ISLC Charter

Application for the 2024-25 ISLC Administrative Board will be available at the start of the Fall 2024 semester  

 

I. Purpose

International Students of Lewis & Clark (ISLC) is a governmental body for international students by acting as their representative voice to administration and other student organizations, as well as meeting to address issues of international student concern, and organizing events such as the International Fair. ISLC promotes and facilitates the interaction and exchange of cultures, customs, experiences, and knowledge within the international student body, as well as between international students, Third Culture Kids (TCKs), and the wider LC community on and off campus. Its continuing goal is to create a more diverse, active, and culturally aware college community that celebrates our variety of backgrounds, interests, and goals.

II. Membership

All international students (defined as students in the US on non-immigrant visas) enrolled at the College of Arts and Sciences are members of ISLC. Domestic students are welcome to join and are eligible to serve on the ISLC Board. To become a member of ISLC, each candidate must fill out an application at the beginning of the academic year (or other unforeseen circumstances which would require more members) which will be reviewed by the Executive Board of ISLC and the Faculty Advisor to the ISLC Board. The priority to the board membership shall be given to international students and TCKs as this governmental body exists to serve as their representative voice. Members may only serve on the Executive Board after they have previously served as an Administrative Officer or have previously worked in a leadership role with ISLC subject to approval by the Faculty Advisor to the ISLC Board.

III. Organizational Structure

1. Members

The ISLC Board is composed of the Administrative Board and the Executive Board. The Executive Board is composed of the President, Vice-President, and ISLC Representative to ASB and ISLC Representative to the Cabinet, who shall be elected by majority vote of ISLC during Spring Semester. The Administrative Board, which consists of the Chairperson of Logistics, Chairperson of Budget and Finance, Chairperson of Activities, Chairperson of Public Relations, Chairperson of Advertising and Social Media, TCK Representative, and AES Representative, are appointed by the Executive Board after candidates submit an application. An interview will be required if multiple candidates apply for the same position. The Executive Board may appoint more than one person to an ISLC Board position; in addition, an Administrative Board position may be discontinued if it is no longer deemed necessary. Discontinuation must be approved by a two-thirds majority vote of the ISLC Board. Each Spring Semester, when a new Executive Board has been elected, the constitution and each Administrative Board position will be under review and subject to change by the newly elected Executive Board.

The Faculty Advisor to the ISLC Board (the Assistant/Associate Director of the Office of International Students and Scholars) shall instruct the board and aid in its yearly operations. The Faculty Advisor will also act as a supervisor to the Vice-President in organizing the International Fair.

1. Operation

ISLC holds weekly meetings at a time to be determined within the first month of each semester. The Chairperson of Logistics is responsible for booking a location for the meetings. Additional meetings may be scheduled at the discretion of the Executive Board. Attendance at meetings is expected for all ISLC members. In case that a member has to be absent for a meeting, a notification should be submitted to the ISLC email 24 hours in advance. In extenuating circumstances, board members are allowed to attend the meeting remotely, if permitted by the Executive Board. In unexpected circumstances, contacting the Executive Board directly is required. In addition, the Executive Board members are required to hold a minimum of 2 office hours each week in order to make themselves available to the student body, if deemed necessary. The Executive Board will hold additional office hours on behalf of the board in order for students to raise concerns/questions to them.

The ISLC Board is responsible for advocating for international students in the different political and social spheres that the campus offers. This may include, but is not limited to, membership within the United Front and participation in the Equity, Inclusion and Justice Committee as well as the Associated Students at Lewis and Clark (ASB). The ISLC Board is also responsible for organizing events, which reflect one of the purposes of ISLC, as outlined in Section I.

 

1. Terms of Office
2. Duration

All ISLC Board members serve for one academic year. Candidates who wish to apply for a position on the ISLC Board who can only serve for one academic semester may do so. Members of the Executive Board may hold the same position for a maximum of two years. All ISLC Board members shall receive an honorarium, to be paid during each semester.

The amount of the honorarium is as follows:

• President: 250 USD per semester
• Vice-President: 350 USD per semester
• ISLC Representative to ASB: 150 USD per semester
• ISLC Representative to Cabinet: 250 USD per semester
• Administrative Board Members: 100 USD per semester

1. Requirements

All ISLC Board members are required to attend the weekly Board meetings except in extenuating circumstances. Members of the board are also required to actively participate in happenings on campus that are organized or supported by ISLC. All members of the board are required to comply and follow the guidelines set by the ISLC Board at the first meeting of the academic year.

1. Resignation

If any Board member is no longer able to fulfill their duties, they must give two weeks notice of their resignation, and may assist in a search for a replacement member.

1. Dismissal

Should any Board member demonstrate dereliction of their duties, they may be dismissed. A minimum of two-thirds of the members of the ISLC Board must sign a letter outlining their concerns and the reasons necessitating dismissal. Upon receipt of this letter, the ISLC President shall convene a special meeting, whereas two-thirds of the ISLC Board and the Faculty Advisor to the Board shall be present. In the event that the officer in question is the ISLC President, these duties shall fall to the ISLC Vice-President. If a consensus is reached, the officer will be removed from their office pending replacement.

1. Replacement

In the event that a vacancy should occur in any ISLC Board position, the Executive Board shall be responsible for advertising the position opening and performing a search for a replacement. Candidates shall write an application and participate in an interview given by the Executive Board, and shall be appointed by majority vote of the ISLC Board. The due date for the replacement of the new ISLC member should be within two weeks after the resignation/dismissal. If an Executive Member resigns or gets dismissed, a snap-election shall occur, organized by the remaining members of the Executive Board in conjunction with the ASB Election Committee.

V. Roles and Duties of Officers

 

The Executive Board

The Executive Board is an elected body consisting of the President, Vice-President, and ISLC Representative to ASB and ISLC Representative to the Cabinet. Its main responsibilities include assembling ISLC, overseeing the execution of the goals set for the academic year by ISLC, and advocating for its constituents within the LC community. The Executive Board will be responsible for moderating and organizing meetings with the entire ISLC Board. Over the summer, the Executive Board will keep regular correspondence and shall begin planning for the upcoming year.

1. President

The President is the official representative of ISLC in respect to administration, faculty, and student organizations. The President organizes and appoints committee chairpersons for large-scale activities. In conjunction with the Activity Chair and the rest of the ISLC Board, the President is responsible for activities generated within the organization.

In the event that there are one or more abstentions or a vote-tie, the president has the power to veto a motion. The President is responsible for organizing an election of Executive Board members during spring semester. They may delegate duties to ISLC Board members for activities pertaining to the interest of ISLC, and will be responsible for reviewing all Executive Board members’ folders at the end of each academic term, as well as all Administrative Board members’ reports.

They should aid the other members of the Executive Board in their tasks and in reaching their goals throughout the year.

2. Vice-President

The Vice-President’s primary responsibility is to coordinate the annual International Fair, to be held on the first Saturday of March. The Vice-President will work in conjunction with the Faculty Advisor of ISLC for the International Fair. In order to aid future Vice-Presidents and boards, the Vice-President is responsible for submitting a record (portfolio) of all activities and ideas for every academic year.

The Vice-President assumes all functions of the President in the event of their absence, dismissal, or resignation. They will be responsible for helping with work on ISLC projects throughout the year.

3. ISLC Representative to ASB Senate
   

The ISLC Representative to the Associated Students Body (ASB) is responsible for acting as a liaison between the student government and international students. The ISLC Representative shall attend the weekly meetings of both organizations, submit weekly reports to the ASB President, and shall perform other duties as assigned by the ISLC President, Vice-President, and Board. In addition, the ISLC Representative shall inform the ISLC Board of proposed changes to the ASB Bylaws and convey the concerns and questions of the ISLC Board to ASB Council. In all other cases, the ISLC Representative shall follow procedures outlined in the ASB Bylaws. As an elected representative of international students and TCKs, the ISLC Representative to ASB can vote at their own discretion, given that they represent the interests of the international and TCK student body. If the board discovers that the representative voted against the interests, a hearing will be held where further actions will be discussed. In their weekly reports, the ISLC Representative shall inform the ISLC board of any votes they have cast. They should aid the other members of the Executive Board in their tasks and in reaching their goals throughout the year.

4. ISLC Representative to the ASB Cabinet

The ISLC Representative to the Cabinet (ASB) is responsible for acting as a liaison between the student government executive branch and international students and TCKs. The ISLC Representative to the Cabinet shall attend the weekly meetings of both organizations, submit weekly reports to the ASB President, and shall perform other duties as assigned by the ISLC President, Vice-President, and the Board. In addition, the ISLC Representative to the Cabinet shall inform the ISLC Board of any decisions made by the Cabinet. In all other cases, the ISLC Representative shall follow procedures outlined in the ASB Bylaws. As an elected representative of international students and TCKs, the ISLC Representative to the Cabinet can vote at their own discretion, given that they represent the interests of the international and TCK student body. If the board discovers that the representative voted against the interests, a hearing will be held where further actions will be discussed. In their weekly reports, the ISLC Representative shall inform the ISLC board of any votes they have cast. They should aid the other members of the Executive Board in their tasks and in reaching their goals throughout the year.

Administrative Members of the Board

Administrative members shall be appointed within the first two weeks of each academic year after filing an application and participating in an interview. An interview is only required if there are multiple candidates for the same position. If an Administrative Member leaves the board (or if there is a need for a new board member) a similar application as at the beginning of the year will be sent out. The roles for the Administrative Board are subject to change. All Administrative Members should expect their roles and responsibilities to expand as the academic year goes on.

1. Chairperson of Budget and Finance

The Chairperson of Budget and Finance is responsible for preparing a reasonable operating budget for the organization, keeping complete and accurate accounts of financial records and transactions, and preparing a budget for the annual International Fair. They will approve all ISLC expenditures in conjunction with the Faculty Advisor to the Board and submit these check requests following the ASB Finance Committee Rules of Procedure. The Chairperson of Budget and Finance is responsible for balancing ISLC’s internal account with the account maintained by the Lewis & Clark Business Office. The Chairperson of Budget and Finance is responsible for collaborating with the Chairperson of Activities and Chairperson of Public Relations to ensure that activities include collaboration with other student organizations to make sure the ISLC does not go over budget.

In conjunction with the members of the Executive Board and other officers, the Chairperson of Budget and Finance is responsible for presenting the budget for the forthcoming year to ASB Finance Committee for approval. They will be responsible for submitting a financial report at the end of each academic semester as well as one for the entire year.

2. Chairperson of Activities

The Chairperson of Activities is responsible for organizing all social events and activities. They must be familiar with the Lewis & Clark Drug and Alcohol Policy. The Chairperson of Activities works closely with all members of the Administrative Board in order to ensure better advertising, budgeting and logistics. They will help organize the International Fair entertainment in conjunction with the Vice President.

3. Chairperson of Public Relations

The Chairperson of Public Relations will be responsible for connecting with other student organizations and academic departments on campus to ensure our voice and actions are made public to the wider LC community. The Chairperson of Public Relations creates templates of emails that will be sent to other student organizations to ensure good public relations. Furthermore, they will write press releases for the PioLog, the KLC, and the Bark.

4. Chairperson of Advertising and Social Media

The Chairperson of Advertising and Social Media will be responsible for advertising by making posters, flyers, and coordinating publicity events. They will coordinate the ISLC social media pages and keep them up to date, as well as use the data and information from ISLC social media to improve our advertising. The Chairperson of Advertising and Social Media should work in close conjunction with the Chairperson of Public Relations.

5. Third Culture Kids (TCK) Representative

The Third Culture Kids (TCK) Representative acts as a liaison between the ISLC Board and the TCK Board and is responsible for helping by performing duties pertaining to the events of both Boards. They will facilitate cooperation and coordination with TCK and ISLC events and issues of concern. The TCK Representative may, time permitting, organize a discussion group between faculty and international students. The TCK Representative will also be responsible for helping publicize and run ISLC events as delegated by the Board.

6. Academic English Studies (AES) Representative

The Academic English Studies (AES) Representative is responsible for acting as a representative of the students enrolled in the AES program to ISLC. They will work with the ISLC Board to include exchange students and other AES students in ISLC events, as well as assist in other ISLC events as delegated by the ISLC Board. They will be responsible for publicizing ISLC events to AES students and faculty.

VI. Election Procedure

1. Candidate Eligibility
2. All candidates declaring their intentions to run for an executive board position must have served at least one academic year on the ISLC board in the past unless in the case of:

There are no candidates having served on the board for a year in which case other candidates with suitable experience will be allowed to run; suitable experience being determined by the Executive Board of ISLC.

2. A candidate may run for only one position in a given election, and must be registered as a student in good academic standing. Should no candidate declare their intention to run for one of the Executive Board positions, the election submission deadline will be extended and publicity increased in a search for qualified candidates.
3. Students participating in an overseas or domestic exchange program during the time of office may not run in the election unless:

They have established with a partner that they will run as alternate candidates for a position. This option is only available for students running for the ISLC Representative to ASB. Students who run as alternate candidates for the ISLC Representative to ASB must run on a dual ticket and must both meet the eligibility requirements as defined in this document. Students who choose to run as alternate candidates for the ISLC Representative to ASB must distinctly define and differentiate their duties, have a set plan of action for the year, and have this plan approved by the Associate Director and Director of International Students & Scholars Office before their candidacy can be officially considered.

1. Election Timeframe
2. Election Prep:
3. Notification via the ISLC, TCKs and AES list serves for elections shall take place two weeks before Spring Break.
4. Notification shall be given via email with a link to the ISLC webpage, which shall contain ISLC Elections Rules of Procedure, an executive board application, and any other relevant election information as the board sees fit to upload to the webpage for the purposes of a fair elections process.

III. Online applications shall be available at the ISLC office. This process shall be repeated one week prior to Spring break and include information on the open meeting described in section B of this document.

1. These notifications shall come from the International Students & Scholars Office via newsletter and announcement.
2. A meeting of the ISLC Executive Board shall occur one week after election announcements are made. This meeting shall be for the purpose of election publicity and explaining each board member’s position. A meeting with all candidates shall be held to inform them on the election procedure as well.
3. All applications must be submitted electronically with a digital picture and statement of no more than 200 words by no later than the 7:00pm on the first day students return from Spring Break.
4. Campaigns shall begin the day after submissions are due and continue until two hours prior to elections at which point all campaigning will cease for the entire election period.
5. The ISLC Board might hold a public debate between competing candidates, moderated by the current ISLC president, the week of elections. This debate shall be publicized via e-mail by the ISLC president immediately after a decision is made regarding its time and place.
6. Elections shall be held on Wednesday and Thursday one week after the submissions deadline for applications with results being announced after the closing of polls Friday morning at 12:01am. Voting shall begin at 12:01am on Wednesday and run until 11:59pm on Thursday at which point the polls will automatically close.
7. Elections Publicity Guidelines
8. The ISLC Board in conjunction with the International Students & Scholars Office shall be responsible for publicizing the ISLC election through:
9. A meeting one week prior to spring break as described in the election timeframe.
10. The International Students & Scholars Office shall notify international, TCK, and AES students via the newsletter as is appropriate given the guidelines established in the “Elections Timeframe.” The International Students & Scholars Office shall also compile a list of eligible candidates currently attending Lewis & Clark and an email shall be sent to them with election dates, links, times, the ISLC officers’ email for questions, and other appropriate election information. Another email shall be sent to all international, TCK, and AES students eligible to vote encouraging election participation, and giving appropriate instruction as to voting procedure.

III. Information pertaining to election procedures, timeline, applications etc. shall be available on the ISLC webpage two weeks prior to Spring Break.

1. The ISLC Chairperson of Public Relations shall publish all applications received no later than 9:00am on the 2nd day back from spring break and the ISLC president shall send appropriate notice to international, TCK, and AES students of this publication.
2. A week prior to elections the International Students & Scholars Office shall send an ISLC elections newsletter to be sent to international, TCK, and AES students which shall contain all mechanical voting information, voting instructions, candidate information as provided by the candidates, links to the ISLC elections webpage, and all other information pertinent to elections.
3. During elections the ISLC President shall be responsible for sending an e-mail to ISLC, TCK, and AES lists reminding them to vote. If the election is structured so that individual links are sent to voters for casting their vote, then the ISLC President shall remind voters to check their mail and vote via the link previously sent to them. If there is a main page through which all voters are to cast their vote, the ISLC president shall send this link to the ISLC, TCK, and AES list serves. In either case the ISLC president shall include in his/her mail voting instructions, a link to campaign statements provided by the candidates online, and all other pertinent voting information as is designated by the ISLC Board to be important for the purposes of a fair election.

VII. Other non-campaign specific publicity may be initiated as the ISLC board sees fit through majority vote in order to “get out the vote”.

1. Voter Eligibility
2. All International Students are eligible to vote in the ISLC Election. This eligibility is extended to degree-seeking students and exchange students as well as all other International Students designated by the International Students and Scholars Office.
3. International Students and Scholars shall be responsible for providing the list of eligible International Student voters to the ASB Chief Elections Officer for the purposes of running the election one week before the election is scheduled so that they have ample time to set up the election and account for technology glitches.
4. All Third Culture Kids (TCKs) and AES students designated by the International Student Services shall be eligible to vote in the ISLC election.
5. International Students and Scholars shall be responsible for providing the list of eligible TCK and AES voters to the ASB Chief Elections Officer for the purposes of running the election. This list shall be provided at the same time as the list of eligible International Students.
6. All members of the ISLC board shall be eligible to vote whether International Student, TCK, AES or domestic American student.
7. Campaign Rules
8. Campaigns shall begin and end based upon the rules laid out in the “Elections Timeframe.”
9. A list of eligible voters’ mailbox numbers shall be provided to each candidate by the International Students and Scholars for the purpose of mailbox stuffing by candidates. This shall be the only information provided to candidates by the International Students and Scholars Office for campaigning.
10. Candidates shall be allowed to campaign door to door for the period of the campaign.
11. Candidates are prohibited from using the ISLC, TCK, or AES list serves for campaigning or election related purposes.
12. Candidates shall not be allowed to call voters for the purposes of campaigning.
13. Candidates shall, beyond the limits of this document, be allowed the creative freedom to campaign however they see fit under the condition that:
14. Should the International Students and Scholars receive complaints of campaign nuisance the ISS shall contact the ISLC President and together they shall judge the extent of the problem, contact the candidate informing them of the issue, and arrive at an appropriate solution.
15. Negative campaigning shall be prohibited. Complaints of negative campaigning shall be addressed to the ISLC Executive Board along with the ISLC advisor which shall address the problem, ascertain the seriousness of the infraction and be responsible for brokering an appropriate solution with the parties involved.
16. Election Procedure / Methodology
17. ISLC Elections shall take place according to the “Elections Timeframe” of this document.
18. Candidates win by simple majority, and for every position there is a “none of the above” option.
19. ISLC Elections shall take place online using a vote casting program, and shall be monitored by the ASB Chief Elections Officer. The ISS Associate Director (ISLC advisor) shall meet with the ASB Chief Elections Officer to confirm that the polls have been closed.
20. When polls close, the ASB Chief Elections Officer shall immediately advise the ISLC president and advisor as to the results of the election. The ISLC president shall then send an email to the ISLC, AES, and TCK list serves with results.
21. Election Challenging Procedure

Any candidate can challenge the election results within one day of the polls closing. A challenge should be addressed to the ISLC Executive Board as well as the ISLC advisor.

1. Upon receiving notification of an elections challenge, the ISLC Executive Board shall form an elections committee consisting of the candidates in question, the ISLC President, the ASB Chief Justice, the ASB Elections Officer, and the ISLC advisor. If the ISLC President is the one challenging the election results, the Vice-President will take their place. The committee shall hear both parties’ cases. Within 24 hours, the committee will decide whether a compromise can be reached. A second meeting of the committee and parties will be scheduled if compromise is not possible. In this case, the committee shall then vote whether to uphold the election or call for a re-vote.
2. Should a re-vote occur it will be held within 3 days of the committee’s decision unless this falls upon a weekend in which case it will be held the following Monday.
3. In the event of a re-vote campaign rules will remain the same as in the first election except for the campaign rules timeframe which will be adjusted such that candidates may campaign according to the rules and procedures set up in the “campaign rules” section of this document until two hours before the election. At this point all campaigning shall cease for the duration of polling.

 

1. Disqualification of Candidates from Election

Should the ISLC board or the International Students & Scholars Office receive complaints of election defamation, the complaint shall be taken to the ISLC Executive Board for discussion. The board shall hear the sides of both candidates, ascertain the seriousness of the infraction and decide upon what action shall be taken including but not limited to sanction or disqualification.

1. If a candidate involved in the discussion is currently serving on the board, they shall be asked to leave the room for discussions and deliberations.
2. Special Election Procedure

Should an Executive Board position be vacated during a candidate’s tenure on the board, a special election shall be held.

1. The special election shall be held in the same way as normal ISLC elections, except with a timeframe determined by the board which will allow for appropriate campaigning but also for a fast election.

If an Executive Board position opens up over the summer, a committee will determine a replacement. If an executive board position opens up during the year, regular election procedures will be adhered to as is stated in clause IX-A-1.

VII. Amendments

Should the ISLC Board deem necessary, this Charter may be amended to better reflect the needs and structures of ISLC. The ISLC Representative to ASB shall be responsible for compiling suggestions and submitting amendment proposals. Proposals may be approved and initiated by two-thirds majority vote of the ISLC Board.