Department of Health Administration,
Virginia Commonwealth University,
Medical College of Virginia Campus
ALUMNI SOCIETY CONSTITUTION
Article I. Name and Duration
The name of the organization shall be the Alumni Society of the Department of Health Administration (the “Department”), Virginia Commonwealth University, Medical College of Virginia Campus (the “Society”). The duration of the Society shall be perpetual.
Article II. Mission
The Society fosters a lifelong spirit of belonging and pride by connecting alumni, students and friends to the Department and to each other. The Society advocates for the Department and its alumni, and the university with a credible, independent, and collaborative voice.
Article III. Membership
3.1. The membership of the Society shall include Degree Members and Honorary Members.
3.2. Degree Members include all individuals who have satisfactorily completed a Department graduate or undergraduate degree program.
3.3. Honorary Members include all individuals who have not completed a Department graduate or undergraduate degree program, but who have performed outstanding achievements in health administration or research. Any member of the Society may make a written recommendation to the Alumni Advisory Council that an individual be made an Honorary Member of the Society. Approval of the requested Honorary Membership requires a two-thirds majority vote of the Alumni Advisory Council.
Article IV. Governance
The Society will have an Alumni Advisory Council (“Council”) charged with implementing activities which support and accomplish the Mission of the Society.
Article V. Amendments
5.1. To amend or change the Society Constitution, a ballot documenting the proposed amendment must be mailed or emailed to all Society members at their last known address at least thirty (30) days prior to the date the proposed Constitution amendment will take effect (“Society Mailing”). The adoption of the Constitution amendment requires a majority vote of all ballots cast in response to the Society Mailing.
5.2. All members of the Society may propose amendments to the Constitution. The Council will consider any proposed Constitution amendments at its next meeting if the proposals are received in writing by the Department Chair at least thirty (30) days prior to the next Council meeting. The Council, at its discretion, may convene a special meeting to consider proposed Constitution amendments. If the Council approves a proposed Constitution amendment by at least a two-thirds (2/3) majority vote, Society members will vote on the proposed Constitution amendment through a Society Mailing as described in Section 5.1 of the Constitution.
Department of Health Administration,
Virginia Commonwealth University,
Medical College of Virginia Campus
ALUMNI SOCIETY BYLAWS
Article I. Alumni Advisory Council Membership
1.1. The Alumni Advisory Council (the “Council”) shall consist of between 12 to 15 members (including the Council’s 3 Officers), representing a variety of Department of Health Administration (the “Department”) degree programs and graduating classes. The Department’s Chair and Director of Alumni Relations shall serve as ex officio members of the Council.
1.2. All members of the Alumni Society (the “Society”) are eligible to serve as Officers and/or Members-at-Large of the Council.
1.3. The Council’s Nominations and Awards Committee recommends individuals from the Alumni Society membership who may serve as Council Members-at-Large during the next Council Term. The proposed Members-at-Large must be approved by at least a two-thirds vote of the Council.
1.4. The Council’s Members-at-Large shall serve on the Council two consecutive years. Although a Member-at-Large may be re-elected to serve on the Council for additional time, no Member-at-Large may serve more than six consecutive years. Following six consecutive years of service, an individual may be re-elected as a Member-at-Large after at least one year’s absence from the Council. Members-at-Large may serve as an Officer of the Council after any number of years as a Member-at-Large.
Article II. Alumni Advisory Council Officers
2.1. The Officers of the Council shall be Chair, Vice-Chair and Secretary-Treasurer.
2.2. The Council Chair shall preside at all meetings of the Council. The Chair shall appoint, with the advice of the Council, all Society committee chairs, and shall be an ex officio member of all Society committees.
2.3. The Council Vice-Chair shall assume the duties of the Chair in his/her absence or disability.
2.4. The Council Secretary-Treasurer shall keep minutes of all the proceedings of the Society and Council and make an accurate and proper record of the same. He/she shall be responsible for sending notices and other communications to the Council and Society. He/she shall be responsible for the supervision of all financial matters of the Society in accordance with the authorization of the Council. He/she shall present to the Council a report of the financial operations of the Society at the end of the fiscal year. The fiscal year shall be from September 1 to August 31.
2.5. The Council’s Nominations and Awards Committee recommends individuals from the Alumni Society membership to serve as Council Officers during the next Council Term. The proposed Officers must be approved by at least a two-thirds vote of the Council.
2.6. The Vice-Chair of the Council shall be elected for a one-year term, which is to be followed immediately by a one-year term as Chair. The Secretary-Treasurer of the Council shall be elected for a one-year term, which is to be followed by the next two immediate terms of Vice Chair and Chair of the Council per the track described in this Section. Officers may serve as Members-at-Large after completing the officer track and pursuant to Article II of the Bylaws.
Article III. Duties of Alumni Advisory Council
3.1. The Council will monitor and communicate to the Department important industry and alumni developments that may impact the Department.
3.2. The Council will create opportunities to enhance the Department’s visibility among Department alumni and other groups.
3.3. The Council will assist in referring and recruiting new students to the Department.
3.4. The Council will assist the Department in identifying and recruiting individuals to serve as residency preceptors.
3.5. The Council will participate in and support the Department’s alumni engagement and outreach efforts.
3.6. The Council will support the Department’s financial viability and growth.
Article IV. Alumni Society Committees
4.1. Executive Committee: This committee is chaired by the Council Chair, and is composed of the Council’s Officers. The Council’s Immediate Past Chair, Department’s Chair and Director of Alumni Relations shall serve as ex officio members of the Executive Committee.
4.2. The Council Chair, with approval of the Council, shall appoint the following standing committees:
Nominations and Awards Committee: This committee is to be chaired by a Council member, to be appointed by the Council Chair. Non-Council members may be invited to serve on this committee. This committee shall nominate, from the membership of the Council, one candidate for the office of Secretary-Treasurer, knowing that the candidate will also complete the two year term as Vice Chair and Chair, thereafter. It shall further be the duty of this committee to nominate additional Members-at-Large, as deemed appropriate by the Council, so that in addition to the Council’s 3 Officers, there are up to 12 Members-at-Large on the Council. This Committee is also responsible for soliciting nominations for annual and lifetime awards presented to Department alumni.
Engagement and Communication Committee: This committee shall be chaired by a Council member, to be appointed by the Council Chair. Non-Council members may be invited to serve on this committee. The Department’s Director of Alumni Relations shall serve as an ex officio member of the Engagement and Communication Committee. This committee is responsible for providing written materials for alumni outreach communications (e.g., Alumni Corner column for Department Annual Report), and organizing and/or supporting alumni outreach activities.
Program Committee: This committee shall be chaired by a Council member, to be appointed by the Council Chair. Non-Council members may be invited to serve on this committee. The committee shall assist the Department with programming needs, including the identification of speakers for Department activities and classes. This committee is responsible for organizing at least one speaker activity per year (e.g., Experts in the Classroom Program). This committee shall meet annually, request feedback from residency preceptors and will provide recommendations to the Department’s Chair.
Student Recruitment Committee: This committee shall be chaired by a Council member, to be appointed by the Council Chair. Non-Council members may be invited to serve on this committee. The committee shall assist the Department in student recruitment through any means available and deemed valuable by the committee. This committee is responsible for participating in at least one student recruitment activity each year.
4.3. The Council Chair shall, from time to time, appoint such special committees as necessary.
Article V. Alumni Advisory Council Meetings
5.1. A Council Term includes the 12 –month period between September 1 and August 31. The Council shall meet a minimum of twice per Council Term. The Council shall also participate in at least two alumni events per Council Term.
5.2. A majority of the Council Officers and Members-at-Large shall constitute a quorum for the transaction of business. The act of a majority of the Council members present at any meeting, at which there is a quorum shall be the act of the Council.
5.3. Council members are considered to be present at a meeting if they participate in the meeting in-person, by telephone or via other similar communication systems.
Article VI. Amendments to Alumni Society Bylaws
All members of the Alumni Society may propose amendments to the Alumni Society Bylaws. The Council will consider any proposed Bylaw amendments at its next meeting if the proposals are received by the Department Chair in writing (both electronic and hard copies are acceptable) at least thirty (30) days prior to the next Council meeting. The Council, at its discretion, may convene a special meeting to consider proposed Bylaw amendments. The adoption of any proposed Bylaw amendment requires a two-thirds (2/3) majority vote of the Council.