Constitution Page 2
Section 2: Selection
Mentors are not elected members of the leadership team, but rather apply for the position and are appointed by the president and advisor. Applications are offered the day that nominations begin and may be submitted up until the close of nominations. Mentor candidates must also have a brief interview with the advisor. After elections, the president meets with the advisor and past president to appoint mentors in addition to the committee chairs.
Section 3: Mentor Initiatives Coordinator
In the spring of 2016, the Mentor Initiatives Coordinator (MIC) position was created to re-establish the mentors in the organization. In the absence of other mentors, the MIC performs all of the normal duties of the mentors. In the presence of other mentors, the MIC acts as the coordinator and overseer of all mentor activities, including (but not limiting to) dinner dates, study sessions, and General Body mini-trainings. The MIC is also in charge of monitoring the academics of all members, ensuring that each is upholding his/her duties as a student.
Article VI: Committee Chairs
Section 1: Selection
Committee chairs are not elected members of the leadership team, but rather apply for the chair position(s) of their choice and are appointed by the president and advisor. Applications are offered the day that nominations begin, and may be submitted up until the close of nominations. Candidates may apply for more than one committee chair, but can only be appointed to one of their chosen positions. After elections, the president meets with the advisor and past president to appoint committee chairs in addition to the mentors. Appointments are then approved by the remaining executive officers.
Section 2: Committees
Leadership team members who are committee chairs are not required to have a specific committee that they meet with on a regular basis. Some chairs choose to handle their position on their own. However, it is recommended that each chair select a few people to work with on projects throughout the school year. This is important because it helps to involve general body members so that they have ownership in the organization's workings. It is also important because each job does require a considerable amount of work, so having other people to work with spreads out the tasks so that the chair does not get burned out trying to do all the work. Finally, it is important for others to know how to do the jobs required of the position so that when the term is over, the chair has prepared others who might consider applying for the position for the next term.
Section 2: Recruitment
The recruitment chair is responsible for bringing new members into the organization. He/she is expected to attend all open houses and information nights, and should also collaborate with other organizations on recruitment workshops and fairs for student organizations. The recruitment chair should work closely with the Public Relations and Social Media Specialist chairs to disseminate information about the organization, its meeting times, etc.; the Social Activities and Community Service chair to develop recruitment events; and any officers or chairs in the creation and operation of focus groups.
Section 3: Social Activities and Community Service
The chair for the social activities and community service chair is responsible for the develop of fun social activities that are a way to say “thank you” to everyone for their hard work and also to build a sense of fellowship and community within the group, therefore maximizing current member retention. These events can take place on or off campus. Most social activities are free to organization members. Members must be notified within 48 hours of the event’s scheduled start if they will need money in order to participate in a social activity.
This chair also initiates community service activities such as outreach at the local nursing home or working with Family Crisis Resource Center to adopt a family for the holidays.
Section 4: Historian
The historian is responsible for documenting each year of The BURG Peer Education Network and its activities, as well as maintaining the organization's archives. This entails getting pictures from any BURG-sponsored activity, creating a scrapbook at the end of the year, and making sure that information about any BURG-sponsored event is available in the archives for future use. It is the historian's job to make sure that scrapbooks from each year are present and readily available in the SAFE office. The historian should also work with the secretary to update BURG bulletin boards and promotional picture boards.
Section 5: Public Relations
The public relations chair is responsible for all BURG promotions. He/she must keep track of all publicity for BURG's events and activities. This position is extremely important, as without promotion attendance at BURG-sponsored events will suffer tremendously. Any PR that goes out to the campus community must be approved by at least one executive officer or the advisor. PR should be disseminated at least two weeks before the event takes place. Advertisements must include a date, time, location, and brief description of the event that it publicizes. The PR chair is not required to personally create all PR, but must keep track of publicity and make sure that deadlines are met, both for the organization and for specific venues (such as Statelines, The Bottom Line, or FSU email announcements). A copy of each advertisement should be submitted to the historian for the archives.
Section 6: Social Media Specialist
The social media specialist is responsible for the dissemination of BURG-related information and publicity across all of our social media platforms and the maintenance of said platforms (See Article VIII: Communication). Such information may include times and locations of upcoming programs, tables, and late night events, as well as factoids based on campus and national survey data. In the case that a social media specialist is not designated, these duties are added to those of the public relations chair.
Article VII: Meetings
Section 1: General Body Meetings
There will be at least one general body meeting each week during the semester, except for those weeks when school is not in session. Public notice of general body meetings should be made at least 48 hours prior to the meeting. Meetings are open to both members and non-members. In the event that a meeting is cancelled, the president or secretary should inform the general body as quickly as possible using at least two communication venues.
Section 2: Lead Team Meetings
The leadership team will meet at least once each week during the semester. These meetings will have an open session, during which general body members are invited to sit and listen. After the open agenda has been covered, the meeting will move into a closed agenda, and all general body members are asked to leave at this time.
In addition to regular weekly meetings during the semester, there will also be two leadership team retreats over the summer break and one over the winter break. During these retreats, the leadership team will become a more cohesive team and will spend time planning out the coming semester.
Article VIII: Communication
Section 1: Email
The BURG Peer Education Network has an email account through Gmail. Only the president and secretary have access to this account. The username stays the same, but the password should be changed at least once by the president and secretary at the beginning of their term. This email should have the contact information for all organization members, and should be updated regularly. Minutes from meetings and any important information for the members of the network should be sent using this account. It is the responsibility of the president and secretary to check this email on a regular basis and keep it in order.
Section 2: Social Media
The BURG Peer Education Network has several social media accounts/pages that are maintained by the president and Social Media Specialist. These social media platforms include Facebook, Twitter, Instagram, WordPress, GroupMe, and YouTube. Many of the posts on these platforms can be handled through Hootsuite, a paid service that can upload the same post across multiple platforms.
Article IX: Finances
Section 1: General Guidelines
BURG uses BB&T (formerly Susquehanna Bank) to manage its finances. The account that BURG has is filed under the name “BACCHUS”, because it was simpler to keep that name on the account when the organization's name changed to The BURG Peer Education Network in 1993. The BURG account is used for needs of the organization relating to its peer education efforts on campus and activities that benefit the organization as a whole. Signers on the account include the president, vice president, secretary, and treasurer. Tentative budgets must be planned out at least two weeks prior to each event. All budgets must be voted upon by the voting executive officers; however, all approved budgets greater than twenty-five dollars must also be voted upon by the voting general body members.
Section 2: Check Writing
The only BURG members with the ability to write checks from the BURG checkbook are the president, vice president, secretary, and treasurer. These signatures are updated each term during the second lead team retreat during the summer. Checks should generally only be written by the treasurer unless he/she is not present, or if the check is being written to the treasurer. If the treasurer will not be present when a check will be needed, he/she should entrust the checkbook to another executive officer with check-signing privileges.
After a check is written, the transaction should immediately be recorded in the register book. Each entry in the register should be initialed by the executive officer who writes the check.
When the checkbook is not in use, it should be either in the possession of the treasurer or stored in the lock box in the SAFE office.
Section 3: Bank Card
In the fall of 2010, the executive officers voted to obtain a bank card from Susquehanna that could be used with BURG's bank account in lieu of the checkbook. This was so that making purchases for the organization at stores or online would be more simplified and would cut down on the number of reimbursements made. The president and treasurer receive cards with their names printed on their respective cards, but the cards can be used by another signer on the account if necessary. At the end of the term, these cards will need to be destroyed, and new ones obtained with the name of the incoming president and treasurer. When the cards are not in use, they should be either in the possession of the president/treasurer or stored in the lock box in the SAFE office.
Section 4: Book Keeping
It is extremely important that a log be kept up-to-date with the organization's finances. Any checks written should be properly entered into the registry, and any receipts from purchases made with the bank card should be submitted to the treasurer. If possible, the treasurer should be notified of any deposits made into the account. The treasurer should receive regular bank statements from BB&T, and should make sure that his/her records agree with the statements.
Section 5: Deposits
Anyone may deposit into BURG's account at any time. The treasurer must deposit any checks written by other organizations. If possible, deposit slips should be left in the treasurer's mail box within two days of making the deposit.
Section 6: Reimbursements
Reimbursements are generally made to those who spend their personal money to positively benefit the organization and its events or meetings. Reimbursements are not guaranteed and must be approved prior to making the purchase. Members should only spend their own money if the checkbook/bank card is not available and there is an immediate need for what is being purchased. The exception to this rule is the historian, who needs to get photo prints and scrapbook materials to do his/her job. The executive officers will evaluate any questionable expenses. Availability or lack of funds may determine the timeliness of a reimbursement. Generally the time span should be within two weeks if the account has sufficient funds and no longer than four weeks if the account does not have sufficient funds, unless making the reimbursement would bring the account to a balance of zero.
Section 7: Operational Minimum
BURG's bank account must have an operational minimum of five hundred dollars at all times. In the event that the account drops below this operational minimum, the president and treasurer will determine when and for how long an executive hold will be placed on the account. For the duration of an executive hold, no purchases will be made and no reimbursements will be given unless deemed appropriate by the executive officers.
Section 8: Square Credit Card Reader
In the fall of 2015, the leadership team decided to acquire a Square credit card reader for fundraising purposes. It was observed that fundraising efforts were hindered by the relative lack of people actively carrying cash on their person, often relying on their credit/debit cards for purchases. They approved the acquisition of a Square credit card reader to enable card-users to purchase services and merchandise from BURG fundraising efforts. The Square account is run through the BURG treasury email and is handled by the treasurer. There are two readers, and they are to be kept with the treasurer and/or in the lock box while not in use. If the treasurer is absent from a fundraising activity, he/she may give a reader to a BURG leader operating the activity. The readers are to be used with the BURG iPad only. Funds received during conferences or retreats should be withdrawn from the bank account and stored in the lock box for only training expenditures.
Article X: Freshman Year Initiative
Section 1: PAWS
In August 2002, a new freshman leadership initiative was developed to enhance the leadership quality of The BURG Peer Education Network. PAWS (Peers Advocating Wellness Strategies) is also part of a learning community consisting of special living conditions on the substance-free floor in Cumberland Hall, an orientation class, and an IDIS 150 class (Campus Social Problems: Strategies for Change). PAWS will be governed by all the same rules and regulations as BURG under the constitution and PAWS contract. PAWS will consist only of freshman students who are interested in making a difference on the FSU campus through BURG. This group is a branch of the Network, not a separate entity. Once an individual achieves sophomore or second-year status, he/she may no longer consider him/herself a PAWS member.
Section 2: F.Y.I.
In May of 2008, the freshman leadership initiative formerly known as PAWS was renamed F.Y.I. (Freshman Year Initiative). This was because of some confusion with the university's online system that is also called PAWS. F.Y.I. is the same freshman leadership initiative as before and is governed by the same rules and regulations, except that members of this group are no longer required to live in Cumberland Hall.
Article XI: Graduation Cords
Section 1: Requirements
As of September 2006, graduation cords will be presented to eligible four-year peer educators. The following criteria merit this honor:
Involvement for at least four years
Attendance of at least one conference (General Assembly or Region 2 Regional Conference)
The BURG Peer Education Network
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