Article I – Name of Organization
The name of this organization shall be Equal.
Article II – Mission and Goals
Section 1 – Mission
Equal's mission is to provide a safe environment for students to interact and network with each other, engage in social activities, and develop personal character without fear of discrimination on the basis of actual or perceived sexual orientation, gender identity, or gender expression, and to provide support and resources for students who have experienced such discrimination.
Section 2 – Goals
Equal seeks to:
- Create a community where gay, lesbian, bisexual, transgender, and queer (GLBTQ) students and their allies can feel safe, welcome, and proud, where they can interact and grow without fear of harassment or discrimination;
- Include all individuals in its activities, recognizing that the GLBTQ community is one of the most diverse minorities in the world;
- Support GLBTQ individuals and their allies through the coming-out process and in dealing with harassment and discrimination;
- Educate its members and the university community about sexuality, sexual orientation, and gender issues, and about issues that affect the GLBTQ community;
- Provide opportunities for the personal and professional growth and development of its members.
Section 3 – Governing Authority
All activities and functions of the organization must be legal under University, local, state, and federal laws. The most recent version of The Golden Rule will supersede all requirements set forth during the creation and revision of this constitution.
Article III – Membership
Section 1 – Membership Statement
Membership in this organization is limited to any student who is currently paying Activity and Service Fees and is enrolled at the University of Central Florida. No discrimination shall be made on the basis of sex, race, age, religion, disability, national origin, sexual orientation, marital or parental status, or veteran's status. Hazing will not be allowed as a condition of membership in this organization.
Section 2 – Additional Membership Requirements
Equal will require members to pay dues as described in Article IX, Section 1. Together with Article III, Section 1, these additional requirements define what it means to be an “active student member.”
Section 3 – Recruitment
Recruitment shall take place throughout the year and membership is open at all times.
Section 4 – Voting Rights
Only active student members are eligible to vote.
Section 5 – Revocation of Membership
Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a two-thirds affirmative vote of active student members.
Section 6 – Reinstatement of Membership
Membership may be reinstated after one full semester (after the revocation) has passed. The former member may submit a request for reinstatement to the President. At the next membership meeting, the organization must vote on the reinstatement request. Membership may be reinstated by a two-thirds affirmative vote of the active student members.
Article IV – Officers
Section 1 – Eligibility
Potential officers must meet the minimum eligibility requirements of active student membership (Article III, Sections 1 and 2). All officers of the organization shall possess (at the time of election and during their term) at least the minimum requirements regarding enrollment hours, GPA, academic and disciplinary standing, and financial aid and disciplinary holds to serve in a leadership position, as stated in the most recent version of The Golden Rule of the University of Central Florida. Officers who do not meet these requirements during their term shall be resigned or removed.
Section 2 – Titles and Duties
The officers of this organization shall include (in order of succession) a President; Vice President, Internal Affairs; Vice President, External Affairs; Treasurer; Secretary; Social Events Director; Public Relations Director; and Historian. No officer will be permitted to hold more than one officer position at a time. The officers of the organization shall collectively constitute the Executive Board, which shall be the governing body of the organization.
1. The President shall:
- Supervise and coordinate the activities of the organization,
- Preside over all meetings and call all meetings to order,
- Maintain communication with the Office of Student Involvement and ensure that all paperwork is current,
- Be one of three signers on financial documents,
- Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the Treasurer,
- Ensure that all officers are performing their duties as defined in this Constitution,
- Keep the advisor informed of activities and function of the organization,
- Be familiar with Robert's Rules of Order to conduct meetings,
- Be familiar with The Golden Rule regulations as they relate to student organizations and communicate them to the organization as needed,
- Extend the influence of the organization through personal representation and use of available media,
- Maintain good working relations within the organization and with other organizations with similar goals and purposes,
- Create and distribute an end-of-year report at the end of the academic year, in conjunction with all other officers, committee representatives, and the advisor,
- Provide all documents and records pertaining to his/her responsibilities to the newly-elected President, and
- Assign special projects to officers.
2. The Vice President, Internal Affairs shall:
- Assist the President in his/her duties,
- Assume the President's responsibilities in his/her absence,
- Coordinate all conferences,
- Keep accurate records of all meetings in the Secretary's absence,
- Plan and be responsible for all retreats and training of the organization,
- Perform and audit of all financial transactions of the organization once per semester,
- Coordinate with the Student Government Association, as directed by the President,
- Develop activities and events, in conjunction with the Social Events Coordinator,
- Ensure that all meetings are properly planned and prepared,
- Oversee liaisons to organizations within the University of Central Florida,
- Provide all documents and records pertaining to his/her responsibilities to the newly-elected Vice President, Internal Affairs, and
- Assist in special projects as assigned by the President.
3. The Vice President, External Affairs shall:
- Assist the President in his/her duties,
- Assume the President's responsibilities in his/her absence and the absence of the Vice President, Internal Affairs,
- Extend the influence of the organization through personal representation and use of available media,
- Maintain good working relations within the organization and with other organizations with similar and goals and purposes,
- Correspond with other organizations with similar goals and purposes,
- Serve as a special assistant to the President in matters relating to UCF's regional campuses,
- Provide all documents and records pertaining to his/her responsibilities to the newly-elected Vice President, Internal Affairs, and
- Assist in special projects as assigned by the President.
4. The Treasurer shall:
- Keep an accurate account of all funds received and expended,
- Present a budget report of deposits and expenditures to the membership at least once per month, and as requested by the President, Vice President, Internal Affairs, advisor, or Office of Student Involvement,
- Be one of three signers on financial documents,
- Be responsible for collecting dues and notifying members who are delinquent in their payments,
- Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the President,
- Provide financial records sufficient to allow the Vice President, Internal Affairs to perform audits,
- Effect the creation of budgets for general meetings, individual events, and committees,
- Pay all debts held against the organization,
- Deposit all money received within 24 business hours,
- Establish fund development goals and strategies, in conjunction with the Social Events coordinator,
- Track financial performance against semester budgets,
- Maintain a petty cash fund,
- Record petty cash and inventory loans, adds, and returns, and investigates discrepancies,
- Control sellable inventories,
- Retain copies of all financial paperwork submitted to the Student Government Association and the Activity and Service Fee Business Office,
- Communicate with the organization's bank,
- Provide all documents and records pertaining to his/her responsibilities to the newly-elected Treasurer, and
- Assist in special projects as assigned by the President.
5. The Secretary shall:
- Notify members of meetings via e-mail and/or telephone at least 48 hours in advance,
- Keep accurate minutes and records of all meetings,
- Maintain accurate list of members and their contact information,
- Perform a verbal roll call of all members and maintain an attendance record,
- Prepare ballots for elections,
- Check eligibility for potential officers prior to annual elections,
- Keep a copy of the constitution and have it available for members,
- Present correspondence received at Executive Board meetings, and send correspondence when necessary,
- Maintain an updated calendar of meetings and events,
- Provide all documents and records pertaining to his/her responsibilities to the newly-elected Secretary, and
- Assist in special projects as assigned by the President.
6. The Social Events Director shall:
- Seek out local volunteer and philanthropic opportunities for the organization,
- Develop activities and events, in conjunction with the Vice President, Internal Affairs,
- Develop member recruitment and retention strategies, in conjunction with the Public Relations Director,
- Oversee all major activities and events,
- Provide all documents and records pertaining to his/her responsibilities to the newly-appointed Social Events Director, and
- Assist in special projects as assigned by the President.
7. The Public Relations Director shall:
- Distribute all meeting and event information through available media and technology resources,
- Promote the organization to local GLBTQ-friendly businesses,
- Be the designated contact for all media inquiries,
- Develop member recruitment and retention strategies, in conjunction with the Social Events Director,
- Provide all documents and records pertaining to his/her responsibilities to the newly-appointed Public Relations Director, and
- Assist in special projects as assigned by the President.
8. The Historian shall:
- Take photographs and/or video footage of all membership meetings, events, and activities, and make such media available to members,
- Create and keep current display boards and scrapbooks for all major events,
- Maintain a digital backup of all media,
- Maintain copies of all end-of-year reports,
- Provide all documents and records pertaining to his/her responsibilities to the newly-appointed Historian, and
- Assist in special projects as assigned by the President.
Section 3 – Voting Rights
All officers shall retain voting rights; however, the President shall only vote in the case of a tie, with the exception of officer elections.
Section 4 – Term of Office
The length of term of office shall be no longer than one year.
Section 5 – Role and Authority
Officers may represent the organization in public and private venues, and may negotiate contracts and agreements on behalf of the organization, but may not enter into any contract or agreement on behalf of the organization unless such an agreement has been proposed in writing to the Executive Board and approved by a majority vote of the Executive Board.
Article V – Selection of Officers
Section 1 – Nomination Process
The nomination of officers shall occur each academic year at the membership meeting held in March. The highest-ranking officer not running for office shall facilitate the nomination and election process at this meeting. If this is not possible, the facilitator will be selected by a majority vote of active student members.
Any active student member present may nominate someone or him/herself for office by verbally nominating the individual during this procedure. However, the nominee must be considered eligible for an officer position (as defined in Article IV, Section 1 as verified by the Secretary). Absentee/proxy ballots are not permitted in the nomination process.
Section 2 – Election Process
The election of officers shall occur at the membership meeting held in March. The order of elections shall begin with the President and proceed in order of succession. The organization may not proceed to the election of the next officer until the current one has been resolved.
The nominated candidates for each office will be given a chance to address the organization to discuss their qualifications and reasons why they should be selected to that office. Candidates will speak to the organization in alphabetical order by last name. Once each candidate for that office has had the opportunity to speak, all active student members present (minus the nominations/elections facilitator described in Section 1 above) will have the opportunity to vote by secret ballot. Absentee ballots and proxy ballots are not permitted in the election process.
The nominations/elections facilitator will tabulate all votes immediately, in the presence of the organization. The nominations/elections facilitator shall announce the officer with a simple majority (more than 50%) of all votes cast by active student members. If no candidate receives a majority of votes, the top two candidates will immediately enter into a run-off election. In the event of a tie, the nominations/elections facilitator shall cast a vote to break the tie.
The nominations/elections facilitator will then announce the new officer and ask if any active student member contests the count. If no active student member contests the count, the new officer shall take office as per Article V, Section 3. If an active student member contests the count, each candidate may select an active student member to supervise the recount. The nominations/elections facilitator will immediately recount all votes in the presence of the selected representatives. Once an officer is confirmed, the organization will proceed to elections for the next officer.
Section 3 – Installation of Officers
Newly elected officers shall take office immediately following the membership meeting in April and their term will end immediately following the membership meeting the next April. Current officers should assist in the transition and training of the officers-elect, from elections until installation. A change in officer information should be reported to the Office of Student Involvement within 10 school days of installation.
Section 4 – Re-election
Any officer may be re-elected; however, not for more than two consecutive terms in the same officer position. Officers cannot reappoint themselves for a subsequent term, they must be re-elected as described in Article V.
Article VI – Officer Vacancies
Section 1 – Removal of Officers
Leadership may be revoked without mutual agreement for non-participation, misconduct, failure to fulfill job duties, or violations of any provisions of the Constitution. The officer will be notified in writing of the possible removal from office at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Any officer may be removed from office upon a 2/3 affirmative vote of active student members. The removed officer shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
Section 2 – Resignation
Officers no longer wishing to serve on the board must submit their resignation to the highest-ranking officer and advisor at least two weeks in advance. Prior to the officer’s final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
Section 3 – Filing Vacant Officer Positions
In the event an officer (besides President) is removed or resigns, the remaining officers, by majority vote, will decide if the position is to be filled. If it is to be filled, the nomination and election process as stated in Article V will take place at the next membership meeting.
If the President is removed or resigns, the Vice President, Internal Affairs, will assume the role of President upon a majority confirmation of the remaining officers. If not confirmed, the position of the President will be filled as per the paragraph above.
The newly elected officer’s term shall end at the annual installation of officers in April. A change in officer information should be reported to the Office of Student Involvement within 10 school days of the election.
Article VII – Meetings
Section 1 – Membership Meetings
The membership should meet at least once per week during the fall and spring semesters. Meetings are open to those defined in Article III, Section 1, and officers (except the President, unless otherwise stated) and active student members are allowed one vote per motion. The quorum required to conduct business is a majority of the officers and organization’s active student members. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 2 – Officer Meetings
The officers should meet at least twice per month during the fall and spring semesters and at least once per month otherwise. Meetings are open to those defined in Article III, Section 1, and officers (except the President, unless otherwise stated) are allowed one vote per motion. The quorum required to conduct business is a majority of the officers. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 3 – Calling Meetings
The President will be in charge of calling meetings and the Secretary will be responsible for notifying all members and/or officers at least 48 hours in advance, by e-mail and/or telephone.
Section 4 – Meeting Procedure
The President shall use his/her discretion as to the manner and process in which he/she presides over meetings. However, the President shall follow Robert’s Rules of Order in a given meeting if two-thirds of active student members present at the meeting request.
Article VIII – Advisor
Section 1 – Selection
The advisor shall be selected by a majority vote of the officers. To be eligible to serve as the advisor, the person must be a contracted UCF employee (faculty or A&P), as defined by Human Resources.
Section 2 – Role and Authority
The advisor shall serve as a mentor to the organization, providing guidance to the officers and members in the development and implementation of programs and activities, as well as UCF policy and procedure. Additionally, the advisor will monitor expenditures of the organization. The advisor has no voting rights. The advisor must be willing to obtain an appropriate level of experience, resource information, and knowledge related to the mission, purpose, and activities of the organization.
Section 3 – Length of Term
The advisor has no term limit as long as he/she remains a contracted UCF employee.
Section 4 – Removal and Replacement of Advisor
The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a majority vote of active student members, the advisor will be removed from his/her duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 15 school days. A change in advisor information should be immediately reported to the Office of Student Involvement.
Article IX – Finances
Section 1 – Membership Dues
Membership dues shall be 30 dollars per year or 20 dollars per semester. Membership dues will be collected at the discretion of the Treasurer during the fall and spring semesters. No membership dues will be collected during summer terms. All members, including officers, are required to pay membership dues. Only the advisor shall be exempt from paying membership dues. Full or partial refunds can only be granted upon a two-thirds affirmative vote of the officers.
Section 2 – Budget Approval
The Treasurer (in conjunction with the President) shall create a budget for the fall and spring semesters. The officers and active student members, by majority vote, must approve the budget within the first month of each semester.
Section 3 – Financial Authority
For the protection of the organization and its officers, it is required that two authorized persons approve all monetary transactions. Only the President, Treasurer, and Advisor can be signers with the organization’s financial institution. Organizational funds may be spent on items such as office supplies, events and activities, publicity, travel expenses, and conference fees, but will not be used for anything illegal under University, local, state, and federal laws. All funds must be deposited within 24 business hours after collection.
Section 4 – Officer Transition
It shall be the responsibility of all account signers to change contact information, as well as assist in the update of new account signatures with the organization’s financial institution after each election. In addition, it is the outgoing Treasurer’s responsibility to compile and present all banking documents and information about the previous and current budget to the new Treasurer.
Section 5 – Dissolution of Organization
In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be donated to the Gay, Lesbian, Bisexual Community Center of Central Florida (the Center), provided that it maintains its current tax-exempt status under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. If, at the time of dissolution, the Center is not exempt from income tax under Section 501(c)(3), or the corresponding section of any future federal tax code, the funds in the organization’s account shall be surrendered to the University of Central Florida, or to the State of Florida, for a public purpose.
The Center is located at 946 North Mills Avenue, Orlando, Florida 32803, and can be reached at (407) 228-8272, or at glbcc.org.
Article X – Committees
Section 1 – Standing Committees
1. Fund Development Committee
The Fund Development Committee shall plan, organize, and implement all of the organization’s fundraising activities, and shall assist any officer or committee in matters related to fundraising. Executive oversight of the Fund Development Committee shall be the responsibility of the Social Events Director.
2. Volunteer Committee
The Volunteer Committee shall find and publicize opportunities for members of the organization to engage in volunteerism. The Volunteer Committee shall also be responsible for organizing and managing volunteers for the events and activities of the organization, as directed by the Executive Board. Executive oversight of the Volunteer Committee shall be the responsibility of the Social Events Director.
3. Tabling Committee
The Tabling Committee shall ensure the presence of the organization during tabling events both on and away from the University of Central Florida’s main campus. Executive oversight of the Tabling Committee shall be the joint responsibility of the Vice President, Internal Affairs and the Public Relations Director.
4. Public Relations Committee
The Public Relations Committee shall develop marketing campaigns for the organization and design promotional materials for events and activities. Executive oversight of the Public Relations Committee shall be the responsibility of the Public Relations Director.
Section 2 – Ad hoc Committees
Any member may call for the creation of an ad hoc committee in a written proposal. The proposal must state the reasons for creating the committee, the duties and responsibilities of the committee, and the date upon which the committee will be dissolved. Executive oversight of ad hoc committees will be determined by the Executive Board.
Section 3 – Committee Organization
Membership in all committees shall be open to all active student members of the organization. Any active student member may join or leave a committee at any time.
Committee members must elect from them one chairperson, who must be confirmed by a majority vote of the Executive Board. The committee chairperson shall be responsible for calling and leading all meetings of the committee and ensuring that minutes of each meeting are taken and distributed to the Secretary. No person shall be the chair of more than one committee.
Section 4 – Committee Procedure
No committee may meet during any membership or officer meeting of the organization, and no two committees shall meet at the same time without the approval of the President. The quorum required to conduct business is a majority of the committee members.
Committees must submit all minutes taken at committee meetings to the Secretary and regular committee reports to the President. Committee meeting minutes and committee reports shall be published in the minutes of Executive Board meetings.
Article XI – Publications and Advertising
Section 1 – Compliance
All graphics and publicity of the organization must comply with the Golden Rule “Advertising” and “Misuse or Infringement of University’s Names or Marks” sections, Event Policies, Student Union and other building guidelines, and the UCF University Marketing Graphic Standards.
Section 2 – Approval
The President and the Public Relations Director must unanimously approve all graphics and publicity (e.g., shirts, flyers, and other forms of advertising/marketing) prior to duplication and distribution.
Article XII – Ratification and Empowerment
Section 1 – Ratification
This constitution will become ratified by a two-thirds affirmative vote of the officers and active student membership of the organization.
Section 2 – Empowerment
This constitution will take effect only after it is approved by the Student Government Association and Office of Student Involvement.
Article XIII – Amendments
Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a membership meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the following membership meeting. The amendment shall not take effect until approved by a two-thirds affirmative vote of active student members of the organization and approval of the Office of Student Involvement.
History of Constitution
Created: June 1994
Revised: May 2009
