Proposed Constitutional Changes

Jeff Roberts
DormCon R/O Chair 2001-2002
January 27, 2002
Revised February 6, 2002
Revised again February 19, 2002

This represents a rewriting of the DormCon officers section as found in the current DormCon Constitution. If approved, this language would be substituted for the entire article. However, the key point of this is to define the offices of Residence Orientation Chair and Housing Assignments Chair.

Article III. Officers

A. Overview

1. The permanent officers of DormCon shall be the President, the Vice President, the Secretary-Treasurer, the Residence Orientation Chair, the Housing Assignments Chair, and the Judicial Committee Chair. They shall be responsible for the complete and effective performance of their respective duties as prescribed below.

B. Duties of the Officers

1. President

a. The President shall be responsible for carrying out this Constitution and executing the decisions of DormCon. The President shall coordinate the efforts of DormCon members. The President shall be the chief representative of DormCon to the departments and organizations of MIT and other external organizations. The President shall schedule the times and places of DormCon meetings, and shall be responsible for notifying the voting members of DormCon of the same.^M

2. Vice President

a. The Vice President shall assist the President in the execution of the decisions of DormCon.

b. The Vice President shall serve as acting-President if the President so decides, for whatever time the President determines. The Vice President shall serve as acting-President if the President is incapacitated, or if the office of President otherwise becomes vacant.

3. Secretary-Treasurer

a. The Secretary-Treasurer shall be responsible for maintaining all DormCon records except those specifically assigned to others. The Secretary-Treasurer shall record the minutes of all DormCon meetings, and shall distribute such minutes to the voting members. The Secretary-Treasurer shall also transmit the names of all DormCon officers and voting members upon their election to the Undergraduate Association and to the Inter-Fraternity Council.

b. The Secretary-Treasurer shall keep a permanent financial record of DormCon's debits and credits. At the completion of his or her term, the Secretary-Treasurer shall make an oral report of DormCon's finances to DormCon.

4. Residence Orientation Chair

a. The DormCon Residence Orientation Chair (R.O. Chair) is the officer responsible for coordinating and overseeing all Residence Orientation (R.O.) activities. R.O. activities include: dorm events held during Orientation Week and Campus Preview Weekend; the production of dorm publications material for the RLSLP Residence Guide and the Interactive Introduction to the Institute (I3) CD-ROM; and any other communication or interaction between incoming students and dorm communities for the purpose of residence selection.

b. The R.O. Chair is DormCon's primary liason to any groups involved in R.O. on any issues related to R.O., including but not limited to: RLSLP, the Academic Resource Center (ARC), the Office of Admissions, the I3 staff, UA-CHO, IFC and Panhel. The R.O. Chair is also the primary contact for R.O. officers from individual dormitories, and is responsible for making sure that these officers receive all necessary and requested information.

c. The R.O. Chair shall assemble meetings of R.O. representatives from each dormitory when appropriate. These meetings should occur: at least once prior to Campus Preview Weekend and at least once prior to Orientation Week, to discuss schedules, policies and other issues related to those events; at least once at an appropriate time to explain the process and schedule for producing I3 and Residence Guide materials; and whenever such a meeting is requested by the Dormitory Council, another student group, or an administrative office that wishes to discuss R.O. issues of relevance to dorm communities. The R.O. Chair may invite appropriate administrators or representatives of other student organizations to these meetings.

d. The R.O. Chair is a member of the DormCon Executive Committee.

e. The R.O. Chair is a member of the DormCon Residence Orientation and Selection of Housing (ROSH) Committee, which also includes the DormCon President or Vice President, the DormCon JudComm Chair, and the DormCon Housing Assignments Chair. This committee shall continually discuss and decide upon schedules, policies, and any other issues related to R.O. activities.

5. Housing Assignments Chair

a. The DormCon Housing Assignments Chair serves as DormCon's main advocate on all issues related to the assignment of students to dormitory rooms. The general responsibilities of the Housing Assignments Chair are: to communicate with Room Assignment Chairs (RACs) from each of the dormitories; to keep RACs informed of current system-wide policies and procedures for housing assignments and potential changes in these policies and procedures; to gather feedback from RACs on housing issues; and to represent the collective interests of the RACs on such issues to DormCon and to the Housing Office.

b. The Housing Assignments Chair shall assemble meetings of RACs from each dormitory when appropriate. These meetings should occur prior to housing lotteries, to discuss system-wide assignment procedures for incoming students and house-to-house transfers, and whenever such a meeting is requested by the Dormitory Council, another student group, or an administrative office that wishes to discuss housing assignment issues of relevance to dorm communities. The Housing Assignments Chair shall also attend regular DormCon meetings and shall meet periodically with the undergraduate housing management.

c. The Housing Assignments Chair is a member of the DormCon Executive Committee.

d. The Housing Assignments Chair is also a member of the DormCon Residence Orientation and Selection of Housing (ROSH) Committee, and shall work closely with the DormCon R.O. Chair to coordinate the process of housing selection.

6. Judicial Committee Chair

a. The Judicial Committee Chair (JudComm Chair) shall be an officer and voting member of the DormCon Judicial Committee. The JudComm Chair shall assist the President and R.O. Chair in carrying out the decisions of DormCon during Residence and Orientation week.

C. Elections

1. All permanent officers shall be elected by a majority roll call vote at an official meeting of DormCon.

2. Elections for President, Vice President, Secretary-Treasurer, and JudComm Chair shall be held during the Spring term on a date determined by DormCon at least one month in advance. Elections shall proceed in the following order: President, Vice President, Secretary-Treasurer, JudComm Chair.

3. Elections for R.O. Chair shall be held during the Fall term on a date determined by DormCon at least one month in advance.

4. Elections for Housing Assignments Chair shall be held at any time the position is vacant, on a date determined by DormCon at least two weeks in advance.

D. Eligibility

1. All undergraduate residents of MIT dormitories shall be eligible to serve as officers, with the following exceptions: Officers of the Undergraduate Association, officers of the Association of Student Activities, officers of Inter-Fraternity Council, and officers of the Panhellenic Association.

2. If a current officer becomes ineligible to serve any reason, that office shall immediately become vacant.

E. Vacancies

1. The President may appoint any eligible person to serve in any permanent office that may become vacant until the next election cycle for that office. In the case of the Housing Assignments Chair, the President may appoint any eligible person to serve temporarily until the next DormCon meeting at which at which an election may be held.