Click here to download PRSSA UH Chapter Constitution. Click here to download PRSSA National Bylaws. Public Relations Student Society of America University of Houston Chapter Constitution Amended August 2004 ARTICLE I - Official Name Section 1: Public Relations Student Society of America ARTICLE II - Objective Section 1: To serve it's members by enhancing their knowledge of public relations and providing access to professional development opportunities. ARTICLE III - Affiliation Section1: Affiliated with PRSSA National Organization ARTICLE IV - Membership (See National Bylaws.) Section 1: Eligibility requirements (see bylaws) Section 2: Members shall pay dues in the amount of $50.00 on a yearly basis. Section 3: The membership of this organization shall consist of currently enrolled University of Houston students. Section 4: Membership in this organization will not be based on discriminations of race, handicap, age, gender, color, creed, religion, political persuasion, sexual orientation or national origin. ARTICILE V - Officers Section 1: The officers of this organization shall consist of President, Vice President, Public Relations Director, Treasurer, Secretary. See Chapter Handbook for others and descriptions of duties. Section 2: Qualifications for each office must meet qualifications in the Chapter Handbook. Section 3: Term of Office expires one year from the date of election. May run again in the next election for the same position. Section 4: Provisions for removal of an officer: An officer may be removed from office by a majority vote from all presiding officers as stated in Chapter Handbook. The officers must have probable cause for removal of an officer as agreed upon at signing of Constitution, such as: 1. An officer has been caught stealing money or property from the organization 2. An officer has spread false or slanderous accusations or rumors about another officer or member, creating an unpleasant teamwork environment 3. Physically attacking or verbally treating an officer with physical harm (which is also illegal) 4. Using e-mail, or the PRSSA Web site, or any other writing medium to damage the professional reputation of a fellow officer or member by attacking the other's character or publishing false reports in reference to a member or officer, (considered libel-also against the law) 5. Excessive and/or unexcused absences (See Article on Absences) Section 5: Absences 1. Officers will be allowed two unexcused absences for two consecutive officer meetings (Those taking place from 7:30p.m. to 8:30p.m. immediately following the general meetings on Wednesday) 2. Officers will also be allowed two unexcused regular group-meeting absences (Those taking place from 7-8 p.m.) 3. Officers whose absence has exceeded the above specifications must be able to present documentation to the other officers should they notify the officer in question that he/she may be removed from office for excessive absences. The officer in question will be notified via e-mail by 7 p.m. on the day that follows the missed meeting by the President. If the president is in question, the vice president will notify him/her by e-mail within the same time period. Copies of this notification must also be sent simultaneously to all other officers and the faculty advisor. 4. The officer in question will be given two days to respond, and then the PR Director will begin follow up phone calls. Should the PR Director be in question the Secretary will perform follow- up phone calls. 5. The officer in question, upon receiving an e-mail of this nature, should immediately send an e-mail to all the officers and the faculty advisor explaining their absence. The officer in question, upon receiving this message will then have one week to locate his/her documents and present them at the next officer meeting called. If the officer fails to show up at this meeting he/she can be voted out of office with a majority vote of the officers present at the meeting. 6. Missing 50% or more of the time allotted for a meeting counts as an absence, for example if one is 12.5 minutes late to a 25 minute, they are counted absent, or another example would be late by 30 minutes or more, to an hour long meeting. However, if one calls the office phone or a member's cell phone explaining the reason for tardiness they will not be counted absent if they are present before the meeting has concluded. It is courtesy to inform the group via e-mail if you will be unable to attend the meeting. Section 6: Excused Absences 1. A sudden, or prolonged physical or mental illness in which case you should be able to present documentation from a doctor, should you be asked for it. 2. A car accident, or flat tire in which case you should be able to present documentation from a police officer, auto/tire repair technician, tow-truck driver, or other parties involved in such a situation, if requested by an officer. 3. Work, internship and classes that have a time conflict with the general and officer meeting will also be considered an excused absence if a 24 hour notification is given to the all officers 4. You will not be asked for any documentation unless you are called to a meeting by the other officers to review your position and possible dismissal. 5. Special meetings must not be called more than 3 days in advance (president, vice president, chairman etc.) in order to give all officers time to arrange their schedules. Section 7: A quorum shall consist of a majority of members of any regular or special meeting. (A quorum is defined as the number or percentage of total membership to be present in a meeting in order to conduct business of the organization). Article VI - Elections Section 1: Elections of officers shall be held near the end of each Spring semester on the second-to-last meeting of the semester prior to the deadline set by National Headquarters to turn in election results. a) The president will inform other officers and, members of the upcoming elections at a regular PRSSA meeting two-weeks prior to the elections. b) Nominations will be made at the following meeting. c) On the third meeting elections will be held and nominees voted on. d) Please note changes being introduced in order to prevent disputes, which occurred doing the 1999-2000 elections. 1) No new nominations will be received on the day of elections and the floor is closed at the end of the nomination meeting prior to the election. 2) If a member wishes to be nominated, but is not able to attend the meeting, supported by an excused absence, they may send an e-mail by 7 p.m. the day before the nomination meeting to all of the currently presiding officers, requesting a nomination for themselves. 3) A member wishing to nominate another member unable to attend, due to an excused absence, may send an e-mail request to the all of the presiding officers stating their requests. 4) At the nomination meeting the officers are to read to the meeting group all e-mail nomination requests and write the nomination names on a chalkboard or overhead transparency so that the group can see them. 5) All those in attendance wishing to nominate themselves or others will then write their nominations on the chalkboard or overhead transparency, stating name and position for which they are running. 6) The secretary taking minutes will note all of the nominees included in this group e-mail. 7) Election procedures will be followed as outlined in the National Chapter Handbook. 8) On the day of elections nominees will be given time to speak about why they should be elected. 9) The candidates for presidency will prepare speeches, which may be written with visuals, and stand in front of the group to present themselves, their experiences, and why they should serve as president. 10) At this point, all nominees interested in being elected must be physically present at the election. Those nominated, but unable to attend the election (excused or unexcused absenteeism), will not be voted on, unless that is overridden by a three-fourths majority of current officers, and unless they were the only nominee for the position. In this case, the only nominee will be automatically elected, having no contestant to run against. 11) Members may run for more than one office. 12) Those running for the presidential office make their presentations first, and are then voted on, followed by the counting of votes for each contestant, and then the elected is announced to the group. Next, the nominees for VP are voted on, and follow the same order. The election proceeds as above: count, announce, and then vote next office. Public Relations Director should follow, then the rest in any order. 13) All interested in running for office should request a copy of this constitution and bylaws from presiding officers prior to elections and familiarize themselves with election procedures in order to prevent election dispute matters. 14) Elections will be made by secret ballot, on a form typed by the presiding president or anyone he/she assigns to do this task. The forms will all look the same appearing in the same size; color and names of nominees for positions will be listed in the same order. 15) 1/3 of members must be present to vote, according the Chapter Handbook, however if this is not possible due to UH being a commuter school, National Headquarters has given us permission to go with the majority vote of those in attendance, assuming the election is carried out in a fair manner such as that described above and the election meeting is announced to all members as stated above. *It is the responsibility of the officers to unite the members by presenting them with all known deadlines and meeting dates. Section 2: Procedures for filing vacancies: Should an officer graduate midterm, they will give up their officer position, unless they remain on campus enrolled in a least one class, making them legally a student of the university. A graduating officer will be honorably recognized for serving PRSSA, and may still continue with any internship they accumulated through involvement in PRSSA, however, they must no longer represent themselves as a PRSSA intern, simply a PR intern. Like all graduating PRSSA students, the officer is eligible for a discounted membership to PRSA. A. Vacancies will be filled at the end of Fall Semester by the next officer in line, for example the VP will become President, the PR Director will become VP, the Treasurer or Secretary will become the PR Director, all by a majority vote of presiding officers. Unless the current officer does not want to give up position, then the next in line under that officer can move up. For example, if the president graduates and the VP prefers his/her current position and does not want to move into the presidential position, the Public Relations Director can assume the vacant position for president. B. Should a Treasurer, Secretary, or Historian leave, a group member may be elected by the presiding officers to fill this position, in a majority officer vote. The officer specifically elected to fill a vacancy keeps that position until regular spring elections. However, Any one of the presiding officers who wishes to assume a vacant office may do so. Treasurer, Secretary, or Historian officer vacancies may be incorporated with the duties into of a current position, adopting both titles (ex. President and Historian.) by a majority vote of presiding officers. C. The position of Web Master may also be voted on in the same manner and filled by an officer all ready holding office of one or more positions. D. A Web committee, may also be created as an option, however, the presiding officers must be in majority agreement of how this will be organized. The presiding Web Master officer can also create a Web committee, which they will head. Should no one inside the organization have enough expertise in Web design, the organization may seek outside assistance. Article VII - Meetings Section 1: Regular meetings of this organization shall be held once a month on Wednesdays (in accordance with the date set for the general meeting), which are scheduled to take place from 6:00p.m. to 7:00p.m. Officer meetings shall be held on the same Wednesday from 7:30 p.m. to 8:30 p.m., immediately following the general meeting. This will reflect the standard meeting schedule unless a special meeting is called. Any meeting may be held on our off campus. Section 2: 1) Flyers, and/or banners, and/or Daily Cougar Spotlight notices will be used to contact members. Upcoming meetings, after the first meeting of the year, will be mailed by the secretary -- included in the meeting minutes, which are sent out via e-mail by 7 p.m. the following day. 2) The President will send out a reminder notice via e-mail two days prior to a regular meeting and/or officer meeting (these can be listed together in the same e-mail should the meetings occur on the same day.) If he/she has not received an e-mail response, the PR Director will follow up the message with a phone call. The PR Director may split phone call duties and list with any one she/he chooses including a publicity committee or other officers. Section 3: Special or emergency meetings dealing with non-regular business and/or time sensitive issues may be called by any officer. All officers must be notified by e-mail and telephone 3 days in advance of the meeting, and provide explanations/reasons for calling the meeting. All officers should then send an e-mail response indicating that they will/will not be present at the meeting, remembering to send their response to all officers. Only excused absences are tolerated for missing a meeting of this nature. Article VIII - Executive Board Section 1: Standing committees (composition, appointment, function, powers and duties, such as membership, financing, publicity, etc.) (See Chapter Handbook.) Section 2: Appointment of committees by (President, chairman, council, etc.) (See Chapter Handbook.) Section 3: Duties and responsibilities of the advisor (See Chapter Handbook.) Article IX - Parliamentary Authority Section 1: Standard procedures will to be used when conducting business. Robert's Rules of Order will not be used. Members and officers will sit in a half- or semi-circle facing each other for open exchange of ideas. The officers and/or members may identify themselves with name tags. The officers will sit in the circle, equal with members, to interact in a forum. However, all members may stand or sit in front of the group our use a podium, PowerPoint, or other presentation devices while speaking. Article X - Amendment of Constitution Section 1: The constitution may be altered with a majority vote of presiding officers, during any part of the school year or during summer officer meetings.