Table of Contents

Article 1 Name

Article 2 Mission Statement

Article 3 Membership

Article 4 Executive Board and Executive Committee

Article 5 Committees

Article 6 Advisors of RHA

Article 7 Budget

Article 8 Meetings and Attendance

Article 9 Elections

Article 10 Impeachment

Article 11 Regional Board of Directors Candidacy

Article 12 Quorum

Article 13 Amendments

Article 14 Bylaws/Standing Rules and Hall/Apartment/Suite Council Constitutions

Article 15 Bylaws

Article 16 Ratification

 

Article 1: Name

The name of the organization shall be the Rutgers University Residence Hall Association (RHA).

Article 2: Mission Statement

Residence Hall Association (RHA) aims to improve the residential experience for on-campus students through intentional programming and feedback-based advocacy initiatives while fostering the personal growth and leadership development of its members.

Article 3: Membership

Section 1: General Membership

  1. All Rutgers University resident students are considered general body members.
  2. General body members are permitted to attend general Hall/Apartment/Suite Council and General Assembly meetings, as well as and participate in committee work, but do not have voting privileges.

 

Section 2: Voting Membership – Executive Board

  1. Includes all elected Executive Board members, with the exception of the Executive President who votes in the event of a tie.

 

Section 3: Voting Membership – Residential Councils

  1. Should consist of one (1) Vice President per Hall/Apartment/Suite Council with the exception of Livingston, which should be designated two representatives per building.

 

Section 4: Voting Membership – General Assembly

  1. Voting members within the General Assembly consist solely of one (1) President from each Hall/Apartment/Suite Council or a suitable proxy, all Executive Board Members, with the exception of the Executive President and the Residential Council Directors, and all Residential Council Associate Directors.
  2. The Executive President will only vote in the event of a tie.

 

Section 5: Voting Member Responsibility

  1. All voting members of General Assembly and Executive President or a designated proxy must attend all RHA regular General Assembly meetings.
  2. All voting members of General Assembly or a designated proxy must represent and vote according to the interests of the residential population and/or their respective Hall/Apartment/Suite Council.
  3. All Hall/Apartment/Suite Council Presidents of the General Assembly must serve on a RHA committee within the General Assembly.
  4. All RHA members must be full-time residential students.
  5. All RHA members shall maintain a cumulative GPA of 2.5 or higher during their term of office.
    1. RHA Members that fail to maintain a cumulative GPA of a 2.5 will be subjected to an academic probation within the organization, which is outlined in Section 9 of the RHA Election Bylaws.

Article 4: Executive Board and Executive Committee Members

 

Section 1: Executive Board Positions

 

  1. Executive President
  2. Executive Vice President
  3. Director of Finance
  4. Director of Leadership Development
  5. Director of Technology
  6. Director of University Relations
  7. Director of Advocacy
  8. National Communications Coordinator
  9. Residential Council Directors

 

Section 2: Executive Committee Positions

 

  1. Executive President
  2. Executive Vice President
  3. Director of Finance
  4. Director of Leadership Development
  5. Director of Technology
  6. Director of University Relations
  7. Director of Advocacy
  8. National Communications Coordinator
  9. Residential Council Directors
  10. Residential Council Associate Directors

 

Section 3: Executive Board/Committee Responsibilities

 

  1. Executive President
    1. Preside over all RHA Executive Board meetings
    2. Represent RHA to the greater university community
    3. Serve as the official contact and liaison of the Residence Hall Association and the RHA Executive Board
    4. Oversee all RHA endeavors and assure goals are being achieved
    5. Develop Executive Board agendas and oversee financial guidelines and processes
    6. Appoint RHA representatives and committees as needed
    7. Oversee all standing or ad hoc committees
    8. Serve as a member of the Vice Chancellor’s Student Advisory Council (VCSAC)
    9. Preside over all General Assembly meetings
    10. Meet with RHA Advisor on a regular basis
    11. Oversee Parliamentary Procedure during General Assembly meetings
    12. Coordinate Executive Board retreats in association with the Executive Vice President
    13. Meet with the Executive Vice President on a regular basis
    14. Develop Campus Council meeting agendas according to template
    15. Attend General Assembly, Campus Council, and Executive Board meetings
  2. Executive Vice President
    1. Assume presidential responsibilities in absence of the Executive President
    2. Oversee any ad hoc committees commissioned by RHA
    3. Responsible for membership coordination (i.e. overseeing impeachment practices, allocation process management, and voting privileges)
    4. Facilitate communication between all levels of RHA through retreats, emails, Sakai, events and other needed opportunities
    5. Coordinate Executive Board  retreats in association with the Executive President to foster teamwork and communication between existing Executive Board members and , in the Spring semester, between newly elected Executive Board members
    6. Take attendance and accurate minutes of all Executive Board and General Assembly meetings
    7. Distribute copies of minutes from all four (4) Campus Council meetings, General Assembly meetings, and Executive Board meetings to identified individuals within three (3) business days
    8. Maintain contact with all RHA advisors and other pertinent Residence Life staff by providing general information, General Assembly, Campus Council, and Executive Board minutes and attendance
    9. Notify Executive President and RHA Advisor of absences
    10. Meet with the Executive President on a regular basis
    11. Meet with RHA Advisor on a regular basis
    12. Attend General Assembly, Campus Council, and Executive Board meetings
  3. Director of Finance
    1. Create and present an initial budget proposal to the RHA Advisor(s) and other Executive Board members prior to the Fall academic year, then make revisions and resubmit
    2. Oversee any standing or ad hoc committees commissioned by RHA
    3. Maintain updated, accurate files of all past and current RHA business, including but not limited to a public copy of the budget, copies of receipts, and signed forms, and a list of all transactions
    4. Responsible for bi-monthly audits of all RHA budgets or as requested
    5. Oversee development of budget allocations with the collection of signed care package slips
    6. Meet with RHA Advisor on a regular basis
    7. Attend General Assembly, Campus Council, and Executive Board meetings
  4. Director of Leadership Development
    1. Oversee Leadership Development committee
    2. Plan and oversee fall and spring Leadership Development Day
    3. Plan and oversee annual RHA End-of-Year Banquet
    4. Plan and oversee other leadership development sessions and opportunities throughout the academic year
    5. Meet with RHA Advisor on a regular basis
    6. Create a transition report, including a Leadership Development Binder
    7. Oversee election process of Director of Leadership Development In-Training
    8. Educate DLDIT on full responsibilities expected of them
    9. Attend General Assembly, Campus Council, and Executive Board meeting
  5. Director of Technology
    1. Maintain the RHA website at least once (1) per day
    2. Oversee any standing or ad hoc committees commissioned by RHA
    3. Create, publish, and distribute informative documents and other promotional materials to the public (RHA Newsletter, flyers, website, etc.)
    4. Maintain Google Drive, Google email accounts and other technologies utilized by the Executive Board
    5. Oversee all technological needs and demands during meetings, events, etc.
    6. Meet with RHA Advisor on a regular basis
    7. Work closely with the Director of University Relations to create documents, flyers, posters, etc. for all publicity events/needs
    8. Manage all RHA social media platforms
    9. Update social media platforms on a daily basis for hall government, Residential Council, Campus Council, GA, and Executive Board events
    10. Attend General Assembly, Campus Council, and Executive Board meetings
  6. Director of University Relations
    1. Oversee Outreach Committee or any ad hoc committees commissioned by RHA
    2. Inform the University on what RHA is and what it does
    3. Provide publicity for all RHA events (press releases, advertisements, posters, etc.)
    4. Present a professional, beneficial and influential image of the organization to the public
    5. Create all RHA promotional flyers, lanyards, products, t-shirts with the Director of Technology
    6. Maintain good standing with all University organizations/affiliations and collaborate with others to inform and involve student leaders
    7. Meet with RHA Advisor on a regular basis
    8. Manage all RHA social media platforms
    9. Update social media platforms on a daily basis for hall government, Residential Council, Campus Council, GA, and Executive Board events
    10. Attend General Assembly, Campus Council, and Executive Board meetings
  7. Director of Advocacy
    1. Oversee Advocacy Committee during GA/Campus Council or any ad hoc committees
    2. Attend General Assembly, Campus Council, and Executive Board meetings
    3. Identify University wide and specific hall issues
    4. Appoint campus or University wide representation or represent RHA to campus constituencies including, but not limited, to Housing, Dining Services, Facilities, Department of Transportation Services, RUTV and RUPD
    5. Compile points of contact to university departments
    6. Distribute contact information to individuals via Google Drive
    7. Update university contact list when necessary
    8. Survey student satisfaction and need through the use of survey instruments of focus groups
    9. Work in conjunction with Communications Coordinator to benchmark other schools in an effort to research and clarify policies and practices and submit proposals for recommended change
    10. Keep abreast of current residence hall policies and serve as a reference
    11. Explore and coordinate opportunities for town hall meetings
    12. Meet with RHA Advisor on a regular basis
    13. Assist Hall Governments, Campus Councils, Residential Councils, and GA in their advocacy efforts
  8. National Communications Coordinator (NCC)
    1. Oversee any standing or ad hoc committees commissioned by RHA
    2. Responsible for outside correspondence on a campus level, regional level with the Central Atlantic Affiliate of College and University Residence Halls (CAACURH) and national level with the National Association of College and University Residence Halls (NACURH)
    3. In the absence of the Executive President or the Executive Vice President, act as Parliamentarian
    4. Oversee RHA election processes during their time as the NCCIT
    5. Oversee elections of NCCIT
    6. Educate NCCIT on full responsibilities expected of them
    7. Develop application and selection processes for conference participation
    8. Arrange and head conference delegations
    9. Update the National Information Center (NIC) files as needed
    10. Represent Rutgers University at all regional CAACURH and national NACURH events
    11. Communicate information received through campus correspondence and provide information on state, regional and national conferences
    12. Serve as the liaison between NRHH and RHA
    13. Meet with RHA Advisor on a regular basis
    14. Attend General Assembly, Campus Council, and Executive Board meetings
  9. Residential Council Director
    1. Preside over all respective Residential Council meetings
    2. Represent RHA to the campus in which associated
    3. Oversee all campus-based RHA endeavors and assure goals are being achieved
    4. Develop Residential Council meeting agendas according to structure
    5. Shall be responsible for communication with University departments
    6. Oversee development of Residential Council budget allocations in coordination with Residential Council Associate Director
    7. Meet with Residential Council Advisor on a regular basis
    8. Meet with their Residential Council Associate Director  on a weekly basis
    9. Attend Executive Board and Residential Council meetings
  10. Residential Council Associate Director
    1. Take attendance and accurate minutes of all Residential Council meetings
    2. Distribute copies of minutes to identified individuals within three (3) business days
    3. Attend General Assembly, Campus Council, and Residential Council meetings
    4. Shall be responsible for external communications with other student organizations
    5. Keep accurate record of all Residential Council transactions
    6. Complete bi-monthly audits of Residential Council RHA budget or as requested
    7. Oversee development of Residential Council budget allocations in coordination with Residential Council Director
    8. Meet with Residential Council Advisor on a regular basis if necessary
    9. Meet with their Residential Council Director  on a weekly basis

Section 4: Elected Positions

 

  1. All elected officers may only hold one (1) elected position at a time.
  2. Any member of RHA may not hold a Resident Assistant/Apartment Assistant position.

 

Section 5: General Duties

 

  1. To attend and actively contribute to all RHA Executive Board, regular business, General Assembly meetings, programs and Committee meetings, if in position description.
  2. Attend designated training and planning programs prior to hall opening and during the school year.
  3. Attend special meetings called by the RHA Executive President, or Residential Council Executive Officers, if applicable.

 

Section 6: Succession and Resignation

 

  1. If the Executive Presidency is vacant, the Executive Vice President shall become Executive President. In the occurrence of a vacated executive office other than the Presidency, an election shall be held for that vacancy as described in the Elections Guidelines.

 

Section 7: In-Training Positions

 

  1. The positions of the National Communication Coordinator In Training (NCCIT) and Director of Leadership Development (DLDIT) shall follow the guidelines set out in the RHA Executive Board Election Bylaws.

Article 5: Committees

Section 1: Committee Types

  1. Standing Committees shall include Outreach, Spirit & Recognition, Advocacy, and Leadership Development Committees.
  2. Committees shall be overseen by its respective Executive Board member:
  1. The Outreach Committee shall be overseen by two (2) Executive Board members.
  2. The Spirit & Recognition Committee shall be overseen by one (1) Executive Board member.
  3. The Advocacy Committee shall be overseen by the Director of Advocacy and two (2) Executive Board members.
  4. The Leadership Development Committee shall be overseen by the Director of Leadership Development.
  1. Ad Hoc Committees
  1. Ad Hoc Committees will be developed at the recommendation of the RHA Executive Board based on need (for example, the development of a Conference-Hosting Committee).
  2. The Ad Hoc Committees will exist until the goals have been accomplished or until dissolved by the RHA Executive Board.

 

Section 2: Placement

  1. General Assembly members shall be placed into committees according to their preference if possible, or else shall be assigned to a committee depending on the amount of members in each committee.

 

Section 3: Committee Responsibilities

  1. Outreach Committee
    1. The responsibility of the Outreach Committee shall be to develop and execute external communications to the residential population regarding RHA news and events. It shall work on raising awareness of RHA through the production of a RHA newsletter and management of RHA social media platforms.
  1. Spirit & Recognition Committee
    1. The responsibility of the Spirit & Recognition Committee shall be to recognize any students who have demonstrated outstanding performance within the organization through the encouragement of the submission of “Of the Month” awards. It shall also encourage spirit within all facets of the organization and assist with any endeavors of the National Communications Coordinator.
  2. Advocacy Committee
    1. The responsibility of the Advocacy Committee shall be to develop opportunities to serve as the voice of the residential population by acting as advocates for change, as reflected in the RHA Mission Statement.
  1.   Leadership Development Committee
    1. The responsibility of the Leadership Development Committee shall be to plan the two Leadership Development Day’s and the End of Year Banquet, as well as provide leadership development for all RHA members.

Article 6: Advisors of RHA

Section 1: Coordinator of Special Programs

  1. Responsibilities of RHA Advisor
    1. To act as a resource at Executive Board and General Assembly meetings
    2. To keep the Executive Board informed on University and Residence Life matters
    3. To oversee financial guidelines and processes
    4. To coordinate training sessions prior to hall opening and throughout the school year
    5. To provide leadership opportunities and guidance to RHA members
    6. To hold one-on-one meetings with members of the Executive Board
    7. To attend all Executive Board, General Assembly, and Campus Council meetings
    8. To attend and advise conference delegations
    9. To certify all election results with the National Communications Coordinator
    10. To oversee election processes in the event of extenuating circumstances

 

  1. Coordinator of Special Programs Appointment

 

    1. The Coordinator of Special Programs for Residence Education shall be a permanent Advisor to RHA and serve as the Primary RHA Advisor.
    2. At the discretion of Residence Life, additional Advisors may be appointed.

 

Section 2: Residence Life Staff Advisor Expectations

 

  1. Advisor Expectations
    1. The Residence Life Coordinator or Graduate Hall Director (depending on the residence hall) is the advisor for their Hall Government student organization.
    2. The Residence Life Coordinator/Graduate Hall Director will have around 12 hours a week to divide up to advise their respective organizations and students.
      1. Meet regularly with your leaders to assist in their planning and development.
      2. Attend all meetings.
      3. Attend as many programs and functions as time allows.
    3. The Residence Life Coordinator /Graduate Hall Director is expected to implement recruitment and elections of a full membership for the Hall Government organization.
      1. Main recruitment and elections are held during the first 3 weeks of the Fall semester.
      2. Fill vacancies as needed throughout academic year.
    4. The Residence Life Coordinator /Graduate Hall Director will participate in RHA Leadership Development Day and the training/development of their Hall Government members.
      1. Preparing for and participating in Fall LDD & Spring LDD.
      2. Assessing the needs of your student leaders and helping them get the support that they need to succeed in their roles.
    5. The Residence Life Coordinator/ Graduate Hall Director will be ultimately responsible for monitoring the Hall Government budget through working with the Treasurer.
      1. You are responsible for assisting the Treasurer in guiding the organization in the development of the organization budget at the beginning of the year and in maintaining it throughout the academic year.
      2. A finalized Hall Government budget must be turned into your supervisor and the Director of Finance of RHA.  This budget must be approved by your Executive Members.
      3. All organization budget requests must go through your Treasurer and you before they are approved and processed through SABO.  You and your Treasurer will be the only 2 people within your hall that may sign for SABO forms for your Hall Government (You as approver).
    6. The Residence Life Coordinator/ Graduate Hall Director will communicate with their supervisor about all Hall Government happenings.
      1. Including but limited to: budget, vacancies & new members, concerns, successes, etc.

 

  1. Advisor Responsibilities
    1. Election Responsibilities
      1. You are to work with your Hall Government President to plan recruitment/elections.
      2. If you do not currently have a Hall Government President, we will appoint an RHA Executive Board member to work with you.
      3. Your President is expected to:
        1. Meet with you and your RA staff prior to opening.
        2. Meet with you to fully prepare for and finalize the times and responsibilities for the entire recruitment process.
        3. Sit at the check in table on your hall’s busiest move in date. They will gather names and contact information for students that are interested in getting more involved in your hall government. You both will be responsible for how you use this information.
        4. Speak with students at all 1st floor meetings about getting involved in Hall Government from a student view.
        5. Present with you at the Election Information Social to talk in more detail about getting involved in Hall Government, offer their experience, and answer questions.
        6. This will also be when your President will be responsible for distributing the Welcome Care Packages from the RHA Fundraiser (First-Year Students only)
        7. Attend your 1st Executive Board Meeting to help your organization prepare for LDD and start making connections with the RHA Executive Board.
      4. You are responsible for setting your Hall Government President up for a successful Recruitment and Election.
      5. You are responsible for assisting your President in preparing for Hall Government elections including educating your staff and setting up advertising material (bulletin board, etc.)
      6. You are responsible for assisting your President in preparing all of the needed materials for elections that have been provided in your manual and online: Interest Sign-Up Sheet, Nomination Letters, Election Packet Information, Meeting Talking Points, Election Ballots, Congratulation Letters, Door Decs, etc.
      7. You are responsible for assisting your President in running your Hall’s elections from beginning to end, which involves: you and your staff finding promising leaders, gathering letters of intent, creating the ballot, gathering the ballots, tallying the votes, contacting all students who were on the ballot, and announcing the elections results to your building.
    2. LDD Responsibilities
      1. In between the week of election, announcements and LDD, you should have a meeting with your entire Executive Board and a 1:1 with your President. In addition to having the members get to know one another, make sure that you explain LDD expectations to your group (An LDD explanation sheet will be given to you by RHA before this date).
        1. All members of your Executive Team will create a banner to hang at LDD. (Specifications will be sent to you before this time.)
        2. At this meeting you will also want to: schedule two-on-one’s for the semester; set the weekly Hall Government meeting times; and schedule a post –LDD Executive Retreat that will happen within the week following LDD.
        3. Send your completed Hall Government Member Information Sheet to the RHA Vice President.
      2. Attend the entire LDD with your organization and actively participate in all Advisor Development Sessions.
      3. Within 1 week following LDD plan a post-LDD retreat for your entire Executive Board. At this retreat your members should: share what they learned at LDD with one another: set goals for the organization for the year: set expectations of each other (and your) for the year; start to plan their budget for the year; and start planning their first October Programs.
      4. Schedule your first Hall Government meet/greet meeting/social within the week following LDD. Notify your residents any way you see fit.
    3. Your Meeting Responsibilities
      1. Weekly 1 on 1 with the head of the organization, the President.
      2. Biweekly 1 on 1 meeting with your Treasurer to assist them with budget tracking and SABO paperwork.
      3. Attend organization meetings.
      4. Biweekly Hall Government meetings open to all residents.
      5. Weekly or biweekly Executive Board planning meetings (as needed)
      6. Additional meetings as needed (special elections, planning, etc.)
      7. Attend organization events and programs in order to show support for your organization and to troubleshoot problems if needed.
      8. Be supportive of RHA and Residential Campus Council.
      9. Attendance outside meetings or programs if possible so you can show support for your students who attend these meeting and so you can be more aware of what is happening outside your hall.
    4. Responsibilities with New Members and Vacancies
      1. Once new members are elected to your organizations (at any time during the year), you will welcome them to the organization and help them in their transition.
      2. Provide new members with a copy of the organization constitution and any pertinent information from the transition report.
      3. Update the RHA Vice President and RHA Advisor and your supervisor of new members as they are elected/ appointed. When new members come in, the RHA Vice President and RHA Advisor will need their information from the Hall Government Member Information Sheet.
      4. For all vacancies during the year, you are to assist the organization with replacing that person in a quick, fair, and efficient manner. In the meantime, that position’s responsibilities should be divided among the rest of the Executive Board. Notify your supervisor, the RHA Vice President, and RHA Advisor.
      5. When you know members will be leaving their position, for whatever reason, schedule a closing 1on1 to get all of their information to pass on to their replacement and so you have it for the transition report.
    5. RA/Hall Government Relationship Responsibilities
      1. Assist the two student leader groups within your hall to work collaboratively in building a strong hall community. We want to make sure that all RA’s understand that they have a role in working with and supporting Hall Government, and vice versa.
      2. RA’s are not to serve as co-advisors, assistant advisors or serve in place of Advisors for any responsibilities. This is not part of the RA’s job responsibility and we do not want undergraduates advising undergraduates.
    6. Hall Government Reporting Responsibilities
      1. Consistent student use of “Program Planning & Program Evaluation” and “Program Tracking Database” Forms provided by the RHA Vice President. The Planning and Evaluation form should be turned in by the student organizer of each program. These can be used in completing the Tracking Database.
    7. End of the Year Transition Report
      1. The RHA End of the Year Hall Government Transition Report should be completed by your students (with the exception of the advisor section) through your guidance.
      2. The RHA End of the Year Hall Government Transition report is due the last week in April and is to be handed in to the RHA President.
      3. The Organization Report provides sections for each of your members to complete information about this position, so prepare for them early with documenting information during the entire year.
      4. In addition to the typed information that will be requested, your transition reports need to include: your most up to date organization constitution, a completed budget & expenditure comparison (excel form); final expenditures (Sabo printout); all completed programming planning and evaluation sheets; completed Program Tracking database; and any materials that were created for the year (flyers, forms, minutes, agendas, etc.).

Article 7: Budget

Section 1: Responsibility and Management

  1. The Director of Finance, at the discretion of the RHA President and the Advisor, shall be responsible for all the monies contained in the account.
  2. Monies shall be allocated to Residential Councils and Residence Hall/Apartment/Suite Councils.
  3. Protocols must be followed for requesting money and for reporting from Residential Council level to RHA Executive Board level.
  4. All transactions of funds from the account of the RHA shall be accessed only by the RHA Hall/Apartment/Suite Council Treasurer with the approval of RHA Advisor(s) in order to withdraw or deposit various monies.
  5. Each Executive Board member is responsible for keeping accurate records of monetary transactions as related to his/her own needs, programs and activities.

Article 8: Meetings and Attendance

Section 1: Executive Board Meetings

  1. All Executive Board members are required to attend Executive Board meetings which shall be held on Tuesdays at nine thirty o’clock (9:30) PM weekly.
  2. Executive Board positions may be terminated as a result of more than three (3) absences per semester.
  3. Impeachment proceedings shall commence on the fourth absence.
  4. If an Executive Member has a class or scheduling conflict during General Assembly and/or Executive Board meetings, he or she shall abdicate the position, unless given special permission from the Executive Board.
  5. All Executive Board members are required to invite and encourage University wide RHA members to attend Executive Board meetings.

 

Section 2: General Assembly and Campus Council Meetings

  1. General Assembly and Campus Council meetings shall be comprised of (1) President per Hall/Apartment/Suite Council and all Executive Board members with the exception of Residential Council Directors.
  2. General Assembly and Campus Council meetings shall be held on alternating Mondays at eight-fifteen (8:15) O’clock PM.
  3. General Assembly meetings are to be conducted using the following agenda template depending upon each week of General Assembly meetings.

 

Week 1 General Assembly Meetings

 

  1. Presidential Roll Call (20 min.)
  2. All Hall/Apartment/Suite Council Presidents shall state their name and the Residence Hall they represent.
  3. Optional Hall updates
    1. Report on events occurring specifically that week
  1. Residential Council Associate Directors’ Report (2 min. per member)
  2. Student Organization Presentations (5-10 min. per organization)
  3. Executive Board member Presentations (10 min.)
  4. Presented by executive board/guest speaker if applicable
  5. Interactive Workshop (10-15 min.)
  6. Split into groups and reflect on presentation topic with Executive Board member
    1. Groups membership changes every Week 1 meeting
    2. Groups discuss presentation in relation to Hall Government
  1. Optional team-building or Leadership Development activity led by Executive Board members
  2. Optional workshop led by President

 

Week 3 GA Meeting

  1. Presidential Roll Call (20 minutes)
  2. All Hall/Apartment/Suite Council Presidents shall state their name and the Residence Hall they represent.
  3. Optional Hall updates
  1. Report on events occurring specifically that week
  1. Residential Council Associate Directors’ Report (2 min. per member)
  2. Committees meetings
  3. Each Committee meeting lead by 1-2 Executive Board members per committee
  4. Committee members will differ from event planning to advocacy to encourage networking.
  5. a) Event Planning Committees (20 min.)
  6. Plan “University Wide Event”
  7. Will be an engaging, universal event that spans across all campuses with the purpose of creating intercampus communication and interaction
  8. Help in creating an image for RHA campus wide
  9. b) Advocacy Committees (20 min.)
  10. Define aspects of Rutgers University that can be improved on and/or changed
  11. All Advocacy committees should address any specific uncertainties and questions to the Director of Advocacy
  12. Every 2 months, during the Week 1 Meeting representatives from each committee shall present their progress

 

  1. All Hall/Apartment/Suite Council Presidents are required to bring a Hall Government member to at least one (1) General Assembly and Campus Council Meeting per month.
  2. Campus Council meetings will mainly focus on advocacy for the campus, campus wide events and Residential Council and Hall/Apartment/Suite Council updates.
  3. General Assembly and Campus Council membership positions may be terminated as a result of more than three (3) absences per semester without a designated proxy.
  4. Impeachment proceedings shall commence on the fourth absence.

 

Section 3: Residential Council Meetings

  1. Each Residential Council shall meet on their designated campus at a standard time and date set forth by the Residential Council Advisor.
  2. All Residential Council voting members are required to attend Residential Council meetings on a weekly basis.
  3. Any voting member’s position may be terminated as a result of more than three (3) absences per semester.
  4. Impeachment proceedings shall commence on the fourth absence.
  5. All Vice Presidents are required to bring a member of their Hall Government to at least one Residential Council Meeting per month.
  6. Residential Council meetings shall be conducting with the following template:
    1. Vice Presidential Roll Call
    2. Residential Council Director’s Report
    3. Residential Council Associate Director(s)’ Report
    4. Advisor’s Report
    5. Event Planning
    6. Advocacy

 

Section 4: Special Permission

  1. If General Assembly or Executive Board members have unavoidable classes or scheduling conflicts, he or she may ask for special permission from the Executive Board.
      1. Examples include: Classes that are required for living learning communities, or class that end 15 minutes before designated General Assembly or Executive Board meeting time
  2. A member who wishes to ask for special permission must notify the President and Vice President immediately of their class or scheduling conflict.
  3. A member who wishes to ask for special permission must come to a designated Executive Board meeting and must be prepared to explain their case and be prepared to answer any questions.

Article 9: Elections

Section 1: Executive Board Elections

  1. All Executive Board elections shall be conducted according to the RHA Executive Board Election Bylaws.

Section 2: Residence Hall/Apartment/Suite Council Elections

  1. Elections of the Hall/Apartment/Suite Councils for all positions will be held during the month of September and completed by the dates determined by the RHA Executive Board.
  2. Each Hall/Apartment/Suite Council is required to elect a President, Vice President, Secretary, Treasurer, Advocacy Liaison, External Relations Chair, and Event Coordinator.
  3. Voting processes will be established in Hall/Apartment/Suite and residents will only be able to vote for representatives within their respective Hall/Apartment/Suite.
  4. Election proceedings shall be overseen by the Residence Hall Director and may vary by Hall/Apartment/Suite at the discretion of the Residence Hall Director according to guidelines provided by the RHA Executive Board.
  5. Elections for Hall/Apartment/Suite council Presidents shall be conducted according to the RHA Hall Government President Election Bylaws.

 

Section 3: Appointments to Vacant Executive Board Positions

  1. In the event of an impeachment or resignation of any Executive Board position (not including the Residential Council Associate Directors); the RHA Executive Board shall have the authority to appoint an on campus residential student to the vacant position.
  2. In the vacancy of a Residential Council Associate Director, the members of the residential council shall elect a candidate that will be approved by the RHA Executive Board.
  3. Appointments shall be conducted according to Article 4 of the RHA Bylaws.

 

Section 4: Elections Guidelines

  1. Hall/Apartment/Suite elections for all positions with the exception of the President shall be overseen by the pre-elected hall president. In the event the President position is not filled, the Residential Council Director shall oversee the election processes.
  2. Violation of elections guidelines will result in an elections review by the Residential Council Directors, Residential Council Associate Directors, and NCC.

Article 10: Impeachment

Section 1: Executive Board Impeachment

  1. Any Executive Board member may call for Impeachment of another Executive Board member.
  2. Upon two-thirds(2/3) vote of all Executive Board members, an Executive Board member shall be removed from his/her position.
  3. The impeachment proceedings shall consist of:
    1. An impeachment meeting coordinated by the Executive President shall take place where every Executive Board member is required to attend.
    2. Presentation of the petition and reading of the charges against the individual(s)
    3. Individual(s) defense
    4. Discussion of charges
    5. Voting on dismissal
  4. Voting power shall be determined on a one (1) vote per person basis

 

Section 2: Residential Council Director and Associate Director Impeachment

  1. Upon unanimous vote of the members of the RHA Executive Board or upon a two-thirds (2/3) vote of all eligible voters present the Chair’s respective Residential Council meeting, Residential Council Director or Associate Director  shall be removed from his/her position.
  2. The impeachment proceedings shall consist of:
    1. Presentation of the petition and reading of the charges against the individual(s)
    2. Individual(s) defense
    3. Discussion of charges
    4. Voting on dismissal
  3. Voting power shall be determined on a one (1) vote per person basis.

 

Section 3: Residence Hall/Apartment/Suite Officer Impeachment

  1. An individual Hall/Apartment/Suite Council Advisor has discretion over impeachment and subsequent re-election of Hall Government officers, excluding representatives, and may consult the RHA Executive Board if necessary or desired.
  2. The Executive Board shall be responsible for informing the Hall/Apartment/Suite Council Advisor of any transgressions committed by a member of the Hall/Apartment/Suite Council, and for requesting or recommending the impeachment of a Hall/Apartment/Suite Council officer.

 

Section 4: Filling of Vacancies

  1. Vacancies for all positions shall be filled in accordance with the requirements set forth in Article 15 Article 11 of this Constitution.
  2. Appointments will be made by the discretion of the Executive Board.

Article 11: Regional Board of Directors Candidacy

 

Section 1: Qualifying for Support

  1. The individual(s) requesting both emotional and financial support must be a registered, full-time student in an undergraduate or graduate degree program at Rutgers University – New Brunswick.
  2. The individual(s) requesting candidacy, must be living in on-campus housing for the entire academic year in which he or she is asking for emotional (and/or) financial support.
  3. The individual(s) requesting support must have a 2.75 cumulative GPA on a 4.0 scale to qualify for the Regional or NACURH Board of Directors and for support from the Rutgers University Residence Hall Association (RHA) and the Scarlet Knights Chapter of the National Residence Hall Honorary (NRHH)
  4. The individual(s) requesting support does not have to be a current member of the Rutgers University RHA or the Scarlet Knights Chapter of NRHH to request support for the Regional Board of Directors, however must have experience within either organization.

 

Section 2: Gathering Support

  1. The individual(s) requesting support must reach out to the Executive President of Rutgers University RHA and the President of the Scarlet Knights Chapter of NRHH to request time to speak with their respective General Assemblies.
  2. The individual(s) must give a presentation to the General Assemblies of Rutgers University RHA and the Scarlet Knights Chapter of NRHH and outline what it means to provide emotional and financial support for a candidate on the Regional Board of Directors for each person and term to which they wish to be elected.
  3. The individual(s) must receive a majority vote by the Rutgers University RHA and the Scarlet Knights Chapter of NRHH on the topic of support to obtain both emotional and financial support from Rutgers University. Both organizations must agree to provide support for a candidate to have emotional and financial support of Rutgers University- New Brunswick.
  4. Once the General Assemblies of both organizations approve support for the candidate(s), the Executive President of RHA and the President of the Scarlet Knights Chapter of NRHH will be tasked with writing a letter of support on behalf of the organizations.
  5. If the RBD Member-Elect is granted support from Rutgers University- New Brunswick, the candidate(s) are required to apply for the NACURH Conference as a regular delegate in the process outlined by the current National Communications Coordinator and/or the National Communications Coordinator in Training.

Section 3: Definition of Support

  1. All individuals bidding for positions on the Regional Board of Directors must seek and receive emotional and financial support from their host institution in order to be eligible to bid for a position.
  2. Emotional support is defined as being present and aware of the time commitment which the individual(s) is putting into his or her elected position on the Regional Board of Directors as well as providing a network of advisors and leaders to support the elected member of the Regional Board of Directors when necessary.
  3. Financial support is defined by Rutgers University- New Brunswick as providing monies that cover expenses not incurred by NACURH Inc or the region of CAACURH.
    1. If running for the CAACURH Regional Board of Directors, this includes a delegate seat for CAACURH No Frills Conference where the individual(s) will bid for a position on the Regional Board of Directors.
    2. Should the candidate be elected to a position on the Regional Board of Directors, the elected member will be guaranteed financial support for any conferences and summits involved in positional transition or conference information.
      1. Transition of the Regional Board of Directors occurs at NACURH Conference, at which the elected members of the Regional Board of Directors act in the capacity of University Delegates until such a time when they are sworn into office. Funding for elected members of the Regional Board of Directors for NACURH Conference comes from the Institution of which they serve as a delegate.
      2. The individual(s) if elected to the CAACURH Regional Board of Directors will have a spot reserved on the Rutgers University- New Brunswick NACURH Delegation for their upcoming term and outcoming term.
    3. Should the candidate be elected to a position on the Regional Board of Directors, the elected member will be guaranteed financial support as defined in section 4.

 

Section 4: Source of Funding for Financial Support

  1. Financial support for any individual(s) or Member-Elects of the Regional Board of Directors will be covered jointly by Rutgers University RHA and the Scarlet Knights Chapter of NRHH through the organizations combined accounts.
    1. The funds provided by Rutgers University RHA and the Scarlet Knights Chapter of NRHH are only to be used after the exhaustion of the funds provided by the Region of CAACURH or NACURH Inc or in the case that the region of CAACURH or NACURH Inc will not cover aspects of Travel, Conference Fees, housing costs (if applicable) and/or food during conferences, summits or meetings held by CAACURH.
    2. For any year which Rutgers University hosts a member of the Regional Board of Directors, one seat for each CAACURH Regional Conference and NACURH Conference will be removed for each member of the Regional Board that Rutgers University hosts. The funding that would be used for this delegate will be retained to offset the additional financial investment that hosting a member of the Regional Board requires.
    3. Rutgers University RHA and the Scarlet Knights Chapter of NRHH will match the funds, dollar for dollar to the regional budget submitted and approved by April 1st for the following region of CAACURH and NACURH Inc. fiscal year, provided based on the individual’s elected position. This amount caps out at $650.00 regardless of the funds allocated by the region.
    4. The money provided by Rutgers University RHA and the Scarlet Knights Chapter of NRHH can only be used for the specific reasons outlined below:
      1. Funds can only be used after all the funds provided by the region are exhausted or to be used for items not covered by the region of CAACURH or NACURH Inc.;
      2. Funds can only be used to reimburse the cheapest mode of transportation to travel to the various conferences, summits and meetings as outlined within the Rutgers University Residence Life Professional Development Funds;
      3. Funds can only be used to pay for housing in the event that it is not covered by the region of CAACURH or NACURH Inc.
        1. If there is an option to have a roommate(s) to cut the cost of the housing, the individual(s) must use this option.
      4. Funds can only be used to pay for food during the time of Conferences, Summits or Meetings that are not provided by the region of CAACURH or NACURH Inc.;
    5. All funding for any candidate(s) for Member-Elects of the Regional Board of Directors will be taken from the combined accounts held by the Rutgers University RHA that holds the revenue income collected from the sale and distribution of Care Packages by Rutgers University RHA and The Scarlet Knights Chapter of NRHH.
    6. The funds from this account cannot be used to cover any non-essential items that are not listed above.
    7. In order for the candidate(s) for Member- Elects of the Regional Board of Directors to get reimbursed for the funds, all and every receipt must be turned into the Director of Finance if the candidate(s) wish to use the funds provided by the Rutgers University RHA and the Scarlet Knights Chapter of NRHH.
    8. If any changes are to occur regarding the policy for funding of a RBD member, the RBD member or the RBD Member- Elect is responsible for being aware of these changes.

 

Section 5: Requirements upon being Granted Support after being Elected to the

Regional Board of Directors

 

  1. The individual(s) once elected are required to serve as a mentor to the conference delegations during their time in office as directed by the Professional Staff Advisor of Rutgers University RHA and the Scarlet Knights Chapter of NRHH.
  2. The Individual(s) will work with the representative to the region of CAACURH and NACURH based off their elected position to provide help and support when needed. Below is the breakdown per current CAACURH Regional Board of Directors:
    1. The Regional Director and the Associate Director for Administration and Finance will work with the National Communications Coordinator of Rutgers University RHA.
    2. The Associate Director for NRHH and the Coordinating Officer of Recognition will work with the Scarlet Knights Chapter of NRHH.
    3. The Coordinating Officer of RHA and the Coordinating Officer of Leadership Development will work with the Rutgers University RHA Executive President.
      1. The Coordinating Officer for Leadership Development has the option to work with the Rutgers University RHA Director of Leadership.
    4. The Coordinating Officer of Bidding will work with the National Communications Coordinator, the Executive President of the Rutgers University RHA and the Scarlet Knights Chapter of NRHH on any and all Bid related questions but will not provide a “how to” or any help writing the bid, aside from a letter of support, to avoid a conflict of interest with the Region of CAACURH or NACURH Inc.
    5. The Coordinating Officer of Interactive Marketing will work with Rutgers University RHA Director of University Relations and the Director of Public Relations and the Scarlet Knights Chapter of NRHH Director of External Affairs for all flyers or promotional materials.
  3. The individual(s) will be required to hold a session for each of the General Assemblies of Rutgers University RHA and the Scarlet Knights Chapter of NRHH about the developments within the region of CAACURH and/or NACURH. If there is more than one person supported by the Rutgers University RHA and the Scarlet Knights Chapter of NRHH, all individuals will be allowed to collaborate for these presentations if they so choose.
  4. The individual(s) will be required to hold a session during the Fall or Spring Leadership Development Day about a topic of their choosing as long as it relates to their elected position, the region of CAACURH or NACURH Inc as a whole. All individuals will be allowed to collaborate for these presentations if they so choose.
  5. A total of three (3) presentations must be created and shared between both organizations, Rutgers University RHA and the Scarlet Knights Chapter of NRHH, and can be given at the following:
    1. Fall or Spring LDD
    2. General Assemblies
    3. Approved Events
    4. August or Winter Training

pibus leo.

Article 12: Quorum

Quorum is defined as a representation of fifty percent (50%) plus one (1) of the voting General Assembly membership. Quorum must exist for all business to be transacted.

Article 13: Amendments

Section 1: Proposal and Presentation

  1. Amendments may be proposed in writing by any voting member of the organization as well as any Executive Board member and must be submitted to the Executive Board before the Executive Board meeting prior to its presentation at General Assembly meetings.
  2. The amendment will be presented at the next regular General Assembly Meeting(s).

 

Section 2: Voting Process

  1. Voting power will be determined on a one (1) vote per Hall/Apartment/Suite Council basis.
  2. A vote of three-fourths (3/4) of the entire voting membership population is required to amend the constitution.

Article 14: By-Laws/Standing Rules and Hall/Apartment/Suite Council Constitutions

Section 1: Proposal and Establishment

  1. Each Hall/Apartment/Suite Council shall establish their own constitution to govern the specific functions of their residential community.
  2. Hall/Apartment/Suite constitutions may be proposed or amended at the discretions of the Hall Government and Residence Hall Advisor.
  3. Each Hall/Apartment/Suite Council shall include in their constitution the following positions: President, Vice President, Secretary, Treasurer, Advocacy Liaison, External Relations Chair, and Event Coordinator
  1. Hall/Apartment/Suite Council President
  2. a) Lead and attend Hall Government meetings
  3. Insure that all hall Government activities are proceeding as smoothly as possible, i.e. follow-up with members
  4. b) Attend two-on-one meetings with the Vice President and Advisor
  5. c) Attend General Assembly and Campus Council meetings
  6. All Presidents are required, but not limited to bring one (1) Hall Government member to at least one (1) General Assembly meeting per month.
  7. All Presidents are required, but not limited to bring one (1) Hall Government member to at least one (1) Campus Council meeting per month.
  8. Vice President
  9. a) Attend Hall Government meetings
  10. b) Attend two-on-one meetings with the President and Advisor
  11. c) Attend weekly Residential Council meetings where they will give a hall update, program campus event, learn about and help with campus issues, and give a voice to their Hall/Apartment/Suite Council
  12. All Vice Presidents are required, but not limited to bring one (1) Hall Government member to at least one (1) Residential Council meeting per month.
  13. d) Insure Hall Government activities are as efficient and effective as possible, by utilizing skills learned from Residential Council Director
  14. Secretary
  15. a) Attend Hall Government meetings
  16. b) Take meeting minutes
  17. c) Distribute meeting minutes to Hall Government and Advisor
  18. d) Keep track of Hall/Apartment/Suite Council archives by documenting events and filing posters, advertisements, and memos related to Hall Government affairs
  19. e) Keep track of attendance at meeting and programs
  20. f) Meet with Hall Government Advisor, as necessary
  21. Treasurer
  22. a) Oversee Hall Government budget, distribute monies, balance accounts, and keep track of financial records
  23. b) Update Hall Government where budget stands throughout the year
  24. c) Advocate for spending residents’ monies wisely
  25. d) Give weekly report to Hall Government concerning expenditures
  26. e) Responsible for approving budget transactions within SABO, in collaboration with Advisor
  27. Advocacy Liaison(s)
  28. a) Attend Hall Government meetings
  29. b) Advocate for Hall/Apartment/Suite Council
  30. External Relations
  31. a) Attend Hall Government meetings
  32. b) Manage Hall Government’s social media platforms
  33. c) Keep Hall/Apartment/Suite updated on university events
  34. Event Coordinator
  35. a) Attend Hall Government meetings
  36. b) Coordinate events with Hall/Apartment/Suite Council
  37. c) Coordinate member roles for event preparation
  1. Additional positions shall be added after fall elections as necessary.

Article 15: Bylaws

The RHA Bylaws shall describe the official processes and procedures of the Residence Hall Association. The RHA Executive Board Election Bylaws shall describe the election processes for the Executive Board. The RHA Hall Government President Bylaws shall describe the election processes for the Hall/Apartment/Suite Council Presidents of each Hall Government.

Article 16: Ratification

This Constitution shall become effective upon ratification by three-fourths (3/4) of the Quorum of the General Assembly.

 

Ratified: Monday, April 20th, 2015