Athletics Department Administrative Policies

Transcription

1 III. Athletics Department Administrative Policies

2 CONTENTS A. ATHLETIC SUPPORT GROUPS Purpose Approval Official Recognition Privileges Organization Prior Approval of Activities Membership Fees and Fundraising Finances University s Responsibilities Athletic Representatives Revocation or Withholding of Group Member Privileges Official Group Recognition Revocation... 6 B. ALCOHOL POLICY Generally NCAA Policy Stadium Policy Staff Alcohol Use: Minimum Guidelines... 8 C. EXPRESSION OF SYMPATHY/FLOWERS... 9 D. ENTERTAINMENT/HOSPITALITY Travel Expenses Other Entertainment Expenses Hospitality E. PROFESSIONAL MEMBERSHIPS F. CHEERLEADING/BLUE BAND Cheerleaders Blue Band G. APPENDIX i

3 A. ATHLETIC SUPPORT GROUPS The Athletics Department (the Department ) has established the following requirements for the operation of existing and newly-formed Department support groups: 1. Purpose a. All Department support groups shall have as their primary purpose promoting and encouraging fan support at home and away contests. b. Support groups may engage in the following activities in furtherance of the above-described purpose: 1) Recognition banquets for student-athletes and coaches in accordance with Articles and of the NCAA Bylaws. 2) Club social and promotional activities (e.g., pre-game and postgame socials). 3) Trips to away games and away events. 4) Organization and funding of alumni games or events. 5) Publication of support group newsletters. 6) Provision of support for foreign tours and special projects approved by the Director of Athletics. 7) Provision of funds for outside competition or other competition as those terms are used in Articles and of the NCAA Bylaws. 8) Production and sale of support group novelty items (e.g., t-shirts, hats, etc.). 9) Organizing and conducting charity golf outings. c. The activities of members shall further the purpose of the organization, and shall not result in personal profit or gain to a member. In addition, none of the activities shall result in the provision of extra benefits to student-athletes or the friends or relatives of student-athletes as provided in Article of the NCAA Bylaws. 2. Approval a. Support groups and individuals belonging to any support groups that represent the University s athletics interests are required to adhere to the policy and procedures established by the University for the governance of

4 its intercollegiate athletics program, including the NCAA Constitution and Bylaws, the Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, as well as all other applicable University-wide and Department policies and procedures. b. As required by the NCAA, an organization may become a NCAArecognized University support group only with approval of the Director of Athletics. Approval will be granted only upon demonstrated compliance with these requirements. To apply for approval, the support group shall submit the following information to the Director of Athletics or his/her designee: 1) A copy of the organization s constitution, bylaws, and/or similar documents relating to the structure and function of the organization (a model Penn State Athletic Support Group Constitution and Bylaws are included in the Appendix at the end of this Chapter); 2) A list of the current officers of the organization; 3) A list of all the organization s off-campus accounts, with account numbers and cosigners; and 4) An agreement providing that the organization: a) Will operate in accordance with the allowable purpose of a support group; b) Shall accept responsibility for compliance with NCAA, Big Ten, University, Department, and any other applicable policies and procedures relating to the activities of the organization; and c) Shall provide other information as may be requested by the Director of Athletics. c. Following approval, the functions and activities of the support group and its members shall comply with these requirements. In addition, the support group shall submit to the Director of Athletics or his/her designee, on or before September 1 of each year, the following information: 1) An updated and current list of the names and addresses of officers of the group; 2) A report on the activities of the group prior to September 1; and 3) A financial report in accordance with the NCAA financial audit requirements. 2

5 d. Failure by the support group or its members to comply with these requirements or to submit the above information on an annual basis may result in revocation of approval. 3. Official Recognition Privileges Official recognition and approval as a University athletic support group entitles the group to the following privileges: a. The use of the name of the University as a part of its own name. b. The use of University properties and services, in accordance with the NCAA Constitution and Bylaws, the Big Ten Handbook, this ICA Policy Manual, and/or other applicable University-wide and/or Department policies, procedures, and regulations governing such use. 4. Organization The support group s enabling documents shall include the following requirements: a. The organization shall be managed by a duly constituted governing body and officers; b. In the event of dissolution, any assets held in the name of the organization shall be distributed to the University; and c. The Director of Athletics or his/her designee (typically the coach of the sport) shall be an ex-officio voting member of the governing body. This individual also shall be a member of any committee empowered to act on behalf of the governing body or organization. The operations and activities of the support group shall be in accordance with the organization s constitution, bylaws, or other enabling documents. 5. Prior Approval of Activities All activities of the support group require prior approval by the Director of Athletics or his/her designee and the head coach of the sport to ensure compliance with the NCAA Constitution and Bylaws, the Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, and/or any other applicable University-wide and/or Department policies, procedures, and regulations. Approval shall be obtained through the submission by the support group of an official University approval form, a copy of which may be obtained from the Department s Compliance Office ( 3

6 6. Membership Fees and Fundraising Except as provided below, funds may be raised only through the collection of dues on a yearly basis. Dues may not exceed $50.00 per member per year, and lifetime memberships are not permitted, except for those groups that were formed prior to January 1, 2007 and either (1) had dues in excess of $50 per member per year or (2) had been offering lifetime memberships. Dues are not deductible for federal income tax purposes. Any other fundraising campaigns or solicitations shall be approved in advance by the Director of Athletics or his/her designee. This approval is necessary to coordinate all such activities with University and Department fundraising efforts that may be taking place concurrently. 7. Finances All financial activities of the athletic support group must be conducted in accordance with prudent business practices, generally accepted accounting principles, and all NCAA, Big Ten, and University-wide policies and procedures that apply to such organizations. The group s financial activities and records are subject to an annual financial audit conducted by the University and/or an outside auditor selected by the University s Corporate Controller. The time of such audits shall be at the discretion of the University s Corporate Controller. a. Purchases and Expenditures Financial commitments and expenditures shall follow the policies and the budgets approved by the group s governing body. The support group may not hire full-time or part-time employees, but may contract for administrative services, and may not hire or contract with student-athletes, recruits, or family members of student-athletes and recruits. Moreover, the support group may not hire or compensate an individual serving as a volunteer coach with Penn State athletics. Purchases and expenditures that directly or indirectly benefit teams and/or student-athletes (e.g., banquet meals, awards, entertainment, etc.) shall be made through the Department. All such purchases and expenditures shall be processed by the University through a University purchase order and paid for with a University check or draft. b. Support Groups Tier Level Support groups will be classified as either Tier I or Tier II, depending on the level of their annual revenue. Tier I groups are those groups averaging over $30,000 per year in annual revenue over the course of the most recent three-year rolling cycle. Tier II groups are those groups averaging less than $30,000 per year in annual revenue over the course of the most recent three-year rolling cycle. All financial transactions must be processed 4

7 through a local bank account that is FDIC or FSLIC insured. If a federal identification number is needed to obtain a bank account, the support group must obtain its own number, separate from that of the University. (Note: Obtaining a federal identification number does not require that the group be incorporated and/or tax exempt). Tier II groups shall obtain the countersignature of the Athletics Director or his/her designee before issuing checks over $250. Tier I groups are not required to obtain countersignatures on checks due to the volume of financial transactions of those groups. However, Tier I groups must provide monthly bank statements to the Department s Compliance Officer for all accounts. This information must include copies of imaged or cancelled checks for all payments made from group funds. c. Liability Insurance It is recommended that each group maintain its own liability insurance for its activities (to include alcohol liability coverage) and obtain fidelity coverage (bonding) for its Treasurer and any other individual authorized to handle funds. 8. University s Responsibilities The NCAA requires the University to be responsible for monitoring the actions and activities of independent agencies and organizations promoting the institution s intercollegiate athletics programs. See, e.g., Article 6.4 of the NCAA Constitution. Thus, under the NCAA Constitution and Bylaws, the Department is responsible for the actions and activities of individual members and the support groups as a whole. 9. Athletic Representatives In accordance with the NCAA Constitution and Bylaws, all members of athletic support groups are classified as representatives of the institution s athletic interests ( Athletic Representatives ). Once a person is identified as an Athletic Representative, it is presumed that the person retains that identity. Article of the NCAA Constitution. a. Responsibilities of Athletic Representatives Athletic Representatives are subject to the same NCAA Constitution and Bylaws, Big Ten Handbook, and all applicable University-wide and Department policies, procedures, and regulations as the Department s coaches and staff members. The Penn State Guide for Athletic Representatives has been prepared by the Department to inform Athletic Representatives of pertinent provisions of the NCAA Constitution and Bylaws, the Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, and all other applicable 5

8 University-wide and Department policies and procedures. b. Responsibilities of the Director of Athletics and Head Coaches The Director of Athletics or his/her designee shall work with the head coaches in disseminating material to Athletic Representatives to keep them informed of the requirements of the NCAA Constitution and Bylaws, Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, and all other applicable Universitywide and Department policies and procedures. 10. Revocation or Withholding of Group Member Privileges a. Rules Violations The University is required to notify Athletic Representatives of consequences regarding rules violations. Athletic Representatives found in violation of the NCAA Constitution and Bylaws, Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, and/or any other applicable University-wide and/or Department policies and procedures are subject to losing benefits and privileges received from the University. b. Consequences Any member of an athletic support group who has engaged in conduct that is determined, either by the University or the NCAA, to be a violation of any provision of the NCAA Constitution and Bylaws, Big Ten Handbook, the Penn State Code of Conduct for Intercollegiate Athletics, this ICA Policy Manual, and/or any other applicable University-wide and/or Department policies and procedures, regardless of whether such violation results in the imposition of sanctions, shall be subject to the revocation or withholding of any athletically-related benefit or privilege received by that individual from the University and/or the Department. Such benefit or privilege may include, without limitation, ticket privileges that may be withheld by the University for that period of time that the University, the NCAA, or the Big Ten deems appropriate. The revocation of ticket privileges may result in an individual being denied admittance to any University-hosted athletic event. 11. Official Group Recognition Revocation When an officially-recognized support group fails to meet the requirements for approval set forth in subsection A.2 of this Chapter, or when there has been a violation by the group of any aspect of this Chapter, the Director of Athletics shall revoke approval of official recognition of the support group and shall inform the public that the support group is no longer officially recognized. Further, the 6

9 revocation of approval shall result in the revocation of privileges set forth in subsection A.3 of this Chapter. The Director of Athletics shall notify the support group officers in writing of the revocation. B. ALCOHOL POLICY 1. Generally The Department s Alcohol Policy is governed by University Policy AD18 Possession, Use and Distribution of Alcoholic Beverages, available at 2. NCAA Policy Article of the NCAA Bylaws prohibits alcohol sponsorship, advertisements, and availability when they occur in conjunction with NCAA championships. a. Advertising of malt beverages, beer, and wine products that do not exceed six (6) percent alcohol by volume may be used in game programs, provided that the advertisement does not exceed fourteen (14) percent of the program s advertising space or a total of sixty (60) seconds per hour of any telecast or broadcast. b. A championship activity or promotion may not be sponsored by liquor, tobacco, beer, or wine companies, or by professional sports organizations or teams at any time. c. Alcoholic beverages may not be sold or otherwise made available for public consumption at any NCAA championship event. 3. Stadium Policy Beaver Stadium is University property and, therefore, is subject to all rules and regulations pertaining to alcohol possession and use at University facilities. a. The Department is aware of, and understands, all applicable state laws concerning the purchasing, dispensing, and consuming of alcoholic beverages in Pennsylvania and agrees to abide by and enforce these laws and regulations at Beaver Stadium. b. The Department shall request and receive permission for alcohol to be present on the site of Beaver Stadium from the Vice President for Business and Operations on a yearly basis, and shall abide by the policies and regulations as set forth in University Policy AD02, which is available at c. Alcohol at Beaver Stadium is limited to the parking areas used by the 7

10 public and is not allowed within the Stadium itself, except in the private suites in accordance with the University Beaver Stadium Roar Suite License Agreement. Containers are subject to inspection, and, if any container is found to contain any alcoholic beverages, that container shall be confiscated. d. The University encourages a high level of responsibility when consuming alcoholic beverages and will not tolerate any improprieties that may place the safety of individuals in jeopardy. e. The use of alcohol at tailgate parties in the lots around Beaver Stadium between kick-off and final whistle is prohibited. 4. Staff Alcohol Use: Minimum Guidelines Alcohol and other substance use is a topic of considerable concern in society. Whether or not someone who is legally permitted to consume alcohol does so is a personal choice. Everyone has different attitudes, thoughts, and feelings about the consumption of alcohol based on his/her personal experiences and background. For these reasons, it is important for the Department to clearly outline expectations and standards for responsible use. The guidelines below are derived from University Policy AD18 and the NCAA Constitution and Bylaws and are expected to be followed. After applicable Pennsylvania laws, they are considered to be minimum secondary guidelines the Department expects its coaches and staff to follow in exercising good judgment. a. Unacceptable Use: 1) Any time a staff member operates a University motor vehicle or transports student-athletes. Driving under the influence, outside the legal limits of state laws (which vary state by state) or while intoxicated, will not be tolerated by the Commonwealth of Pennsylvania, the University, or the Department. Driving under these circumstances may be the basis for termination. 2) Consuming alcohol in Department facilities, specifically, locker rooms, training rooms, training tables, meeting rooms, or staff offices, etc. 3) Purchase of and/or consumption of alcohol with a current undergraduate student-athlete of the Department, including when eligibility still remains (i.e. the student-athlete is still on grant-inaid and/or still competes). 4) Functions or situations when/where a staff member becomes intoxicated. Specifically, situations when a person could cause personal, family, or Departmental harm or embarrassment. 8

11 b. Discretionary Use: Department coaches and staff must be acutely aware of choices made concerning alcohol, and must do so only in a legal and responsible manner. They must be in a position/condition to assist with professional responsibilities and student-athletes needs in an appropriate and professional manner. The following situations should be handled with prudence: 1) The use of alcohol at luncheons or meetings during working hours. 2) Consuming alcohol at team-related functions, such as social hours prior to banquets and in the presence of the team on team trips. 3) At functions where alcohol is being served (i.e., fundraising events or golf tournaments), where student-athletes are present. A variety of conflicting situations may present themselves during the course of managing responsibilities within specific Department duties and positions. Please contact your respective administrator if you have any questions regarding appropriate and inappropriate actions and behaviors. C. EXPRESSION OF SYMPATHY/FLOWERS As specified in University Policy FN10 Other Business Expenses and Activities, which is available at purchases of flowers for employees and their relatives for an expression of sympathy, get-well, or other special occasions are not permitted expenditures from any funds received and/or administered by the University, regardless of the source of funds. However, in the fundraising and public relations activities of the Department, it is necessary on occasion to provide flowers or plants to certain individuals or functions. For these specific purposes only, the Department has been granted approval by the Penn State Corporate Controller for such purchases, but such purchases require the prior approval of the Director of Athletics or his designee. D. ENTERTAINMENT/HOSPITALITY Expenses incurred by the Department for entertainment purposes are subject to the control of the University. Applicable University policies should be consulted for a more thorough explanation of the following overview of entertainment expenses. See University Policy FN10, cited above, and the University s Travel Policy, which is available at 1. Travel Expenses Entertainment expenditures will not be reimbursed except in the most unusual circumstances. To qualify for reimbursement, entertainment expenses shall be deemed by the designated Department or University administrative officer to 9

12 clearly be in the best interest of the University. Under no circumstances is it permissible to entertain U.S. government employees, as this is prohibited by federal law. 2. Other Entertainment Expenses The use of General Funds to sponsor group meetings, group dinners, and other similar events is permissible if the purpose is to recruit faculty; entertain a guest of the Department who is participating in an educational function or program, or an authorized University business function. Prior approval of the Director of Athletics or his/her designee, or the designated administrative officer of the University, must be obtained for such events. 3. Hospitality Any Department coach or staff member wishing to provide business-related entertainment of a hospitable nature for another person(s), must first receive written approval from the Director of Athletics or his designee. This entertainment does not include fundraising activities but includes, but is not limited to, providing hospitality on University property, in the coach or staff member s home, or extending hospitality while traveling. E. PROFESSIONAL MEMBERSHIPS It is recognized in an institution of higher learning that to maintain professional competence in the various disciplines, it is necessary to sustain contacts in the disciplines through membership in professional societies, associations, and organizations. Department coaches and staff are encouraged to join and participate in the work of these professional groups. Payment of membership dues, or other expenses associated with membership, including travel to meetings, by the Department or the University for a coach or staff member requires the prior approval of the Director of Athletics or his/her designee. F. CHEERLEADING/BLUE BAND Cheerleaders, dance teams, mascots, and bands are encouraged to participate with enthusiasm and in good taste, but must not lead, encourage, or participate in negative or inappropriate cheers. Banging megaphones, instruments, or other objects against playing surfaces is prohibited. Cheerleaders, dance teams, mascots, and bands must not encourage spectators to be disruptive in any situation. Any type of physical contact or negative verbal exchange between team mascots, or between Penn State cheerleaders, dance teams, and band members of opposing teams, and/or the opposing team(s) or its (their) members and/or game officials is strictly prohibited. Bands shall not play while competition is in progress unless otherwise noted in Big Ten Conference Game Management or Championship Manuals, which are available at for download at 10

13 1. Cheerleaders Safety of cheerleaders and the mascot is a major concern of the Department. Each cheerleader must abide by the safety guidelines established by the American Association of Cheerleading Coaches and Administrators (the AACCA ). For information on the requirements for a specific sport, please consult the Big Ten Conference Sports Management Manuals, cited above. a. General Big Ten Guidelines (Football and Basketball) 1) Cheerleaders are to be placed under the discretion of a qualified representative of the University (the Cheerleading Coordinator at Penn State). The name of the representative must be forwarded to the Big Ten Conference Office. 2) Each university must appoint a representative to oversee the cheerleading squad for home and away games. 3) Any injury sustained by a cheerleader at a practice, game, or any activity representing the University, must be reported and diagnosed by a Department trainer, who must then complete a form relating to the nature of the cheerleading injury. 4) A university may establish guidelines for cheerleaders that are more restrictive than those approved by the Big Ten. 5) If the host university has in place guidelines, policies or rules that are more restrictive for cheerleaders than those at the visiting university, the host university shall notify the visiting university s athletics department of that fact, and those more restrictive host university guidelines, policies, or rules shall also be followed by the visiting university s cheerleader squad. 6) The University may permit its cheerleading squad to participate in competitive meets as long as it conforms to guidelines established by the National and/or Universal Cheerleaders Association and the AACCA. Listing of all policies, restrictions, and safety rules are posted at In addition, cheerleaders shall adhere to the Big Ten Conference agreements when performing at Conference, non-conference, and post season contests. b. Basketball and Other Indoor Sports 1) Cheerleaders may not represent their university at away conference games. Representation at away non-conference games and postseason tournaments by cheerleaders is permissible. 2) A maximum of 18 cheerleaders and one mascot may participate at 11

14 c. Football 2. Blue Band home games, excluding a dance line that is permitted at home games. There may be additional restrictions for Big Ten of NCAA post-season events. 1) A maximum squad size consisting of eight cheerleaders and one mascot may participate at away games. 2) A maximum squad size consisting of 20 cheerleaders and one mascot, excluding a dance line, is permitted for home games. a. Football For relevant policies and procedures relating to the band for football games, please consult the Big Ten Football Game Management Manual, available at a. Basketball For relevant policies and procedures relating to the band for basketball games, please consult the Big Ten Men s and Women s Basketball Game Management Manual, available at b. Men s Hockey For relevant policies and procedures relating to the band for Men s Hockey, please consult the Big Ten Men s Hockey Game Management Manual, available at c. Women s Volleyball For relevant policies and procedures relating to the band for Women s Volleyball, please consult the Big Ten Women s Volleyball Game Management Manual, available at 12

15 G. APPENDIX MODEL PENN STATE ATHLETIC SUPPORT GROUP CONSTITUTION ARTICLE I - Name (Name of Support Group) The name of the organization is (name of support group), a nonprofit organization. ARTICLE II - Purpose The purposes of (name of support group) shall be: 1. To promote, support, and encourage interest and participation in the following Penn State sport(s): ; and 2. To engage in any lawful activity, none of which may be for personal profit, to further the purposes of this organization. ARTICLE III - Members Membership in the (name of support group) shall be open to all persons who pay the membership dues. The (name of support group) does not discriminate in its decision to extend membership to individuals on any basis, including the individual s race, age, sex, national origin, color, disability or handicap, genetic information, religious creed, sexual orientation, gender identity, or veteran status. ARTICLE IV - Officers and Their Election Section 1. Section 2. Section 3. OFFICERS. The Officers of this organization shall be composed of a President, a Vice President, a Secretary, and a Treasurer. ELECTION. The Officers shall be elected annually by the Board of Directors. TERM OF OFFICE. The term of office shall be one year and until a successor has been duly elected. ARTICLE V - Board of Directors Section 1. Section 2. DIRECTORS. The number of Board of Directors shall consist of [enter number; nine is suggested] valid members of the (name of the support group). ELECTION AND TENURE. Election and tenure on the Board of Directors shall be conducted as provided in the Bylaws. ARTICLE VI - Tax-Exempt Status Section 1. TAX-EXEMPT STATUS. Notwithstanding anything herein to the contrary, the 13

16 purposes of this organization are limited exclusively to the exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. The property of this organization is irrevocably dedicated to charitable purposes; and upon liquidation, dissolution, or abandonment of the owner after providing for the debts and obligations thereof, the remaining assets will not inure to the benefit of any private person but will be distributed to The Pennsylvania State University, which is the Land Grant University of the Commonwealth of Pennsylvania and has provided programs in instruction, research, and public service in accord with the Charter of the University for over one hundred and fifty years. Any reference in these articles to any provisions of such codes shall be deemed to mean such provisions as are now or hereafter existing, amended, supplemented, or superseded, as the case may be. Section 2. DISPOSAL OF TRUST ASSETS. If the organization holds any assets in trust, such assets shall be disposed of in such manner as may be directed by decree of the superior court of the county in which the organization s principal office is located upon petition thereof by the attorney general, or by any person concerned in the liquidation. ARTICLE VII - Method of Amending the Constitution Amendments to the Constitution require a vote of acceptance of two-thirds of the total membership of the Board of Directors or a majority of the valid, voting members at a special meeting. 14

17 ARTICLE I - Name MODEL PENN STATE ATHLETIC SUPPORT GROUP BYLAWS (Name of Support Group) The name of the organization is the (name of support group), a nonprofit organization. ARTICLE II - Purpose The purposes of the (name of support group) shall be: 1. To promote, support, and encourage interest and participation in the Penn State intercollegiate sport(s) of ; and 2. To engage in any lawful activity, none of which may be for personal profit, to further the purposes of this organization. ARTICLE III - Members Section 1. Section 2. MEMBERS. Membership in the (name of support group) shall be open to all persons who pay the membership dues. CLASSIFICATION OF MEMBERSHIP. There shall be the following classifications of membership: a. Section 3. DUES. The dues of the various membership classifications shall be as follows: a. Section 4. PAYMENT OF DUES. Dues shall be on an annual basis from July 1 or thereafter and shall conclude June 30. Dues shall not be prorated for membership of less than one year. ARTICLE IV - Officers Section 1. Section 2. Section 3. Section 4. OFFICERS. The Officers of this organization shall be composed of a President, a Vice President, a Secretary, and a Treasurer. All shall be valid members of the (name of support group). ELECTION. The Officers shall be elected annually by the Board of Directors. TERM OF OFFICE. The term of office shall be one year and until a successor has been duly elected. VACANCIES. A vacancy in any office because of death, resignation, removal, disqualification, or any other reason may be filled by the Board of Directors for 15

18 the unexpired portion of the term of office. Section 5. Section 6. Section 7. Section 8. Section 9. REMOVAL. Any Officer elected or appointed may be removed from office when, in the judgment of two-thirds of the Board of Directors, the best interest(s) of the (name of support group) would be served. PRESIDENT. The President shall be the chief executive officer. The President shall preside at all meetings of the Board of Directors. In general, the President shall perform all duties incident to the Office of President and such other duties as may be prescribed by the Board of Directors from time to time. VICE PRESIDENT. In the absence of the President or in the event of his/her inability or refusal to act, the Vice President shall perform the duties of the President and, when so acting, shall have all the powers of and be subject to all the restrictions upon the President. The Vice President shall perform such other duties as from time to time may be assigned by the President and/or the Board of Directors. SECRETARY. The Secretary shall record the minutes of the meetings of the Board of Directors; be the custodian of the organization s non-financial records; send written notices of time and place of all meetings; keep a register of the mailing addresses of each member as supplied by the member; and in general perform all duties incident to the Office of Secretary and such other duties as from time to time may be assigned by the President and/or the Board of Directors. TREASURER. The Treasurer shall have charge of and be responsible for all funds the organization receives and shall give receipts for monies received; deposit all such monies in the name of the organization in the proper depositories; make proper checks for the disbursement of monies if such is to be done away from the University system; render to the Board of Directors written statements of all transactions as well as the financial standing of the organization; and in general perform all the duties incident to the Office of Treasurer and such other duties as from time to time may be assigned by the President and/or the Board of Directors. ARTICLE V - Board of Directors Section 1. Section 2. GENERAL POWERS. The affairs of the (name of support group) shall be managed by the Board of Directors. Directors shall be members of this organization prior to election to the Board. NUMBER AND TENURE. The number of directors shall be [enter number; nine is suggested]. Each elected Director shall serve for three years and shall be eligible for election to no more than two terms. One-third of the Directors shall be elected at each annual meeting. Among the initial Directors, one-third shall be elected for one-year terms, one-third for two-year terms, and one-third for threeyear terms. Thereafter, all terms shall be for three years. Directors are eligible to serve two three-year terms. Directors initially elected to one-year or two-year 16

19 terms, shall be eligible for re-election to two additional three-year terms. Section 3. Section 4. Section 5. Section 6. Section 7. MEETINGS. By resolution, the Board of Directors shall provide for the holding of regular meetings. SPECIAL MEETINGS. The President may request a special meeting of the Board of Directors. QUORUM. One-third of the members of the Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board. MANNER OF ACTING. The act of a majority of the Directors present at a meeting of which a quorum is present shall be an act of the Board of Directors, unless the act of a greater number is required by the constitution and/or these Bylaws. VACANCIES. Any vacancy occurring on the Board of Directors may be filled by action of the remaining members of the Board. A Director so appointed to fill a vacancy shall complete the unexpired term of the former Director. ARTICLE VI - Committees Section 1. Section 2. Section 3. STANDING COMMITTEES. The President shall appoint not less than three members of the Board to standing committees as determined by the Board of Directors as soon as possible after the President s election to office. ACTIVITY COMMITTEES. The President shall appoint at least one member of the Board of Directors, and as many other members as practical, for activity committees. AD HOC COMMITTEES. Special, short-range committee(s) may be formed by action of the President as needed. ARTICLE VII - Parliamentary Authority The rules contained in the current issue of Robert s Rules of Order shall govern this organization in all cases where they are applicable and in which they are not inconsistent with the Constitution and/or Bylaws of the (name of support group). ARTICLE VIII - Method of Amending Bylaws Amendments to these Bylaws require a vote of acceptance of two-thirds of the total membership of the Board of Directors or a majority of the valid, voting members present at the annual meeting and/or a special meeting. 17