VIRGINIA ESPORTS ASSOCIATION AT VCU CONSTITUTION Revised: Fall 2016

Transcription

1 VIRGINIA ESPORTS ASSOCIATION AT VCU CONSTITUTION Revised: Fall 2016 ARTICLE I ARTICLE II NAME This organization is Virginia esports Association at VCU. It will be abbreviated as VeSPA at VCU. PURPOSE Virginia esports Association (VeSPA) at VCU is an organization that aspires to create a fun and competitive gaming experience for everyone. We will serve to be the collegiate entity that will provide an environment for both competitive and casual players to enjoy the games we love together and learn to grow both as competitive players and players in our community. MEMBERSHIP Virginia esports Association is open to all students at Virginia Commonwealth University regardless of race, color, religion, national origin, age, gender, political affiliation, veterans status, sexual orientation, or disability. ARTICLE III QUALIFICATION AND ELECTION OF OFFICERS Club officers (President, Vice President, and Treasurer) must be currently enrolled in the university, have a minimum of a 2.5 cumulative Grade Point Average (GPA), must maintain twelve (12) units, and must not be on academic or social probation. President is required to: 1. Have a semester's worth of experience (interning, experience at other orgs, previously on VeSPA eboard) 2. mandatory scheduled interview (walkthrough about responsibilities of the chair) Officers must include the following: President, Vice-President, Secretary, Treasurer, and Public Relations Other positions will be the following: Tournament Coordinator, Game Representatives, Historian, Referee, and Head Referee Other roles are: Streamers/Casters, Interns, and Members Section 3. Club election signups will be held at least two (2) weeks before the last community night, no later than November 30th in the Fall semester and

2 no later than April 30th in the Spring semester. Candidate speeches will be submitted a week before and allowed to be viewed throughout the week online. The election will be done by secret ballot, in person, at one of the last three (3) general body meetings. Ballots will be counted and tallied at the meeting with the members of the Executive Council present. Members eligible to vote are: Required to: 1. Registered on the VCU org page as a member for a at least a month prior to elections Fulfill two (2) out of the following three (3) requirements: 1. Current students of VCU (exceptions on a case basis i.e. returning students & alumnis within two (2) semester of graduating) 2. Have attended at least two (2) meetings or one (1) major in-person event 3. Have participated in two (2) club events or one tournament Members found ineligible to vote will be contacted and allowed to argue their case. These cases will be reviewed on a case-by-case basis by the Executive Council. Absentee ballots will be allowed on a case-by-case basis, reviewed by the Executive Council. ARTICLE V ROLES President E. F. Preside over all meetings Call special meetings Carry out the provisions of the constitution Approves of all planned events and eboard duties Oversee all committee activities and duties Regulate voice communications (Discord, Teamspeak, etc) as admin Vice President Assume the duties of the president in their absence Perform any duties delegated by the president Coordinate and oversee the North American Collegiate Championship (NACC) tournament for League of Legends

3 Section 3. Secretary Record and keep accurate minutes of all meetings Act as correspondence clerk Distribute agenda for meeting minutes as necessary Section 4. Treasurer E. F. Submit yearly club funding request in the spring semester Handle funds and finances for club Keep financial records and collect dues Pay bills and release funds as voted by the general membership Make financial reports at least once a month at the meeting Oversee any fundraising related events Section 5. Historian Document all events that the club holds Report all necessary documentations to sponsors as necessary Document and announce accomplishments of the club members and representative teams Document picture of the reserved room to submit to VCU Conference and Scheduling Services Section 6. Public Relations E. Provide interested parties with information regarding club events and endeavors Be the public point of contact for any external inquiries regarding the club Organize and oversee social events Manages discord by adding/removing roles, creating tags, remove inactives, greeting new members Updates social networks (Facebook, Discord, etc.) on events and major news Section 7. Tournament Coordinator (2 positions) Cannot play in the tournament Oversee the semesterly League of Legends Tournament and maintain communication with Riot Games. Plan a schedule for the tournament including: registration deadline, match deadlines, and LAN finals date Create Google form and open tournament registration including the following information, but not limited to: Full Name, VCU , Summoner Name, Other Summoner

4 E. Names/Smurfs, Previous/Current Ranking, op.gg link, Primary Role, Secondary Role, Time Commitment Disclaimer, Rules Link, and preferred player(s) Learn the official rules in Riot Games Document F. G. H. I. J. Create and balance the teams Maintain a public tournament bracket and updated google sheet regarding teams Register the tournament with Riot Games and ensure the results are reported in a timely manner Each coordinator will designate one referee Final authority for decisions involving tournament logistics. Logistics include, but are not limited to: venue selection, managing shoutcasters, ensuring tournament equipment is in working order, tournament registration, matchmaking, tournament length/timing, and prize structures Section 8. Referee (2 positions) Cannot play in the tournament Deals with any game or policy rule violations that are observed or brought to attention Issues penalties when players break the rules and notify other officials of the ruling Learn the official rules in Riot Games Document Section 9. Head Referee Cannot play in the tournament First to contact in the event of a dispute Same responsibilities as referee but has final decision if a tiebreaker is necessary Section 10. Streamers & Casters Stream and cast games on the VeSPA at VCU Twitch Channel Work with the tournament organizers with availability and scheduling in order to stream as many games as possible Moderate the Twitch chat as necessary Section 11. Game Representative Promote other games within the club members. Create events and activities that centers around those Section 12. Interns Work under a specific position in order to understand the responsibilities of the desired position

5 After a semester work, will be guaranteed the position in the upcoming elections unless a valid reason is decided upon by the executive council The positions of President, Vice President, and Treasurer must still ran for through club voting Intern applications will be closed one month after the 1st General Body Meeting except for Tournament Coordinators who must apply before the start of the tournament Section 13. Members E. Votes in the eboard election at the general body meeting Officially registered on the VeSPA at VCU Organization page Current student of VCU (exceptions on a case basis i.e returning students & alumnis within 2 semester of graduating) Has attended at least two (2) general body meetings (community nights) or one (1) major event (In-Person Tournaments, etc) Have participated in two (2) club events or one (1) tournament ARTICLE VI EXECUTIVE COUNCIL The Executive Council will consist of the President, Vice President, Secretary, Treasurer, and Public Relations who shall meet as often as necessary. Duties of the Executive Council To regulate the impeachment/removal process in accordance with the constitution To ensure that the duties listed in the constitution is followed To oversee the election process and activities of the club To uphold a standard of integrity/sportsmanship during tournaments and club events

6 ARTICLE VII IMPEACHMENT/REMOVAL AND REPLACEMENT OF OFFICER AND MEMBERS Section 3. Section 4. Section 5. All elected officers and club members may be subjected to impeachment and removal by a two-thirds majority vote held at a general body meeting. Grounds for impeachment are negligence of position, inappropriate behavior, and any form of misconduct which is damaging to the club. Grounds for membership removal are continuous violation of defined rules, threats to members, inappropriate behavior (stealing or misuse of other s properties) and sexual harassment. An officer/member may be impeached/removed only under the following conditions: there must be a quorum of at least thirty (30) members present during impeachment/removal; two-thirds of the membership must vote; prior to impeachment/removal there must be one week's notice of intent publicized along with evidence collected to be presented (statements from members, screenshots, etc.). Any officer vacancies shall be filled by an election held within two weeks. ARTICLE VIII MEETINGS Section 3. Section 4. Section 5. Section 6. There must be public notice of club meetings on the social medias at least five (5) school days in advance. There must be a meeting at least once a week held at Virginia Commonwealth University unless notified ahead of time. Any event/sign ups that will take place must be notified to the club at least seven (7) days in advance. There must be a quorum of at least thirty (30) members present in order to take care of any financial or judicial action. Minutes must be kept of all financial and judicial action with the club by the secretary. The treasurer will need to make a written and oral report at least once a month at the meeting.

7 ARTICLE IX COMMITTEES The standing committees of this club shall be appointed if found necessary. ARTICLE X FACULTY ADVISOR The role of the faculty advisor is to: Serve as the official staff representative of the college Work closely with the club to ensure a cooperative relationship between the advisor, and the club membership Assist each officer of the club in understanding their duties Give particular attention to the financial activities of the group in order to prevent the incurring of organizational debts for succeeding members to pay E. Assist students to understand and apply democratic principles within their own organizations, and in working with others F. Be present for all official club/organization meetings and activities (business and social), and to advise students of the policies and procedures which they must follow as a club/organization G. Ensure that all reasonable steps are taken to ensure the safety, and welfare of club members H. Ensure that appropriate college policies are upheld I. To sign all club/organization requisitions for the club/organizations, and to make sure that 1) their student treasurer or president or vice president signs it and 2) that the expenditure is correct within all existing policies ARTICLE XI RESPONSIBILITIES This club accepts full financial responsibility for all activities that bear its name as official sponsor, and will adhere to college regulations. All publicity for an event must bear the name of the sponsoring club. ARTICLE XII RIGHT TO ACT Any club officer, club member does not have the right to incur any debt or become involved in any business under the title or by implying the title of a club in any way unless given full authority to do so by the club.

8 ARTICLE XIII AMENDMENTS TO CONSTITUTION Any amendment change requires a secret ballot two-thirds vote at a general club meeting with a decorum of at least thirty (30) members. Members can bring up an amendment change to the eboard in order for it to be voted upon at a general club meeting.