Alexander Hamilton Scholars Program Constitution

Transcription

1 Alexander Hamilton Scholars Program Constitution Article I Name & Purpose Section 1 Name This organization shall be known as the Alexander Hamilton Scholars Program. Section 2 Purpose The Alexander Hamilton Scholars Program is a unique opportunity for undergraduate students offered jointly by the Poole College of Management and the College of Humanities and Social Sciences (CHASS) at North Carolina State University. Hamilton Scholars combine either an Accounting, Business Administration, or any of the Economics degrees in the Poole College with a B.A. in International Studies from CHASS. Hamilton Scholars are a select group of highly motivated students. To enrich their experience at NC State, they participate in activities such as global company information sessions, a mentor program for international exchange students, and scholars receptions. Activities are designed to facilitate sharing of experiences by the Scholars. Article II Membership Section 1 Eligibility Membership is open to all regularly enrolled students who wish to pursue a double major in international studies from the College of Humanities and Social Sciences and in one of the three majors: accounting, business administration, or economics from the Poole College of Management. Section 2 Selecting Members Students interested in participating in the Hamilton Scholars Program must be enrolled as a candidate for a degree either in the Poole College of Management or in the international studies degree in the College of Humanities and Social Sciences. Members are selected to this organization based on a process that includes review of academic record, as well as a short application form and an essay. Once accepted, new Hamilton Scholars, who are typically enrolled in their first degree within the Poole College, then officially add the second major in international studies from CHASS. Applicants must have already completed a minimum of one full-time semester at NC State in order to apply for admission to the Hamilton Scholars Program. In order to apply to the Hamilton Scholars program, an applicant must be currently enrolled in the Poole College of Management as a degree seeking student or must concurrently apply and be accepted for admission into a Poole degree (if their first degree is already in international studies in the latter case). To gain admission, an applicant must have a NC State GPA of 3.25 or better, effective with the January 2012 admissions cycle, and should normally apply to the program before completing their sophomore year. Transfer students from outside the university may also be considered for admission on a case-by-case basis but must first meet the terms outline above. The principal admission cycle is in the spring semester, with a deadline of January 25. September 1 is the deadline for fall admission, with the understanding that applicants have completed at least one full time semester at NC State.

2 Section 3 Event Requirements Hamilton Scholars are required to participate in a minimum of three Hamilton sponsored events each fall and spring semester. The Hamilton Scholars program includes both required and optional events. The only excused absences from required Hamilton events, with advance notice, are NC State class conflicts, reasons excused by official University policy and participation in a study abroad program that given semester. Optional Hamilton sponsored events are organized throughout the semester and can be used along with the required Hamilton events to reach the 3 event per semester minimum. Non- Hamilton sponsored events with an international focus, commonly called supplemental events, can replace an excused absence from a required Hamilton event only. A supplemental event summary should be ed to the secretary as soon possible but no later than the start of final exams for each semester. The supplemental event is subject to approval by the Hamilton Director(s). Section 4 Priority Registration At the conclusion of each fall and spring semester, the Hamilton directors review attendance records and evaluate the status of each Hamilton. Hamilton Scholars in good standing will receive priority registration the following semester. Priority registration allows Hamilton Scholars to register on the last day of the class ahead of their current standing (example: a sophomore can register on the last day of junior registration). Section 5 Warning / Probation Hamilton Scholars who fail to meet the minimum event requirements will be notified of their deficient standing and are required to respond to the directors with a plea for probation and plan of action to address their event deficit. Scholars with an approved plan of action are allowed to continue in the Hamilton Scholars program, will not receive priority registration, and will be placed on probation that semester. At the conclusion of the probation semester, directors will verify if the scholar has met the terms of probation. If the scholar has successfully met the terms of their probation, they will return to good standing. If they have not met the terms of their probation, they will be dismissed from the program. Hamilton Scholars may only be placed on probation once before being dismissed from the program. Article III Officers Section 1 Definition of Officers The appointed officers for this program shall be the positions of President, Vice-President, Treasurer, and Secretary; the combination of these officers shall be known as the Alexander Hamilton Scholars Executive Team. The Executive Team holds regular meetings with the Director(s) throughout the semester. 1a. President The President is responsible for maintaining close contact with the directors to create agendas for meetings, creating visual presentations for display in meetings with the general membership, and provide ideas on what needs to happen for the semester. The President is a member of the Executive Team. The President is responsible for leading periodic revisions to the Constitution when warranted by changing circumstances. A main responsibility of this position requires the person to be a figure head of the organization. The President represents the organization in both student and professional settings. The President works closely with the other officers and

3 serves as liaison between the Executive Team and an assigned committee. Along with the Vice President, this person represents Hamilton Scholars at key events held by the university and/or the respective colleges, such as Make-A-Date, freshmen orientation, and Open House, in order to promote the program. 1b. Vice President The Vice President position supports the President in all duties, and completes tasks that assist the President. The Vice President is a member of the executive team. This person may be in charge of a Hamilton Scholar sponsored event held throughout their term as designated by the directors. The Vice President serves as liaison between the Executive Team and an assigned committee. Along with the President, this person represents Hamilton Scholars at key events held by the university and/or the respective colleges, such as Make-A-Date, freshmen orientation, and Open House, in order to promote the program. 1c. Treasurer The Treasurer position is to assist in all financial aspects of the academic organization. The Treasurer is a member of the Executive Team. The Treasurer records financial activity of Hamilton Scholars and is in charge of keeping all bank account records current. This person is also in charge of reimbursing other members of the organization. In order to manage the money coming in from appropriations, he or she would work with faculty Director(s) to maintain a current bank account for Hamilton Scholars. In addition, the Treasurer manages the money and works with faculty directors and committee chairs to create budgets for events. The Treasurer keeps track of receipts and how all money is spent. Along with the President and/or Vice- President, the Treasurer is involved in the process of applying for university-wide (SORC) appropriations, as well as CHASS and Poole funding. The Treasurer serves as liaison between the Executive Team and an assigned committee, typically the Fundraising Committee. 1d. Secretary The Secretary is a member of the Executive Team. The major responsibilities for this position include recording, typing, and distributing the meeting s minutes; creating and updating the event records for the semester; fielding s from members concerning absence excuses; making attendance sheets or other records needed for given event; and attending both general Hamilton and Executive Team meetings. The Secretary maintains the attendance record of the members for the meetings and events. Additionally, the Secretary serves as liaison between the Executive Team and an assigned committee. Section 2 Nomination, Selection and Term of Officers Nominations for all officer positions can come from the Directors or from a current Hamilton Scholar; they can also include self-nominations. The candidate for office is required to submit a brief statement of why they want the position, a copy of their resume and the contact information for two references to the Directors. The Director(s) review this information and make a recommendation to the Executive Team. Upon approval by the Alexander Hamilton Scholars Executive Team, the nominee to an officer position will serve a term of one year. Their term begins with their instatement to office during the first Executive Team meeting of the semester. An officer may be allowed to exceed their one-year term limit if they have met expectations and there are no new nominations for that position. The elected officer must be a full-time,

4 matriculating student in good standing with North Carolina State University and in the Hamilton Scholars program. Article IV Dues Section 1 Dues Dues for this program shall not be required. In lieu of dues, members are required to participate in fundraising activities determined each year for support of the program. A minimum level of raised financial support may be required in a key annual fundraiser (ex. 10$ minimum in spring raffle). Article V Amendments to the Constitution and By-Laws Section 1 Process of Amending Amendments to the constitution shall be presented by the President to the general Hamilton Scholars membership at a regular meeting, but shall not be voted upon until the next regular meeting, and then only after informing the membership in writing of the proposed amendments. A majority of 2/3 of the members must be present for quorum, and amendments to the Constitution require the approval of 2/3 of the voting members. Article VI Meetings Section 1 Meeting Time and Day The Alexander Hamilton Scholars Program shall hold regular meetings or events; event times and location are announced via at least two weeks in advance. As a priority, required and most optional Hamilton events will be held during the designated general meeting time for that semester. Section 2 Attendance Attendance is required at key Hamilton Scholar events with only NC State class conflicts, reasons excused by official University Policy, and participation in a study abroad program as legitimate excuses for absences. In addition, members must attend three Hamilton sponsored events per fall and spring semester. Generally, the first organizational meeting of each semester is required along with any other key event in a given semester. For more information, see Article II, Section 3 Event Requirements. Article VII Committees Section 1 Definition of Committees Committees of the Alexander Hamilton Scholars Program consist of social, publicity, service, and fundraising. Committee members who volunteer to participate are only eligible if they are in good standing with the Hamilton Program. The Fundraising Committee is in charge of fundraising for the program by means of donations, writing letters, the annual raffle, applying for appropriations, and any other means or ideas for raising money. The Publicity Committee informs the Hamilton Scholars and NC State community of events by way of Facebook, , flyers, newspaper, sidewalk chalking, painting, and other means of communicating the upcoming events. The Publicity Committee adheres to the rules and regulations of the University concerning posters, painting, and sidewalk chalking. The Service Committee is in charge of organizing Hamilton Scholar participation in campus wide service events such as Shack-a-Thon and Service Raleigh. The Service Committee can also organize other service events for

5 Hamilton Scholars. The Service Committee is responsible for scheduling the service event, attending the prior information meetings if applicable (Shack-A-Thon and Service Raleigh), and informing the other Hamilton Scholars of the event. The Social Committee is in charge of planning social events or social components of general meetings and informing the members of such events. Section 2 Election of Committee Chairs Committee chairs can volunteer for the position, and in the case that there is more than one member who wants the position, it then moves to an application process similar to that of the Officer selection process where the Directors review the applicants qualifications and bring the choices to the Alexander Hamilton Executive team to vote. In addition, the committee chair shall have to be an Alexander Hamilton for one year or greater; meaning that the individual must have been a Hamilton for one full semester post acceptance. The Committee Chairs serve for a term of one year beginning with their announcement into office on the first meeting of the semester. As for committee members, new accepts or veteran members are welcome; there will be 3 to 4 Scholars per committee. Section 3 Definition of Committee Chairs 3a. Fundraising Chair The Fundraising Committee Chair is responsible for planning and implementing at least one fundraiser per semester. Possible fundraisers to plan include, but are not limited to, a raffle, baked goods and beverage sale, or an internationally inspired cookbook. The chair works closely with other members of the fundraising committee and corresponds with them through frequent contact. The committee is also expected to meet in person once or twice a month during the school year. However, it is highly likely that more meetings will be needed in the weeks preceding the event. The Fundraising Chair also works in conjunction with the Hamilton Scholar Directors and the Hamilton Officers to implement the committee's plan for the fundraising event. More specifically, there is a Hamilton officer assigned as liaison for the Service Committee for a given semester. The planning of said event(s) would require, but is not limited to, the consideration of available times and available location to hold an event, working to secure donations to aid in purchasing necessary materials for an event, and then actually gathering these necessary materials. The chair is responsible for informing Hamilton Scholars of a planned event, including coordinating their roles in the fundraiser. The chair should regularly update committee members, the committee s officer contact, and the faculty advisors on the progress of an event and provide the Publicity Committee and the Poole College of Management Communications Team with relevant information needed to advertise the fundraiser. After the conclusion of the event, the chair should work with the Treasurer to handle money generated and should send a detailed event summary to the faculty advisers and officer contact as well. 3b. Publicity Chair The Publicity Committee Chair is responsible for promoting various Hamilton events through different media such as Facebook, Nelson Commons display screens, Nelson bulletin boards or easels, and/ or via . The Publicity Chair may also collaborate on the development of promotional products for Hamilton Scholars as needed (t-shirts, coffee mugs etc...). This position foremost requires the Chair to direct the members in the committee to maintain the

6 official Hamilton Scholar display board. In addition, the Chair keeps all official logos of our two colleges, Poole College of Management and the College of Humanities and Social Sciences, up to date. In order to successfully plan and execute the publicity for specific events and promotional products as needed, the Publicity Chair works primarily with other members of their Publicity Committee. The chair is expected to hold regular meetings with their committee throughout the semester, roughly averaging 1-2 a month-- with more meetings prior to upcoming publicity projects. This position may also require communication with the Service, Fundraiser, and Social Committee Chairs, in order to ensure that the information publicized is correct. The Publicity Chair also works in conjunction with the Hamilton Scholars Directors and the Hamilton Officers to implement the committee's plan for the publicity projects. More specifically, there is a Hamilton officer assigned as liaison for the Service Committee for a given semester. After the conclusion of the event, the chair should send a detailed event summary to the faculty advisers and officer contact as well. 3c. Service Chair Service Committee Chair is responsible for coordinating Hamilton Scholar involvement in at least one university-wide service event each semester; these events include Shack-a-thon in fall and Service Raleigh in spring. Event organization may require attending university wide information meeting(s) about the event and / or communicating directly with the university event organizer(s) to get more information. Once the event has been organized at this level, the chair is then responsible for informing the other Hamilton Scholars of the event and coordinating the Hamilton Scholar sign up, as well as obtaining follow up information in a timely manner to participants. The Service Chair primarily works with other members of their Service Committee to accomplish the planning of the event, its advance sign up, and successful coordination of the work on the day(s) of the event. The chair is expected to hold regular meetings with their committee throughout the semester, roughly averaging 1-2 a month with more meetings leading up to the given service project(s) planned. The Service Chair also works in conjunction with the Hamilton Scholar Directors and the Hamilton officers to update them regarding upcoming service events and the committee s progress. More specifically, there is a Hamilton officer assigned as liaison for the Service Committee for a given semester. After the conclusion of the event, the chair should send a detailed event summary to the faculty advisers and officer contact as well. 3d. Social Chair The Social Committee Chair is responsible for planning at least one social event per semester. In order to successfully plan and execute this/these event(s), the Social Committee Chair works primarily with other members of the Social Committee. The chair is expected to hold regular meetings with their committee throughout the semester, roughly averaging 1-2 a month, with more meetings leading up to an event planned. The Social Chair also works in conjunction with the Hamilton Scholar Directors and the Hamilton Officers to implement the committee's plan for the social event. More specifically,

7 there is a Hamilton officer assigned as liaison for the Service Committee for a given semester. The planning of said event(s) would require, but is not limited to, the consideration of the general outline and agenda of each event, cooperation with, and inclusion of international exchange students, and details such as catering services and room reservations. Effective 08/30/2011