RHA Constitution

Article I - Name
The name of the organization shall be the Residence Hall Association (hereafter known as RHA).

Article II - Goal
To improve the quality of life for students living in the residence halls.

Article III - Objectives
Section 1. To serve as a link to the administration by representing the interests of residential students and informing the students of administrative policies and decisions.

Section 2. To provide programming opportunities for students that are both social and educational.

Section 3.  To provide for the exchange of information, ideas, and opinions
between resident students and the university community.

Section 4. To serve as a resource to hall councils and to facilitate exchange of information and ideas between hall councils.

Section 5: To work with NRHH to recognize outstanding leaders on campus and especially within Residence Life

Article IV - Membership
Section 1. Membership in RHA shall be open to any full-time graduate or undergraduate student residing in the residence halls.

Section 2. a. RHA representatives are members with voting privileges.  RHA representatives from non-Greek housing must be members of their hall council.  RHA representatives for the fraternities and sororities must reside in their chapter house.

b.  Each hall council, the Inter-Sorority Council, and the Council for Fraternal Affairs shall elect at least one, and not more than two representatives to RHA.

c. Volunteers who attend three consecutive general meetings shall be granted voting rights and the title of Member at Large. Up to three Members at Large will be allowed from each hall council. Member at Large status can be carried over from one semester to another if the member in question would like. Volunteers with at least two semesters of RHA experience may become Members at Large immediately, pending approval of the RHA Representatives in a majority vote.

Section 3. The RHA Executive Board shall be composed of the President, Vice President, Secretary, Treasurer, and National Communications Coordinator (NCC).

Section 4. A professional staff member from the Office of Residence Life shall serve as advisor.

Section 5. Residence Life Staff may serve as Executive officers, committee members, and chairs with the exception of the Administrative Advocates position. Residence Life Staff may not serve as representatives.

Article V – Selection Procedures
Section 1.   RHA representatives (in non-Greek housing) shall be elected each fall (by October 1st) by popular vote within their residence hall and shall serve through the end of the spring semester.  RHA representatives must be elected to their individual residence hall council that fall, and will serve as the liaison between their hall council and the RHA.

Section 2. RHA representatives for the fraternities and sororities shall be chosen by the members of the Council of Fraternal Affairs or Inter-Sorority Council as their organization deems appropriate.

Section 3.   The RHA President, Vice President, Secretary, Treasurer and NCC shall be elected each year, in the spring, at the meeting immediately prior to the deadline for removing individuals from the bump process.  The second NCC shall be elected each year at the final meeting of the fall term. The second NCC shall be protected from bumping for the academic year following his or her election. Nominations shall be made at the meeting directly preceding elections.  Representatives, committee chairs and executive officers, with exception   of the president, will vote by secret ballot and a simple majority shall elect the officer.

Section 4.   The newly elected President, Vice President, Secretary, Treasurer and NCC will not officially take office until the last day of classes of the spring semester. Although the current officer may share duties with the officer-elect at the current officer's discretion, ultimate responsibility will remain with the current officer.  This interim period between elections and induction into office will serve as a training period for the new executive board. An NCC whose term expires on the first day of classes of the spring semester may choose to assume the role of Member at Large.

Section 5. Any vacancy that occurs in an RHA representative position shall be filled by the hall council s/he represented or ISC/CFA as that group deems appropriate.

Section 6. Any vacancy that may occur in an officer or committee chair position is filled by election.  Nominations shall be taken one week prior to the election date.  Any member of RHA is eligible for election.  Voting will be by secret ballot and simple majority shall elect the new officer or committee chair.  Any new vacancies created by the election are then filled as outlined herein.

Section 7. The election of all RHA Committee Chairs shall be held the week following the election of RHA Executive Officers.  Nominations shall be made the week of RHA Executive Officer elections.  Representatives, committee chairs and executive officers, with exception of the president, will vote by secret ballot and a simple majority shall elect the officer.  

Section 8. The newly elected Committee Chairs will not officially take office until the last day of classes of spring semester.  Although the current chair may share duties of the position with the chair-elect at current chair's discretion, ultimate responsibility lies with the current chair.  This interim period between elections and induction into office will serve as a training period for the new Committee Chairs.

Article VI - Voting
Section 1. Two-thirds of the represented hall councils and greek organizations must have at least one representative present to constitute a quorum for general voting purposes.  Only RHA representatives or their proxies constitute the voting membership.

Section 2. A simple majority passes all motions with the following exceptions. Motions involving the appropriation of funds require two-thirds vote.  Motions involving the impeachment of officers require three-fourths vote.  Amendments to the Constitution require a three-fourths vote.

Section 3.   Neither officers nor committee chairs will be eligible to vote except in the  elections of future officers and committee chairs.  The president is not eligible to vote at  anytime except in the case of a tie when he/she will then cast the deciding vote.

Section 4. Proxies for representatives are considered voting members for the meeting they replace an elected RHA representative only.

Section 5. Members at Large will constitute the secondary voting membership, which is not required for quorum. Voting from the secondary will be allowed for all motions and amendments.

Section 6. Between the final General Assembly meeting of the spring and the first General Assembly meeting of the following school year, summing voting procedures shall take effect. All official business of RHA shall be conducted via email. All officers and members who wish to return to the organization shall receive these official emails. Only the president or vice president may submit proposals or other motions over the summer period. All recipients of official summer emails (excluding the advisor) shall enjoy equal voting privileges. Half of all email recipients must respond to constitute a quorum, and all summer proposals require a 2/3 vote of support for passage. Summer votes shall be cast via email and recorded by the vice president. All summer votes shall remain open for ten business days and a $500 spending limit is in effect during the summer voting period.

Article VII - Duties of Officers
Section 1. President
a. Serves as official representative of RHA.
b. Presides over all RHA meetings.
c. Serves as the liaison to the Office of Residence Life and the rest of the administration.
d. Makes appointments from within the RHA to the various committees and outside organizations as needed.
e. Handles all matters pertaining to the general welfare of the RHA not specifically designated.
f. Attends weekly officer meetings, weekly meetings with the Advisor, and sets office hours at their discretion following consultation with the advisor.

Section 2. Vice President

• Assumes the duties of the President in his/her absence.
• Is responsible for developing, coordinating, and maintaining a form of parliamentary procedure to be followed at all RHA business meetings.
• Addresses concerns between committee chairs and their respective officers/advisors.
• Investigates and institutes Philanthropy opportunities throughout the year in consultation with the Executive Board and the Committee Chairs.
• Attends weekly officer meetings and sets office hours at their discretion following consultation with the advisor.

Section 3. Secretary
a. Keeps a permanent record of all RHA proceedings, including the meeting minutes, attendance, reports, and correspondence.
b. Distributes materials to appropriate students, faculty, staff, administrators, and liaisons.
c. Oversees the internal communication of RHA.
d. Coordinates the obtaining of weekly meeting sites.
e. Attends weekly officer meetings and sets office hours at their discretion following consultation with the advisor.

Section 4. Treasurer
a. Keeps a permanent record of all RHA budgetary concerns including, but not limited to, allocations of funds, deposits, and past as well as projected expenditures.
b. Prepares regular budget reports to be presented to the RHA.
c. Handles all Damage Deposit Interest Fund (DDIF) procedures, information, and requests.
d. Oversees all fundraisers and works with the Programming Committee to implement events.
e.  Attends weekly officer meetings and sets office hours at their discretion following consultation with the advisor.

Section 5. National Communications Coordinator (NCC)
a. Serves as liaison between the RHA, NACURH, SAACURH, and VACURH.
b. Attend regional and national conferences, including business meetings.
c. Serves as delegation chairs for conferences.
d. Coordinate all aspects of sending a delegation to a conference.
e. Relay information from NACURH member schools to the RHA.
f. Prepare and submit all dues and reports requested by NACURH, SAACURH, and VACURH.
g. Attends weekly officer meetings and sets office hours at their discretion following consultation with the advisor.

Section 6. Representative
a. Attends all RHA meetings and functions, including committee meetings.
b. Serves on one RHA standing committee.
c. Serves as a liaison between RHA and individual hall council.

Section 7. Advisor
a. Attends all meetings and functions of the RHA.
b. Interprets institutional policy and parliamentary procedures as appropriate.
c. Serves as an ex-officio member of the RHA.
d. Provides guidance and advice to RHA members as appropriate.
e. Coordinates all financial transactions for the RHA.
f. Accompanies the delegation to state, regional, and national conferences.
g. Works in tandem with the Treasurer on the finances of RHA.
h. Attends weekly officer meetings.
i. Meets weekly with the RHA President and at least once per semester with the other RHA officers.

Section 8. Committee Chair
a. Organizes weekly meetings of committee members.
b. Follows up on assignments delegated to committee members.
c. Reports relevant information to the Vice President and to the entire RHA.
d. Attends monthly officer meetings and has one office hour per week.

Article VIII - Committees
Section 1.  Each RHA representative must serve on at least one standing committee.  Each officer must both serve on and oversee a standing committee.  The standing committees and their purposes are as follows:

a. Administrative Advocates: Lobbies for residence life improvements to the administration.

b. Programming: Provides educational, social, and community service oriented programming opportunities for students.

c. Recognition: Writes and submits bids for State, Regional, and National awards. Works with NRHH to coordinate recognition efforts on campus.

Section 2.  Each RHA representative and officer may also serve on any ad-hoc committee.  Ad-hoc committees are formed at the discretion of the President and the Executive Board.

Section 3.  The members of each committee must determine its immediate and future goals, identify possible objectives, and submit a written plan of action for any objective to be pursued that year to the vice president.  Each committee must successfully complete at least one project/program each year.

Section 4.  All committee votes are decided by simple majority, no quorum is required.

Article IX - Meetings
Section 1.  The Residence Hall Association shall meet weekly during the academic year at a time and place determined in advance of fall elections by the President in consultation with the Executive Board.

Section 2.  The President may use discretion to cancel regularly scheduled meetings or to call special meetings when necessary.  It is the President's duty to notify the Executive Board and anyone else deemed necessary in the case of a change in the meeting schedule.

Section 3.  Committee meetings shall occur outside of general RHA meetings on an as-needed basis as determined by the Vice President and Committee Chair.

Article X - Removal from RHA
Section 1. A representative is entitled to two missed meetings per semester.  A missed meeting is defined as a personal absence without a proxy.  Anytime a representative sends a proxy it will not constitute a missed meeting.  Proxies must reside in the residence hall represented by the RHA representative's hall council, although the proxy does not have to be a member of the hall council.  A representative is automatically removed upon his/her third missed meeting in the semester.

Section 2. An officer is automatically removed from office if s/he missed three consecutive RHA meetings or four meetings total in a school year.  An officer may not send a proxy in his/her place.

Section 3. A Member at Large automatically loses voting rights if he/she misses two general meetings in a row or three in total during the course of one semester. If lost in this manner, Member at Large status cannot be regained until the next semester.

Section 4. Attendance requirement for committee meetings is left to the discretion of the committee chairs.  Absences from committee meetings shall not constitute an automatic penalty for RHA officers and representatives.

Section 5. In the event an Executive Board officer, committee chair, RHA representative or Member at Large fails to perform his/her duties, any RHA representative, officer or committee chair may make a motion for impeachment and shall explain the charges.  The representative, officer or committee chair against whom the charges are brought will be notified of the motion to impeach by the President.  A vote will be taken at the next meeting by secret ballot after the individual being charged is given an opportunity to address the RHA.  Three-fourths of the voting members passes the motion to impeach.

Article XI - Budget
Section 1: Supplies necessary for the general operation of RHA shall be funded by the Office of Residence Life.

Section 2: Funding for programs and events may be gained from the Office of Residence Life, through fundraising, shared funding with other organizations, donations, or from other sources solicited by RHA members if used for attainment of the goals of the RHA.

Article XII – Spending Procedures
Section 1: Whenever any individual wishes to receive RHA funding exceeding the amount of five (5) dollars for a program or other proposal that will not be directly sponsored, administered, or otherwise associated with the RHA, all of the following procedures must be met before any money is distributed:

• In addition to any other descriptions of the proposal, the individual must complete the "RHA REIMBURSEMENT FORM," specifically listing an itemized account of expenses.
• The individual must bring a detailed proposal to the general RHA meeting no later than ten (10) days before the event for which funding is requested

Section 2.   Upon completion of these requirements, the individual, the Treasurer, and/or Advisor will agree upon a time and place to execute the reimbursement.

Section 3. Hall Councils desiring to use DDIF money must submit a completed DDIF Form to the Treasurer within 30 days of the purchase or by the last day of classes in Spring Semester. They will then approve the form and submit it to the General Meeting, where it shall be discussed and then voted upon. In order to be approved, the proposal must receive a majority vote.

Article XIII - Amendments
Section 1.   Any RHA member may propose an amendment to the Constitution.

Section 2.   The proposed amendment must be submitted in writing to the President, who will present it to the voting membership for consideration.

Section 3.   Three-fourths of the membership must vote to approve any amendment.  

Article XIV – Bylaws
Section 1. This Constitution shall include an appendix called “Bylaws” which shall serves as a more convenient method of regulating procedural activity. Any member of RHA may propose a bylaw or bylaw amendment.

• The individual must submit the proposal in writing to the President by noon on the day before the RHA General Assembly meeting.
• The proposal will be incorporated into the agenda, so that the representatives may have time to read over it before voting upon it.
• The proposal must be passed by a majority in order to be adopted into the bylaws of the RHA constitution.

 
Appendix A – Bylaws

• Elections Procedure

1. Nominations
a. A nomination may be accepted immediately, declined immediately, or deferred for later decision by the nominee.

b. Any member of RHA can nominate any member of the RHA, including themselves, for any position.
 
2. Election Order
a. Executive Board elections shall take place in the following order: President, Vice President, NCC, Treasurer, Secretary. Executive Board elections shall take place prior to Committee Chairperson elections.

b. Committee Chairperson elections that are contested will proceed first, in alphabetical order, followed by the positions for which there is only one candidate.

c. The floor shall be open for nominations for positions for which there was no candidate. Positions for which there was no candidate shall remain open for nomination till the next general meeting, after which it shall be the discretion of the Election Administrator to determine the election date and procedure for said position(s).
 
3. Presentation, Questioning and Discussion
a. When election order has been determined, all candidates for a position shall leave the room, except for the first candidate in order of accepted nomination, who shall remain in the room.

b. Each candidate will make a speech of no more than 3 minutes in length. If a candidate is unable to be present during the election process he/she shall submit a written statement to the elections administrator for that individual to read aloud during the election. That written statement shall be in accordance with the speech guidelines established for the candidates that are present.

c. After speaking, the candidate shall answer questions relevant to their speech and qualifications posed by attending members for 3 minutes. The Election Administrator reserves the right to determine whether or not a question is relevant and appropriate.

d. When the question period is complete, the candidate shall leave the room. And the next candidate shall enter for his/her presentation and question periods. This shall continue until all candidates have presented and answered questions.

e. After all candidates for a position have spoken and answered the questions of the general body, a general discussion of 5 minutes shall take place. This discussion period can be extended or cut short by a majority vote of the voting representatives.

f. After discussion, all voting members hall cast their vote.

g. When the winner has been determined, other candidates shall be given the opportunity to slide down into another election for a different position. All candidates shall then enter the room, the winner shall be announced, and the next election will be started.
 
4. Voting Procedures
a. All voting members, with the exception of the election administrator, shall cast their vote by secret ballot.

b. When there are two or more candidates, voters have the choice of voting for any of the candidates or abstaining from the vote.

c. In the event that only one candidate is running for a position, voters have the opinion of the candidate, no confidence, or abstention.

d. The advisor and the election administrator shall collect and count the votes and notify the winner.

e. Any member of the RHA General Assembly may not vote in an election if they have not heard all the speeches of all the candidates. A candidate for a position may vote in an election that they are participating in even if they have not heard all the speeches for that position.

5. Elections Administrator
a. The Election Administrator shall be the highest ranking member of the Executive Board who is not a candidate in the current position election.

b. Executive Board rank is determined by the election order of the Board.