Advisory Board

Advisory Board Bylaws

Preamble

Student Centers and Activities is the center of the Hokie community for students, faculty, staff, alumni, and visitors to Virginia Tech. Student Centers and Activities provides environments where students and others can spend time learning and socializing, becoming a part of the campus community through programs and activities in its four facilities: Squires Student Center, Johnston Student Center, the Graduate Life Center and War Memorial Chapel. Student Centers and Activities contributes to the educational mission of Virginia Tech by providing opportunities and encouraging participation in educational, cultural, social and recreational programs, and leisure activities. Student Centers and Activities helps promote the success of events and activities led by campus student organizations and provides a variety of services for the campus community.

Student Centers and Activities is an auxiliary unit within the Division of Student Affairs at Virginia Tech. Student Centers and Activities receives no state appropriated funds and is entirely dependent upon student fee income and revenue produced from various services and programs. Responsibility to administer the programs, services, and facilities of Student Centers and Activities have been delegated to the Directors of Student Centers and Activities, who are assisted by administrative and service staff personnel.

In the fulfillment of administrative responsibilities, including the determination of operating policies and procedures, the opinions and guidance of interested and affected members of the campus community, particularly students, should be taken seriously into account. Student Centers and Activities has a strong commitment to this principle by fostering mechanisms through which full time professional seek the advice and input of students, faculty and staff.

Compatible with this practice, this document will provide for a Student Centers and Activities Advisory Board, acting in an advisory capacity to the Directors of the Student Centers and Activities and associated staff, and shall concern itself with review, assessment, and recommendations pertaining to Student Centers and Activities programs, services, facilities, and long–range planning.

Article I NAME

The name of this body shall be the VT Student Centers and Activities Advisory Board (herein referred to as the Board).

Article II PURPOSE

The purposes of this body shall be:

1. To ensure that the Student Centers and Activities serve as the center of Hokie community.
   
   
2. To create a partnership of students, faculty and staff to serve in an advisory role on all issues related to the Student Union, including recommending, reviewing and evaluating policies, services, programs and facilities.
   
   
3. To solicit and evaluate input from all members of the University community.
   
   
4. To take an active role in the vision and mission of the VT Student Centers and Activities.

Article III MEMBERSHIP

Section A – Members
The membership of this body shall consist of:

1. One undergraduate students appointed by the President of the Student Government Association;
2. One graduate student appointed by the President of the Graduate Student Assembly;
3. One student appointed by the Student Activities department;
4. One student appointed by the Multicultural Programs and Services department;
5. One student appointed by the Cranwell International Center department;
6. One student appointed by the Athletic Department;
7. One student appointed by Recreation Services;
8. One faculty member appointed by the Faculty Senate;
9. One member of the Exempt or Non–Exempt staff appointed by the Staff Senate;
10. One alumni member appointed by the Virginia Tech Alumni Center;
11. One community member appointed by the Town and Gown Committee;
12. One student employee appointed by University Unions;
13. The Director of University Unions, ex officio, without vote;
14. The Director of Student Activities, ex officio, without vote;
15. The Senior Associate Director for University, ex officio, without vote;

Unless explicitly stated otherwise, all are voting members.

Section B – Terms of Office

• Student Board members shall each serve a one–year term; but shall not be precluded from reappointment for future one–year terms.
  
  
• All other members shall each serve a two–year term with terms ending on alternating years; but shall not be precluded from reappointment for a future two–year term.
  
  
• It is expected that each member will attend all regular meetings and participate actively in committees of the Board. Two absences per semester without prior notice will call for review of continued membership by the Board.
  
  
• All new Board members shall take office at the first meeting following their selection and shall serve for the remainder of the academic year. Anticipated vacancies for future semesters should be filled at the end of the previous semester.

Article IV OFFICERS

Section A – Enumeration
The officers of the Board shall be Chairperson, Vice Chairperson, and Executive Secretary. The Chairperson and Vice Chairperson shall be elected from among the student members of the Board and shall not be a chair of a special committee. These officers shall be known as the Executive Committee.

Section B – Methods of Selection

1. The Chairperson, Vice Chairperson, and Special Committee Chairs shall be elected by ballot by a simple majority vote of Board members present and voting.
   
   
2. The Chairperson and Vice Chairperson shall be elected at the end of the spring semester. Other chairs for special committees shall be elected as required throughout the academic year.
   
   
3. The Director of University Unions shall serve as the Executive Secretary of the Board.

Section C – Terms of Office
The Chairperson and Vice Chairperson members shall serve one–year terms, but shall not be precluded from reelection to future one–year terms. If a Special Committee spans more than one academic year, the chair may shall not be precluded from reelection to fulfill the mission of the Special Committee.

Section D – Duties

1. The Chairperson shall develop goals and meeting agendas in consultation with the Student Centers and Activities Directors; chair regular and special meetings of the Board, represent the Board on matters of public interest, and coordinate the work of Special Committees that may be appointed.
   
   
2. The Vice Chairperson shall serve in the place of the Chairperson when he/she is unable to fulfill his/her duties due to absence from scheduled meetings or conflicts of interest.
   
   
3. The Executive Secretary shall give due notice of all meetings of the Board, assist with logistics related to meetings and other Board activities, and maintain suitable records of all meetings and other actions of the Board.

Article V MEETINGS

Section A – Meetings
The Board shall meet on a regular schedule as determined by the Directors of Student Centers and Activities in consultation with the Chairperson and Vice Chairperson. In general, meetings should be held once per month during the fall and spring semester. The schedule will be set in the preceding year prior to appointments and selections to ensure all applicants can be available for meetings.

Section B – Special Meetings

1. Special meetings of the Board may be called by the Chairperson and shall be called by the Chairperson if one–fourth of the membership of the Board submits and signs such a request in writing.
   
   
2. The only item or items permitted on the agenda of a special meeting shall be those for which the special meeting was specifically called.

Section C – Quorum
A simple majority of the voting members of the Board shall constitute a quorum necessary to conduct constitutional business at a regular meeting or to hold a special meeting, except as otherwise provided for herein.

Section D – Open Meetings
It shall be the general policy of the Board to keep all meetings open to the press and public.

Section E – Special Committees
With the advice and consent of the Board, the Chairperson of the Board may establish special committees of the Board to perform such duties as the Board may from time to time direct.

Article VII RULES OF ORDER

Section A – Reference
All business coming before the Board shall be conducted according to Robert’s Rules of Parliamentary Procedure, except as modified by the Board.

Section B – Form
All motion, resolutions, or other propositions, except for short procedural motions, shall be made in writing before being voted on.

Article VIII Recommendations

The board shall submit all approved motions, resolutions, or other propositions to the Directors of Student Centers and Activities for appropriate action. On occasion the chair may be asked to represent the board by presenting recommendations to other University Administrators.