Constitution

Zach Noblitt and Tekoah Lewis volunteer at the First Year Welcome Convocation, holding the doors for the traditional procession Aug. 2007

 

 

CONSTITUTION

 

ARTICLE I: NAME

This organization shall be known as the Trinity University Student Ambassadors and shall follow the guidelines of a Chartered Student Organization, as outlined in the Trinity University Student handbook.

 

ARTICLE II:  PURPOSE

The purpose of the Trinity University Ambassadors is to serve as liaisons between the student body and the Advancement Division.  In this role, the Ambassadors function as spokespersons for the University, working to strengthen the bonds between students, alumni, and friends of the University.  The Ambassadors also promote a life-time commitment to philanthropy and an understanding of Trinity’s heritage to current students so that their alma mater will always be a part of their lives.

 

ARTICLE III:  OFFICERS

Section 1:     Officers

The Ambassadors shall have the following general officers:

A.      Ambassador Co-Chairs

B.   Recording Secretary

C.   Accountant

D.   Social Chair/Co-Chairs

      E.   Webmaster

      F.      Senior Gift Co-Chairs

            Senior Event Coordinator

            WDAF Coordinator

            Tower Party Coordinator

            Last Great Reception Coordinator

      G.  NSO Chair/Co-Chairs

      H.  Ambassador Recruitment Co-Chairs

      I.    Philanthropy Chair/Co-Chairs

      J.    Publicity Chair

   Roast Coordinator

 

Section 2:     Qualifications

A.     Candidates must agree not to take more than nineteen credit hours per semester, while in office.

B.     Candidate(s) for Ambassador Co-Chair must serve for the full previous year as an Ambassador before applying for Co-Chair.

 

Section 3:       Powers and Duties

A.     The Co-Chairs shall perform the following duties:

    1.    Ambassador Leadership

            a.       Assist in interviewing and selecting the Ambassadors

b.      Create the agenda for weekly and bi-weekly meetings

c.       Assist the Co-chairs of the Senior Gift Committee

    2.    Public Appearances

a.         Serve as Ex-officio members on the National Alumni Board

b.         Represent Ambassadors at Development Committee meeting of the Board of Trustees

c.         Personal contact with all local trustees

d.         Act as host or hostess at President’s Dinner

 

B.     The Recording Secretary shall perform the following duties:

1. Take minutes at all Ambassador meetings
2. Type minutes and present legible copy within three days of meetings
3. Distribute approved minutes to absent members
4. Maintain records of meeting and agendas to be available to all members
5. Maintain attendance records of Ambassador meetings
6. Schedule Ambassadors for events
7. Coordinate with Development, Alumni Relations, Public Relations and Admissions on the time and dates and all other logistical details and to inform Ambassadors
8. Notify and remind Ambassadors of events

 

 C.    The Accountant shall perform the following duties:

1.      Develop and maintain budgets for internal use as well as presentation to the Student Finance Board

2.      Create proposals for and funds needed from either Student Finance Board

3.      Attend Student Finance Board meetings when appropriate

4.   Provide monthly budget reports for the Co-Chairs and Advisers

 

D.     The Social Chair/Co-Chairs shall perform the following duties:

    1.   Responsible for bringing snacks to Ambassador meetings

    2.   Responsible for acknowledging the Ambassadors’ birthdays

    3.   Assist Ambassador Co-Chairs and Development Office plan the January retreat

4.      Responsible for correspondence to current Ambassadors abroad

5.      Responsible for organizing one Ambassador social outing each semester

 

E.     The Webmaster shall perform the following duties:

1. Responsible for the design and maintenance of the Ambassador web site
2. Responsible for communicating with the Student Activities Office about web site
3. Set timetable for updates

 

F.    Senior Gift Co-Chairs

1.   Must be of senior standing

2.   Form a committee of senior ambassadors and non Ambassadors representative of the student body

3.   Work with Senior Events Chair to plan events to publicize the senior gift

4.   Work closely with the Development Office Adviser to achieve record success in the senior gift

 

             The Senior Event Chair/Co-Chairs shall perform the following duties:

1.      Candidates can not be of Senior standing

2.      Form and run a committee to plan the Senior Events

3.      Work closely with the Accountant to have proposals ready for the Student Finance board by early fall

4.      Work closely with Co-Chairs of Senior Gift Committee

 

G.  NSO Chairs

1.   Plan and implement activities to welcome first year students and begin teaching them Trinity traditions and philanthropy

      a.  Find a way to involve Ambassadors with the First Year Tower Party

      b.  Plan and implement First Year Scavenger Hunt

       2.  Prepare first year door signs

 

H. Ambassador Recruitment Co-Chairs

1.         Develop a recruitment strategy for new Ambassadors

2.         Work with the Social Chair/Co-Chairs and Ambassadors to host an informational event for prospective Ambassadors

3.     Brainstorm with Co-Chairs or other Ambassadors students who would make good Ambassadors and invite them to apply

 

I.   Philanthropy Chair/Co-Chairs

      1.    Plan events that will engage the student body in the importance of Philanthropy      to Trinity

      2.    Serve as Coordinator for campus events where Ambassadors are present.  This is including but not limited to such events as Chocolate Festival.

 

D.      The Public Relations Chair shall perform the following duties:

1.         Responsible for all PR representation of the Ambassadors to the student body

a.     Proofs all materials (flyers, mailbox stuffers, etc.) from the Ambassadors

2.         Issue press releases to the Trinitonian when appropriate

3.         Act as point of contact whenever the Ambassadors work with outside organizations

4.     Brainstorm ways for the Ambassadors to be involved and known on campus

5.     Maintains the Ambassador Board in the < xml="true" ns="urn:schemas-microsoft-com:office:smarttags" prefix="st1" namespace="">Coates Center Lobby

 

  

Section 4:            Appointment

Ambassador Chair/Co-Chairs shall be appointed by advisers from the Development and Alumni Office based on an application and interview process.  These appointments will take place in Spring.  All officers shall be appointed annually by the membership.  These appointments will take place at the meeting of the following year’s Ambassadors each Spring.

 

Section 5:            Term of Office

All Chairs or Co-Chairs will serve in office the full year, unless studying abroad or gone from Trinity for some reason, the position will be split between Fall and Spring Chairs.

 

 

Section 6:            Dismissal   

Officer dismissal will be a decision of the Co-Chairs, Ambassador Advisers and the Director of Development Programs and Advancement Services, and the Vice President of University Advancement.

 

Section 7:            Officer Vacancy

Special appointment of a Chair/Co-Chair by the Ambassador Advisers will take place upon the vacancy of the Chair/Co-Chair.

 

ARTICLE IV:  STANDING AND TEMPORARY COMMITTEES

The Co-Chairs shall make assignments of individual members to serve on committees as required to fulfill the needs of the organization.  The Co-Chairs shall take into consideration the wishes of individual members in making assignments.

 

ARTICLE V:  MEMBERSHIP PROVISION

Section 1:            Selection of Membership

Ambassadors shall be selected by the Co-Chairs with the advice of the advisers.  The selection process shall take place in the spring semester.  Total membership shall not exceed twenty-three, nor be less than fifteen.

 

Section 2:            Discrimination

Selection of membership shall be made without discrimination on the basis of race, sex, sexual orientation, color, religion, disability, or national origin.

 

Section 3:            Prerequisites

Candidates must be in good academic standing with a cumulative Grade Point Average of not less than 2.0

 

Section 4:            Alternates

At least two alternates shall be chosen to replace any vacancies left by Ambassadors during the year.

 

Section 5:            Dues

No dues are required of the Trinity University Student Ambassadors.

 

Section 6:            Term of Membership

Ambassadors shall serve for both the Fall and Spring semesters of the year for which they were appointed, except in cases of resignation, dismissal, or study abroad.  An additional application is required to serve as an Ambassador in subsequent years.

 

Section 7:            Dismissal

Upon an Ambassador’s failure to meet the qualification of a minimum 2.0 GPA, excessive absences, or failing to accomplish other assigned duties, the Chair/Co-Chairs and the Ambassador Advisers shall discuss the possible dismissal of the Ambassador, and if deemed necessary, the Ambassador shall be removed.

 

Section 8:            Ambassador Participation

Ambassadors are not only required to participate in regular events such as Distinguished Lecture Series events, Policy Maker Breakfasts, and Senior Events, but must also continue participation in clerical and supportive roles. 

A.     Ambassador participation will be recorded in two possible ways:

1. Development Office Assistance – Ambassadors shall complete at least three hours over the course of each semester assisting the Development or Alumni Offices.  If hour opportunities are not available, event hours can be substituted.
2. Out of Office Assistance: At least twelve hours of assistance are required over each semester.  Either the Co-Chairs or the Ambassador Advisers must approve such hours.  Possible opportunities include but are not limited to:

1. Scholarship Reception
2. Alumni Weekend
3. Business Affiliate Reception
4. Senior Events

B.     If an Ambassador signs up and cannot attend, he/she has the responsibility to find another Ambassador as a replacement.

C.     During each semester, a lack of Ambassador Credits (failure to earn credits regularly) may prompt a conference with the Ambassador Co-Chairs and Ambassador Advisers.

 

Section 9:            Membership Duties

A.     Attend scheduled weekly or biweekly meeting

B.     Attend Advancement events as a Trinity University Ambassador as volunteered.

C.     Serve on at least one Ambassador committee

D.     Accompany Development Officers to present recognition pieces to donors

E.      Participate actively with the coordination of Ambassador activities and events

 

ARTICLE VI:  MEETINGS

Section 1:            Regular Schedule

Ambassador meetings are scheduled by the Co-Chairs on an as-needed basis.  No more than two unexcused absences from meetings may occur per semester.  It is up to the Ambassador to approach the Co-Chairs about the absence within a week of the missed meeting.  The Co-Chairs will decide what absences will be considered excused.  Those members exceeding the permitted excused absences will have a conference with Ambassador Co-Chairs and Ambassador Advisers concerning continuation in the organization.

 

Section 2:            Extra Meetings

Extra Ambassador meetings will be called and announced when deemed necessary by the Co-Chairs and Ambassador Advisers.

 

 

ARTICLE VII:  VOTING

Section 1:            Determination of Outcome

A simple majority at any meeting will determine the outcome on any issue except amendments or repeal of amendments to the Constitution.

 

Section 2:            Proxy Voting

Members may vote in advance, if unable to attend the meeting, by notifying the Ambassador Advisers.

 

ARTICLE VIII:  ADVISERS

 Trinity University Student Ambassadors are under the direction of the Advancement Division, and advised by the Development Officer who coordinates Phonathon and the Young Alumni and Student Programs Coordinator in the Alumni Office.

 

ARTICLE IX:  AMENDMENTS TO THE CONSTITUTION

Section 1:            Drafting

The Co-Chairs may, when deemed necessary, draft amendments to this Constitution.

 

Section 2:            Approval

Policies and procedures drafted by the Co-Chairs must be approved by the Ambassador Advisers, the Director of Development Programs and Advancement Services, and the Vice President for University Advancement.

 

Section 3:            Ratification

Policies and procedures must be ratified and approved by a three-fourths majority of the all Ambassadors, and shall be considered permanent until repealed by a three-fourths majority of the Ambassadors.

 

ARTICLE X:  EFFECTIVE DATE

This Constitution, approved by the Ambassador Chairs, the Ambassador Advisers, the Director of Development Programs and Advancement Services, and the Vice President for University Advancement, went into effect September 6, 2006.