The Executive Board

The duties of the Executive Board shall be:

  • To attend all Executive Board meetings each year.
  • To represent and promote the work of the Association.
  • To approve plans and dates of OASC activities.
  • To determine policies governing the work of the Association.
  • To legislate any business of the Association not otherwise listed in the Constitution.
  • To approve the budget prepared by the Executive Director.
  • To have the financial records of the Association audited once a year.
  • To prepare a written report of their OASC activities and submit it at the final Board meeting.
  • To determine, initiate, and develop activities and procedures which are in the best interests of the Association.
  • To assume duties and functions at the State Conference as needed.

The recommended responsibilities of the Adult Representatives, in addition to those in Section 1, shall be to attend and assist with programming at Leadership at the Point, Super Saturday, and State Conference each year of their term. It is also suggested that an Adult Representative attend either Fall Retreat or Winter Retreat each year, and a minimum of one summer workshop during each 4-year term.

The Chairpersons of the Executive Board shall be one of the Adult Representatives elected by the Executive Board members at the first Executive Board Meeting. In addition, the elected State President will serve as the Co-chairperson of the Executive Board.

The duties of the Chairpersons, in addition to those listed in Sections 1 and 2 shall be:

  • To preside at all Executive Board meetings.
  • To assist the Executive Director in promoting the activities of the Association.
  • To appoint committees as they are needed.
  • To appoint a Recording Secretary, if needed.
  • To appoint an Adult Board member to act as Election Chairperson at the annual State Conference.
  • To act as the ex-officio member on all committees.
  • To act as a liaison to all organizations and groups on behalf of the Association.

The duties of the OASSA Representative, in addition to those listed in Section 1, shall be to serve as a liaison between the Ohio Association of Student Councils, and the Ohio Association of Secondary School Administrators.

The duties of the Student Representatives, in addition to those listed in Section 1, shall be:

  • To preside at the assigned session of the Association at the annual State Conference.
  • To attend all OASC programs during term of office.
  • To fulfill the duties and responsibilities of an OASC State Representative as outlined in the     State Representative Manual.

Executive Director

The term of office shall be two years, beginning after State Conference.

The Executive Director shall receive an annual salary determined by the Executive Board of the Ohio Association of Student Councils.

The Executive Director shall be eligible for reappointment.

The duties of the Executive Director shall be:

  • To maintain an office for the Association.
  • To prepare the annual budget for the Association and to present this budget for approval to the Executive Board at the first meeting of the calendar year.
  • To promote and represent the activities of the Association.
  • To coordinate the OASC Calendar - including dates and sites.
  • To receive all monies and to authorize payment of all debts of OASC.
  • To provide annual reports of all business and activities of OASC.
  • To represent the Association at all State and National meetings, at the E.D.’s discretion.
  • To maintain a positive working relationship with the OASSA Executive Board and Staff.
  • To initiate and develop activities and procedures which are in the best interests of the   Association.
  • To make arrangements for all Executive Board meetings.
  • To delegate responsibilities as needed.
  • To meet with the Senior High Coordinator and the Middle Level Coordinator to discuss and    coordinate programs, dates, deadlines, budgets, and to explore mutual concerns.
  • To notify the Board Co-Chairs of irresolvable conflicts, who in turn shall inform the Executive Board members.
  • To be responsible for all those duties that are explicitly listed, and those not stated but are implied.
  • To oversee maintenance of the OASC website, including all registration information and forms.
  • To oversee all public communication on behalf of the organization.
  • As schedules and other duties allow, present oral report to advisers at State Conference.

The Middle Level Coordinator

The term of office of the Middle Level Coordinator shall be two years beginning after State Conference.

The Middle Level Coordinator shall receive an annual salary determined by the Executive Board of the OASC.

The Middle Level Coordinator shall be eligible for reappointment.

The duties of the Middle Level Coordinator shall be:

      • To plan, direct, and assess all Middle Level programs.
      • To act as a resource for Middle Level Student Councils and their advisors.            
      • To promote the activities of the Association.
      • To report annually to the Executive Board concerning activities in which s/he participates.
      • To meet with the Executive Director and the Senior High Coordinator to discuss and coordinate programs, dates, deadlines, budgets, and to explore mutual concerns.
      • To notify the Executive Director of irresolvable conflicts, who in turn shall inform the Executive Board.
      • As schedules and other duties allow, present oral report to advisers at State Conference.

Line of Succession

In the absence or disability of the Executive Director, the Coordinator with the most years of seniority as a Coordinator shall have the power to perform all the duties and assume all the responsibilities of the office of Executive Director.

The Senior High Coordinator

The term of office of the Senior High Coordinator shall be two years beginning after State Conference.

The Senior High Coordinator shall receive an annual salary determined by the Executive Board of the OASC.

The Senior High Coordinator shall be eligible for reappointment.

The duties of the Senior High Coordinator shall be:

  • To plan, direct and assess all Senior High programs.
  • To act as a resource for Senior High Student Councils and their advisors.               
  • To promote the activities of the Association.
  • To report annually to the Executive Board concerning activities in which s/he participates.
  • To meet with the Executive Director and the Middle Level Coordinator to discuss and coordinate programs, dates, deadlines, budgets, and to explore mutual concerns.
  • To notify the Executive Director of irresolvable conflicts, who in turn shall inform the Executive Board Members.
  • As schedules and other duties allow, present oral report to advisers at State Conference.

Line of Succession

In the absence or disability of the Executive Director, the Coordinator with the most years of seniority as a Coordinator shall have the power to perform all the duties and assume all the responsibilities of the office of Executive Director.

Elections

The Executive Director shall, prior to State Conference, make an election review covering all election procedures.

The President of the Executive Board of the OASC shall appoint an adult from the Executive Board to serve as the Election Chairperson.

Student Candidates for election shall be determined in the following manner:

  • All candidates for the position of Student Representative must be students from member schools.
  • All students who wish to be candidates for the office of Student Representative shall access all information and forms for candidacy via the website on or before the stated deadline for the current year.
  • All sections of the on-line application must be completed and submitted electronically. In addition, the Letter of Commitment, including all required signatures, must be completed and received at the OASC office by the stated deadline for the current year. Signatures of the student council adviser, the principal, and parent/guardian shall indicate permission and support of the student’s candidacy, and acknowledge the responsibilities and commitments of a State Representative.
  • Upon receipt and review of all required materials, the Executive Director shall notify the candidate via e-mail that his/her candidacy has been approved.
  • A member school may present one candidate per year.
  • Senior High School Candidates must be in the 9th, 10th, or 11th grade at the time of the annual State Conference.
  • Middle Level Candidates must be in 6th, 7th, or 8th grade at the time of the annual State Conference and must then be in a Junior High or Middle School during their term in     office.
  • A student may serve only one term as a Middle Level State Representative and one term as a Senior High State Representative.

Campaign procedures for Student Elections shall be:

  • Candidates shall be given special identification that shall identify them as candidates for State Representative. No school designation shall be part of this identification.
  • Campaigning shall be done only by personal contact during the Conference. No literature may be distributed prior to or during the Conference. In addition, no posters, banners, or other type of advertising media, including both written and electronic means, may be used or displayed at any time during the conference.
  • Candidates’ speeches may not include props of any kind. Use of props will result in automatic disqualification of the candidate.
  • A list of candidates and their qualifications shall be distributed to all students prior to the election assembly.

Election procedures for Student Representatives shall be conducted in the following manner:

  • Procedures for filing of candidacy will be determined by the Executive Director with input by the OASC Executive Board.
  • Candidates will address the electorate in a procedure determined by the Executive Director with input by the OASC Executive Board.
  • Each member school in attendance at the Conference shall be entitled to cast one ballot.
  • Election shall be done by secret ballot.
  • There shall be no absentee balloting.
  • Names of the candidates shall be placed on the ballot in alphabetical order.
  • The six State Representative positions shall be determined by a majority of the votes cast by their respective electorate. High School members shall vote for the four High School State Representative positions. In case of a tie, the Senior High Coordinator will vote to break the tie. The Middle Level members shall vote for the two Middle Level State Representative positions. In case of a tie, the Middle Level Coordinator will vote to break the tie. Coordinators may not break the tie if either candidate is from his/her home school. In that case, the tie would be broken by an adult Executive Board member.

Failure to complete any of the election forms, failure to abide by the campaigning procedures, or failure to follow the election procedures may result in said candidate being disqualified from the election.

In the event of a vacancy in the position of Student Representative, the Executive Board shall appoint a qualified student to fill the vacant position.

Adult Candidates for election shall be determined in the following manner:

  • The candidate must be an advisor in the type of school of the office that is vacated.
  • Nominations shall be taken from the floor by advisors in the first Advisors’ Session of the State Conference. Self-nominations shall be accepted.

Election procedures for Adult Representatives shall be conducted in the following manner:

  • Candidates shall give an oral resume of their qualifications to the advisors, following the nominations at the first Advisors’ Meeting.
  • Each member school in attendance at the Conference shall be entitled to cast one ballot.
  • Election shall be done by secret ballot.
  • The Adult Representative(s) shall be determined by a majority of votes cast by the advisers in attendance at the conference. In case of a tie, the Executive Director will vote to break the tie.

In the event of a vacancy in the position of an Adult Representative, the Executive Board shall appoint a qualified adult advisor to fill the position.

Finance and Membership Dues

The financial year shall extend from January 1 to December 31 of the same year.

The Treasurer of the OASSA shall serve as Treasurer of the OASC and shall perform the banking duties and payment of monies as authorized by the OASC Executive Director.

The membership year will begin on October 1st and end the following September 30th.

The membership dues shall be fifty dollars ($50.00) per year.

First year membership in the OASC may be offered at no cost to any newly organized school.

The State Conference Host School shall receive free membership for the year following their conference.

Annual State Conference

The number of delegates attending the annual conference from each school shall be determined by the Executive Director and the host school, with approval of the Executive Board.

When space permits, participants from non-member school may attend the annual conference, if accompanied by an adviser. Non-member school participants may not vote in any elections.

All student delegates to the conference shall be housed by the host school according to assignments made.

In the event a school or school district policy forbids students to be housed in host homes, students may be housed in hotels, at their own expense and under the supervision of the student council adviser. OASC will assume no responsibility for such housing. Student participants will be subject to all policies and guidelines for the conference.

Displays

Any organization or individual, commercial or otherwise, wishing to display materials, perform an activity, or interview students at any OASC-sponsored activity must have written approval of the Executive Director. All displays, activities, and interviews must be in accordance with Article II of the Constitution of OASC. In addition, said functions must be permitted in accordance with displays, activities, and interviews permitted in Ohio public high schools.

Membership Awards

Certificates shall be awarded to all schools which have been members of the Ohio Association of Student Councils at five (5) year intervals. Presentation of the certificates shall be made at the annual State Conference. Certificates will be mailed to schools not in attendance.

Honor Council

The purpose of this program is to provide statewide recognition for student councils that carry out the objectives and programs essential for a strong year round program. A school must meet the requirements as developed and approved by the OASC Executive Board. In addition, the school must be a member in good standing. Presentations shall be made at the annual State Conference.

All-Ohio Student Council

The purpose of this program is to recognize the outstanding leaders that work in schools around the state of Ohio. Schools must be members in good standing. Nominations must be completed and submitted by the deadline scheduled for the current year. Presentations shall be made at the annual State Conference.

Five-Star Council Award

The purpose of this program is to recognize the schools that support the activities of the Ohio Association of Student Councils by their attendance at all workshops and by their involvement in all programs. Presentations shall be made at the annual State Conference.

Army of Volunteers

The purpose of this program is to recognize the schools that participate in volunteer services to their school and community and to encourage greater involvement in schools around Ohio. Schools must be members in good standing. Presentations shall be made at the annual State Conference.

Chaperones

The Ohio Association of Student Councils shall pay for the expenses of the official chaperones to any National Association of Student Councils activity when possible.

Expenses

Expenses of the OASSA Representative to the OASC

The expenses of the OASSA Representative to the OASC Executive Board shall be borne by the OASSA. A statement of expenses shall be presented to the Treasurer of OASSA for full payment by that office.

Expenses of Individuals Representing the OASC

The expenses of any Executive Board member or any appointee agent of the Executive Director when assigned by the Executive Director to assist a member school shall be paid from funds of the OASC. The amount shall be determined by the Executive Director.

Discipline Policy

Each elected Executive Board member signs the duties and responsibilities sheet to become a candidate for the OASC Executive Board. This represents written notification of the expectations for a Board member. In addition, as a part of the initial meeting, a review of the duties, responsibilities, and the time involved to adequately fulfill the role of the position shall be discussed and reaffirmed.

If an Executive Board member is unable to perform a duty or responsibility during the OASC calendar year, said member must personally notify the Board President.

A failure to perform a duty or responsibility during said year shall result in a letter sent by the Board President to the Executive Board member. If said member is a State Representative, copies shall also be sent to his/her parents or guardian and advisor.

A second failure to perform a duty or responsibility during said year shall result in a hearing by the Executive Board and may result in removal from office. Notification of the decision shall be made to all concerned individuals by the Board President. The decision of the Board is final.

Activity Policy

All students who participate in an OASC sponsored activity are expected to follow the guidelines of that program. If a student violates the guidelines, the following procedure shall be used:

  • The offender shall be given a hearing by the Executive Board, Executive Director, or designee(s) of the Executive Director.
  • If found in violation, the offender shall be given a written reprimand and/or be sent       home.
  • The offender shall have the right of the appeal to the OASC Executive Director or to the staff member in charge of activity.

Students found in violation of OASC guidelines in an activity may have their future involvement with OASC restricted.

OASC shall make an effort to inform an advisor in attendance at an OASC sponsored function of any major concern regarding his/her student.

When in attendance at OASC activities, the advisor shall act in “loco parentis.”  In the absence of the advisor, the sending school shall assume responsibility for the said delegation.

Students in attendance at OASC workshops, retreats, and conferences are required by state law to have with them copies of their schools’ emergency medical forms.

OASC and the host school assume no custodial care at one day regional workshops. Attendance should be the concern of the participant’s school.

If there is a concern related to an OASC program and/or professional staff member, such concerned shall be written and addressed to the Executive Director who will bring it to the attention of the Executive Board.