Constitution

The Phi Psi Chapter of National Residence Hall Honorary Constitution

Article I: Name

This organization shall be entitled the Phi Psi Chapter of the National Residence Hall Honorary.

Article II: Affiliation

The State University of New York at New Paltz National Residence Hall Honorary is a member of the National Association of College and University Residence Halls, Incorporated.

Article III: Vision Statement

As an integral component of the National Association of College and University Residence Halls, Incorporated (NACURH), the National Residence Hall Honorary (NRHH) strives to recognize the top one percent (1%) of student leaders living in college and university housing at NACURH member schools. The Phi Psi Chapter of NRHH at the State University of New York at New Paltz encourages the development and continued commitment to areas of recognition, community service, leadership and scholastics on both a campus, community and regional level.

Article IV: Mission Statement

The National Residence Hall Honorary is the premiere honorary supported by the leading national organization advocating for the interests and welfare of residence hall students, while also providing opportunities for their personal growth and development. The Phi Psi Chapter of NRHH at the State University of New York at New Paltz strives to provide recognition for individuals and groups who have contributed to the advancement of the institution. It contributes to the advancement of fellow chapters through resource sharing, programming, and leadership development opportunities to contribute and support the vision of the National Association of College and University Residence Halls, Incorporated.

Article V: Membership

Section I: Qualifications for Membership

A.       Candidates must currently live in the residence halls.
B.       Candidates must be at least a first semester sophomore.
C.       Candidates must have a minimum cumulative grade point average of 3.0 on a 4.0 scale.
D.       Candidates must have exhibited positive contributions to the college community.
E.        Candidates must have contributed to the residence hall system and demonstrated exceptional leadership ability.
F.        Candidates must be of good character and be in good standing with State University of New York at New Paltz.
G.       Candidates must complete the application for membership and return it by the deadline.
H.       Candidates must have recommendations submitted by the deadline.

 

Section II: Types of Membership

There shall be four types of membership in the National Residence Hall Honorary at New Paltz, consisting of active, honorary, early alumni and alumni members.
A.       Active members of the NRHH at New Paltz shall be defined as SUNY New Paltz students, residing in SUNY New Paltz housing, who have been chosen by the selection committee to become a member of the Phi Psi Chapter of the National Residence Hall Honorary. Temporary leaves from on-campus housing, such as, but not limited to, internships, student teaching, or study abroad, will not affect the individual’s active status in NRHH. In case of temporary leave, the NRHH member should notify the chapter President in writing including the duration of the temporary leave one month prior to the leave.
a. An active member will be required to accumulate 100 points each semester. These can be acquired by fulfilling various NRHH responsibilities, such as, but not limited to, attending chapter meetings and programs, writing Of the Months, writing ten (10) Out of the Blues, and distributing awards.
1. Each responsibility will be worth ten (10) points.
2. A maximum of 20 points shall be earned from Out of the Blues
B.       Honorary members shall be defined as housing personnel, instructors, college or university staff and those who have demonstrated outstanding support and service to the residence hall students. Individuals who qualify for general membership cannot be inducted as an “honorary member.” The number of honorary members a chapter can induct per academic year cannot exceed ten percent (10%) of the chapter’s membership cap. These members do not count in the one percent (1%) cap.
a. The President will call for nominations for honorary members during the selection meeting.
b. After all nominations, the President will close the floor.
c. Voting will be completed closed-eye.
d. The individual(s) with the most votes will be inducted as honorary members.
e. In the event of a tie, a vote will be held between the two individuals who tied.
1. This vote will occur three times
2. If there is not a majority (half plus one) then the president will act as a tie breaker.
C.       Early alumni members will be defined as a member that is still living on campus but can no longer meet the expectations of an active member. These members do not count in the one percent (1%) cap.
a. The following guidelines apply to the procedure of applying for early alumni membership status:
1. The member and/or chapter must complete the early alumni membership application (contact your Regional AD-NRHH to obtain a copy) which shall include the signatures of: Chapter President, Chapter Advisor, and Chapter Member for whom the form is being completed.
2. The completed early alumni membership application shall be submitted to the Regional AD-NRHH for approval.
3. The number of early alumni members a chapter shall be granted per academic year will not exceed ten percent (10%) of the chapter’s membership cap (i.e. if a chapter has a membership cap of 20, it will not be allowed more than 2 early alumni members approved per year).
4. It is the right of the Regional AD-NRHH to deny requests for reasons including, but not limited to, the application form is incomplete, the Regional AD-NRHH does not believe that sufficient measures were taken by the chapter to address the member’s inactivity with chapter business before submitting the application, or the chapter has exceeded its allotted early alumni membership approvals for the year.
5. If the member and/or chapter wish to appeal the decision of the Regional AD-NRHH, they may appeal to the entire AD-NRHH board. The decision of the AD-NRHH board (consisting of an AD-NRHH from each region) shall be final.
i. Each AD-NRHH shall have one vote.
ii. A simple majority shall be necessary, with the NRHH Chair casting the tie-breaking vote when necessary.
D.       Alumni members shall be defined as former members of NRHH, who were inducted by the Phi Psi Chapter of NRHH and have moved off-campus, or are no longer a student. These members do not count in the one percent (1%) cap.

Section III: Selection

A. The evaluation of applicants will be determined by active members of the State University of New York at New Paltz chapter of the National Residence Hall Honorary.
B. The members of the National Residence Hall Honorary will meet to select new members at the end of each academic semester.
C. The president will call for the elimination of candidates. Elimination will only occur if there is a 2/3 consensus. The vote will only occur once. If a 2/3 majority is not reached then the applicant will not be eliminated.
D. The president will call for a discussion on remaining candidates, one by  one.
E. All present members will discuss the candidate based only on their application, their two (2) recommendations and their involvement within a service project completed with the current chapter.
a. In the event that a candidate cannot attend the community service project, they will be given an alternate assignment or activity.
F.        This discussion will immediately be followed by a closed eye vote. Only applicants who receive two-thirds (2/3) majority vote of the quorum active members will be selected for the organization.
G.        The process will be repeated for each applicant.
a. The active members of the SUNY New Paltz NRHH shall not exceed one percent (1%) of the student population in the residence halls on the New Paltz campus.
1. In the event that the number of selected applicants exceeds the number of seats available, applicants that receive the largest number of vote will obtain membership.
2. Applicants selected to become members for the following academic year will be notified two weeks prior to the induction ceremony in the fall or spring semester.
3. All new inductees must formally accept membership prior to the induction.
4. All new inductees’ membership will be official the day of the induction ceremony.
5. All new inductees will be given active membership status upon being inducted and will retain active membership status for the remainder of the semester.
G.       The following is necessary in order for a chapter member to be able to participate in the selection process:
a. Active member status
b. Completion of 70 points by the selection meeting
c. Attendance at Induction/Graduation is not counted within that 70 points

 

Section IV: Honor Cords

A. A recipient of honor cords will be defined as an active member of the State University of New York at New Paltz chapter of the National Residence Hall Honorary who will be graduating from the institution.
a. The candidate must have completed the requirements defined by active membership for every semester following induction.
b. A candidate who has applied and has been accepted for Early Alumni will be eligible for honor cords so long as they have fulfilled all requirements defined by active membership for every semester prior to Early Alumni status.
c. The candidate must have applied a month before the induction/graduation ceremony. Candidates for honor cords who will be moving off campus must apply for honor cords before the semester in which they will begin living off campus.

 

Article VI: Executive Structure

Section I: Selection of Officers

A. The President, Vice President, Secretary, Treasurer, and Public Relations Officer of the State University of New York at New Paltz National Residence Hall Honorary shall be selected by active quorum members in an election by two-thirds (2/3) majority paper ballot vote of the NRHH. The new officers will not be active until the end of the academic year.

B. The National Residence Hall Honorary National Communication Coordinator (NRHH NCC) position will be elected at least one week prior to the registration deadline for that year’s Mini-No Frills Regional Conference.

Section II: Election Procedures

A. The President will call for nominations for each position of the executive board.
B. Positions will be elected in the following order: President, Vice President, Treasurer, Secretary, Public Relations, National Communication Coordinator.
C. The president will close the floor for nominations and open the election.
D. Candidates will be given three (3) minutes each to speak, while other candidates for the same position will leave the room.
E. Candidates will have a five minute question and answer session.
a. Question and answer session is extendable up to five (5) minutes.
b. Question and answer session is extendable up to three (3) times.
F. A pro and con session will follow a candidate’s speech after their dismissal from the room. The session will last one (1) minute or until the end of three (3) unanswered rounds.
G. Upon finishing, the next candidate will be brought in. The process will be repeated.
H. After all the candidates for a specific position have been given the opportunity to speak and answer questions, a five (5) minute discussion on the candidates will take place.
a. Discussion is extendable up to five (5) minutes.
b. Discussion is extendable up to three (3) times.
I. Then, the paper ballot vote will take place.
a. During elections of a position where there are three or more candidates, and a candidate does not receive at least two-thirds (2/3) after three ballots, the candidate with the fewest number of votes will be eliminated and another vote will be taken. This process of elimination will occur until a candidate receives a two-thirds (2/3) amount of votes. A discussion must occur before each vote.
b. In the event that there is not a two-thirds (2/3) decision with two remaining candidates, the Executive Board will make a final decision. There will be a discussion facilitated by the overseer, followed by a vote. If the vote does not equal a two-thirds (2/3) decision, the process will be extended up to two more times. The decision can be for either or neither candidate.
c. In the event that the executive board cannot come to a decision, the decision will be turned over to the overseer.
J. This procedure will be repeated for all executive board positions.

Section III: Officers and Duties

Subsection 1 – Executive board Duties

A. Positions are a one year commitment
B. Must maintain positional resource materials to give to their successor
C. Must meet with their successor to offer resources and information
D. The following duties are mandatory unless excused by the Executive Board
a. Attend all NRHH programs and events
b. Meet as an Executive Board biweekly, unless otherwise stated
c. Attend all NRHH chapter meetings
d. Attend an E-Board bonding session each semester
e. Uphold and enforce this constitution

E. President
a. Preside over all Chapter meetings.
b. Carry out the policies of the Chapter.
c. Act as the spokesperson for the Chapter.
d. Do what is in the best interest of the Chapter.
e. Play an integral part of every Executive Board position, acting as a sounding board for all ideas.
f. Oversee the application process.
g. Vote only in the case of a tie.
h. Act as the national representative to all NRHH business meetings and events or appoint a delegate.
i. Oversee NRHH events.
j. Nominate committee chairs.
k. Serve as a liaison between the Chapter and various groups on campus.
l. Helps to create the NRHH budget in tandem with the Treasurer.
m. Works in tandem with Vice President to coordinate alumni workshops
n. Facilitate the OTM incentive program
o. Oversee the three-tiered diamond program
1. Administer the proper diamond level at all induction/graduation ceremonies
p. Oversee the Book of Inspiration
q. Oversee the First Year Chapter member Buddy System
r. Oversee and assign the Buddy System
s. Provide the Chapter the opportunity to provide suggestions at least once a semester.
t. Create agendas for both Chapter meetings and Executive Board meetings.
u. Over see Induction/Graduation
1. Order cords/pins as needed
2. Contact guest speaker for event

F. Vice President
a. Assume the duties of the President in case of absence of vacancy of that office.
b. Work with the President to oversee NRHH events.
c. Communicate with Honorary and Alumni Members and take care of any business related to Honorary and Alumni Membership.
d. Plan all chapter bonding events.
e. Will be in charge of the Four Pillar Challenge.
f. Works in tandem with the President to coordinate alumni workshops
g. Shall be in charge of receiving feedback from the chapter on a semesterly basis.

G. Treasurer
a. Assume the duties of the President in the absence of the President and Vice President.
b. Maintain all financial records for the Chapter.
1. Will keep a detailed record of all financial transactions
c. Be responsible for all monetary transactions of the Chapter.
d. Order items that Executive Board specifies are needed.
e. Works to create the NRHH budget in tandem with the President.
f. Turn in all DOs to the CAS office within one of week of date needed or one week of date on receipt
g. Will provide the budget to President and/or advisor(s) upon request
h. Will rebudget the NRHH budget as needed and upon request of Executive Board

H.       Secretary
a. Assume the duties of the President in absence of the President, Vice President, and Treasurer.
b. Keep the minutes of all Chapter and executive board meetings.
c. Keep all NRHH Chapter files accurate and updated.
d. Assist the Vice President with Honorary and Alumni communication.
e. Track the Points system and update each member of their status on a monthly basis.
f. Lead role call as necessary at chapter meetings
g. Responsible for keeping an inventory of office supplies and purchasing them when necessary.
h. Keep track of non-member attendance at all NRHH functions and provide documentation.
i. Update the NRHH Constitution after changes have been approved by the Chapter.
j. Be responsible for creating the Chapter contact sheet.
k. Keep an updated list of all Honorary and Alumni members.l. Keep an updated list of all awards given out by the chapter.

I.         Public Relations Officer
a. Assume the duties of the President in the absence of the President, Vice President, Treasurer, and Secretary.
b. Be responsible for making and delivering news regarding induction.
1. This must occur at least two weeks before the ceremony.
c. Be responsible for making and distributing advertisements for NRHH programs and/or delegate this responsibility to other chapter members.
d. Responsible for sending out Thank You notes to all guests, members, and Residence Life Staff when appropriate.
e. Print copies of the Book of Inspiration for all chapter members at the end of the semester
f. Updates all NRHH media outlets unless otherwise delegated, this includes but is not limited to:
1. E-mail
2. Facebook
3. Twitter
4. Website
g. Maintains constant communication with RHSA.
h. Coordinate all NRHH pin/shirt days
i. Be responsible for the induction/graduation program
1. Update it before leaving the position

J. National Communication Coordinator (NCC)
A. Assume the duties of the President in absence of the President, Vice President, Treasurer, Secretary, and Public Relations Officer.
B. Equally shares responsibilities with the Residence Hall Student Association (RHSA) NCC.
C. Have weekly three (3) office hours with the RHSA NCC in the RHSA Office.
D. Serves as one of SUNY New Paltz’s official representatives at all regional and national conferences.
E. Keeps regional schools informed about SUNY New Paltz programs, events, and other campus news.
F. Receives information from regional schools and relays it to NRHH.
G. Orders and maintains files from the National Information Center (NIC).
H. Chooses and organizes conference delegations for both regional and national conferences.
I. Prepares delegations for the conferences through meetings and written information.
J. Maintains North East Affiliate of College and University Residence Halls (NEACURH) and National Association of College and University Residence Halls (NACURH) files.
K. Communicates with regional and national schools when appropriate.
L. Coordinates all regional bids (i.e. School of the Year, Program of the Year, etc.).

Section IV: Terms of Office

A. The terms of office for the President, Vice President, Treasurer, Secretary, and Public Relations Officer of the State University of New York at New Paltz National Residence Hall Honorary shall be one (1) year from end of academic year to end of academic year.
B. If an executive board position of the State University of New York at New Paltz National Residence Hall Honorary becomes vacant in the middle of the term, outside of the Presidency, the position shall be filled by an active member of NRHH with the two-thirds (2/3) majority of active quorum members at the next meeting. The term of office begins immediately and lasts until the end of the academic year.
C. At any time, an active member of the Phi Psi Chapter of NRHH may motion to impeach an executive board member. This motion must be seconded. Following that motion, the executive board member must leave the room and a discussion will be held. After the discussion, a paper ballot will ensue. Impeachment can only occur if a two-thirds (2/3) majority vote of active quorum members is reached.

Article 7: Chair Positions

Section One: Eligibility

A. A chair shall be a member of the Phi Psi chapter of the National Residence Hall Honorary.

B. A chair may be entering into his or her first semester of membership.

Section Two: Chair Appointment

A. Chairs shall be appointed by the President.

a. Positions shall last for one academic semester.

b. In the event that the Executive Board or the chapter does not agree with the selection of the chair, they may veto the appointment.

1. The veto must be 2/3 of the Executive Board or chapter.

c. In the event that President does not want to give a chair position to a general chapter member, or there is no chapter member willing to take on the chair position, an E-Board member may be selected.

d. In order to accept a chair position a nominated member must do the following:

1. Sign that they agree to the responsibilities of the chair

2. Announce to the chapter at the following chapter meeting that they formally accept the chair position

Section Three: Responsibilities

A. OTM & Award chair

a. Must submit at least one OTM a month

b. Shall serve as a resource for questions about OTMs and awards

c. Shall keep attendance of all awards and submit to secretary on a monthly basis

B. Historian

a. Shall take pictures at all events at which in attendance

b. Shall upload all pictures to the online NRHH photo account or submit them to the Public Relations officer

c. Will keep a detailed account of everything that the chapter accomplishes and will send monthly report to the secretary

C. Webmaster (at discretion of Public Relations officer)

a. Shall update the website

D. Community Service Chair

a. Shall serve as the chair for the Community Service committee.

E. Programming Chair

a. Take care of all important details for programs

b. Will work with President and Vice President to ensure that things are FUSEd

c. Shall serve as the chair of the Programming committee

Article VII: Advisor(s)

A. There shall be two (2) advisors to the Phi Psi Chapter of the National Residence Hall Honorary.

B. The advisors shall be from the Residence Life professional staff.

a. The advisor shall be chosen by the executive board members of NRHH.

b. The advisor must be approved by a majority vote of members of the Phi Psi Chapter of NRHH.

C. The advisors shall act as a liaison between the National Residence Hall Honorary and the Department of Residence Life at the State University of New York at New Paltz.

D. The advisors will maintain the position from end of academic year to end of academic year and may be reselected after one year.

E. There must be at least one advisor present at all chapter meetings if possible

F. There must be at least one advisor present at any event regarding the selection process.

G. There must be at least one advisor present for all elections.

a. The advisor will assist the President in tallying votes in regards to election procedures.

H. Advisor(s) will hold bi-weekly one on ones with Executive Board members by discretion of Executive Board.

Article VIII: Committees

A. Programming Committee

a. Construct ideas for general campus programming.

b. Initiate administrative preparation regarding specific programs.

c. Delegate and discuss specific responsibilities within committee and within chapter.

c. Organize pre- and post- programming tasks and materials.

d. Encourage involvement among non-NRHH members.

e. Shall provide general materials for programs to be put on within the halls

B. Community Service Committee

a. Researches possible community service projects in which to participate or with which to work.

b. Presents ideas to members at Chapter meetings.

c. Networks with organizations both on and off campus.

d. Compiles list of responsibilities for Chapter members participating in the event.

C. Campus/NEACURH/NACURH Committee

a. Act as a liaison between NRHH and RHSA.

b. Provide chapter with any pertinent campus updates.

c. Send one representative to the Residence Hall Student Association’s Associate Council Meetings to give an NRHH report and to keep the chapter informed on RHSA business.

d. Communicate with RHSA National Communication Coordinators (NCCs) and NRHH President to find out how to update Chapter on ways to participate regionally and nationally.

e. Gather and exchange information from NRHH President or to NEACURH and NACURH conferences and meetings.

f. Facilitate the writing of Monthly Moose Calling articles

Article IX: Conferences

A. NEACURH Regional and Mini No-Frills conference will be attended by the President of the State University of New York at New Paltz National Residence Hall Honorary. The President will attend sub-regional meetings in the fall and spring. The President elect will attend the NACURH national conference if possible. If the president cannot go; the advisor may attend the NACURH national conference in the President’s stead. If the president elect and the advisor cannot go, then the vice president elect may go. If they cannot go, then the treasurer elect may go, then the secretary elect, then the public relations officer elect. If none of the executive board elect can attend, the spot will be opened to the chapter and there will be an application process at the discretion of the president elect.

B. In the case that the chapter bids regionally and must bring a bid team, the members of the bid team will be selected as follows:

a. All interested must submit interest to the President.

b. Based on chapter involvement, time commitment and needs of the bid, the President will select a bid team.

c. Based on delegation cap, alternates will be selected to help out with the bid and go in the case that another member cannot.

Article X: Fees and Dues

The State University of New York at New Paltz National Residence Hall Honorary will pay the required dues per year as established by the NACURH Incorporated in order to retain affiliation status. The Phi Psi chapter of the National Residence Hall Honorary will pay affiliation costs in alternating years, working the Residence Hall Student Association.

Article XI: Chapter Reports

As mandated by NACURH Incorporated, the State University of New York at New Paltz Phi Psi Chapter shall submit to them a list of current members, the names of officers, the name of the advisor, a copy of a revised constitution (if amendments were made), a reaffiliation form, membership dues, and any other pertinent information requested by NACURH Incorporated.

Article XII: Amendments and By-Laws

A. Amendments to this constitution may be adopted or amended by a two-thirds (2/3) vote of the active quorum members. By-laws must follow the same process.

B. Amendments to this constitution shall go into effect immediately upon acceptance by two-thirds (2/3) of the active quorum members of the Phi Psi Chapter of the National Residence Hall Honorary.

Article XIII: Organization Conduct

The National Residence Hall Honorary Phi Psi Chapter agrees to adhere to the regulations of the State University of New York at New Paltz.

Article XIV: Superseding Policies

Changes to the NRHH Governing Documents, the NACURH Policy Book and By-Laws, and any mandate set forth by the State University of New York at New Paltz shall supersede this document.

Article XV: Enactment

This constitution shall go into effect immediately upon acceptance by two-thirds (2/3) of the active quorum members of the Phi Psi Chapter of the National Residence Hall Honorary.