The Constitution of the African Student Union
THE CONSTITUTION
OF THE
AFRICAN STUDENT UNION
UNIVERSITY OF FLORIDA
GAINESVILLE, FLORIDA
DECEMBER 1972
(REVISED June 2008)
PREAMBLE
We, the African Student Union (ASU) have hereby founded this organization to support and unite African students and to promote awareness of African issues and culture to all students and the Gainesville community.
ARTICLE I: African Student Union
The name of this organization is African Student Union. This organization will utile the acroynm ASU in all publicity materials and correspondence.
ARTICLE II: PURPOSE
Section 1 The purpose of the organization is to:
i. Create and encourage relationships among African students at the University of Florida, the Gainesville community and other organizations.
ii. Create and foster goodwill, friendship and understanding among African students on the campuses of higher institutions of learning in Alachua County.
iii. Educate members and interested parties in Gainesville and the university community and elsewhere about African culture, traditions and issues affecting the well-being of the African continent.
Section 2 The goals of the organization will be achieved through the following activities:
i. Forums
ii. Lectures
iii. Cultural Events
iv. Social Activities
v. Fundraisers and Volunteerism
vi. Meetings
vii. Scholarship
Section 3
This organization shall be not-for profit or non-commercial in nature.
ARTICLE III:COMPLIANCE STATEMENT
Upon approval by the Center for Student Activities and Involvement, African Student Union shall be a registered student organization at the University of Florida. African Student Union shall comply with all local, state and federal laws, as well as all University of Florida regulations, policies and procedures. Such compliance includes but is not limited to the University's regulations related to non-discrimination, hazing, commercial activity, and student leader eligibility.
ARTICLE IV: NON-DISCRIMINATION
In compliance with the University of Florida Non-Discrimnation Policy(Regulaion 6C1-1.006). African Student Union will not discriminate on the basis of race, creed, color, religion, age, disability, sex, sexual orientation, marital status, national origin, political opinions or affiliations, and veteran status as protected under the Vietnam Era Veterans' Readjustment Assistance Act.
ARTICLE V: MEMBERSHIP
Section 1 Membership in this organization is open to enrolled students at the University of Florida. Non-students, spouses, faculty, and staff may be associate members; however, they may not vote or hold office. All members and associate members are free to leave and dissociate without fear of retribution, retaliation or harassment.
Section 2 There exist three types of membership:
i. Regular membership – Any student enrolled in the University of Florida (UF).
a. Active (voting)
See Article VIII, Section 1.
b. Non-Active (non-voting)
ii. Associate membership (non-voting) – Associate membership is limited to UF faculty, staff and spouses of members.
Associate members may not hold office or vote on matters concerning this organization.
iii. Honorary membership (non-voting) – Open to former members of ASU upon departure or graduation from UF and to the persons who supported the ASU with outstanding services as determined by the members of ASU.
Honorary members may not hold office or vote on matters concerning this organization.
Section 3 The organization’s programs will be financed through Student Government funds and fundraising. The organization does not require dues for membership.
ARTICLE VI: Officers (THE EXECUTIVE BOARD)
Section 1 The Executive Board shall consist of the President, Internal Vice-President, External Vice President, Treasurer, Secretary, the Public Relations Director.
Other executive titles can be created and filled by active member vote (2/3 majority) during the regular election. See Article VIII, Section 2
Section 2 The general duties of the Executive Board:
i. To be responsible to and implement programs approved by the General Body.
ii. All committee proposals shall be submitted to the Executive Board for evaluation. Action on these proposals is subject to approval by the Executive Board.
iii. The Executive Board shall meet under one of the following conditions:
a. as summoned by the President.
b. as desired by the majority of the Executive Board.
iv. The Executive Board shall meet not less than once per month.
v. The Executive Board shall nominate the faculty advisor and elect that person by
a two-thirds majority within the active members.
vi. The Executive Board must determine how many officer absences and tardies
constitute as a basis for disciplinary action, such as removal from office. See
Article VIII, Section 3.
Section 3 The executive members shall hold office for one year and are each eligible for re-election but are not permitted to hold the same executive office position more than 2 consecutive terms.
( DUTIES OF THE EXECUTIVE BOARD)
All officers shall take on duties delegated by the Executive Board by majority rule.
Section 4 The President shall:
i. Be the official spokesman and ambassador for the organization.
ii. Set the agenda for executive board and general body meetings.
iii. Be the presiding officer over executive board and general body meetings.
iv. Present a written report of the organization’s activities to the General Body at the
end of each academic year.
v. Re-register the organization at the beginning of the Fall Semester.
vi. Arrange and head the end of the year Awards Banquet
Section 5 The Internal Vice-President shall:
i. Be the presiding officer over executive board and general body meetings in the president’s absence.
ii. Support and report to the President.
iii. Oversee the internal cabinets and are responsible for the duties of the internal cabinets.
iv. Have knowledge of and assume parliamentarian duties at all meetings.
v. Be familiar with the organization’s constitution.
vi. Automatically assume the office of the President when the latter is impeached, deposed or voted out of office by a two-thirds majority of the voting members in good standing.
vii. Arrange and head events, including social, cultural, and intellectual.
viii. Draft events and create a semester calendar of events with the executive officers at the beginning of each academic year.
ix. Submit a written financial report of each program to the Treasurer before and after the program.
Section 6 The External Vice President shall:
i. Be the presiding officer in the absence of the President and the Internal Vice President.
ii. Organize community service events
iii. Oversee the external cabinets and are responsible for the duties of the external cabinets.
iv. Draft events and create a semester calendar of events with the executive officers at the beginning of each academic year.
v. Submit a written financial report of each program to the Treasurer before and after the program.
Section 7
The Treasurer shall:
i. Understand and follow Student Government (SG) Finance rules and codes for SG-funded organizations.
ii. Complete requests for money to SG Finance in a timely manner—meeting all deadlines.
iii. Keep a detailed record of all financial transactions of the union and submit a written financial report based on these records to the General Body at the end of each semester and at any meeting when requested by the General Body.
iv. Bring a detailed financial account at each Executive Board meeting.
v. Establish and chair a finance committee comprised of members of the organization.
vi. Issue receipts to all persons giving money to the organization.
vii. Arrange and head fundraising events.
Section 8 The Secretary shall:
i. Keep accurate and consistent minutes.
ii. Create a record of tasks, task heads, and deadlines in the form of a Summary Action Sheet to accompany meeting minutes.
iii. Have minutes available for viewing by the executive board and general body within 72 hours of a meeting.
iv. Keep a record of attendance at meetings and the organization’s events.
Section 9 The Public Relations Director shall:
i. Be responsible for all publicity and publications related to the organization as approved by a majority of the Executive and/or the General Body.
ii. Coordinate all publicity efforts with the programs of the Social Directors and the other officers within a reasonable time before these activities and programs.
iii. Establish internal publications including the following:
a. Nominate an editor and editorial sub-committee to publish and distribute the organization’s official
newsletter “The African Drumbeat”—to be produced at every general body meeting.
1. The purpose of “The African Drumbeat” is to create a medium to inform students of current news on the African continent. Additionally, this informative newsletter gives students an opportunity to express ideas and creative expressions relating to African cultures.
iv. Ensure that editorials should reflect the consensus view of the entire public relations committee.
Section 10 For the duties of any other executive title, see Article VIII.
ARTICLE VII: ELECTIONS
Section 1 A general body meeting shall be held at the end of each academic year before the election meeting to decide officers who will be nominated. At the meeting the general body will suggest individuals they want nominated for certain positions, if the nomination is seconded then the person can potentially run for office. The nominated individuals have 48 hours after being nominated to decide whether or not they will run, they need to email the president with their decisions. A general body meeting shall be held at the end of each academic year (in the month of April) for the election of new Executive officers.
Active members, as defined by Article XI, Section 1, shall be allowed to vote.
Active members, as defined by Article XI, Section 1, who have successfully completed 3 tabling hours per year, shall be allowed to run for office excluding the President and Vice-President positions.
Active members, as defined by Article XI, Section 1, who have fulfilled the above requirements and have been actively involved in a committee or held an executive board position shall be allowed to run for the President and Vice-President positions.
Section 2 Voting will be done by secret ballot.
A candidate must receive a simple majority to be elected.
Section 3 Active members will vote by a simple majority to fill any vacancies of the Executive officer positions during the academic term.
Section 4
In case of a vacant position, the eboard sends out an application to fill the vacancy, the eboard is charged with picking the best candidate and then recommending the person to the general body for approval.
Section 5
An officer can be brought up for impeachment on grounds that they are not fufilling their duties or that the general body votes that they are harming the organization. The eboard can move to impeach an officer with a 2/3 vote, from here the case is presented at the general body who has the last say. For an officer to be removed, 2/3 of the general body must vote the officer out.
ARTICLE VIII: Faculty Advisor
The Faculty Advisor shall:
i. Work closely with the Executive Board to achieve the goals and plans of the organization.
ii. Advise the Executive Board on all pertinent issues.
iii. Not be permitted to vote.
The Executive Board shall nominate potential candidates for faculty advisor. The advisor will be elected by a two-thirds majority of the active members present at the meeting, same method as to replace an advisor.
ARTICLE IX: Finance
African Student Union will not require membership dues; however, it will raise funds through car washes and similar activites, for t-shirts, travel to leadership conferences, and the purchase of books on leadership. Members are expected to participate in these fundraising activites. African Student Union will also apply for Student Government funding.
ARTICLE X: DISSOLUTION OF ORGANIZATION
In the event this organization dissolves, all monies left in the treasury, after outstanding debts and claims have been paid, shall be donated to
" American Cancer Society."
ARTICLE XI: THE GENERAL BODY
Section 1 The General Body shall consist of the three categories of membership (Article II, Section 2) and the faculty advisor(s) appointed by the Executive Board.
Section 2 The duties of the organization’s members are to:
i. Suggest, assist and participate in the events of ASU.
ii. Attend scheduled meetings.
iii. Call an emergency meeting by at least ten (10) members.
iv. Voting rights are restricted to active members as defined by Article VIII, Section 1.
v. Impeach, depose or pass a vote of no confidence against any member of the Executive Board whose behavior and performance impede the progress and proper functioning of this union. A two-thirds majority by voting members is required. Two-week prior notice to the individual is required.
Section 3 Meetings of the general body shall be held as deemed necessary by the Executive Board
but not less than once per Fall and Spring semester.
Section 4 Quorum: One third of members, or seven members, shall form a quorum at general body meetings.
ARTICLE XII: CABINET
Section 1 Committees shall be established and chaired by the Executive officers to fulfill tasks and to create avenues for member participation.
Section 2 The chairperson of each committee shall nominate the committee members and submit their names for approval by the Executive Board.
An individual member of the General Body may indicate his/her willingness to serve on any of the committees by submitting his/her name to the appropriate chairperson.
Section 3 The President and Vice-President are ex officio members of all the committees.
Section 4
The Internal Cabinet
The Webmaster/mistress shall:
i. Maintain the organization’s website.
ii. Disburse information via the website.
iii. Send emails in a digest form weekly.
iv. Send important notices and major event email announcement 24 hours after receipt.
v. Forward to officers important external correspondence within a maximum of 24 hours.
vi. Abide by what the executive board and a majority of the general body deem permitted for posting.
vii. Upload pictures onto the website maximum of one week after receipt.
The Historian shall:
i. Attend and make record of the organization’s events and meetings.
ii. If unable to attend an event, inform the other executive officers 24 hours in advance to enable the search for another photographer.
iii. Compile information and media on Africa to bring before the executive board and general body.
iv Organize pictures and memorabilia in a secure manner for viewing in the future.
v. Create tabling display ie. Display Board
The Athletic Director shall:
i. Manage intramural teams and sporting activities.
The Health, Wellness and Nutrition Coordinator (H.W.N.C.) shall:
i. Coordinate and cater food for general body meetings.
ii. Work alongside the executive board with health-related events.
The Graduate Liaison shall:
i. Represent the graduate student community at UF
The National African Student Association (A.S.A.) Leadership Conference Director shall:
i. Organize and work closely with other schools on the leadership conference
The Social Director shall:
i. Plan and organize social events that will create a stronger bond between all members
Section 5
The External Cabinet
The Liaison shall:
i. Work in conjunction with all other student organizations to achieve the purpose of the ASU.
The Santa Fe Representative shall:
i. Promote and publicize the vision and events of ASU to the Santa Fe community
The Dance Choreographer shall:
i. Be responsible for the recruitment, practices and performances of the ASU Dance Troupe.
The Alumni Chair shall:
i. Keep in touch with the alumni to inform them of events and progress of ASU
ii. Solicit funds from past ASU members
The Showcase Director shall:
i. Plan and organize The Annual African Showcase in conjuction with the eboard.
The Pageant Director shall:
i. Plan and organize The Annual Mr. & Miss Africa Scholarship Pageant
ARTICLE XIII: BY-LAWS
Section 1 Active Membership Requirement:
To be considered an active member, one must attend 4 meetings in the academic year, 1/3 of all the organization’s events and 1 community service event per semester.
Section 2 Disciplinary action:
i. For the executive officer no absences will be tolerated except in the case of an emergency. Three unexcused absences from the total general body meetings for the academic year will result in disciplinary action, which might include removal from office. The officers will vote on the action—a two-thirds majority is required.
ii. Any disciplinary charges against an executive officer can be initiated by at least
two-thirds active member majority.
iii. Extreme cases of actions detrimental to the organization will be considered by and
action taken by the Faculty Advisor as the mediator.
Section 3 Emergency:
In cases of emergency, the Executive Board shall take decisions with the help of the faculty advisor and report these decisions at the next general body meeting.
Section 4 Relationship to Other Organizations:
i. By a two-thirds majority, the organization can formally associate with other
organizations with the terms of the association clearly laid out.
ii. The General Body reserves the power to specify with which organizations the
organization can associate.
.
Section 5 The faculty advisor will be reviewed before the re-registration of the organization. If a change is demanded, nomination will occur by the Executive Board and election by the General Body (2/3 majority). If no change, the current advisor will continue to hold his/her position.
ARTICLE XIV: Constitutional Review and Amendments
Amendments and constitutional reviews can be introduced by any active member of the organization and such motions shall be approved by at least two-thirds majority present at the meeting. The Executive committee can appoint a three-person committee to review the constitution when deemed necessary
