Ballet Folklorico de UC Irvine

Constitution

Article I. Name of the Organization

The name of the organization shall be Ballet Folklorico de UC Irvine, and for the purpose of
abbreviating it shall be referred to as BFDUCI.

Article II. Purpose

Ballet Folklorico de UC Irvine is a student run organization that welcomes students, alumni, and
community members to participate and learn about a variety of different Mexican histories and
traditions through dance and music. BFDUCI’s goal is to create a safe space for individuals of all
racial and geographic backgrounds to feel comfortable with freely expressing who they are,
whether it be through dance & music or other creative means. As a multicultural organization,
we strive to promote and educate others on Mexican histories and cultures, while also engaging
and interacting with the diversity surrounding us on the UC Irvine campus and the community.

Article III. Membership

Requirements
1. Members of the organization must be currently enrolled and active Undergraduate or
Graduate students at the University of California, Irvine.
2. Ballet Folklorico de UCI does not currently enforce a membership fee, therefore any
member willing to join and attend the groups’ practices, socials, performances etc. is
considered an active member.
3. Ballet Folklorico de UCI participates in performances within the campus and community
and allows members to perform as many times as they are comfortable with. In order to
participate in the End of the Year Recital, members are required to pay a $20 fee to cover
recital expenses specific to dancers such as Costume Hygiene and Maintenance.
Member Benefits
1. Members are eligible to apply to join a Family in the group that serves as a mentorship
within and outside the organization.
2. Members are considered to represent the group at events and performances on campus,
off campus, and within the community. (Fairs, Graduations, Showcase, Recitals,
Weddings, etc.)
3. Members are eligible to apply to Executive Board leadership and intern positions that are
open for the current and following year.

Types of Membership

1. Executive Board members apply to a leadership position at the end of the year preceding
the expected year they are assuming the desired position. The applicants go through an
interview process coordinated by the current and newly appointed President for the next
academic year. The newly appointed Executive Board assumes leadership of the
organization and is responsible for it’s facilitation and ensuring it continues to fulfill its
purpose and work towards its goal.
2. Instructors apply to the leadership position that coordinates and organizes the practices,
and content of dance practices throughout the academic year. The applicants go through
an interview process coordinated by the current and newly appointed President for the
next academic year. Instructors assume leadership of the organization and are responsible
for the coordination of choreographies and dancers in our large scale performances.
3. General members participate within the group and contribute to working towards the
organization's goal and purpose without having to assume a leadership role.

Article IV. Meetings

Ballet Folklorico holds three types of meetings:

1. Executive Board Meetings

a. Executive Board meetings are held every two weeks, unless additionally
organized by the Board, and last between an hour & a half to two hours. All of the
executive board, including instructors are expected to attend.
2. Instructor Meetings
a. Instructor meetings are held every two weeks, unless additionally organized by
the Instructors or Instructor Coordinators, and last between an hour & a half to
two hours. All of the instructors are expected to be in attendance.
 3. General Meetings, “Practices”
a. General Meetings, commonly known as Practices within our organization are held
twice every week, unless additionally organized by Instructors. Practices last
between two & a half to three hours, and all general members are expected to be
in attendance.

Article V. Executive Board

The following are the general responsibilities and duties of the Executive Board.

1. President
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Facilitate group and board in completing tasks and continuing to progress and
prepare for important representative events.
c. Oversee membership retention and overall organization growth.
d. Check and monitor the group's social media platforms including email, instagram,
facebook, etc.
e. Set deadlines and assign responsibilities for executive board members.
f. Lead Executive Board Meetings and Create Agenda.
g. Collaborate with Board Members to carry out their responsibilities.
h. Initiate Transition of Board Members on position and leadership responsibilities.
i. Register the club with the Office of Campus Organizations every consecutive
year.
j. Complete any mandatory requirements required by the university to maintain our
SGSM Club Account and to maintain ‘Authorized Signer’ status.
2. Vice President
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Assist the President in tasks when needed.
c. Oversee membership retention and overall organization growth.
d. Collaborate with Board Members to carry out their responsibilities.
e. Aid in the facilitation and coordination of events.
f. Step in for the President if due to conflicts or circumstances the President is not
present.
g. Complete any mandatory requirements required by the university to maintain our
SGSM Club Account and to maintain ‘Authorized Signer’ status.
3. Secretary
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Take concise and accurate notes during board meetings.
c. Collect board availability to arrange biweekly board meeting time and date.
d. Make timely room reservations for board meetings and practices.
e. Compile and send out Biweekly Newsletter.
i. Include announcements and upcoming events, including an updated
monthly calendar with important dates relevant to the group.
f. Complete any mandatory requirements required by the university to maintain our
SGSM Club Account and to maintain ‘Authorized Signer’ status.
4. Treasurer
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Manage the Club Account and handle all deposits, withdrawals, and
reimbursements.
c. Keep record of all financial information relevant to the group's expenses and
money intake.
d. Collaborate with other board members to provide feasible budgets for necessary
club expenses.
e. Manage deadlines and application processes for additional funding from
inter-campus departments.
f. Keep track of large group purchases and distribution of ordered products.
g. Manage and keep track of Recital Fees paid by members.
h. Complete any mandatory requirements required by the university to maintain our
SGSM Club Account and to maintain ‘Authorized Signer’ status.

5. Membership Development Chair

a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Oversee member retention.
c. Create and organize the Big & Little Program.
d. Create and execute socials for General & Board Members (3-4 Socials per
Quarter) including logistics and rides when necessary.
e. Manage availability of the entire group to plan social events.
f. Responsible for the promotion of socials and group events on social media
platforms.
g. Organize and coordinate End of the Year Banquet amongst our organization
including date, time, location, and necessary logistics.
h. Complete any mandatory requirements required by the university to maintain our
SGSM Club Account and to maintain ‘Authorized Signer’ status.
6. Outreach Coordinator
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Maintain affiliation with the Cross Cultural Center on campus.
i. Keep track of important affiliate events; date, time, & location.
c. Attend Mesa Unida Affiliate Meetings
d. Update social media platforms after important group updates, events, or
performances.
e. Manage performance requests and performers.
i. Update the Board on requests and performer availability before accepting
or rejecting a performance.
ii. Manage group email and maintain contact with the designated person for
each performance request.
iii. Coordinate practice times, costumes with Costume Coordinator, rides,
music, etc.
7. Costume Coordinator
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Maintain an updated inventory of costumes and costume conditions.
c. Have access to the group's storage unit in order to transport costumes for
performances and events.
d. Maintain contact with BFDUCI partner schools and their respective costume
coordinators to arrange costume exchanges.
e. Collaborate with Instructors and Outreach Coordinator to have accurate count of
costumes owned or possible costumes needed.
f. Responsible for storage key and passcode.

8. Historian
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Document via photograph, video, or other, the events of the organization for
record or advertising purposes.
c. Maintain Social Media accounts including pictures of performances, events, or
general updates.
d. Responsible for updating the group's website.
e. Responsible for taking video and photography of events to upload to the group’s
Youtube channel.
f. Collaborate with other board members to manage dates in order to attend group
events and take pictures/videos.
g. Encourage club members to promote events to friends.
 9. Instructor Coordinator
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Maintain effective communication between all instructors.
c. Responsible for scheduling and facilitating instructor meetings.
d. Facilitate and organize the preparation of quarterly and yearly instructor
schedules.
i. Including general practice schedules, recital practice schedules, &
choreography deadlines.
e. Oversee progress of instructors meets with approaching deadlines according to the
planned schedule.
f. Oversee practice flow and interaction between instructor and dancer.
g. Maintain communication between instructor updates and executive board.
10. Dance Instructor
a. Attend all major events including practices, board meetings, fundraisers, etc.
b. Accurately and creatively represent dance regions through instruction of dance
steps and techniques.
c. Responsible for patiently designing, directing, and efficiently teaching steps to
dancers.
d. Responsible for preparing steps and lessons for practice ahead of time.
e. Work closely with the Board and Instructor Coordinator to go over dances and
make sure dance follows through with the accurate representation of the
respective region.
f. Maintain constant communication with dancers to monitor their progress and
areas that may need more instruction.

Executive Board Requirements

1. Executive Board Members must be currently enrolled and active Undergraduate students
at the University of California, Irvine with good academic standing.
2. Executive Board Members must attend all board meetings, including all major club
events.
3. Executive Board Members must actively represent the group, within and outside of the
group environment.

Process of Filling Vacated Board Positions

1. President will create a committee composed of current Board Members. There will be an
initial application process, followed by an interview process. The committee, by majority
vote, will appoint the new Board Member.
2. The newly appointed Board Member will serve the remainder of the term from which
they were appointed.
Removal of Ineligible Board Members
1. Evaluations will occur at the end of every quarter. If a Board member is deemed to be
ineligible based on their lack of performance towards the organization’s purpose or goal,
and discussion with them regarding their performance has proven to be unsuccessful, a
majority vote (at least more than half of the current Executive Boad excluding the Board
Member in question) will result in their stepping down from their position. The member
will then be noted of their dismissal via the following Board Meeting, email, or in person
arrangement based on the Executive Board’s decision.

Article VI. Executive Board Appointment

At the end of each academic year, active members with outstanding performance, involvement
and initiative are encouraged to apply for an Executive Board position. Current BFDUCI
executive board members are highly encouraged to reach out to general members to apply by
advising them to follow the steps in the application process below.
Timeline of Application Process

a. Spring Quarter Week 3:

i. President Application Opens
b. Spring Quarter Week 4:
i. President Application Closes
ii. Presidential Candidate Interviews are scheduled.
iii. General Board Positions Application Opens
c. Spring Quarter Week 5:
i. President Candidate Interview Process Begins (held by current term President)
➢ Interview Process Ends (dependent on number of applicants)
ii. Candidates will be informed of the final decision by the end of the week.
iii. General Board Positions Application Closes
➢ General Board Candidate Interviews are scheduled.
d. Spring Quarter Week 6:
i. General Board Positions Interview Process Begins (help by current term President
and newly appointed President).
e. Spring Quarter Week 7:
i. General Board Candidate Interviews Continue (if applicable)
ii. General Board Interview Process Ends.
➢ Candidates will be informed of the final decisions via email by the end of
the week or beginning of Week 8.
 f. Spring Quarter Week 8:
i. Candidates must accept/decline a position within 2-3 days of receiving the final
decisions.
ii. New Executive Board Members will be introduced to the current Board in the
next upcoming Board meeting.
g. Spring Quarter Week 9/10:
i. New Executive Board Members will be introduced during the End of the Year
Banquet to the general members.

Eligibility for Candidacy

1. Applicants must be in good academic standing with the University (2.0 GPA preferred).
2. Applicants must be attending the University for the full academic year in which they will
hold an Executive Board position.
3. Applicants for President must have been a Board Member or active General Member for
at least a year previous to assuming the role.
4. Applicants must submit an application and participate in the interview process with the
interview panel, current and future President, within the given timeline.

Article VII. Amendments to the Constitution

Any Executive Board member is able to propose an amendment to the constitution. It is highly
recommended that any proposals are introduced before the club initiates the re-registration
process if any major changes are to be made to the constitution. When proposing new
amendments, all amendments must abide by University regulations and policies including the
organization’s values, goals, and purpose.

a. Amendments should be proposed between early June to July, after the new executive
board has begun to transition into their positions and taken over club facilitation. In order
for amendments to pass, they must have unanimous approval from all Executive Board
members. After approval follows a detailed and careful revision to the constitution by all
the board members. The President and Vice President will oversee this process to ensure
there are no other changes or revisions to be made from any other Executive Board
member. The final revised constitution, with a signature from the President and Vice
President, will be submitted during the club registration process.
Upon the unanimous approval of the constitution by all Executive Board Members and
no further amendments hereafter, I Leoang Angelica Diaz, President for the 2021-2022
academic year, sign this constitution into effect on this day August 23, 2021. I,
Stephanie Saldana, Treasurer for the 2021-2022 academic year, bear witness to the
approval and signing of Ballet Folklorico de UCI’s Constitution.

Leoang Angelica Diaz August 23, 2021

2021-2022 President Date

Stephanie Saldana August 23, 2021

2021-2022 Treasurer Date