Constitution of the Higher Education Student Association

Article I–Organization Name

The name of this organization shall be the Higher Education Student Association (HESA) of the Department of Educational Leadership and Policy Studies (ELPS) Higher Education program in the College of Education (COE) at Florida State University (FSU).

Article II–Purpose

a. The purpose of this organization is to:
     i. Serve as the collective voice and represent the needs of all students associated with the Higher Education program to the University, College, and Department administration and faculty
     ii. Select, appoint, and/or recommend student representatives to ELPS committees
     iii. Coordinate the HESA Visiting Days program
     iv. Provide an orientation program for new students entering the Higher Education program
     v. Assist in the promotion of the FSU Higher Education program
     vi. Facilitate the development of co-curricular activities and professional development events that foster interaction among Higher Education program students, faculty, and staff

b. All activities and functions of the HESA shall be legal under University, local, state, and federal laws.

Article III–Membership

1. Membership Statement

a. Membership is limited to all students who are enrolled with Florida State University. All degree seeking FSU students enrolled in the Higher Education program within ELPS are members of HESA.
b. Dues or donations to the professional development fund are not required as a condition of membership or office.
c. Those qualified for membership as defined above will have voting rights for the purpose of electing chairs of the executive board and approving amendments to the constitution.
d. No hazing or discrimination will be used as a condition of membership in this organization. Information regarding hazing can be found at http://hazing.fsu.edu.
e. This organization agrees to adhere to the University non-discrimination statement: No university student may be denied membership on the basis of race, creed, color, sex, religion, national origin, age, disability, veterans’ or marital status, sexual orientation, gender identity, gender expression, or any other protected group status.

2. Recruitment

a. Recruitment shall take place throughout the year, and membership is open at all times.

3. Revocation of Membership

a. Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution.
b. 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.
c. Membership can only be revoked upon a 2/3 majority vote of eligible members. Revocation of membership will be valid for three (3) semesters.

4. Appeal Process

a. Any student whose membership is revoked will have seven (7) calendar days to appeal the revocation.
b. The appeal must be submitted in writing to the outgoing Doctoral Chair, Master’s Chair, and Administrative Chair. It must include any relevant information that has not already been presented.
c. The outgoing Doctoral Chair, Master’s Chair, and Administrative Chair will then submit the appeal to the Appeals Committee.
d. This committee consists of three executive board members, three general members, and one advisor. The representatives selected from the executive board and general membership will be selected at random.
e. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

Article IV—Selection of the Executive Board

1. Eligibility to Vote for Elected Officers

a. Voting eligibility is limited to the total membership as defined in Article III.
b. All master’s level students in the Higher Education Program are qualified to vote for the Master’s Chair and Administrative Chair positions.
c. All doctoral level students in the Higher Education Program are qualified to vote for the Doctoral Chair and Administrative Chair positions.
d. Only students with less than 18 earned credit hours in the Higher Education Program are allowed to vote for (their respective Master’s or Doctoral) first year positions.
e. Only active voting members who meet the requirements stated in Article V, Section 2 are eligible to hold office.

2. Election Process

a. Timeline:
     i. Calls for nominations, announcements of election schedules and voting procedures will be made at a meeting of the membership and via email at least two weeks prior to elections.
     ii. Elections for Doctoral Chair, Master’s Chair, and Administrative Chair take place in the final week of February and end by the first week in March each year.
     iii. Elections for First Year Master’s Representative and First Year Doctoral Representative take place in the third week of September and end by the fourth week of September each year.
b. Procedure:
     i. Qualtrics software is utilized for the ballot and sent out via email. Votes are kept confidential. Votes are collected and reviewed by the outgoing Doctoral Chair, Master's Chair, and Administrative Chair. Election requires a simple majority.

  1. In the event of a tie, a revote will be issued in which only the tying candidates will remain in the running for the position in question. If an additional tie occurs, the Elections Committee will determine who will fill the position.
  2. This committee consists of three executive board members, three general members, and one advisor. The representatives selected from the executive board and general membership will be selected at random, and the tying candidates will be given the opportunity to present their platform to the Elections Committee, as well as answer questions.
  3. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.
         ii. Votes may be appealed via the procedure outlined below:
  4. Any member who wishes to appeal the results of the elections will have seven (7) calendar days to do so.
  5. The appeal must be submitted in writing to the outgoing Doctoral Chair, Master’s Chair, and Administrative Chair. It must include any relevant information that has not already been presented.
  6. The outgoing Doctoral Chair, Master’s Chair, and Administrative Chair will then submit the appeal to the Elections Committee.
  7. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

3. Appointment Process

a. Nominations for appointed positions are solicited by email two weeks following elections. The nomination period will be advertised to all students and faculty in the Higher Education Program by the Publications Coordinator.
b. Positions are appointed by HESA Chairs of the Board in the final week of March each year after the list of nominees has been published to all active Higher Education students via email.

4. Term of Office

a. Members of the HESA Executive Board as well as appointed positions will serve a one-year term (from April 1 to March 31) following their election or appointment. Service concludes with the transition of their successor the following year.

5. Transition

a. Newly elected members of the HESA Executive Board will meet with outgoing members for a transition meeting at the end of March. Formal transition of position responsibilities will take place on April 1. Similarly, appointed officers will transition with their replacements at the time of appointment.

Article V—Executive Board Officers

1. Elected Executive Board Positions

a. Elected Chairs: HESA is governed by the Master’s Chair, Doctoral Chair, and Administrative Chair (herei referred to as the "Chairs of the Board"). The Chairs of the Board are expected to be present at all Executive Board meetings unless an excuse is provided. In addition, the Chairs of the Board are expected to attend a majority of HESA-sponsored events.
     i. Shared Responsibilities:

  1. Coordinates the elections and transitions of new officers
  2. Appoints all other positions in collaboration with faculty advisors
  3. Organizes and facilitates HESA meetings
  4. Coordinates the development of the HESA Constitution
  5. Supports and assists HESA officers and events

b. Elected Representatives: HESA consists of two elected representatives, the First Year Master’s Representative and First Year Doctoral Representative. Elected Representatives are expected to execute a reasonable level of attendance at all meetings and HESA events. A reasonable level of attendance is defined as follows:
     i. Elected Representatives are expected to miss no more than two executive board meetings without excuse.

  1. Excuses are submitted to Administrative Chair no later than 48 hours prior to the meeting, and validity will be determined by a consensus of the Doctoral Chair, Master’s Chair, and Administrative Chair.

     ii. Elected Representatives are expected to attend a majority of HESA sponsored events.
c. Eligibility for Elected Positions: All HESA executive board officers shall be enrolled in the Higher Education Program within ELPS at Florida State University and shall be in good academic and judicial standing with the University. Qualifications for specific positions are as follows:
     i. Doctoral Chair- Completed at least 9 credit hours in the Higher Education program with doctoral status
     ii. Master’s Chair- Completed at least 9 credit hours in the Higher Education program with master’s status
     iii. Administrative Chair- Completed at least 9 credit hours in the Higher Education program with master’s or doctoral status
     iv. First Year Master’s Representative- Must have earned less than 18 credit hours in the Higher Education program with master’s status
     v. First Year Doctoral Representative- Must have earned less than 18 credit hours in the Higher Education program with doctoral status.

2. Appointed Executive Board Positions

a. HESA Chairs of the Board shall appoint one doctors and one master's coordinator for the following positions annually: Visiting Days Coordinators; Orientation Coordinators; Social Coordinators; Professional Development Coordinators; and Communications Coordinators. Each appointed Executive Board member will report to an assigned Chair of the Board designated at the beginning of appointment.
b. Eligibility for Nomination: The nominee must be an enrolled student, who is in good standing with the Higher Education program. Good standing is defined as having above a 3.0 cumulative grade point average and no outstanding conduct violations.

3. Ex Officio Executive Board Positions

a. The Associate Director of the Hardee Center for Leadership and Ethics in Higher Education shall serve as an ex officio member of the HESA Executive Board.
b. The Executive Board can form ad hoc committees and temporary appointed positions at will.

4. Executive Board Position Descriptions

a. Doctoral Chair
     i. Represents Higher Education students to all constituents beyond the Higher Education program, ELPS Department, and College of Education
     ii. Serves as liaison between doctoral level Higher Education students and ELPS faculty in bimonthly meetings
     iii. Advises Higher Education students on current University and College issues impacting the program and solicits student feedback on relevant issues
     iv. Coordinates no less than two social events per semester for doctoral students.
     v. Assists the incoming Doctoral Chair in transition of the duties
b. Master’s Chair
     i. Represents Higher Education students to all constituents beyond the Higher Education program, ELPS Department, and College of Education
     ii. Advises Higher Education students on current University and College issues impacting the program and solicits student feedback on relevant issues
     iii. Serves as liaison between master’s level Higher Education students and ELPS faculty in bi-monthly meetings
     iv. Represents master’s students in bi-monthly ELPS faculty meetings
     v. Assists the incoming Master’s Chair in transition of duties
c. Administrative Chair
     i. Creates, maintains, and distributes the Higher Education program directory with student and faculty information
     ii. Takes meeting minutes and distributes them to HESA officers, advisors, and current students
     iii. Oversees the creation and distribution of an official HESA calendar including, but not limited to, Hardee Center and University events as well as major higher education conferences
     iv. Collects, distributes, and reconciles HESA funds (e.g. Visiting Day fees, Orientation Registration fees, professional development donations, etc.) for all events and provides a monthly financial statement to Executive Board members and faculty liaison
     v. Assists the incoming Administrative Chair in transition of duties
     vi. Responsible for all official HESA correspondence on behalf of HESA
     vii. Assists the incoming Administrative Chair in transition of duties
d. First Year Doctoral Representative
     i. Assists with HESA events and activities
     ii. Serves as liaison between doctoral Higher Education students and ELPS faculty
     iii. Serves as liaison between HESA and first year students to address issues that are specific to first year issues/concerns
     iv. Assists as a volunteer staff writer on the Hardee Center's LifeNet
     v. Assists the incoming First Year Representatives in the transition
e. First Year Master’s Representative
     i. Assists with HESA events and activities
     ii. Serves as liaison between master’s Higher Education students and ELPS faculty
     iii. Serves as liaison between HESA and first year students to address issues that are specific to first year issues/concerns
     iv. Assists as a volunteer staff writer on the Hardee Center's LifeNet
     v. Assists the incoming First Year Master’s Representative in the transition
f. Visiting Days Coordinator(s) (for both the Master’s and Doctoral programs)
     i. Ensures a successful interview weekend event during the month of February for students interested in attending and working at Florida State University
     ii. Serves at the logistics and event planner for the Visiting Days Interview Weekend hosted by the Higher Education program
     iii. Recruits and selects overall event planning committee comprised of current master’s students
     iv. Works with current Student Affairs professionals and Higher Education program coordinator to ensure overall event success
     v. Attends regular HESA meetings
     vi. Assists and volunteers with other HESA events and activities as needed
     vii. Serves on subcommittees on the HESA board as needed
g. Orientation Coordinators
     i. Coordinates Higher Education new student orientation with the guidance of the Executive Board. Orientation should be held annually no later than the first day of the fall term.
     ii. Coordinates the Peer Mentor Program
     iii. Assists the incoming Orientation Coordinator in the transition
     iv. Assists with other HESA events and activities as needed
h. Social Coordinators
     i. Oversees special projects as identified by the HESA Executive Board
     ii. Organizes the end of the year social
     iii. Organizes at least one Higher Education student football tailgate
     iv. Organizes Higher Education intramural participation
     v. Organizes a minimum of 5 social activities each semester (including those listed above)
     vi. Manages the Social Committee
     vii. Assists with other HESA events and activities as needed
     viii. Transitions the incoming Social Coordinator
i. Communication Coordinators
     i. Updates the HESA website, social media, and manages the Higher Education doctoral and master's listservs
     ii. Advertises HESA events to current students, faculty, and administration/staff as appropriate
     iii. Assists the incoming Communications Coordinators in the transition
j. Professional Development Coordinators
     i. Organizes professional development events and activities for HESA members to further and supplement their education.
     ii. Solicits feedback on the professional development needs of HESA members
     iii. Assesses the effectiveness of professional development events and generates reports for future reference
     iv. Responsible for the management and spending of the professional development budget allocated by the executive board officers
     v. Collaborates with the Hardee Center to co-sponsor and cross promote events to HESA members
     vi. Collaborates with the publications editor to market professional development events to HESA members
     vii. Assists with other HESA events and activities as needed
     viii. Assists the incoming Professional Develop Coordinator through the position transition

5. Vacancies on the Executive Board

a. Removal of Executive Board Members
     i. Any Executive Board member may be removed from a position upon a simple majority vote of the Executive Board.
     ii. The officer will be notified in writing of the possible termination or 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.
     iii. Any member of the Executive Board who is removed from a position will have seven (7) calendar days to appeal the removal. The appeals process is as follows:

  1. The appeal must be submitted in writing to the outgoing Doctoral Chair, Master’s Chair, and Administrative Chair. It must include any relevant information that has not already been presented.
  2. The outgoing Doctoral Chair, Master’s Chair, and Administrative Chair will then submit the appeal to the Appeals Committee.
  3. This committee consists of three executive board members, three general members, and one advisor. The representatives selected from the executive board and general membership will be selected at random.
  4. This committee will then render a decision at the next general body meeting or in seven (7) calendar days, whichever occurs first.

b. Resignation
     i. Officers no longer wishing to serve on the board must submit their resignation to the Doctoral Chair, Master's Chair, and Administrative Chair at least two (2) weeks in advance.
     ii. Prior to the officers final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
c. Filling Vacant Officer Positions
     i. In the event that a student is removed from an elected Executive Board position, a call for new nominees from the membership shall be made within 14 calendar days, with a vote by the membership to immediately follow.
     ii. In the event an appointed Executive Board member is removed or resigns, the Executive Board may decide to offer the position to the first runner up or reinitiate the nomination process as stated in Article V. The election process will take place as stated in Article V Section 3.
     iii. The newly elected officers term shall end at the end of that academic year. For a vacancy of an appointed position, the executive board will nominate and vote by majority on a new appointee.

Article VI—Meetings

a. The quorum required to conduct business is a simple majority of the Executive Board. All elected Executive Board members have one vote in regards to HESA business and must be present to cast his/her vote.
b. The Master’s or Doctoral Chair shall preside over all meetings.
c. Meetings are open to the membership and minutes can be requested by the membership. The Executive Board has the authority to close meetings as necessary.

Article VII—Advisor

a. Nomination and Role
     i. The ELPS Department shall nominate a faculty member to serve as HESA advisor. HESA membership shall confirm the nominated advisor via a simple majority vote.
     ii. The advisor is a non-voting, ex-officio member of the HESA Executive Board. The advisor will inform HESA about issues impacting the Higher Education program and provide appropriate advice and guidance in all operations and business.
     iii. The advisor verifies HESA election results and votes related to constitutional revisions.
     iv. The advisor shall serve as a mentor to the organization providing guidance to the officers and members. The advisor position has no term limit and he/she must be a current FSU faculty or staff member.
b. Removal and Replacement of Advisor
     i. The advisor will be notified in writing of the possible removal at least one week prior to the vote. Upon a simple majority vote of the Executive Board the advisor may be removed from his/her duties.
     ii. In the event that an advisor is removed or resigns, a new advisor shall be nominated by the ELPS Department and voted on by HESA membership within 14 calendar days.

Article VIII—Finances

a. Membership
     i. Membership is open and does not require a payment of dues. In lieu of dues, donations are solicited and expected on a yearly basis. No university student may be denied membership due to inability to donate. If a member is not able to donate, other arrangements will be made.
     ii. Fees will be required for the following major events: Visiting Days and Orientation.
b. Allocation of Donations
     i. Any donations received will be allocated towards professional development, social events, publications, other programmatic purposes, or roll over.
c. Spending Organization’s Money
     i. For the protection of the organization and its Executive Board members it is required that two authorized signatures sign all monetary transactions. Only the FSU Faculty/Staff appointees can be signers on the organization’s account.
     ii. Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, etc., but will not be used for anything illegal under University, local, state, and federal laws.
d. Budget
     i. The budget is drafted by the Chairs of the Board and approved by a majority vote of the Executive Board.
e. Dissolution of Organization
     i. In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be donated to the Higher Education program.

Article IX—Publications

a. Compliance: All advertisements of the organization must comply with the University Posting Policy (http:// posting.fsu.edu).
b. Approval
     i. The Publications Coordinator must approve all publications, shirts, flyers, etc. prior to duplication and distribution.
     ii. For publications pertaining to specific Chairs, Representatives, or Coordinators, collaboration and approval must be made by respective parties.
     iii. General publications such as the Lead and the HESA Bulletin must also be approved by one or more of the Chairs of the Board.

Article X—Amendments

a. Annual Review: An Ad Hoc Committee will be formed each year for the purpose of reviewing and amending the Constitution.
b. Ongoing Review
     i. Amendments may be proposed at any time by any member of HESA
     ii. Once presented to the Executive Board, amendments are drafted by the Executive Board.
     iii. Amendments to the constitution are approved with a simple majority vote by the membership (see Article III).

History of Constitution Created: Summer 2000
Revised: 24th day of February in the year 2009
Revised: 27th day of September in the year 2012
Revised: 29th day of August in the year 2016