Constitution of Student Voluntary Services
Ball State University
as of February 2005

Article I – Name

The name of the organization shall be Student Voluntary Services (SVS).

Article II – Purpose

Sec. 1  Student Voluntary Services is organized to provide students with educationally valuable experiences that can be realized through community service and service learning.

Sec. 2  The service work is designed to help students develop while:

a.         exploring potential careers;

b.         practicing specific skills;

c.         gaining practical work experiences in conjunction with classroom instruction;

d.         relating to members of other cultures, backgrounds, and ages;

e.         strengthening interpersonal skills; and

f.          encouraging a lifetime commitment to service.

Article III – Membership

Sec. 1  Membership in Student Voluntary Services shall be limited to all students, faculty, and staff of Ball State University. 

Sec. 2  Membership in this organization shall consist of three functioning bodies.  They are the Executive Board, the Program Coordinating Board, and the Volunteers Corps.

Sec. 3  The commitment of members is by semester and each member agrees to actively volunteer at one of the designated community agencies, institutions, or other facilities for the designated term of service.

Sec. 4  Members will not be discriminated against on the basis of race, gender, religion, color, national origin, physical or mental ability, age, sexual orientation, or status as a Vietnam Era Veteran.   

Sec. 5  Members can and will be dismissed from their positions due to improper conduct during organization activities as determined by the Executive Board and the Advisor (or his/her designee(s)).

Article IV - Executive Board Officers

Sec. 1  The officers of the Executive Board shall consist of the following positions:  President, Vice-President, Secretary and SGA Senator.  SVS Special Events chairs and Standing Committee chairs shall serve as ex-officio members of the Executive Board, as needed.

Sec. 2  Each candidate for Executive Board office must have served at least one semester as a Program Coordinator prior to beginning their term of office and must serve as a Program Coordinator concurrently to holding an Executive office position.

Sec. 3  Candidates for SGA Senator must additionally meet all requirements to serve as an Organizational Senator, as determined by Student Senate.

Sec. 4  All returning Program Coordinators are eligible to run for Executive Board offices.  In the case that there are no eligible Program Coordinators interested in running for an office, a decision to allow any other Program Coordinator to be nominated will be made between the Advisor and Executive Board.  Current Executive Board members may seek additional terms in future elections.

Sec. 5  Elections will be held as follows:

1. Nominations for the position of President will occur between the 3^rd and 5^th weeks of the Spring Semester academic schedule;
2. Elections for the position of President will occur at the meeting on or closest to the 5^th week of the Spring Semester academic schedule;
3. Nominations for the positions of Vice President and Secretary will occur between the 5^th and 7^th weeks of the Spring Semester academic schedule;
4. Elections for the positions of Vice President and Secretary will occur at the meeting on or closest to the 7^th week of the Spring Semester academic schedule.
   

Sec. 6  The Executive Board members may only occupy one executive office per one-year term, commencing at the induction ceremony in April.  Successful candidates commence officer-elect responsibilities immediately upon election and participate in Executive Board activities as ex-officio members for transition and planning purposes, particularly related to budget development, organizational goal development, member recruitment & retention, and training & retreat planning purposes.

Sec. 7  All officers will be held accountable for these duties and obligations.

President:                    

a.         Preside over Coordinating Board meetings;

b.         responsible for the coordination of SVS Program Coordinators;

1. preside over the Executive Board;
2. provide Advisor and/or designee(s) with any and all information in a timely manner;
3. chair the recognition and appreciation committee; and
4. lead organizational planning and resource allocation efforts.
   

Vice-President:   

a.         Assume the role of president in his/her absence;

1. oversee and communicate with special event committee chairperson(s) as designated by SVS;
2. coordinate SVS training, retreats and in-service activities; and
3. act as the SVS office manager.
   

Secretary:                    

a.         Record and distribute minutes of the meetings to the Coordinating Board and Advisor(s) of SVS within one day following scheduled meetings;

1. coordinate all correspondence for the Executive Board to Coordinating Board and volunteers and all other external audiences/constituents;
2. coordinate all advertising, marketing and publicity efforts on behalf of SVS; and
3. chair the Public Relations/Recruitment Committee.
   

SGA Senator:  

a.         Serve as the primary liaison to Student Senate;

1. Assess the needs of constituents involved in service;
2. Communicate and advocate issues through Senate;
3. Propose legislation, as appropriate, related to concerns/issues identified;
4. Provide regular reports to SVS membership of SGA issues and actions;
5. Other duties as identified
   

Sec. 8  Responsibilities of the Executive Board

a.         To act on behalf of SVS between its regularly scheduled Coordinating Board meetings;

b.         to serve as executors of SVS;

1. to carry out all mandates of SVS;
2. to appoint chairpersons for Special Event committees; and
3. to prepare budget and execute and monitor budget expenditures.
   

Sec. 9  In the event that the President is unable to fulfill his/her duties for the remainder of the elected term, the Vice-President shall have the option of filling the office, with an approval vote of the membership.  If the Vice-President succeeds the President, a new election shall be held to fill the position of the Vice-President for the remainder of the term.  In the event that the Vice-President elects to remain in that office, an election shall be held for the position of the President.  When any other office is vacated, a new election will be held to fill that position for the remainder of the term.

Article V - Coordinating Board

Sec. 1  The Coordinating Board shall include the President, Vice-President, Secretary, SGA Senator, Chairpersons, Program Coordinators, Special Event Chairs and Standing Committee Chairs.

Sec. 2  Each Program Coordinator must submit an application and possess the qualifications of interpersonal skills, leadership skills, and the ability to take on new challenges.

Sec. 3  Program Coordinators will be held accountable for these duties and obligations:

a.         be responsible for leading their individual volunteer programs;

b.         act as a liaison between and among the volunteers, fellow Program Coordinators, respective volunteer agency, and SVS staff;

c.         arrange administrative details of the program, including schedule for visits, orientation time, special training and/or screening requirements, as needed, and evaluation with the respective agency;

d.         actively recruit volunteer in conjunction with Student Voluntary Services;

1. actively participate in Coordinating Board meetings, retreats and training opportunities;
   

f.          maintain volunteer service hours as requested by the office in a timely manner;

g.         follow the regulations set forth by the respective agencies;

h.         prepare travel arrangement with the Transportation coordinator.

Sec. 4  Standing Committees within SVS are listed below.  Additional committees may be formed as necessary.  Committee chairperson(s) report to the Vice President.

1.       Developing publicity for SVS (posters, flyers, advertising, etc.);

2.      Coordinating campus presentations and table displays (classes, student organizations, conferences, special events, etc.);

3.      Producing SVS Newsletter (at least each semester);

4.      Development, revision and production of periodic brochures;

5.      Updating and maintaining SVS website;

6.      Coordinating volunteer and Program Coordinator recruitment processes; and

7.      Other opportunities as necessary.

b.      Recognition and Appreciation:  This committee recognizes individuals involved with SVS for their achievement of personal accomplishments and contributions to the success of SVS.   The committee is chaired by the SVS President and is responsible for:

1.      Planning and organizing a leadership recognition event each semester; and

2.      Motivating, recognizing, and rewarding volunteers, organizational leaders, and major campus/community partners throughout the semester.

Sec. 5  Special Events Committees within SVS are listed below.  Additional committees may be formed as necessary.  Committee chairperson(s) are appointed by the Executive Board and report to the Vice President.

a.                  United Way Day of Caring;

b.                  Leaf Raking Service Day(s);

c.                   Project Angel Tree;

d.                  MLK, Jr. National Day of Service; and

e.                  Lend-A-Hand Day

Article VI – Advisor

Sec. 1  The Co-Advisor(s) of Student Voluntary Services is (are) appointed by the Director of Leadership and Service Learning.

Sec. 2  Responsibilities of the Advisor(s):

a.       To advise Executive Board, Coordinating Board, Special Events Committees, and volunteers at large;

b.      To advise on preparation of a budget at the end of each year for the following year;

c.       To supervise the daily operations of SVS including staff and transportation;

d.      To sign for all financial transactions by SVS and oversee any and all special projects sponsored by SVS; and

e.       To serve as Ex Officio member(s) of the Executive Board and Coordinating Board.

Article VII – Meetings

Sec. 1  The regular meeting day/time of the Coordinating Board shall be selected by the Executive Board prior to the first official Coordinating Board meeting of the academic year.  Each meeting shall be open to all Coordinating Board members, SVS volunteers and visitors.

Sec. 2  The Executive Board may call or cancel a meeting.

Article VIII – Finances

Sec. 1  Funds are obtained from the Student Activity Fee Committee and are requested through an annual budget prepared and submitted by the Advisor and the Executive Board.

Sec. 2  Funds obtained through the BSU Foundation, grants and alternative sources will be the responsibility of the Advisor(s).

Article IX – Amendments

Sec. 1  Constitutional amendments must be proposed at a meeting of the program coordinators and voting on the amendments is to take place at the following meeting of the coordinators.

Sec. 2  Amendments to the constitution must be ratified by two-thirds of the voting members present and then immediately become effective.

Article X – History of Revisions/Amendments

1965                            Original

1992                            With minor subsequent revisions

2002, October              Approved unanimously (13-0), on 10/03/02

2005, February             Approved unanimously (22-0), on 2/3/05 to reflect addition of SGA Senator position and minor revisions, following Student Senate approval of permanent senator seat for SVS (December, 2004)