ACJA Constitution

TABLE OF CONTENTS

Article I: Name
Article II: Purposes
Article III: Membership
Article IV: Officers
Article V: Faculty Advisor Position
Article VI: Elections
Article VII: Finances
Article VIII: Amendments and Ratification

Article I  Name
  The name of this organization shall be The Albany Criminal Justice Association/American Correctional Association. The abbreviation of the organization shall be "ACJA/ACA".
Article II Purposes
Section 1 The purposes of this Association shall be:

a)

To offer interested students academic support and guidance relevant to criminal justice education at the University at Albany and to offer opportunities for community service and information and assistance about career planning.

b)

To foster and facilitate a sharing of information and the establishment of relationships involving School of Criminal Justice faculty and alumni, graduate and undergraduate students, and the external community.

Article III Membership
Section 1 Eligibility. Membership in the Albany Criminal Justice Association is open to all recognized and prospective University at Albany undergraduate Criminal Justice majors and minors.
Section 2 Eligibility for Office and Voting Rights

a)

University at Albany students who are either duly admitted to the Criminal Justice major or who are intending to apply for admission into the Criminal Justice major shall be eligible to hold office and chair committees within the Association. Officers must have accumulated 28 credits by the time they take office. No member should seek office who anticipates being unable to complete a full term because of studying abroad or otherwise.

b)

All Association members shall be eligible to vote on Association business.

Section 3 Membership Requirements

a)

All members shall regularly attend meetings, abide by Association rules, and participate in events and projects sponsored by the Albany Criminal Justice Association. paid by all members.

b)

All members shall enroll in the American Correctional Association/New York Corrections and Youth Services Assocation by paying annual dues to the Executive Committee of this Assocation. The Executive Committee may establish additional dues subject to ratification by a majority vote of a quorum of the general membership which shall be paid by all members.

Section 4 Removal

a)

A member shall be subject to removal from the Association for acts of serious misconduct or malfeasance to the detriment of the association or its members, lack of compliance with Association rules, violations of University at Albany policies specified in the Community Rights and Responsibilities, and for violating New York State or federal laws through actions detrimental to the Association or its members.

b)

All allegations of conduct that would subject a member to removal from the Association shall be made to the Judicial Officer, who shall investigate and present evidence before a Judicial Hearing Committee. The accused shall be entitled to a hearing before this Committee. If the Committee votes to remove a member, the accused may request that this decision be presented for review at a scheduled Association meeting for consideration and vote by a quorum of the membership. No person requesting such review shall be removed from membership except by majority vote at such meeting.

Article IV Officers
Section 1 Executive Committee. The Executive Committee shall be comprised of all duly elected Association officers and shall be chaired by the President. The Executive Committee shall meet in full at least twice per academic semester in addition to the general meetings. It shall appoint other committees as necessary to carry out the business of the Association.
Section 2 Term of Office. Officers shall assume their duties immediately following the University's Spring Commencement, and their term of office shall endure through Spring Commencement of the following year.
Section 3 Requirements of Officers. Officers shall be duly admitted into the University at Albany Criminal Justice major by the time they accumulate 84 credits. All officers and committee members shall maintain an overall GPA of at least 2.0.
Section 4 Attendence Requirements of Officers. All elected Association officers shall attend at least 66% of all regular meetings. Attendance of officers shall be recorded by the Secretary at the beginning of each meeting in a seperate roster from the general attendance record .
Section 5 Duties of Officers

a)

President. The President shall:

i)

Preside over and conduct general meetings and executive committee meetings

ii)

Serve as the representative of this Association

iii)

Ensure that the Association is operating in conformity with proper standards

iv)

Attend the Student Involvement 101 session

v)

Attend the annual Leadership Retreat offered by Student Involvement

vi)

Maintain communication with the Dean of the School of Criminal Justice and the Faculty Advisor

vii)

Communicate with the National Headquarters of the American Correctional Association/New York Corrections and Youth Services Assocation

viii)

Ensure that the duties of other Officers are properly fulfilled

ix)

Complete the Student Group Registration Form and submit it to Student Association on an annual basis

x)

Successfully pass the Tresurer's Exam on an annual basis

b)

Vice President. The Vice President shall:

i)

Fulfill presidential duties and responsibilities in the absence of the President

ii)

Register and reserve on-campus meeting times and facilities through Student Involvement

iii)

Schedule events for future meetings including guest speakers, activities, field trips, and food services

iv)

Introduce guest speakers when necessary at regular meetings

v)

Faithfully administer this office and the business of the Association

c)

Secretary. The Secretary shall:

i)

Maintain accurate records of Association meetings and events and make them available for members through regular e-mail communications

ii)

Maintain and implement a printed membership attendance roster for all meetings and events

iii)

Maintain and implement a distinct printed E-Board Officer attendance roster for all meetings and events

iv)

Manage and maintain the SCJ-ACJA listserv by communicating with the School of Criminal Justice

v)

Communicate upcoming meeting and event information with members via e-mail

vi)

Post all informational communications to the appropriate ACJA / ACA websites (ex. MyInvolvement, Facebook)

vii)

Send thank you notes to the guest speakers of the Association

viii)

Faithfully administer this office and the business of the Association

d)

Treasurer. The Treasurer shall:

i)

Maintain an accurate ledger of all Association financial transactions

ii)

Collect and submit all membership applications and associated dues to the American Correctional Assocation contact.

iii)

Maintain and implement an exhaustive spreadsheet of membership dues paid, dates paid, member initiation date, and other relevant information via Excel

iv)

Complete the annual Budget packet and submit it to Student Association prior to the relevant due date

v)

Attend the Student Involvement 101 session

vi)

Attend the annual Leadership Retreat offered by Student Involvement

vii)

Collect all additional ACJA / ACA dues when necessary and submit to the Student Association

viii)

Develop an Association budget in consultation with the Executive Committee

ix)

Successfully pass the Treasurer's Exam on an annual basis

x)

Faithfully administer this office and the business of the Association

e)

Judicial Officer. The Judicial Officer shall:

i)

Oversee the Association's judicial and pubicity functions

ii)

Confer with the Executive Committee and Faculty Advisor regarding constitutional violations

iii)

Head investigations into removable offenses and present evidence to the appropriate committee

iv)

Oversee election procedures in conjunction with the Faculty Advisor

v)

Create, submit for approval, make copies of, and post monthly campus fliers

vi)

Update and administer appropriate ACJA / ACA websites (ex. MyInvolvement, Facebook)

vii)

Conduct other publicity functions including posting fliers, at least two tabling sessions per semester, and at least one other form of membership recruitment per semester

viii)

Faithfully administer this office and the business of the Association

Section 6 Committees

a)

Committees shall be created by the Executive Committee and ratified by a majority vote of a quorum of the general membership.

b)

Committee chairs shall be nominated by the President and confirmed by the Executive Committee.

c)

Committee members shall be designated by the committee chair.

d)

Ad hoc committees may be established by a majority vote of the Executive Committee.

Section 7 Removal of Officer

a)

Resignation. Resignation of office shall be given in a timely fashion.

b)

Impeachable offenses shall be limited to malfeasance or failure to discharge the duties or responsibilities of office, acts of serious misconduct to the detriment of the Association or its members, violations of University at Albany policies as provided in the Community Rights and Responsibilities, and violations of State or federal laws that are a detriment to the Association or its members.

c)

Impeachment/Removal

i)

Impeachment procedures. All complaints of an impeachable offense shall be made to an Association Officer or the Faculty Advisor. The nature of the complaint shall be forwarded by the Officer whom takes the report to the Faculty Advisor. The Judicial Officer and the Faculty Advisor shall investigate and present evidence before the Executive Committee. The accused shall be entitled to a hearing before the Executive Committee. Neither the Judicial Officer nor the accused party may vote in impeachment proceedings. If the Executive Committee decides by a majority vote to impeach the named officer, then a motion is made to remove the person from office.

ii)

Procedure for removal from office. After a motion to remove has been made, a special general membership meeting shall be called promptly, at which where the impeached party and the Judicial Officer may present evidence to a quorum of the general membership. No officer shall be removed except by two-thirds vote of the membership present.

iii)

The impeachment and removal of an officer pursuant to this Article shall not otherwise affect the removed officer's membership in the Association (see Art. III, § 3 regarding removal of Association members). An officer removed via these procedures shall be disqualified from holding future office in the Association, including committee chair.

iv)

Vacancies. When a vacancy in office arises, the President is authorized to make a temporary appointment to fill that vacancy. Nominations for the vacated position shall be entertained promptly. The general membership will then vote in a special election. Should the vacancy be in the Office of the President, the Vice President shall assume the role of President and a special election shall be held to fill the vacancy of the Vice President.

Article V Faculty Advisor Position
Section 1 Qualifications. The Faculty Advisor shall be a faculty member of the School of Criminal Justice at the University at Albany.
Section 2 The Faculty Advisor shall be nominated by the Dean of the School of Criminal Justice and confirmed by majority vote of the Association's membership. The Faculty Advisor shall serve a term of one year, such term to coincide as nearly as possible with the effective dates for terms of office specified in Art. IV § 2 of this Constitution.  The Faculty Advisor may be consecutively reappointed without requiring renomination by the Dean of the School of Criminal Justice.
Section 3 Responsibilities. The Faculty Advisor shall not vote in Executive Committee meetings or within the general membership. The Faculty Advisor may attend Executive Committee meetings and regularly scheduled general meetings. The Faculty Advisor shall oversee elections in conjunction with association officers.
Section 4 The Faculty Advisor shall be authorized to co-sign Association checks in conjunction with the Treasurer.
Article VI Elections
Section 1 Association officers shall be elected by majority vote from the general membership at which a quorum is present. A quorum shall consist of 50% of the Association's members. If no candidate receives a majority vote, then the two candidates that receive the most votes will vie in a run-off election held promptly after the general election. The candidate receiving the majority of votes in the run-off election shall be declared the winner.
Section 2 All members with voting rights may nominate any eligible Association member for any office. Self-nominations are acceptable.
Section 3 Election Procedures. Voting shall be completed by a written secret ballot. The association officers and the Faculty Advisor shall oversee the election process to ensure adherence to voting procedures, including, but not limited to the counting of votes.
Article VII Finances
Section 1 Membership dues shall be established by the Executive Committee subject to ratification by a majority vote of a quorum of the general membership. The payment of all dues shall be forwarded to the Secretary. The Executive Committee shall establish additional procedures governing payment of dues.
Section 2 The Executive Committee shall make an considerable effort to utilize the entirety of the monetary funds regularly allocated  by the Student Association through purchasing meeting supplies, catering for meetings, association events, facility fees, and other sources as appropriate.
Section 3 The President and Tresurer must approve all requests for funding and disbursement of funds in writing.
Section 4 Dissolution. In the event of the dissolution of the Association, all monies and assets shall revert to the University at Albany School of Criminal Justice to be used at the discretion of the Dean of Criminal Justice.
Article VIII Amendments and Ratification
Section 1 Ratification process. This Constitution shall be ratified upon affirmative vote during a general meeting of the Association at which a quorum is in attendance with the concurrence of both the Faculty Advisor and the Dean of Criminal Justice at the University at Albany.
Section 2 Amendment process. Any voting member of the Association may propose an amendment to this Constitution; however, notice must be provided to Association members not later than one meeting preceding the meeting at which a vote is to be taken on the proposed amendment. No proposed amendment shall be ratified except by two-thirds vote at a general meeting of the Association at which a quorum is in attendance and with the concurrence of both the Faculty Advisor and the Dean of Criminal Justice at the University at Albany.