 Policy Manual |
Classification Number: 6.9 Date Issued: 8/91; 8/97; 5/06 |
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CONSTITUTION UNIVERSITY PROGRAM COUNCIL PREAMBLE We, the students of the University of North Texas, in order to provide the University community with educational, cultural, social, and recreational opportunities, do hereby ordain and establish the Constitution of the University Program Council of the University of North Texas. All provisions of the constitution are subject to the regulations of the Union Board of Directors and the Board of Regents at the University of North Texas and the Texas Higher Education Coordinating Board and University System. Article I Section 1: Name: This organization shall be known as the University Program Council (UPC) of the University of North Texas. Section 2: Purpose: The purpose of this organization shall be to provide opportunities for development and learning through the sponsorship of educational, cultural, social, and recreational programs and learning opportunities which contribute to campus environment and mission of the University Union and University of North Texas. Article II Section 1: Committees: The University Program Council shall be organized in committees. Standing committees shall be headed by student coordinators, which are selected by the selection process detailed in Article IV, Section 3. Membership shall be open to students as described in Article III, Section 1. Section 2: Funding: The primary sources of funding for the University Program Council shall be University Union fees as determined by the University Union. Secondary sources of funding shall be revenue from event ticket sales, corporate sponsorships, and external grants. Section 3: Advisors: Advising staff shall be provided to guide the organization, student leadership and members. Advisors are members of University Union, Union Programs staff. The role of advisors is to serve as a resource and to provide training, guidance, and leadership development to student leadership and members in elements of leadership, policy and program development and implementation. Advising staff retains final responsibility and authority for the University Program Council as University staff members, per University policy. Article III Section 1: Eligibility: Every duly registered student, as defined by the regulations of UNT, shall be eligible for membership in the UPC. Section 2: Membership: To be considered a member one must join one or more UPC committees by completing an information sheet and participating in one event or meeting a month. Section 3: Responsibilities: (a) Assist with all aspects of program development and implementation of the respective committees (b) Understand and abide by the mission statement of UPC (c) Abide by the policies established by the committee, University Program Council, University Union, and University of North Texas. Article IV The University Program Council will be governed by a body called the Executive Board. Section 1: Composition: The Executive Board will be composed of: (a) The UPC President [voting member in case of a tie] (b) Vice President of Marketing [voting member] (c) Standing committee coordinators or coordinator's proxy [voting members] Section 2: Terms and conditions of selection of Officers and Coordinators: (a) All students seeking selective positions or being considered for appointed positions within the UPC must be in good standing with UNT and be enrolled in at least 9 hours at the undergraduate level and/or at least 6 hours at the graduate level prior to receiving appointment or applying for office and must remain so during their tenure in office. (b) Exemptions from maintaining the required number of hours are allowed only in the case of the University prohibiting enrollment of more than six hours. Holding a position in this circumstance must be approved by the Executive Board.
Section 3: Process of Selection of Officers and Coordinators
Section 4: Qualifications:
Article V Section 1: Meetings: The Executive Board will meet on a weekly basis while school is in long session. Section 2: Quorum: Two-thirds (2/3) of the voting membership of the Executive Board will constitute a quorum. A quorum will be necessary to conduct official business. Section 3: Authority: The Executive Board shall have the authority to approve and/or modify the following:
Article VI Section 1: Cause: Alleged non-performance of responsibilities, gross inefficiency of duty and misconduct of an officer, coordinator or committee member. Section 2: Officer & Coordinator Review:
Section 3: Officer & Coordinator Removal: If the situation that initiated the review process is unresolved or the individual does not adhere to the agreement, the matter will be referred to Executive Board for a hearing.
Section 4: Appeal: Appeals of Executive Board members will be made to Associate Union Director for Programming who will hear presentations from the complainant and defendant. Section 5: Resignation: As a professional courtesy, letters of resignation shall be submitted two weeks prior to the effective date to the President of UPC. In the case of UPC President resignation, a letter shall be submitted to Program Advisor. Section 6: Removal of Committee Members: Article VII AMENDMENTS Section 1: Approval: (a) This constitution may be amended by a 3/4 majority vote of the Executive Board, providing the amendment has been submitted in writing at the preceding regular Executive Board meeting. (b) Amendments to the Constitution must be approved by the Union Board of Directors and the UNT Board of Regents. Section 2: Effective Date: Amendments to the Constitution will take effect immediately upon approval of the UNT Board of Regents. Article VIII Section 1: Contents: The By-Laws of the UPC Constitution will include, but are not limited to: (a) Meetings (b) Policy regarding tardiness to Executive Board meetings (c) Absentee policy (d) UPC Budget (e) Position descriptions of the Officers and Standing Committee Coordinators (f) Selection Committee (g) Identification of Standing Committees (h) Definition of Standing Committee purposes (i) Process and criteria for evaluation, addition, or removal of Standing Committees Section 2: Changes: Changes to the UPC By-Laws must be approved by a 3/4 majority vote of the voting membership of the Executive Board. The proposed change must have been submitted in writing at the previous regular Executive board meeting and may not conflict with any item in the UPC Constitution. Section 1: Effective Date: The Constitution will take effect, pending a 3/4 majority vote of the Executive Board, and approval by the Union Board of Directors and UNT Board of Regents. Section 2: Supersedes: This constitution supersedes all previous documents. Section 3: Review: This constitution shall be reviewed by the University Program Council and/or the Union Board of Directors no less than every three years following date of effect. UNIVERSITY OF NORTH TEXAS RULES OF THE EXECUTIVE BOARD Article I: Meetings Sec. 1 All meetings of the Executive Board will be open to the public unless discussing matters of personnel. Sec. 2 Before speaking, a member must be recognized by the UPC President. Sec. 3 An item may be called to a vote if a motion is made and seconded from within the voting membership of the Executive Board. Sec. 4 A majority vote of the Executive Board members present constitutes approval of a motion. This excludes amending this Constitution, which requires a 3/4-majority vote of the total voting membership of the Executive Board. Sec. 5 If a proposal is not passed, it goes back to the sponsoring committee for further review and action. Sec. 6 All voting members of the Executive Board are required to bring their coordinator's handbook to all Executive Board meetings. Sec. 7 Special meetings may be called by the UPC President if Executive Board members are given at least 24 hours notice and informed of the purpose of the meeting. A special meeting may be called if 1/3 of the voting membership of the Executive Board sign and submit a written request to the UPC President. Article II: Proposals A. Regular status:
Sec. 1 A complete, signed proposal must be posted on the board one week prior to discussion at the Executive Board meeting. Sec. 2 The date that the proposal was posted on the board must be indicated on the program proposal sign-off sheet. Sec. 3 The date that the proposal will be submitted to Executive Board must be indicated on the program proposal sign-off sheet. Sec. 4 Quorum must be achieved on the program proposal sign-off sheet by 5:00 p.m. on the business day prior to the executive board meeting for the proposal to be discussed at the next Executive Board meeting. Sec. 5 Motion must be made and seconded for consideration and discussion. B. Emergency status: Sec. 1 Quorum must be achieved on the program proposal sign-off sheet prior to the Executive Board meeting for the proposal to be discussed at the meeting. No proposals will be signed during the meeting. Sec. 2 Each coordinator and officer may submit up to two emergency proposals per semester. Sec. 3 The reason why it is being presented as an emergency status proposal must be discussed. Sec. 4 A motion must be made and seconded to accept the proposal on emergency status. Sec. 5 Vote to approve on emergency status. b. Not approved - proposal is not presented to Executive Board. C. Ending discussion: Sec. 1 Any voting member may call the question to move the proposal or issue to a vote. If no objections are raised, voting proceeds by secret ballot. If an objection is raised, then discussion continues until the question is called again. D. Amendments: Sec. 1 Proposals and other business which is not an amendment to the UPC constitution: a. May be made by friendly amendment, which must be accepted by the proposer to be added to the original motion. b. May also be made with a motion and a second. The amendment must then be discussed and accepted with a majority vote by secret ballot prior to voting on the original proposal. Sec. 2 To the UPC constitution: E. Tabling a motion: Sec. 1 Requires a motion and a second in addition to acceptance by the proposer in cases of proposals. The issue or proposal is then readdressed at the next meeting of the Executive Board, during Old Business.
Sec. 2 Co-sponsoring organization must actively involve UPC in one of the following areas:
Sec. 3 Advertising and Publicity
Sec. 4 Co-sponsoring organization must be actively involved in the evaluation process by:
Sec. 5 Before receiving co-sponsorship assistance, the requesting organization must sign a co-sponsorship agreement (mention F. Sec. 1c) to adhere to these requirements.
Sec. 6 By-Laws - Article II, F. may be overturned by a 3/4 majority vote of the total voting membership of the Executive Board on a per event basis providing:
Article III: Policy Regarding Tardiness to Executive Board Meetings Sec. 1 Each voting member and President will be considered tardy to Executive Board meetings if they are more than 15 minutes late. Sec. 2 Two tardies will count as an absence. Article IV: Absentee Policy Sec. 1 Each voting member and President will be allowed a maximum of two absences per semester. Excessive absences may result in the coordinator being placed on review. Sec. 2 When possible, the coordinator should appoint a knowledgeable committee member to attend meetings in his/her absence. The committee members would serve as a proxy, give a committee report and vote on all motions. The third use of a proxy constitutes one absence. Sec. 3 Failure to turn in three (3) activity reports during the course of a semester constitutes one absence from the Executive Board meeting. Article V: UPC Program Budgets Sec. 1 The UPC program budget will be administered by the UPC President and maintained by the UPC Secretary in conjunction with the Union Program Staff. Sec. 2 The UPC budget will be prepared during the spring semester for implementation during the following fiscal year. Sec. 3 All standing committee coordinators will submit to the UPC President an estimate of expenses and revenue by program for the next fiscal year. Sec. 4 The UPC President, in conjunction with the Union Program Staff, will compile a budget proposal for review by the Executive Board. Sec. 5 A 2/3 approval of the Executive Board members present is needed to approve the proposed budget. Sec. 6 The UPC President will submit the approved budget to the Union Program Staff. Sec. 7 Once approved by the Executive Board, the budget will be forwarded to the Union Board of Directors and through University channels for approval. Article VI: Position Descriptions of UPC Officers and Standing Committee Coordinators Sec. 1 The UPC President will: a. act as administrative head and liaison of the UPC b. preside over all meetings of the Executive Board c. prepare agendas for Executive Board meetings d. with the approval of the Executive Board, appoint and oversee the coordinator of ad-hoc committees e. represent UPC to all external constituencies unless otherwise delegated f. during the fall and spring terms keep 18 UPC hours, of which 15 are posted regular office hours g. be responsible for all formal/official UPC external correspondence h. be thoroughly familiar with and implement the Constitution, By-Laws and Guidelines of the UPC as well as University Union and University of North Texas policies that affect UPC. i. conduct weekly meetings with all officers & advisors to discuss present situations and concerns j. meet weekly with and be evaluated each semester by the Union Program Staff k. assist in the yearly program budget preparation process and in any budget adjustments throughout the year l. when necessary, delegate duties to the VPM but retain ultimate responsibility for action taken m. act as Co-Chair for UPC-wide programs n. oversee the use of the co-sponsorship budget o. chair Selection Committee p. sit on Union Board of Directors and appoint UPC Coordinator or committee member to second seat Sec. 2 The Vice President of Marketing will: a. create and maintain a positive image for UPC b. Get information for press releases and media to the Union Marketing Director. c. meet with coordinators to discuss promotion for programs d. be thoroughly familiar with current and traditional promotional ideas e. maintain accurate records and samples of promotion techniques f. be familiar with other groups and organizations who could be resources for promotions g. serve as UPC representative/liaison regarding marketing concerns of UPC h. assess target markets to determine what marketing strategies affect what groups i. be responsible for promoting UPC as an organization j. maintain those programs already begun that require regular maintenance (such as wall calendar and phone hotline) k. serve as a promotions resource to UPC coordinators l. aid in the promotion of UPC co-sponsorships to see that proper guidelines are met m. fulfill all coordinator requirements. Sec. 3 UPC Committee Coordinators will: a. attend all Executive Board meetings and functions b. be thoroughly familiar with the Constitution, By-Laws, and Guidelines of the UPC as well as the University Union and University of North Texas policies that affect UPC c. meet weekly with and be evaluated each semester by their assigned advisor d. keep a minimum of 15 UPC hours each week, of which 12 hours are regular posted office hours. e. hold regular committee meetings. f. chair and prepare an agenda for committee meetings g. prepare and submit to the Executive Board for approval a program proposal, budget, promotion plan, (and co-sponsorship agreement, if necessary) for all programs h. submit a committee budget to the UPC President as part of the budget making process. i. have ultimate responsibility for all programs implemented by the committee j. communicate pertinent information from the Executive Board to their committee and from their committee to the Executive Board k. act as administrative head of the committee and provide leadership and guidance for the committee members in planning and executing the activities of the committee l. orient committee members about the mission of the UPC and the responsibilities of its members m. maintain accurate and up to date accounts of committee finances and attendance records to be provided to the UPC secretary, their assigned committee advisor and the UPC President. n. maintain accurate and up to date event files that must include: 1. program proposals o. submit weekly activity reports p. participate when possible in ad-hoc committees, i.e. selection q. assist in recruitment and retention Article VII. Selection Committee Composition: Sec. 1 Every effort will be made by the UPC President to constitute a diverse Selection Committee composed of the following: a. One (1) UPC officer b. One (1) UPC coordinator, appointed by the UPC Executive Board c. One (1) member of the University Union Administrative Staff, appointed by the Union Director d. One (1) member of Student Government Association, appointed by the President of SGA e. One (1) member of the Residence Hall Association, appointed by the President of RHA f. One (1) member of the Student Activities Center staff, appointed by the Director g. One (1) member of the Multicultural Center appointed by the Director Article VIII. Standing Committees and Definition of Committee Purposes Sec. 1 UPC standing committees are: a. Silver Screen committee b. Traditions committee c. Hot Topics committee d. Marketing committee e. Mainstage committee f. Spotlight committee g. Recreation and Travel committee
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