Bylaws and Policies of
The Virginia Student Councils Association
A Committee of
The Virginia Association of Secondary School Principals, Inc.
Adopted September 24, 2001
Revised September 25, 2017
The name
of this Virginia Association of Secondary School Principals (VASSP) committee
shall be the Virginia Student Councils Association (VSCA).
ARTICLE II:
SPONSORSHIP AND SUPERVISION
Section
1: As a committee of the VASSP,
the VSCA shall be under the sponsorship and supervision of the Virginia
Association of Secondary School Principals (VASSP).
Section
2: Organizations not affiliated
with the Virginia Association of Secondary School Principals shall not
participate in VSCA activities unless approved by the VASSP Board of Directors.
The final governing authority for all actions of the VSCA shall rest with the
VASSP Board of Directors.
ARTICLE III: OBJECT
The
object of the VSCA shall be:
a. to promote student
leadership in the school community;
b. to encourage the
development of new student councils;
c. to assist all
student councils in becoming more effective organizations within their school, community,
state, and nation;
d.
to help organize school, local, and regional student council associations;
e.
to provide assistance to student council members, advisors, and principals;
f.
to provide information on all phases of student council activities;
g. to facilitate the
exchange of ideas and experiences between state member schools and the National
Association of Student Councils (NASC);
h.
to provide opportunities for students to practice the democratic process;
i.
to provide leadership training for student council members and advisors; and
j.
to provide a forum for student opinions on issues facing student leaders.
ARTICLE IV: MEMBERS
Section
1: All schools (K-12), public and
private, in the Commonwealth of Virginia that have a student council, student
government, or similar official organization are eligible for membership.
Section
2: The VSCA membership year for
elementary, middle, and high schools shall coincide with the VASSP Department
of Student Leadership (DSL) annual membership structure, September 1 to August
31.
Section
3: Annual dues shall be
established and subject to change as recommended by the VASSP Executive
Director, the VASSP Director of Student Leadership, and the VSCA Advisory
Committee. Annual dues shall be approved by the VASSP Board of Directors.
ARTICLE V: STRUCTURE
OF THE COMMITTEE
Section
1: The VSCA is a committee of
member schools.
Section
2: The VSCA will utilize the
organization of the Regions of the VASSP as a vehicle for securing appropriate
school representation.
Section
3: The VSCA will be represented
by the VSCA Advisory Committee comprised of the three (3) VSCA Officer Schools,
eight (8) Regional Representative High Schools, up to three (3) Representative
Middle Schools, up to three (3) Representative Elementary Schools, and including
Appointed Members that have been approved by the VSCA Director.
ARTICLE VI: OFFICERS
Section
1: The Officer Schools of the
VSCA shall be President School, Vice-President School, and Secretary School.
Section
2: Definition: Offices of the
VSCA shall be held by schools rather than by individuals. Officer Schools, once
elected, shall be represented on the VSCA Advisory Committee by a student
representative and that school’s student council advisor, or principal’s designee,
who is a contracted professional employee of that school’s division and is
covered by that division’s liability policy.
Section
3: Election of Officer Schools
shall take place at the Annual Convention.
Section
4: Qualifications for Officer
Candidate Schools:
a. A Candidate School
shall have been a member of VSCA the school year preceding its nomination and
shall be a current member.
b. A school may hold
only one (1) office at a time. A school shall not hold consecutive terms as the
same Officer School.
c. The Candidate
School shall file, with the office of the VASSP Department of Student Leadership,
a properly completed Candidate School application. This application shall be
signed by the SCA advisor and school principal and submitted to the VSCA Office
by the established deadline.
Section
5: The newly elected Officer
Schools shall be installed immediately prior to the adjournment of the Annual
Convention, and shall assume their duties immediately upon installation.
Section
6: Any Officer School vacancies
occurring between annual conventions shall be filled for the unexpired term
through appointment by the VSCA Advisory Committee. If the VSCA Advisory
Committee is unable to successfully fill any vacancy of an office, the VASSP
Board of Directors may make the appropriate appointment.
Section
7: An Officer School whose
representatives have been absent from two (2) of the three (3) regular meetings
of the VSCA Advisory Committee, or who violate the VSCA Code of Conduct shall
automatically vacate the seat. The vacancy shall be filled as provided by these
Bylaws.
Section
8: The VSCA Advisory Committee
may remove any officer for cause by a two-thirds (2/3rds) vote of the VSCA
Advisory Committee present at any regular or special meeting.
Section
9: The President School will appoint two additional members to the positions of Historian and Membership Coordinator. These nominees will come from the pool of candidates which ran for a state office in the most recent election and did not win. These nominees will be confirmed by the voting members of the Advisory Committee and have the following responsibilities:
a. Historian
- Catalogue an account of the events of the current school year.
- Compile photographs and news articles from VSCA members.
- Help create VSCA promotional items.
- Assist with the creation of the monthly newsletter.
b. Membership Coordinator
- Assist the President in maintaining and expanding membership.
- Work with schools to ensure they are able to continue VSCA membership.
- Organize outreach efforts with elected Region Representatives to expand membership.
ARTICLE VII: REGIONAL
REPRESENTATIVES
Section
1: The Regions of the VSCA shall
correspond to the eight (8) VASSP Regions as established by the VASSP Board of
Directors.
Section
2: Representative positions of
the VSCA shall be held by the school, rather than an individual. Representative
Schools, once elected, shall be represented on the VSCA Advisory Committee by a
student representative and that school’s student council advisor, or
principal’s designee, who is a contracted professional employee of that
school’s division and is covered by that division’s liability policy.
Section
3: Election of the Representative
Schools shall take place at the Annual Convention.
Section
4: Qualifications for
Representative Schools:
a. . A Candidate School
shall have been a member of the VSCA during the school year preceding its
nomination, and shall be a current member.
b. A school shall not
hold consecutive terms as a Representative School, unless no other qualified
schools run for the position.
c. The Candidate School
shall file a properly completed Candidate School application. This application
shall be signed by school’s student council advisor and school’s principal, and
submitted to the VSCA Office by the established deadline.
Section
5: The newly elected
Representative Schools shall be installed immediately prior to the
adjournment
of the Annual Convention, and shall assume their duties immediately upon
installation.
Section
6: Any vacancy occurring between
annual conventions shall be filled for the unexpired term through appointment
by the VSCA Advisory Committee, upon recommendation of the VSCA Director or the
VASSP Executive Director. If the VSCA Advisory Committee is unable to
successfully fill any vacancy, the VASSP Board of Directors may make the
appropriate appointments.
Section
7: A Representative School whose
entire collection of representatives have been absent from two (2) of the three
(3) regular, annual meetings of the VSCA Advisory Committee, or who violate the
VSCA Code of Conduct, shall automatically vacate the position. The vacancy
shall be filled as provided by these bylaws.
Section
8: The VSCA Advisory Committee
may remove any Representative School for cause by a two-thirds (2/3rds) vote of
the VSCA Advisory Committee members present at any regular or special meeting.
ARTICLE VIII: VSCA
ADVISORY COMMITTEE
Section
1: There shall be a VSCA Advisory
Committee consisting of up to seventeen (17) voting members: three (3) high
school Officer Schools (President, Vice-President, and Secretary), eight (8) Regional
High School Representative Schools, up to three (3) Middle Level Representative
Schools, and up to three (3) Elementary Level Representative Schools. Each
Representative School member shall have one vote.
Section
2: The presiding officer of any meeting shall only vote in the case of a tie.
Section
3: Ex-officio non-voting members shall include two (2) VASSP representatives to
be appointed by the VASSP Board of Directors, Director of the VASSP Department
of Student Leadership, or VASSP Executive Director. The VASSP Executive
Director shall appoint other ex-officio non-voting members as necessary.
Section
4: To meet the Object as defined
in Article III, the VSCA Advisory Committee shall:
a. advise the VASSP
Department of Student Leadership and the VASSP Board of Directors concerning
activities, projects, proposals, and needs of the VSCA;
b. stimulate the study
of issues and concerns of student council programs;
c. suggest,
coordinate, and report activities and studies of VSCA regions;
d.
serve as a discussion group for problems affecting the VSCA and its regions;
e. recommend ways and
means of unifying and coordinating effort and work with student council
programs;
f. as individuals,
supervise and direct regional meetings for their respective regions;
g. attend all regular
and special meetings of the Advisory Committee;
h.
submit a letter for the monthly newsletter
i.
apply to conduct a break-out session at the Annual Convention; and
j. review and approve
all recommendations as provided in these Bylaws for VSCA Bylaw amendments.
Section
5: Any vacancy occurring on the
VSCA Advisory Committee between annual meetings shall be filled for the
unexpired term through appointment, by the VSCA Advisory Committee, upon
recommendation of the VSCA Director, Director of the VASSP Department of
Student Leadership, or VASSP Executive Director. If the VSCA Advisory Committee
is unable to successfully fill any vacancy, the VASSP Board of Directors may
make the appropriate appointments.
Section
6: A member of the VSCA Advisory
Committee who has been absent from two (2) of the three (3) regular meetings of
the VSCA Advisory Committee or violates VSCA Code of Conduct shall
automatically vacate the seat and the vacancy shall be filled as provided by
these bylaws.
Section
7: The
VSCA Advisory Committee may remove any member of the VSCA Advisory Committee
for cause by a two-thirds (2/3rds) vote of the VSCA Advisory Committee present
at any regular or special meeting.
Section
8: The VSCA Advisory Committee or
the VASSP Executive Director may establish an Executive Committee comprised of
the President School, Vice-President School, and Secretary School. Ex-officio
members shall include the VSCA Director, Director of the VASSP Department of
Student Leadership, VASSP Executive Director, or an appointed designee, and two
(2) VASSP designated members. The VASSP Executive Director may appoint other
ex-officio non-voting members as necessary. The VSCA Executive Committee may
facilitate the operation of the organization in the interim between meetings of
the VSCA Advisory Committee and perform such other duties as assigned by the
VSCA Advisory Committee or by the VASSP Board of Directors.
ARTICLE IX: MEETINGS
Section
1: Regional meetings of the VSCA
may take place at Regional Leadership Workshops or Area Leadership Conferences,
during the Annual Convention, and in the summer during Summer Leadership
Workshops. Any Region may conduct additional meetings with prior notification
to the VSCA Office as to the time and place of the meeting.
Section
2: A minimum of three (3) regular
meetings of the VSCA Advisory Committee shall take place during the school
year. Additional meetings may be called by the VSCA Director, Director of the
VASSP Department of Student Leadership, VASSP Executive Director, or an
appointed designee.
Section
3: A quorum for all meetings
shall consist of a majority of the number of voting members in attendance.
ARTICLE X:
SUBCOMMITTEES
Section
1: The Subcommittees of the VSCA
shall be:
a.
Convention, Committee (chaired by the President School);
b.
Spirit Committee (chaired by the Vice-President School);
c. Communications and Media
Committee (chaired by the Secretary School);
d. Region Representatives Committee;
e. Elections and Awards Committee;
f. National Association of Student Councils (NASC)
Committee; and
g. Headquarters and Hospitality
Committee.
Section
2: The President School and VSCA
Director shall establish a procedure to place members of the Advisory Committee
into Subcommittees.
Section
3: Subcommittees will be formed
when deemed appropriate by the VSCA President School, VSCA Director, Director
of the VASSP Department of Student Leadership, VASSP Executive Director, or an
appointed designee. The VSCA President School, VSCA Director, or Director of
the VASSP Department of Student Leadership shall appoint members to serve on
the Committee(s).
ARTICLE XI:
PARLIAMENTARY AUTHORITY
The
rules contained in the current edition of Robert’s Rules of Order Newly Revised
shall govern the VSCA in all cases to which they are applicable and in which
they are not inconsistent with these Bylaws and any special rules of order the
VSCA may adopt.
ARTICLE XII: AMENDMENT
OF BYLAWS
Section
1: Proposal
- Amendments
to the Bylaws may be presented by a VSCA member school student council or the
VSCA Advisory Committee. - In
order to be presented by a VSCA member school student council, the amendment
must pass group by a two-thirds (2/3rds) vote with previous notice, and have
the signature of the school’s student council president, advisor, and
principal. - In
order to be presented by the VSCA Advisory Committee, the amendment must pass
the administrative body of that group by a two-thirds (2/3rds) vote with
previous notice.
Section
2: Submission
A proposed
amendment shall be submitted in writing to the VSCA Director, Director of the
VASSP Department of Student Leadership, or an appointed designee at least 60
days prior to the date of the next scheduled VSCA Advisory Committee Meeting. The
VSCA Director shall send a copy of the proposed amendment to all members of the
VSCA Advisory Committee within 30 days after the above deadline.
Section
3: Consideration, Voting, and Passage
- The
proposed amendment shall be read and considered at the appropriate Advisory
Committee Meeting. - The
proposed amendment shall be considered at the following regularly scheduled
meeting of the VSCA Advisory Committee. In order for approval, the proposed
amendment must be receive a two-thirds (2/3rds) vote of the VSCA Advisory
Committee. - All
amendments must be approved by the VASSP Board of Directors. - The
VASSP Board of Directors may amend these Bylaws at any regularly scheduled
meeting of their Board.
POLICIES OF
THE VIRGINIA STUDENT COUNCILS ASSOCIATION
Adopted September 24, 2001
Revised September 25, 2017
Section 1 - OFFICERS
OF THE VIRGINIA STUDENT COUNCILS ASSOCIATION
Qualifications for Student Representative of
Officer Candidate Schools_1.1
The
following provisions shall govern the qualifications and eligibility of persons
to be student officers of the VSCA:
a.
Candidates for the office of President shall be a rising 12 grader.
b. Candidates for the
office of Vice-President shall be a rising 11-12 grader.
c. Candidates for
Secretary shall be a rising 10-12 grader.
d. Candidates must
currently be active members of their school’s SCA as determined by the SCA advisor and policies.
e. A member school may
nominate only one (1) student for state office and only one (1) student to
serve as a regional representative in a given year.
f.
The candidate must be free of any violations of the VSCA Code of Conduct.
g. Each candidate
shall have had at least two (2) hours of training in parliamentary procedure
and agree to attend a parliamentary procedure training session sponsored by the
VSCA.
h. Each candidate
shall be required to have a minimum “C” Grade Point Average or its equivalent
and be a student in good standing as determined by the school principal.
i. Each candidate must
have attended an Annual Convention previous to the one that he or she running
for election.
j.
Each candidate must be a current member of the VSCA Advisory Committee.
k. Each candidate must
have attended one (1) of the following: a Summer Leadership Workshop, a
national conference, an area leadership conference, or a Regional Meeting in
addition to those Regional Meetings held at Summer Leadership Workshops and
Annual Convention.
l. Only those students
who meet the foregoing qualifications to stand for election to an office shall
be nominated for, or elected to, such an office.
m. Should an office
receive fewer than two (2) qualified candidates by the established deadline, a
Call for Additional Candidates, with a subsequent deadline, will be announced.
Officer School Duties_1.2
All
duties of officers will be conducted by the school’s student representative and
the school’s student council advisor.
The
President School shall:
- preside
over the VSCA Annual Convention; - chair
VSCA Advisory Committee Meetings and VSCA Executive Committee Meetings; - attend
the VSCA Summer Leadership Workshop and at least one (1) Regional Leadership
Workshop; - serve
as liaison between the VSCA Advisory Committee and the VASSP Board of Directors; - represent
the VSCA at the National Association of Student Councils (NASC) National
Conference; - chair
the Convention Committee; - prepare
reports of activities for the VSCA Advisory Committee; and - perform
other duties as applicable to the office as prescribed by the parliamentary
authority adopted by the VSCA.
The
Vice-President School shall:
a.
assume the duties of the President when necessary;
b.
assume responsibilities for duties assigned by the President;
c. attend the VSCA
Annual Convention, Summer Leadership Workshops, VSCA Advisory Committee
meetings, Executive Committee meetings, and at least one Regional Leadership
Meeting;
d. represent the VSCA
at the National Association of Student Councils (NASC) National Conference;
e.
serve as Chair of the Spirit Subcommittee;
f.
lead and teach all energizers at all VSCA meetings;
g.
serve as a voting member of the VSCA Advisory Committee;
h.
compile spirit materials for availability to Regions;
i.
prepare reports of activities for the VSCA Advisory Committee; and
j. perform other
duties as applicable to the office as prescribed by the parliamentary authority
adopted by the VSCA.
The
Secretary School shall:
- in
the absence of the President and Vice-President, call a meeting to order and
preside until the immediate election of a Chairperson Pro Tem; - assume
the responsibilities and duties assigned by the President School; - in
the absence of the President and Vice-President, call a meeting to order and
preside until the immediate election of a Chair Pro Tem; - attend
the VSCA Annual Convention, Summer Leadership Workshops, VSCA Advisory
Committee meetings, and Executive Committee meetings and at least one (1) Regional
Leadership Meeting; - represent
the VSCA at the National Association of Student Councils (NASC) National
Conference; - chair
the Communications and Media Subcommittee; - maintain
attendance records and accurate minutes of all VSCA Advisory Committee and
Executive Committee meetings and assist with appropriate correspondence of the
VSCA; - submit
typed minutes within two (2) weeks to the VSCA State Office so that minutes
might be mailed to all VSCA Advisory Committee members in a timely manner; - serve
as a voting member of the VSCA Advisory Committee; - compile
spirit materials for availability to Regions; - furnish
Committees with documents that are required for the performance of their duties
and have, at each meeting, a list of all Committees and their members;
- maintain
a record book in which bylaws, special rules of order, standing rules, and
minutes are entered, along with any amendments to these documents
properly
recorded, and have this record book at every meeting;
- prepare
reports of activities for the VSCA Advisory Committee; and - perform
other duties as applicable to the office as prescribed by the parliamentary
Section 2 - REGIONAL
REPRESENTATIVES OF THE VIRGINIA STUDENT COUNCILS ASSOCIATION
Qualifications for Regional Representative Schools_2.1
A VSCA
member school many nominate only one (1) student for the representative
position in a given year.
High School Representative Schools_2.2
Qualifications
for the student representative of a High School Level Representative School:
a. Candidates must
currently be active members of the Officer School’s SCA as determined by the
SCA advisor.
b. The candidate must
be free of any violations of the VSCA Code of Conduct.
c. Each candidate
shall be required to have a minimum “C” Grade Point Average or its equivalent.
d. Each candidate must
be a student in good standing as determined by the school’s principal.
e. Only those students
who meet the foregoing qualifications and who have the appropriate signed consents to stand for election to an
office shall be nominated for or elected to such an office.
f. Should an office receive fewer than two (2)
qualified candidates by the established deadline, a Call for Additional
Candidates, with a subsequent deadline, will be announced.
High
School Representative School Duties:
a. promote
the VSCA throughout the region;
b. serve as a voting member of the VSCA Advisory Committee, after consultation with the school’s student council advisor;
c. serve
on the Regional Representatives Subcommittee;
d. assist
in membership recruitment within the region and serve as a consultant to
individual
schools within the region;
e. conduct
the regional meetings at the VSCA Regional Leadership Workshop and Annual Convention;
f. organize
and chair a planning session for the Regional Leadership Workshop;
g. plan
and execute activities for the Regional Leadership Workshop, according to the
VSCA
guidelines;
h. lead
seminars at the Regional Leadership Workshop, when requested;
i. attend the Annual Convention, VSCA Summer
Leadership Workshop, Advisory
Committee meetings, and the appropriate
Regional Leadership Workshop;
j. apply
to conduct a break-out session at the Annual Convention;
k. communicate
and network with other Regional Representatives;
l. submit
an article for the monthly newsletter, when assigned; and
m. perform
other duties as applicable to the office as prescribed by the parliamentary
authority adopted by the VSCA.
Middle Level Representative Schools_2.3
Qualifications
for the student representative of a Middle Level Representative School:
a. Candidates must
currently be active members of the Officer School’s SCA as determined by the
SCA advisor.
b.
The candidate must be free of any violations of the VSCA Code of Conduct.
c. Each candidate
shall be required to have a minimum “C” Grade Point Average or its equivalent.
d. Each candidate must be a student in good standing as determined by the school’s
principal.
e. Only those students
who meet the foregoing qualifications and who have the appropriate signed consents to stand for election to an
office shall be nominated for or elected to such an office.
Middle
Level Representative School Duties:
a. attend Middle School workshop;
b. serve as a voting
member of the VSCA Advisory Committee, after consultation with the school’s student council advisor;
c. assist with the Regional
Leadership Workshop and Annual Convention;
d. assist in membership recruitment
within the Region and serve as a consultant to
individual schools within the Region;
e. lead seminars at the Regional
Leadership Workshop, when requested;
f. attend the Annual Convention,
VSCA Summer Leadership Workshop, Advisory
Committee meetings, and the appropriate Regional Leadership Workshop;
g. communicate and network with
other Representative Middle Schools;
h. apply to conduct a break-out
session at the Annual Convention;
i. submit an article for the monthly
newsletter, when assigned; and
j. perform other duties as
applicable to the office as prescribed by the parliamentary
authority adopted by the VSCA.
Elementary Level Representative Schools_2.4
Qualifications
for student representative of an Elementary Level Representative School:
a. Candidates must
currently be active members of the Officer School’s SCA as determined by the SCA advisor.
b. The candidate must
be free of any violations of the VSCA Code of Conduct.
c. Each candidate
shall be required to have a minimum “C” Grade Point Average or its equivalent.
d. Each candidate must
be a student in good standing as determined by the school’s principal.
e. Only those students
who meet the foregoing qualifications and who have the appropriate signed
consents to stand for election to an office shall be nominated for or elected
to such an office.
Elementary
Level Representative School Duties:
a. attend Elementary School workshop;
b. serve as a voting member of the VSCA Advisory
Committee, after consultation with the
school’s student
council advisor;
c. assist with the Regional Leadership Workshop
and Annual Convention;
d. assist in membership recruitment within the Region
and serve as a consultant to
individual schools
within the Region;
e. lead seminars at the Regional Leadership
Workshop, when requested;
f. attend the Annual Convention, VSCA Summer
Leadership Workshop, Advisory
Committee meetings,
and the appropriate Regional Leadership Workshop;
g. communicate and network with other
Representative Elementary Schools;
h. apply to conduct a break-out session at the
Annual Convention;
i. submit an article for the monthly newsletter,
when assigned; and
j. perform other duties as applicable to the
office as prescribed by the parliamentary
authority adopted by
the VSCA.
Section 3 - ELECTIONS
PROCEDURES
The School Resume_3.1
- Each
Officer Candidate School shall submit a resume outlining their student council experiences,
qualifications for office, and support of their student representative(s). - All
resumes shall be submitted as part of the application process, and will be
distributed
to
schools attending the Annual Convention.
- The
resume may include such topics as student council experiences, awards received,
participation
in local, regional, state, and national activities, school service projects, and community service
projects.
- School
resumes shall be limited to a length of no more than two (2) pages.
The Campaign_3.2
a. Each Officer Candidate
School is to submit to the Elections Committee an official campaign budget
signed by school’s SCA advisor. This budget must include all campaign expenses including the regular retail value of any
materials donated to, or supplied at a special reduced price to the candidate.
This is to include all campaign
activity whether conducted at the local, regional, or state level, either
before or during the time of the Annual Convention. The total expenses are not
to exceed $100 for Officer Candidate Schools and $50 for Representative Schools.
Submitting a fraudulent budget is grounds
for disqualification of the Officer Candidate School.
b. Campaigning may not
begin until after the Officer Candidate School has met with and been approved
by the Elections Committee, prior to the Annual Convention.
c. Each candidate’s
campaign platform and activities are entirely dependent upon the school’s
initiative and imagination. However, no disruption or conflict with the
schedule of the State Convention will be permitted.
d. Each student
representative of a Candidate School must be prepared to give up to a three (3) minute presentation at one of
the general assemblies. Any campaign speeches, skits, or performances must be
counted as part of the three (3) minutes. Candidates are encouraged to use
creative methods of communication for their presentation and are restricted to
using fellow students from their respective schools.
e. Campaign display
materials may be limited in size, quantity, and type. Details will be determined
by the Elections and Awards Committee and detailed on the application for each
office. The Candidate School may be responsible for supplies needed for displaying
the campaign materials.
f. The limit to the
number of campaign accessories distributed will be disclosed on the campaign
budget (campaign tags, buttons, flyers, etc.).
Vacancy of Office_3.3
In the
event that the student representative of an Officer or Representative School is
no longer able to fulfill his or her duties, it is the responsibility of the
school to fill the position with a qualified student. In the event that the
student council advisor of an Officer or Regional Representative School is no
longer able to perform his or her duties, it is the responsibility of the
school to fill the position with a qualified advisor. If the Officer or
Regional Representative School is unable to fill either the position of the
student representative or the advisor, that school shall vacate the position.
Section 4 - MEETING
ATTENDANCE, RESIGNATIONS, AND VACANCIES
Meeting attendance_4.1
Any member of the VSCA Advisory
Committee unable to attend a meeting shall notify the
President School, the
VSCA Director, or appointed designee the reason of his or her absence. If a member is absent from two (2) of the
three (3) regular meetings without reason, or for reasons which the VSCA
Advisory Committee declares to be insufficient, his or her resignation is
deemed to have been tendered and accepted.
Resignations_4.2
Any member of the VSCA Advisory
Committee may resign at any time by giving written notice to
the President School,
the VSCA Director, or appointed designee. Such resignations take effect at the
time specified therein, or, if a time is not specified, at the time of acceptance
thereof as determined by the VSCA Director or appointed designee.
Inability to fill vacancies_4.3
In the event that no qualified
school can be found to fill an office, a qualified school may serve
consecutive terms. However, a school
may not serve in two (2) Officer School positions
simultaneously.
Section 5 - MEETING
EXPENSES
Meetings of the VSCA Advisory Committee_5.1
Expenses
for meetings of the VSCA Advisory Committee shall be split equally between the attending
schools.
Summer Leadership Workshop_5.2
The VSCA
shall pay fifty percent (50%) of the registration fee for the Officer School’s
student representative and SCA advisor to attend the High School Summer
Leadership Workshop.
National Association of Student Councils
National Conference_5.3
The VSCA
shall pay the registration fee for the student representative and the SCA
advisor from the President School to attend the National Association of Student
Councils National Conference. The VSCA shall pay the registration fee for the
student representative from the Vice-President and Secretary Schools to attend
the Conference.
Section 6 - SUBCOMMITTEES
Subcommittee Categories_6.1
The VSCA
Advisory Committee will utilize the following Subcommittees: Convention,
Committee, Spirit Committee, Communications and Media Committee, Region
Representatives Committee, Elections and Awards Committee, National Association
of Student Councils (NASC) Committee, and Headquarters and Hospitality
Committee.
Minutes and Reports_6.2
Each Committee
shall take accurate minutes, write or type a written report, place the report
in the committee notebook, and present it to the VSCA Director, or an appointed
designee, at the end of each meeting, as requested.
Committee Responsiblities_6.3
The
Convention Committee shall:
a.
be chaired by the President School;
b. review evaluations
from previous Annual Conventions and make recommendations to the state office;
c. make
recommendations to the VSCA office regarding Annual Convention keynote speakers,
break-out session topics, agendas, menus, etc.;
d.
plan and implement the Swap Shop portion of the Annual Convention;
e.
coordinate the state-wide resolution process by:
1. promoting an understanding of the rationale
for the process of developing
resolutions,
2. providing guidelines for local student
councils in formulating their own
resolutions,
3. presenting, as needed, at the Advisory
Committee meetings, the Regional
Leadership Workshops, and the Summer
Leadership Workshop break-out
sessions on the process of preparing
resolutions,
4. planning and conducting the Resolutions
break-out session at the Annual
Convention,
5. organizing procedures for the debate of
resolutions at the Annual Convention,
6. planning and coordinating the Resolutions Session
at the Annual Convention.
f. plan and coordinate the Open Forum with the
State Board of Education General Session of the Annual Convention;
g. review financial statements and proposed
budgets for the Annual Convention and make recommendations; and
h.
perform other tasks assigned by the VSCA Director.
The
Spirit Committee shall:
a. be chaired by the Vice-President
School;
b. plan and implement the energizers
at the Annual Convention;
c. plan and implement the ongoing
regional games/competitions at the Annual
Convention;
d. plan and implement the Pep Rally
portion of the Annual Convention;
e. be responsible for
tallying points and awarding the spirit staff prize at the conclusion of the
Annual Convention;
f. perform other tasks assigned by
the VSCA Director.
The
Communications and Media Committee shall:
a. be chaired by the Secretary
School;
b. make
recommendations for and assist in the implementation of public relations
activities for the VSCA;
c. make recommendations for changes
to the VSCA website
d. assist with the development of
newsletters – including the collection of monthly article
submissions – and other
publications;
e. review financial statements and
proposed budgets for the Annual Convention and make
recommendations;
f. assist in the making of
promotional materials prior to the Annual Convention, as directed;
g.
assist in the making of highlight videos/materials during the Annual
Convention, as
directed; and
h. perform other tasks assigned by
the VSCA Director.
The
Region Representatives Committee shall:
a. consist of all elected Regional
Representative Schools, all Representative Middle
Schools, and all Representative
Elementary Schools;
b. coordinate dates, times, and
locations of the Regional Leadership Workshops and the
Summer Leadership Workshop;
c. review annually the curriculum,
agendas, and meeting structure for Regional Leadership
Workshops and the Summer Leadership
Workshop, and make recommendations to
the VSCA office for revisions;
d. review evaluations from Regional
Leadership Workshops and the Summer Leadership
Workshop;
e. make recommendations to the VSCA
office for changes in the workshop sites and
structure;
f. make proposals to the VSCA
Advisory Committee for the annual State Service Project, and, once selected, coordinate the details of
the project on the regional and the state level; and
g. perform other tasks assigned by
the VSCA Director.
The
Elections and Awards Committee shall:
a. annually review and revise the
application criteria and form for all state elections and
state awards;
b. receive, organize, and review the
applications for all state elections and state awards, and
make recommendations to
the VSCA State Director and the VASSP Executive Director as to the proposed
award recipients;
c. ensure all phases of the election
process at the Annual Convention are coordinated;
d. plan and coordinate the
installation ceremony at the Annual Convention;
e. confirm acknowledging receipt of
complete or incomplete application status for all state
elections and state awards;
f. distribute
appointment information to the VSCA Advisory Committee and election to the VSCA
Offices and Regional Representative positions to school principals,
superintendents, school boards, elected officials, media outlets, and the VSCA office;
and
g. perform other tasks assigned by
the VSCA Director.
The NASC
Committee shall:
a. present a review of the most
recent NASC National Conference to the VSCA Advisory
Committee and begin discussions as
to the next upcoming conference;
b. take the lead on
reviewing travel and hotel arrangements for the VSCA participating members for
the next National Conference;
c. coordinate the distribution of
application materials to the VSCA, once they are available
from the NASC office;
d. design the state t-shirt, state
trading pin/button, and other state items to be used at the
conference;
e. work on fundraising ideas –
including business sponsorships – to help defer the cost of
attending the conference; and
f. perform other tasks assigned by
the VSCA Director.
The
Headquarters and Hospitality Committee shall:
a. assist with assembling the
envelope of paperwork, name badges, t-shirts, and other items
for the schools attending the Annual
Convention;
b. design and implement a plan
involving members of the Advisory Committee to welcome
and inform each school council as
they arrive at the Annual Convention;
c. coordinate the members of the
Advisory Committee to serve as knowledgeable and
friendly ambassadors at the Annual
Convention;
d. design and distribute a
Certificate of Participation to each attendee at the Annual
Convention;
e. coordinate the items and setup of
the Advisor Hospitality Room, and possible advisor gifts,
at the Annual Convention;
f. assist in the making of an advisors’
highlight video during the Annual Convention, as
directed; and
g. perform other tasks assigned by
the VSCA Director.
Section 7 - REGIONAL
MEETINGS
Duties of the Regional Representative School_7.1
a. assist with the selection of a locations
for Regional Meetings;
b.
contact and organize planning sessions with the Meeting Host School;
c.
plan and obtain speakers and seminar leaders;
d.
provide name tags for participants and guests;
e.
promote Regional Meetings through news releases, flyers, etc.;
f.
invite the school superintendent of Host School;
g.
prepare VSCA Regional Meeting certificates;
h.
arrange for sales of VSCA souvenir items;
i.
review evaluation forms from preceding meetings; and
j. submit appropriate
records, forms, and receipts to the VSCA Office within 30 days of the
completion of the meeting.
Duties of Regional Meeting Host_7.2
a. provide space to
accommodate participants - hosts are encouraged to make use of colleges,
universities, parks, and other venues in addition to schools;
b.
provide auditorium and cafeteria to accommodate participants;
c.
provide appropriate number of classrooms for seminars/workshops;
d.
provide audio/visual equipment for seminar leaders;
e. open site one hour
before scheduled meeting and close school after clean-up has been completed;
f. provide lunch for
each participant at a cost per person to be determined by the VSCA Advisory
Committee;
g.
provide the VSCA office with directions and map to the Host School;
h.
obtain custodian for the day (VSCA will determine reimbursement);
i.
set up Advisors’ Hospitality Room with appropriate amenities;
j.
create a welcome sign for Regional Meeting;
k.
set up registration table and provide guides for participants; and
l. submit appropriate
records, forms, and receipts to VSCA Office within 30 days of completion of the
meeting (a stipend determined by the VSCA Advisory Committee will be paid after
receipt of records).
Section 8 - VSCA REFUND
POLICY
The
refund policy for the Virginia Student Councils Association shall be:
1. All refund requests
should be addressed to the VSCA State Office, 4909 Cutshaw Avenue, Richmond, VA
23230. For any questions about refunds, please contact (804) 355.2777.
2. Refund requests
submitted in writing at least 12 business days prior to the scheduled event
will be eligible for 100% return of the registration fee paid.
3. In the event that
the request for refund is received after the event, or less than 12 business
days prior to the scheduled event, the following conditions will apply:
a. Maximum refund will
be 50% due to costs incurred by VSCA.
b. A letter must be
received from the SCA advisor or school principal stating a brief explanation
and the name of the individual who made payment (i.e., school, student, etc.).
c. A letter must be
received from the individual who canceled with a full explanation.
d. These letters
should be postmarked within five (5) days after the end of the VSCA activity.
e. Refunds will be
considered in the event of the following:
1) Death in immediate
family
2) Accident/illness
involving hospitalization
3) Contagious or
incapacitating illness (requires doctor’s excuse)
4) (Adult participant
only) Change in position (i.e., teacher to guidance counselor)
f. No refunds will be
given in the event of a scheduling error on the participant’s part.
g Refund requests not
meeting the above criteria will be forwarded to the VSCA Advisory Committee for
review.
Printed
November 30, 2018