The following is a draft of the Residential College Society Bylaw. The Bylaws will be voted on at the next Executive Leadership Team meeting.
ARTICLE I: NAME AND PURPOSE
Section 1.1. Name
The name of the organization shall be Residential College Society.
Section 1.2. Vision
Transforming higher education by advancing the residential college experience
Section 1.3. Mission
The Residential College Society seeks to transform higher education by providing a learning network for faculty and student affairs educators to share knowledge, build community, and advance scholarship about the residential college experience.
Section 1.4. Pillars
The initiatives, programs, and services of the Residential College Society are focused on four primary pillars:
Section 1.5. Definition
Residential colleges have a rich history in higher education worldwide, taking many forms and functions. In an effort to focus the purpose of the Residential College Society, the following definition of “residential college” is provided:
A residential college is a collegiate residential environment in which live in faculty play an integral role in the programmatic experience and leadership of the community. Some may have features that include:
- Academic department association
- Strong partnerships and collaboration between academic affairs and student affairs
- Linked credit-bearing academic courses
- Academic experiences (curricular and/or co-curricular) infused into the life of the residential college
- Traditional programming including social events, meals, and associated faculty-student engagement
ARTICLE II: GOVERNANCE
Section 2.1. Executive Leadership Team
The Executive Leadership Team is the policy-making body and may exercise all the powers and authority granted to conduct the business and affairs of the Residential College Society. The Executive Leadership Team shall consist of nine members from postsecondary institutions with one or more residential colleges.
Section 2.2. Authority
The Executive Leadership Team shall determine its own structure and operating procedures. The powers of the Executive Leadership Team include, but are not limited to, the following:
- Vision and strategic planning for the Society;
- Approval of the annual symposium location, theme, and programs;
- Provide oversight for additional programs and resources;
- Maintain marketing materials, online presence, mailing list, and archive of Society documents;
- Approval of the annual Society budget, investments, and expenditures;
- Approval of all contractual relationships and partnerships with other professional associations or government agencies;
- Development and review of the conditions of employment for any persons employed by the Association; and
- Select, appoint, and dismiss members of the Executive Leadership Team;
Candidates for the Executive Leadership Team must be employed at a higher education institution with one or more residential colleges. The Chair will coordinate the annual selection process, which includes determining a timeline and releasing the call for applications. The current Executive Leadership Team will review nominations and select members for appointment to the Executive Leadership Team at its September meeting.
The Executive Leadership Team will strive to maintain a membership that reflects a diverse representation of stakeholders, including:
- Campus Roles: faculty, student affairs (entry/mid-level), senior administrators (academic and student affairs)
- Institution Types: size, private/public, US/International
- Types of Residential Colleges: selective, whole campus, etc.
Terms of office for Executive Leadership Team members shall begin in October. Members shall serve one three-year term and may be elected to one additional three-year term, not to exceed six consecutive years. Executive Leadership Team members who are at the end of their first term may be renewed for a second term by majority vote of the remaining members.
Executive Leadership Team members shall serve without compensation with the exception that expenses incurred in the furtherance of the Society’s business are allowed to be reimbursed with documentation and prior approval, if finances allow.
Section 2.6. Resignation and Dismissal
Any Executive Leadership Team member may resign at any time upon written notice to the Chair. Should a Chair wish to resign, written notice should be delivered to the entire Executive Leadership Team. Such resignation shall be effective at the time specified therein, and the acceptance of such resignation shall not be necessary to make it effective. Any Executive Leadership Team member may be dismissed at any time by a two-thirds (2/3) vote of the Leadership Team whenever, in its judgment, it is in the best interests of the Society.
Vacancies shall be filled by the Executive Leadership Team with the recommendations of the Chair. Vacancies existing by reason of resignation, death, incapacity, or removal before the expiration of his/her term shall be filled by a majority vote of the remaining Leadership Team members. In the event of a tie vote, the President shall choose from the persons who received the same amount of votes. A member appointed to fill a vacancy shall be appointed for the unexpired term of that member’s predecessor in office.
Section 2.8. Extension of Term for Officers
Any member who is selected to serve as an officer may serve an additional one or two years beyond the term limit set forth in Section 2.4 in order to serve a complete term in office.
ARTICLE III: OFFICERS
The officers of the Executive Leadership Team shall consist of a chair, chair-elect, secretary, and communications coordinator. Officers will be elected at the October meeting and will serve a term of one year, with the exception of the chair, who serves a three-year term.
Section 3.2. Chair
The Chair shall serve as the senior officer of the Residential College Society. The duties of the chair shall include, but are not limited to, the following:
- Overall guidance of Executive Leadership Team and Residential College Society
- Sets annual agenda in consultation with the Executive Leadership Team
- Call and lead meetings of Executive Leadership Team
- Coordinate application process for new Executive Leadership Team members
- Coordinate election process for new Chair or for renewal (in accordance with governing document)
- Supervise the Residential College Symposium Planning Team
Section 3.3. Chair-Elect
The Chair-Elect shall be selected one year prior to the expiration of the term of the current Chair. The duties of the Chair-Elect shall include, but are not limited to the following:
- Work closely with the Chair to support the direction of the Society
- Share responsibilities of Chair, as determined by current Chair
- Other duties as assigned
Section 3.4. Secretary
The duties of the Secretary shall include, but are not limited to the following:
- Records all notes and minutes from Executive Team meetings
- Circulates all notes and minutes from Executive Team meetings
- Archive all documents
Section 3.5. Communications Coordinator
The duties of the Communications Coordinator shall include, but are not limited to the following:
- Website updates
- Maintain electronic mailing lists
ARTICLE IV: COMMITTEES AND WORK TEAMS
Section 4.1. Committees and Work Team
The Chair shall, with the concurrence of the Executive Leadership Team, appoint committees and work teams as needed. The size, duration, and responsibilities of these groups shall be established by the Executive Leadership Team. The Chair, with guidance from the Executive Leadership, may make such provisions for appointment of the chairperson of such committees; establish procedures to govern their activities, and delegate authority as may be necessary or desirable for the efficient management of the business and activities of the Society.
Section 4.2. Standing Committees and/or Work Teams
The Residential College Society shall have the following standing committees and/or planning teams:
Symposium Planning Team
Responsible for schedule, themes, and content, programs and speakers, session proposals and selection, and program evaluation. The Symposium Planning Team shall consist of six members: two from the immediate past host site institution, two from the current host site, and two from a future host site. Members can serve on the Executive Leadership Team and Symposium Planning Team concurrently
Symposium Host Site Team
Responsible for symposium logistics, including budget and finances, housing, meals, meeting locations, invitations, registration, website and marketing, and special events/activities.
ARTICLE V: MEETINGS AND VOTING
Section 5.1. Executive Leadership Team Meetings
The Executive Leadership Team will hold a virtual meeting six times per year: January, March, May, July, September, and November. The Executive Leadership Team will hold an in-person meeting annually in conjunction with the Residential College Symposium. Executive Leadership Team members are required to attend the in-person meeting and participate in scheduled virtual meetings. Situations that prevent any member from attending an in-person meeting will be handled on a case-by-case basis, and every effort will be made by the Executive Leadership Team and the absentee to participate virtually. Agendas shall be provided at least 48 hours in advance.
Section 5.2. Notice of Meetings
In the case of regular virtual meetings of the Executive Leadership Team, at least 15 days advance notice is required. Notice of an in-person meeting shall be made with reasonable notice for members to facilitate the necessary travel arrangements. Special meetings may be called by the Chair or at the request of any three (3) members by giving notice via email or telephone to each member of the Executive Leadership Team not less than forty-eight (48) hours before such meeting.
Section 5.3 Quorum
A quorum shall consist of a simple majority (one more than half) of the Executive Leadership Team. A quorum is required for the transaction of business.
Section 5.4. Voting Rights
Each Executive Leadership Team member is allowed one (1) vote. Voting for selection of Executive Leadership Team members, election of officers, amendments to the bylaws, or any other action or motion will be determined by majority rules using quorum established as outlined in Section 5.3.
Section 5.5. Absentee Voting
Any Executive Leadership Team member who is unable to be present for a vote on any action may submit their vote electronically and in writing to the Chair on or before the date of the vote provided that all members of the Executive Leadership Team receive written notification of the proposed action at least 48 hours prior to the vote.
Section 5.6. Conflict of Interest
Whenever an Executive Leadership Team member has a financial or personal interest in any matter coming before the Executive Leadership Team, the affected person shall (a) fully disclose the nature of the interest and (b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested members determine that it is in the best interest of the Society to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.
ARTICLE VI: AMENDMENTS
These bylaws may be amended by a two-thirds vote of the Executive Leadership Team. Proposed amendments shall be presented in writing to the Chair and copies of the proposed amendment(s) shall be provided to each Executive Leadership Team member at least 15 days before the scheduled meeting.
ARTICLE VII: CERTIFICATION
These bylaws were approved by a two-thirds majority vote on [insert date here].