Constitution

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CONSTITUTION OF THE RESIDENCE HALL STUDENT ASSOCIATION
STATE UNIVERSITY OF NEW YORK AT NEW PALTZ
Effective October 19, 2009

Preamble

We, the students of the residence halls of the State University of New York at New Paltz (SUNY New Paltz), shall promote and maintain a spirit of unity among members, to promote interaction among residence halls, develop citizenship through self-government, and to promote self-development of individuals. We, therefore, ordain and establish this Constitution for the Residence Hall Student Association of SUNY New Paltz.

Article One: Name

The student organization for all residence halls at SUNY New Paltz shall be known as the Residence Hall Student Association (RHSA).

Article Two: Purpose

The purpose of this organization shall be to serve as the representative student government association of all resident students. RHSA will provide an effective means of self-government, to provide for cooperation among the residence halls, to foster a spirit of unity among members, and to provide social, cultural, and intellectual development for individual students. In addition, the RHSA shall have the responsibility of reviewing and making recommendations upon the College Housing policies and procedures, and also act as a liaison between the administration and the residents for the improvement of SUNY New Paltz residence halls.

Article Three: Membership
All students of SUNY New Paltz who currently reside in a residence hall on campus are included as members of RHSA. They may participate in RHSA events and activities, and may become members of their hall’s government in order to work closely within the governance of RHSA. This organization will not discriminate or withhold membership from any individual on the basis of race, color, religion, sex, age, handicap, sexual orientation, or national origin.

Article Four: Hall Government
1.1 Every residence hall must have a constitution
1.1.1 Constitutions, and alterations, must be submitted to RHSA within 7 days of the first AC
meeting of the semester and/or 7 days of the last meeting if changes have been made during the semester.
1.1.2 To makes general changes to a constitution, the hall government must hold a meeting that
is open to the entire hall to initially discuss ideas. The RD must, then, approve these
proposed changes. Upon approval, the hall government must hold another open meeting
to vote on the changes.
1.1.3 Constitutions must include information regarding the following:
– Hall Name, Mission, Colors, and Mascot
– Description of Executive Board duties separated by position
– Qualifications for holding an Executive Board position
– Meeting structure (i.e. time limit, order of agenda, etc.)
- General Voting Procedure
- Elections Procedure
- Budget
- Impeachment / Resignation Procedure
- Constitution Amendment Procedure
1.2 Positions on hall government must be elected as stated by their respective constitutions
1.3 Each hall must send at least two representatives to RHSA Associate Council (AC) Meetings
1.4 Each hall government is responsible for fostering a spirit of unity and good will throughout their
residence hall

Article Five: Representation

Section One: Voting Members

1.1 Each residence hall has two elected RHSA representatives that will act as voting members during Associate Council meetings (AC meetings).
1.1.1 The representative may only vote if they are a documented Hall Government or
Residence Life staff member.

Section Two: Non-Voting Members

2.2 Any hall residents, including Resident Assistants, are invited and encouraged to actively participate in events and programs sponsored by RHSA.
2.3 Any hall resident may attend AC meetings, but no more than two representatives per hall shall have the right to vote.

Section Three: Qualifications

3.1 Each RHSA representative must be a resident of the hall represented.
3.2 Each RHSA representative must be in good academic and disciplinary standing at this college.

Article Six: Associate Council Membership Responsibilities and Elections

Section One: Associate Council Member Responsibilities

1.1 It is the responsibility of all RHSA representatives to attend all AC Meetings. If not able to attend, the
representative must find a replacement or contact RHSA for minutes.
1.2 It is the responsibility of RHSA representatives (AC Members) to report the proceedings of all regular
RHSA AC meetings to their respective hall governments.
1.2 It is the responsibility of all members to represent the concerns and ideas of the residence hall from
which they represent.
1.3 It is the responsibility of all members to attend all of their hall government meetings. The RHSA representatives must ensure the posting of all flyers for RHSA events in their respected halls. Flyers will be provided by the RHSA Public Relations officer.
1.4 When posting flyers, representatives must adhere to all fire safety regulations.
1.5 Must remove all outdated flyers

Section Two: Election Procedures

2.1 Election of RHSA representatives shall be held within individual residence halls in accordance with their constitutions.
Article Seven: Executive Board

Section One: Description

1.1 The Executive Board shall consist of a President, Vice-President, Secretary, Treasurer, Public Relations Officer, Two National Communications Coordinators (Co-NCCs), and a Campus Communication Coordinator (CCC).

Section Two: Qualifications

2.1 Each Executive Board member must be a resident of the residence halls for a least one year (two full semesters).
2.2 Each Executive Board member must be in good academic and disciplinary standing at this College, and maintain a class load of at least twelve (12) credit hours per semester.
2.3 Executive Board members are not permitted to hold a position in their hall’s government.
2.3.1 Participation in Hall Government events that RHSA facilitated (i.e. Spirit Day, etc.)
should be discussed by the Executive Board prior to the event to preserve neutrality
2.4 To be elected to any Executive Board office, a candidate must have been active with RHSA meetings and/or programs and events for at least one full semester.
2.5 To be elected to any Executive Board office, a candidate must be a full-time student residing on campus.

Section Three: Election

3.1 Election nominations will begin eight (8) weeks before the last regular meeting of the Spring semester.
3.2 Election of the Executive Board officers will begin six (6) weeks before the last regular meeting by ballot vote of the voting membership.
3.3 The current Executive Board’s responsibility is to train newly elected Executive Board members after elections have taken place.
3.4 Newly elected Executive Board officers will be installed at the last regular meeting.
3.5 One term of office for each Executive Board member, shall be two (2) semesters. There shall be no limit imposed on the number of terms any member may serve. If an Executive Board member chooses to remain in their position, they must be re-elected.

Section Four: Vacancies

4.1 In case of a permanent vacancy in the office of President, the Vice-President shall be President.
4.2 Any permanent Executive Board vacancy (excluding President) shall be filled through an Associate Council Vote.

Section Five: Funding Requests

5.1 The Treasurer and President will discuss and decide whether a funding request applies to the RHSA General Budget or Associate Council Programming Line
5.2 Funding request presentations will be scheduled by the Treasurer for a time during Executive Board meetings
5.3 For the funding request, the presenter will do the following:
5.3.1 Present a three minute speech
5.3.1. Answer questions from the Executive Board for five minutes (which can be extended to
up to three times)
5.4 After the speech and questions are completed, the presenter must leave the room.
5.5 The Executive Board can either move to discuss or vote after the presenter leaves the room
5.6 Decisions will be made by a 2/3 vote.
5.6.1 In the event that there is not a 2/3 decision on the first vote, a five minute discussion will
follow and a vote will be taken again. If a 2/3 decision is not made after three sessions,
the decision will be turned over to the overseer.
5.6.1.1 The overseer is the President, unless the President is absent, in which case the
Vice President assumes the role.
5.7 If funds are being granted from the RHSA General Budget, the executive board reserves the option of
granting partial funding.
5.7.1 If the executive board decides to grant a different amount than originally requested, they
will then discuss different amount options and decide on two or three options to vote on.
5.8 The overseer does not vote
5.9 Voting shall only be performed through confidential written ballots
5.10 An advisor must be present during any funding requests
5.11 The advisor shall tally the votes and the overseer will announce the decision
5.12 If a funding request is approved, the presenter will email the RHSA Treasurer after the meeting to
coordinate the physical granting of funds.

Article Eight: Executive Board Responsibilities

Section One: The Duties of All Executive Board Members

1.1 Positions are a one year commitment
1.2 Must maintain positional resource binder to give to their successor
1.3 Must meet with their successor to offer resources and information about their position
1.4 The following duties are mandatory unless excused by the remainder of the Executive Board:
1.4.1 Must attend all RHSA programs and events
1.4.2 Required to meet as an Executive Board once a week, for a two hour meeting
1.4.3 Required to sit two office hours per week in the RHSA office
1.4.4 Must attend all RHSA Associate Council meetings
1.4.5 Attends an Executive Board bonding session each semester
1.4.6 Must attend an Associate Council retreat each semester
1.4.7 Assists with the planning and facilitation of all major events
1.4.8 Must attend all President’s Cabinet Meetings held monthly
1.4.9 Attends bi-weekly one on one meetings with an Advisor, and attends one on one
meetings when necessary with the President

Section Two: The Duties of the President

2.1 Uphold the Constitution of this organization.
2.2 Preside at all regular and special meetings of the organization.
2.3 Appoints chairpersons and representatives and/or members to all special committees on campus
2.4 Appoints chairpersons and members to committees formed by RHSA
2.5 Draw up an agenda for each meeting with the aid of the other Executive Board officers.
2.6 Represent RHSA at all functions which require representation or appoint a representative in his/her
place; be the official representative and spokesperson of this organization.
2.7 Has a position on the Campus Auxiliary Services (CAS) Board of Directors
2.8 To act as the liaison between administrational offices on campus and the residence hall student body
which entails the following: writing letters, making phone calls, scheduling meeting between him/her
and other offices on campus and following up on all issues concerning residence hall students as soon
as possible.
2.9 Be responsible for informing (in writing) all residence halls of their responsibilities in sending a
representative(s) to the RHSA.
2.10 Is an integral part of every Executive Board position, and acts as a sounding board for ideas
2.11 Schedules bi-weekly one on one meetings with individual Executive Board members as necessary
2.12 Helps to create RHSA budget and presentation for the following year, along with the current
treasurer
2.13 Creates a list of tasks to be distributed among themselves and the remainder of the Executive Board
as they feel it is appropriate
2.14 Seeks the aid of the advisors in matters of administrative policy.
2.15 Keeps an active communication relationship between him/herself and all Residence Life officials.
2.16 Votes only in the case of a tie, as delineated in Article 10, Section Two and Three

Section Three: The Duties of the Vice-President

3.1 Works closely with the RHSA President, and takes his/her place in case of absence in:
3.1.1 Running RHSA executive board or Associate Council meetings
3.1.2 Attending any official function at which RHSA should be represented
3.2 Works closely with the office of Student Activities and Union Services
3.3 Contracts all campus venues (using the Facilities Use for Scheduled Event (FUSE) form found on www.newpaltz.edu/sub)
3.3.1 Contracts all security and crew for events with Student Activities and Union Services
3.3.2 Contracts food services, catering, and any transportation needed for events
3.3.3 Maintains up to date information on what people must be contacted for signatures on
FUSE forms

Section Four: The Duties of the Treasurer

4.1 Handles RHSA account by keeping an accurate count of the balance of money being spent
and which part of the budget the money is coming out of.
4.2 Pays all APPROVED expenses by filling out Disbursing Orders (D.O.’s) and getting the advisors
signature.
4.2.1 Must contact recipient and inform him or her as to when their checks will be ready.
4.2.2 Requires all receipts to be put in an envelope with an explanation as to what it was for
and who the check needs to be made out to.
4.2.3 Turns in all receipts for all RHSA approved expenses that have been given to him/her.
4.2.4 Treasure is the only one to write D.O.’s.
4.2.4.1 The president can only write a D.O. if there is no treasurer in the position at
the time the request is needed OR if the current treasurer is absent for over 2 weeks.
4.3 Plans RHSA budget for the year and submits it to the Executive Board for overall approval.
4.4 Act as a resource to all hall treasurers.
4.4.1 Must have monthly contact with every treasurer to see how they are doing; either online
or in person.
4.5 Give guidance and suggestions for the following years budget.
4.6 Monitor phone log and phone bills in the RHSA office and pay the phone bill.
4.7 Review all funding request forms submitted to RHSA with the President, and approve or deny each request.
4.7.1 Requests must be submitted 2 weeks in advance of when a person or organization requires the money.
4.7.2 If Funding request is denied-it goes no further, but the Treasurer and President need to
have a reason as to why it is being denied.
4.7.3 If approved, the Treasurer will bring it to the executive board.
4.7.3.1 If the money is to be granted from the RHSA General Budget, the Executive Board will follow the procedure outlined in Article 7, Section 5.
4.7.3.2 If the money is to be granted from the Associate Council Programming Line, the
Executive Board must vote, following the procedure outlined in Article 7,
Section 5, to approve or deny the request. If the request is approved, it is taken to
the next Associate Council meeting and voted upon using the procedure outlined
in Article 10, Section 3.
4.8 Keep in constant contact with the CAS office.
4.8.1 Must meet with June Potts (or current CAS person) weekly and get a print out of the
account’s expenses.
4.9 Must report to the Executive Board about how much money is left in the budget
4.10 Must report to the AC on how much is left in their set programming budget
4.11 Must meet with the next treasurer in line and explain all duties before finishing their role as
treasurer.
4.12 Coordinate Care Package Program
4.12.1 Keep in constant contact with On Campus Marketing (OCM)
4.12.2 Take care of all emails and phone calls regarding care packages.
4.12.3 Deposit checks into the separate account and keep track of how much money RHSA
made on packages.
4.12.4 Notify all students of care packages in as many ways as needed (i.e. email, phone, mail,
etc.)
4.12.5 Keep track of deadlines
4.12.6 Create a detailed set of instructions for other RHSA members on how to give out packages.
Section Five: The Duties of Secretary
5.1 Records minutes at all executive board and associate council meetings.
5.2 Types the weekly RHSA minutes, copies them, and distributes them to Hall Government members,
Executive Board members, an Residence Life Staff within an appropriate amount of time, so that
everyone has the opportunity to review the minutes before the next meeting
5.3 Must type up the weekly Executive Board meeting minutes and distribute them to E-board members and Residence Life Staff within an appropriate amount of time.
5.4 Must type and distribute RHSA agendas.
5.5 Maintains RHSA attendance records
5.6 Files and Copies all information leaving the RHSA office
5.7 Must be familiar with basic computer and typing skills; knows Microsoft Word and Excel
5.8 Leads the role call at Associate Council meetings
5.10 Responsible for keeping and inventory of office supplies and purchasing them when necessary.
5.11 Coordinates office equipment servicing as needed.
5.12 Assists the Public Relations officer with publicity and distribution of fliers.

Section Six: The Duties of the Public Relations Officer

6.1 Writes and distributes a monthly newsletter for the residence hall community members
6.2 Responsible for publicizing all RHSA meetings, programs, and events
6.3 Maintains communication with other campus offices and organizations to report important
information to the Associate Council.
6.4 Responsible for sending out Thank You notes to all guests, RHSA members, and Residence Life Staff when appropriate
6.5 Works with the newspaper, TV, and radio station on campus to publicize RHSA programs and events
6.6 Updates the RHSA website (www.newpaltz.edu/rhsa). Must be familiar with web programming
6.7 Records the print quota for each residence hall
6.8 Maintains the display case in the lobby of Hasbrouck Dining Hall

Section Seven: The Duties of the Co-National Communications Coordinators (Co-NCCs)

7.1 Two individuals serve this position.
7.2 Serves as SUNY New Paltz’s official representatives at all regional and national conferences.
7.3 Keeps regional schools informed about New Paltz programs, events, and other campus news.
7.4 Receives information from regional schools and relays it to RHSA.
7.5. Orders and maintains National Information Center (NIC) files.
7.6 Chooses and organizes conference delegations for both regional and national conferences.
7.7 Prepares delegations for the conferences through meetings and written information.
7.8 Maintains North East Affiliate of College and University Residence Halls (NEACURH) and National
Association of College and University Residence Halls (NACURH) files.
7.9 Communicates with regional and national schools when appropriate.
7.10 Coordinates all regional bids (School of Year, Program of the Year, etc.)
7.11 Organizes programs taken from conferences and creates/updates an archive.
7.12 Maintains constant communication with the National Residence Hall Honorary (NRHH).
7.13 Coordinates the annual S.T.A.R.S. Leadership Conference (Self, Teamwork, Action, Responsibility,
and Skills).
7.14 Must attend regional Mini-No-Frills conference and NACURH conferences after elected to the
position.
7.15 Position should be elected before Mini No Frills regional conference.
7.16 Must be familiar with conferences through a position of conference delegate or conference alternate
prior to running for the position.
7.16.1 In the event that there are no candidates interested who have fulfilled the qualifications
stated in Article Seven, Section 7.16, a candidate with no experience shall be permitted
to run.
7.16 Position is instated from NACURH to NACURH.

Section Eight: The Duties of the Campus Communication Coordinator (CCC)

8.1 Serves as hall liaison with all halls
8.2 Helps to form connections between hall representatives
8.3 Review individual Hall Government’s constitutions
8.4 Attend government meetings in each residence hall, or coordinates with other Executive Board members to have them attend.
8.5 Keeps record or hall government contact information for each hall.
8.6 Keeps record of Good Fellowship Points to award “Hall of the Semester” at the end of each semester

Article Nine: Advisor

1.1 The advisor to the RHSA shall be appointed by the Director of Residence Life.
1.2 Represents the Residence Life Staff
1.3 Must attend Associate Council meetings
1.4 Must attend RHSA programs and events
1.5 Tallies votes during elections

Article Ten: Meetings

Section One: Meeting Structure

1.1 Meeting will be based on a written agenda which will abide by the following format:
Call to Order
Ice Breaker
Roll Call / Hall Reports
NRHH Report
Senate Report
Treasurer Report
Funding Request
Old Business
New Business
Upcoming Events
Hall Concerns
Presidents Cabinet Input
Open Floor
Passing of Molly the Moose
Adjournment
1.2 Meetings will follow the Parliamentary Procedures outlines in Robert’s Rules as delineated by the
Executive Board in the beginning of each semester.
1.3 Meetings shall warrant an open line of communication, where the opinions of the AC are valued and respected.
1.4 The opinions of the AC should be carried through to the administration by way of the President’s position on administrative boards.
1.4.1 The President shall not promote their personal opinion as the consensus of RHSA if it
contradicts with that of the AC.

Section Two: Voting Procedures for General Decisions

2.1 Quorum must be present for any voting to take place
2.1.1 Quorum at the AC meetings is one over half of elected representatives (14 individuals)
2.1.1.1 No more than two representatives per hall can vote
2.1.1.2 If quorum is not present, the meeting may be called to order with the stipulation
that no formal motions be made.
2.2 The Executive Board shall not cast votes
2.3 Decisions will be made by a 2/3 vote.
2.3.1 In the event that there is not a 2/3 decision on the first vote, a five minute discussion will
follow and a vote will be taken. If a 2/3 decision is not made after three sessions, the vote
will be turned over to the executive board. There will be a discussion facilitated by the
overseer, who will be the President unless the President is not present, followed by a
vote. If the vote does not equal a 2/3 decision, the process will be extended up to two
more times.
2.3.2 In the event that the Executive Board can not come to a decision, the decision will be
turned over to the overseer.
2.4 Voting shall only be performed through confidential written ballots
2.5 The advisor shall tally the votes and the overseer will announce the decision

Section Three: Voting for Funding Requests

3.1 If funding is being requested from the Associate Council Programming Line, the Associate Council will vote on the approval of such funds.
3.2 Funding requests brought to the Associate Council must be approved by the Executive Board prior to the presentation at the Associate Council meeting.
3.3 Funding requests shall only be presented during the designated time on the agenda, unless a motion is made by the Associate Council to postpone or reorder the agenda.
3.4 For the funding request, the presenter will do the following:
3.4.1 Present a three minute speech
3.4.1. Answer questions from the Associate Council and Executive Board for five minutes
(which can be extended to up to three times)
3.5 After the speech and questions are completed, the presenter must leave the room.
3.6 Decisions will be made by a 2/3 vote.
3.6.1 In the event that there is not a 2/3 decision on the first vote, a five minute discussion will
follow and a vote will be taken again. If a 2/3 decision is not made after three sessions,
the vote will be turned over to the executive board. There will be a discussion facilitated
by the overseer, who will be the President unless the President is not present, followed by
a vote. If the vote does not equal a 2/3 decision, the process will be extended up to two
more times.
3.6.2 In the event that the Executive Board can not come to a decision, the decision will be
turned over to the overseer, who is the President (unless he/she is absent, in which case
the Vice President assumes the role).
3.7 The Associate Council reserves the option of granting partial funding if that option is preferred
3.7.1 If the Associate Council decides to grant a different amount than originally requested,
they will then discuss different amount options and decide on a two or three options to
vote on.
3.8 Voting shall only be performed through confidential written ballots
3.9 An advisor must be present during any funding requests
3.10 The advisor shall tally the votes and the overseer will announce the decision
3.11 If a funding request is approved, the presenter will email the RHSA Treasurer after the meeting to
coordinate the physical granting of funds.

Section Four: Voting Procedures for Elections

4.1 Voting shall be conducted at the end of the Spring Semester for the next academic year, and shall be voted on in the following order: President, Vice President, Treasurer, Secretary, Public Relations Officer, Campus Communication Coordinator
4.1.1 Co-National Communication Coordinator positions will occur at the beginning of the
Spring Semester, at least one week prior to the Mini-No-Frills conference registration
deadline.
4.2 All positions must be re-elected, even if a current officer would like to maintain their position.
4.3 The nominee can not make the nomination for his/herself.
4.4 Two representatives from each hall, present during the entire candidate presentations, shall be permitted to vote.
4.5 Current executive board members are not permitted to vote
4.6 Quorum is necessary to vote
4.7 Voting shall be cast using a confidential written ballot
4.8 Advisors shall tally votes and overseer shall announce the decision
4.8.1 Advisors shall not disclose any information which would violate the confidentiality of
the procedure
4.8.2 Advisors are granted the power to disenfranchise a representative if he/she feels that the
member was not present for the entire candidate presentations
4.9 Elections will take place at regularly scheduled AC meetings
4.10 Candidates for executive board positions must be nominated while the floor is open for nominations
4.11 In order for nominees to become candidates they must:
4.11.1 Accept their nomination
4.11.2 Submit the Candidate form, found on the RHSA website, to the RHSA office before the
scheduled election
4.11.3 Must e-mail RHSA a copy of a personal resume by the Friday before elections. If not
e-mailed, candidate must provide fifteen copies on the day of the election.
4.11.3.1 The resume shall not exceed one single-spaced, single-sided page, and shall not
include personal information such as phone number, address, email address, or
GPA. Only first year students shall be permitted to include activities from High
School. The resume must be presented in a professional manner.
4.12 On the election day, candidates will:
4.12.1 Allow time for the members to review their resume (which will be presented to each
individual during the AC meeting that the candidate is running in)
4.12.2 Present a three minute speech
4.12.3 Answer questions from the AC for five minutes (which can be extended to up to three
times)
4.13 All other candidates running for the same position will remain outside the room with an advisor, unless it is their turn to present
4.14 After all candidates have presented their speech, a five minute discussion will take place about all candidates (which can be extended up to three times). The amount of time extended each time shall not exceed the amount of the previous extension.
4.15 Voting will take place after all candidates have presented and the AC feels that they have had a sufficient discussion
4.16 One advisor must be present in election room.
4.17 Decision is made by a 2/3 vote.
4.17.1 During elections of a position where there are three or more candidates, and a candidate
does not receive at least 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 2/3 amount of votes. A discussion must occur before
each vote.
4.17.2 In the event that there is not a 2/3 decision with two remaining candidates, the Executive
Board will make a final decision. There will be a discussion facilitated by the overseer,
follow by a vote. If the vote does not equal a 2/3 decision, the process will be extended
up to two more times. The decision can be for either or neither candidate.
4.17.3 In the event that the Executive Board can not come to a decision, the decision will be
turned over to the overseer.

Article Eleven: Ratification

Section One: Proposed Amendments

1.1 All proposed amendments to this Constitution must be submitted on the Proposal Form and voted upon by the AC. Final action may not be taken until one week has passed from the original submission to the AC.
1.1.1 The author(s) are strongly encouraged to provide 15 copies of this form to be brought to
the AC, and are required to bring at least one copy.

Section Two: Two-Thirds (2/3) Vote

2.1 Proposed amendments must receive an affirmative vote of two-thirds (2/3) of the voting members
present to be passed. Quorum is needed to vote.

Article Twelve: Impeachment

Impeachment proceedings and charges may be moved by any member of the Assembly. The office involved shall be given a period of one week to prepare and deliver a defense to the AC. After the defense, the vote shall be taken. A two-thirds (2/3) majority of the constituency is required for impeachment.

Article Thirteen: The Power of this Constitution

This Constitution shall overrule all individual residence hall Constitutions within the boundaries set forth by this Constitution. No other Constitution shall supersede this Constitution, regarding the rights and responsibilities of residence hall students, or their governing structure.