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Up ‘til Dawn Constitution

ARTICLE I. NAME 

 

The name of this organization shall be Up 'til Dawn, which is a registered trademark of St. Jude Children’s Research Hospital.

 

 

ARTICLE II. OBJECTIVES, PURPOSE, AND GOALS 

 

Up 'til Dawn has the following objectives, purposes, and goals:

1. To unite College of St. Benedict / St. John’s University campus in an effort spearheaded and led by College of St. Benedict / St. John’s University student body.

2. To raise much needed dollars for the children of St. Jude Children's Research Hospital.

3. To promote the value of service learning to all students at the College of St. Ben’s / St. John’s University.

4. To provide students the opportunity to accumulate valuable, practical knowledge through their Executive Board planning and program execution work.

 

 

ARTICLE III. MEMBERSHIP 

 

Section A. Membership and participation in Up 'til Dawn is open to all students at the College of St. Benedict / St. John’s University.

 

Section B. Associate members may include faculty, alumni, staff, and community members, such as liaisons with St. Jude Children's Research Hospital.

 

 

ARTICLE IV. EXECUTIVE BOARD 

 

Section A. The Executive Board must be comprised of students at College of St. Benedict / St. John’s University who are taking at least six (6) semester hours during the fall and spring semesters of their tenure. These students must maintain a minimum of a 2.0 cumulative grade point average.

 

Section B. The Executive Board shall be comprised of the following ten (10) positions:

1. Executive Director

2. Public Relations Director

3. Logistics/Planning Director

4. Morale Chairperson

5. Entertainment Chairperson

6. Fundraising Chairperson

7. Public Relations Chairperson

8. Public Relations/ Teams Chairperson

9. Sponsorship Chairperson

10. Teams Chairperson

11. Finance Chairperson

12. Catering Chairperson

 

Section C. Ex-official members of the Executive Board include the St. Jude liaisons and the College of St. Benedict/ St. John’s University Faculty Advisor of Up ‘til Dawn.

 

Section D. The Executive Board will be selected by the following process:

1. The applications for Executive Director will be available immediately following the Finale Event. Applications for the Executive Director shall be due no later than two (2) weeks immediately following the Finale Event.

2. The Executive Director will be chosen through an application/interview process which will be conducted by the Up ‘til Dawn Executive Director from the previous year and St. Jude.

3. Prefer that Executive Director applicants have served on the Executive Board the previous year. This does not guarantee that the Director will have served on the board.

4. The newly selected Executive Director will then accept applications for a two (2) week period for the remaining Executive Board positions.

5. The remaining Executive Board vacancies will be filled through an application/interview process which will be conducted by the Up ‘til Dawn Executive Director and St. Jude Representative.

6. The newly selected Executive Director, the Executive Director from the previous year, and the St. Jude Representative have the option of interviewing all applicants for the remaining vacancies on the Executive Board or may pre-select applicants to be interviewed for the vacancies.

 

Section E. In the event of a vacancy in the Executive Board, the vacancy shall be filled in the following manner:

1. The position of Executive Director will be filled within the immediate two (2) weeks following the vacancy by an application/interview process which will be conducted by the Up ‘til Dawn Faculty Advisor and St. Jude Representative. This position is open to all students at College of St. Benedict/ St. John’s University, including current Executive Board members. Should the Assistant Director apply for the vacancy, the Up ‘til Dawn Advisor will appoint another Executive Board member to participate in the selection process for the Assistant Executive Director.

2. All other vacancies on the Executive Board will be filled within the immediate two (2) weeks following the vacancy by an application/interview process which will be conducted by the Executive Director and the Up ‘til Dawn Faculty Advisor. All other members of the Executive Board have the option of taking part in the application/interview process.

3. No member of the Executive Board may apply for another vacancy on the Executive Board other than Executive Director.

 

Section F. Should a member of the Executive Board not fulfill his/her assigned duties in a prompt, competent manner or fails to meet the required guidelines, the following procedures will be enacted:

1. Any Executive Board member may be relieved of his/her duties by a two-thirds (2/3) majority vote of the remaining Executive Board.

2. Any Executive Board member who has been relieved of his/her duties may submit a written appeal to the Up ‘til Dawn Faculty Advisor within two (2) days following the notification of his/her dismissal. The Up ‘til Dawn Faculty Advisor will call a meeting of the Executive Board within one (1) week of the appeal submission. A two-thirds (2/3) majority vote of the Executive Board will either deny or sustain the appeal.

 

 

ARTICLE V. DUTIES OF THE EXECUTIVE BOARD

 

Section A. Each Executive Board member shall:

1. Submit weekly reports to the Assistant Director summarizing their accomplishments from the past week, listing their goals for the upcoming week, and containing any other information pertinent to his/her particular position.

2. Be responsible for thoroughly training the newly selected student for his/her previous position within two (2) weeks immediately following the selection.

3. Be responsible for recruiting teams to participate in the Up ‘til Dawn program at CSB/SJU.

 

Section B. The Executive Director shall:

1. Preside over all meetings of the Executive Board.

2. Be responsible for coordinating the selection process for the other Executive Board positions.

3. Be responsible for leading the Executive Board throughout the planning and the execution of the program.

4. Maintain a complete and up-to-date file which should include the following:

a. Current Up ‘til Dawn Constitution.

b. Current copy of overall budget and individual budget for each committee.

c. All weekly reports submitted to the Assistant Director.

d. Current correspondence and materials received from St. Jude and other programs.

e. Any other correspondence or records pertaining to the duties of this position.

f. Current copy of soft credit report.

5. Be responsible for maintaining contact between the Executive Board and the St. Jude liaisons.

6. Perform all duties of the Assistant Director in his/her absence or inability to serve, or at his/her call.

7. Delegate responsibilities of a chairperson to other members of the Executive Board in his/her absence, inability to serve, or at his/her call.

8. Develop an overall budget for the entire program and keep close track of spending.

9. Perform all other duties as they may arise pertaining to this position.

 

Section C. The Assistant Director(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for the management of the Up 'til Dawn official headquarters.

3. Obtain and maintain all supplies used in coordination with all events and the Executive Board.

4. Keep full minutes of all Executive Board meetings and record all actions taken by the Executive Board.

5. Maintain a complete and up-to-date file which should include the following:

a. Records of all Executive Board members' weekly reports.

b. Records and minutes of all Executive Board meetings.

c. Current copy of individual budget.

d. Records of all registration materials.

e. Current telephone and address directory consisting of all Executive Board members, committee members, participants, advisors, and St. Jude liaisons.

f. Any other correspondence or records pertaining to the duties of this position.

7. Perform all duties of the Executive Director in his/her absence, inability to serve, or at his/her call.

8. Perform any such duties as may be assigned or that pertain to this position.

 

Section D. The Morale Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Work with PR Team Chairperson to coordinate informational presentations to College of St. Benedict/St. John’s University clubs and organizations to recruit participants.

3. Create a "morale dance" at the UTD finale.

4. Plan and implement side events to keep the participants interested.

5. Develop a system for Team Captains to keep regular contact with their teammates.

6. Maintain a complete and up-to-date file which should include the following:

a. Records and minutes of all Committee meetings.

b. All weekly reports given to the Assistant Director.

c. Any other correspondence or records pertaining to the duties of this position.

7. Perform any such duties as may be assigned or that pertain to this office.

 

Section E. The Entertainment Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for coordinating all entertainment and music (i.e Tv’s, computers, microphones, stages, ect.)

3. Be responsible for planning and securing the location for the Finale Event and all other events and activities.

4. Work to obtain prizes and provide incentives for the participants.

5. Maintain a complete and up-to-date file which should include the following:

a. Records and minutes of all Committee meetings.

b. All weekly reports given to the Assistant Director.

c. Current copy of entertainment budget.

d. Up –to-date list of contact information for entertainment businesses.

e. All contracts and correspondence with any entertainment groups.

f. Any other correspondence or records pertaining to this position.

4. Perform any such duties as may be assigned or that pertain to this position.

 

Section F. The Fundraising Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for developing and executing a fundraising strategy, including a letter-writing campaign

3. Be responsible for coordinating and executing all other fund-raising events for the program and the actual participants.

4. Maintain record of each participant’s fund-raising progress.

5. Work hand-in-hand with participants to ensure that the appropriate funds are being raised.

6. Maintain a complete and up-to-date file which should include the following:

a. Records and minutes of all Committee meetings.

b. All weekly reports given to the Assistant Director.

c. Any other correspondence or records pertaining to this position.

6. Perform any such duties as may be assigned or that pertain to this office.

 

Section G. The Teams Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Work with other Executive Board members to develop and implement a recruitment strategy.

3. Maintain a complete and up–to-date file of all participants, teams and their information.

4. Coordinate informational presentations to College of St. Ben’s/ St. John’s University/community groups and organizations.

5. Maintain a complete and up-to-date file which should include the following:

a. Records and minutes of all Committee meetings.

b. All weekly reports submitted to the Assistant Director.

c. Any other correspondence or records pertaining to this office.

6. Perform any such duties as may be assigned or that pertain to this office.

 

Section H. The Public Relations/Teams Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for coordinating a relationship between the patients of St. Jude, the Executive Board, and the participants.

3. Work with the Communications Department at ALSAC/St. Jude to coordinate patients attending events and sharing their story.

4. To assist in motivating the participants and educating them about St. Jude Children's Research Hospital.

5. Work with PR Chairperson on drafting campus-wide and participant e-mails.

6. Set-up and maintain club website.

7. Maintain a complete and up-to-date file which should include the following:

a. Records and minutes of all Committee meetings.

b. All weekly reports submitted to the Assistant Director.

c. Any correspondence between patients, St. Jude, participants, and Executive Board.

d. Any literature or information useful in the education of the participants.

e. Any other correspondence or records pertaining to this position.

5. Perform any such duties as may be assigned or that pertain to this office.

 

Section I. The Public Relations Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for all publicity for the program, which shall include, but not be limited to, designing and distributing brochures and other handouts, drafting campus e-mails, designing T-shirts, and securing coverage from the Record.

3. Be responsible for working with the Fundraising Chairperson and the Sponsorship Chairperson in order to properly publicize all sponsors and donors.

4. Work closely with Student Activities with policies and produres for advertising on campus.

5. Maintain a complete and up-to-date file which should include the following:

a. Reports and minutes of all Committee meetings.

b. All weekly reports submitted to the Assistant Director.

c. Any other correspondence or records pertaining to this position.

6. Perform any such duties as may be assigned or that pertain to this position.

 

Section J. The Sponsorship Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for soliciting corporate donations, in-kind donations, and  working with catering chairperson with the donation of all food and drinks for the Finale Event and any other events directly related to Up 'til Dawn.

3. Maintain a complete and up-to-date file which should include the following:

a. Reports and minutes of all Committee meetings.

b. All weekly reports submitted to the Assistant Director.

c. Current copy of individual budget.

d. Any correspondence and contracts with any of the sponsors.

e. Any other correspondence and records pertaining to this position.

6. Perform any such duties as may be assigned or that pertain to this office.

 

Section K. Catering Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Be responsible for soliciting corporate food donations, and the donations of all food and drinks for the Finale event and any other events directly related to Up ‘til Dawn.

3. Maintain a complete and up-to-date file which should include the following:

a. Record minutes of all Committee meetings.

b. All weekly reports submitted to the Assistant Director.

c. Current copy of clubs budget.

d. All contracts and correspondence pertinent to securing the location of the Finale Event.

e. Any other correspondence or records pertaining to this position.

4. Perform any such duties as may be assigned or that pertain to this office.

 

Section L. Finance Chairperson(s) shall:

1. Attend all Executive Board meetings.

2. Complete and maintain all monthly audits.

3. Maintain a complete and up-to-date file which should include the following:

f. Record’s and minutes of all Committee meetings.

g. All weekly reports submitted to the Assistant Director.

h. Current copy of clubs budget.

i. All contracts and correspondence pertinent to securing the location of the Finale Event.

j. Any other correspondence or records pertaining to this position.

4. Perform any such duties as may be assigned or that pertain to this office.

 

ARTICLE VI. COMMITTEES 

 

Section A The Standing Committees shall consist of the following:

1. Logistics/Planning Committee

2. Public Relations Committee

 

Section B. The Executive Board members not responsible for a standing committee have the option of forming his/her own committee.

 

Section C. Committee members may include any students at College of St. Benedict/ St. John’s University.

 

Section D. Selection of committee members will be decided at the discretion of the Chairperson with approval of the Executive Director.

 

Section E. The number of members on each committee will be left to the discretion of the Executive Director.

 

Section F. Committees will be formed during the year preceding the Finale Event. The time at which the individual committees are formed is decided at the discretion of the Chairperson and the Executive Director, taking into account the duties bestowed upon the committee.

 

 

ARTICLE VII. MEETINGS 

 

Section A. Executive Board meetings will be held in the following manner:

1. Meetings will be held weekly.

2. The time, date, and location of each meeting will be determined by the Executive Board at the beginning of each semester.

3. All Executive board meetings are MANDATORY! Three absences will result in removal from Executive Board.

4. Executive Board members must be excused by the Executive Director for any absences.

 

Section B. Committee meetings will be held in the following manner:

1. Once the committee is formed, meetings will be held weekly. The time, date, and location of each meeting will be determined by the committee at the beginning of each semester.

2. Committee members must be excused by the Executive Director and Chairperson for any absences.

3. Failure to attend a committee meeting without being excused by the Chairperson could result in the dismissal from the committee at the discretion of the Executive Director and Chairperson.

 

Section C. In order for both Executive Board meetings and committee meetings to be deemed official, a majority of the members plus one (1) must be present. This number will denote a quorum.

 

 

ARTICLE VIII. DISSOLUTION OF THE ORGANIZATION 

 

Should the dissolution of the organization occur, any remaining funds will go directly to St. Jude Children's Research Hospital.

 

 

ARTICLE IX. AMENDMENTS

This Constitution, with the exception of Article I and Article II Number 4, may be amended by a two-thirds (2/3) majority vote of the Executive Board.