CONSTITUTION

Constitution of Vietnamese Student Association at the University of Texas at Dallas

Article I - Name and Mission Statement

Section 1 - Name

The official name of the organization shall be Vietnamese Student Association at the University of Texas at Dallas, hereafter referred to as VSA-UTD. 

Section 2 - Mission Statement

The mission of VSA-UTD shall be to promote unity among multicultural backgrounds at the University of Texas at Dallas. The purpose of VSA-UTD shall be to create a safe environment in which a strong, cohesive network of friends and family can be built while participating in university functions, taking part in philanthropic activities, and promoting awareness and appreciation of Vietnamese culture. We will strive to enhance the welfare of the Vietnamese American community and will work diligently to preserve and cultivate Vietnamese American culture.

Article II - Membership  

Section 1 - Definition

• Membership shall be open to all University of Texas at Dallas registered students, faculty, and staff without discrimination on the basis of race, color, creed, national origin, sex, sexual orientation, age, or disabilities.

• Any student, alumni, and/or faculty and staff of the University of Texas at Dallas, regardless of their ethnic/cultural background, who are interested in the organization’s purpose may join on the standard that they pay a fee which includes membership and an organization t-shirt. 

  • The fee amount will be determined by the current presiding officer board through a ⅔ majority vote 

• Membership will be granted to students off-campus and from other campuses with a background check and upon payment of the membership fee.

• Every member of VSA should uphold the values of diversity, acceptance, and act in accordance with the organization’s mission statement.

• By paying membership fees and submitting the membership form, members agree to abide by the rules and bylaws set forth by this VSA. They understand that membership in this VSA is conditional, and that their affiliation can be revoked without cause for any reason by the Officer Board of this VSA. They agree to maintain a respectful and safe environment with all other members, officers, advisors, and partner organizations to this VSA. They will not in any way mentally or physically harm or abuse members and officers of this VSA. 

• Non-Discrimination clause

  • We do not discriminate on the basis of race, ethnicity, religion, color, national origin, age, sex, familial status, sexual orientation, disability, veteran status.

• Anti-Hazing clause

  • This organization will not initiate, participate in, or be a witness to any act that inflicts or intends to inflict physical or mental harm or discomfort to which may demean, disgrace, or degrade any person, regardless of location, intent, or consent of participant(s).

• Violation of the rules set forth for members provides grounds for the investigation of the individual. Individual is subject to punishments determined by the penal code as defined in Article 2, Section 2

Section 2 - Code of Conduct

1. Upon suspected or known violation of the following penal code, the present Executive Board will conduct a ⅔ majority vote on whether to begin investigation in accordance with the penal code.

   1. Once the Executive Board requests testimony from the involved parties, said parties have a specific time frame to provide them.

   2. The aforementioned time frame will be voted upon by the Executive Board through a ⅔ majority vote.

   3. If the defendant is a member of the Board, the same process will be conducted with the entire officer board rather than just the Executive Board.

   4. The case in discussion should be kept confidential only to those who are directly involved in discussion, voting, and testimony collection.

2. The severity of any offenses that are brought forth to attention but are not listed in the following categories will be determined by the Executive Board in a ⅔ majority vote.

3. Repeat offenders will be judged more harshly.

4. Degrees of Offense: 

   1. Class H (Heinous):

      1. Sexual assault of a member

      2. Assault

      3. Battery

      4. Assault & Battery

      5. Rape

      6. Murder

      7. Title IX

      8. Hazing

      9. Fraud

   2. Class A: Serious damage to VSA name, property, and/or members with intent

      1. Grand theft ($20 or higher)

      2. Vandalism ($20 or higher)

      3. Destruction of VSA property ($20 or higher)

      4. Defamation

         1. False allegations

      5. Discrimination on the basis of race, color, creed, national origin, sex, sexual orientation, age, or disabilities.

      6. Sexual harassment of a member

         1. UTD-VSA’s definition of sexual harassment coincides with the University’s as stated in Sexual Misconduct Policy - UTDBP3102 Section 9.4: Unwelcome, sex-based verbal or physical conduct that creates an intimidating, hostile, or offensive work environment

      7. Harassment of a member

      8. Public association with any offenders who are currently charged with a Class H charge and/or Class A v, vi, or vii offense

   3. Class B: Lesser damage to VSA name, property, and/or members with intent

      1. Theft (<$20)

      2. Vandalism (<$20)

      3. Destruction of VSA property (<$20)

      4. Malicious intent to damage VSA name, property, and/or members

   4. Class C: Damage to VSA name, property, and/or members without intent

      1. Disorderly conduct

5. Punishments:

   1. Committing any Heinous Crimes are automatic grounds for expulsion and blacklisting of the individual in question

   2. Class A: Any individuals who commit class A offenses will be considered from being barred from any major events (externals/internals)

      1. Ceiling: Indefinite expulsion

      2. Suspended for two semesters (and if 8 weeks into the semester, remainder + following semester) + reimbursement (if applicable)

      3. Floor: Suspended for the remainder of semester (or if 8 weeks into the semester, remainder + following semester) + reimbursement (if applicable)

   3. Class B: 

      1. Ceiling: Indefinite expulsion

      2. 8 weeks suspension of membership and/or reimbursement (if applicable)

      3. 4 weeks suspension of membership and/or reimbursement (if applicable)

      4. Floor: 2 weeks suspension of membership and/or reimbursement (if applicable)

6. Reconciliation

   1. The Executive Board can, through a ⅔ majority vote, allow the parties involved to reconcile given that they allow the Executive Board to sit in and mediate the process in-person.

   2. The Executive Board can, after discussion, choose whether or not to honor the decision that the parties come to, if they do, through a ⅔ majority vote.

   3. If the parties are unable to come to an agreement, the processing of the case in question will proceed as normal.

   4. The parties can only do a reconciliation once a school year, may it not go through, only can attempt a second the following year and no further.

Section 2 - Assessment

• In order to ensure a safe environment, the VSA Executive Board has the responsibility to investigate any claims, reports, or concerns brought forth by members. 

• Any officer who is notified of a claim or report is not permitted to share the information among other members and uninvolved officers.

• The Executive Board shall investigate all claims and collect any information that is related to the case. The individual in question will be judged by the penal code and will be given a punishment determined by the present Executive Board through a ⅔ majority vote.

  • The case shall be brought forth to the university when deemed appropriate. 

• When a member violates the safety of other individuals:

  • Membership shall be revoked. 

  • Membership shall not be refunded. 

  • All purchases will be non-refundable.

  • All affiliation with UTD VSA shall be terminated. 

• The actions above will be enacted upon by the Executive Board.

• Subjects who report claims or concerns have the right to anonymity throughout the investigation and hence thereafter. Officers shall uphold the subjects’ wishes in full regard.

• Investigations shall only proceed with the knowledge and consent of the informer(s). 

• VSA will not be doing investigations on anyone currently being investigated by the University or the UTD Police.

Article III - Board

Section 1 - The Executive Officers shall include:

• The Executive Officers shall:

  • Make executive decisions for undecided matters

  • Maintain order and balance within the organization

  • Expected to attend all possible internal and external events

  • Preside over their respective cohorts 

• President: The President of the Vietnamese Student Association shall serve as the chief executive officer. It shall be the responsibility of the President to manage overall operations.

  • The President’s duties shall include, but are not limited to:

    • Presides over Media Cohort

    • Overseeing communication used by UTD-VSA social media

    • Shall serve as the official spokesperson of VSA, performing all official and social functions at UTD pertaining to this office

    • Shall serve as a bridge between VSA and all other organizations on-campus and off-campus

    • Shall serve as the liaison between UTD VSA and regional & national VSA organizations

    • Is responsible for ensuring that an agenda for each meeting and event is prepared

    • Collaborating with the Treasurer to handle the transferring of the UTD-VSA bank account

    • Shall preside over all general meetings and officer meetings

    • Delegates all tasks both listed and not listed within the Constitution to officers given that they are relevant to UTD-VSA function

    • Shall inform the advisor on the activities of the organization

    • Shall ensure that all officers are fulfilling their responsibilities and duties

    • Shall decide whether new officer selections are determined by votes or appointments

    • Communicate with sponsors

    • SOC representative responsible for attending monthly meeting and keeping good standing between SOC and VSA

    • Acting as second-in-command for each position in which an officer cannot execute their responsibilities

• Will make executive decisions with VSA’s best interest in mind, if there is ever a situation where the board is unable to reach a consensus.

• Being responsible for room, booth, and facility reservations for events

• Vice President- Internal

  • The Vice President’s duties shall include, but are not limited to:

    • Presides over Operations Cohort

    • Performing the duties of the President in their absence, inability to serve, or by request of the President

    • Being in charge of all VSA events located on the UTD campus

    • Being responsible for room, booth, and facility reservations for events

    • Being responsible for filling out necessary forms pertaining to events

    • Aiding the President in developing and executing an agenda

    • Acting as a mediator in conflicts regarding members or officers

    • Being in planning all General Body Meetings and agendas pertaining to

    • SOC representative responsible for attending monthly meeting and keeping good standing between SOC and VSA

    • Appointing and delegating tasks to Operations Cohort

• Vice President- External

  • The Vice President’s duties shall include, but are not limited to:

    • Presides over Operations Cohort

    • Serving as a bridge between VSA and all other organizations on-campus and off-campus

      • Serving as the UTD-VSA representative on the ICC (Intercollegiate Council) board

      • Attending other VSA external’s

    • Aiding the President in developing and executing an agenda

    • Being in charge of VSA events located outside of the UTD campus

    • Being responsible for filling out forms pertaining to said events

    • Managing hospitality for visiting guests and current members in the context of external events

    • Acting as a mediator in conflicts regarding members or officers

    • Communicating with sponsors

• Treasurer

  • The duties of the Treasurer shall include, but are not limited to:

    • Presides over Fiscal Cohort

    • Managing all finances on a daily basis through bank statement documents and the documentation of all movement of money within UTD-VSA

    • Managing the budget for the organization

    • Handling all receipts and refunds where necessary

    • Taking responsibility for all monetary transactions and finances/relations regarding the UTD-VSA bank account

    • Serving as the first point of contact in the process of approving all purchases that use UTD-VSA funds

    • Coordinating with Family Chair to monitor UTD-VSA membership form to verify payments before members are sorted

    • SOC representative responsible for collecting the annual check and filling out the respective forms

    • Collaborating with the President to handle the transferring of the UTD-VSA bank account

    • Manage the VSA inventory log

    • Communicating with sponsors

    • Handling and monitoring UTD-VSA cash box

• Secretary

  • The duties of the Secretary shall include, but are not limited to:

    • Presides over Media Cohort

    • Collaborating with the President to complete tasks including but not limited to: creating meeting agendas, meeting powerpoints, and event forms

    • Performing all data entry and correspondence tasks and managing organization files

    • Handling the distribution and management of UTD-VSA t-shirts

    • Distributing meeting agendas, sign-in sheets for meeting, sign-in document for meeting

    • Managing officer reminders 

    • Communicate with sponsors

    • Being responsible for room, booth, and facility reservations for events

    • SOC representative responsible for attending monthly meeting and keeping good standing between SOC and VSA

Section 2 - The Non-Executive Officers shall include:

• The Non-Executive Officers fall underneath but are not limited to the scope of the respective cohort. Non-Executive Officers positions are seen as supplementary, prioritizing nomination of Executive Officer positions. Non-Executive Officer positions are discretionary each term; however, fulfillment of these positions is highly encouraged when possible.

Media Cohort

• Public Relations Chair

  • The duties of the Public Relations Coordinator shall include, but are not limited to:

    • Marketing all meetings and events

    • Handling all social media accounts: Facebook, Twitter, Instagram, etc.

      • Serving as the first point of contact for approving posts for Facebook, Instagram, etc.

      • Handling any communication regarding the UTD VSA media platform

    • Designing graphics (t-shirts, meetings, etc.)

    • Assisting any media cohort members as requested

    • Creating PR merch including but not limited to:

      • Shirts, stickers, flags

    • Managing and coordinating communication with webmaster, graphic designer, and videographer

    • Creating the captions and marketing for Instagram posts

• Historian

  • The duties of the Historian shall include, but are not limited to:

    • Taking pictures at all membership meetings and events (internal and external)

    • Taking photos for the organization

    • Handling and editing photos/files for the organization

    • Documenting events chronologically via social media or scrapbooking

    • Creating the VSA tri-board yearly

    • Work with videographer to create an end of the year video for documenting experiences during their term

• Videographer:

  • The specialized duties of the Video Producer shall include, but are not limited to:

    • Recording and edit video media at VSA Events such as VBN and General Meetings

    • Creating an end-of-year video recap for UTD-VSA

    • Create short-form media i.e. TikTok, Instagram Reels, etc.

    • Manages streaming content

    • Create exciting and engaging video format ideas to promote UTD-VSA

• Graphic Designer:

  • The specialized duties of the Graphic Designer shall include, but are not limited to:

    • Creating various graphic design assets for VSA including social media event posts, T-shirt design, and UTD VSA’s internal event assets

    • Having jurisdiction over the creation and release of graphics on UTD-VSA media

• Webmaster

  • The specialized duties of the Webmaster shall include, but are not limited to:

    • Developing a website for UTD-VSA

    • Updating content to the website, including but not limited to: About, Events, Highlights Sections and Contact form

    • Troubleshooting bugs and other issues on the live site

    • Managing activity on the website including engagement statistics and form submissions

    • Creating and publishing the monthly tentative schedule for UTD-VSA events and external events

Fiscal Cohort

• Philanthropy Chair

  • The duties of the Philanthropy Chair shall include, but are not limited to:

    • Coordinating, planning, and managing volunteer/community service activities for the organization on a monthly basis

    • Being responsible for filling out all forms pertaining to his/her event

    • Organizing and managing the travel of students to and from the event

• Sponsorship Chair

  • The duties of the Sponsorship Chair shall include, but are not limited to:

    • Being responsible for contacting and facilitating sponsorships, donations, grants, and fundraisers awarded to this organization from any corporation or association not involved with the University

    • Communicating and acting as a representative in the community for the organization regarding sponsorships

    • Ensuring that the sponsorship packet is up-to-date

• Family Chair

  • The duties of the Family Chair shall include, but are not limited to:

    • Coordinating with officers and family leaders to plan, promote, and manage events

    • Collaborating with the Executive Board to create the VSA membership form

    • Employing social skills to unify and create friendships with members of VSA

    • Utilizing knowledge of the VSA community in an attempt to optimize fam sorting process outside of meetings

    • Coordinating with Treasurer to monitor UTD-VSA membership form to verify payments before members are sorted

    • Ensuring that members are sorted into families on at least a two-week rolling basis

    • Handling family transfer requests

    • Managing and updating family points for the family point system

    • Managing and overseeing the Facebook family pics group

    • Communicating with members and potential members via the UTD-VSA Instagram 

    • Ensuring that family leaders are performing their jobs to an acceptable standard

• Event-Coordinator

  • The duties of the Event-Coordinator Chair shall include, but are not limited to:

    • Functioning as VSA’s inventory and storage

    • Coordinating with officers and family leaders to plan, promote, and manage events

    • Assisting in the management of internals, sports events, externals, or events where help is requested

    • Serving as the second-in-command for both Vice Presidents at events in their absence, inability to serve, or by request of the President

    • Manage the VSA inventory log

    • Planning out which Intramural Sports to participate in at UTD and recruiting members to play

    • Planning, organizing, and managing sports practices and events for the organization

    • Establishing captains for team sports and ensuring that those captains are fulfilling captain duties such as organizing and running practices

    • Ensuring all VSA sports teams and players are registered with IMLeagues and coordinate with captains to schedule the games

    • Promoting games, sports events, teamwork, and sportsmanship

• Cultural Director 

  • The duties of the Cultural Chair shall include, but are not limited to:

    • Overseeing, spreading, and facilitating the aspects of Vietnamese culture within the organization

    • Teaching members the Vietnamese language and/or some cultural traditions and holidays at each general meeting

    • Choreographing and managing dance team performances for showcases and/or competitions 

    • Coordinating, promoting, and planning cultural events throughout the year in collaboration with other officers

    • Communicating with sponsors

All officers are responsible for the recruitment of new members and shall promote participation within the organization. 

Section 3. Family Leaders: Family leaders shall lead groups of members called “families” for which they are expected to assume the role of engaging UTD-VSA members in VSA activities. 

1. All officers are expected to lead a family unless excused by Article 3.3.1.

2. Members may apply to be family leaders and will be voted upon by the officer board through a ⅔ majority vote.

3. Family leaders are expected to uphold the same responsibilities as officers.

4. The progress and maintenance for family leaders will be observed and managed by Vice President-Internal and Family Chair.

Section 4. Interns: Members can apply to intern for officer positions.

1. Interns rotate amongst any multiple positions that they wish to intern for on a project/time basis, whichever is most reasonable.

2. Interns can be removed through a majority vote by the officer board.

Section 5. Order of Succession: 

1. If the President cannot complete the full term of office then the Internal Vice President shall assume the office of Presidency.

2. If the President and Internal Vice President cannot complete their full terms of office then the External Vice President shall assume the office of Presidency.

3. If the President and both Vice Presidents cannot complete their full terms of office then the Secretary shall call a general meeting to elect a new Board.

4. If one of the two Vice Presidents or one of the chairpersons cannot complete their term of office then the President shall appoint a VSA member to fill the vacancy with the majority vote approval of the Board.

5. If an officer is unable to complete their full term of office, then ranked voting will be conducted amongst the officers for the existing interns. The interns will then be asked whether they wish to succeed the chair. If not, then the next intern will be asked until the position is filled. If no interns wish to succeed the position, then either a re-election will be held, the President will appoint a member to the vacant position, or the President shall delegate the tasks, as decided by a majority vote by the Executive Board.

6. Each VSA member can only hold one office except when Article III.4.1 or III.4.2 above applies.

Section 6. Board Member Responsibilities: 

1. Officers are encouraged to be family leaders but exceptions can be passed by a majority vote by the board

2. Responsible for fulfilling the mission of VSA

3. Shall recommend improvements and initiatives based on the organization’s needs

4. Provides order and structure to VSA

5. Enforces and executes policies of VSA and of UTD

6. Encouraging students to be involved with VSA

7. Shall inform the President of progress and completion of tasks

8. Maintaining a positive community outlook on the organization

9. Actively participate and engage in officer and general events

Section 7. Resignation: The resignation of any officer of the organization must be in writing and signed. The letter must contain the reasons for resigning. That officer is responsible for finding a new candidate that they deemed fit to take over their position. The remaining officer board must be given at least a 2 week notice and will discuss steps on further action. 

Section 8. Terms: Officers shall serve a term of one school year. They shall train new officers and help recruit during summer orientations and organization fairs. Officers can serve for a given position for two years.

Section 9. Determining Officers: The number of openings per Non-Executive Officer chair will be determined on an annual basis by the board. Officers can either be voted or appointed into office.  

• Appointments are decided by current officers holding interviews with candidates given that they have held a VSA membership for at least 2 semesters. 

• A panel of at least 3 officers will conduct interviews. Voting will be shared among officers (60%) and members (40%).  

• The officer portion of the vote will be conducted anonymously, and officers who are re-running will have a dead vote regarding their position (the number of votes that the total election will be out of will still be the total number of officers, but the votes of the officers who are re-running will not go anywhere).

• Executive board nominations take priority over chair positions. 

• Following the regular process, a round of executive board screening will be done to ensure the validity of the officer. If personal relations are perceived to influence the outcome, the chairs may claim a dispute and a comprehensive rationale must be provided as to the executive’s decision.

Article IV. Removal of an Officer/Member

An officer may be considered for removal from VSA for just cause, which may include, but not limited to failure to show up for meetings or club events, failure to carry out duties and responsibilities in a timely manner, or for any action that is detrimental to the welfare of VSA. 

The following sections are only applicable to scenarios not punishable by the penal code. Individuals regarded innocent by the penal code are still subject to this article.

Section 1. Removal of a Member by another Member: A member can put forth a motion for another member’s expulsion given that they provide testimony and the supporting signatures with 50 members. If ⅔ of the member body provides supporting signatures for the removal of the individual in question, the following process stated will be bypassed and the individual will be automatically removed. The provision of the aforementioned will prompt the Executive Board to launch an investigation and collect testimony from the body and board and, after a majority vote of the officer board, the member will be removed or the case will be dropped. 

Section 2. Removal of a Member by an Officer: Through the support of a third of the officer board, a motion against a member and their expulsion can be put forth given that they provide testimony and supporting signatures. The provision of the aforementioned will prompt the Executive Board to launch an investigation and collect testimony from the body and board and, after a majority vote of the officer board, the member will be removed or the case will be dropped.

Section 3. Removal of an Officer by a Member: A member can put forth a motion for an officer’s expulsion from the officer board and/or organization given that they provide testimony and the supporting signatures of 100 members or ½ of the membership (whichever is smaller). If ⅔ of the member body provides supporting signatures for the removal of the individual in question, the following process stated will be bypassed and the individual will be automatically removed. The provision of the aforementioned will prompt the Executive Board to launch an investigation and collect testimony from the body and board and, after a majority vote of the Executive Board, the officer will be removed from the officer board and, if determined, the student body, or the case will be dropped.

Section 4. Removal of an Officer by another Officer: Through the support of a third of the officer board, a motion against an officer and their expulsion can be put forth given that they provide testimony and the supporting signatures. The provision of the testimony and case in question will prompt the Executive Board to launch an investigation and collect testimony from the body and board and, after a majority vote of the Executive Board, the officer will be removed or the case will be dropped.

Section 5. Removal of Executive Officer: A two-thirds vote of approval of all the VSA members and Executive Officers present at an impeachment conference are needed to remove an Executive Officer.

• The President or the Internal and External Vice Presidents together shall have the power to call such a meeting.

• VSA members by majority vote to move forward have the power to call such a meeting when:

  • The President or Vice President have refused.

  • The Board has been given five school days prior notice.

Section 6. Filling vacancies: 

• Vacant officer chairs will prompt the Board to conduct a nomination and election process that abides by the processes in Article III.7 at the next general membership meeting.

• The newly elected officer’s term shall end at the annual installation of officers for the following year.

Article V. Advisor

 Section 1. Duties of the Advisor

• Recognize and support participation in VSA

• Be well informed about the goals, plans, and activities of the organization

• Attend some meetings and consult frequently with the organization’s officers

• Shall offer suggestions, considerations or ideas, and discuss possible consequences

• Shall help the organization evaluate its progress

• Shall be familiar with university policies and procedures and help VSA comply with them

Article VI. Meetings

Section 1. General Meetings: Club meetings are to be held bi weekly or monthly. 

Section 2. Officer Meetings: Officer Meetings are to be held bi weekly and when deemed to be necessary.

Article VII. Finances

Section 1. Payment: 

• Organization funds may be spent on items such as office supplies, events and activities, publicity, travel expenses, and conference fees, but will not be used for anything illegal under University policy or local, state, and federal laws.

• All objects purchased or compensated for using organization funds are considered UTD-VSA property and may be distributed with the permission of both the President and Treasurer.

• Anything gifted to UTD-VSA is also considered organization property.

• The Treasurer and President shall be responsible for ensuring the payment of all debts accumulated by the organization.

Section 2. Transition: It shall be the responsibility of all account signers to change contact information, as well as assist in the update of new account signatures with the organization’s financial institution, after each election.

Article VIII. Miscellaneous

Section 1. Inventory: All items listed in the VSA inventory must be passed on from year to year. Any additions or lost items must be reported to the Treasurer. Should UTD-VSA dissolve or for some reason, cease to exist, all assets shall be donated to UTD.

Article IX. Amending the Constitution: 

Section 1. A majority by ⅔ vote by officers is required for changes, additions, or omissions made to the Constitution.

Section 2. All proposed amendments to the Constitution, their vote distributions, results, and dates are documented and kept in a log by VSA.

Article X. Dissolution Clause:

Section 1. Unanimous vote by officers is required for any dissolution.

Section 2: The President or Secretary will notify advisor, sponsors, and SOC about dissolution of the organization.

Section 3. In the event that the organization ceases to exist, any funds remaining in the organization’s bank account shall be donated to:

Children of Vietnam 

4355 Federal Drive

Suite 100

Greensboro, NC 27410 USA

336-235-0981

Constitution Draft Year: 2012

Constitution Revision Year: 2026

President

x     Kevin Dang   _

Vice President 

x     Ivy Dao          _

Treasurer

x     Vilen Dao        _

Secretary

x     Kaeli Nguyen _

Public Relations Chair

x     Caitlynn Dao  _

Historian

x    Kimberly Pham   

Sponsorship Chair

x     Robert Yang   _

Family Chair

x     Kevin Dinh  _

Family Chair

x     Steven Nguyen   _

Event Coordinator

x       Celine To        _

Event Coordinator

x     Sophia Park   _

Event Coordinator

x     Ethan Saet   _