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Robert Morris University Campus Ministry Association Constitution
Robert Morris University herein establishes the Campus Ministry Association, also known as the CMA.

PURPOSE–To assist and enhance the spiritual development of the Robert Morris University community and to provide an organizational structure that allows religious denominations to establish a campus ministry to serve members of their faith. The CMA is to be known as a leader in providing a supportive faith environment that integrates spiritual development with the personal and professional goals of the students and to support the academic mission of the university.

SUPPORT – The CMA receives funding and support from the Dean of Students Office.

ROLES –

  1. Approve membership in the Association.
  2. Monitor and enforce compliance to membership requirements.
  3. Provide administrative support to effectively conduct the campus ministries of members.
  4. Provide pastoral care, as needed, to the campus community.
  5. Represent the needs, interests and concerns of the membership to the University administration.
  6.  Approve or disapprove the access to campus of outside individuals or groups requesting to enter for religious purposes.

MEMBERSHIP REQUIREMENTS –

  1. Applications must be made by the denomination’s judicatory body.
  2. Commitment must be stated from the assigned pastor(s), chaplain(s) or lay ministerial staff (proposed member) to service to the students who are members of their respective faith.
  3. Documentation must be provided demonstrating the credentials of the proposed member, consistent with the clerical or lay ministerial requirements of the denomination.
  4. 4. Documentation must be provided accepting, respecting and recognizing the legitimacy of the faiths of all member organizations, and refraining from proselytizing the members of their faiths, that is, purposely attempting to convert members of other faiths or denominations. The Robert Morris University Ethics Agreement (see below) must be signed.
  5. Upon recommendation for membership from the CMA, the proposed member applicants must complete a successful Robert Morris   University criminal background check.
  6. Members will conduct all activities in a manner that contributes to the intellectual, ethical, psychological and personal growth of students.
  7. Members will refrain from activities, demands, requirements and expectations that interfere with student’s full participation in campus life and commitment to academic success.

ROBERT MORRIS UNIVERSITY ETHICS AGREEMENT – The Robert Morris University Campus Ministry Association believes that religious choice is a personal matter and shall be treated with due respect, keeping foremost the concept of human and free choice. All corporate and private expressions of spiritual conviction should be offered and received openly, willingly, and in good faith. The Robert Morris University Campus Ministry Association commits itself to collegial cooperation among the various faiths represented on campus, and to avoiding those actions that may seem coercive, deceptive, or manipulative. 

By-Laws of the Robert Morris University Campus Ministry Association
 
I. OFFICERS

    A. Duties

  1. Chair shall schedule and chair regular meetings; call and chair special meetings; chair the Executive Committee meetings; appoint ad hoc committees; serve as the Association’s spokesperson; represent the Association in its relationship with the University and with other groups; develop annual objectives for the approval of the Association; develop formal working relationships with appropriate University offices; receive complaints.
  2. Vice Chair/Financial Secretary shall assist the Chair in the discharge of duties; substitute for the Chair as required; evaluate compliance of CMA members and Registry representatives to the obligations of each; oversee the scheduling of the CMA’s office calendar; perform all financial duties in direct consultation with the Dean of Students Office; maintain and audit the CMA’s financial books; submit budget requests and program proposals to the Dean of Students Office; prepare monthly financial reports; prepare the written annual financial report; oversee the development of an annual budget.
  3. Secretary shall record and distribute the minutes of all regular and special meetings of the CMA; notify the membershipof scheduled meetings; work with the Dean of Students Office on the collection and distribution of religious preference information to CMA members; coordinate with the Dean of Students Office on all PR and announcement materials.

    B. Eligibility

  • Only members of the CMA may serve as officers of the CMA. All members are eligible for the Vice Chair/Financial Secretary and Secretary positions. However, only those who have been a member for a minimum of three consecutive years shall be eligible for the position of Chair.

    C. Nominations

  • Nominations for officers of the CMA shall be made at the regular meeting of the CMA in March.

    D. Election

  • The election of  officers shall take place at the regular April meeting. Each position shall be elected by a simple majority of all members present.

    E. Term

  • The term of office for all officers shall be one year from May 1 through April 30. No member shall hold any office for more than two consecutive years.

    F. Vacancies

  • Vacancies created by resignation from office – voluntary or requested – will be filled by special election at the discretion of the Executive Committee.

    G. Restrictions

  • No member shall hold more than one office in any one year.

II. COMMITTEES

       A. Executive

  • Officers of the CMA and the Chairs of all standing committees shall constitute the Executive Committee.
  1. Duties: (a) Prepare for regular meetings of the CMA; (b) Review applications for CMA membership; (c) Review complaints regarding members.

        B. Standing

  • Standing Committees may be established and eliminated by a majority vote of all voting members present.

        C. Ad hoc

  • Ad hoc Committees of the CMA may be established by the Chair.

        D. Plans

  • In April, each committee of the CMA will establish annual objectives for the following academic year.

   III. MEETINGS

        A. Regular

  • The CMA will have regular monthly meetings from August through April, with the dates and location decided at the April meeting. Additional regular meetings may be scheduled as needed, determined at a regular meeting by a simple majority vote of all those members present, with a two-weeks’ notice- in writing or electronically.

        B. Special

  • Special meetings may be called by and at the discretion of the Chair.

        C. Rules of Order

  • All meetings will be conducted in accordance with Roberts’ Rules of Order.

        D. Attendance Requirements

  • Members must attend 80% of regularly scheduled meetings annually. A member’s excused absence of a regularly scheduled meeting will not count against the 80% annual requirement for up to three missed meetings. (see Section IX B below).

        E. Excused Absences

  • The Chair must be notified in advance of a regularly scheduled meeting to receive an excused absence. The Executive Committee will then decide whether or not to excuse that absence.

IV. VOTING

        A. Eligibility

  • Only members of the CMA may vote. Each member shall have one vote.

        B. Quorum Requirements

  • Unless otherwise stated herein, a quorum shall be at least 70% of all members. No official CMA business can be conducted without a meeting containing a quorum of the membership.

V. FINANCIAL EXPENDITURES

      Expenditures

  • No expenditure of funds may be made unless it is in accordance with the CMA’s annual budget, or unless specifically approved at a regular meeting of the CMA.

VI. SPONSORSHIP OF EVENTS, PROGRAMS, AND SERVICES

            A. All programs, events or services sponsored by the CMA must have the approval of a simple majority of members present.

            B.To allow the access to campus of outside individuals or groups requesting to enter for religious purposes, the university must acquire the sponsorship of the CMA, in general, or of a CMA member individually.

VII. MEMBERSHIP APPLICATIONS

            A. Procedure

  1. Attendance by the interested pastor(s), chaplain(s) or lay ministerial staff (proposed member) to at least three of CMA’s regular meetings by the time of the CMA’s vote is necessary in order to complete the application process.
  2. A letter of application shall be submitted to the CMA Chair by the judicatory body of the religious denomination seeking to establish a membership. It shall contain (a) a clear statement of the affiliation of the proposed member’s  organization, (b) documentation demonstrating the credentials of the proposed member, consistent with the clerical or lay ministerial requirements of the denomination, (c) an endorsement to full-time service of the proposed member, (d) contact information of local leaders and the judicatory, (e) a statement of commitment by the proposed member to full-time service, and (f) a statement of agreement of proposed member with the Constitution and ByLaws of the CMA, including a signed copy of the Robert Morris University Ethics Agreement.
  3. Upon receiving the necessary documents, the CMA Executive Committee will review and complete a synopsis of the information presented by the applying organization. This synopsis may also include research on the organization from other sources. The application along with the Executive Committee’s recommendation will be presented to the membership at least one month prior to action.
  4. After the completion of all the requirements, the CMA will discuss and vote to recommend or deny membership.
  5. This decision will then be passed on in writing to the Dean of Students.
  6. Upon recommendation for membership from the CMA, the proposed member applicants must complete a successful criminal background check. Expenses for the background check are paid by the CMA.
  7. The Dean of Students will consult with the CMA and make the final decision.

            B. Approval

  • A two-thirds approval of all members of the CMA present is required for recommendation of membership.

VIII. MEMBERSHIP PRIVILEGES

            A. University Parking Privileges

  • Each member of the CMA will receive RMU parking privileges as designated and approved the University.

           B. Programs

  • Members may independently sponsor programs and services for their university constituents.

           C. University Services/Facilities

  • Members may independently utilize University services and facilities through use of proper university protocols.

           
            D.  Representation

  • Members may independently represent the unique needs, interests and concerns of their university constituents to the University administration.

            E. Student Constituency Data

  • Members will receive religious preference cards and may access data on religious preference.

            F. Revolution Accounts

  • CMA member student organizations will have access to Revolution and support from the Office of Student Involvement.

IX. MEMBERSHIP OBLIGATIONS

            A. Accountability/Responsibility

  • Members of the CMA come together in a spirit of cooperation and mutual respect. In that same spirit which brings the CMA together, members are expected to be responsible for knowing and understanding the CMA’s Constitution and By-Laws and for sharing that information with other staff within their organization. It is also expected that all correspondence sent by the CMA will be read and shared within the member organization. Because of the complexity of the CMA, ignorance cannot be accepted as an excuse for not meeting deadlines, criteria, participation, or upholding the CMA’s Constitution and By-Laws.

            B. Meetings 

  1. Each member shall attend the regular meetings of the CMA at least 80% of the time annually. Non-compliance with this requirement by unexcused absences will immediately require a review by the CMA.
  2. No more than three excused absences (see Section III E above) annually, annual being defined as between August and April, shall be permitted. More excused absences than that in a year will require a review by the CMA.
  3. In the event that a review of a member’s attendance is necessary, the CMA will seek out the reason for the inactivity.  If no sufficient reason is given for the absences, the CMA may vote to suspend the voting rights of that member or vote to remove that member from the CMA. These votes require a two-thirds majority of the members present at that meeting.

        C. Participation

  • Each member is encouraged to participate in CMA campus efforts, e.g., student advising sessions, and CMA programs, and have a willingness to hold offices and attend committee meetings.

        D. Involvement with Students

  1. CMA members, in addition to their general pastoral and advisory responsibilities, shall fall into only one of two categories in relation to student groups. The first category is a CMA member who has been assigned to campus by his/her judicatory as advisor and support for a certified student organization (see Section X below). This type of CMA member is responsible for the supervision of his/her certified student organization’s activities and its compliance to the membership requirements of the CMA. The individual member will serve as the official advisor to the certified student organization.
  2. The second category of CMA member is one who has been assigned to campus by his/her judicatory as a guide and spiritual leader to a group of students with a common interest. The nature of this type of student group is not to organize and take leadership of their own activities, rather to benefit from the direction and guidance of the CMA member. The CMA recognizes this special relationship, and the CMA will approve and distribute funds from the CMA budget to this CMA member for his/her group.

X. STUDENT ORGANIZATIONS OF A RELIGIOUS NATURE

                A. Definition

  • A student organization of a religious nature is defined as a student organization with a central purpose to nurture and/or promote a religious belief, doctrine, or spiritual philosophy. 

                B. Advisory Role in Student Organization Applications

  • When a group of Robert Morris University students applies for recognition by the Office of Student Involvement, and the proposed student organization is of a religious nature, the Dean of Students Office will consult with the CMA, and the CMA will advise the Dean of Students Office on the merits of the application and will recommend the direction in which the decision process should proceed. If the proposed student organization’s purpose is directly aligned with the faith of a CMA member, the CMA shall recommend to the Dean of Students Office that the proposed student organization’s advisor be that CMA member.

                C. Certified Student Organizations of a Religious Nature

  • A student organization of a religious nature is to be approved by the Robert Morris University Student Government Association (SGA) through the Office of Student Involvement. This organization will then be recognized by the CMA as a certified student organization of a religious nature. Funding to that certified student organization will be available through the SGA budget allocation process.

                D. Student Collectives Too Small for Certification

  • Because of the unique nature of religion and its role in the life of a student, if a group wishes to become a certified student organization but cannot fulfill the minimum membership requirements for SGA approval, that group can apply directly to the CMA for support. If approved by the CMA, the CMA will provide oversight to this organization by assigning a CMA member as its advisor, and the religious student group will be able to sign up for rooms and spaces as any other student organization on campus. Funding, however, will not be provided by the CMA.

XI. JUDICIAL AFFAIRS

                A. Compliance

  • Failure to abide by the CMA Constitution and By-Laws will be grounds for removal, suspension, probation or sanction.

                B. Procedure

  • Any action for discipline or removal of a member of the CMA may be initiated by another member(s), the University, students or the outside community.

 

  1. Complaints shall be submitted in writing to the CMA Chair.
  2. Complaints must be reviewed by the Executive Committee in consultation with the University within two weeks of receiving the complaint.
  3. The Executive Committee will determine the possible validity of the complaint by speaking with all parties involved. All discussions shall be confidential, and the parties involved are asked to abide by the same level of confidentiality.
  4. The Executive Committee shall not make a judgment but will determine whether the complaint warrants                                        consideration by the CMA.
  5. In such cases, the Executive Committee will call a special meeting of the CMA giving the membership two-weeks notice in writing or electronically.
  6. Each party involved in the complaint will be permitted to present their case to the CMA in a responsible manner with supportive documentation or illustrations within the allotted time given by the Executive Committee.
  7. After both sides have presented their case, the CMA will be given time to ask questions of both parties.
  8. Once the CMA has decided it has heard what it needs to hear in order to make an informed decision about the                            complaint, the membership will vote. A two thirds majority of all voting members present is required to approve any sanction.

            C. Sanctions

  • The CMA may expel members; suspend membership for a specified period of time; place members on probation under specified conditions or establish other sanctions consistent with the violation.

            D. Appeal

  • An organization which has been expelled, suspended, placed on probation or otherwise sanctioned by action of the CMA may appeal that action to the Dean of Students.

 

  1. The appeal shall be made in writing to the Dean of Students within 15 days of the action of the CMA.
  2. The Dean of Students shall request from the CMA Chair a statement in writing of the rationale for the CMA’s action.   
  3. The Dean of Students may approve, revise, deny the sanction or call for reconsideration by the CMA, in which case the Dean of Students shall accept the decision of the CMA.

            E. Reinstatement

  • Member groups that are expelled must reapply for membership. Past membership does not insure acceptance.

XII. AMENDMENTS

            A. Any member of the CMA may propose an amendment to the Constitution and ByLaws. Proposed amendments must be presented in writing at a regular meeting of the CMA.

            B. The proposed amendment must be circulated to all members and submitted to the Dean of Students at least two weeks prior to the vote.

            C. A two-thirds vote of all members present of the CMA is required for adoption.

            D. After adoption, the amendment shall be submitted for approval to the Dean of Students prior to its implementation.

CMA Constitution/By-Laws-Rev. 2020-11-24