ARTICLE I – NAME
The name of this organization shall be the Fort
Hays State University Student Alumni Association.
ARTICLE II – CREED
We believe that as students, we have a special
relationship with our Alma Mater that represents a lifetime
commitment in the fulfillment of our dreams and aspirations.
As students, we are the focus of the University's goals and
objectives. As alumni, we will represent the result of the institution's
mission and the embodiment of its spirit in the world. What
FHSU is, we are; what FHSU becomes, we become. Because we are
the emerging essence of our institution, we will strive to enhance
this special relationship between students, alumni and others
so that the heritage of our Alma Mater will always be a part
of our lives, for the present as we follow our dreams, and after
graduation as we make them come true.
ARTICLE III – PURPOSE
The purpose of the Student Alumni Association
shall be to: promote effective communication between students
and alumni; prepare FHSU students for leadership roles in the
SAA organization; and assist the FHSU Office of Alumni and Admissions
in achieving the goals and objectives of the University.
ARTICLE IV – MEMBERSHIP
Section A.
Membership is open to any Fort Hays State University student
who shows a strong concern, appreciation, and care for the University's
present and future well-being. The student must go through the
membership application process.
Section B.
New members must possess and maintain a cumulative grade point
average of 2.5. A probation period of one semester may be granted
if cumulative GPA falls below a 2.5. If a member does not raise
the cumulative GPA to a 2.5 after the semester probation, resignation
is enforced. When this occurs, the person may reapply in the
future semesters when the GPA is a 2.5 or better. Selection
is based on academic excellence, loyalty to the University,
and ability to plan, organize, and communicate. Appointments
of membership will be made in the fall and spring when openings
are available. Formal applications will be made available to
all students. Alumni and Admissions personnel will also nominate
candidates. The SAA Membership Selection Committee shall be
responsible for advertising, promoting, and accepting applications.
Section C.
Members shall be chosen by the SAA Membership Selection Committee
consisting of the SAA Co-Sponsors, SAA President (in case of
conflict, another student will be appointed by the President).
The Membership Selection Committee shall appoint members to
the SAA organization after reviewing applications, conducting
personal interviews with the selected applicants, and collecting
other information and references deemed necessary by the committee.
Section D.
Member terms will be September to May. SAA members wishing to
serve for an additional term must meet criteria established
to continue membership. Vacancies will be filled at the discretion
of the SAA Membership Selection Committee as governed by the
prior selection process. Inactive membership status may be granted
for a limit of one semester to students with reasons deemed
legitimate by the Executive Committee.
Section E.
Membership shall have a goal of, but not limited to thirty (30)
members.
Section F.
Annual Membership dues will be assessed. Amount of dues will
be established annually. The current membership fee is $10.00
per year. Members will be required to purchase an SAA shirt
with first year dues waived. All dues must be paid by Nov. 1
of current year or member will be subject to dismissal by the
discretion of the Executive Committee.
ARTICLE V – MEETINGS
Section A.
Regular meetings of the Student Alumni Association will be held
every other Monday of the month with a minimum of five meetings
being held each semester. The Executive Committee will announce
a regular meeting time and place. The President shall have the
power to call special meetings with as much advance notice to
members as possible as his or her discretion.
Section B.
Active SAA members shall be permitted one vote. The President
shall vote only in the case of a tie. A quorum is required for
the transaction of all regular business. Fifty percent plus
one of the general membership shall constitute a quorum on voting
matters.
Section C.
Absences from three general meetings in any given quarter will
constitute grounds for possible expulsion. Under such circumstances,
the member will be requested to review his or her case before
the Executive Committee. If there is a conflict with a meeting
time, a sponsor or member of the executive committee needs to
be notified prior to the meeting.
ARTICLE VI – OFFICERS
Section A.
Election of officers for each coming year shall be held annually
during the last general meeting. The President, Vice-President,
Secretary, Treasurer and Historian shall be elected by majority
vote. Officers will assume duties upon conclusion of the end
of the year banquet and shall serve through the following school
year.
Section B. President
The President shall preside at all meetings of the Student Alumni
Association and shall be empowered to call special meetings
of the organization with as much advance notice to members as
possible. He/she will appoint all standing committee chairpersons
and will appoint ad hoc committees at his/her discretion. All
standing committees will report directly to the President. The
President will serve as liaison between the SAA sponsors, the
SAA members, the Alumni Association, and the Office of Admissions.
The President will set an agenda for each meeting and make copies
available to all members. The President will also attend Alumni
Association Board Meetings as an ex-officio officer.
Section C. Vice-President
The Vice-President is the president elect and is therefore a
two-year term. The Vice-President will assume the duties of
the President in his or her absence and will serve as an ex-officio
member of all standing committees; all ad hoc committees will
report directly to him or her. The Vice-President shall also
serve as parliamentarian for all SAA meetings. The Vice-President
will be responsible for collecting committee reports, and making
suggestions for revisions to Article VII - Standing Committees.
Section D. Secretary
The Secretary shall be responsible for maintaining a record
of all meetings and for attending to correspondence. He or she
will also keep an accurate roll of those attending each meeting;
submit a copy of the minutes from each meeting to the President
of the Student Alumni Association and sponsors; and prepare
mail and special meeting notices.
Section E. Treasurer
The Treasurer shall be responsible for assisting the President,
keeping an accurate record of all moneys of the SAA, and keeping
an itemized account of all receipts and expenditures. This individual
will work closely with the Alumni Secretary in understanding
and implementing budgetary control. He or she shall take from
the SAA funds such expenditures as are authorized by the SAA
Co-Sponsors, make a monthly report to the SAA, and shall advise
the fund raising committee.
Section F. Historian / Activities Chair
The Historian/Activities Chair shall be responsible for recording
all Student Alumni Association activities on film and in a scrapbook.
He or she will maintain a yearly calendar board, display information
and pictures in the SAA office. The SAA scrapbook should also
be kept current, and be on display in the SAA office. He or
she will also chair the Activities Committee (see Article VII,
Section G).
Section G.
The Executive Committee shall be composed of the Student Alumni
Association President, Vice-President, Secretary, Treasurer,
and Historian and also committee chairs when called upon. All
officers will abide by and ensure the constitution and will
assist the President whenever called upon. If an officer resigns
or is removed from office, a new officer will be appointed with
the approval of the Executive Committee.
ARTICLE VII - STANDING COMMITTEES
"Standing Committees" are permanent
committees within the SAA designed to perform specific functions
and/or needs on a regular basis. Standing committees may be
formed or dissolved by a simple majority vote. Each member is
required to participate on at least one committee and has the
option of participating in others or being a chair of any committee.
Committee members may join at any time. Upon creation of a committee,
a chair or co-chairs when necessary will be elected by a simple
majority vote from volunteering members - if there are no volunteers,
chair(s) will be appointed by the President. The chair(s) will
preside over all meetings and make reports available to any
member. An officer and co-sponsor will appear at committee meetings
as nonvoting advisors upon the request of the committee. A report
summarizing committee projects will be submitted to the Vice-President
within 30 days following the scheduled event.
Section A. Fund-raising
This committee will be responsible for planning and organizing
of activities designed with the intention of generating revenue
for the SAA. This committee will work in conjunction with the
Treasurer in implementing a budget outlining the specific expenditures
of any fund-raising project. It will also plan and organize
SAA's care packet and Celebration Cakes fundraisers.
Section B. Activities
This committee will be responsible for planning social events
that promote unity, fun and group involvement among SAA members.
They will arrange for alumni guest speakers, special events,
parties, etc. during regular meeting times.
Section C. Student Recruitment / Membership
This committee will also be responsible for the
recruitment of new members into the SAA. Membership drives will
take place annually in the early fall and spring. The committee
will coordinate with the Publicity Committee for advertisements
and send, receive and review eligibility of applications.
Section D. Annual Events
This committee will be responsible for all planning or assisting
associated with the following events: Homecoming, Tree Lighting,
Spring Banquet and members attending Conferences / Conventions.
Section E. Publicity
This committee will be responsible for promoting the SAA events
sponsored by the group, and update the brochure and web page
on an annual basis.
ARTICLE VIII - AD HOC COMMITTEES
Select committees may be created at the discretion
of the Executive Committee. The committee's purpose will be
well defined upon its creation. Select committees will dissolve
automatically upon the completion of their specified tasks.
ARTICLE IX – FINANCE
Section A.
Operating Funds for the Student Alumni Association will be raised
by the SAA. Funds needed for the special projects may be requested
from the Alumni Association, the Office of Admissions, and other
on-campus or off-campus organizations.
Section B.
Upon the dissolution of this organization, its assets, remaining
payments or provisions for payment of all debts and liabilities
of this organization will be distributed to the Alumni Association
and Office of Admissions.
ARTICLE X – AMENDMENTS
The powers to alter, amend, or appeal this constitution
or to adopt a new constitution shall be vested in general membership
of the Student Alumni Association, subject to the approval of
two-thirds of the general membership, and concurrence of the
Alumni Association and the Office of Admissions. Any section
of this constitution found to be in conflict with the rules
and regulations of the University shall be void. The constitution
should be reviewed every year.
ARTICLE XI – ADVISORS
One designated staff member of each of the Alumni
Association and Admissions Office shall be the co-sponsors of
the Student Alumni Association (if possible). The Student Alumni
Association may elect other sponsors by majority vote as deemed
necessary. The sponsors will work in full cooperation with the
Directors of the Alumni and Admissions Offices.
ARTICLE XII - PARLIAMENT AUTHORITY
The current edition of Robert's Rules of Order
shall govern the SAA meetings and procedures.
ARTICLE XIII - BY LAWS
The SAA members are authorized to prepare and
adopt by-laws as may be necessary to govern all procedures under
this constitution. Such by-laws shall be adopted and may be
amended by a concurring vote of not less than a majority of
the vote of the Student Alumni Association. The text of the
proposed by-laws or amendments shall be presented at the meeting
at which a vote is to be taken.
