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Constitution

 

Preamble:

        In order to provide primary prevention efforts to help alleviate the problem of ATOD use/abuse and sexual violence on the FSU campus; to help educate students, faculty, and staff about ATOD use/abuse, sexual violence, and other college health issues; to help facilitate alcohol-related research; to increase awareness concerning healthy choices; and to enhance communication within the academic community, we ordain and establish this constitution for The BURG Peer Education Network on behalf of the community of Frostburg State University.

 

Article I: Name

Section 1: BACCHUS

        In the fall of 1987 in accordance with our national affiliate, the name of this organization was declared BACCHUS, which stands for Boosting Alcohol Consciousness Concerning the Health of University Students. In 2015 NASPA, the National Association of Student Personnel Administrators, partnered with BACCHUS to create the BACCHUS Initiatives of NASPA.

 

Section 2: The BURG Peer Education Network

        After the spring of 1993, The BURG Peer Education Network will be the new name used by the organization previously known as BACCHUS on the campus of Frostburg State University. BURG will retain the same sponsors, members, officers, and guidelines as BACCHUS.

 

Section 3: Location

        The BURG Peer Education Network is housed in Sandspring Hall in the SAFE (Substance Abuse Facts and Education) office.

 

Article II: Membership

Section 1: General Requirements

        Students in good standing at Frostburg State University, as defined by the university in the Pathfinder, are eligible to be members of The BURG Peer Education Network.

 

Section 2: Voting Members

        Any BURG member who attends a minimum of six meetings (whether general body, mentor, lead team, or any combination of the three), participates in four BURG events, and completes one office hour in the SAFE Office each week during normal business hours during one academic term shall be considered a voting member for that semester. Exemptions will be considered for those with academic or varsity sports schedule conflicts by the advisor and president. Any votes taken are decided by a two-thirds majority, unless a vote is taken to decide by a simple majority.

 

Section 3: Non-Voting Members

        If a BURG member is unable to meet the provisions to become a voting member, he/she may still participate in all events and meetings as a non-voting member.

 

Section 4: Student Cost

        There shall be no dues or other assessment aside from tuition required for membership in The BURG Peer Education Network.

 

Section 5: Honorary Membership

        There may be honorary members of the organization who attend other institutions of higher education. These members are decided by the leadership team and will always be non-voting members.


Section 6: Code of Ethics

         Every member of the BURG Peer Education Network is expected to follow the Code of Ethics for Peer Educators established by BACCHUS:

“I value and know my role as a peer educator.

In order to best fulfill that role, I will

  • Grant individuals respect and dignity.

  • Honor and strive to understand diversity in all its forms.

  • Recognize that, through patience and understanding, every person is constantly growing and learning.

I value and know my role as a friend.

In order to best fulfill that role, I will

  • Offer opportunities for people to explore their thoughts and feelings.

  • Offer myself as a link between students and the professional services on campus.

  • Not manipulate any situation or another person’s vulnerability for my own benefit.

  • Maintain confidentiality, except when, to my best judgment, the person is in physical or mental danger which could result in self‐harm, or harm to others, has a problem beyond my ability to assist, or discloses information which I must report according to law or campus policy.

I value and know my role as an educator.

In order to best fulfill that role, I will

  • Learn as much as possible about the issues that affect my peers.

  • Only offer information that I am qualified to offer and with the greatest

  • Accept guidance and confrontation from others who care about me.

I value and know my role as an individual.

In order to best fulfill that role, I will

  • Understand that my primary responsibility is to myself.

  • Not allow my peer education duties to interfere with my own goals and aspirations.

  • Not allow my peer educator duties to put my emotional or physical well being at risk.

I value and know who I am. I am an individual, a friend, an educator, an activist, a role model, and a team member. I am a peer educator.”

 

Article III: Leadership Team

Section 1: Purpose

        The leadership team is comprised of BURG members who are either elected or appointed to serve specific roles for the organization. There are typically five executive officers, four mentors, and four committee chairs (numbers may vary under certain circumstances). The leadership team guides the activities of the organization. They are to serve as role models for the rest of the organization.

 

Section 2: General Expectations

        It is the responsibility of all leaders to attend all meetings. Leaders are expected to notify the president within a reasonable amount of time if they cannot attend an upcoming meeting. Leaders are also expected to be on time to all meetings.

        It is also expected that leaders will be present in the office at regular intervals (in addition to the one office hour each week) to check their mailboxes and take care of responsibilities that either relate to their position or to the organization as a whole.

        Leaders should keep a current log concerning their duties and how they are fulfilling them within the organization. At the end of the academic year they should have something neat and orderly prepared to pass on to the next person who holds their position on the leadership team.

 

Section 3: Term Length

        The term for all leaders will be one academic year, inclusive of the summer after their election/appointment.

 

Section 4: Grounds for Removal

        Any leader may be removed from his/her office if he/she is absent from more than five meetings (lead team or general body) or misses more than four weeks of office hours per semester. Leaders can be excused from meetings or office hours for reasons deemed valid by the president and/or advisor.

        Other grounds for removal may be determined if necessary on a case-by-case basis by either the executive officers or the leadership team as a whole.

        In the event of the removal or resignation of an executive officer, an election will be held to fill the vacant position during the general body meeting that occurs two weeks after that officer's departure.

        If a mentor or committee chair is removed or resigns, a replacement will be appointed by the president/advisor and approved by the executive officers within the two weeks following the removal/resignation.

 

Article IV: Executive Officers

Section 1: Overview

        The executive officers of The BURG Peer Education Network shall be president, vice president, secretary, treasurer, and past president. These officers take on the core responsibilities of the organization (which are detailed in the descriptions of each office). The president, vice president, secretary, and treasurer will also vote on major decisions that arise throughout the course of their term. In the event of a tied vote between these four, the past president will cast a fifth vote to break the tie.

 

Section 2: Nominations

        At the general body meeting that occurs four weeks before the end of the spring semester, nominations for the executive offices of president, vice president, secretary, and treasurer will take place. Those who wish to run for an office must be nominated either by themselves or another member of the organization. This nomination must then be seconded by another BURG member (nominees may not second their own nomination). The nominee must then either accept or decline the nomination.

        During the one-week period of nominations, anyone who decides they would like to run for a position or nominate someone for a position may do so. All the above-stated guidelines for nominations apply.

        All nominations will be handled by the president, who is responsible for keeping a list and creating the ballot.

        Nominations will remain open until the end of the general body meeting that takes place the following week (three weeks before the end of the semester). At the end of that meeting, the official ballot will be announced.

 

Section 3: Elections

        Two weeks prior to the end of the spring semester, the executive officers will be elected at that week's general body meeting. Each candidate for each position will present a short speech; candidates for president are allowed two minutes, candidates for vice president are allowed one minute, and candidates for secretary and treasurer are allowed thirty seconds. Speeches will be given one position at a time. While one candidate is speaking, other candidates for that position will be asked to leave the room.

        After all speeches have been presented, voting will take place. Each voting member will receive a ballot, and should indicate their choice of one candidate for each position. Members should refrain from talking as much as possible during this time. When all ballots have been collected, the advisor and current past president will step out to count the votes. If there is no current past president, then the outgoing president will assist in counting. If the president is running for a second term, then the advisor will select another student to assist with counting the votes. Candidates must be elected by a two-thirds majority. While votes are being counted, the business part of the general body meeting will take place.

        If all positions have been successfully elected by a two-thirds majority, then the election winners will be announced at the end of the business part of the general body meeting. If one or more positions do not have a two-thirds majority, then the general body meeting may be interrupted at a convenient time for a re-vote for that/those position(s) only. After the re-vote the advisor and assistant will step out once again to count votes.

        In the event that, after two re-votes, there is still no two-thirds majority for a particular position, voting members may opt for a simple majority vote. If the voting members agree to use a simple majority, then the counts from the last re-vote will be used to determine the winning candidate.

        At the end of the general body meeting and after all re-votes, the winning candidates will be announced.

 

Section 4: Absentee Ballots

        Any voting members who are unable to attend the elections meeting should notify the president prior to the elections meeting. The president will give that member an absentee ballot to fill out, ranking candidates in numerical order from their first choice to their last choice for each position. Absentee ballots should be handed in to the president prior to the elections meeting in order to be considered.

 

Section 5: Duties of the President

        The president will be the central communications hub of the network. The other executive officers report directly to the president. The president will meet with the advisor at least once a week throughout his/her entire term so that both are up-to-date on current happenings within and around the organization. The president will also consult the past president on a regular basis for advice on fulfilling the role of president. The president should also meet with the vice president at regular intervals to stay up to speed with what the organization is doing on campus. The president will attend any meetings with administration that the network has been formally invited to, and any meetings with administration that will directly affect the network. Any last-minute changes or decisions concerning the organization and its events will be handled by the president. He/she is also responsible for watching over all operations of the network, along with the vice president, secretary, and treasurer.

 

Section 6: Duties of the Vice President

        The vice president is responsible for being the “second president”, as he/she should be able to take the place of the president at any given time if necessary. Therefore, it is crucial that the president and vice president are in constant communication. The vice president will consult with the advisor at least once a week to keep him/her up to date on all current topics and issues. The vice president is also responsible for all educational programming conducted by the organization. He/she will delegate educational programming responsibilities as needed. The vice president will also serve as a consultant for the public relations committee chair.

 

Section 7: Duties of the Secretary

        The secretary is a key executive officer because without a secretary, the most vital communication link is gone. The secretary is responsible for taking minutes during all meetings that he/she attends. Minutes are to be distributed within two days after a lead team or general body meeting. A secretary's log should be neat and complete with all meeting agendas and minutes enclosed. At any time, any BURG member should be able to ask for the minutes from any lead team or general body meeting, and those minutes should be reasonably available. The secretary is also responsible for tracking meeting attendance; creating, distributing, and collecting timesheets; creating and distributing calendars; keeping the membership list up-to-date; updating and distributing an organization contact list; and sending thank you notes as necessary. The secretary should also work with the historian to update BURG bulletin boards and promotional picture boards. The secretary may be asked to handle other paper-related tasks as they arise.

 

Section 8: Duties of the Treasurer

        It is the treasurer's job to keep track of all incoming and outgoing monies. This includes the monitoring and control of the BURG bank account (See Article IX: Finances). A written log of all transactions and explanations should be kept and updated regularly. The treasurer should be consulted concerning any use of BURG's funds. The treasurer is in charge of all fundraising efforts, but may choose to establish a fundraising committee. In this case, the treasurer serves as the chair of the committee, and members of the committee help to come up with fundraising ideas and put them into action. The treasurer is also in charge of the maintenance of an email account through Gmail for the bank account, the Square credit card reader, and any other tools the treasurer may choose to use. The name of the email ought to remain the same; however, it is encouraged to update the password with the introduction of a new treasurer.


Section 9: Advisor

         The BURG Peer Education Network Advisor serves as a positive role model to his/her students. While administering supervision to the SAFE Office employees, the advisor also oversees the FSU Peer Educators on an individual and group basis. The advisor meets weekly with the network president and vice president while encouraging other leaders to meet, as needed.

         Attendance of General Body and Lead Team meetings are not mandatory, but highly encouraged. The advisor directs the coordination of educational trainings, institutes, and conferences. He/She also oversees the election process. If the advisor is unable to attend the election, an appointed alumni or other professional staff member may substitute. While the student organization (BURG) is a volunteer organization, the advisor has the final authority over decisions that have a reflection on the prevention center. Financial matters regarding fundraising is an area where the advisor does not have a final authority over decision-making; however, the advisor provides insight to financial management.

 

Section 10: Duties of the Past President

        The past president will meet with the current president once a week during the fall semester, and as-needed during the spring semester. The past president must attend all lead team meetings unless prevented by academic reasons. The past president should offer insight about previous procedure and should assist in completing any forms for the upcoming BACCHUS General Assembly. The position of past president is never voted on, but is filled by the outgoing president after elections in the spring. The past president may choose to apply for an appointed position if he/she would like to take on additional responsibilities for the upcoming year.

        In the event that a person is elected for two consecutive terms as president, the past president will continue to be the last president not re-elected. In the event that the outgoing president and past president both leave the Frostburg area, there will be no past president serving on the leadership team.

 

Article V: Mentors

Section 1: Purpose and Role

        The mentors have a vital role as members of the leadership team, as they work most closely with the general body. Typically, there are four mentors on the leadership team. At the beginning of each school year, the BURG members are divided into four smaller groups. Each mentor is responsible for one of these groups. The mentor guides his/her group in developing and executing a campaign on a specific health topic. In addition, the mentor provides valuable information concerning happenings within the organization, and various topics such as presenting programs, developing PR, and being a leader. Mentors are role models and connect with their group members on a personal level to provide support and friendship.

        The responsibility of the mentors heightens concerning the FYI (See Article X: Freshman Year Initiative). During the summer training held for the members of FYI, the mentors get to know the new students and choose members to be in their mentor groups. The mentors connect with the freshmen and teach them the nuts and bolts of the organization. During the school year, mentors keep track of the FYI students, making sure that they are attending meetings and helping them adjust to college life.