Article IV: Officers
Section 1: All officers are expected to be at every weekly Executive Board meeting, general body meeting, and planned event barring extenuating circumstances. The President must be informed if an absence is anticipated. If the President is unable to attend any of the above instances, they must inform the Executive Vice President. Lateness and early dismissals will not be tolerated unless previously approved by the President or the Executive Vice President if the lateness or early dismissal concerns the President. Active participation is expected in all aspects of the organization. It is suggested that each Executive Board member leads one general meeting each semester, as well as hold at least two office hours per week. At the end of a term it is the job of the Executive Board to train incoming Executive Board members.
Section 2: All decisions made by the Executive Board should be made through a majority vote. In the event of a tie, a revote will be held following further discussion by the Executive Board. In the event of a second tie, it is the duty of the Adviser(s) to cast the deciding vote. If the Adviser(s) cannot be reached, or if the matter is too time-sensitive, it is the duty of the President to cast the deciding vote.
Section 3: When running an event, it is the expectation that the Executive Board member planning the event will submit ideas for events to the Executive Board for approval. The event planner must consult with the Vice President of Publicity regarding all publicity, and work with the Vice President of Finance regarding the budget for events. Nothing may be purchased for an event unless it has been explicitly approved for reimbursement. All event space booking must be done with the Executive Vice President, and event planners must provide the Social Media Chair, Vice President of Publicity, and Executive Vice President with a brief description of the event for publicity purposes.
Section 4: Term of office shall be one year, starting in January and ending in December. If an officer is elected to a position at any other time during the year, their term of the office will end in December of that year.
Section 5: It shall be the duty of the President to act as liaison to other organizations and the greater campus community, to meet with the Adviser(s) for a weekly one-on-one conversation, to oversee and participate in all major aspects of the organization, to directly supervise the Queer Awareness Month Chair, Community Advocacy Chair, Campus Advocacy Chair, and Membership Relations Chair, to act as disciplinarian to other Executive Board members after consulting with the Executive Vice President, or if the Executive Vice President is the concern to consult with the Adviser(s), to call to order and chair all Executive Board meetings, to delegate any additional responsibilities to the appropriate Executive Board member, to oversee Welcome Week programming, and to assume the responsibilities, within reason, of another Executive Board member should they not fulfill their responsibilities.
Section 6: It shall be the duty of the Executive Vice President to execute the President’s duties in the President’s absence, to perform all duties delegated by the President, to handle event needs such as room reservations and acquisition of appropriate equipment, to manage the PRISM email account, to directly oversee the Social Media Chair, to consult with the President on all disciplinary matters, and to act as disciplinarian to the President after consulting with the Adviser(s).
Section 7: It shall be the duty of the Vice President of Finance to handle all financial transactions concerning the organization, to adhere to SFB Treasurer Guidelines, to keep the budget up to date for announcement at specified Executive Board meetings, to oversee Base Budgets, Special Applications, Student Finance Board presentations, other monetary meetings, and to handle reservations that involve the organization's finances, such as Catertrax.
Section 8: It shall be the duty of the Vice President of Publicity to design and have approved any and all advertisement that is needed for PRISM programming including, but not limited to, posters, flyers and table tents, acquisition of banner space and materials for banners, chalking and staking requests, WTSR pitches, the “This Week at TCNJ” calendar, Signal ads, and all other related projects, to oversee the Publicity Chair, to design, get approval for, and create large-scale projects, including the QAM sign, Coming Out Monologues Door, and banners, and to execute the Chair's duties in the Chair's absence.
Section 9: It shall be the duty of the Publicity Chair to distribute paper advertisements, such as flyers, posters, and table tents, once they are approved by the Vice President of Publicity, to utilize the membership to assist in distribution, and to assist the Vice President of Publicity with large-scale projects, including the QAM sign, Coming Out Monologues Door, and banners.
Section 10: It shall be the duty of the Queer Awareness Month Chair to plan and execute Queer Awareness Month.
Section 10.1: It is suggested that Queer Awareness Month take place in October, and that at least one event including, but not limited to, the Queer Ball, the Coming Out Monologues, the "For Those We Have Lost" Vigil, one educational event, and one social event is held per week. It is suggested that at least one Queer Awareness Month event covers the domain of gender and one event covers the domain of sexuality.
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Section 11: It shall be the duty of the Community Advocacy Chair to organize and oversee programs and activities regarding queer activism outside of the TCNJ community, and to plan and execute programming included, but not limited to, Trans* Awareness Week, Ally Week, the National Day of Silence, and National Coming Out Days.
Section 12: It shall be the duty of the Campus Advocacy Chair to organize and oversee programs and activities regarding queer activism within the TCNJ community, and to plan and execute programming included, but not limited to, Queer Wedding, the Drag Show, World AIDS Day, and Welcome Week programming.
Section 13: It shall be the duty of the Membership Relations Chair to focus on the recruitment and retention of members, including planning social activities on and off campus, to work with the Advocacy Chairs to involve the membership with queer activism, to take attendance at general body meetings, and to organize and execute the Big/Little Program and Welcome Week programming.
Section 14: It shall be the duty of the Social Media Chair to manage all relevant social media including, but not limited to, a website, Facebook, and Tumblr, to take photos at PRISM events, to collect other photos taken at PRISM events, gets permissions from individuals in photos for the purposes of distribution, to collect Signal articles and other PRISM-related media coverage, to keep records or archives of PRISM-related media coverage, and to keep minutes at all Executive Board meetings.