The USU Pre-Occupational Therapy Club Constitution
Utah State University Pre-Occupational Therapy Club
I. Preamble
The mission of the Pre-Occupational Therapy Club is to prepare prospective OT students for their future through participation in Occupational Therapy information sessions, graduate school interviewing skill clinics, GRE preparation, volunteer work and service in the community, obtaining hands-on knowledge from practicing OT’s, and seeking, finding, sharing, and sustaining knowledge in the field. Because holistic success results from the accumulation and use of knowledge from each portion of this multifaceted field, it is the goal of the Pre-OT club to gather information about the many different aspects of Occupational Therapy and make this information easily accessible to all members of the club.
II. Leadership
A. President
1. Duties
The duties of the president include coordinating with graduate school program advisors to provide additional information to club members, work to provide club members with GRE preparations, plan the club activities, give final approval for all financial matters, coordinate with USU Pre-PT club, schedule officers meetings, and conduct and preside over all activities and elections. If for some reason the club president cannot attend a meeting, he or she will delegate the responsibility of conducting the meeting to the Vice President.
2. Requirements
The President must be a student of Utah State University who is passionate about Occupational Therapy. The President must have been a member of the Pre-OT club for at least one semester before filling the position of president. If the latter requirement has not been met by any of the members for any reason, the former requirement will suffice.
3. Election
The election of a new President should be completed no later than the last day of classes for the Spring Semester.
4. Term Limit
The term for the President shall be limited to one year, starting the day after their election and ending the day of the following election. (This means the president’s term will begin in the summer and conclude the following year at the end of spring semester). There is no limit to the number of terms that a President may serve, but they must be re-elected each year.
B. Vice President
1. Duties
I. The duties of the Vice President include assisting the President in carrying out his or her duties. The Vice President will also be responsible for ensuring that the USU Pre-Occupational Therapy club is run in accordance with any regulations that apply including, but not limited to the USU club policies and the student honor code.
II. In addition, the Vice President will oversee the duties of other officers. The Vice President will provide opportunities in occasional club activities/meetings to help members improve interviewing skills from Career Services, run the club email ([email protected]) by announcing upcoming activities and responding to incoming emails only.
III. The Vice President shall also amend the constitution under the direction of the President and submit changes to the club body for a vote and ratification. The Vice President shall also schedule rooms for each activity/presidency meeting.
2. Requirements
This person must be a student of Utah State University. His/her club fee must be paid within three weeks upon election. Otherwise there are no requirements concerning who may run or be elected to the position of Vice President.
3. Election
The election of the Vice President should take place no later than the second meeting of the academic year.
4. Term limit
The term length of the Vice President shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Vice Chairman. There is no limit concerning the number of times in which a single person may be elected to this position.
C. Treasurer
1. Duties
I. The Treasurer shall oversee and manage the financial matters of the USU Pre-Occupational Therapy club. He or she, along with the President, will have access to the club’s bank account, approve and distribute money as needed, and develop a budget.
II. Other duties will include setting a yearly membership fee, collecting those fees from members, and identifying and overseeing fundraising opportunities.
III. The Treasurer also assigns people to do the AOTA minute (report the latest from AOTA.com), and oversees fundraising activities such as fun runs, bake-sales, etc.
2. Requirements
This person must be a student of Utah State University. His/her Member fees must be paid within three weeks upon election. The Treasurer should be a person who can demonstrate their ability to create and follow a budget, and be trusted with the organization’s funds. If a candidate cannot be identified who meets these requirements, the duties of Treasurer shall fall upon the Vice President.
3. Election
The election of the Treasurer should take place no later than the second meeting of the academic year.
4. Term Limit
I. The term length of the Treasurer shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Treasurer. There is no limit concerning the number of times in which a single person may be elected to this position.
II. At the conclusion of the Treasurer’s term, he or she should meet with the incoming Treasurer to transfer any cash, financial records, and access to the club’s bank account within three weeks.
D. Public Relations Coordinator
1. Duties
I. The Public Relations Coordinator shall oversee advertisement and publicity for the USU Pre-Occupational Therapy club. This person will create flyers to advertise activities, write articles to be submitted to the Utah Statesman, invite members of USU and Logan media to cover events, and keep up with the latest in online networking trends.
II. The Public Relations Coordinator will also be in charge of the upkeep and maintenance of the club website and/or club blog, whichever exists and is being used. Upon fulfillment of term, access to the website and/or blog shall be given to the newly elected PRC. Such records of usernames and passwords shall be kept in the club file at all times and any changes shall be made thereto within three weeks upon such change.
III. The PRC will take pictures at club activities and post them on the club website, facebook, and/or the bulletin board, to their discretion.
IV. The PRC is to help in any upcoming fund raisers to raise money for the club. The main duty of the PRC is to keep the club informed through Facebook, club email, bulletin board, and the website (USUPreot.weebly.com).
2. Requirements
This person must be a student of Utah State University. Upon election, his/her club fee must be paid within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Public Relations Coordinator.
3. Election
The election of the Public Relations Coordinator should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Public Relations Coordinator shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Public Relations Coordinator. There is no limit concerning the number of times in which a single person may be elected to this position.
E. Secretary
1. Duties
I. The Secretary will keep written records/minutes of all the happenings in club and leadership meetings.
II. The Secretary will keep records of inventory and all items in possession of the club except monetary assets.
III. The Secretary will attend monthly ASUSU Diversity meetings according to the schedule developed by the Vice President of ASUSU usually the 3rd Thursday of every month) and report findings and news to the club.
IV. The Secretary will coordinate with the biology department liaison to ensure a copy of minutes/notes and presidency meeting outlines are kept in Yvonne's office.
V. The Secretary will keep and address book of all club members.
2. Requirements
This person must be a student of Utah State University. Upon election, he/she must pay club fees within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Secretary.
3. Election
The election of the Secretary should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Secretary shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Secretary. There is no limit concerning the number of times in which a single person may be elected to this position.
F. OT Liaison Officer
I. A liason officer communicates information with other groups. The LNO officer will keep in contact with the club advisor, Yvonne Kobe. This includes keeping her updated on the club, relaying any information needed, and sending her emails to be sent out on the Prehealth Listserve.
II. The LNO will keep track of contact information for "club alumni" accepted into OT programs, and update this document once a year. This will be made to have access to people who know what it is like to be in a specific program, and know what the application process is like. When the document is first made in spring of 2013, the club will decide if this file will be kept in the filing cabinet, or with the LNO officer only (if privacy is an issue).
III. As the club grows, duties may also include documenting contact information for professionals in the area that the club associates with. (This may be helpful for new students who need to find somewhere to shadow.) This document may be kept in the club filing cabinet for club access.
2. Requirements
This person must be a student of Utah State University. Upon election, he/she must pay club fees within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Secretary.
3. Election
The election of the Secretary should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Secretary shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Secretary. There is no limit concerning the number of times in which a single person may be elected to this position.
F. Removal of Leaders
If it becomes apparent that an officer or member of the USU Pre-Occupational Therapy club leadership is not meeting the requirements of their duties, an impeachment process may be initiated by any member (See Section III. Membership).
1. Impeachment
The following process must be followed for impeaching a club leader:
I. The accusing member must confidentially submit a formal complaint to the Secretary, via e-mail or a typed, hand-delivered letter. If the complaint is against the Secretary, the complaint may be submitted to the Vice President.
II. The Secretary (or Vice President) will contact the accused party within five calendar days. This will preferably be done in person or by telephone, but e-mail will be acceptable.
III. A date will be set up between the Secretary (or Vice President) and the accused party within one month of the process being initiated.
IV. Within one month of the accusation by the club member, at the agreed-upon meeting, the Secretary (or Vice President) will bring the accusation before members present.
V. The accused member will have five minutes to defend himself or herself to their accuser and general membership.
a. The five minutes may be increased at the discretion of the President (or Vice President, if the President is being accused).
b. If the accused leader fails to show up to the agreed-upon meeting, proceedings will continue without his or her testimony.
VI. A secret ballot vote will be administered by the President (or Vice Chairman, if the President is being accused).
VII. The leader will be considered impeached, and removed from office, if a simple majority of the complete membership votes in favor of impeachment.
VIII. A special election to replace the impeached member will take place at the next regularly-scheduled meeting.
G. Additional Leadership
If additional club leaders are deemed necessary, an amendment may be submitted in accordance will Section IV. (Ratification and Change) Amendments should include the name of the position being proposed, duties of that position, requirements for serving, when a person is to be elected to this position, and length/limit of his or her term.
III. Membership
A. Requirements for Membership
A person will be considered a member of the USU Pre-Occupational Therapy club if they meet the following requirements:
I. Be enrolled at Utah State University, taking at least one credit, or be a spouse or dependent of a student.
II. Pay membership fees within three weeks as set up by the Treasurer.
There will be no requirements as to age, sex, political affiliation, religion, etc. with regards to membership or activity in the USU Pre-Occupational Therapy club.
B. Rights of Members
Members of the USU Pre-Occupational Therapy club shall have the right to vote in all elections, exercising one vote per person per position being filled.
IV. Elections
A. Rules for Voting
I. Elections shall be administered by the President, who will only cast a vote in the event of a tie. In the event that the President is a candidate, the Vice President will act in his or her stead.
II. Election will be by secret ballot only.
III. Only members of the USU Pre-Occupational Therapy may cast a ballot. Members are considered students who have paid their club fees.
IV. In the event of a series of elections (officers, etc), voting is to be done one officer at a time so that other members may run for other officers as they are not elected.
B. Process
I. There will be a brief time – to be determined by the person administering the vote (Pres. Or VP) – in which candidates may be nominated by others or themselves.
II. Each Candidate will have equal time – to be determined by the person administering the vote – to address voters and present themselves for the vote.
III. Time will be allotted for voters to ask questions of each candidate.
IV. After each candidate has addressed voters and answered questions, voting will occur. Ballots shall be counted by the person administering the vote.
a. Ballots must be kept until the conclusion of the election in order to provide proof of a person’s rightful election in the event of dispute.
C. No Contest
In the event that only one person has been nominated to a particular position, that person shall be elected by default. The process in section B does not need to take place.
V. Meetings
A. Time and Place
Meetings of the USU Pre-Occupational Therapy club should take place regularly. The time and location shall be determined as needed by the President, after consulting with his or her staff.
B. Content
The content of meetings should be relevant to the purposes of the USU Occupational Therapy club. The President, with assistance from his or her staff, shall be responsible for developing a meeting schedule with topics, guest speakers, and presentations.
VI. Ratification and Change
A. Ratification
ThisConstitution will be considered the regulating document for the Utah State University Pre-Occupational Therapy club upon unanimous approval of all members of the Club Leadership and take effect immediately. A copy shall be submitted to ASUSU by the Secretary within two weeks of ratification.
B. Change
This Constitution may be amended by any member by taking the following steps:
I. Submitting, via e-mail, an amendment as it will appear in the Constitution to the Secretary.
II. The Secretary will bring the amendment before the club at the beginning of the next regularly scheduled meeting
III. There will be a ten minute period for debate.
IV. Following the debate, a vote will be administered by the President. Voting will be by means determined by the President.
V. If the amendment passes by a simple majority of members, an amendment will be considered passed, and shall go into effect at the next regularly scheduled meeting.
VII. Activities and Service Projects
A. Relevance
I. Activities for the Pre-Ot club shall be relevant to Occupational Therapy and aspects of this field.
II. Activities and projects shall not require club members to put in more than an evening’s meetings’ worth of time (no more than 2 hours) and shall not require skills not already inherent in an average club member (sewing, painting, building/constructing, etc). If individual members wish to participate in such service opportunities it shall be their prerogative to do so on their own accord, but it shall not be a club sponsored activity.
III. One activity should take no longer than the evening of one meeting.
IV. These requirements should be discussed with those providing activities or asking for club members’ help.
I. Preamble
The mission of the Pre-Occupational Therapy Club is to prepare prospective OT students for their future through participation in Occupational Therapy information sessions, graduate school interviewing skill clinics, GRE preparation, volunteer work and service in the community, obtaining hands-on knowledge from practicing OT’s, and seeking, finding, sharing, and sustaining knowledge in the field. Because holistic success results from the accumulation and use of knowledge from each portion of this multifaceted field, it is the goal of the Pre-OT club to gather information about the many different aspects of Occupational Therapy and make this information easily accessible to all members of the club.
II. Leadership
A. President
1. Duties
The duties of the president include coordinating with graduate school program advisors to provide additional information to club members, work to provide club members with GRE preparations, plan the club activities, give final approval for all financial matters, coordinate with USU Pre-PT club, schedule officers meetings, and conduct and preside over all activities and elections. If for some reason the club president cannot attend a meeting, he or she will delegate the responsibility of conducting the meeting to the Vice President.
2. Requirements
The President must be a student of Utah State University who is passionate about Occupational Therapy. The President must have been a member of the Pre-OT club for at least one semester before filling the position of president. If the latter requirement has not been met by any of the members for any reason, the former requirement will suffice.
3. Election
The election of a new President should be completed no later than the last day of classes for the Spring Semester.
4. Term Limit
The term for the President shall be limited to one year, starting the day after their election and ending the day of the following election. (This means the president’s term will begin in the summer and conclude the following year at the end of spring semester). There is no limit to the number of terms that a President may serve, but they must be re-elected each year.
B. Vice President
1. Duties
I. The duties of the Vice President include assisting the President in carrying out his or her duties. The Vice President will also be responsible for ensuring that the USU Pre-Occupational Therapy club is run in accordance with any regulations that apply including, but not limited to the USU club policies and the student honor code.
II. In addition, the Vice President will oversee the duties of other officers. The Vice President will provide opportunities in occasional club activities/meetings to help members improve interviewing skills from Career Services, run the club email ([email protected]) by announcing upcoming activities and responding to incoming emails only.
III. The Vice President shall also amend the constitution under the direction of the President and submit changes to the club body for a vote and ratification. The Vice President shall also schedule rooms for each activity/presidency meeting.
2. Requirements
This person must be a student of Utah State University. His/her club fee must be paid within three weeks upon election. Otherwise there are no requirements concerning who may run or be elected to the position of Vice President.
3. Election
The election of the Vice President should take place no later than the second meeting of the academic year.
4. Term limit
The term length of the Vice President shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Vice Chairman. There is no limit concerning the number of times in which a single person may be elected to this position.
C. Treasurer
1. Duties
I. The Treasurer shall oversee and manage the financial matters of the USU Pre-Occupational Therapy club. He or she, along with the President, will have access to the club’s bank account, approve and distribute money as needed, and develop a budget.
II. Other duties will include setting a yearly membership fee, collecting those fees from members, and identifying and overseeing fundraising opportunities.
III. The Treasurer also assigns people to do the AOTA minute (report the latest from AOTA.com), and oversees fundraising activities such as fun runs, bake-sales, etc.
2. Requirements
This person must be a student of Utah State University. His/her Member fees must be paid within three weeks upon election. The Treasurer should be a person who can demonstrate their ability to create and follow a budget, and be trusted with the organization’s funds. If a candidate cannot be identified who meets these requirements, the duties of Treasurer shall fall upon the Vice President.
3. Election
The election of the Treasurer should take place no later than the second meeting of the academic year.
4. Term Limit
I. The term length of the Treasurer shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Treasurer. There is no limit concerning the number of times in which a single person may be elected to this position.
II. At the conclusion of the Treasurer’s term, he or she should meet with the incoming Treasurer to transfer any cash, financial records, and access to the club’s bank account within three weeks.
D. Public Relations Coordinator
1. Duties
I. The Public Relations Coordinator shall oversee advertisement and publicity for the USU Pre-Occupational Therapy club. This person will create flyers to advertise activities, write articles to be submitted to the Utah Statesman, invite members of USU and Logan media to cover events, and keep up with the latest in online networking trends.
II. The Public Relations Coordinator will also be in charge of the upkeep and maintenance of the club website and/or club blog, whichever exists and is being used. Upon fulfillment of term, access to the website and/or blog shall be given to the newly elected PRC. Such records of usernames and passwords shall be kept in the club file at all times and any changes shall be made thereto within three weeks upon such change.
III. The PRC will take pictures at club activities and post them on the club website, facebook, and/or the bulletin board, to their discretion.
IV. The PRC is to help in any upcoming fund raisers to raise money for the club. The main duty of the PRC is to keep the club informed through Facebook, club email, bulletin board, and the website (USUPreot.weebly.com).
2. Requirements
This person must be a student of Utah State University. Upon election, his/her club fee must be paid within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Public Relations Coordinator.
3. Election
The election of the Public Relations Coordinator should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Public Relations Coordinator shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Public Relations Coordinator. There is no limit concerning the number of times in which a single person may be elected to this position.
E. Secretary
1. Duties
I. The Secretary will keep written records/minutes of all the happenings in club and leadership meetings.
II. The Secretary will keep records of inventory and all items in possession of the club except monetary assets.
III. The Secretary will attend monthly ASUSU Diversity meetings according to the schedule developed by the Vice President of ASUSU usually the 3rd Thursday of every month) and report findings and news to the club.
IV. The Secretary will coordinate with the biology department liaison to ensure a copy of minutes/notes and presidency meeting outlines are kept in Yvonne's office.
V. The Secretary will keep and address book of all club members.
2. Requirements
This person must be a student of Utah State University. Upon election, he/she must pay club fees within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Secretary.
3. Election
The election of the Secretary should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Secretary shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Secretary. There is no limit concerning the number of times in which a single person may be elected to this position.
F. OT Liaison Officer
I. A liason officer communicates information with other groups. The LNO officer will keep in contact with the club advisor, Yvonne Kobe. This includes keeping her updated on the club, relaying any information needed, and sending her emails to be sent out on the Prehealth Listserve.
II. The LNO will keep track of contact information for "club alumni" accepted into OT programs, and update this document once a year. This will be made to have access to people who know what it is like to be in a specific program, and know what the application process is like. When the document is first made in spring of 2013, the club will decide if this file will be kept in the filing cabinet, or with the LNO officer only (if privacy is an issue).
III. As the club grows, duties may also include documenting contact information for professionals in the area that the club associates with. (This may be helpful for new students who need to find somewhere to shadow.) This document may be kept in the club filing cabinet for club access.
2. Requirements
This person must be a student of Utah State University. Upon election, he/she must pay club fees within three weeks. Otherwise, there are no requirements concerning who may run or be elected to the position of Secretary.
3. Election
The election of the Secretary should take place no later than the second meeting of the academic year.
4. Term Limit
The term length of the Secretary shall include the academic year of his or her election, and the summer prior. The term shall end upon the election of a new Secretary. There is no limit concerning the number of times in which a single person may be elected to this position.
F. Removal of Leaders
If it becomes apparent that an officer or member of the USU Pre-Occupational Therapy club leadership is not meeting the requirements of their duties, an impeachment process may be initiated by any member (See Section III. Membership).
1. Impeachment
The following process must be followed for impeaching a club leader:
I. The accusing member must confidentially submit a formal complaint to the Secretary, via e-mail or a typed, hand-delivered letter. If the complaint is against the Secretary, the complaint may be submitted to the Vice President.
II. The Secretary (or Vice President) will contact the accused party within five calendar days. This will preferably be done in person or by telephone, but e-mail will be acceptable.
III. A date will be set up between the Secretary (or Vice President) and the accused party within one month of the process being initiated.
IV. Within one month of the accusation by the club member, at the agreed-upon meeting, the Secretary (or Vice President) will bring the accusation before members present.
V. The accused member will have five minutes to defend himself or herself to their accuser and general membership.
a. The five minutes may be increased at the discretion of the President (or Vice President, if the President is being accused).
b. If the accused leader fails to show up to the agreed-upon meeting, proceedings will continue without his or her testimony.
VI. A secret ballot vote will be administered by the President (or Vice Chairman, if the President is being accused).
VII. The leader will be considered impeached, and removed from office, if a simple majority of the complete membership votes in favor of impeachment.
VIII. A special election to replace the impeached member will take place at the next regularly-scheduled meeting.
G. Additional Leadership
If additional club leaders are deemed necessary, an amendment may be submitted in accordance will Section IV. (Ratification and Change) Amendments should include the name of the position being proposed, duties of that position, requirements for serving, when a person is to be elected to this position, and length/limit of his or her term.
III. Membership
A. Requirements for Membership
A person will be considered a member of the USU Pre-Occupational Therapy club if they meet the following requirements:
I. Be enrolled at Utah State University, taking at least one credit, or be a spouse or dependent of a student.
II. Pay membership fees within three weeks as set up by the Treasurer.
There will be no requirements as to age, sex, political affiliation, religion, etc. with regards to membership or activity in the USU Pre-Occupational Therapy club.
B. Rights of Members
Members of the USU Pre-Occupational Therapy club shall have the right to vote in all elections, exercising one vote per person per position being filled.
IV. Elections
A. Rules for Voting
I. Elections shall be administered by the President, who will only cast a vote in the event of a tie. In the event that the President is a candidate, the Vice President will act in his or her stead.
II. Election will be by secret ballot only.
III. Only members of the USU Pre-Occupational Therapy may cast a ballot. Members are considered students who have paid their club fees.
IV. In the event of a series of elections (officers, etc), voting is to be done one officer at a time so that other members may run for other officers as they are not elected.
B. Process
I. There will be a brief time – to be determined by the person administering the vote (Pres. Or VP) – in which candidates may be nominated by others or themselves.
II. Each Candidate will have equal time – to be determined by the person administering the vote – to address voters and present themselves for the vote.
III. Time will be allotted for voters to ask questions of each candidate.
IV. After each candidate has addressed voters and answered questions, voting will occur. Ballots shall be counted by the person administering the vote.
a. Ballots must be kept until the conclusion of the election in order to provide proof of a person’s rightful election in the event of dispute.
C. No Contest
In the event that only one person has been nominated to a particular position, that person shall be elected by default. The process in section B does not need to take place.
V. Meetings
A. Time and Place
Meetings of the USU Pre-Occupational Therapy club should take place regularly. The time and location shall be determined as needed by the President, after consulting with his or her staff.
B. Content
The content of meetings should be relevant to the purposes of the USU Occupational Therapy club. The President, with assistance from his or her staff, shall be responsible for developing a meeting schedule with topics, guest speakers, and presentations.
VI. Ratification and Change
A. Ratification
ThisConstitution will be considered the regulating document for the Utah State University Pre-Occupational Therapy club upon unanimous approval of all members of the Club Leadership and take effect immediately. A copy shall be submitted to ASUSU by the Secretary within two weeks of ratification.
B. Change
This Constitution may be amended by any member by taking the following steps:
I. Submitting, via e-mail, an amendment as it will appear in the Constitution to the Secretary.
II. The Secretary will bring the amendment before the club at the beginning of the next regularly scheduled meeting
III. There will be a ten minute period for debate.
IV. Following the debate, a vote will be administered by the President. Voting will be by means determined by the President.
V. If the amendment passes by a simple majority of members, an amendment will be considered passed, and shall go into effect at the next regularly scheduled meeting.
VII. Activities and Service Projects
A. Relevance
I. Activities for the Pre-Ot club shall be relevant to Occupational Therapy and aspects of this field.
II. Activities and projects shall not require club members to put in more than an evening’s meetings’ worth of time (no more than 2 hours) and shall not require skills not already inherent in an average club member (sewing, painting, building/constructing, etc). If individual members wish to participate in such service opportunities it shall be their prerogative to do so on their own accord, but it shall not be a club sponsored activity.
III. One activity should take no longer than the evening of one meeting.
IV. These requirements should be discussed with those providing activities or asking for club members’ help.