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CONSTITUTION OF

THE INTER-RESIDENCE HALL ASSOCIATION

OF SAN JOSE STATE UNIVERSITY

PREAMBLE

We, the residence hall students of San Jose State University, in order to form a more united community and promote the educational goals of the University, through leadership opportunities and innovative programming, do ordain and establish this constitution for the Inter-Residence Hall Association of San Jose State University.

ARTICLE I

IDENTITY

Section 1. Name of Organization

The name of this organization will be Inter-Residence Hall Association (I.R.H.A.) of San Jose State.

Section 2. Mission Statement

For each new academic year, I.R.H.A. executive board, or quorum will devise a mission statement.

Section 3. Symbol

The Official symbol of the organization will be the following:

Section 4. Colors

The official colors of the organization will be navy blue, white, and silver.

ARTICLE II

PURPOSE

Section 1. Representation

The purpose of this Inter-Residence Hall Association is to represent the Members of the San Jose State University (SJSU) Residence Halls on all matters concerning the residence hall community.

Section 2. Programming

The organization will act as the central programming body to coordinate events that will include all halls.

Section 3. Leadership Opportunities

The organization will provide leadership opportunities for personal and professional growth.

Section 4. Funding

The organization will seek to provide funding for member governments in their pursuit of community development.

ARTICLE III

AFFILIATION

Section 1. Associated Students

The organization will maintain a working relationship with the Associated Students of San Jose State University.

a. The relationship will be maintained by the President of the Organization.

b. Money matters will be handled by the Treasurer through the Associated Students Business Office.

c. The legal affiliation with the Associated Students shall be maintained by the Secretary of the Organization through the Associated Student of San Jose State University.

Section 2. National Associated of College and University Residence Halls

The organization will maintain affiliation with the Nation Association of College and University Residence Halls (NACURH).

a. Legal affiliation will be maintained by the National Communications Coordinator (NCC) of the organization.

Section 3. Pacific Affiliate of College and University Residence Halls

The Organization shall be closely related affiliation with the Pacific Affiliate of College and University Residence Halls (PACURH).

a. Legal affiliation will be maintained by the National Communications Coordinator (NCC) of the organization

Section 4. National Residence Hall Honorary

The Organization shall be closely related affiliation with the National Residence Hall Honorary (NRHH).

a. The President of the San Jose State Chapter of the NRHH shall serve as an Ex-Officio member of the IRHA Executive Board.

(Amendment number VIII – FALL 94)

Section 5. San Jose State University Housing Services

University Housing Services (UHS) will maintain an advisory role to the Organization.

a. Selection of the advisor will be agreed upon by the President of the organization and the associate Director of Residential Life of San Jose State University.

1. The Associate Director of Residential Life shall compile a list of Organization Advisor candidates to the next Executive Board meeting.

2. The Executive Advisor, not the Advisor, will bring a list of Organization Advisor candidates to the next Executive Board meeting.

3. The President of the Organization shall submit recommendations to the Associate Director of Residential Life after consulting the Executive Board no later than two weeks after consulting the Executive Board no later than two weeks after receiving the list of candidates.

4. The final decision is not made until the Associate Director of Residential Life consults with the incoming President of the Organization.

(AMENDMENT NUMBER XVI – SPRING 95)

b. The advisor shall serve as an Ex Officio member of the IRHA Executive Branch.

c. Selection shall be agreed upon by the President of the Organization, advisor, and one other members of the Executive Branch of the organization.

d. The selection shall be completed by the first official meeting of the semester.

e. The executive advisor position will be filled by either the Associate or Assistance Director of Residential Life.

f. The executive advisor shall attend quorum meetings once a month and when the advisor is unable to attend.

g. The executive advisor shall serve as the second advisor for conferences, if needed.

(AMENDMENT NUMBER IX – FALL 94)

ARTICLE IV

EXECUTIVE BRANCH

Section 1. Executive Members

The Executive Branch will consist of the following officers: President, Vice-President of Administrative Affairs, Vice-President of Programming, Secretary, Treasurer, and the National Communications Coordinator (NCC).

a. Executive Board members must be matriculating San Jose State University residing within the Residence Hall System.

b. Will be required to attend three-fourths (3/4) of all quorum and Executive Board meetings and attend all Executive Board meetings and attend all Executive Board retreats.

c. Executive Branch members may not hold any other executive position in Hall Government during their term of office in the Organization.

d. Executive Branch members may not hold any other executive position in outside organizations. This clause may be waived with a two (2) minute discussion without the candidate present after a presentation by the candidate, then a simple majority vote.

e. Executive Branch members may not hold a para-professional Residential Life staff position during their term of office in the Organization.

f. All elected and appointed officers shall maintain at least a cumulative 2.50 GPA.

g. All elected and appointed officers shall remain in good judicial standing with the University Housing Services and San Jose State University with no more than 3 (three) documented violations in 1 (one) academic year.

h. Elected and appointed officers found not complying with the qualifications noted above or if found responsible for severe violations of Housing Facility Regulations and Standards or San Jose State University Code of Conduct will not be allowed to continue in office.

i. An Ex-officio Executive Branch position will be granted to a Para-Professional Resident Life staff member by the third week of May for the upcoming academic year. The duration of this appointment will be one (1) academic year.

j. This appointment will be determined by the President of the Organization, the Advisor of the Organization and the Associate Director for Residential Life.

k. All executives board members can not take more than 18units per semester for the

entirety of their term.

Section 2. Terms of Office

Elected members of the I.R.H.A. Executive Branch will serve a term of one academic year.

Section 3. Installation of Officers

Installation of spring elected officers shall occur during the Annual Organization

Banquet, or no later than noon on the third Wednesday of May.

Section 4. Non-Committed Position

Any position not filled through general election is to be filled by special election no later than noon on the third Wednesday of September.

Section 5. Oath of Office

All elected Executive Branch members must take the following oath of office to be administered by the Advisor of the Organization.

a. The oath of office is as follows: “I, (state your name) do affirm that I will perform the duties of the office upon which I am about to embark, to the best of my abilities, and I will uphold and defend the Constitution of The Inter-Residence Hall Association of San Jose State University.”

Section 6. Vacated Positions

Any officers elected to fill a vacant position shall complete the term of office vacated.

Section 7. Ex-Officio Members

Ex Officio membership shall be granted by the I.R.H.A. President and will be confirmed by two-thirds vote of the quorum present.

Section 8. President

The duties of the President will be as follows:

a. Shall act as Chief Executive Officer of this Organization as a supervisor role.

b. Shall be the official representative of I.R.H.A., and serve as the official delegate, attending meetings of or with, University Housing Services, Associated Students, and the campus community.

c. Shall serve as chairperson of all I.R.H.A. quorum meetings.

d. Shall be responsible for the execution of all legislation including the coordination of the Organization committee system.

e. Shall have the power to call special elections

f. Shall have the power to appoint committee as necessary with the approval of the Organization by majority vote.

g. Shall have the power to call emergency meetings, providing 24-hour notice to all members of the quorum.

h. Shall have the power to implement Executive Orders.

i. Shall co-sign for I.R.H.A. funds.

j. Shall perform other duties as necessary.

Section 9. Vice-President of Administrative Affairs is as follows:

a. Shall assume the duties of the President in their absence and/or resignation.

b. Shall serve as the Chief Justice of the Organization's Judicial Branch.

c. Shall serve as the Chairperson of the Constitution Review Board.

d. Shall coordinate and administer the annual Organization election process.

e. Shall be responsible for organizing membership recruitment and organizing leadership

activities, which will include an annual retreat.

f. Shall coordinate all fund-raising activities with the Treasurer.

g. Shall perform other duties as assigned.

Section 10. Vice-President of Programming

The duties of the Vice President of Programming are as follows:

a. Shall be responsible for all aspects programming of the Organizations programming, which included and is not limited to advertisements and publicity.

b. Shall serve as the Chair of the Programming Board.

c. Shall work with the Secretary in producing and distributing the Central Programming Calendar each academic month.

d. Shall network with other schools to bring new and improved programming ideas.

e. Shall perform other duties as assigned.

Section 11. Secretary

The duties of the Secretary are as follow:

a. Will maintain all records of the Organization.

b. Will be responsible for all minutes and memorandums.

c. Will receive and respond to all official correspondence.

d. Will act as a liaison to each of the halls.

e. Will be responsible for maintaining communications between halls by means of distributing a newsletter or minutes.

f. Will act as the Organization's office manager.

g. Will coordinate the Annual Organization Banquet.

h. Will be responsible for maintenance of records of eligible members.

i. Will coordinate the use of the Organization's equipment.

j. Will work with the Vice-President of Programming in producing and distributing the Central Programming Calendar each academic month.

k. Will perform other duties as assigned.

Section 12. Treasurer

The duties of Treasurer are as follows:

a. Will present the annual budget to be approved by two0thirds vote of quorum, no later than the first Wednesday of October.

b. Will report the balance of account at each quorum meeting with a line item list of spending.

c. Will maintain all records of accounts.

d. Will act as the liaison for the Organization to Associated Students Business Office (ASBO).

e. Will co-sign for Organization funds.

f. Will submit funding request forms, within  three days of receipt to ASBO.

g. Will coordinate all fund-raising activities with the Vice-President of Administrative Affairs.

h. Will perform other duties as assigned.

Section 13. National Communications Coordinator

The duties of the National Communications Coordinator (NCC) are as follows:

a. Will be the Organization's liaison and representative to NACURH and PARCURH.

b. Will maintain correspondence between member schools.

c. Will prepare an annual report for the National Information Center (NIC)

d. Will be responsible for maintaining membership status to NACURH and PACURH.

e. Will coordinate all leadership-training activities with the Vice-President of Administrative Affairs.

f. Shall serve as the chairperson of the Conference Committee.

g. Will perform other duties as assigned.

ARTICLE V
Legislative Branch

Section 1. Equal Rights and Representation

Membership in the organization will not be denied to anyone on the basis of race, creed, religion, sex, veteran's status, sexual orientation, national origin or physical disability, except as sanctioned by law (California Administrative code, Title 5, Section 41500: Education Amendments of 1972, Title IX). Representation shall consist of the following:

a. Brick buildings are allotted three (3) voting members with the exception of the Conference Hall, which will have two (2) voting members.

b. Joe West Hall is allotted six (6) voting members.

Section 2. General Members

All students living in the San Jose State University Residence Halls, who have paid an activity fee will be members of the Organization.

a. All members will have the right to be represented by hall representatives and Executive Branch of the Organization.

b. All I.R.H.A. sponsored events or programs are open to all members including I.R.H.A. quorum meetings.

c. All members have the right to petition their grievances to the judicial branch for consideration and possible resolution (See Article VII).

d. All members will be allowed to vote in elections concerning Executive Branch positions.

Section 3. Voting Rights

Voting members are determined at the beginning of each regularly scheduled I.R.H.A. quorum meeting. Each hall will determine their own voting members from the list of current quorum members according to the rules below:

a. The remaining voting members will be selected by their respective halls from the list of quorum members at the beginning of each regularly scheduled I.R.H.A. quorum meeting.

b. Voting members will be granted full voting rights and the President of the Organization will vote only in the case of a tie.

Section 4. Quorum

A quorum shall be established when there is at least two-third (2/3) of the entire legislative branch. Under normal circumstances, ten (10) voting members will establish quorum, except where I.R.H.A. withdraws support from a hall. Quorum members are elected representatives of their hall governments and may serve as voting members during a regularly scheduled I.R.H.A. quorum meeting.

a. Each hall is responsible for providing a list of quorum members to the Secretary of the Organization

b. Professional staff cannot be a quorum member.

Section 5. Responsibilities

The following are responsibilities of the Organization quorum members:

a. Shall sit on at least one (1) committee per semester.

(AMENDMENT NUMBER V – FALL 94)

b. Shall attend weekly Quorum meetings and hall/house government meetings.

c. Shall relay pertinent information between the Organization and individual hall/house governments.

Section 6. Attendance

I.R.H.A. will withdraw support (monetary or otherwise) from a hall in the circumstances that said hall fails to provide at least two-thirds (2/3) of the required representatives for two (2) consecutive quorum or committee meetings.

a. Bricks need a minimum of two (2) representatives with the exception of the Conference Hall having a minimum of one (1) representative.

b. Joe West Hall needs a minimum of four (4) representatives.

c. A hall that has lost support may petition the I.R.H.A. quorum for reinstatement. A simple majority vote is required to reinstate the hall.

d. Attendance will be calculated by the Secretary of the Organization who will maintain attendance records.

ARTICLE VI

JUDICIAL BRANCH

Section 1. General Characteristics

a. The Judicial Branch will hear all grievances lodged against the Organization or any member of the Organization concerning matters included in this Constitution.

b. The Judicial Branch will also review and interpret the Constitution, seek and review amendments, and make recommendations to the quorum for adoption.

c. The Constitution Review Board will make up the Judicial Branch.

Section 2. Members.

a. The members of the Judicial Review Board/ Constitutional Review Board will be the Chief Justice (Vice-President of Administrative Affairs), the Advisor, one student per hall/house, and a minimum of three (3) organization members.

b. All members are voting members except the Chief Justice, who will vote only in the case of a tie.

c. It is the responsibility of the Chief Justice to notify the president of each hall to recruit representatives for this committee.

Section 3. Responsibilities

The Judicial Branch will recommend quorum sanctions of other actions consistent with its findings in the hearings.

Section 4. Jurisdiction

The branch has original jurisdiction in all cases where the accusation is clearly in violation of the Organization's Constitution. Any hall may request that the Constitution Review Board conduct hearings on matters concerning hall constitutions.

Section 5. Powers

The Judicial Branch has the authority to request that all parties involved attend a hearing to review the accusations. If the accusation is against the Organization then the Judicial Branch will hear the said argument.

Section 6. Procedures

The Judicial Branch shall meet with all parties involved to hear arguments and then render a recommendation, which will be presented to the quorum for a majority vote.

ARTICLE VII

IMPEACHMENTS AND VACANCIES

Section 1. Impeachment

Impeachment of an Executive Branch Officer will require the following:

a. A petition will be submitted to the Secretary at a regularly scheduled meeting with at least 100 residents' signatures.

b. The Quorum will vote on the removal at the Organization's next scheduled meeting.

c. Two-thirds (2/3) vote (closed ballot) of the quorum is required to remove an Officer.

Section 2. Filling Vacancies

Vacancies created for any reason will be filled in the following manner:

a. to be eligible to fill a vacancy the candidate must be a member of the Organization in good standing.

b. The candidate must state intent to fill vacant position at a regularly scheduled quorum meeting. The candidate must then be approved by a two-thirds (2/3) quorum vote.

c. If the office of the President becomes vacant, the Vice-President of Administrative Affairs will become President with the exception that the Vice-President of Administrative Affairs declines the position, a special election will be called.

d. Appointments will be for the remainder of the vacant term.

ARTICLE VIII

ELECTIONS

Section 1. Election Timeline

a. Elections for Executive Branch positions will be completed no later than the third week of April of current academic year.

b. The Executive Board is responsible of devising an appropriate timeline for elections and informing residents of the timeline and processes involved.

Section 2. Candidate Eligibility

a. All candidates must be a matriculating San Jose State University student residing within the Residence Hall system.

b. All candidates must reside within the Residence Hall System at the time of their election and for the entire length of their term in office.

c. All candidates must be in good academic standing with San Jose State University at the time they take position in the fall semester as well as having a 2.50 cumulated GPA when the term begins, and maintaining these standards throughout the term of office.

d. All candidates must be in good judicial standing with University Housing Services and San Jose State University at the time of their election.

Section 3. Reelection

Officers may run for reelection if the candidate eligibility requirements are met.

Section 4. Nominations

Nominations must be made and seconded by a quorum member during a regularly scheduled quorum meetings. Nominations must be reflected in the minutes.

Section 5. Written Bids

a. Persons nominated must prepare a written bid statement declaring their reasons for desiring the position they are running for and their goals for the upcoming year.

1. The bid shall be no more than 8 (eight) pages (a page defined as 10-12 size type and a page with print).

2. At least 1 (one) letter of recommendation

3. 22 copies of the candidate bid shall be due at the quorum meeting prior to the elections. Those bids not submitted by the deadline will not be considered.

b. Candidates should include a list of time commitments that would affect his/her ability and accessibility.

c. 22 copies of a bid from those intending to run for an I.R.H.A. Executive Board Position at the election meeting.

Section 6. Election Procedures

a. At least two (2) members of the Executive Board and the Advisor must be present.

b. Nominations must be stated in the minutes.

c. There must be an explanation of protocol prior to nominations.

d. Presentation time: speech of five minutes, question and answer of five minutes and discussion of five minutes.

e. Each voting member receives 1 (one) for each position.

f. Each voting member votes for only one candidate in each position.

g. The vote must be done by secret ballot.

h. If the candidate does not get elected to the office they are bidding for the candidate shall have the option of bidding down to the next position.

1. Order of elections shall be:

a. President

b. Vice-president of Administration

c. Vice-president of Programming

d. Treasurer

e. Secretary

f. National Communications Coordinator

Section 7. Majority

Election of the Executive Board shall require a majority of votes cast in by those voting members present.

Section 8. Failure of Majority

a. Should there fail to be a majority for a candidate on the first ballot, a second ballot shall be called from which the candidate polling the lowest vote shall be dropped.

b. Should the second ballot fail to produce a majority vote for any candidate, subsequent ballots shall be called until a majority vote is secured.

c. Should a tie occur in the low vote, neither candidate shall be dropped from the subsequent ballot, but there should remain a tie on the next ballot, both names shall be dropped in subsequent balloting.

Section 9. Roll Call Vote

All voting must be done by secret ballot.

Section 10. Elected Officers

The newly elected officers shall take office at the time of their induction during the End-of-the-Year Banquet and serve a term of one academic year.

Section 11. Special Elections

The Executive Board will designate the timeline for special elections for mid-term vacancies.

Section 12. Office Transition

The Executive Board shall be responsible for transitioning of all elected positions before the end of the term of office. This transition may be reflected in a gradual shift of responsibilities from the out-going person to incoming person.

a. Each out-going officer is required to facilitate a transitioning process to familiarize the new officer with his/her position at least 1 month prior to the new officer taking office.

b. The out-going officer shall give a wrap up report of the work conducted within that position in the previous year.

c. Each out-going officer shall turn over all records, notebooks and materials pertinent to their position to the elected officer at the end of their term of office.

d. A retreat shall be held for the in coming and out-going Executive Board.

e. An induction ceremony shall be held at the Annual End-of-the-Year Banquet to complete the transition of the new officers.

(AMENDMENT NUMBER XVV – SPRING 01)

ARTICLE IX

MEETINGS

Section 1. Parliamentary Procedures

The parliamentary authority for this Organization will be Robert's Rules of Order unless there is a conflict with the Constitution of this Organization. In case of any conflict, this Constitution will be the final authority.

Section 2. Parliamentarian

The Parliamentarian will be a quorum member who will time the length of debates and recognizes members with placards to speak and adhere strictly to Robert's Rules of Orders during quorum meetings.

Section 3. Quorum

Fulfillment of any meeting within the Organization, except Judicial Branch meetings, will require two-thirds (2/3) of the voting representation to have quorum.

Section 4. Agenda

An agenda for any meeting within the Organization will be established by the chairperson of the committee, except in the case of quorum meetings where the President will produce the agenda.

Section 5. Chairperson

Chairperson for committee establishment by the quorum will be selected from Organizations quorum members or appointed by the President with the two-thirds (2/3) approval of the quorum.

Section 6. Emergency Meetings

Emergency meetings may be called by the Executive Branch providing twenty-four (24)

hour notice to quorum members.

ARTICLE X

COMMITTEES

Section 1. Standing Committees

All standing committees of the Organization will commence functioning by the fourth week of the Fall semester and will be maintained until the last quorum meeting of the year. Standing committees will be established in the Organization by-laws.

The following committees are recognized as standing committees of I.R.H.A. :

a. Constitution Review Board (C.R.B.)

b. Resolving Administrative Problems (R.A.P.)

c. Programming Board (P.O.P.)

d. Helping Our Planet Earth (H.O.P.E.)

e. Lighthouse.

f. National Residence Hall Honorary (N.R.H.H.)

g. Food Forum.

These committees will be allocated funds at quorum’s discretion.

Section 2. Ad-Hoc Committees

Ad-Hoc committees will be formed by the President with majority approval of the quorum.

Section 3. Reporting Procedures

a. All committees will report directly to the quorum at the designated time in the agenda.

b. All committees will provide any written data needed before the quorum for decision-making.

c. The committee will notify the quorum of any votes taken.

d. When deemed necessary by the President or committee chair, the committee will present their report in written form with sufficient copies for each quorum member.

e. Committee chairs are required to provide the Secretary of the Organization with an attendance list.

ARTICLE XI

RECORDS

Section 1. Minutes

Minutes will be maintained on all proceedings of quorum meetings by the Secretary of the Organization. The minutes will be approved by the majority of the quorum at the next regularly scheduled meetings. The minutes will be kept on file for one calendar year.

Section 2. Agendas

The President will produce and distribute the agenda weekly quorum meetings. The agendas will be kept on file for one calendar year.

Section 3. Membership Roster

The Secretary will maintain a list of all active representatives and will produce and distribute a phone list of all representatives and hall officers at the beginning of each academic semester.

ARTICLE XII

AWARDS

Section 1. Association of Alumni and Friends of NACURH

The Association of Alumni and Friends of NACURH is a national Organization with the express purpose of recognizing members and non-members who have made major contributions to the Organization. Through a donation by former San Jose President Dr. Gail Fullerton, a $1000 allotment has been set aside to recognize the maximum of two people a year.

Section 2. Class Leadership Award

The Class Leadership Award will be awarded to one member of each class (i.e. Freshman, Sophomore, Junior, Senior/Graduate). The Executive Branch and Advisor will vote the winner of the award. The award will be presented at the Annual Organization Banquet to a member of each class who has made significant contributions to the Organization. At least one N.R.H.H. representative will be consulted in the selection process of the Class Leadership Award.

Section 3. President's Award

The President will award the President’s Award throughout the year to members who have contributed to the Organization. This certificate will serve as a significant way of recognizing members of the Organization for their contributions.

Section 4. The Friends of IRHA Award

The Friends of IRHA Award will be presented to non-members for their contributions and support of the Organization. This award will be voted on by the Executive Branch and presented at the Annual Organization Banquet.