CUGA Handbook

Constitution

Constitution of the Clemson University Guide Association

The Clemson University Guide Association, founded 1984, is a select group of students who serve the University as goodwill ambassadors to campus, providing a variety of educational and public relations services.

Article I. Name
Section A. The purpose of this organization shall be:
1. To provide guided walking tours, special group tours, and driving tours and other related services which promote pride and an increased understanding of Clemson University to the people of South Carolina and the many other campus visitors.
2. To hold scheduled meetings for guides that ensure that they receive updated and accurate information.

Article II. Membership and Dues
Section A. Membership Selection
1. A formal interview and application review.
2. A trial tour.
3. Completion of a semester-long training program:
a) New Members are potential tour guides who are in the process of completing training.
b) Membership status is not given until completion of the semester training requirements.
Section B. Membership Responsibilities
1. Attend bi-monthly meetings, held on alternating Sundays in the Visitors Center.
2. Attend scheduled or volunteered events as a tour guide or escort.
Section C. Membership Status Defined
1. Active. Those members who meet the criterion outlined in SECTION B.
2. Inactive. Those members who do not give tours or attend meetings.
a) Granting Procedure.
1) Inactive status is granted for one semester due to academic work, job related work or personal reasons.
2) If the guide has co-op or internship responsibilities, the inactive status may be granted for one semester or more.
3) In each case, a written request must be made to the President.
4) The requester, President, and Staff Advisor will meet to discuss the request if problems arise.
b) Procedure for Returning to Active Status.
1) The inactive member must read all continuing education notes and articles from the semester of inactivity.
2) Must meet with the Graduate Assistant and/or Continuing Education Chairperson to go over changes in the tour procedure, Visitors Center, or University that may have occurred during the semester of inactivity.

Article III. Elected Officers
Section A. The Clemson University Guide Association shall be governed by an Executive Council consisting of no more than six elected positions, of which may include the following:
1. President
2. Vice President of Scheduling
3. Vice President of Recruitment
4. Secretary
5. Treasurer
6. Historian
Section B Elections and Service time of Officers.
1. Serve a one-year term beginning within one month of the date on which elections take place.
2. Elections shall be held no earlier than March 1.
3. An Officer Transition meeting will be scheduled within one month of the election date.
Section C The powers and duties of the elected officers are as follows:
1. President
a) Reports to the Staff Advisor.
b) Represents the Clemson University Guide Association.
c) Establishes semester or yearly goals.
d) Coordinates with the Vice Presidents on the Association’s direction.
e) Confirms the bi-monthly meeting agenda with CU Visitors Center staff advisor.
f) Suggests changes to the by-laws and Constitution as necessary.
g) Oversees and directs the responsibilities of the Executive Council.
h) Leads bi-monthly meetings.
i) Sets the agenda for each bi-monthly meeting.
j) Fills the openings for President’s Box during the fall semester.
k) Attend Executive Council meetings.
2. Vice President of Scheduling
a) Reports to the President of the Clemson University Guide Association.
b) Serves as President in the absence of the President.
c) Sets the weekly tour schedule for the entire semester for the organization by the start of the second regularly scheduled meeting of the semester.
d) Provides a tour guide availability list for each semester.
e) Leads bi-monthly Executive Council meetings.
f) Sits on the Attendance Board.
g) Assists the VP of Recruitment with training as needed.
h) Oversees committee chairperson for the Special Events committee.
i) Ensures all meeting space is clean and in order after use.
j) Edit by-laws when needed.
3. Vice President of Recruitment
a) Reports to the President of the Clemson University Guide Association.
b) Determines the need for selecting new members in both spring and fall based on tour guide numbers and graduation.
c) Organizes the interview and trial tour process for potential new members.
d) Sets the training schedule for each new member class.
e) Coordinates the training sessions and educates the new members.
f) Updates and revises the tour guides training manual as needed.
g) Oversees the committee chairperson for the Membership Committee.
h) Attends bi-monthly Executive Council meetings.
4. Secretary
a) Reports to the President of the Clemson University Guide Association.
b) Records attendance at bi-monthly meetings, including excused and unexcused absences.
c) Sits on the Attendance Board.
d) Write minutes for all meetings and Executive Council meetings.
e) E-mails all minutes for all regularly scheduled meetings within one week of the meeting.
f) Fills all Special Tour requests at the bi-monthly meetings.
g) Attends bi-monthly Executive Council meetings.
5. Treasurer
a) Reports to the President of the Clemson University Guide Association.
b) Determines the financial needs of the CUGA on an annual basis with the Staff Advisor and President.
c) Constructs a yearly budget in conjunction with the Visitors Center based on reports from each Executive Member on projected expenses.
d) Maintains checking account.
e) Write all checks and receipts.
f) Attends bi-monthly Executive Council meetings.
6. Historian
a) Reports to the President of the Clemson University Guide Association.
b) Records and tracks functions of the CUGA.
c) Catalogues the CUGA events using the scrapbook and photograph albums.
d) Source of knowledge for historical and statistical questions by members by reading reference texts about Clemson University.
e) Serves as reference for Membership Committee to educate members.
f) Oversees Continuing Education committee.
g) Attends bi-monthly Executive Council meetings.
Section D. Election Procedures
1. Nominations shall be taken at the third to the last regular meeting of the spring semester and will be taken up until the time of election.
a) Call for nominations by office.
b) Confirm acceptance by nominated individual.
2. Elections shall be called by the President during the second to the last regular meeting of the spring semester.
a) Candidates for specific office should make a statement/speech to CUGA.
b) Call for elections on specific office.
3. Ballot Procedures
a) Elections shall proceed in the following order:
1) President
2) Vice President of Scheduling
3) Vice President of Recruitment
4) Secretary
5) Treasurer
6) Historian
b) Only members who are currently not under review or restriction by the Attendance Board may vote.
c) New Members are allowed to vote on business items, which includes new officer selection.
d) Secret ballots should be collected by the Graduate Assistant or the Staff Advisor.
e) The results will be announced by either the Graduate Assistant or the Staff Advisor.
Section E. Permanent vacancy of an elected office.
1. If the President position becomes vacant, the Vice President of Scheduling will succeed that person.
2. If any office other than President becomes vacant, elections will take place at the next regularly scheduled meeting.
a) Members will be notified by telephone or e-mail that the next meeting elections for that office will be held.
b) The President will summon nominations at that meeting.
c) Elections shall be by secret ballot.
Section F. Resignation
1. If any officer fails to perform the duty prescribed by Article IV, Section C of these by-laws, the officer’s resignation may be demanded by a two-thirds vote of the Clemson University Guide Association members.
Section G. Attendance Board
1. These people shall sit on attendance board:
a. Vice President of Scheduling
b. Secretary
c. Staff Advisor
d. Two members-at-large who are elected by the CUGA.
2. After missing three meetings, expulsion is suggested at the discrepancy of the board pending the controllability of situations causing meeting absences.
3. Full board must attend for membership dismissal cases.
4. The member in question will have an opportunity to speak on their behalf to the Attendance Board.
5. Majority vote of Attendance Board members rules.

Article IV. Appointed Committee Chairpersons
Section A. The Clemson University Guide Association shall have five
appointed committee chairpersons.
1. Membership Selection
2. Continuing Education
3. Special Events
4. Alumni Relations
5. Social
Section B. Duties and Responsibilities of Chairperson and their committees:
1. Membership Selection
a) Reports to the New Member Trainer.
b) Updates the membership application before the new member dropin.
c) Assists with planning and execution of the new member drop-in.
d) Updates the evaluation forms for interviewing and trial tours.
e) Updates and evaluates questions for interview process.
f) Helps with advertisement and recruitment of potential new members.
g) Reviews the new member selection process with the Vice President and makes written recommendations for the next year.
2. Continuing Education
a) Reports to the Historian.
b) Gathers and organizes new information to present to members.
c) Tests members on their knowledge of both new and old information.
d) Develops and enacts a policy for failure of testing.
e) Update training manual constantly as new information is acquired.
3. Special Events
a) Reports to the Vice President.
b) Advertises events sponsored by the CUGA.
c) Organizes and puts up the Christmas lights in Tillman Hall and Sikes Hall.
d) Plans events for the CUGA, which are deemed “special” and fall outside of the responsibility of or delegated by the Executive Council.
4. Alumni Relations
a) Reports to the Secretary.
b) Coordinates events, activities, or projects for past CUGA members.
c) Creates and publishes a bi-annual newsletter for CUGA alumni.
5. Social
a) Reports to the Treasurer.
b) Schedules spontaneous social events.
c) Submits to the Executive Council a calendar of events for the semester.
d) Organizes members into intramural teams and acts as Captain for the team.

Article V. Staff Advisor
Section A. Duties
1. Serves the Clemson University Guide Association Advisor.
2. Purchases and distributes extra clothing ordered by members.

Article VI. Meetings and CUGA Events
Section A. Regular business meetings.
1. Meet twice each month.
2. Each meeting will be held at 5 p.m. on Sunday in the Visitors Center.
Section B. Special meetings.
1. Can be called by:
a) 2/3 of members.
b) Any member of the Executive Council.
Section C. Executive Meetings.
1. Meet twice a month or as needed.
2. Meet during the week before the regular meetings or as called by the Vice President of Scheduling.
Section D. Meeting Attendance policy.
1. Each member is expected to attend all meetings.
2. Limit to missed meetings:
a) 1 missed meeting - no disciplinary action.
b) 2 missed meetings - notification from executive board member
c) 3 or more missed meetings - meeting with attendance board. disciplinary action at the discretion of the attendance board.
3. Notification of Absences
a) It is advised that teh CUGA member meissing a meeting notify the Secretary in writing by noon on the day of the meeting.
1) Notifications will be used by Attendance Board in determining disciplinary action.

Article VII. Quorum
Section A. Quorum is necessary to conduct business.
Section B. A quorum is a simple majority of 50% + 1 of:
1. Members.
2. New Members (if applicable).
Section C. Majority vote is required for:
1. Standard business items not covered in SECTION C of the Article.
2. Officer elections.

Article VIII. General Policy
Section A. Awards
1. Distinguished Service Award. Awarded annually at the Spring Banquet to one member in appreciation for his/her conscientious dedication of time, services, and abilities to Clemson University.
a) Chosen based on number of tours given, service to the CUGA, and dedication to the University.
b) The Executive Council and Staff Advisor make the decision.
2. Outstanding New Member Award. Awarded annually at the Spring Banquet to one New Member in appreciation of his/her display of exemplary service to Clemson University.
a) Chosen based on attitude and participation in new member activities.
b) The New Member Trainer and Staff Advisor make the Decision.
Section B. Membership attire for tours.
1. Regular and Special Tours.
a) Khaki dress pants/shorts depending on the weather.
b) Tour shirt (orange)
c) All clothes must be ironed and free of most wrinkles.
d) Females may wear skirts.
2. Shoes.
a) Wear shoes appropriate for the outfit.
b) Sandals for ladies are acceptable.
c) Flip-Flops are not acceptable.
d) Any tennis shoes worn must be in acceptable condition.
3. Consequences of breaking the policy.
a) Dismissal from scheduled tour.
b) Repeated violation of policy may results in dismissal from the CUGA.

Article IX. Ratification/Amendments
Section A. Creating changes to the by-laws.
1. Any Executive Council member or the Staff Advisor may recommend a change at an Executive Council meeting.
2. Members can recommend a change through an officer.
3. Every member of the Executive Council must be present for by-law change discussion.
a) If any council member cannot attend, voting privilege may be signed to another member of the council.
4. Pre-voting
a) Four of the six members must agree to the By-law change.
b) Vice President shall transcribe written changes to a typed copy.
c) A copy of proposed changes should be distributed to members at the meeting following the discussions.
d) At the meeting two weeks following the proposed amendment:
1) Discussion of changes requested by the Vice President.
2) Vote requested by the Vice President.
e) See ARTICLE IX, Section B for ratification requirements.
Section B. Two-thirds vote by the assembled CUGA members will ratify any changes in the by-laws. Voting does not have to be closed ballot.