MSA-UMD Elections 2009-2010: Responsibilities

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Article V—Executive Board

Section 1: Composition

The MSA-UMD executive board shall be comprised of the following positions:

1. President

2. Vice President

3. Finance Chairperson

4. Education Chairperson

5. Information Technology Chairperson

6. Director of Advertising and Marketing

7. Brotherhood Chairperson

8. Sisterhood Chairperson

9. Outreach Chairperson

10. Ex Officio

Section 2: Officer Duties

I.      President

A.   The President shall oversee the performance of all executive board members to ensure that constitutional requirements and duties are fulfilled.  Where and when necessary, the President shall assist MSA-UMD executive board members with fulfilling their respective duties and organizational obligations.

B.   The President shall serve as the official spokesperson of the organization in all meetings, interviews, and interactions with other organizations, individuals, and institutions, both within the University of Michigan-Dearborn and externally.

C.   The President shall be responsible for maintaining fluid communication and a close working relationship with the University of Michigan-Dearborn Student Government, other Student Clubs & Organizations within the university, and the MSA-UMD Advisor to achieve integration into the institutional framework of the university and perpetually maintain event collaboration between MSA-UMD and other organizations.  

D.   The President shall ensure that MSA-UMD maintains communication and cooperation with MSA Regional and MSA National.

E.   The President shall be responsible for conducting all meetings of the MSA-UMD executive board.

F.   The President shall ensure that conflicts, potential or realized, internal or external to the organization, do not jeopardize the existence or functioning of MSA-UMD.  The President shall steer MSA-UMD away from potentially harmful actions to the effective conduct of the organization and serving as a source of conflict prevention and resolution, both internally and externally, where and when such actions may be required by the organization.

G.   The President shall be responsible for convening and overseeing strategic planning meetings to decide upon and organize the yearly events, both fall and winter semesters, that MSA-UMD shall strive to effectively execute in the impending academic year.

H.   The President shall work with Finance to guarantee sufficient funds are maintained so as to properly fund and facilitate the execution of MSA-UMD’s events.

I.    The President shall have the authority to be a co-signer on all checks and financial transactions.

J.    The President shall maintain communication with MSA-UMD task forces and ad-hoc committees, reviewing the weekly update submitted from each and meeting with them on at least a weekly basis either in person or by phone.

K.   During the process of transitioning from the incumbent executive board to the executive board elect, the President shall work with both groups to ensure that a proper understanding of the MSA-UMD constitution is conveyed, that all executive board members have complete and working knowledge of their respective positions, and that there is no gap in working toward general organizational goals and objectives.

L.   With a three-fourths majority vote of the executive board, the President shall determine the proper course of action with regard to issues upon which the constitution of MSA-UMD does not elaborate.

I.      Vice President

A.   In the absence of the President, the Vice President shall assume the duties and responsibilities of the President.

B.   The Vice President shall take official minutes of all MSA-UMD executive board meetings, ensuring their quality and accuracy, and producing them for executive board review after no more than five days have elapsed since the meeting for which they were taken.  After meeting minutes have received the approval of the MSA-UMD executive board, the Vice President shall disseminate such minutes to the MSA-UMD members.

C.   The Vice President shall maintain a file to include any and all documentation of official business conducted by MSA-UMD.  This file shall be kept as an archive of MSA-UMD activity and shall include items from all aspects of organizational operations, executive board positions, committees, and all other elements of MSA-UMD.

D.   The Vice President shall be responsible for all room bookings and reservations, completing of necessary forms and paperwork, and maintaining communication with the offices and individuals necessary for achieving this task.

E.   The Vice President shall oversee the performance of all executive board members to ensure that constitutional requirements and duties are fulfilled, assisting in the process when and where necessary.

F.   The Vice President shall maintain necessary supplies, organization and cleanliness of the MSA-UMD office.

G.   The Vice President shall announce all upcoming meetings at least twenty-four hours prior to their convening.

H.   The Vice President shall maintain communication with MSA-UMD task forces and ad-hoc committees, reviewing the weekly update submitted from each.

I.      Finance Chairperson

A.   The Finance Chairperson shall maintain all documentation and receipts of incoming and outgoing funds from MSA-UMD accounts, maintain a ledger of transactions, auditing and balancing said ledger in reference to account statements issued by the financial institution with which funds are deposited, and reconcile all reimbursements that may occur in the conducting of MSA-UMD business.

1.   The Finance Chairperson shall specifically maintain a record of the MSA-UMD University Account; ensuring that transfer of grant funds from the SAO and other inter-university departments are properly accounted for and documented.

B.   The Finance Chairperson shall have the authority to be a co-signer on all checks and financial transactions.

C.   The Finance Chairperson shall work to guarantee sufficient funds are maintained so as to properly fund and facilitate the execution of MSA-UMD’s events; strategically planning the funding of events in order to minimize or recover costs so as to maintain MSA funds.

D.   The Finance Chairperson shall be responsible for confirming the appropriation of monies with the executive board before releasing funds.

E.   The Finance Chairperson shall work with members of the executive board in order to minimize event expenditures and propose alternative funding possibilities or cost cutting strategies.

F.   The Finance Chairperson shall maintain a working relationship with sponsors and donors by:

1.   Utilizing sponsorships and donations for all MSA-UMD events when possible.

2.   Maintaining an up to date marketing portfolio

3.   Providing sponsors and donors with an invoice stating the exact amount and nature of the sponsorship or donation.

4.   Recording and documenting all sponsorships and donations made to MSA-UMD.

5.   Maintaining the MSA-UMD Family-Community-Business network by:

a.   Corresponding with sponsors and donors by providing them with periodic MSA-UMD activity updates.

b.   Providing sponsors and donors with special invitations to major MSA-UMD events.

c.   Maintaining the Sponsor-Donor Database

d.   Ensuring sponsors and donors are recognized for their contributions to MSA-UMD.

e.   Coordinating the purchase and presentation of awards to sponsors and donors at major events, or for major contributions to MSA-UMD.

G.   The Finance Chairperson shall be responsible for collecting all pledged donations raised through fundraising events.

H.   The Finance Chairperson shall be responsible for providing the executive board with an account balance update at every MSA-UMD meeting and a detailed account update at the beginning of every month for all MSA-UMD accounts.

I.    The Finance Chairperson shall produce an MSA-UMD budget projection before each semester to estimate expenses, a mid-semester analysis to evaluate usage of funds, and an end of the semester comparative analysis of projected versus actual fund utilization.

J.    The Finance Chairperson shall work with the President to resolve emergency funding issues if and when they arise and will provide the executive board with a detailed update at the first meeting of the executive board after their resolution.

K.   The Finance Chairperson shall provide the Information Technology Chairperson with a monthly MSA-UMD expense sheet to post on the website.

I.      Education Chairperson

A.   The Education Chairperson shall design an event curriculum that satisfies the educational needs of both the Muslim and Non-Muslim populations at the University of Michigan-Dearborn.  This curriculum shall require the approval of the MSA-UMD executive board, and should reflect an understanding and appreciation of the needs of the MSA-UMD members and the campus community as a whole. Additionally, the event curriculum shall reflect the mission and goals of MSA-UMD, abide by the Adam X clause as defined within the constitution, and be acceptable to an encompassing and broad understanding of the Islamic intellectual tradition.

B.   The Education Chairperson shall be responsible for the planning and implementation of at least two (2) events per month in the forms of classes, seminars, lectures, and halaqat.

C.   The Education Chairperson shall collaborate with the Brotherhood and Sisterhood Chairpersons on the educational aspect of MSA-UMD social events.

D.   The Education Chairperson shall, in collaboration with the Outreach Chairperson, assist in the selection and scheduling of the Salat al-Jum`ah Khatib (Friday Prayer Leader), bringing greater integration and consistency to Salat al-Jum`ah as an element of the MSA-UMD educational curriculum.

E.   The Education Chairperson shall be responsible for serving as an alternate Salat al-Jum`ah Khatib (Friday Prayer Leader), or, if not able to personally serve in such a capacity, maintain the availability of an alternative Khatib at every Salat al-Jum`ah.

II.    Information Technology (IT) Chairperson

A.   The IT Chairperson shall moderate and maintain the MSA-UMD mailing list, screening emails and approving or rejecting based upon the MSA-UMD email list guidelines, and adding or removing members based on requests received via the website, or membership forms.

B.   The IT Chairperson shall maintain and update the MSA-UMD website, ensuring the proper functioning of the website and updating relevant event information.

C.   The IT Chairperson shall provide IT related support to other executive board members, task forces, and ad-hoc committees as necessary. IT related support may take the forms of creating online surveys, designing flyers for various events, and creating and querying databases.

III. Director of Advertising and Marketing

A.   The Director of Advertising and Marketing shall be responsible for publicizing all MSA activities and events by:

1.   Posting event information on the University Calendar and MSA-UMD website.

2.   Posting flyers in the University Center and on the Science building showcase, campus buildings, classrooms, and departments.

3.   Sending e-mail announcements to the MSA-UMD e-mail list and other area MSA’s e-mail lists.

4.   Coordinating with the Michigan Journal to ensure campus news coverage of MSA events and activities.

5.   Informing faculty and staff of MSA-UMD events.

6.   Composing and distributing press releases for major MSA-UMD events.

7.   Advertising in area Mosques through posters, flyers, and Mosque Newsletter advertisements.

B.   The Director of Advertising and Marketing shall be responsible for utilizing and maintaining the MSA-UMD camera and video camera to record and archive events and activities and creating a yearly scrapbook of MSA-UMD events and activities.

C.   The Director of Advertising and Marketing shall be responsible for coordinating ticket sales for MSA-UMD events when needed.

D.   The Director of Advertising and Marketing shall be responsible for publicizing MSA-UMD meetings.

IV.  Brotherhood & Sisterhood Chairpersons

A.   Where and when necessary, due to considerations for Islamic legal and social customs, the Brotherhood and Sisterhood Chairpersons shall divide the elements of planning and implementation according that which is deemed most appropriate for an event or activity.

B.   The Brotherhood and Sisterhood Chairpersons shall work in collaboration with the Student Activities Office (SAO) and the Student Activities Board (SAB) on all new and returning student welcome events and activities. 

C.   The Brotherhood and Sisterhood Chairpersons shall work with the SAO Volunteer Center when possible to collaborate on community service and volunteer events.

D.   The Brotherhood and Sisterhood Chairpersons shall work in collaboration with Student Government (SG) on all campus-wide events when possible and appropriate.

E.   The Brotherhood and Sisterhood Chairpersons shall work in collaboration with the Admissions office of the University of Michigan-Dearborn during all orientation programs and events to recruit new members.

F.   The Brotherhood and Sisterhood Chairpersons shall be responsible for planning at least one community service event per month on behalf of MSA-UMD.

G.   The Brotherhood and Sisterhood Chairpersons shall be responsible for planning at least one social event per month on behalf of MSA-UMD.  In planning for such a social event, the Brotherhood and Sisterhood Chairpersons shall incorporate elements of educational and spiritual development so as to augment the Islamic element of such activities.

V.    Outreach Chairperson

A.   The Outreach Chairperson shall, in collaboration with the Education Chairperson, assist in the selection and scheduling of the Salat al-Jum`ah Khatib (Friday Prayer Leader)

B.   The Outreach Chairperson shall be responsible for Coordinating, contacting, motivating, and following up with off campus khatibs, and organizing student khatibs Distributing salat al-Jum’ah guidelines to all khatibs

C.   The Outreach Chairperson shall be responsible for serving as an alternate Salat al-Jum`ah Khatib (Friday Prayer Leader), or, if not able to personally serve in such a capacity, maintain the availability of an alternative Khatib at every Salat al-Jum`ah.

D.   The Outreach Chairperson shall be responsible for ensuring the proper logistical and setup needs of Salat al-Jum’ah are satisfied each week.

E.   The Outreach Chairperson shall be responsible for working with Vice President to reconfirm the room reservation for Salat al-Jum’ah on a weekly basis.

F.   The Outreach Chairperson shall be responsible for recruitment through:

1.   Promoting website registration of new members,

2.   Distributing organizational paraphernalia,

3.   Utilizing promotional tables in the University Center, and

4.   Actively recruiting new members at Salat al-Jum’ah and all MSA-UMD events.

G.   The Outreach Chairperson shall be responsible for welcome week participation and recruitment activities in coordination with the University’s Admission department and Student Activities Office.

H.   The Outreach Chairperson shall be responsible for coordinating with other student clubs and organizations to cosponsor and collaborate on events and activities.

VI.    Ex Officio

A.   The Ex Officio is primarily a source of consultation for the acting executive board of MSA-UMD, he or she has no voting rights or official impact on the decision making process of MSA-UMD.

B.   The Ex Officio shall assist the President to ensure that conflicts, potential or realized, internal or external to the organization, do not jeopardize the existence or functioning of MSA-UMD.  The Ex Officio shall assist the President in steering MSA-UMD away from potentially harmful actions to the effective conduct of the organization and serving as a source of conflict prevention and resolution, both internally and externally, where and when such actions may be required by the organization.

C.   Where and when necessary, the Ex Officio shall assist MSA-UMD executive board members with fulfilling their respective duties and organizational obligations.

D.   It is recommended that the Ex Officio attend weekly meetings and keep current of MSA-UMD business by way of the meeting minutes.

E.    The Ex Officio shall be an appointee of the outgoing MSA-UMD executive board, preferably the former President and limited to the members of the outgoing MSA-UMD executive board. 

F.   The Ex Officio shall serve a term of one (1) calendar year.

Article XVII—Advisor

Section 1: General

It is strongly recommended that MSA-UMD have an advisor, ideally from an academic school, department or field of study, who is active, supportive, and an advocate of Muslim concerns.  It is understood that the role of an advisor is to mentor and assist from a hands-off approach.  It is understood that the primary functioning, planning, and execution of the organization are the sole responsibility and domain of the students.

Section 2: Advisor’s Duties

A.   Act as a consultant to the organization in understanding the institutional hierarchies present within the University.

B.   Ensure that the organization undergoes an official University administered audit of its finances on an annual basis.

C.   As necessary, review the monetary allocations of the organization to guarantee financial transparency and wise utilization of funds.

D.   In collaboration with the President Ex-officio and the outgoing Executive Board, guarantee that a transition process to train the Executive Board-elect occurs in a timely manner.

E.   On a monthly basis, meet with the President and/or Vice President to be briefed on the activities of the organization, and address any issues, concerns, or projects that may directly involve the organization’s advisor.

F.   In the event of a period of insufficient membership, or organizational inactivity, it is the responsibility of the advisor to oversee the proper storage and safe keeping of all organizational assets, resources, and possessions until such time as sufficient membership and activity exist to transfer this responsibility back to the executive board and student members of the organization.

G.   Express sincere enthusiasm and interest in the group and its activities.

H.   Assist the organization in maintaining, and if need be, establishing organizational procedures.

I.   Be open to criticism from the organization and respect the students’ right to disagree.

J.   Assist the organization with internal and external conflict resolution.

K.   Serve as a third party perspective in evaluating and critiquing the activities of the organization.

L.   Encourage the group to keep records and documentation on file and in a permanent archive.

M.   Articulate and interpret campus policies and procedures to the organization.

N.   Be supportive of the officers and the organization as a whole.

O.   Encourage the organization to periodically evaluate its progress in relation to its written goals.

P.   Oversee and ensure the adherence to constitutional policy in the event of the dissolution of MSA-UMD.

Section 3: Organization’s Duties

A.   The President and/or Vice President will provide a monthly briefing to the advisor, covering any issues, concerns, or projects that may directly involve the organization’s advisor.

B.   Involve the advisor in any Muslim accommodation advocacy projects at the institutional level.

C.   In a timely manner, notify the advisor of all organization events and activities.

D.   Be open to criticism from the advisor and respect the advisors’ right to disagree.

E.   Acknowledge the advisor’s time and energy donated and express appreciation.