The official name of the organization is Hispanic Faculty/Staff Association. The official acronym for the name is HFSA.

The Hispanic Faculty/Staff Association exists to promote understanding and respect of the Hispanic cultures through advocacy, education, and service.

The membership strives to fulfill the mission of the organization through the following core values:

• Fellowship and networking: by providing a venue for the exchange of cultural values and ideas, and social interaction in like-minded service community.
• Member Development: by providing opportunities for the educational, professional, and leadership growth of its members.
• Communication: by providing an opportunity for improved communication among the membership, as well as with community stakeholders and cultural constituents; and by being the organization’s voice to the university’s administration.
• Service: by providing opportunities to the membership, to serve within the organization, the university, and within the local community.

HFSA promotes an inclusive environment. No eligible individual will be denied membership based on religion, age, race or color, marital status, national origin, disability, or sexual orientation. Registrants become active members upon eligibility and payment of dues.

1. Eligibility
   Individual membership is open to faculty and staff (classified or administrative & professional) members, employed in a benefits-eligible position. Additionally, UT faculty and staff retirees are eligible for membership, but cannot hold an executive office or serve as chairpersons of standing committees.
2. Rights
   Members who are active employees are eligible to vote, hold office, and attend meetings (excluding executive committee meetings, except by invitation) and events of the Association. Members who are retirees are allowed to vote and attend meetings (excluding executive committee meetings, except by invitation) and events of the Association, but cannot hold an executive office or serve as committee chairperson. Members are also entitled to all benefits and services of HFSA. The restriction of select activities to the paid membership is at the discretion of the executive committee.
3. Dues
   Membership dues are established by a vote of at least two thirds of the members present at a duly called meeting, and are announced during the summer preceding the fiscal year to which the rate applies. Membership runs from September 1 through August 31.

The executive committee comprises one: 1) executive staff co-chair, 2) executive faculty co-chair, 3) recorder, 4) treasurer, 5) public relations officer, and 6) historian. Executive committee members are considered HFSA officers. Officers are elected to serve for one year and appointment may be renewed for a consecutive year, according to the standard annual election. Officers cannot serve for more than two consecutive years in the same office. The election process for HFSA officers is outlined in Article VIII: Elections and Election Procedures.

1. Positions and Duties
   All positions are subject to the organization’s election process, outlined in Article VIII: Vacancies and Elections.
   
   The executive co-chairs are representative of the make-up of the Hispanic Faculty and Staff Association ? one faculty co-chair and one staff co-chair. The individuals are the chief executive officers of the Association and perform all duties customarily performed by a chief executive officer. These individuals preside at all meetings of the organization; perform such duties as may be prescribed in this constitution, or as may be assigned to him or her by the membership; and coordinate the work of the officers and committees of HFSA in order for the Association to pursue its purposes. If at any time during their term, either co-Chairperson ceases to meet the eligibility requirements for their office, they will notify the executive board and relinquish their post.



1. Executive Co-Chair: Staff
   The staff co-chair must hold a classified or administrative & professional (A&P), benefits-eligible position at a half-time appointment, minimum. Duties are as described above.
2. Executive Co-Chair: Faculty
   The faculty co-chair must hold a faculty, benefits-eligible position at a half-time appointment, minimum. Emeritus professors and retired members have voting privileges but cannot hold office. The term "faculty" is defined in Article X: Interpretations. Duties are as described above.
3. Recorder
   The recorder takes and processes the minutes and minute reports of all general and executive board meetings of HFSA. S/he has custody of all documents, records, contracts, and agreements, except as otherwise directed by the membership.
4. Treasurer
   The treasurer serves as the chief financial officer of the HFSA and has custody of all funds of HFSA; keeps an accurate account of all receipts and expenditures; has full authority to receive and give receipts for all monies due and payable to HFSA from any sources whatsoever and to endorse checks and drafts in its name and on its behalf. The treasurer deposits funds of HFSA in such depositories as designated by the HFSA executive committee. The treasurer processes all checks, notes, and drafts with approval from the faculty- or staff co-chair. The treasurer presents a financial statement at the annual meetings and at other times as requested by the executive committee. The treasurer is responsible for such books of account and records as conform to the requirements of law and this constitution. The treasurer serves a budgetary consultant to the executive committee and any committee designated by the executive board or membership.
5. Public Relations Officer
   The public relations officer promotes the goals, objectives, and programs of the association, and facilitates internal and external communication. In addition to the responsibility of gathering, compiling, and editing data for the creation of a regularly-issued newsletter, the public relations officer keeps the membership and community at-large informed through the additional following means: e-mail correspondence, invitations, business letters, publicity and promotional materials, press releases and telephone.
6. Historian
   The Historian documents association events and maintains photos and other memorabilia; coordinates the creation of an annual historical report; other duties include meeting with and negotiating with clients, and translating their needs into successful photograph(s); arranging photo shoots, working with electronic camera equipment and photo editing software; and collaborating with the public relations officer and the webmaster to address communication needs for HFSA.


2. HFSA support positions
   Other support positions may be designated by the executive committee in order to fulfill the purpose of HFSA (i.e. staff co-chair elect, faculty co-chair elect, treasurer elect). All elect positions are subject to the election process prior to taking office. The web master position is not subject to the election process unless deemed appropriate or necessary by the executive committee. This position serves at the pleasure of the executive board and may continue for a period of time mutually agreed upon by the incumbent and the executive board. The position may also be terminated, or the incumbent replaced, at the discretion of the board.
   
   The Elect positions are invited guests of the executive committee. These positions are designed to help orient interested individuals in said roles so that they may serve as the designated chair, should the incumbents become unable to serve out their term as faculty co-chair, staff co-chair, or treasurer. The executive committee has discretion to change the voting status of Elect positions.



1. Faculty co-Chairperson Elect
   The faculty co-chairperson elect steps in to assume the duties of the faculty co-chairperson as described in Article V: Organizational Structure, should the co-chairperson become unable to carry out their term.
2. Staff co-Chair person Elect
   The staff co-chairperson elect steps in to assume the duties of the staff co-chairperson as described in Article V: Organizational Structure, should the co-chairperson become unable to carry out their term.
3. Treasurer Elect
   The treasurer elect steps in to assume the duties of the treasurer as described in Article V: Organizational Structure, should the treasurer become unable to carry out their term.
4. Web Master
   The web master is responsible for the layout and design of the HFSA website and the maintenance of the integrity of the posted information. The web master posts any news and publicity pieces received from the executive committee and membership at large. The web master consults with the executive committee as issues of concern arise in this area.


3. New Positions
   The executive committee may add or propose any new position if it is deemed necessary for the fulfillment of the Organization’s mission or to meet the Organization’s goals. This may occur after consultation with the general membership. As with existing positions, new positions are subject to the organization’s election process, outlined in Article VIII: Vacancies and Elections.

The membership meets monthly at the times and locations designated by the executive committee or by general consensus, giving no less than 14 days prior notice to the membership and/or attendees. All meetings will be recorded by HFSA Recorder.

Special meetings may be called by the executive committee as needed, provided sufficient notice of no less than 14 days, is given to attendees.

1. Monthly Executive Committee Meetings
   Monthly meetings of the executive committee are held to discuss the business affairs of the organization. Meeting times and locations are determined by the executive co-chairs and based on the availability of committee members.
2. Transition Meetings
   Following the swearing-in of new officers, the term of outgoing officers is deemed completed. New officers assume full responsibilities upon the completion of yearly transition meeting(s). Transition meeting(s) take place during the summer months of June, July and August. Transition meetings are called by the current and future executive co-chairs and are subject to the attendance of at least two-thirds of the executive committee members involved. The number of, format, and logistics for these meetings is determined as a collaborative effort by the outgoing and incoming executive co-chairs. Immediately following the last transition meeting, all communications and undertakings by previous officers related to HFSA business shall follow established protocol.
3. Miscellaneous Meetings
   The executive committee meets at any other time as necessary to help fulfill the mission of the Organization or to meets its goals.

Meetings of the different committees of HFSA are held at the discretion of the committee chairperson, at times and locations determined by the executive co-chairs and based on the availability of committee members. Transitional meetings for committee leadership are held at the discretion of the outgoing and elected chairpersons of each committee, and are expected to occur by August 15 during the summer prior to the effective year.

The agenda is determined by the executive co-chairs with the advice of the executive committee. Individual members may submit to the executive co-chairs items for agenda consideration in advance of the meeting scheduled.

At all meetings of HFSA, either regular or special, two thirds of the members in attendance and in good standing shall constitute a quorum for any action.

1. Purpose of Standing Committees
   The purpose of a standing committee is to support the executive committee’s fulfillment of the Organization’s mission, by developing and implementing strategic goals for their corresponding committee. Positions for standing committee chairpersons are subject to HFSA’s election process. Transitional meetings for standing committees are outlined in Article VI: Meetings, Section 4. Committee Meetings. Any changes to the scope of each committee must be proposed in writing, including a detailed justification, and receive approval by the executive board prior to implementation.
2. Positions for Standing Committees
1. Committee Chairpersons
   Committee chairpersons lead their committee’s strategic planning and inform the executive board of the committee’s plan(s) for the year. Chairpersons are elected to serve for one year and appointment may be renewed for a consecutive year, according to the standard annual election. Chairpersons cannot serve for more than two consecutive years in the same office. The election process for HFSA chairpersons is outlined in Article VIII: Elections and Election Procedures. Chairpersons recruit volunteers for their committee and convene regularly with their members for strategic planning in order to meet the goals of the committee’s mission, and coordinate their committee’s efforts to align with the executive board’s broad organizational efforts, to meet the overall goals and mission of HFSA.


For each meeting, chairpersons ensure that a recording of their meetings occurs; and provide meeting minutes to the executive committee, according to executive committee guidelines. Typically, such report will include the following: 1) date of meeting, 2) a summary of progress on outstanding business items/projects, 3) a list of new initiatives, if any, 4) the date, time and location of the next meeting, and 5) any other pertinent information.
2. Committee Members
   The committee member supports the committee chair in successfully planning, promoting, and fulfilling the mission and goals of the committee. They remain in good standing throughout their incumbency in the committee.
3. Duties of Standing Committees
   While specific duties for each committee are listed in Section 2, there are general attributes that a chairperson is expected to possess, skills which enable the individual to carry out general duties. Chairpersons help their committee members to develop in positive ways so that together, the committee is able to actualize its goals.
   
   Each standing committee has a chairperson who works collaboratively with their team, and communicates openly and timely with the executive committee. With the help of committee members, each chairperson manages all aspects of their committee functions. Responsibilities include overall program design if one doesn’t exists; budgetary oversight; strategic planning to meet design goals; working collaboratively with the executive committee to determine appropriate goals, topics, agendas, guests/speakers, ideas, and other issues as needed; negotiating, scheduling, and coordination of all logistics for any meetings or events involved; final execution of meeting, event, or goal; and program assessment and reporting at the end of the fiscal year.
4. Descriptions of Standing Committees
   1. Book Club
      The primary goal of the HFSA Book Club is to encourage and share the mutual joy of reading with other HFSA members. The club reads an average of six books per academic year, and meets about every two months during the lunch hour to discuss a book. Via this setting, members set the stage for discourse, allowing them to better understand the author’s message. While most selections have been authored by Latina/o writers and/or include Latina/o subjects, or speak to the Latina/o experience; not all selections have been. Also, club members make concerted efforts to attend book readings in the local community.
   2. Holiday Assistance Committee
      The HFSA Holiday Assistance Committee (HAC) provides the ingredients for a full-course holiday dinner to eligible UT employees and their families during the winter holidays. Eligibility is based on income and other criteria. Recipients abide by a set of guidelines set by the HAC. Some of the duties of this committee include: recruiting for and selecting recipients, soliciting community contributions of goods and/or cash, recruiting and coordinating volunteers, and implementing all other aspects of this program to execute a successful event.
   3. Holiday Fiesta Committee
      The Holiday Fiesta Committee is charged with the coordination and planning of HFSA’s annual holiday party. The committee plans, coordinates, and executes all aspects of the party, including: catering, entertainment, location, publicity and all other duties necessary for a successful event.
   4. Leadership Symposium Committee
      The Leadership Symposium is designed to provide its participants with innovative ideas, tools, and discussions that to help them develop as effective and successful leaders. Lectures, break-out sessions, and networking opportunities help to inspire, encourage, and empower attendees to make positive differences in their lives, our community and society in general.
   5. Membership Committee
      The membership committee coordinates recruitment efforts, collaborates with the public relations officer to publicize membership drives, manages the membership database, and maintains membership forms and dues reports. The committee is also responsible for tracking membership registration and renewals. Additionally, the committee provides ad-hoc membership status and reports as requested by the executive committee.
   6. Member Development Group
      The Membership Development Committee is a combination of two separate subcommittees designed to inspire, develop, and support the needs of its membership. While opportunities exist for outside interchange, service, and partnership-building, its primary goal is to serve HFSA active members. All programs ndertaken by the member development committees are open to all HFSA members, and developed and publicized as such.
      
      The member development committee has three elected committee chairpersons, one for the Professional Development initiative, and one for the Leadership initiative, and one for the Leadership Practicum. Each committee manages all aspects of an event series for their corresponding initiative. These duties include program design, scheduling, coordination, publicity, and final execution of each meeting or event, ensuring each is well-attended. Each chairperson works collaboratively with the executive committee to determine appropriate topics, agendas, speakers, events and programs, and other logistics as needed. Following is the description of all three committees:
   
   
   
   1. Professional Development Committee
      The purpose of the professional development committee is to develop of series of lectures, workshops, or events that will provide participants opportunities and tools for development in their careers and professional work environment. The committee develops the series for the year and executes its events. Committee duties include program design, scheduling, coordination, publicity, and final execution of each meeting or event, ensuring each is well-attended. Each chairperson works collaboratively with the executive committee to determine appropriate topics, agendas, speakers, and other logistics as needed.
   2. Leadership Development Committee
      The purpose of the leadership development committee is to develop of series of lectures, workshops, or events that will provide participants opportunities and tools for development in as leaders in their professional and personal environments. The committee develops the series for the year and executes its events. Committee duties include program design, scheduling, coordination, publicity, and final execution of each meeting or event, ensuring each is well-attended. Each chairperson works collaboratively with the executive committee to determine appropriate topics, agendas, speakers, and other logistics as needed.
   3. Leadership Practicum
      The purpose of the leadership practicum is to integrate several topics introduced to our membership, into a practicum series which implements these topic and initiatives. The practicum chairperson works collaboratively with the professional and leadership development chairpersons to determine which topics were of highest interest to the membership. The practicum chairperson then develops a plan and executes the practicum series.
      
      While there is a third focus in this committee, the Personal development program has no elected chairperson. Rather, because of its dynamic nature, the executive committee recruits for or assigns chairpersons to lead the different initiatives of this program. Proposals from the general membership are accepted by the executive committee for this program throughout the year.
   7. Election Committee
      The Election Committee manages all election procedures for executive officers and for committee chairpersons elections. The committee is responsible for planning and executing successful nominations and elections to fill these offices annually, as well as periodically for any office as vacancies occur. All election rules and regulations proposed by this committee are vetted and approved by the executive committee. Article VIII: Elections and Election Procedures delineates the election process.
   8. Scholarship Committee
      The Scholarship Committee manages the fundraising program for the annual scholarship awards. The committee is responsible for all aspects of the scholarship awards, including: setting eligibility criteria, designing and disseminating applications, and reviewing and selecting award recipients. Student award recipients are presented their award at the annual Texas Exes Dinner Event in September, although recipients are notified of their award during the summer preceding the Dinner.
   9. Welcome Committee
      The Welcome Committee coordinates our monthly general membership meetings. In addition to planning and managing the logistics involved for each meeting, committee members work collaboratively with members from the social committee to ensure that every guest is warmly-greeted and made to feel welcome and appreciated.

1. Purpose of Ad Hoc Committees
   Ad hoc committees are formed by the HFSA executive committee when such need arises. While ad hoc committees also exist to support the executive committee’s fulfillment of the Organization’s mission, by developing and implementing strategic goals, these committees may be transitory. The overall nature and/or initiatives of these committees is subject to change at the discretion of the executive committee, based on the Organization’s area(s) of focus. Additionally, the chairperson positions for ad hoc committees may or may not be subject to election process. Ad hoc committee chairpersons may be appointed by the executive co-chairs if necessary.
   
   The executive committee may change the designation of any ad hoc committee to a standing committee, if needed.
2. Positions for Ad Hoc Committees
1. Committee Chairpersons
   Committee chairpersons recruit volunteers for their committee and convene regularly with their members for strategic planning in order to meet the goals of the committee’s mission. Committee chairs coordinate their efforts with those of the executive committee to meet the overall goals and mission of the organization. For each meeting, chairpersons ensure that a recording of their meetings occurs; and provide meeting minutes to the executive committee, according to executive committee guidelines. Typically, such report will include the following: 1) date of meeting, 2) a summary of progress on outstanding business items/projects, 3) a list of new initiatives, if any, 4) the date, time and location of the next meeting, and 5) any other pertinent information.
2. Committee Members
   The committee members support the committee chair in successfully planning, promoting, and fulfilling the mission and goals of the committee. They remain in good standing throughout their incumbency in the committee.
3. Duties of Ad Hoc Committees
   Each ad hoc committee has a chairperson who works collaboratively with their team, and communicates openly and timely with the executive committee. With the help of committee members, each chairperson manages all aspects of their committee functions. Responsibilities include overall program design if one doesn’t exists; budgetary oversight; strategic planning to meet design goals; working collaboratively with the executive committee to determine appropriate goals, topics, agendas, guests/speakers, ideas, and other issues as needed; negotiating, scheduling, and coordination of all logistics for any meetings or events involved; final execution of meeting, event, or goal; and program assessment and reporting at the end of the fiscal year.
4. Descriptions of Ad Hoc Committees
   1. Constitution Committee
      The Constitution Committee is charged with convening as needed to interpret the constitution and its intent, and to recommend and/or implement changes, amendments and/or revisions to it, as directed by the executive committee. All changes are formally proposed and vetted according to guidelines set by the executive committee, and voted on by at least two-thirds of the members present at a duly called meeting.
   2. Social Committee
      The Social Committee is responsible for coordinating special events for the organization. This includes: Cinco de Mayo Celebration, Hispanic History Month, guest speaker events, happy hours, and other social occasions. The committee collaborates with other HFSA committee chairpersons to assist with their events if needed. The committee chairperson may assign or select any member of the committee to serve as chairperson for each particular event, or may take volunteers to chair an event from the general membership.

The Election Committee manages an annual election process for executive officers and for committee chairs. The committee is responsible for planning and executing successful nominations and elections to fill these offices annually, as well as periodically for any office as vacancies occur. The committee develops a plan for the nomination and election process, including a schedule or timeline, and presents it to the executive committee for vetting and approval. Selection of officers and committee chairpersons is determined by majority vote. In the event no candidate receives a simple majority vote, the executive co-chairs shall have the tie breaking vote and the vote shall be kept confidential between the election committee chairperson and executive co-chairs. For election process questions not addressed in this section, the committee will consult Robert’s Rules of Order for clarification, and work collaboratively with the executive committee to make the appropriate adjustments to this Constitution, if necessary.

1. In the event of the office of an executive co-chair becomes vacant the corresponding co-chair elect assumes their duties and serves the remainder of the term as executive co-chair.
2. In the event of the office of any other executive committee member becomes vacant the membership of HFSA shall execute special election per the guidelines below.
3. In the event of the office of any committee chairperson becomes vacant the executive committee, at their discretion, may determine to request an election or may appoint a suitable member outright to serve the remainder of the term.

1. Nominations
1. The committee designs the nomination form to include a list of available positions and a brief description of the duties of each.
2. Nominations are solicited during the month of March or April with sufficient time given to the membership for submitting names during a general meeting or by e-mail.
3. The nomination phase will occur in the spring semester.
4. The duration of the nomination phase is at least two full months prior to election. The nomination phase is completed at least eight full business days prior to voting.
5. The committee ensures that all nominations received are checked for the candidate’s eligibility.
6. All candidates are provided an opportunity to present their platform at a general membership meeting, and such meeting will be sufficiently publicized to have the maximum number of attendees present. Election follows these presentations.
2. Elections
1. The committee designs the ballots to include a list of the available positions with the corresponding list of candidates for each.
2. Election occurs at a specified, sufficiently-published time and location.
3. Election occurs during a general membership meeting in the month of May.
4. The duration of the election provides sufficient time to all members to read, review, and cast their vote in a confidential, pressure-free setting.
5. The committee ensures that all votes are received, checked for validity (i.e., only one vote per member), and tabulated. This occurs in a confidential setting with Election Committee members present and one member of the executive committee (to be chosen by the Election Committee).

If vacancies occur outside of the annual election process, the committee steps in to fill the position by executing a special election. The committee follows the following guidelines to fill a vacancy during a term.

1. Nominations
1. The committee designs a nomination form to include a brief description of the available position.
2. The nomination occurs during a specified, sufficiently-published schedule and will occur during the next general membership or by sending notification via e-mail.
3. The membership will be allowed at least three full business days to submit nominations. The nomination phase is completed at least three full business days prior to voting.
4. The committee ensures that all nominations received are checked for the candidate’s eligibility.
5. Candidates may be provided an opportunity to present their platform at a general membership meeting or via email through submissions to the committee, which the public relations officer will send to the membership. Alternative to presentations, brief introductions and comments by the candidates(s) may be included on the ballot itself.
2. Elections
1. The committee designs the ballot to include a list of the available position with the corresponding list of candidates for it.
2. Election occurs at a specified, sufficiently-published time.
3. When possible, election occurs during the general membership meeting immediately following the vacancy. If needed, election may occur via email to HFSA membership, the next guideline below is followed.
4. The election provides sufficient time to all members to read, review, and cast their vote in a confidential, pressure-free setting.
5. The committee ensures that all votes are received, checked for validity (i.e., only one vote per member), and tabulated.

These Articles may be amended by quorum vote. Amendments are presented only after a proposal has been reviewed and approved by the executive committee. Proposals for amendments to this Constitution may be submitted to the executive committee, per their guidelines, but at minimum will include a full description of the proposed change and a clear justification why the change is warranted.

The amendment may occur at any regular or special, sufficiently-publicized meeting of the members of HFSA at which a quorum exists by a vote of a majority of the members present, provided that prior written notice and description of the proposed amendment is provided to all members at least 10 business days in advance of such meeting. The proposal presentation and election occur at this meeting.

Adoption of an amendment becomes effective immediately after a majority vote. Upon adoption of any amendments, notification is sent to HFSA membership.

In these Articles, the following words and expressions shall, where not inconsistent with the context, have the following meaning, respectively:

1. Officer — Executive committee members are considered HFSA officers. These are: executive staff co-chair, executive faculty co-chair, recorder, treasurer, public relations officer, and historian.
2. Member — a member is any individual who has registered with HFSA for the year and submitted registration payment. A member may be an active employee or a UT retiree.
3. Chairperson — a chairperson is an individual elected via the organization’s election process as defined in Article VII: Elections and Election Procedures, to lead their committee’s strategic planning and inform the executive board of the committee’s plan(s) for the year. Committee chairs recruit volunteers for their committee and convene regularly with their members for strategic planning in order to meet the goals of the committee’s mission. Chairpersons help their committee members to develop in positive ways so that together, the committee is able to actualize its goals.