or better (based on
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4.0 scale) is eligible to apply for any Chair position.

H. A Selection Committee shall be called together by the President and consist of the following:

1. Incoming President and Vice President

2. UAB Advisor (University Activities Board Graduate Assistant): ex officio
3. Director of Student Activities or a WSU staff member of the Director’ s choice.

If the current President is reapplying for a position, the committee will be headed by the
UAB Advisor, and the Selection Committee will appoint a fourth committee member of
its choice.

D. All voting members must be present to convene the Selection Committee.

E. A majority decision is required.

F. The selected incoming Chairpersons will work an unpaid internship during the weeks after
Spring Break until Summer break. This internship requires a minimum of 3 office hours per
week, not including a weekly meeting with the incoming Executive board.

IX. VACANCIES

A. President

1. The Vice President will become Acting President and assume the responsibilities
of the position.

2. The process of Chair Selection as outlined above shall begin with the following
exceptions:

a. The Acting President heads the committee

b. References to specific times of the year are ignored.

3. If no qualified individuals are found at the end of the initial selection process then
the process shall begin again.

B. Vice President or Area Chair

1. The President shall temporarily assume the responsibilities of the position or appoint
a General Member to the position until a Chair can be selected.

2. The process of Chair Selection, as outlined above, shall begin again with the
exception that references to the times of year are ignored.

3. If no qualified individuals are found at the end of the initial selection process then the
process shall begin again.
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B. Resignation

1. Any Chair that resigns shall receive no portion of their stipend for the current quarter
following resignation.

2. The UAB Advisor must be given written documentation from the resigning chair in
order to begin the contract termination process.

X. RECALL AND REMOVAL

A. Recall action shall occur as a result of any blatant neglect of responsibilities as defined in this
the job description and/or student contract, or due to defamation of UAB.

B. Recall proceedings are required to begin if any two letters of complaint have been filed with
the UAB Advisor about any single person. At this time all voting privileges are suspended
pending on written reinstatement by Executive Committee.

C. Any Chair, Representative Member or Committee Member can be recalled.

D. The Advisor (in addition to the Executive Chairs) does have the authority to submit letters of
complaint.

E. Recall procedures shall be as follows:

1. Letters of complaint shall be submitted to the UAB Advisor, this will

include documentation of the infractions of the chair (letters will be kept confidential
between the person issuing the complaint and the advisor).

2. The Advisor shall have a meeting with the chair and give a verbal warning.

3. If the chair does not improve performance another letter of complaint shall be issued
to the Advisor.

4. The Advisor will then have another meeting with the chair and give them a written
warning that includes a list of their infractions, and the chair is placed on probation.

5. If the chair has another incidence of insubordination, the Advisor may then terminate
the chair.

F. Probation is as follows:

1. Probation can be implemented by a majority vote of the Executive Board. Only

Executive Board members are considered for probation due to performance.

2. Pay will be suspended immediately

3. The Chair will have two weeks to improve performance

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4. The Chair will be required to attend all events and Executive board meetings.

5. Probation may be revoked upon a majority vote by the Executive board.

G. The chair may file an appeal with the board and the advisor.

H. Actions that will result in immediate termination are:

a. Showing up to an event under the influence of drugs or alcohol

b. Consuming drugs or alcohol at a campus event
c. Verbal or physical abuse of another board member or advisor
d. Theft of UAB funds or equipment.

XI. RATIFICATION

A. Ratification of this document or any addendum to it shall require a 2/3 majority vote of the
General Membership and the Executive Committees.

B. Following ratification, this document is subject to the approval of the Director of Student
Activities and the Vice President of Student Affairs.

XII. NON DISCRIMINATION CLAUSE

The University Activities Board at Wright State University shall not discriminate on the
basis of race, creed, national origin, ancestry, gender, age, disability nor sexual orientation in
the selection of its members or in its programs, unless federal or state laws demand for such
exceptions.