PSU-VSA is an organization dedicated to promote cultural awareness and diversity on campus and in the community. Our goal is to uphold and promote the Vietnamese culture and tradition through social and educational activities, mainly focusing on the celebration and exposure of Vietnamese culture. PSU-VSA welcomes all students who are interested in learning about Vietnamese culture.

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ARTICLE I. Name
ARTICLE II. Purpose
ARTICLE III. Membership
ARTICLE IV. Executive Officer Duties
ARTICLE V. Committees
ARTICLE VI. General Voting
ARTICLE VII. Elections
ARTICLE VIII. Meetings
ARTICLE IX. Recall
ARTICLE X. Amendments
ARTICLE XI. Ratification

ARTICLE I. NAME

The name of this organization is the Vietnamese Student Association (VSA) at Portland State University.

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ARTICLE II. PURPOSE

Section 1. Purpose:

The purpose of the Vietnamese Student Association at Portland State University (hereafter referred to as “VSA”) is an non-professional organization, to promote cultural awareness, build communication and leadership skills through teamwork, and maintain public relations through the community.

Section 2. Mission Statement

VSA is committed to providing resources and information to assist PSU students, mainly within the Vietnamese community, but not limited to. The organization will do so by establishing connections between students, professors, advisors, and the PSU community.

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ARTICLE III. MEMBERSHIP

Section 1. Anti-Discrimination Clause

This organization is open anyone from all departments or programs. The organization does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex or sexual orientation.

Section 2. VSA Membership

Any student, faculty or staff at PSU, wishing to become a VSA Member may do so at any time and will become a member by providing VSA with a completed membership form (available at meetings and/or by contacting VSA). All information is kept confidential. VSA Members must be PSU students registered for at least one (1) credit or a PSU and VSA alumnus. The membership fee will be $0.00.  All Member information and Membership Fees must be renewed at the beginning of every fall term and will last for one fiscal year. This classification of membership will hereafter be referred to as “VSA Member.” Membership form must be current to be classified a VSA Member.

Section 3. VSA Membership Rights

All VSA Members are given voting rights, leadership opportunities, faculty advising, access to resources that VSA compiles, and when applicable, receive the VSA-member discount.

Section 4.1. Honorary Membership

Honorary members include the VSA advisor, Student Development Advisor, and individuals elected by VSA officers that are otherwise ineligible under the membership requirements in Article III, Section 3. This classification of membership will hereafter be referred to as “Honorary member.”

Section 4.2. Honorary Membership Benefits

Honorary members may participate in all VSA activities. For some activities payment may be necessary. Honorary members may not hold office, do not have voting rights, and do not qualify for VSA-member discounts unless they have been actively involved in the planning of the event.

Section 4.3. VSA Guests

Any student, faculty or staff at PSU, wishing to become a part of VSA and receive VSA emails and newsletters may do so at anytime.  VSA Guests may become a member at anytime by following Article III, Section 2.  However, simply being on the VSA email listserve and attending meetings is not the same as being a member.  This classification will hereafter be referred to as “VSA Guests.

Section 4.4. VSA Guests Benefits

VSA Guests may participate in all VSA activities.  VSA Guests may not hold office, do not have voting rights, and do not qualify for VSA-member discounts.

Section 5. Expectations of Members

All members are expected to attend meetings, and participate in VSA events and activities in order for VSA to operate at its fullest potential. All VSA Members are expected to uphold the integrity of the Vietnamese Student Association and the spirit of its purpose.

Section 6. Member Termination

Any member may be terminated if s/he is found in repeated violation of the constitution, guilty of unethical conduct or misrepresentation of the Vietnamese Student Association.

Section 6.1. Member Termination Process

Member termination must be initiated by a unanimous agreement of the five officers. A written complaint, signed by all five (5) officers, must be filed to the VSA advisor and copied to the member in question. All members will be informed about the complaint. At the next meeting, the member in question will have an opportunity to be heard and then a two-thirds-majority vote of those present at the meeting will determine if the member in question will be terminated. It will be the first thing on the agenda and no other business can be conducted until this vote has been taken.

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ARTICLE IV. EXECUTIVE OFFICER DUTIES

Section 1. Overall Duties

• Representation of the Vietnamese Student Association to the PSU community
• Organizing VSA activities and events
• Network with other PSU organizations and the community
• Maintaining contacts with all VSA members
• Work on the Annual SFC Budget Proposal
• Must attend all meetings unless otherwise excused
• Officers shall not be on disciplinary probation or have a cumulative GPA below 2.0.

Section 2. President

The President shall be the chief executive administrative officer of VSA. S/he is responsible for overseeing the success of the organization. S/he shall ensure that all VSA officers perform the duties of their respective offices, and shall be responsible for the welfare and the dignity of VSA.

• Presides at all meetings
• Prepares the agenda for meetings
• Acts as the main VSA Advisor liaison
• Supervises, directs and controls activities and affairs of VSA
• Delegates responsibilities to maintain the stability of VSA
• Acts as the spokesperson and primary person of contact for VSA
• Oversees elections (if not running for a position him/herself)

Section 3. Vice President

The Vice-President shall assist the President in the performance of such VSA duties as may be requested by the President. In the event of absence, death, resignation, disqualification, or removal from office of the President, the Vice-President shall assume the duties of the President.

• Substitutes for President at meetings
• Aids the President in preparing the agenda for meetings
• Oversees activity planning (committee liaison)

Section 4. Secretary

The Secretary shall be the chief reporter and correspondent of VSA. S/he shall keep a true record of all matters pertaining to VSA and shall certify thereto when necessary.

• Keeps minutes of all meetings
• Must post meeting minutes no later than three (3) days after each meeting on website through email, and as a hardcopy designated for VSA use.
• Will assist the President and Vice President in preparing meeting agendas
• Maintains member contact information/ records
• Shall notify members of meetings unless otherwise specified

Section 5. Treasurer

The Treasurer shall be the chief financial officer of VSA. S/he shall have the charge of all VSA funds and the collection and disbursement thereof. The Treasurer shall maintain adequate and correct books and accounts of the transactions of VSA. The books are open to inspection by any Executive Officer or Advisor at all reasonable times. All requests for VSA money must be co-signed by the Treasurer and one (1) additional Officer.

• Presents financial update at meetings or when requested
• Keeps a chronological order of monies received and disbursed.
• Takes care of all expenditure/ reimbursement forms
• Oversees the drafting and submitting of annual budget to SFC

Section 6. Public Relations Manager (Internal and External)

The Public Relations Manager shall be the chief advertising, marketing, and public relations officer of VSA.  S/he will be responsible for all publicity events and promotional activities, while ensuring successful member recruitment throughout the year by promoting and encouraging VSA membership.

• Acts as the main publicity liaison
• Oversees all community outreach affairs
• Assists the Vice-President in heading and assigning all committees
• Acts as the spokesperson when the President and Vice-President is not available or as requested

Section 7. Webmaster

The Webmaster shall be responsible for maintaining the webpage, assisting communication in sending out information to members. It is not required that the Webmaster be present at meetings except in the instance of a recall election.

 

Section 8. Activity Coordinator

 

The Activity Coordinator shall assist the vice-president in organizing events, activities for the association and support other officers as needed.

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ARTICLE V. COMMITTEES

Section 1. Committee Role

Activities and events put on by VSA may be organized through committees. The committee, elected by VSA, is directly responsible for the activities. At least one Executive Officer must serve on each committee. While it is not expected that the committee do all the work for a particular event, they are nonetheless responsible for all decisions made.

Section 2. Committee Termination

In the event of a no-confidence in any committee, the Vice-President and/or Public Relations Manager may dismiss the committee upon unanimous agreement of VSA’s five officers. The Vice-President and/or Public Relations Manager then assumes that committee’s responsibilities until a new committee may be authorized by a vote at the next general meeting.

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ARTICLE VI. GENERAL VOTING

Section 1. General Voting Method

All general voting is done either in secret (ballot) or open (show of hands), according to the wishes of those present during the meeting. Decisions are made by a simple majority vote. In all voting cases, the decisions are based on the votes of those VSA Members present and voting at the meeting.

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ARTICLE VII. ELECTIONS

Section 1. Elections

The elections for the Executive offices of the Vietnamese Student Association shall be held during the month of May of each year. Officers-elect will assume their full duties no later than the last day of Spring Term. Officers serve a one-year basis (June-June).

Section 2. Election timeline

In April of each year the current VSA President and Advisors will initiate the VSA Election Timeline. The timeline follows:

• Secretary sends out a notice of election timeline no later than April 15 each year
• VSA Members interested in running for an Executive Office must submit Candidacy form to Secretary and Advisor by May 1 at 12:00 noon each year
• Secretary posts a notice of candidates and their platforms to all members on the website and via email
• VSA President shall set the exact date, time, and place for the election, no sooner than April 15

Section 3. Candidate Eligibility

Only VSA Members enrolled and/or present for the entire following academic year are eligible to run for an Executive Office. Candidates must be in good academic standing and be enrolled in at least eight (8) undergraduate or six (6) graduate credits.

Section 4. Candidate Composition

President and Vice-President are required to run as a team. This is intended to create the most effective working environment. Secretary, Treasurer, and Public Relations Manager may run individually.

Section 5. Election Voting Method

Election voting will take place in secret ballot. Elections will be determined by the majority vote of the VSA Members present and voting at the elections meeting.

Section 5.1. Unopposed Candidates

VSA Members may cast a vote for one party in each position. If a party is unopposed—voters may abstain or elect that party. The party running unopposed must receive at least half the votes of those VSA Members present and voting.

Section 6. Office Vacancies

If any officer’s position becomes vacant before his/her term is over, that position will be reopened to VSA Members. The filling of this position must conform to election guidelines set forth in Article IV. In the event that the position of President should become vacant, the vice-president automatically assumes the office of President. The responsibilities of any vacant position are assumed by the remaining officers until that position is filled.

Section 7. Contested Election Results

If an election is contested, any and all grievances and complaints must be made to the VSA Advisor in a timely manner. S/he will have the final say on how to proceed.

 

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ARTICLE VIII. MEETINGS

Section 1. General Meetings

Meetings are on an as-needed basis and ideally, there would be at least one (1) general meeting per month; the date and location to be decided on by the VSA officers in order to accommodate schedules of its members. These meetings are to be attended by all the officers and members.

Section 2. Executive Meetings

There must be at least one (1) Executive meeting per month. The time and duration of such meeting will be determined by the five (5) Executive Officers.

Section 3. Additional Meetings

Any member of VSA may call additional meetings as necessary by providing the Executive Officers with an agenda no less than ten (10) days before the desired meeting date.

Section 4. Meeting Procedure

The general meetings are called to order by the President (or the Vice-President in case of the President’s absence). The President distributes or presents the agenda, and presides over and then dismisses the meeting. Each agenda will include the opportunity for members to introduce new items for discussion and/or vote. The Secretary will keep minutes of each meeting.

Section 5. Agenda

The typical agenda is as follows:

1. Call to Order (Introductions)
2. Officers’ Reports (update on activities)
3. Review/Approval of Previous Minutes
4. Official Business
5. New Business
6. Dismissal (Next Meeting Date Set)

 

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ARTICLE IX. RECALL

Section 1.1. Executive Officer Recall

All Executive Officers are subject to recall. A recall vote may be authorized if an Officer repeatedly neglects his/her duties (pursuant to Article IV), is found in repeated violation of the constitution, guilty of unethical conduct or misrepresentation of VSA.

Section 1.2. Executive Officer Recall Procedure

Officer recall must be initiated by a unanimous agreement of the other four (4) officers. A written complaint, signed by those four (4) officers, must be filed to the VSA advisor and copied to the Officer in question. All members will be informed about the complaint.

Section 1.3. Executive Officer Recall Voting

At the next meeting, after the filing of a recall petition, the Officer in question will have a chance to be heard. Then a two-thirds-majority vote of those VSA Members present and voting at the meeting will determine if the Officer in question will be recalled. Method of voting will take place pursuant to Article VII, Section 5. It will be the first thing on the agenda and no other business can be conducted until this vote has been taken. The VSA advisor must attend the recall vote. Once the election has taken place and a quorum is present, additional business may be conducted.

Section 2. Advisor Recall

In the event that the Advisor repeatedly neglects his/her duties, is found in repeated violation of the constitution, guilty of unethical conduct or misrepresentation of VSA, the Advisor may be recalled.

Section 2.1. Advisor Recall Procedure

Advisor recall must be initiated by a unanimous agreement of the five (5) Executive Officers. A written complaint, signed by all five (5) officers must be presented to the Advisor. All members will be notified of the complaint.

Section 2.2. Advisor Recall Voting

At the next meeting the VSA Advisor will have an opportunity to be heard and then a two-thirds-majority vote of those present at the meeting will determine if the Advisor will be recalled. It will be the first thing on the agenda and no other business can be conducted until this vote has been taken.

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ARTICLE X. AMENDMENTS

Section 1. Amendments

Amendments to this constitution, in the form of additions or changes, may be made at any general meetings for which ten (10) days advance notice is given and a quorum of members is present. Amendments must be passed with a simple-majority vote of those VSA members present and voting at the meeting.

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ARTICLE XI. RATIFICATION

Section 1. Initial Adoption

Initial adoption of the original VSA constitution required only the approval of the five charter members who submitted this constitution with their signatures to register the Vietnamese Student Association at Portland State University in August 2002.

Section 2. Ratification

Once adopted, the constitution will remain in effect until a new constitution is amended by simple-majority vote at a general meeting with a quorum of VSA members present, or if VSA dissolves.

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