Constitution of Fairfield University Student Alumni Association

Article I
Name

Section 1 The name of this organization shall be Fairfield University Student Alumni Association, hereinafter referred to as SAA.

Article II
Motto

Section 1 SAA will hereby abide by the motto of "Students for four years, Alumni for life."

Article III
Purpose

Section 1 The Fairfield University Student Alumni Association was established in 1999. SAA shall be an organization for the advancement of the relationship between students and alumni. This will be achieved through involvement in various types of student-alumni activities sponsored by the Alumni Association and/or the Office of Alumni Relations.

Section 2 The primary goals of SAA are (1) to strive to bring together those individuals who show interest in and concern for promoting student-alumni ideals and activities (2) to strive to increase the number of students as active supporters at University events (3) to act as a motivating source for fostering campus-wide pride in the University. This shall include building relationships with and between prospective students, the current student body, and the alumni of the University.

Article IV
Eligibility

Section 1 An eligible member shall be defined as a student who attends Fairfield University in an undergraduate program and is in good academic standing with their college, submits a complete application, a letter of recommendation from a member of Fairfield University's faculty, staff, or administration, and attends their interview at their scheduled time.

Section 2 Students interested in applying for a position within SAA are encouraged to attend an SAA recruitment event to gain more information about SAA, meet current members, and obtain their SAA application packet.

Article V
Membership

Section 1 Membership to SAA is closed. Membership is granted on an application-only basis. (See Article VI)

Section 2 The General Member roster will be limited to 20 members per semester. The Executive Committee will be comprised of 6 additional members with the following positions: President, Executive Assistant, Treasurer, Vice President - Special Events, Vice President - Alumni Relations, and Vice President - Public Relations.

Section 3 Membership drive will take place in late Fall.

Section 4 All vacancies will be filled on an as-needed basis, with considerations given to class year representation in order to secure the potential future leadership of SAA.

Section 5 Definitions of membership status within SAA will be as follows:

1. Active Member: Person who has been selected as a member of SAA at the close of the application process. It is understood that said member contributes actively to the merit and advancement of the association.

a. Executive Committee Member: Executive Committee positions are privileged leadership positions which require additional time and commitment to SAA. All members must attend all meetings of Executive Committee and general meetings (see Article VII), and all SAA events. Members are chosen based on their applications and interviews during the Application Process (see Article VI). All selections are based on the final review and decision of the current Executive Committee with Advisor's counsel if needed.

b. General Member: A General Member is a member of SAA who has not assumed the leadership responsibilities associated with the Executive Committee but retains voting ability and is expected to attend all general meetings and SAA events as well as serve on a minimum of one committee per semester. Members are chosen based on their applications and interviews during the Application Process (see Article VI). All selections are based on the final review and decision of the current Executive Committee.

c. "On Deck": A General Member who has shown interest and aptitude in running for a specific office and has spent time in training for the desired position.

2. "Staggies Article: Person who has expressed interest in SAA but is not considered a general member of SAA. All Staggies must submit a general information form during the application process (available only at SAA recruitment events). All information sheets must be submitted by the given date on the form. Staggies do not have voting privileges. Staggies are encouraged to attend all SAA meetings and sponsored events. Staggies will be looked upon as primary candidates during upcoming application processes.

3. Non-Active Member: Upon receiving an undergraduate degree or de-affiliating with Fairfield University, a member is no longer considered to be active and shall be transferred to alumni status.

Article VI
Application Process

Section 1 Application packets and Staggie information sheets will be made available ONLY at SAA recruitment events.

Section 2 All completed applications must include a signed letter of recommendation (in a sealed envelope from the author), a list of current activities with references, and all required demographic information. Completed Staggie information sheets must have all completed demographic information.

Section 3 All applications must be completed and submitted to the Office of Alumni Relations by the designated date. Late and/or incomplete applications will not be accepted. Application packets may be e-mailed to SAA provided the recommendation letter is e-mailed directly from the author to SAA.

Section 4 Applications for the Executive Committee will be attached to the General Member applications. Executive Committee positions require a minimum of one semester experience within SAA before applications will be considered. ** Please only fill out this part of the application if you are interested in a position on the Executive Committee **

Section 5 While studying abroad, prospective members may apply for a position within SAA by filling out all necessary paperwork via e-mail and scheduling a phone or online interview with the President, Executive Assistant, and Advisor.

Section 6 All applicants will receive an interview time following the application deadline.
Interview times will be given on a first-come first-served sign-up basis. Any cancellations must be reported to SAA within 24 hours of scheduled interview time. All interviews for Executive Committee positions will immediately follow the candidates General Member interview. All interviews will be conducted by the SAA President, Executive Assistant, and Adviser.

Section 7 All selections for both General Committee Member population and the Executive Committee will be made by the current Executive Committee with recommendation from the Advisor. All selected applicants will be notified of their status within one week of their interview.

Article VII
Meetings

Section 1 Meetings of the General Membership of SAA shall be held bi-weekly on the first and third Sunday of every month during the academic school year, or as frequently as deemed necessary by the Executive Committee. Meetings will be held at 5:30 p.m. at the Alumni House. Meeting time will be up for review at the end of each semester and can be changed by majority vote of the Executive Committee.

Section 2 Meetings of the Executive Committee shall be held weekly at 4:30 p.m. on Sundays during the academic year at the Alumni House. Additional Executive Committee meetings will be scheduled and held at the discretion of the President and/or relevant committee chairperson(s). On the first and third Sundays, Executive Committee meetings will precede General Membership meetings.

Section 3 Meeting attendance is the responsibility of each respective SAA member and Staggie (see Article VIII for attendance details).

Section 4 Meetings which fall on University holidays will be rescheduled if deemed needed by the President.

Section 5 No less than one (1) general meeting and one (1) Executive Committee meeting shall be held per month. Committee meetings shall be held based on necessity and will be presided over by the Chairperson of the event at hand. Attendance rules apply (see Article VII).

Section 6 Should voting be required or desired at a particular meeting, a quorum of 51% of General Membership must be present. In the event of a tie, the President and/or Advisor will serve as a tiebreaker. (See Article XIV for further voting information)

Article VIII
Attendance

Section 1 Attendance at meetings is required of each respective SAA member and will have bearing on your membership status.

Section 2 All members are expected to submit reason for missing a meeting and/or SAA event one full day (24 hours) prior to that meeting and/or event is to take place (exceptions will be noted). This is to be submitted to the President, the Executive Assistant, or the Adviser. An absence is to be considered excused/unexcused at the discretion of the Executive Committee.

Section 3 In the event that a member is unable to fulfill his/her responsibility of attending an event, a replacement must be found and the proper contact information for the replacement shall be given to the event Chairperson.

Section 4 Attendance at general, executive, and committee meetings is held in the same light. Members are to be held accountable for fulfilling their responsibility to SAA as a whole, as well as to the committee or branch to which they belong.

Section 5 Unexcused absence from SAA events and/or meetings is limited to three (3) for general members and two (2) for Executive Committee members. Should member accumulate more absences than allotted, their membership will be immediately put up for review by the Executive Committee. Impeachment and/or expulsion will be determined by a majority vote of the Executive Committee. Extenuating circumstances surrounding the number of unexcused absences will be heard by the Executive Committee during the review period.

Article IX
Executive Committee

Section 1 The Executive Committee shall consist of the President, Executive Assistant, Treasurer, Vice President - Special Events, Vice President - Alumni Relations, and Vice President - Public Relations. "On Deck" positions are not part of the Executive Committee.

1. "On Deck" status defines a General Member who has shown interest and aptitude in running for a specific office and has spent time in training for the desired position (see Articles V and X).

Section 2 Each member of the Executive Committee will serve a minimum term of one (1) semester in their elected office before a mandatory re-evaluation. Elections shall be held by the third (3rd) week of the semester. (see Article X).

Section 3 All members of the Executive Committee shall assist each other with their respective duties, and shall be responsible for the enforcement of the SAA Constitution.

Section 4 In the event of an impeachment and/or expulsion of a member of the Executive Committee, the following procedure will occur:

1. Any member of the Executive Committee may be impeached by a majority vote of the total active membership in the event that said member is found to be in violation of the Constitution.
2. If an appeal is desired, the Executive Committee member to be impeached and/or expelled will present his/her case to all active members.
3. A second majority vote of all active members will be conducted without the member in question present to ultimately determine his/her impeachment and/or expulsion.
4. The "on-deck" member will assume the position/term once reviewed and approved by the Executive Committee. If "on-deck" is non-existent and/or not approved, a nomination process will occur.

Section 5 While abroad, current members may apply for an Executive Committee position for the semester of their return by filling out all necessary paperwork via e-mail and scheduling a phone interview with the President, Executive Assistant, and Adviser (see Article VI).

Section 6 All members running for a position within the Executive Committee are strongly encouraged to consider any plans to apply for and/or accept a position within the Study Abroad Program during their prospective term. Notice of any such plans must be given to the current Executive Board immediately. Effective 2006-2007.

Article X
Appointment Of Executive Committee

Section 1 All Executive Committee positions are filled by appointment by the current Executive Committee. Upon receipt of Executive Committee applications, all applicants will be reviewed and informed of their scheduled interview time. Applications, hypothetical scenario essays, recommendations, references, and interview scores will all be assessed to find the ideal candidate for each position. All decisions by the Executive Committee are final pending acceptance by candidate.

Section 2 The appointment of the Executive Committee will coincide with the application/appointment process of the General Member population. Applications will be available in late Fall (see Article VI).

Section 3 All Executive Committee positions are up for mandatory re-evaluation at the end of the first semester of a served term.

Section 4 All "on-deck" status positions will be awarded on a "as needed" basis. The acceptance of an "on-deck" position does not guarantee that position within the Executive Committee when the current committee member vacates said position. If applicable, "on-deck" members will be given first priority in filling vacancies in extenuating circumstances (i.e. graduation, impeachment, expulsion, etc.) and will be reviewed by the Executive Committee. If approved by the Executive Committee, "On-Decks" will assume the position and remainder of term (see Article IX, Section 3).

Article XI
Duties Of Executive Committee

Section 1 Members of the Executive Committee shall abide by their duties listed as follows:

The President

• Shall be the chief presiding officer for all meetings (including those of the Executive Committee).
• Shall provide an overall sense of leadership for the group.
• Will plan agenda for each meeting (including those of the Executive Committee).
• Is expected to be familiar with and if possible, directly involved in all aspects of every program.
• Will work closely with other Executive Committee members and Committee Heads as needed.
• Shall have the power to create committees with the approval of the Executive Committee and will serve as ex-officio on all such committees.
• Will serve, along with the Adviser, as an interviewer of prospective members during SAA's annual membership drive.
• Shall act as the official spokesperson of the group.
• Shall enforce all Articles of SAA's Constitution and bylaws.
• Shall serve as liaison between SAA and the Office of Alumni Relations.
• Shall attend annual meetings of the Alumni Association Board of Directors to report on the status of SAA.
• Shall attend various on-campus leadership groups/activities as needed/requested and will report back with information pertinent to SAA and its members.
• Will hold a minimum of 2 office hours weekly.

The Executive Assistant

• Shall handle all SAA President responsibilities in the absence of the President and/or as requested by the President.
• Will take a written record of all topics discusses at all meetings (including Executive Committee) and will distribute directly to appropriate e-mail lists within 72 hours of meeting.
• Will keep a running record for each SAA member/Staggie from all meetings and SAA events. This includes obtaining an attendance record from all Committee Heads within 72 hours of their events.
• Shall assist the President whenever necessary in all aspects of the organization.
• Is expected to be familiar with all aspects of every program.
• Is responsible for directly shadowing President in all responsibilities pertaining to his/her involvement in SAA in preparation for assuming role of President.
• Will hold a minimum of one office hour per week.

The Treasurer

• Shall keep an accurate and current SAA budget.
• Shall keep an accurate and current list of all transactions within SAA during both the Fall and Spring Semesters.
• Will work directly with all Executive Committee members and Committee Heads as needed to develop or review any and all monetary issues related to current and prospective events.
• Is responsible for submitting all expense reports and check requests to SAA Adviser for delivery to Alumni Association Treasurer.
• Will hold a minimum of one office hour per week.

The Vice President of Special Events

• Shall oversee the designated Committee Heads in the planning and organizing of all SAA special events including but not limited to a yet to be TBD Fall Event, Teddy Bears With Love, a TBD Spring Event, and Work Weekend.
• Shall oversee SAA's involvement with CASE and ASAP regarding conferences on both the District and National level.
• Shall oversee, along with the Vice President - Public Relations, all matters pertaining to SAA's annual membership drive.

The Vice President of Alumni Relations

• Shall oversee the designated Committee Heads in the planning and organizing of all SAA catered to developing and enriching the relationship between SAA members, current Fairfield University students, and alumni. These events include but are not limited to the SAA Shadow Program and Life 101.
• Shall oversee the designated Committee Heads in SAA's direct involvement in any events sponsored by the Office of Alumni Relations including but not limited to Homecoming, basketball receptions, and Reunion.

The Vice President of Public Relations

• Shall oversee all advertising initiatives for all SAA events including but not limited to membership drives, a TBD Fall event, Teddy Bears with love, a TBD Spring Event, Homecoming, Life 101, and the SAA Shadow Program.
• Shall oversee all advertising initiatives for SAA on behalf of additional events sponsored by the Office of Alumni Relations, Senior Giving Committee, and/or other Fairfield University departments and/or organizations. These events include but are not limited to: Young Alumni Networking, Senior Giving Committee, Alumni Association Board of Director's, FUSA, Campus Ministry, and Athletics.

Article XII
Standing Committees

Section 1 All committees will be lead by one Committee Head.

Section 2 All Committee Heads positions will be appointed by the Executive Committee during Work Weekend.

Section 3 The Committee Head shall be responsible for completion of the project, shall work with the Vice President - Public Relations for all advertising needs, will work closely with the President and Adviser regarding all final decisions, will delegate all responsibilities to committee members, will be responsible for reporting progress and any difficulties to the Executive Committee, is responsible for keeping a current packet of information and committee roster in the office at all times in their designated folder, and will copy all correspondence to President and Adviser.

Section 4 Attendance at all committee meetings and the day(s) of the event is a mandatory responsibility of the Committee Head. All final attendance records must be submitted to the Executive Assistant within 72 hours of the events completion to be entered into each members personal attendance record.

Section 5 The Standing Committees of SAA will be as follows (in order by event date):

1. Work Weekend
• Shall work directly with the President and Executive Board in planning and executing an itinerary for SAA's annual Work Weekend. This is including but not limited to selecting the events dates, soliciting attendance, and developing a committee. All decisions must be submitted to President and Adviser for final approval.
2. Membership
• Shall work directly with the President, Vice President of Special Events, and Vice President of Alumni Relations to develop and execute all matters pertaining to SAA's annual membership drive. This is including but not limited to developing a committee, creating advertising, organizing and running informational sessions, acquiring applications, and scheduling interviews. All decisions must be submitted to President and Adviser for final approval.
3. Fall Event - TBD
• Shall work directly with the President, Vice President of Special Events, and Treasurer to develop, organize, and plan an event to take place during the Fall Semester. This is including all event details and logistics, creating a budget, creating a committee, and executing all final plans. All decisions must be submitted to President and Adviser for final approval.
4. Homecoming
• Shall work directly with President, Adviser, and Office of Alumni Relations to coordinate all SAA advertising and volunteer efforts relating to Homecoming.
5. Teddy Bears with Love
• Shall work directly with President, Adviser, and Office of Alumni Relations to coordinate annual Teddy Bears with Love drive. This is including but not limited to creating a committee, creating advertising, soliciting local organizational need/involvement, coordinating the collection of bears, coordinating the sorting and distribution of bears, and maintaining a continuously updated list and count of all donations.
6. Life 101
• Shall work directly with the President and the Vice President of Special Events to develop a series of Life 101 discussion panels to be held at various times during both Fall and Spring semester. This is including developing topics for discussion, soliciting young alumni, faculty and/or staff and student involvement, creating advertising and creating a committee.
7. Shadow Program
• Shall work directly with the President and the Vice President of Alumni Relations to promote the SAA Shadow Program to SAA members with the ultimate goal of involving the entire Fairfield University student body. Shall work to solicit and improve the involvement of current participants from both SAA and the Alumni Association Board of Directors. Will collect applications and work to match compatible participants. Shall serve as a liaison between Alumni Board and SAA members to help coordinate initial meetings.
8. Spring Event
• Shall work directly with the President, Vice President of Special Events, and Treasurer to develop, organize, and plan an event to take place during the Spring Semester. This is including all event details and logistics, creating a budget, creating a committee, and executing all final plans. All decisions must be submitted to President and Adviser for final approval.
9. Conferences/Convention (ASAP)
• Shall work directly with the President, Vice President of Special Events, and Adviser to coordinate all SAA involvement and participation in CASE/ASAP Conferences/Conventions on both the District and National level.
10. Reunion Weekend
• Shall work directly with President, Adviser, and Office of Alumni Relations to coordinate all SAA volunteer efforts relating to Reunion Weekend.

Section 6 In order to be considered an Active Member, participation on one committee per semester is required (see Article V, Section 5).

Article XIII
Expulsion

Section 1 A member will be put up for membership review if he/she has not abided by all provisions (see Article V, Article VII, and Article VIII).

Section 2 The procedure for determining a member as no longer active or contributing shall be:

1. The President or Adviser of SAA will contact the member in question to discuss the procedure.
2. The member has the choice of presenting his/her case to SAA Executive Committee and Adviser or accepting the impeachment and/or expulsion.
3. The active members of the Executive Committee will ultimately determine the status of the member via a majority vote (as stated in Article XIV, Staggies do not have voting privileges. For voting regulations see Article XIV).

Article XIV
Voting

Section 1 Each Executive Committee and General Member shall be allowed to vote on all matters, except for the President who will serve as tiebreaker. If President is absent, the Advisor will serve as the tiebreaker. As stated in Article V, Staggies to not retain voting privileges.

Section 2 The Advisor shall be a non-voting member of SAA, but will be expected to participate in all Executive Committee meetings. If needed, the Advisor will serve as a tie-breaker. All voting will result in a majority rules decision.

Article XV
Vacancies

Section 1 Vacancies shall be filled by nomination and vote on behalf of the Executive Committee no later than two meetings after the vacancy occurs.

Section 2 Due notice of an elected officer leaving his/her office must be given two (2) weeks in advance.

Section 3 "On-deck" status does NOT guarantee you the position you are in training for should a vacancy occur. However, priority may be given in the nomination process.

Section 4 If applicable, "On-Deck" members will be given first priority in filling vacancies in extenuating circumstances (i.e. graduation, impeachment, expulsion, etc.) and will be reviewed by the Executive Committee. If approved, "On-Decks" will assume the position and remainder of term (see Article IX, Section 3).

Article XVI
Amendments

Section 1 Amendments to the Constitution may be proposed at any time by any active member. Another active member must second the motion.

Section 2 Proposed amendments require a three-fourths (3/4) vote of all total active Membership, not including Staggies, in order to be passed.

Article XVII
Ratification

Section 1 This Constitution shall become effective immediately upon a two-thirds (2/3) ratification of the Executive Committee and shall replace all previous documents.

Section 2 The effectiveness of this Constitution shall be reviewed every semester or as deemed needed by the Executive Committee.

Article XVIII
Dissolution

Section 1 In event of dissolution of the Fairfield University Student Alumni Association, all assets and records shall be transferred to the Fairfield University Office of Alumni Relations.