Constitution of the Ohio Podiatric Medical Students Association
2011 – 2012
Article I – Name
Section 1.The name of this organization shall be the Ohio Podiatric Medical Student Association (OPMSA), an affiliated organization of the American Podiatric Medical Students Association (APMSA), and the Ohio Podiatric Medical Association (OPMA).
Article II – Object
Section 1.We, the students of the Ohio College of Podiatric Medicine (OCPM), in order to unite for the mutual benefit of the student body and the Ohio College of Podiatric Medicine, to strengthen ourselves academically and clinically, to foster our relation with the faculty and administration, as well as, Doctors of Podiatric Medicine and other members of health care team, to stimulate fellowship between ourselves, conduct business efficiently, and to educate and serve the laity, do hereby establish this constitution.
Article III – Members
Section 1.Membership in this organization shall be limited to duly registered students of the Ohio College of Podiatric Medicine, who have paid the OPMSA student activity fee.
Section 2.The Executive Board reserves the right to call a general meeting involving the entire student body. All members have the right to vote in general meetings.
Article IV – Governing Body
Section 1.The Governing Body of OPMSA includes all members of the organization.
Section 2.The Governing Body shall be under the control of OPMSA Executive Board as outlined in Article XII, Section 3.
Article V – Organizations, Clubs, and Fraternities
Section 1.Funded and recognized student organizations are defined as: American Association of Women in Podiatry (AAWP), Surgery Club, American Society of Podiatric Dermatology (ASPD), Jewish Podiatric Medical Students Association (JPMSA), Podiatric Association for Diabetes (PAD), American Academy of Podiatric Practice Management (AAPPM), American Academy of Podiatric Sports Medicine (AAPSM), Student National Podiatric Medical Association (SNPMA), American College of Foot and Ankle Orthopedics and Medicine (ACFAOM), SPARCY, first, second, third, and fourth year classes.
Section 1a.The Surgery Club is an OPMSA recognized organization comprised of the American College of Foot and Ankle Surgeons (ACFAS) and the American Society of Podiatric Surgeons (ASPS).
Section 1b.The Surgery Club will be governed by the Surgery Club Executive Board.
The Surgery Club Executive Board will consist of six (6) voting members: the ACFAS and ASPS Presidents (2), Vice Presidents (2), and Treasurers (2). In the case of a tie, the advisor to the Surgery Club will vote.
Section 1c.The OPMSA Funding that the Surgery Club receives will be split in half by
the OPMSA Treasurer; one half will be given to the ACFAS Treasurer and
the other half will be given to the ASPS Treasurer. Both the ACFAS
Treasurer and ASPS Treasurer will be required to keep separate financial
ledgers subject to audit by the OPMSA Treasurer at any time. Since the
Surgery Club is only receiving one allotment of OPMSA funding, together
the officers of ACFAS and ASPS will be responsible for fulfilling all
requirements for an organization to receive OPMSA funding specified in
Section 7 of the OPMSA Bylaws.
Section 2.Funded and recognized sports clubs are defined as: Men’s Basketball, Women’s Basketball, Soccer, Softball, and Hockey.
Section 3.Funded and recognized fraternities recognized are defined as: Alpha Gamma Kappa (AGK) and Kappa Tau Epsilon (KTE).
Section 4.The Office of Student Affairs determines recognition status of said student organizations, clubs, and fraternities.
Article VI – Dues
Section 1.The Student Activity Fees shall be set by the Office of Student Affairs. The Student Activity Fees distribution will be presented at the first All School Meeting each fall semester.
Section 2.The membership fee shall be collected by the Office of Business Affairs of The Ohio College of Podiatric Medicine under the title of Student Activity Fees.
Section 3.The OPMSA Treasurer shall deposit all Student Activity Fees in the OPMSA bank accounts.
Section 4.The Student Activity Fees shall be administered by the Executive Board of OPMSA and distributed to each organization/club/fraternity as agreed upon by the Financial Budget Committee (FBC) and approved by the Executive Board of OPMSA.
Section 5.The Student Activity Fees shall be distributed to each organization/club/fraternity as a reimbursement only after a check request form has been properly filled out and given to the OPMSA Treasurer, within 30 days with attached receipt. Exceptions will be first, second, third, and fourth year classes, who will receive the total allotment in check form.
Section 6.OPMA dues are due by October 15th for the present calendar year.
Section 7.APMSA dues are due by October 15th for the present calendar year per the APMSA executive director.
Article VII – Elected Term
Section 1.The Elected Term for President, President-Elect, Secretary, Director of Social Affairs, Director of Clinical Affairs, Director of Clinical Affairs-Elect, and Director of Communications shall be a one (1) year term following elections and continuing through until the next year’s elections. The term of Director of Local Affairs and Treasurer will be a two (2) year term. President-Elect and Director of Clinical Affairs-Elect will assume the positions of President and Director of Clinical Affairs following their first year term, respectively. Class Officers shall be a one (1) year term correlating with the beginning and end of the academic year.
Section 2.If any OPMSA Executive Board member(s) or Class Officer(s) are unable to hold their positions for any reason, the mechanism of replacement shall be:
A.)If there are less than four (4) months remaining to the term of office, the appointment of an interim officer shall be made by the President, upon receiving a majority vote by the Executive Board.
B.)If there is more than four (4) months remaining to a term of office, the position shall be filled by special election or by Executive Board appointment, pending the circumstances.
C.)If the President is unable to hold their office for any reason with less than four (4) months remaining to his/her term, the President-Elect shall assume the office of President. The office of President-Elect shall remain vacant until the regular elections are held. In addition, the President-Elect will serve his or her normal term as President in the following year.
D.)If the President is unable to hold their office for any reason with more than four (4) months remaining to his/her term, then the President-Elect shall assume the office of President, serving out the remaining term and his/her elected position as President. The office of President-Elect shall be filled by an interim officer in accordance with Article VII, Section 2, Clause B. The position of President-Elect shall be filled by election at the end of the remaining term.
Section 3.If any Class Officer is unable to hold their position for any reason, the position shall be filled by special election under the direction of the OPMSA Director of Local Affairs (DLA) (Article VIII, Section 6).
Article VIII – Elections
Section 1.OPMSA and Class Elections are to be conducted by the Director of Local Affairs (DLA) and one staff member from the Office of Student Affairs or under strenuous circumstances by another OPMSA Executive Board member.
Section 2.OPMSA elections shall be held in the spring as scheduled by the DLA. The class elections shall be held within the last two months of the academic year. The specific times and dates of elections shall be determined by the DLA and approved by the Office of Student Affairs.
Section 3.Notice of open OPMSA offices with job descriptions (Article XIII) shall be posted at least one week prior to elections. Specific dates and times of elections shall be determined by the DLA.
A.)All candidates will be required to give a speech, whether opposed or unopposed. The time limit posed on the speeches will be a maximum of 3 minutes or otherwise stated by the DLA.
B.)Candidates will not be notified prior to elections whether they are running opposed or unopposed.
Section 4.Elected Class Officers of the first year class will serve a revised term of office as follows:
A.)Elections shall be held as per constitution.
B.)Elections shall be held once the students of the first year class become academically eligible. Term of office begins immediately upon completion of the election results.
C.)OPMSA President-Elect will serve as acting President for the first-year class until class officers are elected.
D.)All candidates will be required to give a speech, whether opposed or unopposed. The time limit posed on the speeches will be a maximum of 5 minutes or otherwise stated by the DLA.
E.)Candidates will not be notified prior to elections whether they are running opposed or unopposed.
Section 5.All other Elected Class Officers shall begin their term of office at the beginning of the following academic year and continue through the end of that academic year.
Section 6.Special Elections
If any class officer is unable to hold their position for any reason, a special
election shall take place at the discretion of the DLA and will follow
election procedures as per the OPMSA constitution.
Article IX – Recall
Section 1.Any Executive Board member shall be subject to a Recall Vote if two-thirds of the Governing Body requests a recall by petition.
Section 2.Any Election Candidate may request a Recall Vote if they submit in writing, within forty-eight (48) hours of the final vote count, a grievance stating their problem with the election. Approval of that request will come from the Executive Board and the Office of Student Affairs.
Article X – Committee / Leadership Council Appointments
Section 1.Notice of available appointed positions shall be posted at least one (1) week prior to receipt of written nominations for the appointment. All nominees shall be interviewed by the Executive Board. All appointments shall be made by a majority vote of a quorum of the Executive Board.
Article XI – Meetings
Section 1.OPMSA Executive Board meetings shall be held at least once (1) a month as scheduled by the President or President-Elect, subject to change due to academic scheduling. These meetings shall be open to all OPMSA Executive Board members. Other parties shall attend Executive Board meetings only upon invitation from the OPMSA Executive Board, or by requesting and obtaining an invitation to attend from the OPMSA Executive Board.
Section 2.Emergency meetings may be called at any time deemed necessary by the President or President-Elect of OPMSA. Emergency meetings shall be closed to all except Executive Board members. Other parties shall attend emergency meetings only upon invitation from the OPMSA Executive Board, or by requesting and obtaining an invitation to attend from the OPMSA Executive Board.
Section 3.The order of business of all meetings and the official rules of the Association shall follow Robert’s Rules of Order and at the President’s discretion. Example: 1.) Call the meeting to order; 2.) Reading and approval of minutes; 3.) Reports of Officers, Boards, and Standing Committee; 4.) Old Business; 5.) New Business; and 6.) Adjournment.
Section 4.All members of the Executive Board shall be required to attend all scheduled meetings (Executive Board Meetings, All School Meetings, and Presidents Forum) and events. Executive Board members unable to attend any given meeting must inform the President or President-Elect prior to the meeting in writing. If the President is unable to attend a scheduled meeting or event, he/she must inform the President-Elect in writing. If the President-Elect is unable to attend a scheduled meeting or event, he/she must inform the President in writing. Failure to receive a formal excused absence prior to the meeting from the President or President-Elect three (3) times during one semester will result in disciplinary action by the OPMSA Executive Board, including the possibility of the receipt of a missed directive per the OPMSA Bylaws, Section 7F. Verbal notification to the offending officer about his or her missed meeting, event or deadline will be made at the next official meeting by the OPMSA President or President-Elect and will be so noted in the meeting minutes. The President or the President-Elect will determine if the absence will be excused or unexcused.
Section 5.An official meeting is defined as a meeting that is scheduled in advance by the OPMSA Executive Board and is recorded in the minutes.
Article XII – The Executive Board
Section 1.There shall be ten (10) voting members of the Executive Board. The voting members shall be the President, President-Elect, Director of Local Affairs, Director of Clinical Affairs, Director of Clinical Affairs-Elect, Director of Social Affairs, Director of Communications, Secretary, Treasurer, and one (1) APMSA Delegate. The President shall only vote in the incidence of a tie.
Section 2.The presence of a majority of voting members of the Executive Board shall constitute a quorum (two-thirds) at Executive Board meetings.
Section 3.The OPMSA Financial Budgeting Committee (FBC) will consist of President, President-Elect, and Treasurer.
Section 4.The Executive Board shall govern all questions of interpretation of this Constitution.
Section 5.Be it hereby known that all final authority of the OPMSA shall rest within the Executive Board.
Section 6.The Executive Board shall review and/or revise the OPMSA Constitution at one (1) meeting per year designated by the President or President-Elect. Any changes or proposed revisions will be presented at the first All School Meeting of each year only, where the constitution will be voted on and approved by the Governing Body.
Section 7.The Financial Budgeting Committee (FBC) shall review OPMSA budget at one (1) meeting per year. It will be presented at the first All School Meeting of each year where the budget will be voted on and approved by the Governing Body.
Article XIII – OPMSA Officers
Section 1.President – The President shall be a member in good standing. The responsibilities shall be:
1.To serve as Chief Executive Officer of the Executive Board and OPMSA.
2.To delegate responsibilities to the Executive Board.
3.To preside at meetings of the Executive Board.
4.To make appointments when necessary with the prior approval of the Executive Board.
5.To serve as an ex-officio member of all Executive Board subcommittees.
6.To serve as official student representative of the OPMSA at all OCPM sponsored events. To serve on the OCPM Board of Trustees, and the OCPM Alumni Association Board of Directors.
7.To serve as a voting delegate to the APMSA, representing the Governing Body of the OPMSA.
8.To authorize expenditures as determined by the Executive Board and to be the co-signer of all payments with the Treasurer.
9.To authenticate with his/her signature all acts, orders, and proceedings of the OPMSA.
10.To call emergency meetings and to make any and all emergency decisions when an immediate quorum of the membership or Executive Board cannot be established.
11.To exercise such other powers as may be necessary for the just and proper operation of the OPMSA and the best interest of the students.
12.Responsible for the conduction of a smooth transition of officers.
13.Call all meetings of the Executive Board
14.Assist all OPMSA officers in the performance of their duties and responsibilities.
15.To serve as a member of the Financial Budget Committee (FBC) along with the President-Elect and the Treasurer of the OPMSA (Article XV, Section 3).
Section 2.President-Elect – The President-Elect shall be a member in good standing at the end of the first year of the four (4) year program or end of the first or second year of the five (5) year program at the time of election. The responsibilities shall be:
1.To serve as Chief Executive Officer of OPMSA in the absence of the President.
2.To attend all OPMSA related meetings with the President.
3.To perform the duties delegated by the President of OPMSA.
4.Assist the Director of Clinical Affairs with the organization of the Annual OPMSA Symposium.
5.Responsible for the coordination of the Annual Excellence in Education Day, including purchasing gifts for award recipients.
6.To advise and coordinate activities of the first year class until class officers are elected.
7.To serve as a member of the Financial Budget Committee (Article XV, Section 3.)
8.Assist all OPMSA officers in the performance of their duties and responsibilities.
9.Per yearly approval by the Executive Board, to purchase gift for outgoing APMSA delegate voted on by the Executive Board.
10.Per yearly approval by the Executive Board, to purchase gifts for the outgoing Executive Board members.
11.Per yearly approval by the Executive Board, to purchase gift for the OCPM Outstanding Podiatric Medical Student Award recipient.
12.To serve as representative to the OCPM Alumni Association and Board of Directors.
Section 3.Secretary – The Secretary shall be a member in good standing at the end of the first or second year of the four (4) year program or at the end of the first, second, or third year of the five (5) year program at the time of the election. The responsibilities shall be:
1.To take minutes of all OPMSA Executive Board Meetings, All School Meetings, President’s Forums, and any other meetings at the request of the President.
2.To e-mail minutes of the Executive Board Meetings to the OPMSA Executive Board within five (5) days of Executive Board Meeting.
3.To conduct all written communications on behalf of OPMSA under the direction of the President or the President-Elect.
4.To edit the constitution for approval (Article XII, Section 5).
5.Maintain official OPMSA documents on an accessible computer database.
6.Publish the OPMSA Monthly Event Calendar every month on OPMSA website.
7.Assist all OPMSA officers in the performance of their duties and responsibilities.
8.Attend all OPMSA Executive Board Meetings.
9.To take minutes at each All School Meeting and e-mail the minutes to the student body within seven (7) days.
10.To be the co-editor of the OPMSA website in conjunction with the Director of Communications, making changes and updates when needed and to maintain contact with OCPM Webmaster.
11.To notify participants of upcoming and pertinent meetings.
Section 4.Treasurer – The Treasurer shall be a member in good standing at the end of the fist year of the four (4) year program or at the end of the first or second year of the five (5) year program at the time of election. The responsibilities shall be:
1.To be responsible for management of all official OPMSA financial business.
2.To produce the OPMSA budget with the Financial Budget Committee (FBC) (Article XV, Section 3) which must be approved by the Executive Board on an annual basis.
3.To petition the Dean of Student Affairs for the disbursement of the OPMSA Student Activity Fees.
4.To establish and maintain all official OPMSA bank accounts.
5.Distribute organization/club/fraternity funds after a check form has been properly completed and approved within one (1) month.
6.To serve as a member of the FBC along with the President and President-Elect of OPMSA.
7.Assist all OPMSA officers in the performance of their duties and responsibilities.
8.Attend all OPMSA Executive Board meetings.
9.To be a contact name on the OPMSA credit/debit card account secondary to the OPMSA President.
Section 5.Director of Local Affairs – The Director of Local Affairs (DLA) shall be a member in good standing at the end of the first year of the four (4) year program or at the end of the first or second year of the five (5) year program at the time of election. The responsibilities shall be:
1.To be the representative to the Ohio Podiatric Medical Association (OPMA).
2.To attend every OPMA meeting.
3.To be the OPMSA representative to the Northeastern Ohio Academy of Podiatric Medicine.
4.To post a report from meetings attended on the OPMSA website.
5.To coordinate and administrate Class Officer and OPMSA Officer elections during term of office.
6.To serve as OPMSA representative to the OPMA House of Delegates and Ohio Political Action Committee representative.
7.Assist all OPMSA officers in the performance of their duties and responsibilities.
8.Attend all OPMSA Executive Board meetings.
9.Assist the Director of Social Affairs with the OPMSA Annual Golf Tournament.
Section 6.Director of Social Affairs – The Director of Social Affairs shall be a member in good standing at the end of the first or second year of the four (4) year program or at the end of the first, second, or their year of the five (5) year program at the time of election. The responsibilities shall be:
1.To coordinate all OPMSA social activities and events.
2.To organize the Annual Golf Tournament.
3.To coordinate at least two (2) OPMSA sponsored events.
4.Assist all OPMSA officers in the performance of their duties and responsibilities.
5.Attend all OPMSA Executive Board meetings.
Section 7.Director of Communications – The Director of Communications shall be a member in good standing at the end of the first or second year of the four (4) year program or at the end of the first, second, or third year of the five (5) year program at the time of election. The responsibilities shall be:
1.To maintain close liaison with the editors and staffs of all student publications.
2.To contact the mass media with regard to newsworthy events of the OPMSA under the direction of the Executive Board.
3.To collect, publish, and distribute items for OPMSA announcements.
4.To notify all participants of upcoming and pertinent meetings.
5.Responsible for FootPrints newspaper, two (2) issues/year, along with OCPM staff editor.
6.Assist all OPMSA officers in the performance of their duties and responsibilities.
7.Attend all OPMSA Executive Board meetings.
8.To be co-editor of OPMSA website in conjunction with Secretary, making changes and updates when needed and maintain contact with OCPM Webmaster.
9.All changes to the OPMSA website must be presented to the OPMSA Executive Board for approval.
Section 8.Director of Clinical Affairs – The Director of Clinical Affairs shall be a member in good standing. The responsibilities shall be:
1.To coordinate and represent the Class Clinic Representatives.
2.To meet with the Class Clinic Representatives as needed.
3.To act as the liaison between students, clinic administrators, and faculty clinicians.
4.To coordinate the Annual OPMSA Symposium
5.Responsible for assisting Director of Clinical Affairs-Elect with OPMSA Instrument program.
6.Assist all OPMSA officers in the performance of their duties and responsibilities.
7.Attend all OPMSA Executive Board meetings.
Section 9.Director of Clinical Affairs-Elect – The Director of Clinical Affairs-Elect shall be a member in good standing at the end of the first year of the four (4) year program or at the end of the first or second year of the five (5) year program at the time of election. The responsibilities shall be:
1.To coordinate and represent the Class Clinic Representatives.
2.To meet with the Class Clinic Representatives as needed.
3.To act as the liaison between students, clinic administrators, and faculty clinicians.
4.To assist Director of Clinical Affairs with Annual OPMSA Clinical Symposium.
5.Responsible for OPMSA Instrument program.
6.Assist all OPMSA officers in the performance of their duties and responsibilities.
7.Attend all OPMSA Executive Board meetings.
8.Coordinate the Annual OCPM Spirit Week.
Article XIV – Student Organizations / Clubs / Fraternities
Section 1.The following Student Organizations are a direct extension of the Executive Board and receive operating funds in total or in part by approval by the Executive Board.
A.)FootPrints, Official Newsletter of OPMSA
B.)Occopodian, Official Yearbook of OCPM
Section 2.Each student organization/club/fraternity funded by OPMSA must submit a constitution, list of officers, list of members, proposed yearly budget, and proposed yearly schedule of events to OPMSA and the Office of Student Affairs for clarification of organization/club/fraternity function and mechanics within said organization/club/fraternity as outlined in Section 7 of the Bylaws.
Article XV – Funding of Student Organizations / Clubs / Fraternities
Section 1.Each organization/club/fraternity budgeted by OPMSA is to have a separate ledger book maintained and possessed by the officers of that organization/club/fraternity, subject to audit by the OPMSA Treasurer.
Section 2.Checking accounts for OPMSA require the signatures of the Treasurer and President.
Section 3.A Financial Budgeting Committee (FBC) composed of the OPMSA Treasurer, President, and President-Elect will meet biannually to budget and report to the Executive Board on financial matters. The FBC will meet one (1) time in August to set up a budget that must then be presented to and approved by the OPMSA Executive Board.
Section 4.In order to receive funding for the current school year, an organization/fraternity or sports club in season must be represented by the President or another officer from that organization/club/fraternity at every All School Meeting. Absences at any meetings will be subject to a fifty (50) dollar penalty fee, per missed meeting, which will be deducted from the yearly OPMSA budget for the organization/club/fraternity. If funds have already been distributed to the said organization/club/fraternity, the penalty shall apply to the following school year’s allotted funding for that organization/club/fraternity. The fourth year class is excluded.
Section 5.All organizations/clubs/fraternities must submit a properly completed check request form and the appropriate receipt within 30 days in order to be reimbursed by the OPMSA.
Article XVI – Impeachment of Executive Board
Section 1.An impeachment vote may be called by petition of two-thirds (2/3) of the OPMSA Executive Board members and one (1) vote by APMSA.
Section 2.An impeachment proceeding will require two-thirds (2/3) of returned ballots.
Section 3.If two-thirds (2/3) of returned ballots state desire for impeachment then it will become effective immediately.
Section 4.A special election will be held to fill vacated position following transition as described by Article VII, Section 2.
Article XVII – Impeachment of Class Officers
Section 1.An Impeachment Vote may be called by petition of 51% of the Class members.
Section 2.An Impeachment proceeding will require two-thirds (2/3) of returned ballots.
Section 3.If two-thirds (2/3) of returned ballots state desire for impeachment then it will become effective immediately.
Section 4.A special election will be held to fill vacated position following transition as described by Article VII, Section 3.
Article XVIII – Amendments to the Constitution
Section 1.This constitution may be amended by written notification to the OPMSA Executive Board of the proposed amendment and a subsequent written vote of the Executive Board.
Section 2.Amendment of this constitution requires a majority vote of the OPMSA Executive Board in favor of the amendment.
Article XIX – Ratification of the Constitution
Section 1.This constitution of the OPMSA shall be considered ratified by a majority vote of all ballots cast by the OPMSA Executive Board on the question of ratification.
**Revised by the OPMSA Executive Board 9/20/11
**Approved by the Governing Body 9/20/11
Bylaws
Section 1:Elections
A.Notification for OPMSA Elections
1.Public announcement of the election, both written and spoken, shall be made to all classes at least one (1) week prior to the election date.
2.Campaigning procedures can be distributed to each candidate upon request.
B.Application for OPMSA Candidacy
1.The Director of Local Affairs (DLA) shall be responsible for the distribution and collection of all application materials.
2.The procedures to follow shall be included on the application.
3.Applications will be due as deemed by the DLA.
4.No candidate may run for more than one (1) OPMSA office in an election.
5.An APMSA Representative cannot concurrently hold an OPMSA Executive Board position.
6.A student can run for class officer or an OPMSA Executive Board position, but can not hold both positions concurrently, and vice versa.
C.OPMSA Candidate Responsibility
1.Each candidate is responsible to research the duties of the position sought.
2.Each candidate is responsible for completing an application for OPMSA candidacy and completing an academic eligibility form. The academic eligibility form must be verified by the Office of Academic Affairs.
3.Each candidate is responsible for abiding by campaigning procedures (Section 1D).
D.OPMSA Campaigning Procedures
1.Active Campaigning: The DLA shall determine and announce the period of permitted active campaigning.
2.Permitted Campaign Activities
a.No signs are permitted to be posted.
b.Information flyers are permitted with each flyer consisting of only one sheet of paper and only one candidate’s name per flyer. These flyers may not be posted.
3.All flyers must be brought by the candidate to the DLA for approval and initialing prior to printing.
4.Candidates wishing to address a class must do so during an appointed time, approved by the relevant class officers or relevant faculty member.
5.All campaign expenses are to be borne by the candidate.
6.No candidate endorsement may be made by any organization, club, or fraternity.
7.Violations of any of the above regulations are cause for disqualification of the candidate.
8.No late applications will be accepted by any candidate after the deadline set by the Director of Local Affairs.
E.OPMSA Election Procedures
1.Candidate names and the dates of the student body elections shall be posted in writing in public view the day of the election.
2.Elections will be held on only one school day and only those students present for the candidate speeches will be allowed to cast a ballot.
3.There shall be one secret ballot per student that will be placed in a prominently displayed ballot box.
4.Only students who submitted candidacy applications shall be listed.
5.The candidate receiving the most number of votes casted shall become the newly elected officer.
6.If two (2) candidates receive an equal number of votes, a run-off election shall be held within the following school week.
7.Ballots will be counted by the Director of Local Affairs, President-Elect, and one staff member of the Office of Student Affairs.
a.DLA and staff member must be present for the counting of the ballots.
b.All blank ballots must be destroyed at the close of voting.
c.All cast ballots shall be retained on file in the Office of Student Affairs for a minimum of sixty (60) days.
d.All class lists of voters shall be turned over to the DLA at the close of voting prior to tabulation of the ballots.
e.Candidates requesting a recount of votes must do so in writing to the DLA within five (5) school days following the announcement of the election results.
f.And candidate requesting election results must address Student Affairs within the sixty (60) days.
8.The DLA is responsible for presenting guidelines to the candidates prior to the elections.
F.Class Election Procedures
1.Candidates for class officers shall submit applications by the specified deadline as determined by the DLA.
2.Class ballots shall be provided by the DLA at the polls on a date deemed by the DLA.
3.Procedures for voting, tallying and announcement of results will be the same as per election OPMSA procedures cited in the Bylaws.
Section 2:Amendments to the Bylaws
A.The Bylaws may be amended by majority vote of the OPMSA Executive Board as per Article XII, Section 5.
Section 3:Removal from Office
A.Executive Board
a.Unexcused absence from three (3) official meetings and/or events per year will result in automatic disciplinary action, including the possibility of a missed directive, or review of the situation by the OPMSA Executive Board. An official meeting is defined in Article XI, Section 5.
b.As a result of dereliction of duty an Executive Board Officer can be removed from office by a 2/3 vote of the OPMSA Executive Board. Voting procedures will be handled according to Robert’s Rules of Order. The dismissal can be brought up by an Executive Board Officer.
c.Misrepresentation of OPMSA and/or the Student Body in any form, matter, or action will result in removal from office by a 2/3 vote of the OPMSA Executive Board. Voting procedures will be handled according to Robert’s Rules of Order (articles and sections to be named). The dismissal can be brought up by any Executive Board Officer.
d.Resignation
Section 4:APMSA Funding
A.APMSA shall be funded as defined under the general guidelines for organizational funding for their working budget stated in the Constitution, Article XV (Funding of Student Organizations/Clubs/Fraternities).
B.APMSA travel expenses shall be funded through OPMSA travel budget listed in Section 5 of the Bylaws.
C.In the event that one of the OPMSA funded individuals (See Section 5A of the Bylaws) cannot attend once travel arrangements have been finalized, the individual is personally responsible for all costs accrued on their behalf.
Section 5:Travel Budget
A.Plane Tickets:
OPMSA President-Elect will arrange/coordinate all travel arrangements for National APMSA meetings for all OPMSA funded individuals (5: OPMSA President, OPMSA President-Elect, 1st year APMSA delegate, 2nd year APMSA delegate and senior most alternate APMSA delegate) as a group. Every three (3) years, a second alternate delegate is elected to the APMSA. The Midwinter meeting, following that election, the OPMSA will fund six (6) individuals. The President-Elect is responsible for obtaining optimum pricing for all airfare, and if in compliance with the OPMSA travel request form, OPMSA funded individuals may elect to purchase their own plane ticket and be reimbursed the amount previously established by the President-Elect. All travel and lodging arrangements must comply with the Executive Director of APMSA.
B.OPMSA President-Elect is responsible for obtaining the optimum rates for travel expenses. The optimum rates for all travel will be presented to the OPMSA Board for approval no later than six (6) weeks prior to the departure date. Funded individuals are required to present their travel arrangements, if traveling separately, for approval no later than six (6) weeks prior to the departure date.
C.Any extenuating circumstances travel expenses of OPMSA funded individuals shall be pre-approved by the OPMSA Executive Board prior to purchase or agreement of payment by OPMSA.
D.The above expenses accrued must adhere to OPMSA travel budget established yearly by the OPMSA Executive Board.
E.All plans of travel including number of people traveling, lodging, and per diem must be pre-approved by the OPMSA Executive Board two (2) weeks before time of travel in order to be refunded. Failure to meet this deadline may result in delayed or denied reimbursement.
F.Travel expenses for reimbursement include airline tickets, gas and mileage costs as set by the Office of Student Affairs, hotel stays, per diem, and travel-related necessities. These items are subject to approval by the OPMSA Executive Board.
G.All elected APMSA representatives who are funded by a separate organization other than OPMSA to attend an event, shall receive additional funds from the OPMSA travel budget upon approval.
H.The Director of Local Affairs shall receive funding for OPMA meetings, the OPMA sponsored scientific seminar, and the OPMA House of Delegates meeting. Expenses accrued from these meetings must adhere to OPMSA travel budget established yearly by the OPMSA Executive Board. Travel expenses include gas and mileage costs as set by the Office of Student Affairs, hotel stays, per diem, and travel-related necessities. These items are subject to approval by the OPMSA Executive Board.
Section 6:Miscellaneous Funding
A.Distribution of all miscellaneous funds shall be pre-approved by a majority of the OPMSA Executive Board.
B.All OPMSA Executive Board Members will have any fees waived for all mandatory OPMSA and OCPM events.
Section 7:Organizational Funding
It will be the responsibility of the OPMSA President to hold an annual meeting with the Presidents of all student organizations/clubs/fraternities at the beginning of the school year to discuss the following rules and criteria and make these criteria available to each student organization/club/fraternity:
A.Guidelines for receiving checks
1.Each funded student organization/club/fraternity will be receiving $400 for the 2011-2012 school year. Additional funding can be requested by each organization/club/fraternity. A written proposal from the organization/club/fraternity officers is needed for presentation to the OPMSA Executive Board. The organization/club/fraternity officers will be required to be in attendance for these meetings. The additional funding request is then voted on by the OPMSA Executive Board.
2.The process for organizations to receive money is as follows:
a.Provide a receipt stating how the money was spent (can be spent on any sort of organization functions, dinners, supplies, etc… NO ALCOHOL will be paid for!).
b.Pick up a copy of the check request form in the box outside the OPMSA room that is labeled “Check Request Form”
c.Attach a copy of the receipt and a filled out check request form. Put it in the box outside the OPMSA room that is labeled “OPMSA Documents”
d.Send an email to the OPMSA Treasurer as soon as the above steps are completed and the Treasurer will send you a check within 1-3 business days.
3.The above documents will not be accepted by hand or via e-mail.
B.Student Organization/Club/Fraternity Recognition by the OPMSA
1.All student organizations/clubs/fraternities must follow these regulations to be recognized by the OPMSA for the school year (defined as August 1st through July 31st per OPMSA Constitution). The following rules are in accordance with the Student Handbook and the Constitution of the OPMSA. Deadlines are in boldface.
a.Spring Semester: All outgoing organization/club/fraternity treasurers before they leave office must submit their financial statement for the previous school year to the Dean of Student Affairs and the OPMSA Treasurer. Statement must include a most recent bank balance for the organization. New organizations/clubs/fraternities are exempt from this requirement.
b.September 1 of each school year: Submit a copy of the most current constitution, bylaws, protocol or other regulations governing operations to the Dean of Student Affairs and the OPMSA President. The College must approve all student organizations/clubs/fraternities. Organizations/clubs/fraternities must file documentation with the Student Affairs Office by April 1 for review, in order to be approved by the College for the following academic year. Any changes made by an organization/club/fraternity to documentation previously approved by the College must be filed for a review process, outlined in Section VI, 2 (pg. 51) of the Student Handbook (2005-2006), within ten (10) days of such change. Previously approved documentation regarding the operations and conduct of the organization/club/fraternity will remain in effect until the College has approved the changes.
c.September 1 of each school year: Submit the names, e-mail addresses, and phone numbers of officers and the name of the advisor for the current school year to the Dean of Student Affairs and the OPMSA President. Any changes in officers must be filed with both offices within two (2) weeks of such a change.
d.September 1 of each school year: Submit a proposed budget for the current school year to the Dean of Student Affairs and the OPMSA Treasurer.
2.These regulations must be adhered to for a student organization/club/fraternity to be recognized by the OPMSA. Failure to follow these rules will result in the student organization/club/fraternity being ineligible for funding from the OPMSA. Student organizations/clubs/fraternities requesting recognition by the OPMSA will not be eligible for funding until the above requirements are completed.
3.Submitting the above information by student organizations/clubs/fraternities requesting OPMSA recognition after the stated deadlines will result in a $50.00 penalty in funding per item not submitted. Student organizations/clubs/fraternities, should they choose to not receive funding from the OPMSA, must still fulfill these rules and submit the required information to the Dean of Student Affairs to be recognized by OCPM.
C.Student Organization/Club/Fraternity Funding by the OPMSA
1.The following criteria must be completed by recognized student organizations/clubs/fraternities to receive funding from the OPMSA. Deadlines are in boldface.
a.September 1 of each school year: Submit a current list of members to the Dean of Student Affairs and the OPMSA President. The first, second, third, and fourth year classes are excluded.
b.September 1 of each school year: Each organization/fraternity must submit a proposed schedule of events for the current school year to the Dean of Student Affairs and the OPMSA President. Each organization/fraternity must hold at lease three (3) events per year that are non-fundraising events. Two of these events must be academic in nature. Co-sponsoring of events must be pre-approved by the OPMSA Executive Board. This schedule must include at least (1) event per semester (in reference to the 1st year academic calendar) that is open to the entire student body. An organization/fraternity failing to hold their scheduled event for any given year will be placed on probation, which will be enforced the following year. Probation consists of completion of the three (3) required events and an additional community and academic event without additional funding from OPMSA. If an organization/fraternity on probation does not fulfill the probationary requirements, the consequences will be termination of funding, dismissal from All School Meetings, and loss of recognition by OPMSA as an official OCPM student organization/fraternity. The first, second, third, and fourth year classes are excluded.
c.September 1 of each school year: Each club must submit a proposed schedule of events for the current school year to the Dean of Student Affairs and the OPMSA President. Each club must hold at least one (1) event per year, in addition to their regular sporting events and tournaments that are not fundraisers. Co-sponsoring of events must be pre-approved by the OPMSA Executive Board. This schedule must include at least (1) event that is open to the entire student body. A club failing to hold their scheduled event for any given year will be placed on probation, which will be enforced the following year. Probation consists of completion of the required event and an additional community and academic event without additional funding from OPMSA. If a club on probation does not fulfill the probationary requirements, the consequences will be termination of funding, dismissal from All School Meetings, and loss of recognition by OPMSA as an official OCPM student club.
d.September 1 of each school year: Submit a copy of the most current bank statement to the Dean of Student Affairs and the OPMSA Treasurer. Organizations/Clubs/Fraternities maintaining a separate checking account and ledger are subject to audit by the OPMSA Treasurer. Organizations/Clubs/Fraternities without a checking account must submit a statement in writing stating this. By federal law an organization/club/fraternity utilizing the OCPM Tax Exempt Identification Number must report this information to the OCPM Business Office.
e.September 1 of each school year: Submit a list of events your organization/club/fraternity hosted the previous year to the Dean of Student Affairs and the OPMSA President.
2.Funding will not be disbursed to the student organization/club/fraternity until all criteria are fulfilled. If the organization fails to provide the above information by the stated deadlines, a $50.00 penalty in funding per incomplete item will be exacted from the organization’s/club’s/fraternity’s budget.
D.Co-sponsorship of Events
1.Any organization/club/fraternity requesting co-sponsorship of OPMSA events must first submit a proposal to the OPMSA Executive Board. The proposal must include the following:
a.Reason for co-sponsorship being.
b.The organization’s/club’s/fraternity’s responsibilities for the event.
c.Financial contribution made by the organization/club/fraternity for the event.
d.Responsibilities of OPMSA Executive Board.
e.If profit is to be made, specifications on how it will be distributed.
2.The proposal must be submitted within two (2) months prior of the event in order to be considered. OPMSA Executive Board reserves the right to accept or deny any request for co-sponsorship.
E.Attendance at All School Meetings and the President’s Forum
1.Attendance by an officer of each organization/fraternity, and sports club in season, is mandatory at every All School Meeting and optional at all President’s Forums unless directed to attend by the OPMSA President (fourth year class excluded). An All School Meeting representative may only represent one (1) organization/club/fraternity at All School Meetings. If a student represents more than one organization at an All School Meeting, both organizations will receive a written warning, followed by $50 fine per organization for each subsequent offense.
2.An attendance ledger will be created by the OPMSA Secretary for any organization/club/fraternity officer present to sign. The OPMSA President will review this ledger.
3.Failure to attend an All School Meeting will result in a deduction of fifty (50) dollars in that organization’s/club’s/fraternity’s OPMSA funding.
4.If an organization/club/fraternity has received all funding available from OPMSA for that academic year and subsequently fails to attend an All School Meeting, the deduction ($50) per failure of attendance will be applied to the organization’s/club’s/fraternity’s budget for the following academic year.
5.Each organization/club/fraternity or class must submit a report to the OPMSA Secretary for every All School Meeting forty-eight (48) hours prior to the scheduled All School Meeting time. If a report is not submitted by the deadline determined by the OPMSA Secretary, the organization’s/club’s/fraternity’s report will not be included in the All School Meeting minutes printed prior to each meeting.
F.Directives
1.A directive may be given to any All School Meeting Representative by the OPMSA President in order to complete a task within a certain amount of time. Failure to complete the directive by the stated deadline will result in a twenty-five ($25) dollar fine. This fine will be deducted from the budget of the organization/club/fraternity that the individual is representing.
2.Any All School Meeting (ASM) Representative may make a recommendation for a directive to the OPMSA President or President-Elect. The OPMSA President or President-Elect may accept or deny this recommendation.
3.Missed Directives
a.Motion for a directive can be made by any OPMSA Executive Board Member, with the OPMSA President issuing said directive once it has been approved by two-thirds (2/3) majority vote of the OPMSA Executive Board. (OPMSA President-Elect can act as issuer if President is not in attendance.)
b.A current listing of directives shall be kept by the OPMSA Secretary, with deadlines noted and “Questions of completion” presented at the meeting following the deadline.
c.Missed directives shall be issued in the instance that an Executive Board Member or ASM Representative does not complete their task by a noted deadline.
d.Missed directives are issued by two-thirds (2/3) majority vote of the OPMSA Executive Board.
e.An accumulation of three (3) missed directives will result in disciplinary procedures, including the possibility of removal from their respective position, per Section 3.
f.Failure to complete specific OPMSA Officer or ASM Representative duties as directed in the OPMSA Constitution can result in a missed directive.
G.Appeals
1.An organization/club/fraternity may appeal a funding penalty for a missed criteria deadline or absence from an All School Meeting, President’s Forum, or a missed directive. The appeals process will consist of a meeting with the OPMSA President, OPMSA Treasurer, Dean of Student Affairs, and the organization/club/fraternity President. The OPMSA President, OPMSA Treasurer, and Dean of Student Affairs will render a decision after a review. The appeal must be filed within two (2) weeks of the missed criteria deadline, missed directive, or missed meeting.
H.New Student Organizations/Fraternities
1.New student organizations/fraternities must complete all the requirements in Section 7B to be recognized by the OPMSA and the College. Completion of Section 7B requirements will allow the new student organization/fraternity to use services and facilities offered by the College. Recognition by the OPMSA will start at the beginning of the semester following completion of the criteria listed in Section 7B. Recognition by the College will begin immediately following approval. This shall be known as the new organization’s/fraternity’s “probationary semester”.
2.New student organizations/fraternities must complete all applicable rules in Section 7C to receive funding from the OPMSA. The deadlines for Section 7C for the new student organization/fraternity will be the beginning of the semester (September 1 for Fall Term and February 1 for Spring Term) following the completion of 7B criteria. Funding will begin the semester following the completion of the criteria in Section 7C. Funding will not be disbursed until the new student organization/fraternity has completed the applicable criteria in Section 7C, and failure to meet the deadlines will result in the appropriate deductions from the new student organization’s/fraternity’s OPMSA funding. If the new student organization/fraternity does not choose to apply for funding from the OPMSA, the criteria in Section 7C do not need to be filled.
3.Upon recognition by the OPMSA and the College, the new student organization/fraternity must follow the rules stated in Section 7E. Failure to follow the criteria listed in Section 7E will result in the appropriate deductions made in funding from the OPMSA for the new student organization/fraternity.
4.In order to be eligible for funding, a new organization/fraternity must be voted in by a majority of voting All School Meeting members after the aforementioned requirements (Section 7B) have been fulfilled.
5.In addition, they must serve a probationary semester before funding will be allotted.
I.New Student Clubs
1.New student clubs must complete all the requirements in Section 7B to be recognized by the OPMSA and the College. Completion of Section 7B requirements will allow the new student club to use services and facilities offered by the College. Recognition by the OPMSA will start at the beginning of the semester following completion of the criteria listed in Section 7B. Recognition by the College will begin immediately following approval. This shall be known as the new club’s “probationary semester”.
2.New student clubs must complete all applicable rules in Section 7C to receive funding from the OPMSA. The deadlines for Section 7C for the new student club will be the beginning of the semester (September 1 for Fall Term and February 1 for Spring Term) following completion of Section 7B criteria. Funding will begin the semester following the completion of the criteria in Section 7B. Funding will not be disbursed until the new student club has completed the applicable criteria in Section 7C, and failure to meet the deadlines will result in the appropriate deductions from the new student club’s OPMSA funding. If the new student club does not choose to apply for funding from the OPMSA, the criteria in Section 7C do not need to be filled.
3.Upon recognition by the OPMSA and the College, the new student club must follow the rules stated in Section 7E. Failure to follow the criteria listed in Section 7E will result in the appropriate deductions made in funding from the OPMSA for the new student club.
4.In order to be eligible for funding, a new club must be voted in by a majority of voting All School Meeting members after the aforementioned requirements (Section 7B) have been fulfilled. In addition, they must serve a probationary semester before funding will be allotted.
Section 8:Awards
A.OCPM Outstanding Podiatric Medical Student Award
1.An award will be presented to the chosen 3rd year student at the end of that Spring Semester.
2.The award recipient will be selected and voted on by the OPMSA Executive Board based on criteria set by the APMSA Presidents Committee.
3.An OPMSA Executive Board Member nominated or in consideration for the OCPM Outstanding Podiatric Medical Student Award will be excluded from all related voting and decision-making made by the OPMSA Executive Board.
4.The recipient of the OCPM Outstanding Podiatric Medical Student Award will receive a gift in an amount to be determined by the OPMSA annually based on allotted funds.
Section 9:OPMSA Website
A.All OPMSA website conduct must be in accordance with the Internet policy as stated in the OCPM Student Handbook.
B.The Secretary and Director of Communications are responsible for updating the OPMSA website as needed.
