Hispanic Scholarship Fund-Scholar Chapter at Columbia University
Constitution
ARTICLE I: NAME
The official name of the organization shall be The Hispanic Scholarship Fund -Scholar Chapter at Columbia University. The name will be abbreviated as the HSF Scholar Chapter at Columbia University.
ARTICLE II: PURPOSE
The HSF Scholar Chapter exists to promote academic success and professional preparation among college students, while encouraging them to serve as role models and leaders in their communities.
The Scholar Chapter at Columbia University is a part of the 28 Hispanic Scholarship Fund-Scholar Chapters across the nation. The Hispanic Scholarship Fund (HSF) is the nation’s leading Hispanic scholarship organization, providing the Hispanic community more college scholarships and outreach support than any other organization in the country. HSF’s mission is to strengthen America by advancing the college education of Hispanic Americans. HSF will achieve this mission by increasing the rate of Hispanics earning a college degree.
ARTICLE III: MEMBERSHIP
Membership in this organization is open to all undergraduate and graduate students, faculty, staff and alumnae. The Scholar Chapter will not discriminate on the basis of race, sex, age, religion, creed, color, handicap, disability, veteran status, national origin, ancestry or sexual orientation. Members have the freedom to discontinue membership at any time.
SECTION 1: WHO IS CONSIDERED A MEMBER?
A Scholar Chapter member is defined as student who attends a minimum of two meetings throughout the academic year. In order to be considered an active Scholar Chapter member, a student must attend at least half of the events each semester. There is no minimum quorum of students required for each meeting. Meetings are not compulsory for members, but attendance at meetings is necessary for club benefits. Only active members may vote or hold office.
SECTION 2: BENEFITS
Club members who have attended the requisite meetings as determined by the Hispanic Scholarship Fund are eligible for the HSF outreach material, the national HSF Community E-Newsletter, and HSF Alumni Mentorship Program.
ARTICLE IV: EXECUTIVE BOARD
SECTION 1: ELIGIBILITY FOR EXECUTIVE BOARD
The Executive Board will serve as the leadership team and represent the Chapter. The membership of the Executive Board shall include a Coordinator, Vice Coordinator, Treasurer, Secretary, Mentoring Chairs, Academic Events Chairs, Publicity Chairs, Webmaster, Historian, First Year Representatives, and Social Events Chair.
SECTION 2: COORDINATOR
The Scholar Chapter Student Coordinator also known as President shall be the main liaison between the Hispanic Scholarship Fund and the Chapter. The duties of the Coordinator include the following:
– Maintain regular communication with the Chapter supervisor and appropriate HSF staff.
– Enter all Chapter events and programs into Salesforce.
– Submit mini-grant applications and follow-up reports to conduct HSF approved programs to the Chapter supervisor and appropriate HSF staff.
– Write an agenda for each E-Board meeting.
– Provide guidance and delegate responsibilities to the Executive Board
– Confirm scheduled dates of events and reserve appropriate space in a timely manner
– Participate in the Coordinator recruitment and selection process as directed by HSF staff and ensure a smooth transition to the successive Scholar Chapter Coordinator by arranging at least one meeting with the incoming Coordinator before completion of the current term.
– Write an End-Of-Year Report and submit it by the deadline.
SECTION 3: VICE COORDINATE
The Vice-Coordinator also known as the Vice-President shall serve as a HSF Scholar Chapter representative in case that the Scholar Chapter Student Coordinator is not present. The Vice President must be present at all the meetings and events. The duties of the Vice-Coordinator include the following:
– Maintain constant dialogue with the coordinator and the rest of the executive board.
– Assist the coordinator with agendas and as well as with the End-Of-Year Report.
– Assist the coordinator with delegating responsibilities.
– Work in collaboration with regional Chapter Coordinators; i.e. NYU, Yale, and Harvard.
SECTION 4: TREASURER
The Treasurer shall manage the Chapter’s budget as outlined by the Student Government Association at Barnard College. The Treasurer shall also provide updates on the budget at each E-Board meeting and work with all the Chairs to come up with an outlined budget for their respective events at least two weeks prior to the scheduled event.
SECTION 5: SECRETARY
The Secretary shall be responsible for taking minutes at meetings and emailing them to the Executive Board, emailing the blurbs of upcoming events to members, promoting events in other list-serves, and generating sign in sheets for meetings and non-mentoring events.
SECTION 6: MENTORING CHAIRS
There shall be two Mentoring Chairs in charge of the HSF/Children’s Arts and Science Workshop (CASW) Mentoring Program. The duties include the following:
– Plan, budget, and implement a minimum of 3 relevant high school workshops per semester
– Establish an outline of potential workshops at the beginning of the school year
– Lead a meeting with a representative of the Children’s Arts and Science Workshop (CASW) at the beginning of each semester to discuss goals of the program
– Maintain constant communication with the Children’s Arts and Science Workshop (CASW) to ensure high school student interest and involvement
– Actively involved in recruiting volunteers
– Ensure any volunteer who works with minors signs the Volunteer Form
– Complete an assessment of each workshop including details about the activity, number of volunteers, number of students reached and an overall evaluation of the event by the students
– Ensure Coordinator enters assessment into Salseforce and keeps a copy in the Mentoring Chair resource binder
SECTION 7: EVENTS CHAIRS
There shall be 3 Events Chairs. The duties include the following:
– Plan, budget, and implement a minimum of 2 academic events/workshops per semester which promote academic success
– Plan, budget, and implement a minimum of 1 social event per semester, which encourages and promotes recruitment for the Scholar Chapter
– Provide necessary information regarding events to Publicity Chairs and Secretary two weeks prior to the event date in order to ensure event blurb and details are relayed to members of the general body.
– Collaborate with campus resources such as the Academic Success Program, Fellowship Office, Office of Multicultural Affairs, Career Center, etc.
– Collaborate with other student organization that have similar goals
– Complete an assessment of each event including details about the activity, number of students reached and an overall evaluation of the event by the participants
– Ensure Coordinator enters assessment into Salseforce and keeps a copy in the Events Chair resource binder
SECTION 8: FIRST YEAR REPRESENTATIVES
There shall be a first year representative from Columbia College, Columbia SEAS, and Barnard but this is subject to variation. Together duties shall include:
– Plan, budget, and implement at least one event per semester targeting freshmen
– Increase freshmen representation from their respective school
SECTION 9: PUBLICITY CHAIRS
There shall be two Publicity Chairs preferably one from Columbia and one from Barnard but this is subject to variation. The duties include the following:
– Conduct publicity campaigns on campus to attract student members which includes (but is not limited to) information tables during NSOP and activities fairs on campus and flyers.
– Update and maintain Facebook page
– Organize flyer committees prior to big events
– Keeps copies of fliers for the Historian to use on scrapbook as well as to include in the Publicity Chair resource binder
SECTION 10: WEBMASTERS
There shall be one Webmaster in charge of creating and updating on a regular basis a website for the Scholar Chapter. The Webmaster, with the help of the Historian, will also compose an end of semester newsletter highlighting the Chapter’s events and email the newsletter to all the members with the approval of the Coordinator.
SECTION 11: HISTORIAN
The Historian must attend all meeting and events and take pictures. S/he shall compose and budget for an end of the school year scrap book and assist the webmaster with the newsletters.
SECTION 12: RESOURCE BINDER
Each E-Board member shall maintain a resource binder. Each officer must also complete an “End-of-Year” Report that outlines the officer’s thoughts about the position and any recommendations and advice. The resource binder shall help with record keeping and ensure a smooth transition of leadership.
SECTION 13: OFFICER SELECTION
The Executive Board shall be selected through an application and interview process. The coordinator and past E-Board members must attend the interview of potential officers.
SECTION 14: TERMS OF OFFICE
The Coordinator shall be chosen at the end of the spring semester and hold office for a year. The remainder of the board shall be chosen at the beginning of the fall semester and serve a year.
SECTION 15: OFFICER REPLACEMENT/REMOVAL
Officers may be replaced or removed as requested by a minimum of six Scholar Chapter members. Petitions for replacement must be submitted in writing to the Executive Board. The E-Board is responsible for assessing the situation and call for a majority vote on the matter. The Scholar Chapter Student Coordinator is subject to the contract signed with the Hispanic Scholarship Fund.
ARTICLE V: MEETINGS
The Hispanic Scholarship Fund requires that the Scholar Chapter Coordinator and the Executive Board plan a minimum of 8 meetings over the course of the academic year. These meetings must meet the following expectations:
- Introductory meeting
- Meetings focused on on-campus academic support
- On-campus programs focused on career development or graduate school preparation
- Outreach programs focused on HSF and community scholarships
- Outreach programs focused on Latino youth in preparation for college
- Outreach programs focused on on-campus college student retention
ARTICLE VI: DUES
The Scholar Chapter will not charge dues.
ARTICLE VII: AMENDMENTS TO BY-LAWS
Any active member may propose an amendment to the constitution. Members must provide written notice of the proposed amendments to the Executive Board to analyze and review. Furthermore, members will be informed of the proposed amendments.
In order to pass an amendment, a quorum of active members must be present to vote and the amendment must pass by a two-thirds majority.
ARTICLE VIII: AGREEMENT TO ABIDE BY UNIVERSITY POLICIES
The Scholar Chapter agrees to abide by the policies of Columbia University, Barnard College, as well as all federal, state and local laws.
