Article I: Name

 

The name of this association shall be known as the American Student Dental Association Predental Chapter at Virginia Tech, hereafter referred to as "ASDA Predental at Virginia Tech" or "the Association."

 

Article II: Mission and Objectives

 

Section 1: Mission Statement of the American Student Dental Association

 

The American Student Dental Association is a national student-run organization that protects and advances the rights, interests and welfare of dental students. It introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.

 

Section 2: Objectives

 

The objectives of the ASDA Predental Chapter at Virginia Tech shall be:

 

1.     To provide programs to educate members on topics important to their career development through workshops and guest speakers.

 

2.     To provide a means by which students may participate in and communicate with the American Student Dental Association (ASDA).

 

3.     To provide opportunities for community service to benefit the greater community and embrace the university motto “Ut Prosim.”

 

4.     To provide social opportunities allowing members to grow their network of professional relationships.

 

 

Article III: Membership

 

Membership is open to all students enrolled at Virginia Tech without regard to race, religion, color, gender, sexual orientation, national origin, creed, political belief, or academic standing. To gain membership access, one must:

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1.     Pay dues as set by the executive committee each semester as outlined in Article IV and submit necessary contact information to the acting officers of the organization.

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2.     Adhere to the point system. The point system will be set and maintained each year by the association’s executive committee. Points may be accumulated through attending general meetings, social events, education workshops, and service events.

 

Article IV: Dues

 

1.     National dues shall be set by the national ASDA organization and are payable by all ASDA chapter members.

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2.     The ASDA Predental Chapter at Virginia Tech’s executive committee sets local dues payable by both ASDA Predental Chapter at Virginia Tech members and Pre-Dental Club at Virginia Tech members.

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3.     The local dues of this Association shall be payable by a date set by the executive committee each of each semester. The national dues are payable by a date set by national ASDA.

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4.     Any member whose dues are in arrears shall forfeit membership in this Association.

 

Article V: Executive Committee

 

The governing body of ASDA Predental at Virginia Tech and Predental Club at Virginia Tech is the Executive Committee. The Executive Committee shall be comprised of the following positions: President, Vice President, Secretary, Treasurer, Community Outreach Director, and Public Relations Manager. The Executive Committee has the authority to appoint members to other designated offices to fulfill the work of the chapter and club as needed.

 

 

Section I: Duties and Powers of the Executive Committee

Additional duties for officers may be assigned at the beginning of each term.

 

A. President

1)    To serve as chairperson of the Executive Committee, preside at chapter meetings and oversee all activities of the Association

2)    To appoint a member of the Association to complete the term of any vacant office with the approval of a majority of the Executive Council

3)    To carry out the affairs of the Association in accordance with this constitution

4)    Serve as the official representative of the club at meetings and other events

5)    To represent the Association and to attend the national ASDA Annual Session and other meetings in this capacity, if funds are available

6)    To submit the names of those persons comprising the Executive Committee after elections are held

7)    Schedule speakers and organize educational workshops for club members

8)    Supervise and appoint auxiliary coordinators to aid in the club’s function

 

B. Vice President

1)    To assist the President and preside at chapter meetings alongside the president

2)    To represent the Association, and to attend the national ASDA Annual Session and other meetings in this capacity, if funds are available

3)    Assist the president in the supervision and appointment of auxiliary coordinators to aid in the club’s function

4)    Organize spotlight dental school presentations for bi-weekly meetings

5)    Organize and coordinate service events or delegate this responsibility to a member (as an auxiliary position)

 

C. Secretary

1)     To take minutes at Association meetings and maintain records of all pertinent Association business

2)     To preside at chapter meetings in the absence of the President and Vice President

3)    Provide the club with weekly emails highlighting all pre-dental club events, including but not limited to educational, social and service opportunities

4)    Maintain membership records and record membership points obtained by individuals

 

D. Treasurer

1)    To act as the official custodian of the funds and accounts of the Association, and to dispense Association funds as directed by the Executive Committee

2)   To act as the official representation of the Organization within University Funding Associated Requests by completing required trainings, documentation and paperwork, and dispensing funds approved by the University back to the Organization or to the members of the Organization

3)   Create a budget using bank account balance and projected costs prior to each semester

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E. Community Outreach Director 

1)   Maintain active service projects within the Organization 

2)   Serve as a liaison to ensure the representation of the Organization at dental related volunteering, of large and small capacity

3)   Coordinate representation of the Organization at Service events associated with the University 

4)   Coordinate representation of the Organization at Service events not associated with the University 

5)   Collaborate and work with other Executive Committee Members for projects and fundraisers as seen fit 

 

F. Public Relations Manager

1)    Maintain the chapter website and social media included but limited to Twitter, Facebook, and Instagram

2)    Keep website and social media updated with meeting times and locations as well as advertising club activities and events

3)    Handle promotional and advertising events of the club

4)    Coordinate with other executive members to schedule promotional events and serve as liaison to other campus and non-campus organizations providing club information and resources

5)    Plan and coordinate social events amongst club members

 

The Executive Committee shall be elected by the membership and shall serve for one year.

 

Section II: Elections

 

1.     Elections for offices will be held in April. Elected positions include: President, Vice President, Secretary, Treasurer, Community Outreach Director, and Public Relations Manager.

 

2.     Candidates for office must announce their intent to run one week prior to the election and have the option to run for up to two positions.

 

3.     Candidates for all offices must be Virginia Tech students, maintain a 3.20 GPA, be in good standing (academic, student conduct, and university), and current predental members of ASDA.

 

4.     Only rising seniors who have been a member of the club for a minimum of one year may run for the position of President. All other candidates must have been a member of the club for a semester.

 

5.     Leaders may hold no more than one elected chapter position during the term of office.

 

6.     Elections are held by secret ballot after each candidate gives a brief speech. The candidate achieving the most votes for each position shall be declared the winner. If a candidate wins two positions, they may choose their preferred position. The second place person for the other position will then be elected to that position. In case of a tie, an online vote will be held to break the tie.

 

7.     Eligible voters are all club and chapter members who are present during the specified time for chapter elections.

 

Article IV: Unexpired Terms

 

1.     In the event of a vacancy, Vice President, Secretary, and in the order listed previously, will succeed the President for the remainder of the unexpired term. The resulting Executive Council vacancy shall be appointed by the new President, with majority approval by the Executive Council.

 

2.     All other officer and committee vacancies will be filled by appointment by the President with majority approval of the Executive Council.

 

3.     All replacement appointments will end at the conclusion of the unexpired term.

 

Article V: Removal from Office

 

1.    An officer can be removed from office for:

A. infringement on any article of this constitution

B. commitment of an act discreditable to the profession of dentistry

C. failing to fulfill the duties and responsibilities of the position specified in the ASDA Predental Chapter at  Virginia Tech  Constitution and Bylaws or in the official position description

 

2.    Any of the following conditions must be met to remove an officer from office:

A.  three instances of unexcused absences from official business meetings of the Association

B. three instances of failing to submit necessary materials to the ASDA national central office

C. misappropriating chapter funds

D. neglecting duties outlined in these Constitution and Bylaws or as stated in the official position description

 

3.    If any of the above conditions exist, the removal procedure is as follows:

A.  notification and counseling: the person will be given the opportunity to resign or meet specific requirements to fulfill his or her duties as determined by the Executive Committee

B.  probationary period of 30 days to correct the problems and complete unfulfilled duties, after which time the officer will receive written notification of removal from office

C.   three-fifths majority vote of the Executive Council is required for removal from office.

 

Article VI: Amendments

 

The Constitution and Bylaws may be amended at any meeting of the Association at which a quorum is present by a two-thirds majority of the votes cast, when the proposed amendment is submitted in writing to an Executive Council officer five days prior to the Association meeting. Once the proposed amendment is introduced there should be a one month lay over period before any voting occurs. A quorum shall consist of no less than 50 percent of the membership at large.

 

Article VII: Meetings

 

The Association must conduct an official business meeting at least every other week during the academic year, which shall be open to all members. Special meetings of the Association may be called by the President. The Secretary shall be responsible for distributing meeting agendas, if applicable, as well as notifying members of unscheduled meetings. Club meetings will be canceled in case of unsafe conditions if afternoon/evening classes are canceled the day of the meeting, if classes are canceled all day the day of the meeting, or if morning classes are canceled the day after the meeting. The club president may also decide to cancel meeting due to unsafe conditions if he or she sees fit.

 

 

CONSTITUTION DECLARATION

 

            THE UNDERSIGNED hereby confirms that attached hereto is a true and correct copy of the Constitution of the ASDA Predental Chapter at Virginia Tech. The Constitution was adopted on May 9, 2017.

 

       Officer Name: Fawzi, Nada

       Officer Title: 2018-2019 President

                                                                                            Date: June 4, 2018