About

Preamble

We, the members of this organization, do ordain this the constitution of the Camras Scholars Program (Camras) of the Illinois Institute of Technology (Illinois Tech), Chicago, Illinois.

Article I: Purpose

The purpose of this organization is to support current Camras Scholars at Illinois Tech in making meaningful contributions to the campus and university community in three areas of focus: Service, Leadership, and Research

Article II: Officers and Positions

Section 1 - Executive Board

Camras operates under the guidance of an Executive Board consisting of five elected officers:
President

1. Vice President of Program Development
2. Vice President of Scholar Development
3. Vice President of Communications
4. Vice President of Finances 

Section 2 - Executive Board Obligations

The powers of the Executive Board are:

1. To manage the calendar of all organization sponsored events.
2. To manage the budget allocated to Camras.
3. To facilitate the election process.
4. To communicate on behalf of Camras to the school administration.
5. The Executive Board must maintain active and up-to-date communication to all Camras Scholars.
6. Continue to maintain communication with Camras Alumni

Section 3 - Eligibility

Officers must be full time students and be in good academic standing with the university. All scholars are eligible to run for an officer position regardless of experience. Those wishing to run for president must have served a previous term within Camras leadership. Cameras leadership includes the Executive Board and delegates, and must have been a full year term in order to run for president. Those that wish to serve on the executive board are highly encouraged to participate in the organization either as a delegate or pillar project participant in the year(s) prior to each election.

Section 4 - Terms

Officers will be elected for one full 12 month academic year at the university starting immediately after the conclusion of the spring semester and commencing at the end of the following spring semester (April). If officers are elected outside of the regular election cycle to fill a vacant seat, they will serve until the conclusion of the current academic year. It is the responsibility of the board to facilitate and train new executive board members in transition processes.

Officers will only be allowed to serve 2 consecutive terms in the Executive Board after which they must take at least 1 year off before holding office in the Executive Board again.

Section 5 - Executive Board Duties

The Duties of the Executive Board are as follows

Section 5.1 The President

The President is the Chair of the Executive Board who sets Executive Board meetings, and follows up with the other officers to ensure the program is in good standing. 

The President is to provide additional support to all positions within the executive board 

Other duties and powers of the Chair are as follows:

1. The president shall act as the key contact for the organization.
2. Ensure that all board members are properly overseeing their committees
3. Is the public face of the organization and works with the administration to present and update the public about the Camras Scholars Program. 
4. Delegates tasks and organizational responsibility as needed.

Section 5.2. Vice President of Program Development

The Vice President of Program Development oversees external initiatives that correspond with the three pillars of the Camras organization. Primarily responsible for developing and continuing the literacy program.

1. Communicate with external entities regarding planning, facilitating, and running Camras initiatives.
2. Responsible for managing student volunteers that help with external initiatives.
3. Works with the VP of Finances to purchase supplies as necessary.
4. Works with the VP of Communications to advertise events.
5. In the event that the president is unable to attend a meeting the VP of Program Development takes responsibility as Chair of the meeting.
6. Any additional responsibilities at discretion of the President.

Section 5.3. Vice President of Scholar Development

The Vice President of Scholar Development is responsible for hosting and planning events dedicated to internal programs and overall scholar development. The VP of Scholar Development is also responsible for pillar projects and other initiatives taken on by the organization.

1. Manages teams through organizing applications, consistent check-ins, and updating the Executive Board with comments or concerns.
2. Oversees pillar projects and any other initiatives taken on to advance individual scholars.
3. Providing support and academic council for first year members
4. Works with the VP of Finances to purchase supplies as necessary
5. Works with the VP of Communications to advertise events.
6. Any additional responsibilities at discretion of the President.

Section 5.4. Vice President of Communications

The Vice President of Communications manages internal and external communications for the Camras Scholars Program.

They’re responsibilities include: organizing the shared Google Drive, taking notes at meetings, managing the Camras email account, updating any Camras communication platforms, and setting the official calendar for the academic year.

1. Oversee responsibilities to the website.
2. Creation of promotional materials
3. Manage any other relevant social media platforms
4. Any additional responsibilities at discretion of the President.

Section 5.5. Vice President of Finances

The Vice President of Finances is responsible for balancing the budget provided, and will also complete budgets for SAF funding if applicable.

1. They will keep an up to date record of receipts and purchase requests
2. Reconcile purchases with Faculty in charge of finances
3. Set the budget for each semester
4. Responsible for room reservation and catering for any events or meetings.
5. Oversee design and supply of merchandise for the program. 
6. Any additional responsibilities at discretion of the President.

Section 5.6. Further role specific information

Any further role specific responsibilities will be held in a separate document and updated regularly. 

Section 6 - Other Positions

Beyond the Executive Board, the need or want for additional support within the organization can occur in the form of appointed delegates or committees. Delegates are high engagement scholars that work alongside corresponding board members. Delegates will contribute to decisions made by the Executive Board, will serve equally under their respective officers, and will vary in number according to project. All delegates are encouraged and welcomed to all Executive Board meetings and will be respected and treated as equals.

Section 6.1 Appointment of Delegates

Delegates must be nominated by a member of the Executive Board and approved by a simple majority of the Executive Board.

Section 6.2. Delegates Responsibilities

A Delegates responsibility includes working with a VP to further their goals. They are also responsible to attend as many Executive Board meetings as possible.

Section 7 - Officer Termination

The removal of an officer proceeds as follows.

1. A three strike system shall be followed for any officer
2. The first strike will also act as the written warning from the grievance issuer to the officer in question. A time period of at least two weeks and up to one month to correct any grievances must elapse before proceeding to a second strike.
3. A second strike may be issued after the allotted time, mentioned above, has passed. The second strike proceeds in the following fashion. A second email from the grievance issuer and a meeting with the Camras organization advisor are required through the second strike process. A period of at least 1 week must pass before escalating the grievance to a third strike. 
4. A third strike may be issued after the allotted time, mentioned above, has passed. By escalating the situation to this level the executive board is required to take a vote of no confidence in which a unanimous vote of all Executive Board members excluding the accused. If the motion passes a letter must be drafted and signed by all remaining board members and the organization's advisor detailing the timeline of events and specific on removal from office.

Section 8 - Officer Vacancies

In the event a vacant position needs to be filled outside of scheduled general elections, the Executive Board and the Faculty/Staff Advisor(s) will assess the need to fill the position. If the position needs to be filled, the Executive Board will proceed with a Special Election as outlined in Article IV.

Article III: Meetings

Section 1 - General Body Meetings

General Body Meetings for Camras Scholars are held on a semester basis at the discretion of the Executive Board. General Body Meeting times and locations shall be clearly communicated with Camras Scholars at least two weeks in advance.

Section 2 - Other Events

The Camras Executive Board is to host a minimum of 4 official events surrounding the organization pillars each semester with the exception of extraordinary circumstances ( i.e., a global pandemic). It is the responsibility of the President and VP of Program Development to ensure that each event fulfills the Camras mission.

Section 3 - Executive Board Meetings

Executive Board meetings are held at a rate agreed upon by the Executive Board. 
Executive Board Meetings shall fulfill the following requirements

1. Meeting shall be open to all Camras members.
2. Attendance of Executive Board members shall be mandatory.
3. Executive Board members shall complete their section of the agenda prior to the meeting.

The president has the power to call an Emergency Meeting at any given point; any on the Executive Board who are available to attend are required to do so. No meeting agenda is necessary, but it is the responsibility of the VP of Communications to note the discussion and any decisions made.

Section 4: Emergency Meetings

Emergency meetings may be called by any Executive Board member at any given point - any on the Executive Board who are available to attend are required to do so. No meeting agenda is necessary, but it is the responsibility of VP of Communications to note the discussion and any decisions made.

Article IV: Elections

Section 1 - Election Schedule

Elections will be held in the spring semester of each academic year for the following academic year. Timing is at the discretion of the Executive Board, but elections must conclude before the end of the spring semester.

Section 2 - Election Method

The method for elections shall be at the discretion of the Current Executive Board provided the timeline and details are provided prior to nominations opening. The results of the election shall be clearly communicated to scholars within a week of the voting period closing.

Section 3 - Special Elections

If any vacancies on the Executive Board need to be filled, the remaining Executive Board may call for a special election to fill the vacancy at a unanimous vote. The timeline and details of the special election shall be clearly communicated to scholars before nominations are open, and the results of the elections shall be made known to the general body within a week of the voting period closing.

Article V: Advisors

Section 1 - Approval of Advisors

Advisors for the Camras Scholars Program will be appointed by the approval of both the Camras general body and the Office of Enrollment. The number of advisors overseeing the Camras Scholars Program shall be at the discretion of the Vice Provost of Academic Affairs (VPAA). The number of advisors overseeing the Camras Scholars Program shall be at the discretion of the VPAA. The VPAA.  Should the Camras Scholars Program need a new advisor, the VPAA will nominate three (3) candidates from which the Executive Board chooses by a simple majority. 

Section 2 - Duties

Advisors will help to oversee the Camras Scholars Program and serve as a mentor to those on the Executive Board

1. The Advisor may elect to meet with members of the Executive Board
2. Help Executive Board members to succeed in their roles
3. Help to ensure the organizations success

Article VI: Pillar Projects

The Pillar Projects are an initiative for scholars to build on a capstone project throughout the academic year(s). Students participating in a Pillar Project do not have to be Camras Scholars, but there must be at least one Camras Scholar participating. It must incorporate at least two of three Camras Pillars (Research, Service, Leadership) and must follow the application process for approval from the Executive Board. There is potential funding for each project that requires a separate application. Scholars will not be reimbursed for purchases, instead purchases must be made by the Camras VP of Finances. Scholars are expected to present some product(s) of their work in-person at the end of year Pillar Project Symposium event. The objective is to encourage scholars to give back to the community and to collaborate with other scholars, while also developing valuable skills. Scholars leading Pillar Projects are given a lot of freedom to pursue projects they are truly interested in and motivated to complete at a high level. Further guidance on the expectations for Pillar Projects can be found in the Pillar Projects Agreement form document (reference).

Article VII: Amendments

Section 1 - Amendments

Any proposed changes to this constitution must be brought to an Executive Board meeting. The Amendment must be submitted to the Executive Board 24 hours in advance of the meeting. If the Executive Board approves of the amendment with a majority of at least 4/5 and the advisor approves the amendment it shall pass and become a part of the constitution. All modifications to this constitution must be notified to the general body via email within a week of the confirmed change.

Section 2 - Challenging an Amendment

The general body will have up to 1 week from when the notification email is sent out to submit a challenge to the amendment. A challenge consists of a written complaint signed by at least 3 scholars. In the event of a challenge the amendment will go to a general body vote and require a ⅔ majority vote. 

Article VIII: Financial Profit

Any financial profit or non monetary donation made through any methods for this organization is to be used to fund any future events or missions. No single individual is to personally profit by any means.

Article IX: Statement of Non-Hazing

This organization will not conspire to engage in hazing, or commit any act that causes, or is likely to cause bodily danger, physical harm, personal degradation, or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.

Article X: Statement of Inclusion 

This organization will not intentionally conspire to exclude any single scholar or group of scholars from events, resources, or efforts. The Camras Organization fully intends and will prepare to accommodate the special needs of any scholar for all events. The Camras scholars program has a zero tolerance policy for any form of discrimination and any actions will immediately be reported. 

Article XI: Statement of Compliance with Campus Regulation

This organization shall comply with all university and campus policies and regulations. This organization shall also comply with all local, state, and federal laws.