Constitution for the Carnegie Mellon University Role-Playing Games Association

Transcription

1 Article I. Organization Name Constitution for the Carnegie Mellon University Role-Playing Games Association Section 1.1. This organization is known as the Carnegie Mellon Role-Playing Games Association, or the CMU RPG Association. Article II. Mission and Goals Section 2.1. The CMU RPG Association aims to support fans of role-playing games on the Carnegie Mellon University campus. Section 2.2. The purpose of this organization shall be: a. To provide an environment for fans of tabletop, online and live-action roleplaying games to discover like-minded players and groups, b. To enable participation in role-playing events and communities in Pittsburgh and the Pennsylvania area, and, c. To otherwise serve as a resource for individuals who are interested in participating in and learning more about the hobby. Section 2.3. All activities and functions of the organization must be legal under University, local, state and federal laws. Article III. Membership Section 3.1. Any Carnegie Mellon student (including graduate and part-time) may become a member of the CMU RPG Association. a. Membership in the CMU RPG Association is not predicated on attendance at events and meetings. However, membership in specific play groups may be revoked, at the judgment of that group s GM (Game Master). b. General membership is open to anyone who signs up for the distribution list. c. Active membership is obtained upon attending at least two General Body Meetings, and is maintained by attending at least one general body meeting per month. Section 3.2. Recruitment and membership is always open. New members are always encouraged to attend meetings or contact current members for information. Section 3.3. Revocation of CMU RPG Association membership may be discussed and realized by unanimous vote by the officer staff or by a three quarters (3/4) majority vote of all active members if: a. They violate safety regulations at live action role-play events, endangering other participants, b. They consistently behave in a manner disruptive to a friendly and open community, or,

2 c. A request for removal is filed by any active members of the CMU RPG Association. Section 3.4. The CMU RPG Association will abide by the CMU Statement of Assurance. Section 3.5. All active members are eligible to vote on organization activities and officer staff. Section 3.6. Hazing will not be used as a condition of membership in this organization. Article IV. Officers Section 4.1. The CMU RPG Association is managed by three primary officers, each responsible for their own sphere of role-play. All other responsibilities shall be managed jointly by the officer staff. a. The Tabletop Coordinator is responsible for managing tabletop role-play, by: i. Serving as a liaison and mediator for tabletop groups, ii. Helping to organize players and GMs into play groups so that they may meet independently of club meetings, iii. Acting as a repository of information for aspiring players and GMs, providing new members rules and setting information for different games, and, iv. Planning tabletop events and public games for new and existing members. b. The MMORPG Coordinator is responsible for managing online role-play, by: i. Serving as a liaison and mediator for online role-players, ii. Introducing players into online communities and fostering connections between new members and various guilds, and, iii. Planning and running online role-play events for members to participate in. c. The LARP Coordinator is responsible for managing live action role-play, by: i. Serving as a liaison and mediator for live action role-players, ii. Introducing players to different LARP rulesets and setting information, iii. Assisting members with character ideation, costume design and acting in character, and, iv. Coordinating transport to LARP events. Section 4.2. Officers hold their positions for a single academic year. Elections occur at the end of each academic year, and newly elected officers assume their positions when the next academic year begins. a. No individual should hold more than one officer position. Section 4.3. If the organization grows to such a size that an expanded officer staff becomes necessary, new positions such as Secretary or Treasurer may be created by a simple majority vote of the current officer staff.

3 Article V. Selection of Officers/Elections Section 5.1. Officer selection occurs at the end of each academic year, with at least two weeks prior notice given to all members of the organization via an official distribution list and organization social media groups. Section 5.2. Any active member of the organization may nominate any other active member including themselves for an officer position during the two weeks prior to elections. a. Nominees may accept or reject their nominations, and may not accept nomination for more than one position. Section 5.3. Officers of this organization shall be elected by a simple majority (51%) vote of active members. a. Primary officer positions, as described in Section 4.1 will be voted on first, followed by any secondary officer positions. b. Votes shall be cast by a ballot, which shall be formalized and distributed 48 hours before elections. Section 5.4. Absentees must notify the officer staff of their inability to attend, and indicate their selections on the ballot at least 24 hours prior to elections. At least 2/3 of the active membership must vote either Yes, No or Abstain for elections to be valid. Section 5.5. During elections, all nominees should prepare a simple speech detailing their qualifications and intended goals for the next academic year. Nominees for a position may vote on other officer positions, but may not vote on their own election. Section 5.6. In the event of a tie, a new vote will be taken between the tied candidates. If this vote is also tied, the current officer staff will elect a candidate by simple majority. Section 5.7. Newly selected officers will be informed of their duties by the current officer at the end of the year, and will officially take up their responsibilities at the beginning of the following academic year. Article VI. Officer Vacancies Section 6.1. Officers may be re-elected for their positions. Students who are not re-attending CMU in the following year whether due to graduation or otherwise may not be elected as officers. Section 6.2. Officers may be removed in the case that: a. An active member files a request for removal from office, which is seconded by any other active member, and, b. Removal is voted for unanimously by all other officers, or by 2/3 of active members. Section 6.3. Vacated or newly created officer positions must be filled within 30 days by an active member, nominated and elected by simple majority (51%) by the current officer staff.

4 Section 6.4. Organization elections are final, and removal of officers or members should be carried out according to the procedures outlined in Sections 3.3 or 6.2. Article VII. Meetings Section 7.1. Types of Meetings a. General body meetings will occur at least once per month to announce events and opportunities, as well as to address any issues that have arisen. The officer staff may call additional general body meetings if need arises. i. Meetings will be announced with at least one week s notice, except in the case of emergencies. ii. At least 2/3 of active members must vote Yes, No or Abstain for the vote to be considered valid. b. There will be at least one officer meeting at the beginning of every month to plan events and resolve administrative tasks. The officer staff may call additional meetings if need arises. i. Meetings will be announced with at least one week s notice, except in the case of emergencies. ii. At least 2/3 of the officer staff must be present for any vote to be considered valid. Section 7.2. Meetings will be conducted by officer staff. Article VIII. Advisor Section 8.1. An advisor may be nominated by any active member of the organization, and selected by a simple majority (51%) vote by the officer staff. Section 8.2. The advisor is expected to provide guidance and support to the officer staff in administrating an organization. The advisor holds only an advisory position and does not participate in organization votes. Section 8.3. An advisor may serve for an indefinite period, until such a time that they voluntarily resign or they are removed. Section 8.4. Removal of an advisor may be conducted via the same procedures for removal of an officer as detailed in Section 6.2. Section 8.5. The position of faculty advisor is optional and does not need to be filled. In the case that the position is vacant, it may remain so until a new advisor is nominated and selected. Article IX. Finances Section 9.1. Membership dues may be implemented at $20.00, paid for each academic year by all new members, in the case that university funding is insufficient to facilitate organization activities. Section 9.2. If a member is unable to pay dues, they may inform a member of the officer staff to discuss waiving of dues.

5 a. Waiving of dues should be granted easily, to ensure that the organization is accessible and available to all interested students. Section 9.3. Members who make organization sanctioned purchases out of pocket may be reimbursed from club funds upon providing officer staff with proof of purchase. Approval must have been given before the date of purchase. Section 9.4. All financial transactions must be accompanied by the authorized signatures of at least 2/3 of the elected officer staff. Section 9.5. Organizational funds may be used for gaming paraphernalia that is available for public use, costume supplies, travel expenses and other events. Funds may never be utilized for personal purchases, nor anything illegal under University, local, state and federal laws. Article X. Ratification and Empowerment Section For ratification, this constitution must be approved by: a. The Student Body Vice President of Organizations and the Committee on Student Organizations, and b. 2/3 of the organization s active members. Section The constitution will take effect immediately upon approval, and all members will be notified. Article XI. Amendments Section Amendments may be proposed by any active member of the organization to the current officer staff. Section Provisions a. An amendment may be proposed at any time during the academic year, and will be discussed at the next general body meeting. b. As described in Section 7.1, at least 2/3 of the active membership must be present for a vote to be considered valid. c. All active members are eligible to vote on amendments to the constitution. d. This constitution and its by-laws may be amended by a 2/3 majority vote of active members at a general body meeting. Article XII. History Section February 4 th, 2016: This constitution was created.