ISU Roleplayers' Guild

Updated 2017

Purpose and Mission

The purpose and mission of the Role Players’ Guild (RPGuild) it to create a social network for players of role-playing and adventure games, including, but not limited to, Dungeons and Dragons, Warhammer 40k, Shadowrun, GURPS, and Vampire: The Masquerade. We seek opportunities to engage with the larger Indiana State University (ISU) and Terre Haute community, and to expose each other and people outside of our organization to different games. We aim to have fun, to help others learn about and become involved in our activities, and to debunk the stereotypes and rumors that have been built up around the world-wide role-playing community.

Article 1: Membership

Except as protected by federal or legislative act, this organization shall not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, ancestry, age, marital status, disability, or status as a Vietnam era or disabled veteran in the conduct of its activities or the selection of its members.

New Members become active when they go to two meetings in a one (1) month period. Members only lose their active status if they do not show for a three (3) month period, or as a punishment for acting improperly. Members are entitled to a vote in Guild matters, are able to be nominated for and elected to officer positions, and do not need additional approval in order to attend private Guild functions (Christmas party, movie night, etc.). Members need not be enrolled students, but enrollment and good standing are required to be qualified for election as a Guild officer. Non-members are welcome to attend meetings, but must obtain prior approval before attending private Guild events, at the discretion of the Guild officer or the member who is hosting the event. Following a membership status election (see Article VI), non-members may submit an appeal regarding their status to the Guild officers, who will then hold a private meeting to discuss the appeal and the non-member in question.

Officer positions are as follows: president, vice president, secretary, house officer, and treasurer.

  • The president presides over the Guild meetings and retains the right to executive decisions should a vote come to a tie. They also state guild announcements to the guild.
  • The vice president is responsible for acting in the president’s stead should the president be unable to attend a meeting for whatever reason. They may create and maintain committees that help plan events for the guild, as well as push guild goals. Vice president is one of the two officers to help keep track of meeting attendance.
  • The secretary is responsible for keeping track of the meeting’s agenda, recording the happenings, and handling and keeping track of any and all paperwork. Secretary is one of the two officers to help keep track of meeting attendance.
  • The house officer is responsible for communicating with the Student Activities and Organizations Office (SAO) and the ISU administration as is necessary; they are also responsible for making sure that SAO and ISU rules and regulations are adhered to during Guild meetings and events, including, but not limited to, upkeep of the areas utilized by the Guild and the etiquette of members at official events in the community.
  • The treasurer is in charge of the Guild budget and keeps track of any money donated to the Guild, whether by members or non-members, and maintaining the University Agency Account.

Should the vote go uncontested by all members present at the election of officers, the positions of secretary and house officer may be merged, at which point the title becomes “Public Relations Officer”, or “PR Officer”. The PR Officer is responsible for the duties of both the secretary and the house officer simultaneously.

All officers are responsible for the email, and keeping the web sites up to date.

An officer is allowed to delegate non-critical tasks to willing guild members. At the time that they do this, the member is responsible to handle the task, but the officer is also responsible to make sure that it still gets done.

Current Guild Committees:

  • Guild Wide Game, with the goal of maintaining a game that is open to all guild members during meetings.
  • ISU-Con, with the goal of plaining, organizing, and publizing ISU-Con and Son of ISU-Con .
  • Fundraising, with the goal of creating fundraisers to help with other guild functions.
  • Holiday Events, with the goal of planning, and organizing holiday events

Article II: University Compliance

The RPGuild recognizes that it is allowed to operate with the permission of the SOA and of the University, and shall comply with all policies and regulations of Indiana State University, as well as with all local, state, and federal laws. Should any member commit a violation of these policies and regulations, their membership will be immediately terminated for an indefinite period of time, the length of which will be determined by the Guild officers and will be dependent on the nature of the violation.

Article III: Statement of Not-for-Profit Status

The RPGuild is a not-for-profit organization. Proceeds from fundraisers or Guild events will be used for further Guild events or donations to charitable organizations.

Article IV: Relationship with a Larger Organization

The RPGuild has no relationship with any larger organization outside of itself.

Article V: Advisor

The advisor’s responsibilities are to offer guidance and advice when the Guild should require it, or when the advisor feels it is required. Attendance and participation at Guild meetings and events is welcomed and encouraged, but by no means mandatory.

Article VI: Meetings

Regular meetings for the Guild are held every Friday afternoon from 6pm to 11:30pm, unless otherwise stated. Business meetings are hosted on the same floor, in the same rooms at 5pm to 6pm, unless otherwise stated. Members will be notified of meeting changes, whether in time or date, at least one week before the original date. Meetings are advertised via Guild website, the Guild e-mail address, flyers placed throughout campus, and by word-of-mouth. The agenda for all meetings will be set by the officers. Robert’s Rules of Order are followed at meetings. The Guild president is the only member able to call meetings outside of the regular schedule, although any and all members may request temporary additional meetings if it is deemed necessary (i.e. for preparation for a Guild event).

Emergency and special meetings can only be called by the President, who will notify the secretary. The secretary will then proceed to notify the Guild members through email, announcements on the Guild website, guild discord, and word-of-mouth.

Attendance at meetings will be recorded by a sign-in sheet. The secretary will keep track of and log the attendances of all officers, members, and non-members.

Article VII: Democratic Procedures

Guild elections for officers are held at the second meeting of every new fall semester. Members may nominate themselves for positions by a show of hands, or be nominated by other members via the same method. Voting is by secret ballot. Fifty (50) percent plus one (1) of active Guild members must be present for candidates to be elected. Officers may be removed by a two-thirds (2/3) vote. Members will be notified via website, email, guild discord, and word-of-mouth of upcoming elections.

Policies are changed following a majority vote, which must follow a motion to change an existing policy, which must be seconded by another active member. In order for policy changes to be put to a vote, fifty (50) percent plus one (1) of active Guild members must be present. Method of voting, whether by secret ballot or open show of hands, will be decided at the discretion of the president. All members have the ability to recommend policy changes.

Article VIII: Non-Hazing

Hazing is strictly prohibited in connection with the activities of this organization. Hazing shall be defined as any conduct which subjects another person, whether physically, mentally, emotionally, or psychologically, to anything that may abuse, degrade, or intimidate the person as a condition of association with the organization, regardless of the person’s consent or lack of consent.

Article IX: Dues and Budget

Dues are not charged by the organization for membership, but a voluntary donation is welcome. That would allow a budget to be available for Guild events. The treasurer is in charge of creating and maintaining the budget. The budget will be revised at the discretion of the treasurer or the president.

Article X: Finances

The treasurer is in charge of financial affairs, although the president retains the right to become involved if it is deemed necessary. The organization will be maintaining an Agency Account. If the Guild dissolves and there are still funds in the account, the Guild agrees that those funds will be donated to a charitable organization. The charity will be voted on at the final meeting of the Guild, if possible. If a final meeting or vote is not possible, the president retains the right to personally choose the charitable organization that will receive the donation. The secretary will be responsible for notifying all members of the decision.

Article XI: Indemnification Clause

Given the harmless nature of the activities facilitated by the Guild, we feel that there is no need to indemnify the University with regard to those activities, whether carried out on- or off-campus.



Contact

Guild E-Mail
General Questions
RPGuild.ISU@gmail.com

Faculty Advisor
David Nichols
dave.nichols@indstate.edu

President
Trevor Brown
tbrown144@sycamores.indstate.edu

Vice President
Tyler Bianchi
tbianchi@sycamores.indstate.edu

Secretary
Eirik Wagley
ewagley1@sycamores.indstate.edu

Treasurer
Keith Pugh
kpugh5@sycamores.indstate.edu

Public Relations Officer
Aaron Sapp