Alcalá Club

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Constitution

Article I: Name

The name of this University of San Diego organization shall be the Alcalá Club.

Article II: Purpose

The purpose of this organization shall consist of the following:

  1. Acting in the capacity of a service organization for the University of San Diego.
  2. Acting upon the request of the President of the University of San Diego as official representatives of the university at university sponsored activities and functions.
  3. Acting as the liaisons between the University of San Diego community and the various guests who visit campus.

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Article III: Membership

Section 1

Membership in this organization shall be open to the following:

  1. University of San Diego undergraduate students.
  2. Those willing to perpetuate the mission, goals and values of the University of San Diego.
  3. Those capable of devoting the required amount of time to fulfill member responsibilities as outlined in Article III, Section 3.

Section 2

  1. Membership shall be available to only 24 members in the fall and 32 members in the spring, 8 representing each class, with the exception of students who take a leave of absence or study abroad.
  2. Membership shall be perpetual. Each member retains membership in the club throughout his/her enrollment as an undergraduate student so long as in good standing within the club and the University of San Diego.

Section 3: Member Responsibilities and Penalties

  1. Represent the University of San Diego in the most positive manner possible and remain in good standing within the university. In the event of probation, member will receive a letter informing them of a meeting with the Executive Board and faculty advisor(s) to discuss his/her membership status; depending on severity, could be grounds for dismissal.
  2. Attendance at meetings is mandatory.
    1. Excused absences shall only be granted for an illness or family circumstances.
      1. Member must inform either the President or VP of Administration prior to meeting for an excused absence.
      2. Should a critical reason other than the above be an issue, member can arrange a meeting with the Executive Board for a 'case-by-case' decision.
    2. Unexcused Absences
      • First violation (per semester): member will receive a warning letter.
      • Second violation (per semester) - Probation: member will receive a letter informing them of a meeting with the Executive Board and faculty advisor(s) to discuss his/her membership status.
      • Third violation (per semester): removal from the club and the return and purchase of the blazer, tie and nameplate as written in the statement signed on the Alcalá Club application.
  3. Participation in a minimum of 4 events each semester is required.
    • First violation - Probation: member will receive a letter informing them of a meeting with the Executive Board and faculty advisor(s) to discuss his/her membership status.
    • Second violation: removal from the club and the return and purchase of the blazer, tie and nameplate as written in the statement signed on the Alcalá Club application.
    • Member concerned about fulfilling this requirement because of a prolonged illness or another severe circumstance must inform either the President or VP of Administration by November 1st (1st semester) and/or April 1st (2nd semester). The Executive Board will work to accommodate your situation.
  4. Required to submit notification to the Executive Board and faculty advisor(s) if taking a leave of absence or studying abroad.
  5. Maintain a minimum cumulative GPA of 3.0. In the event of probation, member who has been unable to do so will receive a letter informing them that they have the following semester to earn a semester GPA of a minimum of 3.0, otherwise it will result in the removal from the club and the return and purchase of the blazer, tie and nameplate as written in the statement signed on the Alcalá Club application.

Section 4: Powers of the Members

  1. Entitled to submit a formal request to the Executive Board and faculty advisor(s) for approval to permanently surrender membership for an appropriate special circumstance and return and purchase the blazer, tie and nameplate.
  2. Entitled to request approval from at least two Executive Officers to call for a general and/or Executive Board meeting.
  3. Entitled to submit a formal proposal to the Executive Board to amend the Alcalá Club Constitution.
  4. Entitled to submit a formal request with reasoning to the club to evaluate an Executive Officer for possible dismissal.
  5. Entitled to self-nominate and shall have one vote when voting among issues presented at general meetings.

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Article IV: Selection

Section 1: The Selection Committee

  1. The Selection Committee shall be available to only 5 members, 1 representing each class as well as the VP of Selection and the President.
    • The VP of Selection shall sit as chair of the committee.
    • In the fall semester, for each class, two nominees from a pool of self-nominated members will be voted for by a majority vote of those present. The Executive Board will discuss both candidates (all things considered) and vote one member from each set of two to sit on committee. Should the Vice President of Administration or the Vice President of Social Activities be considered for selection committee, they will remove themselves from the Executive Board discussion and vote for their class.
  2. Selection Committee Responsibilities:
    • Submit a proposal to the entire club at a general meeting that outlines the selection process for that year. After discussion and any further proposed revisions, a majority vote of those present will pass the proposal.
    • Invite qualifying students to apply.
    • Advertise the club, prepare applications and attend all interview dates.
    • Disqualify any application that is incomplete, late, or does not suit qualifications.
    • Must discuss each qualified applicant.
    • Select 8 applicants that best encompass stated criterion, as outlined in Article IV, Section 2, to become official members.
    • Distribute all letters of rejection/acceptance.

Section 2: The Selection Process

  1. The process shall take place every spring semester.
  2. Qualifications:
    • University of San Diego freshman (1st year, non-transfer).
    • Have a minimum cumulative GPA of 3.0.
    • Submit a signed application, informal transcript, brief essays and a letter of recommendation to the Vice President of Selection by the posted deadline.
  3. Criterion Considered:
    • Non-discrimination Clause – The Alcalá Club does not discriminate on the basis of sex, color, religious belief, age, national origin, ancestry, or disability in admission to the club.
    • Interpersonal communication skills.
    • Capable of devoting the required amount of time to fulfill club responsibilities as stated in Article III, Section 3.
    • Willing to perpetuate the mission, goals and values of the University of San Diego.

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Article V: Governing Bodies

Section 1: The Executive Board

  1. Offices of the Executive Board shall consist of:
    • President.
    • Vice President of Selection.
    • Vice President of Administration.
    • Vice President of Social Activities.
  2. Office term shall last one academic year (exception shall be made for those who take a leave of absence or travel abroad).
  3. No member shall hold more than one office.

Section 2: Executive Board Responsibilities

  1. President:
    • Serve as liaison between the club and the administration.
    • Work closely with faculty advisor(s); meet regularly to get event information and discuss other club related matters.
    • Run meetings regularly with Executive Board to discuss club related matters.
      • Make sure that all Executive Board members execute their responsibilities.
    • Run general meetings with the club to provide event information and discuss other club related matters.
    • Provide a tentative meeting schedule at the first meeting.
    • If contacted, decide whether or not other critical reasons for missing a meeting are excusable.
    • Sit on the Selection Committee.
      • Determine selection timeline (dates for application availability and deadline, informational reception meeting dates, interview dates, and dates for new members to be fitted for blazers) in consultation with the Vice President of Selection and faculty advisor(s).
    • Coordinate elections for incoming Executive Board.
    • Train succeeding President.
  2. Vice President of Selection:
    • Attend Executive Board meetings.
    • Sit as chair of the Selection Committee and encompass all Selection Committee responsibilities.
      • Determine selection timeline (dates for application availability and deadline, informational reception meeting dates, interview dates, and dates for new members to be fitted for blazers) in consultation with the President and faculty advisor(s).
    • Train succeeding Vice President of Selection.
  3. Vice President of Administration:
    • Attend Executive Board meetings.
    • Maintain up-to-date member contact information as well as meeting and event attendance.
    • Take minutes at the Executive Board meetings as well as the general club meetings and promptly provide the club with them (Executive Board meeting minutes can be viewed upon request).
    • Distribute warning and/or probation letters.
    • Perform mid-semester reviews (November, April), mid-year review (December) and year-end review (May) of all members' meeting and event attendance. Make data accessible to the Executive Board and faculty advisor(s).
    • Make information packets for new members.
    • Immediately prepare copies of the portion of the Constitution to be amended and the proposed amendment for the members of the club if the Executive Board approves a Constitution amendment.
      • Notify the Student Organizations of the University of San Diego of any and all amendments to this Constitution and provide club members with an updated version of the Constitution.
    • Train succeeding Vice President of Administration.
  4. Vice President of Social Activities:
    • Attend Executive Board meetings.
    • Coordinate any social events.
    • Provide meeting refreshments.
    • Train succeeding Vice President of Social Activities.

Section 3: Powers of the Executive Board

  1. Retains all the powers of the members (as stated in Article III, Section 4).
  2. Entitled to submit a formal appeal to the University of San Diego regarding faculty advisor(s) appointment and status.
  3. Review and approve/deny all submitted requests as soon as possible in consultation with faculty advisor(s).
  4. Officers shall have one vote when voting among issues presented exclusively to the Executive Board (Selection Committee, Constitution proposals). ¾ vote rules.
  5. Work to accommodate the situations of members concerned about fulfilling event requirement.
  6. Along with faculty advisor(s), meet with members who have earned probationary status.
  7. No Executive Board decision may be changed without a new vote of the Executive Board.

Section 4: Procedure for Executive Officer Evaluation

  1. Upon receipt of a formal request to evaluate an Executive Officer, the club shall openly discuss reasoning stated in request with the entire Executive Board present.
  2. At the next general meeting, a majority vote of the club's total membership will determine whether or not the officer in question should be relieved of his/her responsibilities.
  3. Should an Executive Officer be relieved of his/her responsibilities (or takes a leave of absence to study abroad), upon announcement the club shall re-elect another member by a majority vote of those present to take on those responsibilities for the remainder of the academic year.

Section 5: The Faculty Advisor(s)

  1. The faculty advisor(s) shall be appointed by the University of San Diego. This appointment is subject to the approval of the Executive Board.
  2. Faculty Advisor(s) Responsibilities:
    • Act as the liaison between the administration and the club.
    • Work closely with the club President; meet regularly to give event information and discuss other club related matters.
    • Attend general and Executive Board meetings when possible.
    • Make sure that all active members meet required minimum GPA.
    • Review and approve/deny all submitted requests as soon as possible in consultation with Executive Board.
    • Along with the Executive Board, meet with members who have earned probationary status.
    • Determine selection timeline (dates for application availability and deadline, informational reception meeting dates, interview dates, and dates for new members to be fitted for blazers) in consultation with the President and Vice President of Selection.

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Article VI: Passage of Legislation

  1. Elections shall take place at the end of every spring semester.
    • All eligible members can run for President and/or Vice President of Selection except for newly selected members.
    • All eligible members, including newly selected members, can run for Vice President of Administration and/or Vice President of Social Activities.
  2. An Officer shall be elected by a majority vote of those present.

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Article VII: Amending the Constitution

Section 1: Procedure for Amending the Constitution

  1. Any member of the club can submit a proposed amendment to the Executive Board.
  2. The Executive Board shall vote whether or not to present the amendment to the club.
  3. If approved, the Vice President of Administration must immediately prepare copies of the portion of the Constitution to be amended and the proposed amendment for the members of the club.
    • The proposed amendment must be before the club for at least one week prior to the next general meeting.
    • The vote will take place at the general meeting following the Executive Board's approval.
  4. At the general meeting, the club shall discuss the proposed amendment and have the opportunity to make further modifications to the amendment prior to voting.
  5. A majority vote of the club's total membership shall be necessary for the adoption of an amendment.
  6. Should the event occur that a temporary and/or emergency decision is needed, with a majority approval vote of those present at the general meeting, it may be proposed and voted on that same day without becoming a formal change to the Constitution.

Section 2

The Vice President of Administration shall notify the Student Organizations of the University of San Diego of any and allamendments to this Constitution and provide club members with an updated version of the Constitution.

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