Extra-curricular activities are an integral part of the educational process. They are educationally centered and contribute vitally to the social, athletic, spiritual, and/or intellectual development of the students. In summary, such activities are planned and carried out not only for the recreation of students but with their overall development as the primary goal.
The Extra-Curricular Activities Board (ECAB) is a completely sovereign and independent entity, which functions in coordination with the Student Government Association (SGA) for the processes of appeals only. Therefore, ECAB decisions are made based specifically upon the aforementioned preamble within this Constitution and the Extra-Curricular Activities Board Policies and Procedures Manual (ECAB PPM).
All students enrolled in the College of Liberal Arts (CLA), who pay the Student Activity Fee, may participate in the extra-curricular activities of the CLA. Students from the Caspersen School of Graduate Studies and the Theological School may participate in these activities in accordance with a fee schedule determined by the ECAB after consultation with the Graduate School Association and the Theological School Assembly.
Only members of the Drew community may participate in recognized activities unless granted specific permission by ECAB. Membership shall be open to all Drew University students and must comply with federal laws prohibiting discrimination on the basis of race, sex, handicap, age, sexual orientation, political or religious affiliation. Therefore membership, benefits, and the election of officers will not be made on the basis of these factors.
This organization shall abide by all applicable laws of the State of New Jersey and the United States. This organization shall abide by all applicable laws and regulations of the University and under the privileges as granted by the Office of Student Activities and deans. It also shall abide by the rules and regulations of the University and the Board of Trustees as stated in the Drew University Student Handbook.
Article I. EXTRA-CURRICULAR ACTIVITIES BOARD
ECAB is the fiscal manager and one of the primary overseers of the student activities fee monies. The Board is responsible for recognition, funding, and oversight of extra-curricular activities relevant to ECAB. In addition, ECAB is responsible to the designee of the Office of Student Activities or equivalent department(s). The Board must have meetings, at which the entire Drew community is permitted to attend and present financial issues, concerns, club proposals, and/or ad hoc requests. After these issues are concluded the Board may move into Executive Session as prescribed by the ECAB PPM. The opinions and discussions within this session will remain confidential.
Quorum for each meeting is one (1) University Senator, the ECAB Chair, and a simple majority of the Category Representatives. In the absence of the Chair, the two (2) University Senators must be present. In this case, the senior University Senator will act in the capacity of the Chair and follow the same voting restrictions.
Attendance is a necessary and required function of ECAB. The members of the Board must adhere to the policy as outlined in the ECAB PPM.
Official minutes must be taken in a format that the Board accepts. Minutes must include attendance and the results of requests and concerns of those attending. The Executive Session minutes are not to be released unless a formal and official appeal has been filed with the SGA. The outcome of Executive Session is available to the public upon request.
A. ECAB Membership
ECAB is composed of the following representatives:
1. One (1) Student Chair
2. One (1) Student Comptroller
3. At least four (4) and no more than seven (7) Student Category Representatives
4. Two (2) University Senators
5. Faculty/Staff Adviser(s)
All student representatives must be matriculated students of the CLA. The Category Representatives and the University Senators represent the voting body of ECAB with the Chair casting the tie-breaking vote. Only matriculated students of the CLA may proposition the Board for funds or recognition. of Members
B. Responsibilities
1. Chair
The Chair is responsible for facilitating ECAB meetings and overseeing the performance of the Board as a whole. The Chair shall ensure that ECAB adheres to the rules of operation set forth in the Constitution and the ECAB PPM. The Chair shall cast the tie-breaking vote in any matter where a tie should occur. The Chair is elected according to the procedures outlined in Article II, Section A of this Constitution and ECAB PPM.
2. Comptroller
The Faculty/Staff Adviser(s), the Chair, and the presiding Comptroller, in consultation with the Board, hire the incoming Comptroller. Additional members of the hiring panel are decided upon by the aforementioned members. The Comptroller is expected to attend ECAB meetings, participate in discussions, document all financial activities of ECAB-recognized clubs, and hold weekly office hours as outlined in the Comptroller position description in the ECAB PPM.
3. Category Representatives
The Board must have at least four (4) with no more than seven (7) category representatives. The number of representatives and category they represent are to be outlined in the ECAB PPM. The Board must approve and enact into this Constitution and the ECAB PPM the addition or removal of a club at least two (2) weeks prior to the category elections as outlined in Article II, Section B of this Constitution. Category Representatives are voting members of the Board and are elected according to the procedures outlined in Article II, Section B of this Constitution and the ECAB PPM.
4. University Senators
The University Senators represent the interests of all members of the CLA. They are voting members of the Board, appointed in accordance to the policies and procedures of the SGA.
5. Faculty/Staff Adviser(s)
As designee of the Office of Student Activities, the Adviser represents the University in policy implementation, providing ethical guidance to the Board, and ensuring that ECAB procedures do not conflict with University policy. Further, the Adviser is a non-voting member of the Board.
6. Removal of Board Members
The grounds and guidelines for removal shall be as follows:
a) Any member of the Board may be removed for not fulfilling his/her duties and responsibilities as outlined by this Constitution and the ECAB PPM.
b) Charges against Board members (except in the case of the Chair) shall be brought to the Chair. Charges against the Chair shall be brought to the senior University Senator.
c) Charges shall be heard atthe next official meeting held by the Board.
d) Discussions of the conduct of Board members shall be heard in Executive Session.
e) Removal of any Board member requires a two-thirds (2/3) majority vote.
f) Any member removed from the Board may appeal, in writing, to the Chief Justice of the Judicial Board within two (2) business days of notification.
g) An appeal to the Judicial Board may only be filed in the event of a procedural error.
Article II. ELECTIONS
Elections to ECAB will be an independent process as outlined in this Constitution and the ECAB PPM.
A. Chair
The campus-wide election for Chair will be held within two (2) weeks of any spring SGA election. Before taking office the Chair shall become accustomed with the duties of this office in coordination with the outgoing Chair as outlined in the ECAB PPM. The Chairperson shall officially begin his/her tenure during the first meeting of the fall semester. Should the Chair position become vacant, the senior University Senator shall serve as the interim Chair. A new election for the position of Chair must be held within three (3) academic weeks of the vacancy. For proper election procedures, refer to the ECAB PPM.
B. Category Representatives
Designated club members elect Category Representatives during a meeting that occurs in the spring semester of each academic year. This meeting shall occur no later than the end of April. The current Board will oversee the club meeting. During the meeting, the clubs are to be divided into their respective classifications in order to nominate and vote for a representative. Each category should elect, through a simple majority vote, one (1) representative to sit on the Board as its official Category Representative. Each representative will assume his/her position at the first meeting of the new academic year. Members of clubs with probationary status are not allowed to serve on the Board. Furthermore,only one vote per club is permitted during this meeting, despite its status. Should a Category Representative seat become vacant, the Chair, in consultation with the clubs in the category, shall appoint a new representative. The remaining Board members must approve the appointment with a simple majority vote.
C. University Senators
The University Senators are elected according to the policies and procedures of the SGA. University Senators must follow all applicable policies and procedures as outlined in this Constitution and the ECAB PPM.
D. Faculty/Staff Adviser
The Board, in consultation with the Office of Student Activities, shall choose the Faculty/Staff Adviser.
Article III. FORMAL RECOGNITION OF ACTIVITIES
A. Petitioning for ECAB Recognition
Any club that promotes student development through social activities, may petition ECAB for official recognition. The petitioning club must be open to all CLA students. Clubs that hold auditions require applications, and/or other selective processes, will not be accepted. Groups may apply for ECAB recognition until the end of the fifth (5) week during each semester. ECAB grants use of the name and seal of Drew University to groups only after formal recognition has occurred. Recognition is a privilege and may be revoked during a disciplinary process if deemed necessary by ECAB.
B. Probationary Recognition by ECAB
All groups officially recognized by ECAB will begin as probationary clubs. The groups will be recognized in accordance to the policies and procedures outlined in the ECAB PPM. Clubs with probationary recognition are eligible to use the name and facilities of Drew University; however, they will not have an individual budget. The organization shall operate under probationary status for one (1) academic semester. A probationary organization must adhere to all applicable procedures as outlined in this Constitution and the ECAB PPM.
C. Full ECAB Recognition
Once fully recognized, that organization is entitled to a budget that will be allocated upon completion of the semester probationary period. All organizations must adhere to applicable procedures as outlined in this Constitution and the ECAB PPM
Article IV. INTRA-CLUB PROCEDURES
Each organization that falls under the auspices of the Board must adhere to the following procedures as well as those outlined in the ECAB PPM
A. Election of New Officers
Each club shall elect officers for the following academic year as per their respective constitutions.
B. Active Membership
An active member of an ECAB-recognized organization is defined by the constitution of the individual club and/or by the Executive Board of the organization.
Article V. FUNDING OF ACTIVITIES RECOGNIZED BY ECAB
Organizations recognized by ECAB are considered active only when fiscally active. The activity must take place within a given fiscal year.
A. Preliminary Budget
ECAB-recognized organizations are required to submit a budget proposal as outlined in the ECAB PPM. Any organization that fails to submit a budget proposal as outlined in the ECAB PPM will be placed on probationary status for one (1) academic semester.
B. Budget Allocations
A minimum of forty (40) percent and a maximum of sixty five (65) percent of ECAB funds must be allocated to budgets for the upcoming fiscal year. This shall be done during the spring semester budget review session. Any funds not used within a given fiscal year must be returned to ECAB. The Board has the discretion to remove individual club funds during the academic year, as outlined by the ECAB PPM. Budgets will be allocated in accordance with the ECAB PPM
C. Club Fundraising
Any club or organization may choose to raise additional funds through fundraising events. Such events must be registered with the Office of Student Activities. All proceeds must be deposited into the ECAB account. These funds will be allocated to the respective club. ECAB-recognized organizations must adhere to the policies and procedures of the Office of Student Activities, the Business Office, and the University.
D. ECAB Discretionary Fund
ECAB will reserve a maximum of one (1) percent of per academic year for any operational costs as outlined in the ECAB PPM. Any monies remaining in this fund at the end of the academic year shall be rolled over into the ad hoc budget for the following academic year.
Article VI. FUNDING OF GROUPS NOT FULLY RECOGNIZED BY ECAB
A. Funding for Groups
Groups fully recognized by the Office of Student Activities but not funded by ECAB may request ad hoc funding via a recognized ECAB club. When funds are supplied, the ad hoc-ing group must follow the relevant financial policies as outlined in this Constitution and the ECAB PPM.
B. Probationary Clubs
Probationary clubs may ad hoc funds and must adhere to all policies outlined in this Constitution and the ECAB PPM.
C. Limitations
ECAB may not grant more than ten (10) percent of the entire semester ad hoc budget to any single request or event. At the discretion of the Board, and with the unanimity of all elected members, including the Chair, more than the limited amount may be granted. Under no circumstances may this allocation exceed twenty (20) percent of the ad hoc budget.
Article VII. FINANCIAL POLICIES
Any organization receiving ECAB funds, in budgetary or ad hoc form, are responsible for complying with all policies of this Constitution, the ECAB PPM, the Office of Student Activities, and the University.
A. Payment of Past-Due Bills and Fines
A bill to a club for a good or service that has not been paid to the vendor within a two-week (2) time period, is defined as a past-due bill. ECAB will not pay for past-due bills of any organization unless prior notice is given explaining the reasons why such a bill cannot be met on time and paid in the normal manner. After such notice, the Board will vote on whether the past-due bill will be paid by ECAB, or by the club with its own funds. A payment of a past due bill must be approved by a simple majority of the Board.
B. Individual Club Honors
Organizations are free to establish their own awards for presentation to their members. Therefore, it is the distinct organization, and not the CLA, which is responsible for administering the awards. ECAB funds may not be used to support individual club awards.
C. Fundraising
Fundraising by ECAB recognized organizations is permitted and encouraged. Organizations must adhere to the fundraising policies as outlined in this Constitution and the ECAB PPM.
Article VIII. APPEALS OF ECAB DECISIONS
Decisions regarding fund requests and club proposals may be appealed by the organization making the request or proposal. Appeals, as stated by University policy, may only be made based upon the following reason:
a) procedural error
A. Initiating an Appeal
A letter of appeal must be submitted to ECAB and its Adviser within five (5) days of the Board's official notification of its decision. Within two (2) business days of receiving official notification of the pending appeal, the Chair must make available to the appealing organization the minutes of the regular and executive sessions pertaining only to the decision of the appeal. It shall be the responsibility of the Chair to officially notify the Student Government A> ssociation Appeals Commission within two (2) business days that an appeal is pending.
B. The Appeals Meeting
The Commission must meet within two (2) weeks of the official notification of the pending appeal, unless the appealing organization decides to officially abandon the appeal. In such a case, an official letter of an organization's intent to forfeit the appeal must be submitted to both the SGA Appeals Commission, the Adviser of ECAB, and the Board at least three (3) business days prior to the official meeting date and time of the Appeals Commission.
The SGA Appeals Commission must make an official announcement of the appeal hearing date and time and must notify the Adviser of ECAB, the Board, and the appealing organization at least one (1) week prior to the official appeals hearing. The decision of the Appeals Commission will be final except in the case of a tie.
The SGA Appeals Commission shall consist of six (6) members. All members shall be appointed by simple majority vote of the Senate except for the senior University Senator. The following are the members of the Appeals Commission:
a) Senior University Senator - Chair of the Appeals Commission
b) One (1) Freshman Class Senator
c) One (1) Sophomore Class Senator
d) One (1) Junior Class Senator
e) One (1) Senior Class Senator
f) One other Senator of any standing, except the junior University Senator
C. Regulations with respect to an Appeal
The following must be adhered to during both the hearing of the Appeals Commission and the hearing of the Senate:
1. The University Senator shall not be a voting member of the Commission.
2. A member of the Appeals Commission may only abstain from voting in the case of a conflict of interest as defined by the ECAB Constitution as being an active member of the appealing organization.
3. All members, or proxy members of the Appeals Commission, must be present in order for an official decision to be reached.
4. Any member of the Commission may appoint a proxy to sit at the appeals session from his/her own constituency. Only the junior University Senator may proxy in place of the Chair of the Commission.
5. One (1) member of ECAB as well as one (1) member of the organization that has requested the appeal may testify to the Commission and/or to the Senate.
6. The Adviser to ECAB as well as an adviser to the SGA may be present at the appeals session at the request of the Chair of the Appeals Commission. The adviser(s) may not be (a) voting member(s) of the Commission.
7. Each member of the Commission shall be provided with the minutes of the ECAB meeting pertaining only to the decision of the appeal. In the case of a tie within the Appeals Commission, the members of the Senate will be provided with said minutes.
8. Official minutes of the hearing to the Appeals Commission must be documented by the Chair of the Commission.
In the case of a tie, the tie-breaking vote will be determined by a simple majority of the Senate. Within one (1) business day of the Committee hearing, the Appeals Commission must officially notify the Vice-President of the tie. Upon notification, the Senate will be required to vote upon the appeal at the official session of the SGA immediately following the hearing of the Appeals Commission. The Senate may vote to overturn the original ECAB decision or to uphold it. In the case of such a tie in the Appeals Commission and subsequent movement of the hearing to the Senate, the decision of the Senate will be final.
Article IX. DISCIPLINARY ACTION
ECAB reserves the right to take disciplinary action against any organization that does not comply with the policies outlined in this Constitution, the ECAB PPM, as well as the policies and procedures of the Office of Student Activities, any other relevant departments and the University.
Article X. AMENDMENTS
Amendments to this Constitution must be approved by a two-thirds (2/3) majority vote of the Board.
Proposed amendments must be approved by a majority of the student body in a campus-wide referendum. In addition, proposed amendments must both be sent via e-mail to all students and posted in the University Center at least one (1) week prior to the referendum.
Any ratified amendments shall be attached to the end of this document as an Article of Amendment.
Any amendment shall be considered an integral part of this document, as valid as any other part.
Article XI. SUPREMACY
This Constitution shall guide every aspect of ECAB. Any issue or action that is contradictory to this Constitution shall be considered null and void.
