Constitution of the International Relations Council of Northeastern University
Article I: Name
Section 1: The name of this organization shall be the International Relations Council of Northeastern University; hereafter referred to as the IRC.
Article II: Purpose
Section 1: To promote understanding of foreign governments, peoples, and international political institutions such as, but not limited to, the United Nations and the League of Arab States, through participation in intercollegiate and high school simulations.
Section 2: To facilitate cross-cultural relationships and exchanges of ideas amongst students of diverse backgrounds.
Section 3: To serve as a medium through which students have the opportunity to increase awareness of the global issues facing the international community and fosters an environment in which students practice diplomacy.
Section 4: To support and represent with dignity the University’s continuing commitment to Experiential Education and global inquiry.
Article III: Affiliation
Section 1: The IRC is affiliated with the International Relations Council of Northeastern University Alumni Association (IRC-AA). The IRC is not currently affiliated with any other organization outside of Northeastern University.
Section 2: The IRC, when it is advantageous and willing, may enter into partnership or association with other organizations that share a mutual interest in the programs the IRC either attends or hosts.
Article IV: Membership
Section 1: The IRC shall not discriminate on the basis of race, national origin, color, gender, gender identity, religion, religious creed, genetics, sex, age, ancestry, veteran status, disability, or sexual orientation.
Section 2: The IRC shall not tolerate any form of discrimination or harassment, including sexual or retaliatory harassment. In accordance with the University’s Nondiscriminatory Clause, the IRC shall uphold the principles and intent of the Equal Opportunity Policy, as listed in the current Undergraduate & Graduate Student Handbook of Northeastern University and shall cooperate with the University in these matters.
Section 3: Language in Sections 1 and 2 of this article shall be automatically updated whenever the corresponding University’s Nondiscriminatory Clause changes, as reflected in the current Undergraduate & Graduate Student Handbook or as reported to the IRC by the Office of Student Activities or the Department of Political Science.
Section 4: Full Membership will be open to all full-time, undergraduate students regardless of division.
Section 5: Graduate students and part-time undergraduate students may become Associate IRC Members who have all the rights and privileges of full members except those limited by Article V of the Constitution.
Article V: Executive Officers
Section 1: The Executive Board of the IRC shall consist of, in order of seniority: President, Executive-Vice President for Public Affairs and Education, Vice President for Events Coordination, Vice President for Finance, and Vice President for Administration.
Section 2: All officers must be full-time undergraduate students at Northeastern University. Officers have an obligation to be accessible throughout their term.
Section 3: All officers will be responsible for knowing and understanding the information in the Student Activities Handbook.
Section 4: Quorum of the Executive Board shall be defined as the presence of 3 of the 5 elected members and one Faculty Advisor. The Faculty Advisors may recuse themselves from an Executive Board meeting at their discretion.
Section 5. All Vice Presidents may have an Assistant Vice President (AVP). AVPs are not members of the Executive Board, and therefore only have those rights afforded to all members of the IRC at Executive Board meetings. Unless holding another position in the IRC, AVPs do not sit on the Board of Directors.
Article VI: Duties of the Officers
Section 1: President:
1. The President shall be in charge of the overall direction and utilization of the entire IRC
2. The President shall be in charge of all IRC meetings, interviews, and special projects; and
3. The President shall represent the IRC to all outside agencies.
Section 2: Executive-Vice President for Public Affairs and Education:
1. The Executive-Vice President for Public Affairs and Education (hereafter EVP) shall help the president to accomplish all goals set pertaining to publicity communication, image, recruitment, and overall welfare of the IRC;
2. The EVP shall coordinate and supervise all IRC committees and report their status to the Executive Board;
3. The EVP shall coordinate, with a Faculty Advisor or President, the educational and instructional functions of the IRC, including but not limited to: club simulation exercises during and outside of the scheduled class time; and
4. The EVP shall act as President in the absence of the President, in such case chair and delegate training sessions; and the relationship between club and class, including aiding a Faculty Advisor in preparing instructional materials and updating the IRC Blackboard account; and that the President is temporarily unable to serve, or upon the request of the President.
Section 3: Vice President for Events Coordination:
1. The VP for Events Coordination shall be responsible for overseeing the events hosted by and attended by the IRC;
2. The VP for Events Coordination shall serve as the primary link between the Executive Board and appointed Secretaries-General and Head Delegates, reporting back to the Executive Board on a regular basis on their activities;
3. The VP for Events Coordination shall coordinate communication with the Department of Political Science in regard to event planning, on behalf of Head Delegates and Secretaries-General; and
4. The VP for Events Coordination shall not supersede the Head Delegate for the logistical planning for conferences and Secretaries-General on any issue while attending an event.
Section 4: Vice President for Finance:
1. The VP for Finance shall be responsible for the management of, disbursement, income, and balance of accounts;
2. The VP for Finance shall maintain regular communication with the Student Center Business Office and other duties assigned by the President;
3. The VP for Finance shall give reports at IRC meetings as to fundraising, bookkeeping of IRC moneys and IRC financial transactions;
4. The VP for Finance shall prepare all budget requests and spending reports as necessary during the fiscal year; and
5. The VP for Finance shall approve all contracts and financial arrangements related to mode of travel, hotels, and feels for all conferences the IRC attends.
Section 5: Vice President for Administration:
1. The VP for Administration shall keep minutes of all Association general meetings and Executive Board meetings, and distribute said minutes;
2. The VP for Administration shall be in charge of all correspondence of the IRC;
3. The VP for Administration will be responsible for maintaining a membership the roster and providing the Student Activities Office with current officer information each semester;
4. The VP for Administration will be primarily responsible of maintenance and inventory of IRC files and property; and
5. The VP for Administration shall perform all other duties as assigned by President.
Section 6: Any Officer may select a representative to speak for them at any meeting or function if the Officer is Unable to attend. If an AVP has been appointed, the AVP shall be selected unless he or she is also unable to attend. This representative will not be given voting privileges.
Section 7: All Vice Presidents who have an Assistant Vice President shall:
1. Establish a role for the AVP, agreed upon by the VP and the AVP;
2. Establish expectations for performance, work, and meetings that meet the needs of the Vice President and are deemed reasonable by both parties; and
3. Mentor the AVP as to their role in the IRC and its leadership.
Article VII: Election of Officers
Section 1: Semi-annual elections shall be sufficiently publicized to all members. The VP for Finance shall only be voted on annually in the spring. If the VP for Finance wishes to step down after one semester they may do so with at least one month notice prior to the proposed election date.
Section 2: The election process will take place at least two weeks prior to the end of the Fall and Spring semesters and must take place on the day that general meetings took place during the rest of that semester.
Section 3: Nominations may be made from the floor at a IRC Meeting or by contacting a Faculty Advisor and the Parliamentarian. The Parliamentarian or Faculty Advisor shall contact the nominee and request approval for the nomination. The nominee shall respond and their name shall be added to the slate if the response is in the affirmative. A Faculty Advisor and Parliamentarian shall be informed of all communications. Nominees can be added to the slate up until a week before the election. An IRC member may accept a nomination for up to 3 positions.
Section 4. In order to accept a nomination for the Executive Board, a student must be in good academic standing with the University, not on any level or form of probation, not on deferred suspension or suspension, and in good financial standing with the NU-IRC, meaning all expected fees have been paid. The VP-Finance shall confirm to the Faculty Advisor on the day nominations close whether all candidates for elected office are in good financial standing with the NU-IRC. The Faculty Advisor shall confirm with Academic Advising that all candidates meet all other provisions of this Section. In the event any student fails to meet eligibility requirements for nomination, the Faculty Advisor will remove them from the slate.
Section 5. As some IRC programming involves working with minors, all nominees for the executive board must demonstrate successful completion of University approved training on recognizing and reporting child abuse and neglect. Nominees unable to demonstrate this on the night of the election are automatically removed from the election slate.
Section 6: Each position will be voted on separately. The voting process shall be ordered as follows: the Office of the President, the Executive VP for Public Affairs and Education, the VP for Finance, the VP for Events Coordination, and the VP for Administration.
Section 7: A nominee is voted into office with a simple majority vote of the current membership present at an official general meeting. Voting shall be conducted and tabulated by using Instant Runoff Voting (IRV) with the number of choices submitted by voters left to the discretion of the Parliamentarian and Faculty Advisor.
Section 8: A voting member is defined as one who has met a requirement that has been established by the Executive Board prior to elections. During periods when the IRC is not a fully recognized student organization by the university, only Northeastern students on the Board of Directors shall have voting rights.
Section 9: During elections, any member of the IRC shall have the right to Motion to Censure in the event that a speech, question, or answer was inflammatory, defamatory, or otherwise not in keeping with a respectful tone for elections. The Motion to Censure will prohibit a member from speaking for the remainder of that semester’s elections. A censured member shall still have the right to make a formal speech or respond to questions if said member is a candidate for the Executive Board and only during the proceedings of their candidacy. Said speaking rights shall be revoked by the Faculty Advisor if at any point comments are not germane to their candidacy. The Motion to Censure must have multiple seconds and speakers for and against the motion. The motioner and member named in the motion shall have privilege in regard to speaking for and against the motion. The Motion to Censure will be carried by a 2⁄3 majority. This motion is always in order during election night regardless of current rules bearing on the time.
Section 10: Elections shall be conducted in the following manner:
1. The following steps will be repeated for each office of the Executive Board, in IRC the order of President, then the VP for Public Affairs and Education, then the VP for Events Coordination, then the VP for Finance, and then the VP for Administration;
2. Each nominee shall be given equal time to make a speech to the membership present:
A. While speeches are being given, all other nominees present at the election shall be in the room at their choice;
B. Following the speeches, all nominees will take questions from the membership for up to 15 minutes where the questions do not count against the time allotted. Questions may be directed toward one nominee or the entire slate at the discretion of the IRC member;
C. A Faculty Advisor shall rule out of order any questions that he or she deems defamatory or dilatory. Answers of a candidate may similarly be ruled out of order. Any member may also rise to a point of order to object to a question if the Faculty Advisor has not deemed it inappropriate;
D. IRC members will vote using a secret ballot provided by a Faculty Advisor;
E. A Faculty Advisor will collect and count all votes, in the presence of the Parliamentarian, conduct a re-vote if necessary, and announce the winner:
I. If the Parliamentarian is running for a position then the President-Elect will take the Parliamentarian’s place in this procedure, and
II. If the Parliamentarian is running for President, then a current Executive Board member who is not running for President will take the Parliamentarian’s place;
F. The use of laptops by all voters shall be forbidden. Candidates for office may use their laptop during their speeches. The Faculty Advisor and Parliamentarian may use their laptop throughout; and
G. In the event of a tie in the final round of voting for a position on the Executive Board, the top two (or three if a three-way tie) candidates shall each be granted 3 minutes to speak or yield to questions.
Section 11: Absentee voting shall be allowed under guidelines established by the Executive Board. All valid absentee ballots must be e-mailed to both a Faculty Advisor and Parliamentarian or be delivered verbally in the presence of both a Faculty Advisor and the Parliamentarian.
Section 12: On election night, after all positions have been voted on, the IRC will accept nominations for all permanent Board of Directors positions and all AVPs. Nominations shall continue to be accepted for a period of two weeks and by the system used for nominations to the Executive Board.
Section 13: Each Executive Board member shall select their own AVP. The selection shall be confirmed by a majority of the Executive Board.
Section 14: All permanent Board of Directors positions shall be appointed as per the rules delineated in Article IV of the Bylaws.
Article VIII: Faculty Advisor
Section 1: The Faculty Advisor to the IRC must be a full-time faculty or staff member at Northeastern. The Faculty Advisor will be an ex-officio non-voting member of the Executive Board except in those instances noted in the IRC Constitution or the Bylaws of the IRC where the Faculty Advisor will have his/her rights and authority delineated. The Faculty Advisor(s) will also be a voting member of the Board of Directors.
Section 2: Due to the unique nature of the IRC, the IRC may have a Faculty Co-Advisor.
Section 3: The appointment of a Faculty Co-Advisor must be approved by the Executive Board and the Faculty Advisor. The Faculty Co-Advisor must be deemed qualified, by the Department of Political Science, to teach POLS 4910, POLS 4915, POLS 4917, and POLS 4918. Regardless of qualifications, the position of Faculty Co-Advisor cannot be filled by a full-time or part-time student.
Section 4: The Faculty Co-Advisor will share all authority, duties, title, and rights with the Faculty Advisor, including all those granted by the Constitution and the Bylaws to the Faculty Advisor, but may not sign any documents required by the University. The Faculty Advisors will coordinate their duties to the benefit of the IRC and keep the Executive Board informed of the nature of that relationship.
Section 5: Along with other responsibilities delineated in this Constitution, as required by the University, or that may become necessary, the Faculty Advisor will, while adhering to the processes delineated in this document and with the input of the Executive Board and Board of Directors:
1. Establish the list of conferences attended, according to Article VIII of the Bylaws;
2. Establish the list of conferences hosted, according to Article VIII of the Bylaws;
3. Enforce the standards of behavior set by a Faculty Advisor, the Head Delegate(s), and the Executive Board;
4. Determine the eligibility of students for travel with the team and sit on all and delegation selection committees, according to Article XIV of the Bylaws.
Section 6. The Faculty Advisor shall have a relationship with the IRC-AA as defined in “Article V: IRC Alumni Association” of the bylaws of the IRC and in the governing documents of the IRC-AA. This relationship shall not be interpreted to prevent the Faculty Advisor from having any other role in the IRC-AA deemed appropriate by the IRC-AA or allowed under its rules.
Article IX: Parliamentary Authority
Section 1: IRC Meetings, as well as those of its committees, shall be governed by a modified version of Robert’s Rules of Order, newly revised, such as those used in the conferences the IRC attends and hosts, except for matters specifically provided for by the Constitution and Bylaws of the IRC.
Section 2: The IRC shall have a formula to determine quorum of an Executive Board meeting, a meeting of the Board of Directors, and a general meeting. The quorum formulas shall be recorded in the Bylaws of the IRC.
Article X: Amendments
Section 1: The IRC’s Constitution and Bylaws may be amended by a 2⁄3 majority of eligible voters, the definition of which is the same one used in the IRC Election, which occurs closest to the date of the vote.
Section 2: Notice of amendments to these must be presented in writing to the IRC at least two weeks prior to the voting, except during a meeting of the IRC on April 14, 2009 when this two week notice is not required.
Section 3: Amendments will be voted upon at the next scheduled IRC Meeting following the two week period of notice.
Section 4: The Establishment of Amendments shall be as follows:
1. Amendments to the Constitution shall enter into force on the date the next executive board takes power. Should the amendment pass less than two months before the election, the amendment shall enter into force two months after the date the executive board sits.
2. Amendments to the Bylaws shall enter into force two weeks after passage.
3. All Amendments introduced in convention, on April 14, 2009, that met the minimum requirements for passage, shall enter into force two weeks after passage.
4. An Amendment to the constitution which was initiated by the calling of a convention, must meet the conditions of Article XII of the Bylaws and shall enter into force two weeks after passage.
Bylaws of the International Relations Council of Northeastern University
Article I: Organizational Setup
Section 1: The IRC will consist of current IRC Full Members and IRC Associate Members, an Executive Board, and a Board of Directors.
Section 2: The Executive Board will meet on a schedule they shall determine. The schedule shall be sufficiently advertised to all members of the Executive Board and made available to the IRC. The Executive Board may meet with very short notice at the discretion of a number of members equal to its quorum (See Article V Section IV of the Constitution) and with all other members having been informed of said meeting prior to it occurring.
Section 3: The Executive Board and the Board of Directors shall conduct open meetings unless a provision in this constitution requires a particular meeting to be closed. Either body may close their meeting with the approval of a majority of its members after consulting the present Faculty Advisor.
Section 4: Official Board of Directors meetings will be held at least once per month at a place to be determined and advertised at the start of the semester.
Section 5: The term of elected officers will be one half year beginning the first Monday after spring graduation and the first Monday after elections in the fall semester, which is typically in early December. The Term of office of the VP for Finance shall be one year, beginning the first Monday after spring graduation.
Section 6: General meetings shall take place once per week unless circumstances require that a meeting shall be canceled. The IRC shall not cancel more than two meetings in a row, provided that the University is not officially closed on either week.
Article II: Ad Hoc Committees
Section 1: The Executive Board may, at its will, create Ad Hoc Committees at any time that may include but are not limited to:
1. Individual committees for each conference:
A. The Chair of a committee for an away conference is the Head Delegate,
B. The Chair of a committee for a hosted conference is the Secretary General, and
C. In circumstances where it is deemed appropriate by the Executive Board, there may be Co-Head Delegates or Co-Secretaries General;
3. Outreach; and
4. Recruitment, Retention, and Branding.
Section 2: At onset each committee shall be charged with a mandate from the Executive Board with a clearly stated goal, a timeline for the committee’s work, and any other expectations the Executive Board may have of that committee;
Section 3: Each committee is dissolved upon the expiration of their mandate or the expiration of the current Executive Board’s Term. Incoming Executive Board officers may renew the mandate of any ad hoc committee as they see appropriate. Unless cause for removal is present, Head Delegates and Secretariat of IRC-hosted conferences will maintain their positions until the expiration of their mandate.
Section 4: No Committee shall have a mandate greater than 1 year in length unless its existence and mandate are written in this document. There shall be no limit to the number of times a mandate can be renewed.
Section 5: All committees, unless stated otherwise in this document, shall conduct open meetings. A committee’s meeting can only be closed by a 1/2 majority of its members and the approval of a member of the Executive Board.
Article III: Committee Chairmen
Section 1: The appointment of each Committee chairmen shall be under the jurisdiction of the Executive Board after an application and/or interview.
Section 2: Chairmen may be appointed at any time to serve until the end of the life of the current Executive Board or, until the expiration of the ad hoc committee’s mandate.
Section 3: Chairmen may be re-appointed by incoming Executive Board officers for another term.
Section 4: Committee chairmen must be Full or Associate Members of the IRC for one semester prior to being appointed a Committee Chair.
Section 5: Chairmen will be responsible for:
1. Providing a regular schedule of activities in their area of specialization;
2. Recruiting and training new members of their committees;
3. Providing the VP of Administration with an accurate list of committee members;
4. Attending all scheduled meetings of the Board of Directors;
5. Fulfilling all additional responsibilities as outlined by the President; and
6. Providing the VP of Finance with accurate budgetary requests.
Section 6: Upon expiration of each committee’s mandate the Committee chairman is responsible for reporting back a history of the committee’s work and any other documentation or procedures, so that future chairmen may continue the life of the committee in a timely manner.
Section 7: Committee chairmen will be appointed and/or removed by the President on an ad hoc basis, or as circumstances warrant, with the approval of both the Executive Board and the Faculty Advisor. Removal will be for just cause. The Removal may be appealed to the membership at the next general meeting and such appeals must be ratified by a 2/3 vote of members present.
Article IV: Board of Directors
Section 1: The Board of Directors consists of the Executive Board, including Faculty Advisor(s), Committee chairmen, and individuals whose positions are specifically notated in Articles V and VIII of the Constitution, by positions created through the processes delineated in Section 10 of this Article, and those positions specifically listed in this article (Section 4) as permanent Board of Directors positions.
Section 2: Only Full or Associate Members of the IRC can be appointed to Board of Director’s positions.
Section 3: Terms of Offices of the Board of Directors shall be as follows:
1. All Executive Board members maintain their seat until the first Monday after spring graduation or the first Monday after elections in the fall semester, whichever comes first;
2. The appointees to the permanent seats on the Board of Directors maintain their seats until the first Monday after spring graduation or the first Monday after elections in the fall semester, whichever comes first;
3. Head Delegates and coordinators of hosted conferences maintain their seat until the end of the semester during which their conference takes place; and
4. Any other position(s) created shall have a sunset clause written as part of its mandate. Any position that did not have said term stipulated shall end at the same time as the term of the Parliamentarian.
Section 4: The permanent positions of the Board of Directors are:
1. The Parliamentarian;
2. The Webmaster; and
3. The Director of Fundraising.
Section 5: There shall be a Parliamentarian:
1. The Parliamentarian will assist the President and Faculty Advisor in the use and instruction of parliamentary procedures, when requested;
2. The Parliamentarian will assist in the training of Chairs and Secretariat, at the discretion of the appropriate member of the Board of Directors; and
3. The Parliamentarian will assist a Faculty Advisor and Executive Board in the training of delegates, at the discretion of the Faculty Advisor and/or Executive Board.
Section 6: There shall be a Webmaster:
1. The Webmaster will be responsible for maintaining the web space of the IRC; and
2. The Webmaster will make regular updates to news and contact sections of the website as well as to make further changes in content, upon the request of the Executive Board.
Section 7: There shall be a Director of Fundraising:
1. The Director of Fundraising shall spearhead all efforts of the IRC to raise funds in addition to those granted by offices on campus;
2. The Director of Fundraising shall work closely with the VP for Finance to assess IRC financial needs from fundraising and to develop a fundraising plan;
3. The Director of Fundraising shall have all sources of potential new funds approved by the Executive Board and Faculty Advisors before initiating plans;
4. The Director of Fundraising shall chair a fundraising committee and follow all procedures outlined in this Constitution for a Committee Chairman; and
5. The Director of Fundraising shall be aware of and follow all University policies and procedures that pertain to Fundraising.
Section 8: The Executive Board shall select the appointee for permanent Board of Directors positions from a pool of candidates created according to Article VII Section 9 of the Constitution. The Executive Board will appoint these positions, with a simple majority, by the date that the Executive Board takes office or by two weeks after the date of the election, whichever comes second.
Section 9. As some IRC programming involves working with minors, all appointees to the Board of Directors must demonstrate successful completion of University approved training on recognizing and reporting child abuse and neglect. An individual may be appointed to the BOD without having completed this training, but will automatically be removed from the board in one month’s time or 24 hours prior to a program involving working with minors, whichever comes first, unless they can demonstrate successful completion of said training. A student who has not successfully completed said training may not be appointed to a board position, the primary purpose of which involves working with minors.
Section 10: The Executive Board shall remove the holder of a permanent Board of Directors position by a 2/3 majority of the Executive Board. The removal of said individual may be appealed to the Board of Directors, who shall have the power to overturn the decision with a 2/3 majority of the Board of Directors.
Section 11: The Board shall be expandable:
1. The Board can be expanded with the addition of non-permanent positions on the Board of Directors:
A. A simple majority vote of the Board of Directors shall be sufficient to create a new non-permanent position on the Board of Directors. In that event, nominations for the new position will be accepted at the earliest possible general meeting and an appointment will follow the guidelines of sections 2 & 8 of this article, and
B. Any new position shall contain a sunset clause. Should the sunset clause be absent, the position shall be removed from the Board of Directors on the date that the Parliamentarian loses their seat on the Board of Directors; and
2. The Board can be expanded with the addition of Permanent positions on the Board:
A. An amendment to the Constitution and Bylaws to create a new permanent Board of Directors position shall require consent of a 1⁄2 majority of the Board of Directors, in addition to the process designated in Article X of the Constitution, to pass, and
B. Any position added to the Board of Directors permanently maintain its seat for the same length of time as the Parliamentarian unless the position specifically states a different term of office.
Section 12: The President of the IRC maintains their position on the Board of Directors after leaving office. They are considered voting members until they cease to qualify as a Full or Associate Member of the IRC. A President removed from office for cause loses this privilege. They may be removed from the Board by the process established in Article V of the Bylaws of this Document.
Section 13: Powers of the Board of Directors:
1. The Board of Directors shall have the authority to meet at its discretion. The Board of Directors is required to meet at least once a month and may call other meetings with the written consent of two members of the board being presented to the President;
2. The Board of Directors shall possess those powers stated elsewhere in the Constitution and the By-laws of the IRC;
3. The Board of Directors shall confirm, by 1/2 majority, student appointments to the Board of Directors;
4. The Board of Directors shall have the power to dissolve the Executive Board. The Board of Directors shall hear any request to dissolve the entire Executive Board and call for early elections. The motion to do so must be made by the Board of Directors, requires a second, and shall pass by a 2/3 majority of the Board of Directors; and
5. The Board of Directors shall have the authority to close its meeting to non-Board of Directors members by a 1/2 majority and the consent of a Faculty Advisor.
Section 14: Voting Rights:
1. All Members of the Board of Directors shall have voting rights. In the case where one person holds multiple Board of Director level positions, they shall have only 1 vote;
2. The Faculty Advisors of the IRC shall officially abstain on the confirmation of the appointment of a student to the board for all positions except Head Delegate and Conference Coordinator (often referred to as Secretary General), and will also officially abstain on the creation of any new board-level positions via the process in Section 10 of this article;
3. The Faculty Advisors shall not have the authority to motion for the dissolution of the Executive Board; and
4. Observers of the Board of Directors may request speaking time to address the; A Faculty Advisor may second the motion and Board of Directors, but shall not possess voting rights. At the discretion of the Board of Directors, they may have their votes recorded but not counted.
Section 15: Quorum of the Board of Directors shall be defined as the presence of 50% of its member, including at least three executive board members and a Faculty Advisor. The Board of Directors can meet in the absence of a Faculty Advisor, with the approval of said Faculty Advisor.
Section 16: All new business to be presented to the Board of Directors must be submitted to the President prior to said presentation.
Article V: International Relations Council of Northeastern University Alumni Association (IRC-AA)
Section 1. All eligible members of the NU-IRC are invited to join the Alumni Association upon their graduation from Northeastern University. The VP Admin shall submit a list of current and former IRC members meeting eligibility criteria set by the IRC-AA and who are graduating each December and May for inclusion in the IRC-AA. The IRC-AA is responsible for inviting those members.
Section 2. The NU-IRC must within 30 days of seating select one of its Executive Board members or, at its discretion, may appoint a student as a position on the NU-IRC Board of Directors, to act as a representative to the IRC-AA whose rights are equal to the faculty advisor, as defined by Section 7 of this article. This student shall be the primary contact between the NU-IRC and the IRC-AA. The Board of Governors of the IRC-AA shall select one of its members to act as an ex-officio, non-voting, member of the NU-IRC Board of Directors.
Section 3. At any time, either the NU-IRC or the IRC-AA can request the presence of the representative of the other organization at a particular meeting. The two organizations shall share their agendas with each other in reasonable advance of any meeting. Every reasonable effort should be made to attend. Both the IRC Board of Directors and the IRC-AA Board of Governors shall share their meeting minutes with each other after a reasonable length of time after the meeting.
Section 4. The NU-IRC shall inform the IRC-AA of the schedule and location of the Board of Directors meetings and shall be informed of Board of Governors meetings.
Section 5. The NU-IRC and the IRC-AA shall cooperate towards the betterment of both organizations when and where appropriate. They shall maintain separate budgets, social media infrastructure, and websites. Where both organizations hold similar infrastructure, said infrastructure shall be “linked” as appropriate.
Section 6. The NU-IRC and the IRC-AA shall submit to each other a report on their activities for the year. Delivery of the report shall occur no later than the April BOD Meeting, for the NU-IRC, and no later than the 4th Quarter Board of Governors meeting, for the IRC-AA.
Section 7. The Faculty advisor of the NU-IRC will serve as a member of the IRC-AA Board of Governors, whose rights on the Board shall be established in the Governing Documents of the IRC-AA. In the event the Faculty Advisor chooses not to serve in this capacity, the Dept. of Political Science will appoint a full time faculty or staff member to represent the University. If the Faculty advisor is an elected member of the Board of Governors, he or she chooses whether to serve in this capacity.
Section 8. As sections 3 – 8 of this article appear in both the NU-IRC Constitution andthe Governing Documents of the IRC-AA, amendment to these sections shall require the consent of the processes delineated in both documents.
Article VI: Impeachment & Replacement of Officers
Section 1: Charges of impeachment shall be valid only if and when an officer deliberately, repeatedly or egregiously fails to meet his/her responsibilities as an officer, as set forth in the bylaws and by the President.
Section 2: Any member of the IRC bringing charges against a member of the Executive Board for the purpose of removal from office shall present these charges in writing to the President of the IRC and shall inform the Faculty Advisor. If charges are brought against the President, they will be presented to the Executive Vice President and the Faculty Advisor shall be informed.
Section 3: The President (or Executive Vice President in the situation where the President is charged) and the Faculty Advisor shall call an Executive Board meeting within two class periods of the IRC of, but not less than two days after receiving notice. The accused member shall be informed that charges have been brought to the Executive Board prior to this meeting. At this meeting, the Executive Board will review the charges and determine if they are appropriate for impeachment consideration by a simple majority. The Executive Board member in question shall not have the right to attend this meeting. At this time, if the Executive Board decides the charges are appropriate for further consideration, the officer in question will be given a copy(ies) of the letter(s) of impeachment.
Section 4: If determined that the charges are not appropriate for consideration of impeachment, the Executive Board (minus the accused member) will explain to those who wrote letters why the charge(s) was/were rejected.
Section 5: If determined that the charges are appropriate for impeachment consideration, the President (or Executive Vice President in the situation where the President is charged) and the Faculty Advisor shall call a Board of Directors meeting within two class periods of the IRC of, but not less than two days after the aforementioned Executive Board Meeting. Any member of the IRC, including the Executive Board member in question, shall have the right to attend.
Section 6: Members of the Executive Board shall be removed from their office by a 3/4-majority vote of the IRC’s Board of Directors; the accused member of the Executive Board shall not have voting rights. The meeting of the Board of Directors may be closed to observers and the Executive Board member in question by a 2/3-majority. The meeting shall be closed to all non-members of the Board of Directors and the Executive Board member in question when it votes.
Section 7: The resignation of a member of the Executive Board shall be presented in writing at a meeting of the Board of Directors at least two weeks prior to when the said resignation goes into effect.
Section 8: If, by any reason, a vacancy shall occur on the Executive Board prior to the annual election, a special election will be held within two weeks of notice of the vacancy to find a replacement to serve out the duration of the current term.
Section 9: The special election shall be conducted according to processes delineated in Article VII Sections 3, 7, 8, and 10.
Article VII: Quorum
Section 1: Quorum of the Executive Board is defined in Article V Section IV of this Constitution.
Section 2: Quorum of the Board of Directors is defined in Article IV Section 14 of these Bylaws.
Section 3: Quorum of a general meeting shall be defined as the presence of:
1. Quorum of the Board of Directors (See article IV Section 15 of the Bylaws); and
2. The Presence of 20% of members active in the semester the meeting shall take place.
Article VIII: Interpretation
Section 1: Any Conflict in interpretation of the Constitution or the Bylaws shall be determined by the President of the IRC, the Parliamentarian, and the Faculty Advisor.
Article IX: Selection of Conference
Section 1: The IRC, as long as it remains invited, shall attend the following conferences: The International Model NATO, the National Model Arab League, and McGill Model United Nations Assembly.
Section 2: The IRC shall provide, in the fall and spring semesters, model simulations necessary to provide all registered class members with an adequate experiential education based conference experience. While “adequate” will be at the final discretion of the faculty advisor, the appropriate litmus test will be a total amount per semester of simulation hours greater than a typical high-end collegiate conference.
Section 3: The IRC, as long as the applicable governing bodies maintain their support and interest, shall host the following conferences: The Northeast Regional Model Arab League, the Boston Regional High School Model UN, and the Boston Model Arab League Summit or the Boston High School Model Arab League.
Section 4: The IRC will automatically attend and/or host all conferences attended and/or hosted in the previous academic year unless motions to cancel a conference are made.
Section 5: Any member may propose to the Executive Board the addition or deletion of a conference. Said proposal must be brought to the Board of Directors and requires a 2/3 majority to add or remove a conference. The final decision to add a conference is subject to budgetary feasibility and the permission of the University.
Section 6: A member of the IRC may propose the addition or deletion of a conference it either attends and/or hosts any time prior to the IRC expressing a commitment to attend or host that conference to an outside body. As commitments to host a conference are usually made as much as a year in advance, the deletion of a conference we host will, in most cases, be covered by Article VIII Section 6 of the Bylaws.
Section 7: Should it become necessary for the IRC to withdraw from a conference after a commitment to host or attend has been made, the decision shall rest in the hands of the Executive Board but will require the consent of the President of the IRC and a Faculty Advisor. The Chair of the committee for said conference shall be involved in these discussions.
Article X: Away Trips – Selection
Section 1: The Selection Committee for teams will consist of a Faculty Advisor attending the trip, an Executive Board member, a representative of the Board of Directors, and an alumnus of the travel team:
1. Representative of the Executive Board: The Executive Board shall select one of its members to sit on the Selection Committee, using the following Criteria:
A. Travel to two conferences outside of Boston or have served as a Head Delegate,
B. Has received the consent of the Faculty Advisor, and
C. Noting that preference shall be given to an Executive Board member not trying out, so long as they meet the criteria listed in subclauses a and b;
2. Faculty Advisor: The Faculty Advisor of the IRC shall sit on the committee. In the event the Faculty Advisor is not traveling, he may be represented by the attending faculty advisor instead or in addition;
3. Representative of the Board of Directors: The Board of Directors will nominate a current or former member of the BoD who meets the same criteria required to be selected as a Head Delegate;
4. Alumni Member: The Faculty Advisor, following the consultative procedure delineated in Head Delegate Selection, shall select a member of the Alumni to offer additional expertise on the Selection Committee, who meets the following criteria:
A. Travelled with the team,
B. Demonstrated continued interest through involvement in recent IRC programming, and
C. Willing to attend all tryouts and the selection meeting;
5. In the event a qualifying Alumnus is unavailable, the Advisor shall select a current member of the team whose experience is comparable to a recent alumnus, such as a december graduate, Emeritus President, or laureate member of the travel team;
6. The Selection Committee shall follow the procedure delineated in Article X, Sections 3 – 8, noting the following:
A. The Selection Committee shall meet with the Head Delegates PRIOR to making any selection decisions to listen to the objectives, ideas, concerns, and preparation paradigms of the Head Delegates. Head Delegates may also raise any concerns –publicly or privately to the Advisor– about the travel of specific individuals,
B. The Selection Committee’s final decisions shall be presented to the Head Delegates, who will have 48 hours to review and then request changes, and
C. Changes to Selection may only be requested on rational grounds, shall be considered by the Executive Board and Faculty Advisor members of the Selection Committee, and shall be subject to the sole discretion of the Executive Board and Faculty Advisor members of the committee.
Section 2: The Head Delegate:
1. An application process shall be conducted in which qualifying head delegates submit:
A. Statement of interest and list of relevant experiences,
B. Statement explaining the Preparation and Mentorship Paradigm they will use if selected, and
C. A ranking of conference preferences as requested by the Executive Board;
2. In order to be selected as a Head Delegate, a student must meet the following criteria:
A. Be a Full or Associate Member of the IRC,
B. Have travelled to the conference(s) for which they are applying to be Head Delegate,
C. Have not been in violation of IRC or University codes of behavior while traveling,
D. Are not on Academic Probation or any form of suspension or deferred suspension, unless receiving the pre-approval of the faculty advisor, and
E. Have held a prior position facilitating members of our team in a competitive environment, such as a JCC Cabinet Leader, an internal head delegate, or as an assistant head delegate to a travel conference;
3. The Head Delegate is selected by the following procedure:
A. The Executive Board reviews all applications for Head Delegate and marks each application as having the Executive Board’s Consent, Consent with Reservations, or Disconsent;
B. The Faculty Advisor then reviews these applications, conducts interviews if he so chooses, and then selects the Head Delegates;
C. Upon Selection, the Faculty advisor conducts the following Consultative Procedure:
I. The Faculty Advisor meets with the highest ranking member of the Executive Board that is not applying to be a Head Delegate AND is eligible to apply to be a Head Delegate. (With the President if all eligible are applying);
II. The Advisor presents his selections for Head Delegate and offers his line of thought or justifications to the Executive Board Representative;
III. The Executive Board Rep. may accept the selection without remark, may discuss the decision with the Advisor, resulting in maintenance of the decision or the advisor changing the selection;
IV. In the event the Executive Board Rep. and the Faculty Advisor are unable to agree, the matter will be brought to the entire Executive Board for Consultation, after which the Faculty Advisor announces the Selected Head Delegates.
Section 3: The goal of the Selection Committee shall be to:
1. Select a team that will be effective ambassadors of Northeastern University and the IRC by representing both organizations with dignity, intelligence, capability, and within the behavioral guidelines of the University’s Code of Student Conduct, the IRC’s Code of Conduct, and the attending conference’s policies,
2. Select a team that can effectively compete in all committees of the conference, apply for secretariat positions for applicable conferences, and continue NU’s current and future tradition of recognized excellence in conferences we compete,
3. Remain cognizant of exceptional dedication of IRC members as demonstrated through a commitment to volunteerism and service to the Organization, its members, and the University, and
4. Select a team while following the Selection Criteria denoted in Section 3 of this Article.
Section 4: The Executive Board may mandate an official tryout for any competitive conference the IRC travels to. Said tryout shall:
1. Be scheduled with sufficient notice and be advertised to all members of the IRC and all class members enrolled in an applicable course, which:
1. May have one or more events taking place in the semester prior to the conference, but must have at least one full tryout occurring in the same semester as any course attached to the conference, and
2. Should utilize topics and rules pertaining to the conference the tryout is for,
3. Be structured into one of two forms:
A. Singular 4 hour event(s), of which there must be at least two so as to accommodate those students who cannot make the first, or
B. A series of shorter events encompassing the same structure/topic over time, of which there must be a minimum of 9 total hours of simulation,
3. Be mandatory for consideration for travel in the following manner:
A. One of the 4+ hour simulations, if done as a singular event,
B. Not less than 2/3 of events if done in series,
C. May be waived partially or totally at the discretion of the faculty advisor, or
D. Selections may be made on either a rolling basis, after each tryout, all at once, or in any combination thereof deemed appropriate by the selection committee.
Section 5: The Selection Committee shall exclusively follow this criteria in selecting students for all conferences, while adhering to the Goals outlined in Section 2, in selecting students for all conferences:
1. Fiscal responsibility, which is defined as meeting the reasonable financial expectations of fees and other financial expectations of the participant. This does not preclude students who may not be able to afford fees but will include students who fail to bring their financial need to the attention of the Faculty Advisor or the Executive Board in a timely manner;
2. Quality participation in class, which is defined by the faculty member teaching any courses related to the program the team is being selected for;
3. Cultural understanding as embodied by the purpose of the IRC as defined in Article II of the Constitution;
4. Performance in simulations during class, at other events during this and previous academic years, and performance at previous conferences attended;
5. Previous behavior of individuals under consideration at IRC events on campus in Boston, and while on location at conferences; and
6. The compatibility of student partners being considered for travel. The criteria of compatibility shall only apply to the selection of committee at conference and partner but not in terms of whether said student may travel.
Section 6: Any student that is declared ineligible for travel by the attending faculty advisor, the University, or the Executive Board shall be excluded from consideration by the Selection Committee.
Section 7: All Selection Committee meetings shall be closed.
Section 8: On the basis of the criteria submitted by the Selection Committee, University Policies, and the discretion of the Selection Committee, decisions on what individuals constitute the traveling team(s) will be made.
Section 9: The attending Faculty Advisor or the IRC Faculty Advisor(s) has the power to veto the participation of any student on the grounds that the Faculty Advisor will not accept the responsibility and liability of that individual’s participation on the team. A Faculty Advisor will also inform the selection committee if any applicant is ineligible for travel as per University or Executive Board decision.
Section 10: The Executive Board and the Head Delegates shall, prior to the first meeting of the Selection Committee during which travel decisions will be made, raise any objections over the travel of any individual student(s). The Executive Board and Head Delegates shall have the following options:
1. The Executive Board can raise concern but leave the decision to the Selection Committee. In this situation, the Committee shall be the decider as to whether the student(s) in question may travel;
2. The Executive Board can ban a student from travel as a result of previous behavior or actions taken against them by the University. This process requires the approval of 2/3 of the Executive Board, with the Faculty Advisor having voting rights;
3. A Head Delegate can raise concerns about the compatibility of any student to their delegations, on any grounds they deem appropriate;
4. A Head Delegate can request the Executive Board invoke their authority to ban a student, but such ban is from ALL conferences and not subject to a conference-by-conference basis;
5. The decision of the Executive Board to ban a student from travel shall be appealable to the Faculty Advisors of the IRC with one Executive Board member present; and
6. Should an incident arise with a delegate after the first meeting of the Selection Committee, the Executive Board may ban a delegate with a 2/3 majority vote of the Executive Board, with the Faculty Advisor having voting rights. This decision will be based solely upon the incident in question.
Section 11: Applicants for a model in which they applied and were not chosen have the right to request and receive a reason from the Selection Committee as to why they were not chosen. All said discussions shall be done in the presence of the Faculty Advisor unless the response is delivered in writing, at which point the Faculty Advisor must have seen the language in the letter prior to its delivery.
Section 12: The decision of the Selection Committee shall be appealable by applicants not chosen for the trip(s). An appellant must submit in writing to the Committee Chair, Executive Board, and Faculty Advisor the nature of the appeal and why they are appealing within 48 hours of the announcement of the decision.
Section 13: An applicant may only appeal a selection committee decision if one or more of the following apply,
1. Bias of the Selection Committee;
2. Unfair criteria for the trip;
3. The applicant is unsatisfied with the reason given by the selection committee;
4. The applicant is unsatisfied with the constitutionality of the selection process.
Section 14: The Executive Board shall read the appeal and hear any opinions of the selection committee at the first Executive Board meeting after the appeal is submitted. The Executive Board shall then determine whether the appeal is approved or disapproved by a simple majority of the Executive Board, where all Selection Committee members (including members of both committees) automatically abstain from the vote. The appellant may further appeal the decision to a Faculty Advisor only on the grounds that the Executive Board was biased or failed to understand the nature of the objection. At this further appeal, one Executive Board member may be present.
Section 15: In the case of a tie on the selection committee, the committee shall postpone its decision until it can meet in the presence of one other member of the Executive Board. The Faculty Advisor shall ask the President to select an Executive Board member to fulfill this role.
Section 16: A copy of Article IX of the Bylaws shall be given to all applicants eligible for travel.
Article XI: Conferences – On Location
Section 1: Procedures in Article X of the Bylaws shall apply to all conferences that the IRC fields a delegation to regardless of its location. This includes conferences the IRC must travel to and those that are in Boston. For those conferences in Boston, “at-Conference” is defined as all time between the student’s departure from and return to their dorm or apartment, for those living on Campus. For those living off-campus, it is defined as the moment of their arrival on campus or at the conference, should they not go to the campus first.
Section 2: The IRC shall have a written code of conduct that all students attending a conference shall receive and sign:
1. The Code of Conduct shall not be considered all-encompassing or be interpreted as allowing any specific behavior not expressly forbidden;
2. The Code of Conduct shall contain a process for disciplinary action as well as an explanation of the role of the Faculty Advisor, Head Delegate, and Executive Board; and
3. The Code of Conduct shall state that it does not supersede the University’s Code of Conduct.
Section 3: The Code of Conduct shall be amendable by the following process:
1. Amendments to the Code shall be presented in writing to the President; and
2. Amendments shall be passed by a simple majority of the Board of Directors, which must include yea votes from a simple and a Faculty Advisor.
Section 4: The IRC Shall keep the signed copies of the Code of Conduct until the date of graduation of the student whose signature appears on the form or until the Code of Conduct is amended at which time the newly amended copies must be signed by all traveling members of the team. Any student, attending a conference, who has a signed copy of the Code of Conduct on file does not have to sign another. The Vice President for administration shall maintain a list of those members with a signed Code of Conduct on file.
Section 5: Powers of the Head Delegate while on location:
1. Acts as coordinator of Northeastern’s participation in the conference;
2. Has full authority at all away trips in all matters pertaining to the delegations;
3. Is the acting voice of the university when the matter pertains to the delegation;
4. Authority of the Head Delegate supersedes the authority of student members;
5. If secretariat is traveling with the delegation, the Head Delegate or Faculty Advisor handles all logistical matters and secretariat members are considered under the Head Delegate in all matters but the secretariat’s appropriate exercise of authority at the conference;
A. It is understood that members of the secretariat have scheduled obligations that may not fit with all scheduling plans of the Head Delegate. Should a conflict occur, the Faculty Advisor will settle it, and
B. Other than unavoidable conflicts in scheduling, Secretariat members are expected to attend all events of the NU delegation; and
6. The Head Delegate has the authority to set all policies, in line with IRC Guidelines, the IRC Code of Conduct, and University Policies that govern both the behavior and actions of the delegation. Such policies require the approval of the Selection Committee for the trip in question.
Section 6: Travel is to be organized by the Head Delegate, and the Executive Board with special consideration to the VP of Events, in a manner deemed appropriate by both. Once the official travel plans have been set up the delegation must be informed. In cases where travel plans are established before the selection of a Head Delegate, they will be determined by the Executive Board.
Section 7: Hotel room assignments shall be determined by the Faculty Advisor, who will consult with the Head Delegate prior to finalizing these decisions. The Decision will be announced a week prior to the team departing Boston. Any member of the team with serious concern over their room assignment, may approach the Faculty Advisor and ask that the assignment be reconsidered.
Section 8: All team members are required to travel with the delegation, and by the mode(s) of transportation selected by the Head Delegate and executive board. Travel is governed by the following rules:
1. No member of the team may travel alone at any time during a trip;
2. No member of the team may take alternative travel without the consent of a and Faculty Advisor;
3. Members of the team living within 2 hours of the location of the conference may travel on their own to the conference. They are considered to be at conference upon their arrival at the conference location and while interacting with any conference attendees, including other members of the NU delegation. Members who commute to a conference are expected to follow ALL policies set by the Head Delegates; and
4. A Faculty Advisor can release any delegate from travel plans to address an emergency.
Section 9: The delegation is considered to be at conference from the moment it departs campus until the moment it returns. This means that delegates will be held to all expectations of the IRC during that time.
Section 10: Members of the team, including the Head Delegate, that break policies set by the Head Delegate, university policies, reasonable requests of the Head Delegate, or refuse to follow instructions of a Faculty Advisor are liable for expulsion from the team. Any student expelled from a conference for behavior that violate the University’s Code of Student Conduct, will have the matter handed over to the Office of Student Conduct and Conflict Resolution as soon as possible by the IRC Faculty Advisor(s).
Section 11: Expulsion from the team is solely at the discretion of a Faculty Advisor, but the Faculty Advisor will take consul with the Head Delegate and at least one Executive Board Member. Expulsion can be:
1. The forced restriction of a delegate to the hotel or their hotel room;
2. The removal of the delegate from the conference entirely, which involves their being sent back to the main campus in Boston, MA. Students asked to return home must do so immediately, incur all costs in their travel, and provide proof of location upon their arrival to a Faculty Advisor or Head Delegate; and
3. The release of a delegate to proper authorities, should the situation result in the necessity of that action.
Section 12: Once a student is expelled from a conference, the Faculty Advisor shall inform all members of the Executive Board where feasible and after attending to any situation(s) that have occurred as part of the Expulsion.
Section 13: Expulsion may occur during preparations for conference, while traveling to or from conference, and while at conference, and is subject to appeal as follows:
1. Delegates expelled while at conference may not appeal the decision. They may appeal the means of expulsion, but the final decision rests with the attending Faculty Advisor; and
2. Delegates expelled from the team before the team is at conference, may appeal the means of expulsion, but the final decision rests with the attending Faculty Advisor; and initiate the same appeals process delineated in Article IX of the Bylaws. Should an appeal be lodged, the student’s slot on the team will remain frozen until the appeal is concluded. The result of the appeal will be to either overturn the decision to expel or to uphold it.
Article XII: Budget
Section 1: Requires a preliminary budget for the next academic year to be developed by the sitting Executive Board and the newly elected Executive Board and submitted to the current Board of Directors before the conclusion of the Spring Semester.
Section 2: The preliminary budget must take into account all conferences expected to be attended or hosted by the organization in the next school year.
Section 3: A proposed final budget for the Academic year must be submitted by October 1 to the Board of Directors.
Section 4: If a proposed final budget is not submitted by October 1, the Executive Board shall be put on notice by the Board of Directors and is given two weeks to submit a proposed final budget.
Section 5: If the two-week deadline is not met, the Executive Board will automatically be dissolved and new elections must be held according to the rules established in Article VIII of the IRC By-Laws.
Article XIII: Convention
Section 1: The IRC shall, at its discretion enter into a Constitutional Convention for the purposes of significantly amending the Constitution and Bylaws. The 2/3 Approval of the Executive Board, the Board of Directors, and the consent of a Faculty Advisor shall be required to call a convention.
Section 2: Upon approval of a Convention, an amendment to the constitution shall be introduced which strikes “on April 14, 2009” from Article X Section 2, Article X Section 4, Subsection C and this Section of Article XIII and replaces it with the date of the next convention.
Section 3: This amendment shall not include any other provisions.