NAME

The name of the organization will be called Ethiopian Students Association, West Virginia State University and Community and Technical College.

PURPOSE

SECTION 1

ELIGIBILITY FOR MEMBERSHIP

1. Any Ethiopian student who attends West Virginia State University and Community and Technical College, pays a monthly, one time membership fee, and willing to attend events and meetings will be considered a member.

2. Any faculty or staff employed by the college may be eligible to be a member if registered and club officials have received payment. However, those individuals shall not be granted voting privileges.

3. Honorary membership will be awarded to non-Ethiopians based on their participation and effort shown at club events.

4. Any Ethiopian alumni of West Virginia State University and Community and Technical College will be considered as a member if he/she pays one time fee of $40.00.

 

SECTION 1

ATTENDANCE POLICY

1. Attending all meetings is requirement.

2. In case of an emergency or for any other reason a member is unable to attend a meeting he/she needs inform one of the officers.

3. Members are allowed to have one unexcused absent without affecting their membership

1. Up on the second absent the member will get a verbal warning and the president must go over the attendance policy with the individual.

1. If the person does it again for the third time within the same semester he/she will get a final written warning from the president but has to be signed by the president and the vice president.

2. At this point the member will also be asked to appear before members to justify reasoning. However, the president reserve the right to give notice in writing stating that the privilege of being membership has been excluding.

2. If the person finds the president’s decision unjust the individual reserve the right to contest the decision of the president within two weeks.

   1. The president has to contact all officers within two days and review the letter for consideration.

      1. Bring the agenda before members to discuss and the president and the vise president will make the final decision at the present of all officers.

      2. Absolute final judgment to be revealed at the following meeting section.

 

SECTION 1

ELECTED OFFICIAL POSITIONS

Members will elect the following positions at the end of every Spring Semester: President, Vice President and Treasurer, Secretary, Social Representative and Event Coordinator

SECTION 2

REQUIREMENTS FOR POSITION

Any member who is interested in running for any position must fulfill the following requirements:

1. Must carry at least five credit hours per semester during their term in office.

2. Must have a cumulative GPA of at least 2.5.

3. Must attend ¾ of the each semester meeting.

SECTION 3

ELECTION FORMALITY

1. The President and Vice President shall make sure nominees have the necessary requirements to run for office.

2. The President and Vice President will conduct the election procedures and maintain its integrity with the help of advisors if needed.

3. Elections will be held once a year in the month of May to select officers for the upcoming terms.

4. All official candidates must go through a question and answer platform by the club members and officials.

5. 2/3 of the members must present for voting.

SECTION 4

TERM OF OFFICE

• The term of office shall extend from the last day of Fall Semester until the last day of the following Fall Semester.

SECTION 5

TERMINATION OF OFFICE

• Any officer of Ethiopian Students Association in violation of the associations purpose, West Virginia State University regulations, or constitution of the association may be impeached and removed from office by the following process:

1. A written request by at least five members of the organization clearly stating unfulfilled duties, misconduct in office, or and any violation of West Virginia State University rules and regulation must be handed to the highest ranking officer not involved in the impeachment process.

2. The president shall notify the official being impeached in written form at least two weeks before the impeachment proceedings. The official will be given the opportunity to respond to the allegations at least one week before the proceedings.

3. Seventy five percent of the voting members must be in attendance to vote on the removal of an officer. A two-third majority is necessary to remove an officer.

4. The president can also impeach any official of the association if supported by at least one other official of the club.

5. A member chosen by the president will fill any job. The term of office he/she will serve will be until the end of the current term.

SECTION 1

CHAIN OF COMMAND

The chain of command shall be as follows: President, Vice President, Treasurer, and Secretary.

SECTION 2

THE EXECUTIVE BOARD

The Executive board shall be comprised of the President, Vice President, Treasurer, and Secretary.

OFFICER RESPONSILITIES

1. Responsible for executing their duties as outlined in article VII sections 1.

2. Willing to devote extra time and effort in fulfilling their jobs.

3. Shall maintain consistent communication with the member and officials.

4. Shall only handle the position assigned to them unless asked for special permission to carry out other responsibilities by the President.

5. Shall initiate activities in accordance to the members’ requests.

6. Any officer who moves into a new position shall relinquish all duties and responsibilities of the previous position held.

DUTIES AND RESPONSIBILTIES OF OFFICERS

SECTION I

PRESIDENT

1. Shall be the chief executive of the organization.

2. Shall set the vision and direction of club activities with the consensus of the club officials.

3. Set value based decision making and ethical problem solving techniques in resolving issues.

4. Except election period the president can appoint Secretary and Treasury if the position is vacant.

5. Shall initiate activities for the benefit of the organization.

6. Shall call a regular or special session of the organization if necessary.

7. Shall be notified about all activities concerning the association.

8. Shall oversee the operation of all the officials.

9. Shall conduct the executive board and general meetings

10. Shall appoint special or select Committee where and when the need arises.

SECTION 2

VICE-PRESIDENT

1. Shall perform his or her duties in accordance to the President’s recommendations.

2. Work with the president to ensure association projects are organized and effective.

3. Shall advice the President on matters that concern the association.

4. Shall serve as acting President in the absence of the President.

5. Shall report to the Executive Board about the operations of his or her department.

SECTION 3

TREASURER

1. Shall maintain all expenditures, incomes, and bank accounts of association on a monthly basis.

2. Raise the necessary funding to cover all the clubs expenses.

3. Shall be responsible for holding money that belongs to the organization.

4. Shall report quarterly financial statements to the members.

5. Shall submit monthly a copy of the financial statements of the association to the executive board.

6. Shall be fully knowledgeable about the school and state regulation concerning an account and shall follow the said regulations.

SECTION 4

SECRETARY

1. Shall maintain a record of attendance of the members.

2. Shall furnish reports about the meetings to the Association.

3. Shall prepare letters and memos that would be sent to other organizations or individuals.

4. Shall be in charge of information distribution among the members.

5. Shall create an efficient filing system.

6. Shall record all activities of the organizations.

SECTION 5

EVENT COORDINATOR

1. Shall organize events and fundraising for the benefit of the association.

2. Shall inform members about events and activities.

3. Design and distribute posters/flyers of the events

4. Shall plan socials to further increase the unity of ESA members

SECTION 6

SOCIAL REPRESENTATIVE

1. Shall develop strategies to inform the school and the community about the association.

2. Shall establish and maintain contacts with other organizations.

3. Gather news and information within the schools and the community and report to members.

4. Update the website monthly with relevant information

AMENDMENTS

1. Any members of the Association may propose amendments to this Constitution.

2. Proposed amendments to the Constitution may be read for three consecutive meetings and voted on the third meeting.

3. Amendments must be ratified by 2/3 vote of the Association.