Margaret Root Brown College and the government and members thereof, through the establishment of this Constitution, shall provide and maintain an atmosphere that encourages the personal, intellectual, and social growth of its members by fostering the development of communal and individual responsibility. To achieve these ends, the members shall cultivate a unique sense of tradition and belonging; empower a dedicated, strong, responsible, and compassionate college government; and share both ideas and enthusiasm with their peers and associates. Brown College and its members, in encouraging social activities and athletic and academic struggle at the highest degree of sportsmanship, hereby pledge to achieve an ideal community within Rice University.
The Government of Brown College shall consist of the Cabinet, the Court, and any other committees and/or elected officials as enumerated in this Constitution or in the by-laws. The separation of powers between Cabinet and Court must be maintained.
Section A: Membership
The student membership shall consist of those undergraduates at Rice University who are assigned to Brown College through university procedure. Only members of this college may vote in college elections and hold college office.
Section B: Cabinet Membership
The full Cabinet shall consist of the following members:
The following cabinet officers shall comprise the Executive Cabinet: President, Internal Vice President, External Vice President, Treasurer, Secretary, and Parliamentarian.
Section C: Functions and Authority of the Cabinet
Sub-Section One: Responsibilities & Rights of the Cabinet
The Cabinet shall legislate on all matters. The Cabinet shall have the power to make decisions on all college matters in the name of Brown College. The Cabinet shall be responsible for enacting bylaws to this Constitution. By-laws to this Constitution may be enacted and revoked by a two thirds vote of the Cabinet. Furthermore, the room assignment policy can be changed with a three-fourths vote of the cabinet.
The Cabinet shall take into consideration the recommendations of the Housing and Residence Council as well as the Permanent Improvements Committee in enacting rules that apply specifically to residential matters and the college building itself. Residential rules may be enacted only by a two-thirds vote of the Cabinet.
The Cabinet shall have sole responsibility for determining the fiscal policies of the college. The budget and any changes must be approved by a two-thirds vote of the Cabinet. The Cabinet may authorize individual college members or officers to spend a limited amount of college funds for specific purposes at their own discretion, subject to the approval of the Treasurer. In addition, the Cabinet may require individual approval of all single expenditures exceeding a specified maximum.
The Cabinet shall appoint its own committees whenever deemed advisable for any purpose not provided for in the duties of the officers.
The Cabinet shall coordinate and supervise the work of its officers.
Sub-Section Two: Meetings of the College and the Cabinet
All-college meetings shall be held as the need for them arises. They shall be called by the President of the college or at the request of the Master. A petition, presented to the President, of ten percent of the college membership requires the President to call an all-college meeting.
Cabinet meetings shall be held at least twice a calendar month, except during final exams. The Cabinet may call for a closed meeting by a majority vote. During a closed meeting of the Cabinet, only elected members and the Parliamentarian shall be present. All other meetings of the Cabinet shall be open to the entire college membership.
The Secretary shall publish, for the entire college to view, the minutes of all open Cabinet meetings. The Secretary shall publish, for the entire college to view, abstracts of all closed Cabinet meetings.
Meetings of the Cabinet shall be called by the President as required above or at the request of at least three Cabinet members.
The Cabinet shall further detail the rules of its own functioning in the by-laws.
Section D: Court Membership
The Court shall consist of the following members:
Section E: Functions and Authority of the Court
The Court shall have the authority to interpret and enforce the Constitution, Residence Rules, bylaws, and Judicial Code of Brown College. The Court retains the right, by majority vote and after a public hearing, to overrule the preliminary judgment of the Parliamentarian on questions of Constitutional interpretation. The Court shall be responsible for giving and enforcing fines at Brown College. These fines include both the fines levied by the Brown Court and passing on the fines from Housing and Dining.
The Court shall remain a self-governing entity, independent of the Cabinet and the general membership of the college. The Recording Justice, however, shall make abstracts of Court meetings available for the entire college to view.
All officers of the Cabinet shall fulfill the requirements spelled out for their office below; they shall be elected or appointed as specified in the by-laws and below.
All elected or appointed positions within the cabinet shall be held by only one person.
Persons who hold a position in which it is required that they live on campus, and choose to move off campus, will effectively resign themselves from their position.
Section A: President
The President shall be an incoming junior, senior, or fifth year. The President must live on-campus the fall and spring semester of the academic year following his/her election; the President must live on-campus for Orientation Week. The President shall have his/her choice of room in the college and be guaranteed a parking spot in the fall and spring semesters after his/her election.
He/she shall be the chief officer of the college. He/she shall be informed of all college activities and advise officers and committees.
He/she shall preside at meetings of the Cabinet and shall prepare the agenda for these meetings or shall delegate the preparation of the agenda. As presiding officer, he/she will not have a vote in cabinet meetings except in the case where his/her vote would make or break a tie.
He/she shall be empowered, after consultation with at least one other member of the Executive Cabinet, to make emergency decisions in the name of the college when he/she feels it is necessary, provided that he/she reports all such decisions to the Cabinet. Such actions are subject to review by the full Cabinet at its next meeting.
He/she shall be the official representative of the college and shall represent the college in the Student Association Senate.
Section B: Internal Vice President (IVP)
The IVP shall be an incoming junior, senior, or fifth year. The IVP must live on-campus the fall and spring semester of the academic year following his/her election.
He/she shall assume the duties of the President in case of the absence, disability, resignation, or impeachment of the President. He/she shall also serve as the official presidential proxy to the campus-wide meetings which the President cannot attend.
He/she shall chair and over see the duties of the floor representatives and the Room Assignment Committee.
He/she shall also supervise and advise the work of the following standing committees: Academics, Alumni, Computers, Elections, Food, History, and Permanent Improvements.
He/she shall be responsible for meetings with the Committee Chairpersons as specified in the bylaws.
Section C: External Vice President (EVP)
The EVP shall be an incoming junior, senior, or fifth year. The EVP must live on-campus the fall and spring semester of the academic year following his/her election, and will be guaranteed a parking spot for the fall and spring following his/her election.
He/she shall be responsible for overall social planning and coordination for all college social and athletic events, including organizing refreshments for Cabinet meetings. He/she will also be in charge of organizing search committees for new RAs and Masters when needed.
He/she shall also supervise and advise the work of the following coordinators and standing committees: Associates, Cultural, O-Week, Social, Beer-Bike, Brown Events, College Night, Social Concerns, Theater and Sports.
He/she shall be responsible for meetings with the coordinators and Committee Chairpersons as specified in the by-laws.
Section D: Treasurer
The Treasurer shall be an incoming junior, senior, or fifth year. The Treasurer must live on-campus the fall and spring semester of the academic year following his/her election.
He/she shall work with the Cabinet, committee heads, and coordinators to disburse college funds within the framework provided by the university.
He/she shall keep the official financial records of the college and shall report at the beginning of each semester on the college's finances at Cabinet meetings. In addition, he/she will pass these records along to the subsequent treasurer in order to establish a history of Brown College Funds.
He/she shall prepare the college budget, in consultation with the Executive Cabinet, for
presentation to the Cabinet for its vote of approval at the first cabinet meeting in the Fall semester.
He/she will be responsible for training the subsequent treasurer and maintaining continuity until the new treasurer receives access to Brown funds.
Section E: Secretary
The Secretary shall be an incoming sophomore, junior, senior, or fifth year. The Secretary shall not be exempt from the bump. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
He/she shall be responsible for the preparation, recording, distribution, and safekeeping of the minutes of all-college and Cabinet meetings. He/she shall also make abstracts of all closed Cabinet meetings known to the entire college.
He/she shall be responsible for the semi-weekly preparation and distribution of announcements from Brown College and other student organizations, and the advertisement of cabinet meetings.
He/she shall maintain the official college records.
Section F: Floor Representatives
There shall be one floor representative for each tower floor, and one floor representative for each new wing floor, for a total of ten floor representatives. Each representative shall be elected by the current members of his/her respective floor or otherwise specified constituency during the fall elections. Each shall be an incoming sophomore, junior, senior, or fifth year-in the case that no upperclassman files a petition for the position, a new student may run.
They shall be responsible for seeking out the opinions of their constituents by holding meetings between Cabinet meetings and for representing these opinions at the Cabinet meetings.
They shall be responsible for handling the budget allotted to them by the Treasurer as approved by the Cabinet.
They shall be members of the Housing and Residence Council and responsible for those responsibilities assigned to them by the Executive Cabinet and outlined in the by-laws.
Section G: Off-Campus Representatives
There shall be three off-campus representatives selected from those college members not resident in the college building. The representatives must live off-campus for the entire duration of their term. If a representative moves back on-campus, then an election must be held for their replacement. The off-campus representatives shall be elected by the current off-campus members during the fall elections. Each shall be a returning sophomore, junior, senior, or fifth year-in the case that less than three upperclassmen file a petition for the position, new students may run.
They shall assess the opinions of the off-campus members and act as liaison between them and the college government.
Section H: New Student Representative
The New Student Representative shall seek out the opinions of the first-year college members and shall represent these opinions in Cabinet meetings. The representative shall be a non-voting member of the Cabinet for the first semester of their term; thereafter, they shall have the right to vote. The first-year members of the college shall elect him/her in the fall elections.
He/she shall encourage the participation of new college members in the activities of the college, and shall maintain a record of those new students who have completed their required service points as outlined in the by-laws. He/She shall inform the IVP of each new student’s standing prior to room draw.
Section I: Student Association (SA) Senator
The SA Senator shall be an incoming sophomore, junior, senior, or fifth year. The SA Senator shall not be exempt from the bump. The SA Senator shall be a non-voting member of the Cabinet.
He/she shall submit a report of the activities of the SA in the week following each meeting of that body. This report shall be presented orally at Cabinet meetings and in a written report to be included in the college minutes. Two missed reports in a row or two missed reports in one calendar month shall be grounds for dismissal.
He/she, along with the college President, shall serve as liaison between the SA Senate and the college.
Section J: Rice Program Council (RPC) Representative
The RPC Representative shall be an incoming sophomore, junior, senior, or fifth year.
The RPC Representative shall not be exempt from the bump. The RPC Representative shall be a non-voting member of the Cabinet.
He/she shall submit a report of the activities of the RPC in the week following each meeting of that body. This report shall be presented orally at Cabinet meetings and in a written report to be included in the college minutes. Two missed reports in a row or two missed reports in one calendar month shall be grounds for dismissal.
He/she shall serve as liaison between the RPC and the college.
Section K: Parliamentarian
The Parliamentarian shall be an incoming sophomore, junior, senior, or fifth year. The Parliamentarian shall not be exempt from the bump. The Parliamentarian shall be a non-voting member of the Cabinet.
The President shall appoint the Parliamentarian before changeover, but his/her appointment is subject to the approval of the new full Cabinet. The President is obligated to appoint a Parliamentarian with a strong working knowledge of Robert's Rules of Order.
He/she shall advise the cabinet on issues of Constitutional interpretation and issue a preliminary ruling on any questions. He/she shall also be the authority on all parliamentary rules and procedure.
He/she shall be responsible for maintaining records of and publishing the text of the Constitution, Constitutional Amendments, by-laws, and all other college policies.
The ruling of the Parliamentarian on a question of Constitutional interpretation may be overridden by a majority vote of the Court after a public hearing. The ruling of the Parliamentarian on a question of procedure may be overridden by a two-thirds vote of the Cabinet.
The Parliamentarian shall assure that announcements are conducted in a timely manner at Cabinet.
He/She shall not hold an additional position within the Cabinet that is a voting position.
All officers of the Court shall fulfill the requirements spelled out for their office below and in the Judicial Code; they shall be elected as specified in the by-laws and below. After the election of the five court members, the outgoing court members shall confer with the new court and advise its members of the responsibilities and duties of the Court. The court is required to convene at least twice a semester.
All positions of the court shall be held by only one person.
Section A: Chief Justice
The Chief Justice shall be an incoming junior, senior, or fifth year. The Chief Justice must live on campus the fall and spring semester of the academic year following his/her election; the Chief Justice must also live on-campus for Orientation Week.
The Chief Justice shall be elected directly by the members of the college. The Chief Justice may not also be the Recording or Parking Justice.
The Chief Justice shall be required to attend Cabinet meetings only when the discussion of a disciplinary matter involving the college and an offender is on that meeting's agenda.
Section B: Recording Justice (Secretary)
The Recording Justice shall be an incoming sophomore, junior, senior, or fifth year. The Recording Justice shall not be exempt from the bump. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
Both outgoing and incoming courts shall elect one of the incoming members the Recording Justice. Those who are serving a second consecutive term shall have only one vote. In the event the number of members voting is even, the outgoing New Student Representative shall have a vote. In the event that the outgoing New Student Representative is a justice on the incoming court, each member (outgoing and incoming) of the court shall have one and one-half votes. The Recording Justice may not also be the Chief or Parking Justice.
He/she shall be responsible for the preparation, recording, distribution, and safekeeping of the minutes of all Court meetings. He/she shall also make abstracts of all Court meetings known to the entire college.
Section C: Parking Justice
The Parking Justice shall be an incoming sophomore, junior, senior, or fifth year. The Parking Justice shall be selected by Court members from their own membership via the same procedure as the Recording Justice, but must be a justice who will be living on campus for all semesters of their term. In the event that all of the justices have been bumped off campus, the single justice of their choosing shall be granted on campus housing; the Parking Justice may not also be the Chief or Recording Justice.
He/she shall be responsible for the enforcement of parking rules in all college lots.
He/she shall be responsible for the sale and distribution of resident lot parking stickers to those students deemed eligible by the Cabinet.
He/She shall be the liaison to the Rice University Police Department on all parking matters.
Section D: Additional Justices
Two additional Justices shall complete the voting membership of the Court. Each shall be a returning sophomore, junior, senior, or fifth year. The Justices shall not be exempt from the bump. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
Section E: New Student Representative
The New Student Representative shall be a non-voting member of the Court. The first-year members of the college shall elect him/her in the fall elections.
Section F: Restrictions
Members of the Court may not be members of the Cabinet during their term of office. Maximum tenure is two years total, not including service as New Student Representative.
Members of the court may not be members of the Elections Committee. If any court members are running for election they shall be removed from judiciary proceedings should an election problem occur.
Section A: Initiative
A petition of ten percent of the college membership, presented to the President, requires the Cabinet to discuss and take action on a specific issue.
Section B: Referendum
A referendum on any action of the Cabinet may be called for by a majority of that body or by a petition of ten percent of the college membership presented to the President. The decision of the majority of those college members voting-which must be equal to or greater than thirty percent of the college membership-on the referendum is binding on the Cabinet.
Section C: Recall
A referendum for the recall of a member of the government, a coordinator, or any ad hoc or standing committee chair may be called for by a majority of the Cabinet or by a petition, presented to the President, of ten percent of the college membership. The decision of the majority of those college members voting-which must be equal to or greater than thirty percent of the college membership-on the recall referendum is binding on the Cabinet and the subject of the recall. A new election will be held or a new appointment will be made for the position if the recall referendum is successful; the recalled may stand again for election/appointment should he/she choose to do so.
Section D: Impeachment
A member of the college government, a coordinator, or any ad hoc or standing committee chair may be impeached for failure to carry out the responsibilities and duties of his/her office. A majority vote of the body of which the subject of the impeachment attempt is a member or a petition, presented to the President, of twenty-five percent of the college membership shall be required to impeach. In the case of an Executive Cabinet member being the subject of an impeachment attempt, a majority of the voting Cabinet in its entirety, excluding the member being impeached, or the above detailed petition is necessary to impeach.
The Executive Cabinet and Court sitting in joint session shall try all impeachments. The Chief Justice shall chair said tribunal; in the case where the Chief Justice is the subject of the impeachment, the chair would pass to the President. A two-thirds vote of this body shall be required to convict and remove from office the impeached. A convicted member of the college government is forever banned from holding any office or position in the college.
Amendments to the Constitution may be proposed by a majority vote of the Cabinet or by a petition, presented to the President, of fifteen percent of the college membership. A two-thirds majority of those college members voting-which must be equal to or greater than thirty percent of the college membership-is required to enact amendments to the Constitution.
Brown College Constitution Committee; January 17, 2010
A two-thirds vote of the Cabinet is required to pass, amend, or revoke any portion of the by-laws.
A proposal to suspend a portion of the by-laws (except for those deemed not open for suspension) may be made by any Cabinet member or by a petition signed by fifteen-percent of the College membership. The Cabinet member proposing the suspension may not be directly affected by the suspension. This suspension must pass by a two-thirds vote of the Cabinet.
Section A: Cabinet Meeting Rules
The minutes of all meetings of the Cabinet shall carry the time, day, date and place of the next regularly scheduled meeting.
Twenty-four hour notice of any non-scheduled meetings should be given to all members of the Cabinet, including a reason for the meeting. The person(s) requesting or organizing such a meeting shall be held responsible for notifying members and publicizing such a meeting by email, posted notices and any other means necessary to secure all members’ attendance. If all members of the Cabinet cannot be contacted twenty-four hours before such a meeting, resulting in the absence of any of the members, a three-fourths majority vote of the full Cabinet, not the quorum present at the meeting, shall be necessary for any decision to be made.
The ruling of the Parliamentarian, based on his/her reading of Robert’s Rules of Order, shall be the authority for parliamentary decisions.
No Cabinet member shall miss a meeting without a proxy. Extraordinary circumstances will be considered. Only the electing body may remove a member for these violations.
Section B: New Students Meeting
The President, Internal Vice-President, External Vice-President, Committee Chairpersons, and Coordinators shall meet with the new students at the beginning of the fall semester to encourage participation by the incoming students.
Section C: Floor and Off-Campus Meetings
Floor and Off Campus representatives shall continue Cabinet discussions and obtain the opinions of their constituencies through Floor and Off Campus meetings held between Cabinet meetings.
The Chairperson(s) of the Election Committee shall be in charge of all elections and election procedures. The Chairperson(s) shall field all initial inquiries regarding the process. The Parliamentarian and Internal Vice-President shall address any remaining queries or complaints.
Section A: Candidacy
Each candidate for office in Brown College must file a petition with the Chairperson(s) of the Election Committee at least five days before the election stating that he/she has read and understood the Constitution and By-Laws of Brown College. This deadline may be changed by Cabinet if necessary. Petitions must have twenty-five signatures of college members. Those running for Floor or Off-Campus Representative shall turn in a statement to the same effect, but without the twenty-five signatures.
Section B: Publicity
Election and referendum publicity is the responsibility of the Election Chairperson(s) and the Secretary. Elections should be announced to the college two weeks prior to voting in order to provide ample time for publicity. The only means by which college members can campaign shall be limited to the blurbs submitted to the Elections Committee, along with campaign statements and speeches for select positions. Blurbs are defined as 8 1/2 x 11 sheets of paper and the
Elections Committee reserves the right to not post inappropriate or offensive blurbs. All candidates, with the exception of Floor, and Off-Campus Representatives, New Student Representatives to the Cabinet and Court and Court Justices, shall also have the right to make campaign speeches and submit a campaign statement to the Elections Committee. Campaign statements can be up to 200 words and should only include the candidate's qualifications and goals. The Elections Committee shall compile these statements and display them alongside the blurbs and ballot box, as well as distribute them via e-mail to the college.
Section C: Election Schedules
Sub-Section One: Spring Elections
The Cabinet shall determine election dates at the recommendation of the Elections committee Chairperson(s); it is strongly recommended that the first round of elections take place in the first two weeks of February. The election for President and Chief Justice shall be held first, at least one week before the second spring election. Nominations for awards will be held at the same time as the first election. During nominations, a list of all associates, their positions and departments shall be posted at the ballot box.
At least one week after the first election, elections for the remaining Executive Offices (IVP, EVP, Secretary, and Treasurer), Coordinators (Social, Cultural, and Associates), SA Senator, RPC Representative, Honor Council Representative, University Court Representative, and College Court shall be held. Voting for awards will be held at the same time. Voting for class awards (i.e. Outstanding Freshman) shall be restricted by class.
Sub-Section Two: Fall Elections
Within a month of the first day of classes, the following elections shall be held: Floor, At-Large, and Off-Campus Representatives; the New Student Representative to the Cabinet and Court; and re-elections to fill vacancies in the government. Voting for the New Student Representatives to the Cabinet and Court shall be restricted to first-year members of the college.
Sub-Section Three: Vacancies
In the case of a vacancy, except in the office of President, an election shall be held to fill the open position within three weeks, in accordance with the election rules outlined below. In the interim a member of the Executive Cabinet shall fill the vacancy. In the case of a vacancy in the presidency, the Internal Vice-President shall assume that office. His/her office will then be filled as outlined here.
Section D: Ballots & Balloting
Candidates shall be listed on the ballot in a random order. The number of write-in spaces available should equal the number of people to be elected. Only one candidate can be written in per write-in space.
Voters will sign a statement saying that they have voted only once. Polls shall be open in the Brown Lobby or Commons from 9:00 a.m. until 7:00 p.m. and must be manned by a designate of the Elections Committee. No candidate shall man the ballot box! Explanations of the alternative vote and the cumulative vote must be available at the ballot box.
Section E: Tabulation of Results
Immediately after the polls close, votes shall be counted by members of the Election Committee as designated by the chairperson(s) of the committee. At least three people, Election Chairperson(s) included, not running in the election must be present when the votes are counted, and they shall affix their signatures to the results of the election.
Sub-Section One: Multiple-Position Elections
In elections where more than one person is to be elected (i.e., Court or Off-Campus Representatives), the cumulative vote shall be used. Voters shall have as many votes as positions available. Voters are free to distribute their votes in gradients of one vote, so long as the total does not surpass the allowed number of votes. In the case of invalid distribution (i.e. 1.25 votes for a candidate or five votes cast in a four person race), the ballot is declared spoilt. A majority of votes is not required for victory, rather the candidate with the highest number of votes is declared elected and so on, until all seats are filled.
Sub-Section Two: Single-Position Elections
For all elections in which there is a single position, the alternative vote shall be used. Voters may vote for as many candidates as they wish, in order of preference (l for first choice, 2 for second, etc.), including write-in candidates. A majority is defined as fifty-percent-plus-one of the total nonspoilt ballots plus the number of discrepancies. Results shall be tallied in the following manner:
Section F: Discrepancies & Spoilt Ballots
The number of discrepancies is defined to be the difference between the total number of ballots and the total number of people signing the election sign-up sheet. If at any stage during an alternative vote redistribution, the number of discrepancies is greater than the margin between the candidate to be eliminated and the next highest candidate, the race shall be rerun between all candidates left at this stage (excluding any who might have been previously eliminated).
An alternative vote ballot is declared spoilt when more than one candidate is selected in the current distribution! A cumulative vote ballot is declared spoilt when an invalid distribution or total number of votes occurs.
Section G: Approval & Announcement of Results
The Court, at the request on any college member, may examine the ballots and vote tabulations before the election is approved. Only the Chief Justice, Parliamentarian, the Elections Chairperson(s), and those affixing their signatures to the results may be present at the examination and recount.
Ballots shall be kept until the election is approved by the outgoing Cabinet.
All candidates for an office shall be informed of the results before they are posted for the general public. Only the final results of an election, and not the actual vote distribution, shall be made public. This by-law is not open to suspension.
Section A: Social Coordinator(s)
The Social Coordinator(s) shall be incoming sophomores, juniors, seniors, or fifth years. A team not to exceed three people may hold this position. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
In coordination with the External Vice-President, he/she/they shall plan and carry out the college social events, including parties, and pub night. He/she/they shall supervise and encourage informal college social activities. He/she/they shall head the social committee whose purpose is to involve college members outside the government in the planning of social events.
All Social Coordinators must be alcohol server trained before the beginning of his/her/their term.
He/she/they will be responsible for training the subsequent Social Coordinators and maintaining continuity until the new coordinators have planned a public party.
Section B: Associates Coordinator(s)
The Associates Coordinator(s) shall be incoming sophomores, juniors, seniors, or fifth years. A team not to exceed three people may hold this position. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
In coordination with the External Vice-President, he/she/they shall set up and maintain a committee to deal with the Community, Faculty and University associates. He/she/they shall be responsible for and establish policies in regard to the Associates Program. He/she/they shall be responsible for bringing new associates into the college. He/she/they shall be responsible for keeping the associates informed of college activities and University deadlines. He/she/they shall be responsible for maintaining the Buddies-Associates Program. He/she/they shall be responsible for organizing and planning semesterly Associates Nights and other events, such as receptions, dinners, and lectures, for associates and buddies. He/she/they shall also encourage the associates to become and stay involved with Brown.
Section C: Cultural Coordinator(s)
The Cultural Coordinator(s) shall be incoming sophomores, juniors, seniors, or fifth years. A team not to exceed two people may hold this position. Anyone holding the position shall receive a point bonus, to be determined in the Room Assignment Policy, in the bump.
In coordination with the External Vice-President, he/she/they shall plan and carry out a series of college-sponsored programs and activities, such as speakers, films, displays, and off-campus activities. He/she/they shall also supervise and encourage the college effort to bring people from outside the college, especially faculty members, to the College on an informal basis. He/she/they shall also assume responsibility for special projects which may come up during the year and which are not delegated to another coordinator, committee chairperson, or officer. He/she/they shall promote participation from all college members in these activities.
Section D: Orientation Week Coordinator(s)
The O-Week Coordinators shall be incoming juniors, seniors, or fifth years. All O-Week Coordinators must live on-campus the fall semester of the academic year following his/her election; at least one must live on-campus the spring semester as well. A team of two or three may hold this position. The entire team must reside in Houston during the summer preceding their term in office. This by-law is not open to suspension.
The Orientation Week Coordinators shall be selected by a committee composed of the following members:
In the event that these individuals do not constitute a seven-person committee, the committee is responsible for filling the vacant spot(s) by a unanimous vote.
The selection of an O-Week theme shall occur after the coordinators have been selected.
He/she/they will be responsible for producing the O-Week handbook; selecting advisors and coadvisors; and scheduling activities for O-Week, assigning new student rooms and roommates, and other new student affairs throughout the year.
Section A: Selection of Committee Chairpersons
The following rules shall guide the selection of committee chairpersons for the committees outlined in this Section:
Section B: Committee Membership
A committee is composed of the selected chairpersons, and those chosen to be on the committee by that chairperson. The Vice-President in charge of the committee is a member, ex-officio.
Section C: Committee Functions
All outgoing committee chairs are responsible for meeting with new chairs to discuss responsibilities and to make recommendations. At this time they will pass on the committee binder that the committee chairs shall maintain during their term.
Section A: Chair
This body shall be chaired by the Internal Vice-President who shall duly report to the Cabinet. The Chair shall coordinate and execute the freshman bump and room draw.
Section B: Membership
This Committee shall be composed of the outgoing Internal Vice-President (ex officio) and the newly elected Internal Vice-President. The President and Parliamentarian shall serve as advisors to the committee. During the school year, the committee shall be the current Internal Vice-President.
Section C: Committee Responsibilities
This body shall assign rooms and authorize room changes. The assignment of rooms in the spring for the following year shall be done in this manner: the Bump shall occur prior to Room Draw, quads shall be assigned first, no later than four weeks before the lease agreement deadline; singles shall be assigned next, no later than one week after quads are assigned, suites shall be assigned next, no later than one week after singles are assigned; regular tower rooms shall be assigned no later than one week after suites are assigned and before the lease agreement deadline. All rooms which become available during the year shall be made known to the entire college and all applications shall be considered for each room.
All complaints and applications shall be made in writing and turned in to the committee chairperson and the entire committee shall meet and discuss each question (except those involving simple, mutually agreed-upon trades which need only confirmation). A committee decision will take effect twenty-four hours after the committee has reached and published its decision. If a formal written complaint is received during that period, the committee will reconsider that decision and settle on a new solution which will be final.
All applications, complaints and committee deliberations are confidential, and members may be impeached for failure to accept this responsibility. College members should realize this and be as open as possible in their own dealings concerning room assignments.
Section A: Chair
This body shall be chaired by the Internal Vice-President who shall duly report to the Cabinet all proceedings and recommendations of the Council and shall act as a body for referral of housing and residence matters. This body shall authorize the use of Brown College facilities and reserves the right to deny its use. Signing up is a requisite to the use of these facilities.
The Chair shall be the recipient of damage bills from the University. The Cabinet shall approve payments for any and all damage bills and may, by majority vote, ask the Court to investigate any damage. The Chair may recommend that the Cabinet send specific damages to the Court.
Section B: Membership
This Council shall be composed of the Floor Representatives. There shall be one Floor Representative from each floor of the old Brown wing (seven total); there shall be one Floor Representatives from each floor of the new Brown wing (three total). Members shall serve on the Council for the entire school year.
Section C: Distribution of Responsibilities
The Internal Vice President shall distribute among the floor representatives the following duties:
Section A: Advisor Selection
Those wishing to be advisors for the following academic year should sign a list in an appropriately advertised place by a certain deadline. Those names appearing on the list shall be selected by process of interview. Interviews shall be conducted by the O-Week Coordinators. The Masters may sit in on interviews to oversee the interview process. It is suggested that each interview take no longer than fifteen minutes and all interviews (combined) no longer than one week. A minimum of two coordinators must be present at each interview. Following the completion of the advisor interviews for all interested parties, coordinators shall then select advisors. Those chosen can not be on scholastic or disciplinary probation. Posting alternates will be optional. There will be a minimum of ten advising groups each consisting of two advisors and one co-advisor from one of the other colleges. There must be at least one male and one female in each advising group.
All members of the college are eligible to advise except: O-Week Coordinators, graduate students, and students on academic or scholastic probation. Chosen advisors who are found to be on probation during the summer must resign their position as advisor, and will be replaced by an alternate. The same standards apply to co-advisors not from Brown.
Section B: O-Week Residence
Only those persons appearing on the list compiled by the O-Week Coordinators and approved by the Masters may reside on campus during O-Week. No one may receive keys to Brown until they pay college fees and take up official residence there. Persons not appearing on this list may not receive keys to Brown and may not move their personal belongings into the college until the Saturday after O-Week. In case of on-campus Brown members advising at other colleges, they may store their belongings at Brown during O-Week, specifically in their assigned rooms subject to said rooms’ occupation during the duration of O-Week.
Section A: Faculty Associates
Faculty associates will be selected for a three-year renewable term in the spring of each year following the election of the new Cabinet. Nominations shall be made by the college-at-large and turned in to the Associates Coordinator(s).
The coordinator(s) will list the nominees in order of preference and give this list to the Master of the College for the Associates draw. Both the associate and the Associates Coordinator(s) will have the option of continuing or discontinuing the associateship at any time. The recommendation of the coordinator(s) in regard to the status of an associate will be made known to the Master.
Section B: Community Associates
Community associates will be selected for a two-year renewable term in the spring of each year following the election of the new Cabinet. Nominations shall be made by the college-at-large and turned into the Associates
Coordinator(s). The coordinator(s) will then follow up as they see fit. After two years, their associateship will be reviewed by the Associates Coordinator(s). Both the associate and the Associates Coordinator(s) will have the option of continuing or discontinuing the associateship at any time. The recommendation of the Associates Coordinator(s) in regard to the status of an associate will be made known to the Master.
Section C: University Associates
University associates will be selected for a one-year renewable term in the spring of each year following the election of the new Cabinet. After one year, their associateship will be reviewed by the Associates Coordinator(s). Both the associate and the Associates Coordinator(s) will have the option of continuing or discontinuing the associateship at any time. The recommendation of the Associates Coordinator(s) in regard to the status of an associate will be made known to the Master.
Section D: Resident Associate and Master
In the event that a new Master or Resident Associate is needed for the College, a committee shall be formed during the last Fall semester of the Masters’ or RAs' term to conduct a search for their replacement. The committee, chaired by the External Vice-President, shall consist of the new President, four class representatives to be elected by the respective members of the freshman, sophomore, junior and senior classes as well as the Internal and External Vice-Presidents. The Committee shall be responsible for seeking out and interviewing all interested and qualified applicants for the position.
At least-five members of the committee must be present at each interview. An effort should be made to conduct all interviews within a week. When the interviews are complete, a time shall be set to rank the top three applicants. All members of the committee must be present at this final meeting. All information should be kept completely confidential before and after the decision is made. When the committee majority agrees upon a ranking of the top two candidates, the list shall be turned in to the current Masters and the President of the University for his/her ultimate selection.
In the spring of each year at Associates Night, the following awards shall be awarded.
Section A: Student Awards
There are various other awards which, from time to time, are established by friends of Brown College. Recipients of these awards will be determined by a committee selected by the Masters, the Resident Associates and the College Coordinator. This committee will be composed of the masters, resident associates, college coordinator and a minimum of 8 members of Brown College. Committee members who are eligible for an award will not participate in the decision making process for that award.
Section B: Associate Awards
Section C: President’s Awards
President’s Award. Awarded to the student(s), associate(s), or staff member(s) who have given time, effort, and support to the Brown College President during his/her term in office. Selected by the outgoing President.
To promote greater involvement, every new student at Brown will be responsible for completing two New Student credits. One credit can be earned by performing one of following:
The number of credits available for each duty shall be decided on a yearly basis by the Social Coordinators and Beer Bike committee under the supervision of the External Vice President, in order to adjust for the varying numbers of new students by year.
In order to receive a credit, new students should sign up with the appropriate committee before the day of the event. Regardless of the situation, only the pre-determined number of credits can be given out (If one student helps to set up a party for 3 hours but all the credit spots have already been signed up for, they cannot receive a credit.)
If a new student has a problem being involved in the activities associated with these requirements, they should contact the External Vice President for alternative options.
If a student signs up for a party shift and does not show up, they will not receive a credit and will be required to complete an extra credit (3 total credits after one offense). If they find a replacement to work their shift, they will not earn a credit but will not be required to complete an extra credit. Their replacement will earn a credit.
If a student fails to complete the two credit requirement by the end of the year, If a student fails to complete the two credit requirement by the end of the year, they will lose their right to their room on campus and will be asked to find housing off-campus. They will go to the bottom of the waiting list. The cut-off for new student points will be determined by the Internal Vice President but will be before the University date to submit the Housing list, so that no student pays a fine for this reason.
Only the Social Coordinators, Beer Bike Coordinators and External Vice President will be able to approve completed credits. They will be responsible for submitting a list of completed credits after each event to the New Student Representative.
The New Student Representative will keep a log of all new student credits. Furthermore, the New Student Representative should encourage and remind new students to complete their credits. A list of new students who have not completed their credits will be submitted to the Internal Vice President and the College Coordinator prior to room draw.