Article 1. Name

The name of this organization shall be the Erb Memorial Union Advisory Board of the University of Oregon (hereinafter EMUB).

Article 2. Mission and Purpose

The purpose of the EMUB is to uphold and support the mission of the Erb Memorial Union (EMU) to:

“…provide an open, inclusive and resource-rich community where students and staff collaborate to inspire and sustain extraordinary programs and services that promote diversity, social interaction and growth.” (approved, 2012)

The EMU Mission statement can be changed by the EMU Director, ideally with joint concurrence of the EMU Advisory Board and EMU Administration.

The EMUB, as established by the Erb Memorial Union Director, represents student and other stakeholder interests and concerns regarding administrative decisions relative to the EMU. Specifically, the purpose of the EMUB is to ensure that the EMU remains a student-centered space by:

• Providing advice and guidance to the EMU Director and Leadership Team on building policy, practice, programs, and budgets.
• Participating in long-range planning to meet the needs of current and future students with a focus on sustainable development.
• Managing, reviewing, and providing feedback to the EMU Director for ASUO Student Organization space allocations.
• Serving as the primary liaison among ASUO, Student Organizations, and the EMU.
• Representing student interests to the EMU Administration based on feedback from students about EMU programs and services.
• Representing (or designating) students on selection committees for EMU Staff positions, upon request from the EMU Director (or designee).
• Communicating with EMUB alumni.
• Hosting events or providing mechanisms that encourage student engagement in feedback with the EMU.
• Serving as stewards for the EMU and its legacy of service to students since it opened in 1950.

Article 3. EMUB Membership

Section 3.1. Membership Criteria

The EMUB will consist of seven (7) student members to be selected by week 5 of Spring term.

Additionally, Ex-Officio members will include the EMU Director and members of the EMU Extended Leadership Team to provide guidance and support.

Where possible, there should be a period of overlap and/or training between the incoming and outgoing board members at the end of Spring term to ensure opportunity for transition. Also, where possible, membership area representatives should rotate from different functional areas within the EMU to allow diverse perspectives on the EMU experience.

Section 3.2. Student Voting Members

3.2.1. Two (2) at-large student members:

1. At-large members will be selected through an application process overseen by a minimum of two outgoing members of the EMUB and the EMU Director (or designee).
2. The selection process will be completed in the Spring term of each year for the following Fall.
3. These members will serve a one-year term.
4. They can reapply and be re-selected for one (1) additional year.

3.2.2. One (1) student appointed by the EMU Associate Director of Operations:

1. Each student will serve at least a 1-year and at most a 2-year term.
2. Nominations will be completed in Spring or Summer for the following Fall.
3. These members will serve a one-year term.
4. They can reapply and be re-selected for one (1) additional year.

3.2.3. Three (3) students appointed by the EMU Senior Associate Director of Student Programs:

1. Each student will serve at least a 1-year and at most a 2-year term.
2. Nominations will be completed in Spring or Summer for the following Fall.
3. These members will serve a one-year term.
4. They can reapply and be re-selected for one (1) additional year.

3.2.4. One (1) EMU Student Staff Representative will be appointed by the EMU Director.

3.2.5. One (1) Student Life Student Staff Member will be appointed by the Vice President for Student Life (or designee).

Section 3.3. Qualifications for Student Voting Members

3.3.1. Student voting members must be students in good standing; and

1. Be a University of Oregon student on the Eugene Campus, and
2. Eligible to pay the Student Union fee during their term(s) of service, and
3. Students must be enrolled in a minimum of 8 credit hrs. (undergraduate) or 5 credit hrs. (graduate) each term.

3.3.2. Students appointed via program or department affiliation must remain employed or involved in their affiliation area through the duration of their board term.

1. If a student separates from the affiliation area through which they were nominated, within 3-weeks or before the start of the next term (whichever is sooner) a new student shall be selected via the processes outlined in 3.5.
2. If a student changes roles within the affiliation area, they will remain as a representative member of that area.

Section 3.4. Ex-Officio Members

Non-voting ex-officio members will consist of three non-voting staff members from the EMU, including:

3.4.1. The EMU Director (or their designee).

3.4.2. Two (2) staff members from the EMU Extended Leadership Team (appointed by the EMU Director)

Section 3.5. Student Position Vacancies

In the event of a voting student positional vacancy during the academic year, the following processes shall be initiated:

3.5.1. If a student separates from the affiliation area through which they were nominated, a new student shall be selected via the affiliation area process.

3.5.2. If an at-large student separates from the EMUB, the EMU Director and at least two (2) EMUB members will fill vacancies through an application process to ensure continuity and representation. The new member will serve for the remainder of the positional term.

Section 3.6. Removal

An appointed member of the EMUB may be removed from the committee by:

3.6.1. A two-thirds majority vote of the voting membership, or

3.6.2. Shall be automatically removed and all privileges of board membership revoked if they fail to attend two (2) of the scheduled meetings in each academic quarter without reasonable justification.

1. The EMU Director, in consultation with the Chair, shall rule upon what constitutes “without reasonable justification.”
   1. “Reasonable justification” may include student class schedules, student wellbeing, health, or other mitigating circumstances that may cause one to miss a meeting.
   2. In addition, non-communication prior to any missed meeting will be considered a failure to attend.
2. The decision to remove shall be appealable to the full board on the motion of any voting member.
3. Any removal must meet final approval by the Vice President for Student Life.

Section 3.7. Nature of Leadership Positions

3.7.1. Student membership on the EMUB is specifically designed as a learning and leadership opportunity.

3.7.2. Student leadership roles are advisory in nature and support the student development centered mission of the EMU.

3.7.3. These positions are ultimately established at the discretion of the EMU Director and the Vice President for Student Life (or designee).

Article 4. EMU Board Expectations, Terms, and Stipends

Section 4.1. EMUB Expectations

EMUB members shall have the following expectations:

4.1.1. Attend EMUB Meetings and come prepared with thoughtful questions and insights to contribute to discussion.

4.1.2. Serve on one or more of the EMUB subcommittees to actively participate, help, and execute events, initiatives, or projects that benefit the UO and UO students.

4.1.3. Provide support in collecting user input and developing innovative ideas for programs and operations to support the UO community.

4.1.4. Attend a yearly orientation workshop.

Section 4.2. Terms of Service and Stipends

EMUB members shall serve the following terms and student members shall receive stipends as follows:

4.2.1. EMUB Members shall serve from the start of the Fall term through the end of Spring term.

4.2.2. Stipends: Student EMUB members shall receive a monthly leadership stipend during their term as part of the EMUB, determined in the prior year by the EMU Director and EMUB.

1. Fixed stipend amounts are established to support the learning opportunity for these positions and are paid monthly.
2. These stipends are financial awards that recognize the learning and leadership development opportunities within student organizations.
3. Stipends are not considered the equivalent of or a substitute for wages and are not paid based on hours of participation.
4. Stipend amounts are fixed, and once established, the amount cannot be changed from month to month.
5. If students vacate or are dismissed from the EMUB or do not meet the minimum credit hours required, the stipend will be discontinued.
6. EMUB stipends are considered an additional financial resource and may affect a students’ financial aid package and may be taxable. EMUB members are responsible for all financial aid and taxable impacts.

Section 4.3. EMU – Summer Board

A summer board consisting of either outgoing and/or incoming members (or some combination thereof) who are offered the opportunity to participate by the Board Chair and the EMU Director shall be established in any summer term where the level of EMUB’s activity dictates need.

4.3.1. The purpose of the EMU summer board is to advance any significant projects that would be served by said board. Examples of such projects may include, but are not limited to, policy or practice changes, construction projects, hiring of new leadership staff during the summer term, etc.

4.3.2. The stipend of the summer board shall be determined by the EMUB in the Spring term and no later than June 15 of any given year.

Article 5. EMUB Meetings, Agendas, and Minutes

Section 5.1. Quorum

5.1.1. A majority of the seated voting membership shall constitute a quorum. If a quorum is not present, the Chair will adjourn the meeting and reschedule it to a new day and hour.

5.1.2. A member must be present to vote. Online or virtual attendance may be employed as a means for meetings to occur (for some or all the membership).

Section 5.2. Voting

5.2.1. The EMUB shall operate on a consensus model for approval of advisory decisions. However, should consensus not be achieved, a majority advisory vote may be called.

5.2.2. In the event of an advisory vote, or where voting is required by these bylaws, all designated voting members have one vote.

1. For a motion to pass, it must obtain a majority of the legal votes cast. An abstention shall not count as a legal vote cast.
2. Motions may not pass unless receiving a majority of votes at the time of the vote.

5.2.3. In certain situations, online/email-based voting may need to occur at the discretion of the Chair.

Section 5.3. Meeting time and processes

5.3.1. The EMUB will meet at least bi-weekly during each Fall, Winter, and Spring term at a time that is most convenient for the membership with no meetings scheduled during finals week to avoid conflicts with academic commitments.

5.3.2. Meetings shall be run using a modified version of Parliamentary Procedure that allows for open discussion and achieves decisions through a consensus process but uses a formal vote when necessary.

Section 5.4. Meeting Agendas and Minutes

5.4.1. Agendas for meetings shall be provided by the EMUB Chair 24 hours prior to meetings.

5.4.2. Summary meeting notes shall be filed on Engage a week after the meeting.

5.4.3. The Administrative Assistant to the EMU Director will provide administrative support to the EMUB as needed and appropriate.

Article 6. EMU Board Officers and Responsibilities

At the first meeting of the Fall Term, board members shall elect the following leadership positions: EMU Board Chair, House Committee Chair, Outreach and Communications Chair.

Section 6.1. EMU Board Chair

The Board Chair shall have the following responsibilities:

6.1.1. Convene and facilitate regular and special EMUB meetings.

6.1.2. Communicate with Board members to ensure participation expectations are met.

6.1.3. Work with the EMU Director to set meeting agendas.

6.1.4. Is the regular contact for the EMUB by the public.

Section 6.2. House Committee Chair

The House Committee Chair shall have the following responsibilities:

6.2.1. Preside at all meetings of the House Committee, and:

1. Shall prepare and distribute agendas with the House Committee advisor, or, at a minimum, notify all members ahead of time of the issues to be discussed by the Committee.
2. Shall be responsible for seeing that minutes of each Committee meeting are prepared for distribution to the full EMUB.
3. Ensure the committee meets minimally monthly during the academic year.

6.2.2. Facilitate regular communications with Student Organization leaders and programs holding space in the EMU.

6.2.3. Meet with the House Committee advisor regularly to plan annual processes, develop House committee agendas, and receive general guidance and advisement.

Section 6.3. Outreach and Communications Committee (OCC) Chair

The OCC Chair shall have the following responsibilities:

6.3.1. Preside at all meetings of the Outreach and Communication Committee, and:

1. Shall prepare and distribute agendas with the OCC advisor, or, at a minimum, notify all members ahead of time of the issues to be discussed by the Committee.
2. Shall be responsible for seeing that minutes of each Committee meeting are prepared for distribution to the full EMUB.
3. Ensure the committee meets minimally monthly during the academic year.

6.3.2. Meet with EMU Senior Leadership to share information regarding student needs and concerns.

6.3.3. Work with the EMU Assistant Director for Marketing and Services to plan annual marketing and feedback forums, develop OCC committee agendas, and receive general guidance and advisement.

Article 7. Committees

Section 7.1. Standing Committees

The EMUB shall have a set of standing committees. The goal of these committees is to facilitate the development of a set of recommendations that will be presented to the full EMUB for advisory vote(s) for the EMU Administrative Staff and EMU Director.

7.1.1. Every effort should be made to evenly distribute membership between the two committees.

7.1.2. Standing committees include the following:

1. The EMUB House Committee
2. The EMUB Outreach and Communications Committee

Section 7.2. EMUB House Committee

7.2.1. Charge. The House Committee is responsible for:

1. developing, on its own initiative and upon the request of the Director, recommendations in the development, maintenance, upkeep, utilization, and assignment of ASUO student organization spaces in the EMU.
2. reviewing student organization office assignments and recommend adjustments in those assignments when necessary.
3. gathering information about new or changing conditions at the University, helping identify future student organizational space needs, researching changing student demographics, and assessing student needs and interest.
4. Supporting communication of the processes for EMU Space Allocation and Revocation for ASUO student organization spaces in the EMU.

7.2.2. Membership:

1. The majority of the Committee shall be students.
2. The majority of the Committee shall be EMUB members.
3. House Committee Chair selection:
   1. will occur by the end of the second week of Fall Term, and;
   2. the full EMUB shall elect the House Committee Chair from the student membership of the EMUB.
4. The Committee shall involve both programs and operations staff, as needed.
5. The Associate Director for Student Engagement Programs shall serve as an ex-officio, non- voting member of the Committee.
   1. Additional staff can be added as needed.
   2. The EMU Director will nominate staff for appointment as advisor to the committee.

Section 7.3. EMUB Outreach and Communications Committee

7.3.1. Charge. The EMUB Outreach and Communications Committee (OCC) is charged with:

1. Developing and supporting student outreach and communications that engage students in providing feedback about EMU programs and services.
2. Annually receive data from the EMU CAKE Committee to support evidence-based recommendations for program and service improvements, offerings, and planning.
3. Supporting the development of the EMU Annual Report, including developing the annual board letter for EMU Annual Report.
4. Supporting communications with the EMU Alumni and/or donors, including developing an annual letter to EMU Alumni and/or donors.

7.3.2. Membership:

1. The majority of the Committee shall be students.
2. The majority of the Committee shall be EMUB members.
3. Outreach and Communications Committee Chair selection:
   1. will occur by the end of the second week of Fall Term, and;
   2. the full EMUB shall elect the House Committee Chair from the student membership of the EMUB.
4. The Committee shall involve both programs and operations staff, as needed.
5. The advisor of the OCC shall serve as an ex-officio, non-voting member of the Committee.
   1. Additional staff can be added as needed.
   2. The Director will nominate staff for appointment as advisor to the committee.

Section 7.4 Ad Hoc Committees

7.4.1. The EMUB can approve of Ad Hoc Committees that will engage special or select business or projects of the EMUB on an as-needed basis.

7.4.2. Ad Hoc committees must have a defined scope, membership, and action for the EMUB.

7.4.3. The EMUB can appoint members to an Ad Hoc Committee.

Article 8. Amendments and Additional Governing Documents

Section 8.1. Amendments

This document shall be reviewed annually and can be amended with a 2/3 vote of the current EMUB Membership and concurrent EMU Director approval.

Section 8.2. Additional Governing Documents

House Committee Regulations and Policy process are considered to be essential addendum to the governing documents of the EMUB.