First Year Board Constitution
ARTICLE I. Name
SECTION A:
The name of this organization shall be “First Year Board.”
SECTION B:
This organization shall be called by its name or its acronym, FYB, in all public materials, correspondence,
and in this constitution.
ARTICLE II. Purpose
The purpose of this organization shall be to organize and implement class business, including spirit,
traditions and fundraising, and a number of ongoing responsibilities, as listed in Sections A and B. The
Board will help first-year students become involved in traditions, acclimate to the College’s culture, and
help to create a cohesive freshman community.
SECTION A: Events and Traditions
The First Year Board shall be responsible for implementing the following events and traditions:
1. Yearly Freshman Class Social (during the first semester)
2. Welcome Week Event (both Spring and Fall Welcome Weeks)
3. Other events that are focused on instilling tradition and a sense of community in the Freshman
class
SECTION B: Ongoing Responsibilities
The First Year Board shall be responsible for carrying out the following responsibilities and duties
throughout the year:
1. Class-wide service learning projects
2. Fundraising
3. Fun activities to encourage bonding between members of the first-year class
4. Community Service opportunities organized by the Community Service Chair, as outlined in
Article IV, Section B7.
5. The FYB shall be responsible for releasing a newsletter biannually, which will be coordinated by
the Chair of FYB and Publicity/Advertising Chair.
6. Coordinating with the Office of New Student Orientation and Parent Relations to determine the
most meaningful way to have a presence at New Student Orientation sessions.
SECTION C:
All activities of this organization must be directed toward said purpose.
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ARTICLE III. Membership
SECTION A: Eligibility
1. All first-year students, including honors, traditional, commuter, and non-traditional students, are
eligible to run for office.
2. All members are required to demonstrate support for the purpose of the organization by upholding
the duties and expectations outlined in this document.
3. Membership decisions will not discriminate on the basis of age, race, religion or creed, national
origin, ethnicity, disability, or sexual orientation.
4. The candidate must pledge their commitment to the Constitution of the First Year Board.
SECTION B: Election Procedures
1. Elections will be held in early September. Elections must be held by end of the fourth week of
classes.
2. An application will be available from The Office of New Student Orientation and Parent Relations
or the outgoing First Year Board and will be due by the end of the third week of classes. The
application will consist of information to be filled in by the candidate and a petition for candidacy
that fellow first-year students must sign.
3. The elections will be conducted over a two day period on the fourth full week of regularly
scheduled classes.
4. All members of the First Year class are eligible to vote in the First Year Board Elections.
5. Those interested in running will run not for a specific position, but for a place on the First Year
Board.
6. Each residence hall will be given a number of representatives based on the number of residents.
There will be one representative for every thirty (30) residents in each residence hall, and two atlarge members, representing first-year commuter students, non-traditional students, and those
living in the townhomes or apartments. The number of students and determination of the number of
representatives will be given to the FYB by the advisor (see Article VII).
7. At the first meeting of the FYB, the newly elected members will vote amongst themselves to
determine who will fill each leadership position. The positions will include those outlined in
Article IV, Section A. This vote will be a simple majority (1/2) majority vote.
ARTICLE IV. Officers
SECTION A: Officer Titles
1. Chair
2. Vice Chair
3. Treasurer
4. Activities and Traditions Chair
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5. Fundraising Chair
6. Community Service Chair
7. Publicity/Advertising Chair
8. SGA Freshman Senator, Ex-Officio Member
SECTION B: Officer Duties and Responsibilities
1. Chair of the Board
a.) Act as conductor of all meetings
b.) Provide a means of motivation and facilitative leadership
c.) Establish a meeting schedule with the rest of the FYB. Enlist the support of the Vice
Chari to reserve campus space and to inform FYB members of this schedule. (See also
Article VI, Sections A & B)
d.) Provide an agenda to the FYB for all scheduled meetings. The agenda must be
distributed to all members via E-mail at least 24 hours prior to the meeting time
e.) Establish, with the assistance of all FYB members, deadlines of all FYB- sponsored
events
f.) Work with the other FYB chairs concerning the events that they are planning
g.) Assist the Treasurer in preparing and submitting a budget request to Student
Organization Funding Committee (SOFA)
h.) Meet with the Advisor bi-weekly
i.) Collect the Vice Chair’s files and the annual written reports from Board members and
submit these materials to the Advisor at the end of the term of office
j.) Act as a liaison between the FYB and their hall
k.) Serve as an active, contributory member to the FYB
l.) Complete registration forms necessary to keep the organization registered with The
Office of Student Life as a Registered Student Organization
m.) Attend Office of Student Life trainings as required
2. Vice Chair
a.) Assist the Chair when necessary
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b.) Keep minutes of all FYB meetings and submit a copy of these minutes within 24 hours
of the meetings.
c.) Perform logistical duties of the FYB such as reserving space for meetings and special
events and informing FYB members of the meeting schedule as outlined in Article VI,
Section B.
d.) Organize and maintain accurate and current files from those materials given by FYB
members. Include all materials pertaining to the Vice Chair position as well as all
class-sponsored events and submit these materials to the Class Advisor at the end of
the term of office.
e.) Review the minutes from the previous meeting at every meeting.
f.) Send out reminders via e-mail of meetings and any pertinent information to FYB
members.
g.) Keep track of meeting attendance and send out monthly attendance reports to the
members.
h.) Check the FYB Mailbox a minimum of one time per week.
i.) Submit to the First Year Board Chair a written report at the end of the term of office.
j.) Act as a liaison between the FYB and their hall.
k.) Serve as an active, contributory member to the FYB.
l.) Attend Office of Student Life trainings as required
3. Treasurer
a.) Serve as curator of the funds received and disburse the same upon order of the
FYB.
b.) Present regular financial reports at all meetings and prepare an annual report at
completion of the term of office.
c.) Prepare and submit, with guidance from the Board Chair, budget requests to
SOFA for the FYB activities.
d.) Submit to the chair of the First Year Board a written report at the end of the
term of office.
f.) Serve as an active, contributory member of the First Year Board.
g.) Act as a liaison between their hall and the FYB.
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h.) Attend Office of Student Life trainings as required
4. Activities and Traditions Chair
a.) Plan and implement Welcome Week activities.
b.) Plan and implement events aimed at increasing first-year class spirit and
knowledge of UIS traditions
c.) Create and run a committee for each event using the help of other FYB members
and first-year students.
d.) Assist the treasurer in creating a budget for each event.
e.) Inform the first-year class of the details of each event, enlisting the help of the
Publicity/Advertising chair to do so.
f.) Communicate clearly and work as a team with fellow Spirit Chairs at all times.
g.) Submit to the chair of the First Year Board a written report at the end of the
term of office.
h.) Serve as an active, contributory member of the First Year Board.
i.) Act as a liaison between their hall and the FYB.
5. Fundraising Chair
a.) Organize, with assistance from the First Year Board members, all
fundraising activities of the first-year class.
b.) Formulate a committee of first-year students to solicit ideas for
fundraising and to implement these ideas.
c.) Submit to the chair of the First Year Board a written report at the end
of the term of office.
d.) Serve as an active, contributory member of the First Year Board.
e.) Act as a liaison between their hall and the FYB.
f.) Attend Office of Student Life trainings as required
7. Community Service Chair
a.) Inform members of the first-year class of ongoing and small service
projects and volunteer opportunities.
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b.) Plan and implement a minimum of two large service projects each semester.
c.) Work with the Volunteer and Civic Engagement center to find organizations
and to brainstorm project ideas.
d.) Seek ideas for volunteer opportunities from fellow first-year students.
e.) Arrange for transportation to and from events
f.) Recruit and retain volunteers.
g.) Communicate and maintain a relationship with non-profits in the area.
h.) Work with community services already existent on campus
i.) Submit to the chair of the First Year Board a written report at the end of the term of office.
j.) Act as a liaison between the FYB and their hall.
k.) Serve as an active, contributory member to the FYB.
l.) Attend Office of Student Life trainings as required
8. Publicity/Advertising Chair
a.) Put together all advertising to promote the events which the FYB is
sponsoring
b.) Create and distribute a Biannual Newsletter.
c.) Make any and all necessary copies for and/or on behalf of the First
Year Board.
d.) Submit to the chair of the First Year Board a written report at the end of the term of office.
e.) Act as a liaison between the FYB and their hall.
f.) Serve as an active, contributory member to the FYB.
g.) Attend Office of Student Life trainings as required
9. SGA Freshman Senator
a.) The FYB shall extend an open invitation to the elected SGA Freshman Senator to serve as
an ex-officio member. In this capacity, the SGA Freshman Senator shall attend FYB
meetings, FYB events, and maintain communication between the First Year Board and the
Student Government Association.
SECTION C: Term of Office
1. The term of office shall last one academic year.
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2. A member shall be revoked from their office position if they do not follow attendance
requirements or fulfill their office position. Revocation is determined by the entire FYB, and
shall be done by a super majority (3/4) vote. If a member feels that another member should be
considered for revocation of their office position, they should propose it to the Chair privately,
and the Chair will bring it up at the following meeting for voting. In the event that a member
feels the chair should be revoked, they shall approach the advisor.
3. If a member decides to resign from their position, they must notify the Chair immediately in
writing.
4. If there is a vacancy in position during the year, the FYB will have a basic majority vote to
decide whether or not a new person should be elected to that position, and if the FYB decides
to do so, elections will be held specifically for that position.
ARTICLE V. Finance
SECTION A: Budget
1. The entire FYB shall set a budget at the beginning of the first and second semesters and shall keep
all spending within that budget unless the FYB sees it necessary to deter from said budget, and
decides so by a simple (1/2) majority vote.
SECTION B: Source
1. The Treasurer and/or Chair shall attend SOFA trainings at the beginning of each semester.
2. The Treasurer and/or Chair shall attend the SOFA funding request meetings when necessary.
3. The Fundraising chair shall be responsible for creating, organizing and implementing fundraising
ideas throughout the year.
4. The Chair and Treasurer shall set up an account with the Student Organization office to hold all
fundraising funds.
SECTION C: Maintenance of Funding
Only the Treasurer and Chair of the First Year Board will be permitted to make withdrawals and
deposits from/to the account.
SECTION D: Request for Funds and Reimbursement
1. If a member seeks funding for their committee or planning purposes, they shall request said
funds at the meeting(s) in which the budget is/are set.
2. If a member seeks funding at a time after the budget is set, they shall request said funds from
the FYB, and a basic majority vote will be held to determine the necessity and legitimacy.
3. If a member seeks reimbursement for items purchased on behalf of the FYB or first year class,
they must promptly deliver the receipt(s) from said purchase to the treasurer. All purchases in
which reimbursement will be sought for must receive the approval of the First Year Board, by
a basic majority vote, prior to the purchase.
ARTICLE VI. Meetings
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SECTION A: Meeting Time
Meetings will be held every other week throughout the year while classes are in session. Meetings shall not
be held during Finals Week. At the first meeting of the year, which will be scheduled by the advisor, the
members will collectively decide a day of the week to meet. The meeting day will be reconsidered for the
spring semester or at any time in which the chair of the board feels necessary. If at any point a member of
the First Year Board feels that the time and/or day should be changed, they should immediately notify the
chair.
SECTION B: Notification of Meeting Time and Changes
The Vice Chair of the Board shall be responsible for sending out minutes via E-mail within 24 hours
following a scheduled meeting, also reminding the members of the following week’s meeting. The Chair
shall send the Agenda for an upcoming meeting at least 24 hours prior to the meeting time via E-mail. All
other important notifications shall be sent out immediately as available by the Vice Chair of the First Year
Board.
SECTION C. Attendance
Attendance for all intensive purposes is mandatory. As outlined in Article IV, Section B, members must
also serve as active, contributory members to the FYB which includes active involvement during meetings.
If a member fails to do this, they may be determined by the Chair to be not in attendance during that
meeting. Each member is permitted two unexcused absences per semester, though not encouraged to do so.
If a member can not make a meeting, they shall report to the Chair of the Board to explain their situation
within twenty-four hours of the scheduled meeting, and the Chair may deem their absence as excused or
unexcused. In general, if a professor would not excuse you from class, then you shall not be excused from
missing an FYB meeting. Absences as a result of family emergencies will be given special consideration by
the Chair of the Board, and are not required to be reported within 24 hours, though the Chair may still deem
the absence as unexcused. If the Chair does deem a member’s absence as unexcused, the member may
appeal it to the entire FYB and the FYB will vote on the matter. The FYB’s ruling can overturn the
decision of the Chair.
SECTION D: Committee Meetings
Committee meetings shall be held as frequently as each committee chair deems necessary.
ARTICLE VII. Advisor
The advisor of the First Year Board shall be the current Director of New Student Programs.
SECTION A: Role of the Advisor
The Executive Director of New Student Orientation and Parent Relations shall act as the advisor for the
First Year Board. The role of the advisor shall be to serve as a reference for the members of the First Year
Board. S(he) shall provide support, advice, and suggestions to FYB members when requested and serve as
a mediator between members when needed. S(he) shall be in charge of carrying out elections, and
scheduling and conducting the first meeting of the First Year Board. S(he) is invited to attend all meetings,
but does not have to attend meetings unless the Board specifically requests the advisor to do so.
S(he) shall be the link between the administration and the First Year Board as well as provide knowledge in
areas of leadership and teamwork. The Advisor shall meet with the Chair of the First Year Board once
every other week throughout the school year, and shall be included in the distribution of the minutes so as
to remain updated with the progress of the FYB.
ARTICLE VIII. Rules of Procedure
Meetings shall be conducted by the chair of the board. The meeting shall follow the Agenda that the Chair
of the FYB has set for said meeting. Members shall not stray from the Agenda topics unless the Chair
determines otherwise. Each member shall be allowed an even and fair amount of time to speak when called
upon by the Chair. Members shall practice courtesy to fellow members and will only speak in turn.
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ARTICLE IX. Amendments to the Constitution and Bylaws
SECTION A.
Amendments to the Constitution may be proposed by one person, assuming there is a second to the
proposed amendment. Amendments can be proposed at any meeting.
SECTION B.
Such proposals must be ratified by a 2/3 majority of the First Year Board.
SECTION C.
All amendments shall be voted on at the next meeting (following the proposal of said amendments) of the
First Year Board.
ARTICLE X. Ratification
The Constitution of the First Year Board shall take effect on October 9th, 2015.
BYLAWS OF THE CONSTITUTION
CHAPTER I: STRUCTURE OF THE ORGANIZATION
1.0 FYB Members
1.1 The FYB chairs and officers are responsible for the day-to-day activities that result in
the smooth operation of the board. Any amendments to the titles or duties of these
officers, or additions to the FYB, should be approved by the FYB with a super majority
(3/4) vote.
CHAPTER II: COMMITTEES
2.0 Standing Committees/ Special Committees/ Ad-Hoc Committees
2.1 Much of the important work of an organization is done through committees.
Committee chairs should be the FYB member whose duties align with the purpose of
the committee. Each committee should be sure to have a secretary and the appropriate
number of members. Try to keep the number of standing committees to a minimum,
filling any gaps with ad hoc committees which are created for a specific project and are
then dissolved.
2.2 Purposes of Committees: Committees shall be formed in order to focus on one
specific task or aspect of the organization. Examples of committees include the
executive committee (made up of the officers) and the traditions committee
(responsible for learning about and passing along the UIS traditions to the first-year
class).
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2.3 Provisions for Creation: Committees shall be created and approved by a simple
majority vote of the FYB.
2.4 Types of committees:
2.4.1
Temporary Committees: Committees can be created to carry out the
planning and business associated with events that FYB is assisting with or
sponsoring. They can also be created to assist in important functions of the
FYB that the members feel require more people to carry out (ex: large
marketing campaigns).
2.4.2
Standing Committees: The FYB will establish the following standing
committees: Fundraising, Traditions, Spirit, and Community Service.
2.5 Committee Membership Selections: Members are selected for committees, both
event and standing, on a voluntary basis. The only requirement for committee members
is that each member who volunteers must commit to spending the time necessary for
being an active and useful member of the committee they are volunteering for.
2.6 Dissolution: Committees shall be dissolved based on a simple majority vote of the
Executive Board.
CHAPTER III: MEETINGS
3.0 General Meetings
3.1 The purpose of meetings is to plan, direct, and support the programs of FYB,
collaborate with other member on events and ideas, and update all other chairs on
committee functions.
3.2 Town Hall Meeting: There shall be at least one meeting of the Town Hall Meeting
each semester. These meetings will give the freshman class a chance to address the
First Year Board, and for the First Year Board to update the class on their status.
3.3 Meeting Absences: If a board member cannot attend a meeting, they should notify the
Chair, or highest ranking member that will be in attendance, prior to the meeting.
Absent members shall provide the board with any information they have which should
be presented at the meeting.
3.4 Quorum: A quorum for the transaction of business shall consist of a simple majority,
or more than one-half (1/2) of the number of voting members.
3.5 Voting: Each member shall have one vote. The board votes to create committees, make
amendments, and any previously mentioned aspects of FYB.
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3.6 Special Meetings: As outlined by the constitution, special meetings may be called at
the request of the Chair, by a simple majority (½) of the board.
3.7 Minutes: At every meeting (regular, special, or emergency), minutes taken shall
include the following:
3.7.1
Date and place of meeting
3.7.2
Attendance
3.7.3
Whether the minutes of the last meeting were approved or dispensed with
3.7.4
All main motions, including the name of the person introducing the motion.
3.7.5
Minutes shall be distributed to all executive members as soon as they are
prepared.
3.8 Attendance: Board members shall give a week’s notice for planned absences and
provide all of the materials they would have presented at the meeting.
3.8.1
Emergency Absences: In the case of an emergency, the board member
shall, if possible, notify the highest ranking member in attendance of the
meeting that they will be absent.
3.8.2
Sanctions: If a board member misses half of the scheduled meetings, the
rest of the board shall meet and vote on sanctions. Any sanction requires a
super majority of e-board votes to be enacted.
CHAPTER IV: BUSINESS/FINANCIAL ANNUAL BUDGET
4.0 Annual Budget
4.1 Fiscal year: The fiscal year shall begin at the first meeting of the school year and shall
continue through the following fall, spring, and summer semesters, and until the next
board is elected.
4.2 Fiscal policies: Books will be kept by the treasurer and presented to the board for
approval once a month.
4.3 Expenditures: FYB funds raised from sources other than SOFA may be used for
supplementing event funds when necessary, but should be focused on things such as
partnering with the Prairie Star Family Association for the creation of a scholarship for
first year students and donating a class gift to the university.
4.4 Expenditure Approvals: Any money spent must be approved by a simple majority of
the board
4.5 Reporting Expenditures: Expenses must be reported and added to the books within
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one week of the expense’s completion.
CHAPTER V: ELECTIONS
5.0 General Rules:
5.1 Eligibility for board roles shall be based on the guidelines specified in this
organization’s constitution.
5.2 Elections shall be hosted annually by the outgoing First Year Board by the end of the
fourth week of classes. Instructions for special elections can be found in the
constitution.
5.3 Ballots shall be case in a way that meets the following qualifications:
5.3.1
Anonymity must be kept for all those casting their vote
5.3.2
The medium of voting must prevent double-voting by any one member
5.3.3
The opportunity to vote must be given to as many FYB members as
possible.
5.4 Inauguration:
5.4.1
Inauguration and internal voting for positions will be held within a week of
the vote.
5.4.2
Each officer must take an oath of office agreeing to uphold the FYB
Constitution and By-Laws, to work toward improving the efficacy of the
organization, and to support the mission of FYB.
5.5 Vacancies: Vacancies shall be filled by calling an emergency meeting of FYB or
holding an online vote. Vacancies should be filled within one month, if candidates can
be found. If candidates cannot be found, duties will be performed by other board
members until elections can be held and the position is filled.
CHAPTER VI: DISCIPLINE AND IMPEACHMENT
6.0 Defined
6.1 Grievance- A complaint filed by another member
6.2 Warning- A verbal or written admonishment given to the recipient of a grievance
6.3 Censure- A public (in meeting) admonishment
6.4 Impeachment- A charge which results in removal of office if found guilty
CHAPTER VII: AMENDING THE BYLAWS
7.0 Amendments: Amendments can be made to these bylaws by a simple majority vote of the
board.
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8.0 Review of By-Laws: By-Laws shall be reviewed for updates every year by a committee
selected by the Chair of the FYB. The committee will have one semester to review the ByLaws, take comments from the fellow students, and propose changes, updates, or new
amendments to be voted on at the end of the semester.
CHAPTER VIII: GENERAL PROVISIONS
8.0 These bylaws and general provisions of the FYB, and amendments thereto, shall be subject to
the rules and regulations of the University of Illinois Springfield, Student Organizations office,
and the Office of New Student Orientation and Parent Relations.
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