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Article IV: Cabinet

Section 1: Appointment

  1. Members of the USS Cabinet are elected by the Virginia Tech undergraduate student body.
    1. The Vice President and Representative to the Board of Visitors is selected by the Board of Visitors. They are not elected.
  2. Cabinet vacancies that occur after the spring election but before the fall election shall be filled during the fall election.
    1. Vacancies that occur after the fall election but before the spring election shall be filled by an internal USS election, provided that quorum has been achieved. The successful candidate’s term shall expire at the end of the spring semester.
    2. Vacancies that occur after the spring election but before the fall election can be filled by an interim appointment by the President until the fall election takes place.

Section 2: Eligibility

  1. All members of the USS Cabinet must:
    (With exceptions for the Vice President and Representative to the Board of Visitors)
    1. Be enrolled as a full-time undergraduate student at the Blacksburg campus, be in good academic standing, and be in good standing with the Honor System and Student Conduct, and the Corps of Cadets (if applicable) at the time of application and throughout the entire term.
    2. Attend an election information session and complete a pre-campaign interview process with the Senior Advisor for the USS and their appointed Cabinet Elections Panel.
    3. Serve for at least one year as a member of the USS.
    4. Have previously served as a member of the USS when the Cabinet position is assumed.

Section 3: Duties and Responsibilities

  1. All members of the USS Cabinet must:
    1. Remain actively engaged in Senate meetings, activities, and committee meetings.
    2. Engage as a voting representative in the USS on behalf of student constituencies. The USS President may only vote in the case of a tie.
    3. Be capable of upholding administrative duties as needed during periods when classes are not in session.
    4. Be able to demonstrate a clear and enthusiastic commitment to servant leadership.
    5. Serve as champions of the undergraduate student experience at Virginia Tech
    6. Lead the USS with integrity and in a manner that demonstrates UT Prosim and the Ten Characteristics of Servant Leadership at all times.
    7. Attend all Senate meetings, cabinet meetings, committee meetings, and retreats.
      1. Can miss with the approval of the President.
    8. Send reports in a timely manner before meetings.
    9. Meet regularly with UCSO Senators and UCSO leaders to maintain up-to-date knowledge of projects, issues, and events to provide support opportunities.
    10. Compile, store, and oversee the creation of transition packets for their role.
    11. Review executive letters from the President or letters from the Vice President for Inclusive and Strategic Affairs.
    12. Meet regularly with the Deputy Advisor for the Undergraduate Student Senate.
    13. Hold office hours with constituents by appointment.

Section 4: Term of Office

  1. Cabinet terms will fulfill one (1) academic year after university spring commencement. Incoming Cabinet members are expected to participate in transition meetings after their successful election to the position. Cabinet members may run for reelection. If a Cabinet member enters office after inauguration, their term still ends at the end of the academic year.

Section 5: President

  1. Duties and Responsibilities:
    The President will:
    1. Convene and preside over all Senate meetings.
      1. Enforce rules relating to debate and those relating to decorum within the Senate.
      2. Call the Senate into special session when necessary.
    2. Engage with the administration and other shared governance leaders as the chief representative for the undergraduate students.
      1. Fulfill additpional requirements as requested by university officials.
    3. Hold individual meetings with each member of the Cabinet as well as a weekly all-Cabinet meeting.
    4. Create meeting agendas for Senate and Cabinet meetings.
    5. Engage regularly with student organizations to continuously and equitably provide support opportunities.
    6. Create ad hoc committees and positions as needed and notify the Senate of their creation at the following Senate meeting.
    7. Provide communications relating to topics of importance to the community via executive letters that can be shared through VT Student News, email, Canvas, and social media platforms as needed.
      1. Share the document with the Cabinet for an opportunity for review prior to release.
      2. If the executive letter pertains to diversity, equity, and inclusion, coordinate the release with the Vice President for Inclusive and Strategic Affairs.
    8. Serve as a voting member of the University Council, per the University Council Constitution.
    9. Serve as a voting member on the University Council Cabinet.
    10. Serve as a voting member on the Commemorative Tributes Committee per Policy 12005.
    11. Serve as a voting member on the External Awards Committee per Policy 12015.
    12. Serve as a voting member on the Student Activity Fee Allocation Board (SAFAB).
    13. Represent USS on Order of the Gavel, the University President’s Advisory Council, and VPSA Core Leadership.
    14. In coordination with the Deputy Advisor and Vice President for Shared Governance, appoint senators to serve on university committees, commissions, and task forces. All appointments must be confirmed by the Senate.
    15. Appoint representatives to committees outside of shared governance upon request.
    16. Report to the Senior Advisor regularly.

Section 6: Vice President for Issues and Policy

  1. Duties and Responsibilities:
    The Vice President for Issues and Policy will:
    1. Oversee the Issues and Policy Committee.
      1. Appoint a Vice Chair for the Issues & Policy Committee.
    2. Read, edit, and facilitate legislation that originates in USS as it pertains to the undergraduate student body’s well-being and overall improvement of the student experience.
      1. Be responsible for reviewing all legislation that originates in USS to ensure it aligns with the governing documents before it is presented.
    3. Serve as the Senate parliamentarian during Senate meetings.
    4. Assist USS Representatives in finding and meeting with the appropriate stakeholders.
    5. Manage the internal templates for each resolution type.
    6. Oversee the Director for Special Programs and their respective committee.
    7. Serve as a voting member of the University Council, per the University Council Constitution.
    8. Serve as a voting member of SCHEV if selected.
    9. Report to the USS President.

Section 7: Vice President for Shared Governance

  1. Duties and Responsibilities:
    The Vice President for Shared Governance will:
    1. Serve as the Chair for the Commission for Undergraduate Student Affairs (CUSA).
    2. In coordination with the Deputy Director and President, create, distribute, and review undergraduate student applications to serve on university committees, commissions, and task forces.
      1. Hold USS members on shared governance commissions and committees accountable for their attendance and information distribution post-meeting.
    3. Report to the Senate with all pertinent governing information following each CUSA and University Council meeting.
    4. Present the CUSA workplan to the University Council at the beginning of each academic semester.
    5. Facilitate the creation or amendment of university policies to improve the undergraduate student experience.
    6. Maintain regular communication with USS representatives on shared governance commissions and committees.
    7. Serve as a voting member of the University Council, per the University Council Constitution.
    8. Serve on Order of the Gavel.
    9. Meet with the Vice President for Policy and Governance monthly.
    10. Report to the USS President.

Section 8: Vice President for Inclusive & Strategic Affairs

  1. Duties and Responsibilities:
    The Vice President for Inclusive & Strategic Affairs will:
    1. Chair the Inclusive Affairs Committee.
    2. Oversee the Director and Assistant Director of Governmental Relations.
    3. Write letters to be shared with the undergraduate student body as needed on matters pertaining to diversity, equity, inclusion, and accessibility on behalf of the Vice President for Inclusive and Strategic Affairs. This letter will be shared with the Cabinet for an opportunity for review prior to release.
    4. Serve as the chief student representative for all undergraduate students regarding matters pertaining to diversity, equity, and inclusion.
    5. Serve as the point of contact for events that are delegated by the University Office of Inclusive Strategy & Excellence that fall within the charge and scope of this position.
    6. Meet with the University Vice President for Inclusive Strategy & Excellence monthly.
    7. Coordinate with Membership Development to ensure offerings of Diversity, Equity, and Inclusion training programs for USS members.
    8. Support all members of the Senate to ensure equitable opportunities for recruitment and accurate representation of the undergraduate student body.
    9. Work in tandem with the Vice President for Issues and Policy when editing, facilitating, and reviewing legislation.
      1. Review and make recommendations to authors for every piece of legislation that originates in USS concerning applications for diverse, equitable, and inclusive opportunities.
    10. Report to the USS President.

Section 9: Vice President for Administration

  1. Duties and Responsibilities:
    The Vice President for Administration will:
    1. Chair the Administration committee.
    2. Oversee the Director of Communications and Marketing, Director of Membership Development, the director of Public Relations, and their respective committees.
    3. Maintain multiple communication channels within the organization.
    4. Oversee all internal communications (including meeting minutes) through the Administration Committee.
    5. Maintain all legislative and other records for the Senate.
    6. Coordinate with the USS President to distribute meeting agendas prior to Senate meetings. Coordinate the scheduling of guest speakers at USS events and meetings.
    7. Regularly review the USS email account and forward the information to the relevant USS members.
    8. Report to the USS President.

Section 10: Vice President for Finance

  1. Duties and Responsibilities:
    The Vice President for Finance will:
    1. Serve as Chair of the Appropriations Committee.
    2. Oversee the Director of Finance.
    3. Oversee the Director and the two Assistant Directors of Hokie Effect.
    4. Serve as the Chair of the Student Activity Fee Allocation Board (SAFAB).
    5. Prepare and provide financial reports as requested for meetings.
    6. Review Resolutions for Funding Requests.
    7. Prepare the USS Annual Budget with input from the Director for Finance and the Deputy Director for the USS.
    8. Inform UCSO members about the annual budgeting process.
    9. Report to the USS President.

Section 11: Vice President and Representative to the Board of Visitors (BOV)

  1. Duties and Responsibilities:
    The Vice President and Representative for the BOV will:
    1. Complete duties as outlined by the Board of Visitors.
      1. Conduct regular focus groups with undergraduate students to elevate student topics of concern to the BOV for better understanding of the undergraduate experience.
      2. Meet with the Deans of the colleges if necessary to discuss college-specific student concerns.
      3. Serve as the undergraduate representative to the University Board of Visitors (BOV).
        1. Report to the Board of Visitors at the BOV quarterly meetings
      4. Serve as a voting member of the University Council, per the University Council Constitution.
    2. Serve as a voting member on SCHEV if selected.
    3. Serve on and attend Order of the Gavel, the University President’s Advisory Council, and VPSA Core Leadership.
    4. Oversee the accountability process.
      1. Forward information to the advising team regarding instances of attendance and office hour discrepancies.
      2. Serve as a resource for Senators to communicate matters relating to attendance.
    5. Meet regularly with the Senior Advisor to the Undergraduate Student Senate.
  2. This position is appointed by the Board of Visitors, who determine the eligibility requirements.