OUR CONSTITUTION

Business Honors Student Association

I.       NAME

The Name of this organization shall be the Business Honors Student Association, also referred to as BHSA.

II.      PURPOSE

The purpose of this organization shall be:

1.  To create a sense of community within the Fox Honors Program.

2.  To enhance the professional development of the organization’s members.

3.  To build a strong alumni network that may be called upon to assist members.

 

BHSA shall serve as the representative student organization of the Fox Honors Program at the

Fox School of Business.

 

III.    MEMBERSHIP

Section 3.1: Eligibility Requirements

Membership is open to all students in good academic standing in the Fox Honors Program. Students will not be considered members of BHSA until their dues have been paid and they have met the membership requirements.

Section 3.2: Forfeiture of Membership

Members may be removed from BHSA if they are involved with some activity or situation that negatively impacts the image or reputation of BHSA or the Fox Honors Program. Removal requires a majority ruling of the Executive Board and faculty advisor(s). If a member is dismissed from the Fox Honors Program, they can no longer be a member of BHSA. As such, they must forfeit their dues and must pay full price to attend any BHSA events (including banquet) as guests for the remainder of the academic year.

IV.    OFFICER STRUCTURE

Section 4.1: Eligibility Requirements

To be eligible for office, a candidate must be a member of BHSA, must not have a graduation date that occurs before the specified term, and must not be on scholastic probation from either the University or the Fox Honors Program. Also, the candidates for office must be present and able to serve their entire terms. Additionally, candidates cannot hold an executive position in another organization (as determined by the President and the Advisors).

 

Prior leadership experience and prior involvement with BHSA are preferred but not required.

Section 4.2: Structure

The members of the Executive Board, also referred to as Executives, shall include:

1.  President

2.  Vice President of Operations

3.  Vice President of External Affairs

The members of the Director Board, also referred to as Directors, shall include:

1.  Director of Communications

2.  Directors of Events* (1-2)

3.  Directors of Fundraising* (1-2)

      *These positions must maintain a Committee (see section VIII. Committees)

The reporting and decision-making structure of BHSA shall be:

BHSA org chart.png

 

V.      APPOINTMENT OF OFFICERS

For the appointment of officers, the following process must be followed:

1.       Applications for all positions are to be emailed out by faculty advisor(s). Applications must be submitted no later than the deadline specified on the application.

2.       A meeting is held between faculty advisor(s), the current president, and outgoing senior officers to compile a list of presidential nominees. Faculty advisor(s) will have final decision making authority on whom to include or omit when inviting presidential nominees to interview.

3.       Faculty advisor(s) and the outgoing President will select the incoming President.

4.       All remaining applicants are to be interviewed by the faculty advisor(s) and the incoming President.

5.       Director and executive positions will be chosen prior to the selection of committee members. Directors will have a role in choosing their respective committees.

6.       Decisions are to be sent out by faculty advisor(s) or the President within one week of the final interview. Applicants who have been selected for officer positions must submit their acceptances by the deadline specified on the decision letter.

7.       The officer transition meeting will take place the Monday after Thanksgiving. At the transition meeting, outgoing officers are to provide the incoming officers with descriptive outlines of their positions.

8.       It is the responsibility of outgoing officers to train the incoming officers on their positions. During the remaining time of the semester, incoming officers are expected to shadow their respective outgoing officers.

9.       The official change of leadership is to take place on the last day of the fall semester.

10.    Transition notes must be submitted to the President, prior to Thanksgiving break.

VI.    OFFICER RESPONSIBILITIES

Section 6.1: Term of Service

Each officer shall serve for the entirety of his or her term, unless appointed mid-year.

Section 6.2: General Expectations

Each officer is expected to meet the following general expectations:

1.       Officers must pay dues prior to the beginning of the fall semester.

2.       Perform assigned duties properly and in good faith (refer to Section 6.3: Officer Duties).

3.       Attend 75% of all BHSA events, meetings, and scheduled office hours.

4.       Exceptions will be made at the discretion of the executive board based on illness, family emergency, work, travel, interviews, and extreme circumstances.

5.       Meet expectations established and communicated by the Executive Board.

6.       Maintain a positive attitude and present a good image of BHSA to members and external parties.

7.       Communicate with President or faculty advisor(s) if unable to meet these expectations 

Section 6.3: Officer Duties

The duties of officers shall consist of, but are not limited to, the following:

1.       President

·       Oversees leadership and organization of all areas of BHSA.

·       Defines yearly strategic goals of BHSA with specific focuses on recruitment, marketing, and membership retention.

·       Conducts general, director, and executive meetings.

·       Works closely with the Vice President of Operations, in regards to the officers.

·       Works closely with the Vice President of External Affairs, in regards to external relations.

·       Works closely with the Vice President of Operations in regards to approving budgets each semester with monthly meetings to discuss organizational finances.

·       Attends Honors Council meetings representing BHSA.

·       Attends monthly College Council meetings and relays that information to the officers.

·       Handles allocations for College Council.

·       Attends Fox School events to represent BHSA when needed.

·       Organizes officers to participate in Fox recruiting events as needed.

·       Acts as Chairman of the Executive Board and holds final decision-making authority.

·       Contacts the incoming freshmen and transfer students with a welcome email.

·       Locates and contacts corporations for annual corporate sponsorships.

·       Works to build relationships with other SPOs within the Fox School of Business.

·       Works to build relationships with Fox Honors professors.

·       Develops initiatives to recruit and retain members from all class levels.

·       Generates monthly reports on funds and membership for the President.

·       Develops ways to assess members’ needs and the value of membership.

·       Works closely with Vice Presidents and Faculty Advisor to plan the annual spring banquet, including the following responsibilities:

o   During the fall semester, by December 1:

§  Select venue and menu

§  Sign contract

§  Order officer gifts

o   During the spring semester:

§  Send invitations, order decorations as needed, and print certificates and program.

§  Arrange transportation and DJ as needed.

§  Solicit parent, student, and corporate ads for the banquet program.

§  Compile the guest list and the RSVP list for students, staff, faculty, alumni, and corporate sponsors.

§  Coordinate with faculty advisor(s) for purchasing plaques/gifts for Professor, Member, and Officer of the Year.

 

2.       Vice President of Operations

·       Serves as a conduit of information among the officers.

·       Oversees daily operations of BHSA and the responsibilities of all Directors.

·       Ensures all Directors are on track with their events and are keeping the commitments of their positions.

·       Keeps track of member attendance.

·       Keeps track of office hours and officer attendance.

·       Sends weekly updates to all of the officers.

·       Works with President to perform official midterm reviews of all officers.

·       Maintains event logs for all positions

·       Records and maintains minutes of all Director Meetings.

·       Oversees all financial transactions for the organization.

·       Collects dues from members and updates Executive Board with membership levels.

·       Handles banking transactions including deposits, withdrawals, and monitoring the balances in checking and savings accounts

·       Keeps track of profits from fundraising events, payment for all meetings and events, payment for the annual banquet, and reimbursement to officers.

·       Have a bi-weekly meeting with fundraising director(s) to discuss fundraising financial status.

·       Works with officers to create budgets for events and helps officers to follow their budgets accordingly.

·       Works closely with President, Vice President of External Affairs, and Faculty Advisor to plan the annual spring banquet, including the following responsibilities:

o   During the fall semester, by December 1:

§  Select venue and menu

§  Sign contract

o   During the spring semester:

§  Send invitations, order decorations as needed, and print certificates and program.

§  Arrange transportation and DJ as needed.

§  Solicit parent, student, and corporate ads for the banquet program.

§  Compile the guest list and the RSVP list for students, staff, faculty, alumni, and corporate sponsors.

§  Coordinate with faculty advisor(s) for purchasing plaques/gifts for Professor, Member, and Officer of the Year.

 

3.       Vice President of External Affairs

·       Works with the President to oversee all representations of BHSA to external parties. Organizes all corporate sponsor and alumni activities, including at least one professional development and one alumni event per semester (in addition to general meetings).

·       Must organize at least 4 general meetings (speakers, workshops, etc.) per month and oversee the workshops and oversee the workshops and panels.

·       Locates and recruits guest speakers to speak at general meetings, including follow- ups and all aspects of the campus visit.

·       Provides professional services to members including professional portraits, resume building and printing, and other tangible professional benefits

·       Operates the member aspect of mock interviews, corporate tours/shadowing, etc.

·       Markets professional events to members and provides all necessary information to Director of Communications for circulation on website and weekly email.

·       Maintains alumni database and collect contact information of graduating seniors to add to database including establishing meaningful channels of communication and relationships between alumni and current members.

·       Supports the President in maintaining corporate sponsorship relations.

·       Works to build relationships with Fox Honors professors as the external contact for professors.

·       Markets corporate sponsor and alumni events to members and provides all necessary information to Director of Communications for circulation on website and weekly email.

·       Works closely with President, Vice President of Operations, and Faculty Advisor to plan the annual spring banquet, including the following responsibilities:

o   During the fall semester, by December 1:

§  Select venue and menu

§  Sign contract

o   During the spring semester:

§  Send invitations, order decorations as needed, and print certificates and program.

§  Arrange transportation and DJ as needed.

§  Solicit parent, student, and corporate ads for the banquet program.

§  Compile the guest list and the RSVP list for students, staff, faculty, alumni, and corporate sponsors.

§  Coordinate with faculty advisor(s) for purchasing plaques/gifts for Professor, Member, and Officer of the Year.
 

4.       Director of Communications

·       Disseminates information to the entire organization (event emails, weekly newsletters, etc.)

·       Regularly updates all sections of the BHSA website.

·       Collects officer biographies, pictures, and contact information.

·       Updates the BHSA Google calendar and event calendar in the Fox Honors office.

·       Updates the BHSA social media sites (Facebook, Twitter, etc.) and Fox Honors lounge plasma screen.

·       Updates the BHSA poster frame located in the Alter Hall lobby.

·       Takes pictures, or assigns another officer, to take pictures at all events.

·       Creates a marketing plan for the organization the beginning of the Spring semester

·       Compiles the end of the year scrapbook in the summer.
 

5.       Directors of Events

·       Plan and implement at least three free social event, paid social events, and community service events per semester, schedule permitting.

·       Market events to members and provide all necessary information to Director of Communications for circulation on website and weekly email.

·       Work with Vice President of Operations to maintain budget and follow up with attendees who have not yet paid for events.

·       Conduct bi-weekly Event Committee meetings.

 

6.       Directors of Fundraising

·       Create innovative and effective ways to fundraise for BHSA.

·       Plan and implement at least one fundraising event (in addition to ongoing fundraising efforts) per semester.

·       Plan and implement all ongoing fundraising efforts, including monthly bake sales, semiannual book sales, care packages, snack sales, and other fundraisers.

·       Market events to members and provide all necessary information to Director of Communications for circulation on website and weekly email.

·       Work with Executive Board to establish and reach semester fundraising goals.

·       Work with Vice President of Operations to track fundraising profits.

·       Conduct bi-weekly Fundraising Committee meetings.

 

Section 6.4: Office Hours

Each officer is required to hold a minimum number of office hours each week. During office hours, officers must be present in the Fox Honors office and must perform BHSA-related tasks. Officers must sign in when holding office hours to receive credit.

 

Officers are encouraged to commit more than the required minimum hours. Officers cannot hold more than two hours in one day or hold shifts under one hour. Minimum office hour requirements are as follows:

1.       President – 5 hours

2.       Vice President of Operations – 5 hours

3.       Vice President of External  Affairs– 5 hours

4.       Director of Communications – 4 hours

5.       Directors of Events – 4 hours

6.       Directors of Fundraising – 4 hours

 

Office hours may be rescheduled temporarily or permanently after approval by the Vice President of Operations. Hours may only be rescheduled with at least 24 hours advance notice and for a valid reason. Officers who reschedule hours on a regular basis may be denied approval for future requests despite having a valid reason.

 

VII.   RESIGNATION AND DISMISSAL OF OFFICERS

Section 7.1: Officer Resignation

Any officer may resign during the course of his or her term. The resignation must be submitted in writing to the current Executive Board. Once submitted, it becomes effective immediately or on the effective date set by the Executive Board and faculty advisor(s).

Section 7.2: Reasons for Officer Dismissal

Any officer may be dismissed from office for the following reasons:

1.       Failure to perform assigned responsibilities properly and in good faith.

2.       Failure to attend meetings and events.

3.       Failure to complete scheduled office hours on a consistent basis.

4.       Failure to meet other expectations established and communicated by the Executive Board.

5.       Failure to maintain a positive attitude and present a good image of BHSA to members and external parties.

6.       Failure to represent the best interests of BHSA or the Fox Honors Program.

7.       Withdrawal or dismissal from the Fox School of Business or Fox Honors Program.

Section 7.3: Officer Dismissal Procedure

Should a Director need to be dismissed, the following process must be followed:

1.       A meeting is held between the President and Director to discuss the purpose of the meeting, areas for improvement, and definitive timeline for improvement. Other executive officers may be able to sit in on the meeting, with approval from the President.

2.       If the Executive Board feels the Director has not improved by the end of the probationary period, the President informs the Director and dismisses them from their position.

Should a Vice President need to be dismissed, the following process must be followed:

1.       A meeting is held between the President and Vice President to discuss the purpose of the meeting, areas for improvement, and definitive timeline for improvement.

2.       If the remaining members of the Executive Board feel the Vice President has not improved by the end of the probationary period, the President meets with the Vice President and dismisses them from their position. In the event of a tie, the faculty advisor(s) will have the deciding vote.

 

Should the President need to be dismissed, the following process must be followed:

1.       A meeting is held between faculty advisor(s) and the President to discuss the purpose of the meeting, areas for improvement, and definitive timeline for improvement.

2.       If the remaining members of the Executive Board feel the President has not improved by the end of the probationary period, the faculty advisor(s) meet(s) with the President and dismisses them from their position. In the event of a tie, the faculty advisor(s) will have the deciding vote.

Section 7.4: Vacant Offices

In the event of a vacancy in the office of the President, the Vice President of Operations, or Vice President of External Affairs, whoever is deemed most fit for the role by the faculty advisor(s), shall assume the additional role of President.

In the event of a vacancy in the office of a Vice President, the President and remaining Vice

President shall assume the additional role jointly.

In the event of a vacancy in any other office, the President and faculty advisor(s) shall hold a special election within 10 days to fill the position. The executive board may disseminate duties amongst remaining officers, if deemed more appropriate.

VIII. COMMITTEES

Section 8.1: Committee Structure

BHSA shall establish the following committees and reporting structure:

1.       Event Committee, reporting to Directors of Events

2.       Fundraising Committee, reporting to Directors of Fundraising

 

Each committee shall consist of at least three members. Committee members shall be formally recognized by BHSA and must meet at least once every two weeks.

Section 8.2: Committee Duties

The duties of committees shall consist of, but are not limited to, the following:

1.       Event Committee – Assists the Directors of Events with planning and implementing all events, including social events, community service events, and the annual banquet. The committee members should also recommend new events. Required to perform one office hour a week.

2.       Fundraising Committee – Assists the Directors of Fundraising with planning and implementing all fundraising efforts and events. The committee members should also recommend ways to maximize fundraising. Required to perform one office hour a week.

 

Section 8.3: Selection of Committee Members

Committees shall be selected at the end of the fall semester. Eligibility requirements for committee members are the same as those for officers (refer to Section 4.1: Eligibility Requirements). Committee members shall serve for a term of one calendar year. Exceptions might be made in special cases (study abroad, co-op, etc.).

 

The selection process is as follows:

1.       Individuals apply to be a committee member at the same time as officer applications.

2.       The applications are reviewed by the President and the faculty advisor(s).

3.       Finalists are interviewed and selected by the President, committee director(s), and the faculty advisor(s).

4.       Selected committee members are notified in writing when the decisions are made.

Section 8.4: Resignation of Committee Members

Any committee member may resign during the course of their term. The resignation must be submitted in writing to the Director(s) to whom the committee reports. Once submitted, it becomes effective immediately.

Section 8.5: Dismissal of Committee Members

Any committee member may be dismissed for the following reasons:

1.       Failure to perform assigned responsibilities properly and in good faith.

2.       Failure to attend committee meetings. No more than one meeting may be missed per semester.

3.       Failure to represent the best interests of BHSA or the Fox Honors Program.

4.       Withdrawal or dismissal from the Fox School of Business or Fox Honors Program.

Dismissal must be approved by the Director(s) to whom the committee reports and the President. The committee member who is dismissed must be notified in writing by the Director(s) to whom the committee reports. The dismissal is effective immediately after the notification is sent. All officers and faculty advisor(s) must be informed of the dismissal within 24 hours of the decision.

IX.    FINANCES

Section 9.1: Collection and Disbursement of Funds

The Vice President of Operations is responsible for collection and disbursement of all BHSA funds. Expenditures must be authorized by a member of the Executive Board.

Section 9.2: Membership Dues

Each member is required to pay annual or semester dues. Dues are to be brought to the Fox Honors office and received by an officer. Members who pay their dues prior to October 1st receive a discounted price; all members who pay their dues after October 1st are required to pay the full amount. Transfer and returning study abroad students are eligible for the same discount until February 1st. Dues may be paid at any time.

Dues are determined at the beginning of each year by the President, Vice President of Operations, and faculty advisor(s).

 

X.      MEETINGS

Section 10.1: General Meetings

General meetings are to be held on Mondays of every month from September thru May, contingent on speaker availability. Meetings will take place during the Business Free Period (12:00PM – 12:50PM). Unless otherwise noted, general meetings are only open to members of BHSA and invited guests.

Section 10.2: Executive Meetings

Executive meetings are only open to current Executive Board members and faculty advisor(s). Executive meetings may be held at any time, as agreed upon by the Executive Board and faculty advisor(s).

Section 10.3: Director Meetings

Director meetings are open to current officers (including Executives and Directors) and faculty advisor(s). Director meetings may be held at any time, as agreed upon by the officers and faculty advisor(s). Committee Members may be invited to attend director meetings at the discretion of the Executive Board.

Section 10.4: Committee Meetings

Committee meetings are only open to current officers, committee members, and faculty advisor(s). Committee meetings may be held at any time, as agreed upon by committee members and the sponsoring Director(s).

Section 10.5: Business Free Period

General meetings and director meetings shall primarily be held on Mondays during the Business Free Period. However, they may occasionally be held on a Wednesday or Friday during the Business Free Period. Officers shall be required to attend these meetings as if they were held on Monday, unless they inform the Vice President of Operations, in advance of a conflict. It is strongly recommended that officers reserve availability during Business Free Periods for BHSA.

XI.    AMENDMENTS TO THE CONSTITUTION

Section 11.1: Proposal

Any member may propose an amendment to the Constitution. In order for an amendment to be considered, it must be submitted in writing to the President or Vice President.

Section 11.2: Consideration

Once a member has proposed an amendment, the current officers and faculty advisor(s) must meet to discuss the proposed amendment.

Section 11.3: Ratification

The officers and faculty advisor(s) must vote on adopting the proposed amendment. At least two-thirds vote in favor of adopting a proposed amendment is necessary to amend the Constitution. The amendment will take effect on the effective date set by the officers and faculty advisor(s).

Section 11.4: Exception

The officers and faculty advisor(s) may, with a two-thirds vote, approve a one-time exception to a law of the Constitution. Exceptions are one-time only, and a separate vote must be taken for each individual exception.

XII.   RATIFICATION

This Constitution will be effective for the 2016 calendar year following two-thirds vote in favor of ratification by the officers and faculty advisor(s). When ratified, this Constitution will take effect immediately and will be the supreme law of BHSA.      

This Constitution shall be read and reviewed annually by the officers and faculty advisor(s) at the beginning and end of each term of office.

Revised November 2017