Article I: Name

This organization shall be known as The Alumni Association of NJIT (hereinafter “Association”).

Article II: Mission and Objectives

Section A:  The Association shall advance the interests of New Jersey Institute of Technology (hereinafter “University” or “NJIT”) and generate support for the University through the development and implementation of programs, activities, and events for its alumni members and friends.  The Association shall promote fellowship and leadership among alumni and students, support the advancement of education and research at NJIT, and involve Association members in activities that foster alumni unity and good will towards their Alma Mater.

Section B:  The Association and its volunteer leadership shall accomplish this by:

1. Providing a network for alumni to be active in the affairs of the university.

2. Providing opportunities for social interaction, working with the Office of Alumni Relations, and celebration of college memories for alumni.

3. Keeping alumni informed of research, technology, and new developments.

4. Assisting with the recruitment, recognition, and professional placement of well-qualified students and alumni.

5. Facilitating the link between business and university resources.

6. Representing the interests of the university to the general public.

Article III: Membership

Section A:  Membership in the Association will automatically be granted to any person listed on the official records of the University as having successfully completed a bachelors, masters, or PhD program.

Section B:  Associate membership may be granted to anyone who successfully attended the university for a minimum of one full semester.  Associate membership may be granted to the parent of a University student or any individual who has demonstrated a continuing interest in the purpose of the Association and the welfare of NJIT.  An Associate Member shall be entitled to all the rights and privileges of a Member of the Association with the exception that an Associate Member cannot serve as an elected officer of the Association nor vote in Association elections.

Section C:  Honorary membership may be granted to Friends of the University as recognition of their support for the University and its alumni programs.  An Honorary Member shall be entitled to all the rights and privileges of a Member of the Association with the exception that an Honorary Member cannot serve as an elected officer of the Association nor vote in Association elections.

Article IV: Association Organization and Governance

Section A:  The Association shall be governed by a Board of Directors consisting of both elected and appointed members.  The Board shall be representative of the significant and active areas of alumni programming interest.  Potential areas of alumni interest will be selected from (but not limited to) regional clubs, corporate clubs, Young Alumni Club, athletic clubs, Golden Highlanders, class leadership, fraternity and sorority alumni organizations, admissions recruitment program, career mentor programs, class correspondents, and award recognition committee programs.  Only members of the Association will be eligible to serve on the Association board. 

Section B: Election to the Association’s Board will occur by a vote limited to Association members of an alumni affinity group or other alumni organization formally recognized by the Office of Alumni Relations.  The number of vacancies available to a club or organization for Board election will be determined by Board vote, but shall not exceed three.  The term of any elected board member is contingent upon the continued formal recognition of the alumni affinity group or other alumni organization they represent.

Section C:  Appointment to the Association’s Board will be made by a recommendation of the Executive Director of Alumni Relations to the Board subject to ratification of the Board.

Section D:  The term of all elected board members will be three (3) years, unless the election is to fill the balance of an expired term, such as a vacancy created by a resignation.

Section E: The Association’s Board of Directors shall hold a meeting at least once a year.

Section F:  The Association’s Board of Directors shall be governed by an Executive Committee composed of a President, three Vice Presidents, Secretary, and Treasurer.  The University’s Executive Director of Alumni Relations will act as an ex-officio member of the Executive Committee and serve in a non-voting, advisory capacity; except in case of a tie-vote of the Committee, in which case the Executive Director of Alumni Relations will be temporarily empowered with voting privileges in order to break the deadlock.

Section G: The Executive Committee of the Board of Directors shall hold a meeting at least twice a year.

Article V: Election, Appointment and Removal of Officers

Section A:  The election of Executive Committee officers of the Board shall take place at a general meeting of the board in the second quarter of the calendar year. 

Section B: At least ninety (90) days prior to the designated general meeting, Nominating Committee shall propose nominees to the board members for each Executive position to be filled.

Section C: The Association board shall have term limits on its officers.

1. The President can serve no more than two consecutive terms (2 two-year terms).

2. The Vice Presidents can serve no more than two consecutive terms (2 three-year terms).

3. The Secretary and Treasurer can serve no more than two consecutive terms (2 two-year terms).

4. Under extenuating circumstances, this section of Article V of the Constitution may be suspended by unanimous consent of the Nominating Committee, the Executive Director of Alumni Relations, and 4 (of 6) majority vote by the Executive Committee.

5. The terms of the three Vice Presidents shall be staggered so that in case of full term elections only one of the three expires in a given year.

Section D: Only Members will be eligible to serve on the Association board’s Executive Committee. 

Section E: The Nominations Committee shall develop a list of those board members interested in serving on the Association’s Executive Committee.  In case of a vacancy, the Committee will make its recommendation to the Executive Committee for their approval.  Such appointments will be valid until the next general meeting of the full Board.

Section F: By a vote of 4 (of 6), the Executive Committee may suspend any member of the Executive Committee or Association board for just cause in the eyes of the Executive Committee and may appoint a replacement to serve in that position until the subsequent nominations. Prior to this vote, the President or Vice President(s) shall send a warning letter to the Officer in question which will allow the Officer a ninety (90) day period to improve (in absence of flagrant misconduct). Any vacancy due to resignation or other valid reason may be filled in a like manner.

Article VI: Responsibilities of Officers

Section A: The President is the chief executive officer of the Association board and chairperson of the Association. The President shall be responsible for:

1. Working with the Executive Committee and Association board to establish and supervise ASssociation activities

2. Presiding at all meetings of the Executive Committee, the Association board, and annual meeting of the Association’s general membership.

3. Ensuring that the Executive Committee and Association board members are performing their elective office duties in the best interest of the Association and NJIT.

4. Appointing with the help of the Vice President(s) the Nominating Committee.

5. Publication of any actions taken by the Executive Committee requiring a vote.

Section B: The Vice President(s) shall assist the President in his/her designated responsibilities and be responsible for:

1. Acting as the President in the absence of the President, the Vice President with the longest tenure as Vice President if they are available, if not the next in line.

2. Planning and executing Executive and Association board meetings and other informal activities.

3. Encouraging and coordinating all the regional organizations and their activities.

Section C: The Secretary shall preside at Executive, Board, and general membership meetings in the absence of the President and Vice President(s). The Secretary’s main responsibility shall be the maintenance of the current roster with addresses of the board membership. In addition, the Secretary shall be responsible for:

1. Recording and distributing the minutes of all official meetings and activities of the Executive Committee to the Executive Committee, the Association board and The Office of Alumni Relations.

2. Maintaining Association records and documents, including the Association Constitution and Bylaws.

3. Preparing and sending Association related thank-you, congratulatory and sympathy notes.

Section D: The Treasurer shall be the principal financial officer and shall be responsible (along with the University Business Office) for the receipt, custody, management, investment, and disbursement of all Association funds. The Treasurer shall also be responsible for:

1. Preparing a summary of the Association’s finances for examination by the Executive Committee and Association board at each Executive Committee and General Membership meeting.

2. Authorizing payment of all Association bills by The Office of Alumni Relations and working to ensure that the Association follows all University financial and budget policies.

3. Updating and enforcing the Association expense policy as necessary.

4. Educating the Executive Committee and Association Board members who will be making purchases with Association funds about the University rules and guidelines for purchasing and maintaining tax exempt status.

Section E: Executive Committee members shall assist the President, Vice Presidents, Secretary, and Treasurer in their duties as needed.

Article VII: Voting and Meetings

Section A: All Members shall have the right to vote at general Association meetings that they attend.

Section B: In case of absence, only Members shall have the right to vote by proxy. Such votes must be in writing and addressed to the Secretary of the Association whose duty it shall be to register such proxy votes and pass these results to the Nominating Committee if the votes concern nominations of Association officers.

Section C: A general meeting of the board must be called by the President of the Association at least once each year.

Section D:  Meetings will be governed in accordance with the most current edition of Roberts Rules of Order.

Article VIII: Committees

Section A:  The Executive Committee shall appoint a Nominations Committee comprised of 4 board Members and a current Vice President whose term is not expiring.  

Section B:  The Nominations Committee will coordinate and vet the nominees of each constituency group, assure that candidates meet the board membership requirements, and then present a written offer to each nominee requesting their formal acceptance of the nomination.

Section C:  The Nominations Committee shall be a standing committee.  All nominees shall be approved no later than January 31st of the election year and formal acceptances received by February 28th.  All elections will be completed by May 1st.

Section D:  The Executive Committee is empowered to create any additional committees necessary to discharge its responsibilities.

Article IX: Finances

Section A: The fiscal year for the Association shall commence on July 1 and end on June 30. The fiscal year also dictates the inaugural and terminal dates of elective office.

Article X: Amendment

Section A: This Constitution may be amended at any general meeting of the Association Board by an affirmative vote equal to or greater than 2/3 of the Board’s membership.  Votes may be cast in person or by written proxy.

Section B: A quorum of fifty-percent plus one of the board membership must be present in person to amend the Constitution.

Section C: Any Member of the Association may suggest an Amendment by sending their request in writing to the Executive Committee along with twenty (20) signatures from other Members at least ninety (90) days before a general meeting.

Article XI: Enactment

This Constitution shall be considered ratified in Newark, New Jersey upon the affirmative vote of 2/3 of the Association members present and voting at the Alumni Summit. Coincident with this action, any existing constitution governing NJIT alumni shall be abrogated.

The initial Board of Directors shall be appointed by the Executive Director of Alumni Relations.  The initial Executive Committee will be elected by the initial Board of Directors.

Certificate of Enactment

This Constitution was approved by a unanimous acclamation of the members of the Alumni Association of NJIT present at the general meeting in Newark, New Jersey on May 2, 2008.