Hmong Americans Involving Students Constitution

 

Article I: Name and Mission

Section 1: Hmong Americans Involving Students (Acronym: HAIS)

 

The acronym HAIS stands for Hmong Americans Involving Students. "HAIS" in Hmong, means TO SPEAK. Speaking out has long been regarded as a form of empowerment, and that is exactly what HAIS wants to do; HAIS will empower people to make positive changes in their community through service, education, and awareness.

 

Section 2: The mission of HAIS is to promote and maintain understanding of the Hmong culture on the College of Saint Benedict (CSB) and Saint John’s University (SJU) campuses, and to build a community across all 1cultural contexts. HAIS intends to do this by building relationships among students and providing resources to enable them to become effective leaders in their community.

 

1Cultural contexts: Looking at an individual’s environment, culture, opportunities, values, and morals that shape his or her understanding of societal issues such as race, gender, religion, and sexuality.

 

Article II: Club Membership

Section 1: Eligibility for Membership

 

HAIS is open to all CSB and SJU students. To become a club member of HAIS, the person must sign up with their emails. Emailing the club for membership is an option too.

Non-students (e.g., faculty/staff/alumni) are not allowed to be participating club members, but they can be 1supportive affiliates.

 

1Supportive affiliates: Non-students participating in HAIS will not spend spontaneous funding that the club receives from Co-Funding Board.

 

Section 2: Voting Member Criteria

Active board members of the current academic year will allow club members to participate in a

2special voting.

 

2Special voting: Club members are allowed to vote when a situation is affecting the CSB and SJU community.

 

Section 3: Removal of Club Members

 

In a situation where a club member is not upholding the Benedictine values and Bennie and Johnnie book within the club, the individual may be removed. First, the process will begin with a hearing conducted by the active board members of the current academic year with the verification of the club advisor. The hearing will consist of explanations from both parties. If needed by active board members, a second hearing will be conducted followed up by a special voting (refer to Article II, Section 2), in which majority rules.

 

Article III: Board Members

Section 1: Board Member Qualifications

 

President, Vice President, Secretary, Treasurer, Public Relations Coordinator, Co-coordinators and the Community Outreach Coordinator positions are open to all current CSB and SJU students.

 

The qualifications for a board position in HAIS will be based on past experiences and involvement. Past experiences include any skills but is not limited to high school or college experiences and job experiences. In order to qualify, the individual must have participated and attended at least 1 HAIS event (e.g. retreats, sponsored events, Hmong New Year) and 2 HAIS general meetings during the current academic year.

 

Students who have or are currently studying abroad must have participated and attended at least 1 HAIS event (e.g. retreats, sponsored events, Hmong New Year) and 1 HAIS general meetings during the current academic year.

 

Active Board Members: Members who were elected by the past board members of the previous academic year. Active board members are considered active throughout their academic year they are serving. Changes can be made to the HAIS’ Constitution until the last day of club registration by active board members only.

 

Newly Elected Members: Members who were elected by the active board members of the current academic year. As a newly elected board member, you are considered inactive until the academic year you will be serving. No changes can be made to the HAIS’ Constitution until they are active board members. “Any changes made by the Newly Elected Members will be in effect in their active term.”

 

 

Section 2: Board Member Positions

1)             President

2)             Vice President

3)             Secretary

4)             Treasurer

5)             Public Relations Coordinator

6)             Outreach Community Coordinator

7)             Co-coordinators (2)

 

Section 3: Board Member Duties

President:

The President position runs for a full academic year starting at the end of the second week of May till the next year’s first week of May. The individual will act as the club’s primary contact within the institution and the Student Activities Leadership Development (SALD). Their duties will be as follows:

1. Guide all other board positions to accomplish duties to fulfill HAIS mission.
2. Assign necessary tasks to each board member accordingly to their duties and roles.
3. c.       Conduct and facilitate the election processes.
4. Presides and calls emergency board meetings to start.
   1. Act as a resource to other Board Members following the CSB/SJU Student Activities Leadership Development Policies, and must be knowledgeable of all campus resources. (i.e. CSB/SJU Events & Catering, CSB Security, SJU Life Safety, CSB/SJU Media Services, etc.)
   2. Creates agenda for board meetings and will send out weekly meeting schedules to all Board Members before each meeting. Review all minutes recorded during board meetings by the secretary.
   3. Must meet all board members to go over the election process prior to the election timeframe.
   4. Must meet with the Vice President to update on necessary information at least once a week.
   5. Must meet with the current advisor every month for club updates.
      1. Must meet with the Vice President to randomly split the board members for biweekly meetings.
      2. Must lead one general meeting during the current academic year, report to the President on the results of attendance and outcomes. Will follow Article VI; Section 1 and Article VI; Section 2, in the event of planning a general meeting and club events.
      3. Facilitate process of all group decision making
         1. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

Vice President:

The Vice President position runs for a full academic year (the second week of May-first week of May) and will assume the duties as said in Article II; Section 2. The Vice President will help and split the President duties in his/her absence and will attend necessary meetings as a temporary liaison for any resource gatherings, necessary assistance, attendance of events, or collaborations in the event of an absence. The main duties of the Vice President will be as follows:

1. Must meet with the President once a week or two weeks to get updates on all necessary information and before weekly board meetings to go over the meeting agendas for clarification and changes.
2. Will work with the President to connect with the International Intercultural Student Services and other clubs and departments for information on needed assistance.
3. Must lead one general meeting during the current academic year, report to the President on the results of attendance and outcomes. Will follow Article VI; Section 1 and Article VI; Section 2, in the event of planning a general meeting and club events.
4. Must be knowledgeable of all campus resources (i.e. CSB/SJU Events & Catering, CSB
   1. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

 

Secretary:

The secretary position will run for a full academic year. This position can also be split between two individuals in the case of study abroad. One individual will handle secretary duties for fall semester and one individual for spring semester. Their duties are as follow:

1. Will be responsible of taking notes on agenda during board meetings. The agenda will be created by the president and vice president, in which all board members will have access to.
2. Responsible of keeping tracks of applicant files during elections. Will create folders for each applicant that includes an online position and two (2) references.
   1. Organize and update inventory when needed. Must lead one general meeting each semester.
      1. Must be knowledgeable of campus resources (i.e. CSB/SJU Events & Catering, CSB Security, SJU Life Safety, CSB/SJU Media Services, etc.).
      2. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

 

Treasurer:

The Treasurer Officer will run for one full academic year. Their duties are as follows:

1. Will be liaison between HAIS, the Co-Funding Board, Student Activities Leaders Development office head, and any sponsors of any event. Must lead one general meeting, and report to the President and Vice President on the results of attendance and outcome factor.
2. Must abide by given rules and policies given by SALD (submitting monthly audit statements, preparing budget/allocation requests to SALD and the Co-Funding Board). Must report financial standing during Board Meetings, and must notify the organization of any financial issues if they arise. Must send copies of all expenses and revenues to President and Vice President upon request, and must first present their requests to the President and Vice President to be checked before submission.
3. Will be responsible for holding onto files and records of all finances that are available to them in the HAIS archives, and should record all current finances and documents/proposals/audits.
4. Must be knowledgeable of all campus resources (i.e. CSB/SJU Events & Catering, CSB Security, SJU Life Safety, CSB/SJU Media Services, etc.).
5. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

 

Public Relations Coordinator:

The Public Relations Coordinator Officer will run for a full academic year. This position can also be split between two individuals in the case of study abroad. One individual will handle Public Relation duties for fall semester and one individual for spring semester. Duties are as follows:

1. All events and general meetings must go through the PR coordinator before promotion or publication. Promote HAIS events and holds responsibility for all of posters (creation and promotion – will be advised to reach out to resources on campus), social networking (Facebook page and connecting between SN groups), and media (KJNB, media services, etc.), following the CSB/SJU policies.
2. In charge of the HAIS Email, and will inform CSB/SJU community with emails and posters after working with the board member in charge, and finalizing with the President and Vice President. Events by HAIS must be submitted onto the master calendar, WOW table tents, by the PR Coordinator at least a week in advance of event.
3. Work together with the President and Vice President as a liaison between HAIS and other campus organizations and clubs/departments. Must lead one general meeting, and report to the President and Vice President on the results of attendance and outcome factor.
4. Coordinator must be knowledgeable of all campus resources (i.e. CSB/SJU Events & Catering, CSB Security, SJU Life Safety, CSB/SJU Media Services, etc.).
5. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

 

Community Outreach Coordinator

The Community Outreach Coordinator Officer will run for a full academic year and attend all board meetings as required so. This position can also be split between two individuals in the case of study abroad. One individual will handle Community Outreach duties for fall semester and one individual for spring semester. Their duties will be as follows:

1. Act as the main contact and liaison with any outside groups, colleges, and events that HAIS members are affiliated with. They will handle all external emails, and any emails or proposals that come from outside groups/personnel.
2. Any outside promotion for collaboration or donations will go through the Community Outreach Coordinator. In the event that HAIS looks for any outside donors, conferences, and events (i.e. Hmong July 4th Tournament, Hmong New Year, etc.), they will be the main point of contact and should be the one to search for these opportunities.
3. If any other member is to discover any outside groups or resources that may be beneficial to the CSB/SJU community, they will pass the contact information over to the Community Outreach Coordinator. The representative and the remaining officers will work together to accommodate any necessities for such events.
4. Must work together with the Public Relations Coordinator to handle the email, social networking sites, and promotions.
5. Must be knowledgeable of all campus resources (i.e. CSB/SJU Events & Catering, CSB Security, SJU Life Safety, CSB/SJU Media Services, etc.).
6. Plan and organize club events with all other active board members (eg. HAIS Retreat, Hmong New Year, and banquet)

 

Co-coordinators

 

Co-coordinators will consist of one CSB student and one SJU student. They both will run for one full academic year. Their duties are as follows:

1. Will work together with every board member when they plan their general meeting or event.
2. Together, they will assist with reserving rooms on both the CSB and SJU campuses and help to gather any required materials for the meetings and events.
   1. Each co-coordinator will complete duties of either (ii) and (iii) for fall semester and will switch duties for spring semester based on preferences.
   2. One coordinator will be in charge of reserving rooms on both the CSB and SJU campuses for board meetings and general meetings.
   3. One coordinator will be in charge of reserving rooms on both the CSB and SJU campuses for HAIS events.
   4. Will act as the liaison between both the CSB and SJU student bodies, HAIS members, and HAIS board members.
3. Will work as a trusted resource for any CSB and SJU student who may seek guidance, support, etc.
4. Both co-coordinators will conduct the Gender Retreat either once or twice a year (once per semester) depending on preference.
5. Will lead one general meeting each and report to the President and Vice President on the results of attendance and outcome factor.
6. Co-coordinators must be knowledgeable of all campus resources (i.e. CSB Security/SJU Life Safety, CSB/SJU Health Office, counseling, etc.).

 

 

Section 4: Vacancy in Position During Academic Year

 

In the event of a vacancy occurring (resignation or removal), provisions will be made to fulfill the vacancy by active board members of the current academic year. The vacant position duties will be split equally among board members until a special election is held. The special election must be held within the first two weeks of vacancy. The vacancy of the board position must be filled within at least three weeks.

 

Section 5: Removal of Board Members

 

In the event where a board member has violated the institution's policy, not fulfilling their position duties, and have or has intentions of endangering the club and its policies, the individual may be removed. The process will begin with a hearing conducted by the active board members of the current academic year along with the verification of the club advisor. The hearing will consist of explanations from both parties. The removal process hearing will be followed up by a vote by active board members, in which majority will rule.

 

 

Section 6: Appeal of the Removed Board Member

In an appeal of the removed board member, the specific board member who has been elected to be removed, will be subjected to be reviewed by the board members and advisor. The removed board member will be allowed to present reasons for their appeal. If the appeal should pass, there will be a follow up of a vote by active board members in which the majority will rule.

 

Article IV: Board Elections Section 1: Nominations

Nominations for a board position can be made by active board members and club members. The nominee must be a qualified (refer to Article III Section 1 for qualifications) active HAIS member in order for the nomination to be valid.

 

Section 2: Election Process

 

Nominations and elections will take place early spring semester, no later than mid-March. Required application documents will be attached to the email(s) that will be sent to the CSB and SJU student body. All applicants must fill out the following documents: an online application, at least two (2) reference forms from anyone who is not applying for a board position of the following academic year. After applications has closed, applicants will go through an individual and group interview held by active board members of the current academic year who are currently not in a role of a current applicant. If an applicant is an active board member of the current academic year and is a current applicant, he or she is not allowed to participate in the 1election voting. Students can serve up to two (2) terms maximum on the HAIS board.

 

1Election voting: refer to Article IV, Section 4: Election Voting

 

Section 3: Special Elections

 

In the event of a vacancy occurring (resignation or removal), provisions will be made to fulfill the vacancy by active board members of the current academic year. The vacant position duties will be split equally among board members until a special election is held. The special election must be held within the first two weeks of vacancy. The vacancy of the board position must be filled within at least three weeks.

 

 

Article V: Advisor Section 1: Selection

The advising position for HAIS is open to faculty or staff. The advisor must have basic knowledge of the Hmong culture and have had previous experience working with Hmong students and/or people.

 

Section 2: Duties of an Advisor

The advisor’s duties include, but are not limited to:

1. Promoting club activities to other faculty/staff
2. Meeting with the active board members when there are special circumstances
3. Provide continuity for HAIS from the current academic year to the next academic year
4. Being a resource to HAIS
5. Helping active board members set their goals for the year

 

Article VI: Meetings

Section 1: Regular General Meeting

 

Active board members will conduct general meetings with club members biweekly for an hour. General meetings will carry out HAIS’ mission. Members will be notified about general meetings via email and social media. Active board members who are in charge of the general meeting will meet at least a week prior to the meeting date to plan the agenda.

 

Section 2: Club Events

Club events include but are not limited to the HAIS Retreat, Hmong New Year, Leaders in Action (LIA)/Hmong Month, Gender Retreat and HAIS Banquet. Club events are open to everyone in the CSB/SJU and outside community. These events will occur various times through the academic school year.

 

Depending on the specific event, club members may be asked to participate in committee meetings to help coordinate events. For example, Hmong New Year--decoration committee will meet to plan and create decorations. Committee meetings will depend upon members in the committee.

 

Section 3: Special Meetings

 

In the case where there are unforeseen circumstances, active board members will call a special meeting with only the active board members. If necessary, club members and newly elected board members can also be called to the special meeting.

 

Section 4: Parliamentary Authority

Will use collective team decision making where majority will rule after listening and taking into consideration of all perspectives.

1. Votes of the HAIS board will require a majority vote after a quorum, defined as 6/8 of its membership.
2. Attendance is mandatory for all HAIS Board meetings, unless excused.

 

 

Section 5: Board Meetings

Active board members will meet once every week to update and plan for events.

 

Article VII: Finances

Section 1: Co-Funding Board

HAIS will follow all CSB/SJU Co-Funding Board guidelines when requesting allocation of funds.

 

https://sharepoint.csbsju.edu/sald/Pages/default.aspx

 

Section 2: Generated Funds

Any active board members who needs funding from the generated funds must get approval from the other active board members. The approval must be given before any money is used from generated funds, in which majority rules.

 

Section 3: Honorariums

No dues will be collected from any HAIS member for membership. There will be no stipends given out to any active board members or club members.

 

Article VIII: Amendments Section 1: Ratification

 

If there are amendments needed to be made on the HAIS constitution, the active board members will make the changes. The advisor will verify the new changes. Upon an agreement with active board members and advisor, the new changes will be sent to Joint Club Board for approval.

 

Section 2: Submittal to Student Activities Leadership Development and Joint Club Board Any changes made to this constitution must be submitted to Student Activities and Leadership Development (SALD) and the Joint Club Board.

 

Article IX: General Voting

 

All active board members will have one vote in decision-making. All board members’ must share their perspectives before a decision can be executed, in which majority will rule (⅝).

 

Article X: Non-discrimination

HAIS admits students without regard to their race, religion, color, sex, age, sexual orientation, or national or ethnic origin to all the rights, privileges, programs, and other activities, generally accorded or made available to members of the organization.