CONSTITUTION

ARTICLE II

Purpose and Goals of the Organization

Section A: Purpose of Organization

PRISM is the first queer-straight alliance at The College of New Jersey (TCNJ).

We aim to create a safe, comfortable, and nurturing environment for queer* individuals. PRISM strives for acceptance and equality for all people regardless of gender expression, gender identity, sex, sexuality, age, race, religion, ethnicity, ability, socioeconomic status, health status, or immigration status. Our goal is to educate and advocate on TCNJ's campus as well as the greater Mercer County area. PRISM also acts as a support system and social outlet for its members.

*We of PRISM are aware of the historical, present, and likely future connotation of this word and the harm it has and can cause and would like to make it clear we are using it in an academic sense to avoid forcing a more specific label or identity onto any persons who would may align with the definition of queer in the sense of gender, sexuality, or expression, but may not wish to use any other specific labels. This definition encompasses labels such as Lesbian, Gay, Bisexual, Transgender, Non-Binary, Questioning, Intersex, Ally, Asexual, Pansexual, Polyamorous, Two-Spirited, etc. (LGBTNQIAAPP2S*), but for both brevity and avoiding leaving any persons’ specific experience out we will continue to use the word queer for the remainder of this text.

Section B: Goals of Organization

PRISM strives to educate people about all aspects of queer life and allyship and promote advocacy on TCNJ's campus and the greater Mercer County community while serving as a support system and social outlet for its members.

Section C: Goals of the PRISM Center

The PRISM Center shall adhere to the rules and regulations set by the Brower Student Center as an office in the building. Beyond this the space is expected to be maintained as a welcoming environment for every member of the TCNJ community and a safe space notably for, though not only for, queer identifying members of the community. Any actions deemed harmful to this environment can and should be taken up to the PRISM executive board and/or with the BSC staff to either modify or remove the stimulus creating harm in the environment.

ARTICLE III

Qualifications for Membership

Section A:  Qualifications for Membership

No student can be denied membership on the basis of a protected class: age, race, creed, color, national origin, nationality, ancestry, sex/gender (including pregnancy), marital status, civil union status, domestic partner status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, or disability. Exceptions include:

1. Religious qualifications may be required by organizations whose aims are primarily sectarian.

2. Sororities or fraternities that have been traditionally single sex organizations may limit membership to a single sex or gender identity.

3. Club Sports teams recognized and advised through the College recreation program may limit membership to a single sex or gender expression provided there is a co-existing team of the same or substantially similar sport for the opposite sex or gender identity.

Section B: Limitations on Membership

There are no dues for membership or limitations other than it is required that all members must be matriculated students at The College of New Jersey.

ARTICLE IV

Types of Membership and Elections

Section A: Application For Membership

To become a General Member of PRISM it is only required that a person attends at least one PRISM hosted event or meeting and is on the PRISM email list.

Section B: Type of Membership

PRISM's two tiers of membership are General Membership and Active Membership. 

1. A general member must attend at least one PRISM event or meeting. 

2. An active member must attend a combination of at least three PRISM events or meetings. 

A person is considered an official general member of PRISM when they meet the requirements listed in tier a. Only those who meet the requirements of tier b are considered active members and are allowed to run for executive board.

In special cases where TCNJ or PRISM is in times of crisis (for example, in-person classes being suspended for the majority of a semester), the executive board may change the rule for active membership but only if the majority of the executive board agrees. In the case where the executive board is split on the decision the President’s vote will be the deciding factor.

Section C: Committee Membership

Any general member is eligible to join one or more committees at any time.  Specific qualifications for committee membership are to be determined by the Chair heading the committee and the executive board, but should include a minimum attendance or participation requirement. The purpose of a committee is to involve the general membership in the planning, set-up, and execution of events from the perspective of the Chair heading the committee.

Section D: General Membership Revocation

Membership can be revoked if a member’s actions do not allow PRISM to achieve its purpose and goal of creating a safe, comfortable, and nurturing environment for queer students. If such a case arises they will be handled by the eboard member with the highest status not personally involved in the situation or with the person/persons in the situation and the club advisor Cecilia Colbeth (colbeth@tcnj.edu). If there is no member of the executive board available who would qualify for being not personally involved in the situation or with the person/persons the responsibility will fall on the president alongside club advisor Cecilia Colbeth, though it is expected that the situation is handled with utmost responsibility despite one’s personal convictions. After an investigation, the executive board member and Cecilia may give the student following repercussions:

1. Loss of access to the PRISM Center (temporary or permanent)

2. May not attend general board meetings or social hours (temporary or permanent)

3. Can not run for eboard positions (1 or more semesters)

If necessary, any persons may report any other PRISM member’s behavior through the usage of this form https://forms.gle/jMK6opdv8fbmm9sf6. This form alongside the constitution should be consistently maintained by the current and future PRISM executive boards. 

Section E: Executive Board Elections/Membership

PRISM operates on a semesterly executive board. Executive board elections occur two or more weeks before the end of the semester. Elections will be announced via email and/or social media at least a week in advance. The starting term of a new executive board will be May for a Fall semester and December for a Spring semester after the TCNJ academic calendar concludes.

1.  Only active members can vote in elections.

2. All positions aside from the positions of President and Vice President, are open to all active members.

3. Running members must serve 1 semester on the executive board before running for the positions of President or Vice President.

4. Elections shall be monitored by an outgoing executive board member or a trusted active member if there are no outgoing executive board members.

Elections will be run based on a majority vote system for those who run for each position. In cases where people run unopposed they automatically win the seat. If a person wins a seat, but runs for another seat they wish to serve instead they are allowed to withdraw this candidacy and move to this position. It is to the discretion of those who win to fill the remaining seats, if they are not filled, either through people sharing the responsibilities of the role.

Following an election it is expected for both the outgoing and incoming executive board to have a joint meeting for ease of transition and to address responsibilities of each officer’s role.

Section F: Impeachment, Recall, and Removal of Office

1. Criteria for Impeachment

   1. Any officer of this organization can be removed from their position through this impeachment and recall process for:

      1. Failure to meet expectations or perform the specific duties of their position as set forth in the organization’s constitution; 

      2. Any action that is determined to be contrary to the mission or purpose of the organization as stated in the organization’s constitution; or

      3. Receiving a status sanction of pending suspension or higher from the Office of Student Conduct, the Office of Title IX and Sexual Misconduct, or the Office of Academic Affairs.

         1. This criteria is dependent on the organization requiring all officers to sign a waiver allowing the organization to confirm this status as a written requirement of holding the position. 

2. Impeachment Information

   1. An impeachment process is initiated by the submission of information to an executive officer or advisor of the executive board. This information can be shared via any digital or physical means (e.g. email, text, direct message [DM], letter, note, picture, etc.). Any information shared verbally should be re-shared digitally or physically to ensure proper communication of the information. 

   2. After this information is received by an executive officer or advisor, that individual will confer with all other members of the executive board, except for a) the individual(s) whom the information is referring; and b) the organization advisor, if the advisor did not receive the information directly; within seven (7) days to review the information and decide on next step options. 

   3. A decision on which of the following option(s) to pursue should be made within seven (7) days of that meeting. In the event the executive board chooses Option 1, 2, or 3, the board shall notify the member presenting information to the board immediately upon completion of that option. 

3. Next Step Options: 

   1. Option 1: No Potential Violation

      1. Executive board decides that the information received does not indicate a potential violation 

   2. Option 2: Conversation with officer

      1. The Executive board will coordinate a mutually agreeable time with the officer who is the subject of the information received. The meeting will discuss the information received and ask the officer to share their perspective. The meeting will educate the officer about expectations and responsibilities of the position and resolve without a formal agreement.

   3. Option 3: Conversation with formal agreement 

      1. The Executive board will coordinate a mutually agreeable time with the officer who is the subject of the information received. The meeting will discuss the information received and ask the officer to share their perspective. The meeting will educate the officer about expectations and responsibilities of the position and resolve with a written formal agreement delineating measures to address said violation.

   4. Option 4: TCNJ Peer Mediation

      1. Refer matter to TCNJ Peer Mediation services from the Office of the Dean of Students: https://mediation.pages.tcnj.edu/.

   5. Option 5: Impeachment and Recall of Officer 

      1. In the event a majority of the executive board members (excluding the officers negatively involved in the information received) determine sufficient grounds exist that, if all information submitted is assumed to be true, would constitute grounds for recall, the executive board shall issue a formal charge of impeachment to said officer.

         1. “Impeachment” shall refer to the formal determination that the officer in question meets the criteria for impeachment. If an officer is impeached, they shall henceforth be referred to as the “impeached officer” or “impeached party.”

         2. “Recall” shall refer to the collective vote and decision of the membership on whether to remove the impeached officer.

      2. Upon a vote of impeachment, a recall vote shall be held at the next regularly scheduled organization meeting at least five (5) days out from notification, unless the vote is postponed to a later date for good cause. 

      3. The officer subject to impeachment shall be advised of the grounds for impeachment; notified of the date, time, location of the recall vote; and provided copies of all documents or other evidence that has been provided to the executive board and/or may be used during the recall proceeding at least five (5) days prior to the recall proceeding. 

      4. The recall proceeding will be run by the President of the organization or next highest ranking member of the executive board not facing impeachment changes, who shall be referred to as the “presiding officer.”

      5. All recall proceedings will be fully documented by the organization Secretary, or equivalent. If the Secretary is the impeached officer, another member of the executive board will assume this responsibility. 

      6. The alleged violation(s) will be shared with the organization at the start of the procedure by the presiding officer. 

      7. Information that supports the alleged violations will be presented by the presiding officer or their designee. 

      8. The impeached officer will have the ability to present any information they wish to share with the organization. 

      9. After all information has been presented, the presiding officer will allow questions from organization members to be asked of the presiding officer or the impeached officer. 

      10. After questions have ended, the impeached officer will be given the opportunity to make a final statement and then asked to leave the meeting room. 

      11. The organization will vote by secret ballot whether to remove the officer from their executive board position. 

      12. A ⅔ vote of members present and constituting quorum will signify removal of office, or recall, of the impeached officer. 

      13. The results will be shared with the impeached officer by the presiding officer and advisor to the organization outside of the meeting space.  

      14. The presiding officer and officer will return to the meeting space and share the outcome with the organization membership. 

      15. The presiding officer will send formal notification of the vote within 24 hours to the impeached officer via email. The notification shall advise the officer of the appeal rights detailed below. If the impeached officer is recalled, and files no appeal to the Student Government, the Impeachment and Recall process is finished.

Section G: Appeals Process

1. All appeals will be heard by the Student Government Governmental Affairs Committee

a) For appeals requested by the recalled officer:

1. The recalled officer can submit an email to sggovaffairs@tcnj.edu within seven (7) days of receipt of formal notification of removal from office.

2. Appeals may be submitted on the following grounds:

   1. Information presented did not meet the criteria for impeachment.

   2. The organization voted in a manner contrary to the information presented. 

   3. There is new information available that was not available when the impeachment procedure occurred.

   4. The organization did not follow its own processes resulting in an unfair impeachment procedure.

3. The Governmental Affairs Committee will review the appeal at its next scheduled meeting. The Committee can take the following actions:

   1. Affirm the impeachment and recall of the officer;

   2. Identify any error in the process, consideration of information, or new information presented and return the matter to the organization for a new recall proceeding.

b) For appeals requested by the individual formally submitting information to the executive board:

2. 1. In the event the executive board takes no action in response to the information submitted (Option 1), the individual may appeal to the Governmental Affairs Committee by submitting an email to sggovaffairs@tcnj.edu within seven (7) days of receipt of the executive board’s decision. 

   2. The member must document the information presented to the executive board and identify the impeachment criteria it violated. 

   3. If the Governmental Affairs Committee grants the appeal, the executive board must send all archived information and communications regarding the impeachment request.

4. If the Governmental Affairs Committee upholds the appeal, the executive board must formally issue an impeachment charge to the officer in question and proceed with the impeachment and recall proceedings.

c) For appeals requested by any individual in the organization

i) In the event the executive board fails to adhere to the organization’s constitutional guidelines for impeachment and recall or that the established guidelines for Options 2, 3, and 4 are not carried through completion, the individual may appeal to the Governmental Affairs Committee by submitting an email to sggovaffairs@tcnj.edu at any time during the academic year. 

ii) The member must provide any relevant documentation and/or reasoning when identifying the constitutional guidelines violated. 

iii) If the Governmental Affairs Committee grants the appeal, the executive board must send all archived information and communications regarding the original information submitted, as well as any documents procured from Options 2, 3, and 4.

iv) If the Governmental Affairs Committee upholds the appeal, the executive board must formally issue an impeachment charge to the officer in question and proceed with the impeachment and recall proceedings.

ARTICLE V

Officers of the Organization and Impeachment/Removal of Officers

Section A: The elected officers of this organization shall be:

President

Vice-President

Treasurer

Secretary

Membership Engagement Chair

Community Engagement Chair

Education and Advocacy Chair

Public Relations Chair

Graphic Design Chair

Fundraising Chair

Office Manager

Section B: Term of Office

Term of office shall be a semester

  If an officer is placed in a position sometime throughout the year, the term of office is only until the next election.

Section C: Duties of all Executive Board Members

All Executive Board members are expected to:

Complete duties of an active member

Attend weekly executive board meetings

Attend 1 Cosponsorship

Section D: Duties of the President

1. Create an agenda for all executive board meetings

2. Run all executive board meetings

3. Delegate tasks to executive board members

4. Fill out active RSO form for PRISM

5. Fill out Key Roster form for PRISM Center

6. Oversee the PRISM GroupMe and Discord as needed

Section E: Duties of the Vice-President

1. To perform all duties delegated by the President

2. Execute the President’s duties in their absence

3. Oversee the PRISM GroupMe and Discord as needed

a. If the previous President is removed from their position for the duration of the semester the Vice President will not only take the role of President, but be expected to find a replacement Vice President

Section F: Duties of the Treasurer

1. To handle all financial transactions concerning the organization in conjunction with the President

2. Serve as liaison to the Student Finance Board

3. Attend to financial matters as deemed necessary by the executive board

4. Work with the Fundraising Chair to execute fundraisers

5. Oversee the PRISM GroupMe and Discord as needed

Section G:  Duties of the Secretary

1. To take accurate notes at executive board meetings and write homework, as needed, for the executive board members to complete

2. During the semester, send out a weekly email (about meetings, events, co sponsorships) to membership

3. Track emails sent to PRISM and notify the Executive Board as necessary

4. Send any other emails as asked

5. Oversee the PRISM GroupMe and Discord as needed

Section H: Duties of the Membership Engagement Chair

1. Actively communicates with general membership on a regular basis

2. Takes an active role in planning and formulating the calendar of events and meetings for the semester

3. Act as a liaison between general membership and the executive board if and when necessary

4. Oversee the PRISM GroupMe and Discord as needed

Section I: Duties of the Community Engagement Chair

1. Interact with co-sponsorship opportunities either by sending these opportunities from PRISM to other organizations or communicating other organizations' opportunities to the rest of PRISM

2. Actively communicates with other student organizations

3. Active role in planning and formulating the calendar of events and meetings for the semester

4. Oversee the PRISM GroupMe and Discord as needed

Section J: Duties of the Education and Advocacy Chair

1. It is encouraged that any person who holds this role takes the time to do their own research on matters that pertain to PRISM and PRISM’s interests as this position is expected to be able to educate and advocate for PRISM and it’s members. This does not mean that this role is expected to have all answers, but to know where to seek out answers if necessary

2. Ensure all events and meetings are educational in some aspect

3. Advocate for PRISM with Administration

4. Active role in planning and formulating the calendar of events and meetings for the semester

5. Oversee the PRISM GroupMe and Discord as needed

Section K: Duties of the Public Relations Chair

1. Manage all of PRISM's social media accounts and updating each with information

2. Work to further improve PRISM's engagement among social media

3. Promoting all events and meetings PRISM either hosts or cosponsors on Social Media with the final poster

4. Work with the Membership Engagement and Community Engagement Chairs to further PRISM's outreach

5. Oversee the PRISM GroupMe and Discord as needed

Section L: Duties of the Graphic Design Chair

1. Creating posters and advertisements for all events

2. Sending posters to the Secretary and Community Engagement Chair upon completion

3. Updating posters with cosponsors and all necessary information

4. If needed, will help improve PRISM's branding by creating themes for the Website and other Social Media

5. Oversee the PRISM GroupMe and Discord as needed

Section M: Duties of the Fundraising Chair

1. Create Fundraising events to support PRISM financially, alongside the Treasurer

2. Expected to take a major role in any and all Fundraising events

3. Work closely with the Treasurer to manage PRISM funds

4. Ensure all fundraising meet TCNJ’s fundraising event guidelines

5. Be aware of fundraising and SFB guidelines 

6. Oversee the PRISM GroupMe and Discord as needed

Section N: Duties of the Office Manager

1. Organize office supplies and submit requests for supplies

2. Keep the PRISM office maintained and in good shape

3. Archive, edit, and manage PRISM documents as needed

4. Create a semester-long project on PRISM's history from the archives 

5. Oversee the PRISM GroupMe and Discord as needed

Section O:  Positions stated in Article IV, Section A constitute the Executive Board.

ARTICLE VI

Meetings

Section A: General Member Meetings

1. General member meetings will be held at least once a month.

2. Meetings shall be set by the executive board's availability on a regular, accessible basis. 

3. Members will be notified of club meetings by the Secretary via email and social media.

Section B: Social Hour

4. Social Hours will be held every week there is not a General Member Meeting in the PRISM center.

5. Meetings shall be set by the President a regular, accessible basis preferably during lunchtime.

6. Members will be notified of social hours by the Secretary via email and social media.

Section B: Executive Board Meetings

1. Executive board members must come prepared to meet with a report of any initiatives, updates, or ideas.

2. Executive board meetings shall be held every week.

Section C: Committee Meetings

1. Members will be notified of committee meetings by the Committee Chair. Members shall be notified one week prior to the meeting via email, posting, phone call.

Section D:  Election Meetings

1. Election Meetings can be announced for the following reasons:

   1. Implementing a new executive board elections at the end of a semester

   2. Implement of a Amendment

   3. Emergency elections (typically related to executive board members)

2. Only active members can vote in elections.

3. Election Meetings will be announced via email and/or social media at least a week in advance.

ARTICLE VII

Committees

Section A: Standing Committees

1. Standing committees are  headed by a Chair who is any active PRISM member and must include one executive board member. The Chair shall be in charge of overseeing all standing committees and internal organizations.

2. The executive board member(s) in the committee are expected to report back to the rest of the executive board about the committee’s progress on the committee’s goals and any problems that may arise during committee meetings. 

3. The executive board member(s) in the committee are allowed to provide committee members PRISM resources with the approval of the rest of the executive board. This includes the space of the PRISM center as long as the executive board member(s) are present.

Section B: The Executive Board

1. The executive board is comprised of those members stated in Article IV, Section A. They will meet every week at their discretion.

ARTICLE VIII

Financial Provisions

Section A: Funding

PRISM Events shall be funded by the Student Finance Board and fundraising.

Section B: Fees

There are no fines or fees to become a PRISM member, but it is acceptable for there to be events or trips that may require fees collected to attend. All funds going towards events and trips go directly towards said events and trips, not individuals.

ARTICLE IX

Advisor(s)

 Section A: The Expectations and Responsibilities of Advisor

 Section B: Election of a New Advisor

Candidates for a new advisor shall be selected from any faculty or administration, but it is suggested that candidates are picked from schools of Humanities and Social Sciences. The reason for this is that the schools of Humanities and Social Sciences include many disciplines that would focus on studies that apply to the goals and objectives of PRISM as an organization compared to other schools, but this is not mandatory.

The following is the process of voting on a new advisor:

1. Have the need for a new advisor

2. Schedule an executive board meeting discussing ideas of candidates, with input from previous advisor if available

3. Contact all candidates and make advisor responsibilities clear to them

4. Vet all interested candidates 

5. Schedule a vote with Active Members, informing them of advisor candidates. Provide a process of voting during the meeting and absentee ballots prior to the meeting

6. If an advisor is chosen in the general election, but the entire executive board votes against it, the executive board can decide privately and unanimously to veto the Advisor. If this action does occur a reason for this vetoing is to be provided to all members by the executive board in an official capacity. What an executive board believes an official capacity means may vary, but it is suggested that this is done through email or at the meeting the vote is passed if the vetoing vote is done within the time span of that meeting.

ARTICLE X

Requirements of Recognized Student Organizations

Section A: Maintaining Active Status 

1. All organizations must adhere to all guidelines as established in the Recognized Student Organization Training Manual, Student organization privileges and responsibilities, and any other guidelines as communicated by the Office of Student Involvement and Student Government

2. Failure to do any of the above may result in sanctions placed on the organization including referral to student conduct, being placed inactive status and derecognition of the organization. 

Section B:  Appealing Inactive Status 

1. If your organization is placed on inactive status, you will be notified by the Vice President for Governmental Affairs. 

   1. The Governmental Affairs committee will hear all appeals at the regularly scheduled meetings during the semester. 

2. If your organization fails to appeal within 1 semester of being on inactive status, the organization will be formally derecognized by the Office of Student Involvement and Student Government.

   1. The organization will then be required to apply as a new organization to be granted recognition by Student Government.

ARTICLE XI

Amendments

Section A:  Introducing Amendments and Voting

1. Any active member can introduce an amendment to the Constitution or Bylaws at any point in a semester.

2. Amendments must be introduced to the general membership.

3. Once an amendment is created it is to be given to the executive board of PRISM, so that the executive board can share the amendment on the behalf of the person or persons who wrote it.

4. The election deciding whether or not to implement a new amendment should be announced at least a week in advance. Said amendment should be shared with members through email at the time of this announcement.

5. The election of an amendment can take place during a social hour, a general meeting, or an executive board election, but must be highlighted as a specific event, so that members are aware that it is happening. For members unable to attend the election the option of absentee voting should be provided.

6. If an amendment is created that passes the general election, but the entire executive board votes against it, the executive board can decide privately and unanimously to veto the amendment. If this action does occur a reason for this vetoing is to be provided to all members by the executive board in an official capacity. What an executive board believes an official capacity means may vary, but it is suggested that this is done through email or at the meeting the vote is passed if the vetoing vote is done within the time span of that meeting.

Section B: Quorum

1. The quorum required to hold a general member meeting shall be two Executive Board members.

2. The quorum required to vote on an amendment and for elections shall be 2/3 vote of present active members during an election meeting. Of those present at least 50% of the then current executive board must be present.

Section C: Amendments must be submitted to the Governmental Affairs Committee of the

Student Government for final approval

1. Amendments should be submitted to sggovaffairs@tcnj.edu no later than five (5) days of approval by the active membership.

2. All submissions for approval must include a copy of the old constitution, the new constitution, and a version that displays all changes, additions, or deletions to the constitution.

3. The Vice President for Governmental Affairs, or designee, will notify an organization on the approval status of the submitted amendment. Amendments are enacted into effect only after Student Government approval.