Article I.  Name

A.      The name of this organization shall be the Indian Cultural Exchange (ICE).

Article II. Purpose

A.      To unite students with an Indian ethnic background and those who have interest in the Indian culture through activities that invoke cultural, social and community service involvement.

B.      Exchange culture and educate the greater university community through the use of political and cultural events, and via the annual cultural show, India Nite.

Article III.  Affiliation

A.      The Indian Cultural Exchange shall be affiliated with the office of Multicultural Services and Programs, a unit of the Dean of Students in the Division of Student Affairs at the University of Georgia.

Article IV. Membership

A.      Membership shall be limited to regularly enrolled, accredited university students, faculty, staff members and/or Alumni ICE members.

B.      Membership shall not be denied to any person on the basis of age, sex, race, religion, disability, sexual orientation, or national origin.

C.      Membership shall not be based on any academic qualifications.

D.     Membership shall be open to all who are willing to participate.

Article V.  Dues and Payments

A.      Membership dues shall be set for all potential members as determined by the new Executive Board of each year before the first meeting of the new academic year and will remain in effect for the full academic year.

B.      Membership dues can be collected during the academic year under the discretion of the executive board.

Article VI.  Executive Officers

A.      The organization will maintain an Executive board consisting of five elected executive officers and one non-voting advisor.

B.      Officers are required to maintain at least a 2.0 GPA prior to running as well as through the academic year in which they serve with the organization

C.      The five officers elected shall preside from week 12 of the current spring semester until week 12 of the following spring semester, when new officers shall take office again.  The five officers are:

a.       President – Chief officer of the Indian Cultural Exchange and shall preside over all meetings of the organization and the executive board.  He/she shall be an ex-officio member of all standing committees.  Responsibilities include:

1.       Maintaining a working relationship with the advisor, which includes meeting with him/her once per week

2.       Delegating tasks to executive board team when necessary

3.       Organizing elections with the assistance of the executive board and advisor

4.       Overseeing finances within the organization

5.       Filing annual paperwork with Student Activities

6.       Keeping in touch with other executive board officers weekly

7.       Presiding over general and executive board meetings

8.       Overseeing and upholding responsibility over all ICE functions

9.       Upholding Constitution and governing organizational and University laws

10.   Educating his/her successor on the obligations of this position.

b.      Vice President– in the absence of the President, he/she shall preside at all meetings of the organization and of the executive board.  He/she will also perform other duties as assigned to him/her by the President.  Responsibilities include:

1.       Working concurrently with the President in maintaining and upholding the Constitution

2.       Assuming duties of the President in his/her absence

3.       Carrying out ad-hoc duties assigned by the President

4.       Organizing elections in the event of a re-nomination of current President

5.       Serving as Member at Large; representing member views to board through a suggestion box Maintaining the it by making sure it’s present at all meetings and also by making the board aware of any comments/concerns placed in the box.

6.       Upholding and organizing the mentorship program, which involves pairing up of incoming freshman with an upper classman. 

7.       Notifying all ICE members of upcoming events from other organizations, which includes, and is not limited to inviting guest speakers to enlighten ICE general members about campus opportunities.

8.       Maintaining a contact list of other organizations.

9.       Responsible for awards/rewards that are made for General and Executive Boards (ie. India Night)

10.   Educating his/her successor on the obligations of this position.

c.       Secretary – shall keep the records of the membership and the minutes of the meetings of the organization General Board and the Executive Board.  Responsibilities include:

1.       Taking minutes at each general body, general board and executive board meetings.

2.       Reviewing and summarizing minutes at the following meeting to the general body.

3.       Maintaining up-to-date calendar of events.

4.       Carrying out other ad-hoc duties assigned by the President.

5.       Amending the constitution as needed.

6.       Emailing both general board and executive board minutes.

7.       Sending minutes to Webmaster for general body awareness.

8.       Educating his/her successor on the obligations of this position.

d.      Treasurer – shall be responsible in conjunction with the University Advisor, to all fiscal matters of the student organization.  Responsibilities include:

1.       Collecting dues and maintaining up to date list of membership

2.       Setting and maintaining financial guidelines among executive board and chairs

3.       Setting yearly budget

4.       Appropriating funds with approval from the President under supervision of the Advisor

5.       Keeping records of all receipts and deposits

6.       Co-sign all financial requests with the Advisor in payment of bills

7.       Abiding by all policies and guidelines set down by Department of Student Activities and Office of Multicultural Services and Programs

8.       Keeping the accounts and books which at all times, must be open to inspection by the President, Executive Board, the Advisor, MSP, and the Department of Student Activities

9.       Carrying out other ad-hoc duties assigned by the President.

10.   Educating his/her successor on the obligations of this position.

e.       Public Relations – shall be responsible for keeping members updated on all MSP, ICE and other organizations’ events through use of the ICE listserv.  Responsibilities include:

1.       Act as advocate for member concerns to executive board.

2.       Notifying all members of upcoming meetings or events, publicizing meetings and events through ads, banners, signs, and email, reserving rooms for general body, general board and executive meetings

3.       Maintaining weekly contact with chairs; maintaining and publishing ICE phone list via excel spreadsheet.

4.       Act as point of contact for webmaster and Advisor.

5.       Carrying out other ad-hoc duties assigned by the President

6.       Responsible for educating his/her successor on the obligations of this position.

Article VI.    University Advisor

A.      Shall consult with the organization and ensure that the activities of the organization are consistent with the stated purpose of the organization.

B.      Shall be obligated to know the rules and regulations governing the handling of all funds, will assist and advise the treasurer in all financial matters, and will sign financial documents.

C.      Shall be appointed by the Associate Dean of Multicultural Services and Programs

D.     Shall be available to all ICE members and should maintain office hours for student drop-ins.

E.      Shall be the liaison between ICE and the University of Georgia

Article VII.    Committee Chairs/General Board members

A.      There shall be 6 committees which will consist of at least 2 chairs who will perform duties as assigned by the President and the Executive Board.  All committee chairs, Webmaster and ad-hoc positions must attend general board meetings, which are held two times per month during the academic year,

take responsibility in participating in ICE events, assist other chairs and work hard towards the improvement of the Indian Cultural Exchange.

B.      Committees include:

a.       Community Service: the chairs elected will be responsible for planning and implementing National Gandhi Day of Service, Relay for Life and other community service events or volunteer efforts throughout the academic year.

b.      Cultural: the chairs elected will be responsible for planning and implementing major events such South Asian Heritage Week, Diwali Dinner in the fall semester and Holi Picnic in the spring

c.       Social: the elected chairs will be responsible for organizing formal(s), social events (beginning of the year and the India Nite), and the annual ski-trip

d.      Sports: the elected chairs will be responsible for planning all Intramural-sporting activities for UGA student ICE members, planning the 3-on-3 Basketball tournaments, the annual spring picnic, as well as other sporting activities as deemed necessary.

e.       India Nite: the elected chairs will be responsible for:

                                                                                 i.      Raising revenue

                                                                               ii.      Working with Advisor, President and Classic Center

                                                                              iii.      Creating up to date ad spec sheets

                                                                             iv.      Designing and ordering t-shirts and them

                                                                              v.      Music, lights, and communication during show

f.        Political: Responsible for planning and organizing events centered on political initiatives and awareness. Responsible for planning a Samosa Hour, or similar events that deal with political issues 2-3 times a semester. Responsible for finding an Indian Heritage Week Speaker

g.      Webmaster: This position will be filled by only one person; he or she will be responsible for maintaining the day to day operations of the official ICE website and will be appointed by the President

h.       Historian: responsible for taking pictures during ICE events and posting them on the website. Updating the pictures by sending them to the webmaster. Keeping a scrapbook of fliers (from parties and events) and also in charge of creating the final slide show.

i.         Freshmen Representatives: Responsible for planning events and mixers for freshmen. Act as the freshmen class voice on the board.

C.      Community Service, Cultural, Social and Political

a.       All chairs with the exception of the India Nite chairs shall be elected through a vote under the guidelines of elections as stated in this Constitution. 

b.      The new Executive Board shall appoint India Nite chairs before the end of the term after they have gone through an interview process.

c.       Candidates should notify the Executive Board of their intentions interest in becoming an India Nite chair during the nomination and election processes for the upcoming academic year. 

d.      Upon establishment of the new Executive Board, a special interview shall be held for those interested in being an India Nite chair before the summer break. 

e.       Only the best and most responsible candidates will be chosen for this job.

D.     Ad hoc committees/chairs shall be established by the Executive Board as deemed necessary to carryout the duties and commitments of a growing organization.

Article IX.  Meetings

               A.      At least two general body meetings shall be held for all members to participate in each month.

B.      Executive board and general board meetings shall be arranged at discretion of the President.

Article X.  Quorum

               A.      Attendance of at least 25% paid members shall be quorum during voting processes.

Article XI.  Amendments and Ratification

               A.      Amendments shall be proposed to executive board by any paid member, officer or advisor, and then forwarded to the general body for                           vote of approval.

B.      All amendments are subject to majority approval by general body at a meeting with the necessary minimum quorum.

C.      Amendments may be repealed by the majority vote of the members present so long as quorum is met.

D.     Amendments that are passed shall be corrected in the Constitution accordingly.

E.      Constitution shall be reviewed every 3 years to ensure it fits with the strategic goal of the organization.

Article XII.  Membership Categories

A.      There shall be three categories of membership:  1) Member, 2) Semester Member, 3) Alumni Member

B.      Definitions and Benefits:

a.       Member – any person who pays full year dues at one time and is enrolled at an accredited university

1.       Entitled to full benefits for entire academic year, including Intramural sports activities, trips, parties, and reduced admissions to other events sponsored by ICE.

2.       Entitled to one free admission to India Nite

3.       Entitled to voting rights

4.       Members not enrolled at the University of Georgia shall not receive right to play on Intramural sports teams or other university related activities restricted to students of UGA.

5.       Must be enrolled as an undergraduate or graduate student at an accredited university

b.      Semester Member – any person who pays for one semester dues and is enrolled at an accredited university

1.       Must pay for Spring semester

2.       Entitled to “Member” benefits that take place during current paid semester

3.       Not entitled to voting rights during any semester

c.       Alumni Member – any person who has graduated from an accredited university and has been a member of ICE for at least one year in the past

1.       Shall be entitled to benefits as mentioned above based on dues paid either full year or semester basis

2.       Shall receive voting rights if present during voting.

Article XIII:  Revenue

A.      Revenue from external sources may be raised as determined by the Executive Board and approved by the organization, along with the approval of the appropriate University Office.

B.      The Executive Board shall determine the disbursement of said revenue in accordance with University policies.

Article XIV:  Elections

A.      Presidential and Vice Presidential candidates should be at least rising 3^rd year students and must be full-time undergraduate or graduate students present for full academic year at the University of Georgia.  Must be considered to have full membership of the organization.

B.      All other executive board officers and chairs shall be at least a rising 2^nd year student and be considered having full membership.

C.      Nominations for executive board and general board will begin under the discretion of the executive board and will follow under the following guidelines:

1.       To be nominated for either an executive board or general board position, an eligible member of the organization will have to submit via email their nomination, along with a written description of why they feel that candidate will best fit that position.  This email nomination must be sent by the deadline specified from the election commission, which will consist of the President, Advisor and the Vice President of Internal Affairs.

2.       A candidate’s nomination will have to be validated by a second eligible member either by forwarding the same initial nomination with their approval or by sending their own individual nomination by the date specified to the election commission.

D.      Candidates vying for an elected position must be present at the speech, question/answer session portion of the election.  Exceptions will be made under the discretion of the Advisor, with the knowledge of the current President.

1.    All newly elected executive board members are required to attend the New Officers Training seminar, which is conducted by the office of Multicultural Services and Programs during the spring semester.  To be eligible for an executive board position, one must be able to attend that seminar.

E.   Re-election will be permitted to any officer seeking another term.  Maximum duration of service in the same position shall be two terms.

F.    Member proposing expulsion of officer/chair shall approach Advisor for careful consideration and evaluation.  If adequate grounds and evidence exist, a formal meeting with the executive board and committee chairs shall take place where a decision shall be made for or against expulsion.

G.   In case of vacancy, the President shall call for an election within fourteen days after vacancy of any office. New elections shall be conducted as stated by election section above.  In case of a vacancy made by the President, the Vice President of External Affairs shall become President and a new election shall be held for a new Vice President of External Affairs.

AMENDMENTS:  A ratified Amendment will take effect immediately.

AMENDMENT 1: All participants in ICE Intramural events should be paid ICE members and

                                 enrolled at the University of Georgia.

AMENDMENT 2: Executive board members and chairs shall give-up participation rights in any

                                  events where numbers of participants are limited (i.e. Intramural sports).

AMENDMENT 3: India Nite dance and Master of Ceremony auditions shall take place with a

  majority faculty/staff-judging panel present.

AMENDMENT 4: The ICE Dance Team will be advised under the discretion of the executive

board. Team will be managed on a yearly basis by a team captain that is     

chosen through an interview process.
 

AMENDMENT 5:  ICE sanctioned trips are restricted to University of Georgia enrolled members

  and former University of Georgia ICE alumni members.  To be eligible for a trip,

  one must attend all meetings associated with that trip.

AMENDMENT 6:  All members of both executive and general board will review and agree to the

  University's No-Hazing Policy and will be responsible for informing the general body 

  of this policy at the first general body meeting each school year.