5. 5
q. Manage the ICRA budget with the ICRA Advisor.
r. Manage the ICRA Funding Request process.
s. Approve programming expenditures.
t. Serve as a liaison to Residence Area Councils as a whole.
u. Assist in maintaining and cleaning the ICRA Office.
v. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
w. Provide regular and timely response to email and other communication related
to ICRA and this position.
x. Work with the Executive Board to coordinate ICRA committees and events.
y. Decide Bronze Pin recipients, along with the NRHH Chair.
z. Coordinate process for the selection of the ICRA Spotlight Award at the Rezzies
Ceremony.
aa. Manage the ICRA executive board elections process.
i. Should the President choose to run for a position on the ICRA executive
board, the process shall be coordinated by the ICRA Advisor.
bb. Serve as the ICRA representative to all HDH advisory meetings
i. Should the President cannot make the meetings, a proxy should be set up
with Vice President Leadership Development, NRHH Chair, or other ICRA
executive board member
2. VICE PRESIDENT OF ADMINISTRATION - The Vice President of Administration shall:
a. Coordinate the management and organization of the ICRA Office, including
maintaining the keys to the office.
b. Track storage, office supplies, and computer supplies and ensure that these
supplies are always available.
c. Manage Office Operations budget.
d. Maintain the ICRA email address.
e. Take minutes at all ICRA, ICRA Executive Board, and Residence Chair Council
Meetings and distribute them in a timely fashion.
f. Maintain attendance records for all meetings.
g. Track quarterly Residential Stipend points and provide completed forms to ICRA
Advisor within ten days of the completion of the tracking period.
h. Plan ICRA and RCC internal socials and manage the Appreciation budget.
i. Chair the Residence Council Dinner planning committees quarterly.
j. Manage internal ICRA calendar, including scheduling for events and the use of
the ICRA Office.
k. Update and maintain ICRA bulletin boards.
l. Attend all weekly ICRA meetings.
m. Attend all biweekly ICRA Executive Board and biweekly Residence Chair Council
Meetings.
n. Attend all ICRA or Residence Council retreats and trainings.
o. Present at the ICRA Leadership Conference and during the ICRA Leadership
Series.
6. 6
p. Schedule and serve at least two office hours per academic year week in the ICRA
Office.
q. Have biweekly one on one meetings with ICRA President.
r. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
s. Provide regular and timely response to email and other communication related
to ICRA and this position.
t. Contribute to the ICRA Monthly Newsletter.
u. Serve as a liaison to Residence Councils.
v. Serve as a good role model.
w. Serve as a positive representative of ICRA and UC San Diego.
x. Other programmatic duties with ICRA as assigned.
3. VICE PRESIDENT OF ADVOCACY- The Vice President of Advocacy shall:
a. Chair and coordinate annual community service event.
b. Develop and implement campaigns and events related to campus issues facing
undergraduate residents.
c. Coordinate and approve publicity and reimbursements to turn in to the ICRA
President for service and educational/advocacy programs.
d. Build, maintain, and make available resources for ICRA and residence councils
related to planning and implementing education and diversity programs.
e. Develop a mechanism to receive feedback from residents and to address this
feedback through education of residents and advocacy.
f. Serve as the ICRA representative to the HDH Walk the Block Committee and a
Walk the Block Ambassador.
g. Attend all weekly ICRA meetings.
h. Attend all biweekly ICRA Executive Board and biweekly Residence Chair Council
Meetings.
i. Attend all ICRA or Residence Council retreats and trainings.
j. Present at the ICRA Leadership Conference and during the ICRA SURFS
Leadership Series.
k. Schedule and serve at least two office hours per academic year week in the ICRA
Office.
l. Have biweekly one on one meetings with ICRA President.
m. Assist in maintaining and cleaning the ICRA Office.
n. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
o. Provide regular and timely response to email and other communication related
to ICRA and this position.
p. Serve as a liaison to Residence Councils.
q. Serve as a good role model.
r. Serve as a positive representative of ICRA and UC San Diego.
s. Other programmatic duties with ICRA as assigned.
7. 7
4. VICE PRESIDENT OF PROGRAMMING - The Vice President of Programming shall:
a. Manage TAP process with the UCSD Center for Student Involvement for ICRA
programs and serve as the liaison from ICRA to this office.
b. Manage and track programming and publicity supplies and order additional
supplies as necessary.
c. Manage Program Equipment Rental Program for eligible residential
communities.
d. Develop training on using social media and relevant technology.
e. Manage ICRA’s social media sites.
f. Manage ICRA website.
g. Coordinate ICRA member recruitment.
h. Contribute to and edit the ICRA Monthly Newsletter.
i. Coordinate and approve publicity and reimbursements to turn in to the ICRA
President for social programs.
j. Approve publicity for all ICRA events.
k. Attend all weekly ICRA meetings.
l. Attend all biweekly ICRA Executive Board and biweekly Residence Chair Council
Meetings.
m. Attend all ICRA or Residence Council retreats and trainings.
n. Present at the ICRA Leadership Conference and during the ICRA Leadership
Series.
o. Schedule and serve at least two office hours per academic year week in the ICRA
Office.
p. Have biweekly one on one meetings with ICRA President.
q. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
r. Provide regular and timely response to email and other communication related
to ICRA and this position.
s. Serve as a liaison to Residence Councils.
t. Serve as a good role model.
u. Serve as a positive representative of ICRA and UC San Diego.
v. Other programmatic duties with ICRA as assigned.
5. VICE PRESIDENT OF LEADERSHIP DEVELOPMENT: The Vice President of Leadership
Development shall:
a. Chair and coordinate annual ICRA Leadership Conference.
b. Coordinate the weekly ICRA SURFS Leadership Series.
c. Recruit presenters of a variety of topics relevant to the needs of residential
student leaders.
d. Reserve adequate space for all leadership programs to provide adequate
advertising for all leadership events.
e. Manage the Leadership Development budget.
f. Contribute to the ICRA Monthly Newsletter.
g. Attend all weekly ICRA meetings.
8. 8
h. Attend all biweekly ICRA Executive Board and biweekly Residence Chair Council
Meetings.
i. Assist the ICRA President with the planning of all ICRA or Residence Council
retreats and trainings.
j. Present at the ICRA Leadership Conference and during the ICRA SURFS
Leadership Series.
k. Have weekly one on one with ICRA Advisor and biweekly one on one with ICRA
President.
l. Schedule and serve at least two office hours per academic year week in the ICRA
Office
m. Assist in maintaining and cleaning the ICRA Office.
n. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
o. Provide regular and timely response to email and other communication related
to ICRA and this position.
p. Serve as a liaison to Residence Councils.
q. Serve as a good role model.
r. Serve as a positive representative of ICRA and UC San Diego.
s. Other programmatic duties with ICRA as assigned.
t. Serve as the meeting facilitator or representative of ICRA in the absence of the
ICRA President or if that position becomes vacant.
6. NATIONAL COMMUNICATIONS COORDINATOR - The NCC shall:
a. Serve as the UCSD representative to NACURH and to PACURH.
b. Participate in all PACURH and NACURH business meetings, including regional
chats.
c. Work with ICRA President and NRHH Chair to coordinate submission of campus,
regional, and NACURH award bids.
d. Coordinate selection process for conference delegates.
e. Provide guidance, leadership and development of the conference delegations to
NACURH—related conferences.
f. Coordinate the registration process for all regional and NACURH conference,
including gathering a delegation, researching transportation options, and
communicating with the conference staff.
g. Communicate with delegation about the process for submitting program
proposals for regional and national conferences.
h. Hold delegates accountable for their Conference Attendance Contract
agreements.
i. Coordinate UCSD’s affiliation process with NACURH, including submitting all
documents and producing an annual RFI file.
j. Serve as a member of the ICRA Leadership Conference planning committee.
k. Encourage positive UCSD Spirit.
l. Manage budget for Travel.
9. 9
m. Establish and maintain relationships between ICRA and other similar
organizations at other institutions, especially at other San Diego County and
Southern California institutions.
n. Coordinate an exchange program with ICRA-equivalents from another school.
o. Run delegation meetings prior to and following each conference.
p. Schedule and serve at least two office hours per academic year week in the ICRA
Office.
q. Assist in maintaining and cleaning the ICRA Office.
r. Write a minimum of three nominations per quarter. These may be OTMs,
Rezzies, or PACURH bids.
s. Provide regular and timely response to email and other communication related
to ICRA and this position.
t. Attend all weekly ICRA meetings.
u. Attend all biweekly ICRA Executive Board and biweekly Residence Chair Council
Meetings.
v. Attend all ICRA or Residence Council retreats and trainings.
w. Have regular meetings with the Advisor of ICRA regarding travel and conference
attendance.
x. Have biweekly one on one meetings with ICRA President.
y. Serve as a liaison to Residence Councils.
z. Serve as a good role model.
aa. Present at the ICRA Leadership Conference and during the ICRA Leadership
Series.
bb. Contribute to the ICRA Monthly Newsletter.
cc. Other programmatic duties with ICRA as assigned.
7. NRHH CHAIR - The NRHH Chair shall:
a. Be chosen by the NRHH membership as described within the NRHH Constitution.
b. Be a member of the ICRA Executive Board.
c. Attend all ICRA, ICRA Executive Board, and Residence Chair Council meetings.
d. Present at the ICRA Leadership Conference and during the ICRA Leadership
Series.
e. Contribute to the ICRA Monthly Newsletter.
f. Serve as a good role model.
g. Other programmatic duties with ICRA as assigned.
h. Be subject to the duties described within the NRHH Constitution.
Section C – Executive Board Elections
1. Election Timeline
a. The election for the following year’s ICRA Executive Board is announced during
fifth week of winter quarter. Applications are then made available until the due
date, during the eighth week of winter quarter. These dates may be adjusted as
needed to ensure that those elected are eligible for HDH room selection.
10. 10
b. The voting body receives a copy of each completed application and votes for the
new ICRA Executive Board during the designated meeting(s) during winter
quarter.
c. An exact transition date is at the discretion of the current President and
President-elect with consultation from the ICRA Advisor. The transition must
take place by the end of spring quarter.
2. President and NCC Eligibility
a. Have attended a majority of ICRA meetings and programs during the current
academic year.
b. Be a student in good standing with the university.
c. Be available for training and required conferences.
d. Live in on-campus housing during term of the position.
3. Vice President Eligibility
a. Have attended a majority of the meetings and programs during the current
academic year for any one of the UCSD Residence Councils, as confirmed by the
Residence Council’s advisor.
i. Students with a specific exception, like studying abroad, can seek an
exception to this from the President and ICRA Advisor.
b. Be a student in good standing with the university.
c. Be available for training and required conferences.
d. Live in on-campus housing during term of the position.
4. Election Process
a. All candidates must have completed and submitted the written application for
the positions they are interested in before the stated deadline.
b. The election will take place according to the election timeline.
c. The election process is facilitated by the President or ICRA Advisor.
d. A quorum must be present to elect the Executive Board.
i. Quorum is defined as 2/3 of students eligible to vote.
e. Candidates must give a short presentation in support of their election to the
position they have applied for.
5. Voting in Elections
a. ICRA members are eligible to vote in elections if they do one of the following:
i. Attend six of the last ten ICRA General Body meetings in the current
academic year.
ii. One member from a Residential Committee who qualifies as follows:
1. Attend four of the last six Residence Chair Council meetings in the
current academic year.
2. If there is more than one person eligible from a single Residential
Committee, the Residential Committee Chair shall notify the ICRA
President which one person will represent their Committee at
these meetings.
3. If no member qualifies, then that Residential Committee will not
have a vote during ICRA elections.
b. Candidates and the ICRA Advisor may not vote.
11. 11
c. A majority vote by secret ballot will determine the winner.
d. In the case of a tie, if the President has voted, the vote is rejected and the voting
process must be repeated. If there is a tie vote and the President has not voted,
that person may cast the deciding vote.
e. A discussion of the candidates outside their presence may be conducted by the
general body with ground rules to be established by the President.
Section D – Advisor
The ICRA Advisor is the Residence Life Liaison employed by HDH.
Section E –Meetings
1. Executive Board Meetings
a. The Vice Presidents, NCC and NRHH Chair on the Executive Board shall serve as
voting members at Executive Board meetings. The President has the option to
vote.
b. The Executive Board shall attend regular meetings outside of the general body
meeting.
c. The Executive Board will meet quarterly with the Advisor.
d. Meet to discuss and present updates on individual positions and ask questions.
e. The Executive Board will meet biweekly.
2. Residence Chair Council meetings
a. Council shall consist of the ICRA President, ICRA Vice Presidents, NCC, NRHH
Chair, and one voting member assigned by each of the Residential Area Councils
listed in Article III Section C.
i. Residential Area Councils can designate up to three members to
represent their Committee.
b. The President shall reside over the Council.
c. ICRA Vice Presidents, NCC, NRHH Chair, and one voting member assigned by
each of the Residential Area Councils listed in Article III Section C are eligible to
vote. The President can vote in the case of a tie.
i. Quorum is defined as 2/3 of the described membership of the group.
d. Council will determine funding requests upon receipt and approval by the
President.
e. Council will deliberate and make suggestions on changes to housing as they are
presented in the HDH Advisory Committee and ICRA general body meetings.
f. The Residence Chair Council will meet biweekly.
3. General Body Meetings
a. The General Body shall meet to plan campus-wide, residentially-focused events.
b. ICRA shall hold no less than one meeting per week of the academic year, except
during finals week and holidays.
12. 12
c. Meetings shall consist of the ICRA executive board and any interested
undergraduate student.
d. ICRA General Body will meet weekly.
e. Each member who has attended six of the last ten General Body meetings in the
same academic year shall have one vote.
f. Quorum is defined as 2/3 of the eligible membership.
g. A silent vote shall be held at the request of any member.
h. In the case of a tie, if the President has voted, the vote is rejected and the voting
process must be repeated. If there is a tie vote and the President has not voted,
they may cast the deciding vote.
Section F – General Responsibilities
1. Each executive shall be an Advisor or a co-Advisor to a committee during committee
time.
2. All executives shall contribute to all Leadership, recruitment, and Newsletter activities,
as well as assist with all programmatic activities of the group.
3. All the executives shall carry out the responsibilities of his/her position to the best of
his/her ability.
Section G - Vacancies
1. In the event that an Executive Board position becomes vacant, the President shall work
with the Advisor to determine a process to fill the vacant position.
2. If the President should become vacant, the VP Leadership Development shall assume
their duties until the office can be reopened for election by the general body.
Section H - Impeachment
1. In the event that an Executive Board member does not fulfill their duties and
responsibilities on a regular basis, that member may be impeached by a consensus vote
of the entire Executive Board only after the intervention process has been completed.
2. Intervention Process:
a. The President shall meet and discuss the situation with the member in question.
If the President is in question, the VP Leadership Development shall coordinate
the intervention process in conjunction with the ICRA Advisor.
b. If there is no improvement, the ICRA Advisor will meet with the member in
question.
c. If still there is no improvement, the Executive Board shall vote to impeach the
Executive Board member in question.
3. Upon impeachment, the Executive Board member has the option to resign from their
position or can be removed from office with a majority vote of the ICRA general body.
Article VI - Programming and Special Committees
1. The President may name Programming and Special Committees as needed.
2. The Committees shall appoint their own Chair.
13. 13
Article VII – Financial Allocations and Budget Procedures
Section A – General Budget and Monies
1. The ICRA operating budget shall consist of the money allocated by UCSD HDH. The
Advisor shall request the allocation from HDH Administrative & Financial Services within
the first 4 weeks of Fall Quarter.
2. The annual budget shall include but is not limited to allocations toward:
a. Advisor Discretion.
b. Appreciation.
c. Residential Stipends.
d. NRHH.
e. Office Operations.
f. Programming
g. Rezzies.
h. Travel.
3. The ICRA account shall be held in an off-campus USE Credit Union Checking account
administered by the ICRA Advisor.
4. Monies remaining in the account after June 30th will be allocated as part of the budget
for the next academic year.
Section B – Travel Monies
1. The ICRA travel budget shall consist of money allocated to ICRA.
2. A minimum of $10,000 is needed to support ICRA travel.
Section C – ICRA Sponsored Event Publicity Requirements
1. The following three requirements have been established in order for an outside group
to receive funding from ICRA.
a. All publicity must include ICRA as a sponsor and be posted or showing at least
one week prior to the event unless given other instruction in writing by the
President.
b. Groups must create Facebook event page and invite “UCSD ICRA” ten days prior
to event.
c. Groups must then choose two (2) of the following forms of publicity to advertise:
i. Large butcher paper posters, defined as at least 3’x3’, posted in each
residential area.
ii. UCSD Student Flyers email.
iii. Paper flyers (minimum 8 ½” x 11”) posted across campus.
iv. Quartersheets in dining areas.
v. Alternative publicity approved at the time of the funding request by ICRA
President and Advisor (e.g. Twitter campaign). Publicity plan must
include description and detailed timeline plan prior to the event.
2. If all publicity requirements are followed and the event occurs and is completed, groups
will be awarded 100% of the funding allocated by ICRA. If only two of the three forms
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are followed, 50% of the funding allocated will be awarded. If only one or no forms of
advertising is completed, or the event does not occur, none of the funding allocated will
be awarded.
3. All forms must be completed in full and turned in on time in order to be eligible to
receive funding for the event.
Section D – Financial Requests
1. All financial requests must be allocated by ICRA before the date of the event or
program.
2. Financial requests will only be heard once a month.
3. Financial requests must be approved by the President and appear on the agenda for the
week of the request.
4. If the President does not believe the event is residentially focused and/or is accessible
to residents, then the funding request will not be considered by ICRA.
5. Funding Request Presentations:
a. All groups must present their funding request to the ICRA general body.
Questions are then allowed with presenters being present.
b. The presentation is followed by a pro/con session and discussion during which
the presenters must leave the room. This will be followed by additional
discussion and motions.
c. In the event that the exact monetary figure is not proposed by the requesting
organization, ICRA will determine a reasonable figure by vote.
d. Groups must have a complete budget including other funding sources and where
ICRA funding will be allocated.
6. Programs requesting funding must both follow the requirements as outlined in “Section
C – ICRA Sponsored Event Publicity Requirements” and directly affect UCSD residents.
7. Groups must submit receipts pertaining to their event in order to receive
reimbursement.
8. Reimbursement request must be turned in no later than three weeks after the event
occurs.
9. If any stipulation is attached to a funding allocation, groups must comply with
stipulation or funding may be revoked.
10. The Advisor maintains all funding approvals and will process allocated funds and
reimbursement requests.
11. It is the duty of the President to communicate these requirements to groups requesting
funding.
Section E – NACURH Affiliation Monies
1. Membership dues for NACURH and NRHH shall be paid by ICRA.
2. As a parent organization, ICRA is responsible for approving and funding NRHH operating
costs as proposed by NRHH by the fourth week of fall quarter.
3. The NRHH allocation shall be no less than $3,000.
4. ICRA may vote to fund various additional NRHH activities.
