Valparaiso University NAfME Collegiate Constitution - Revised 10-22-11

For a printable version (PDF) of the constitution click here.


            We the students of Valparaiso University, who have expressed a deep interest in becoming educators, have drawn up this constitution to further emphasize our dedication to the Collegiate Branch of the National Association for Music Education (NAfME). We, as members, have the privilege to enjoy the benefits of being a member of NAFME, with the intention of further enhancing our knowledge, enforcing our passion for, and increasing our interest of music and education as a joined entity. Along with these benefits, we also uphold the responsibilities that come with said membership as they are unveiled throughout this document.


Name and Affiliation


            Section 1- This chapter shall be known as the Valparaiso University Collegiate Chapter of the Music Educators National Conference, and shall be listed in the NAFME/IMEA records as Chapter Number 285.

            Section 2- As a collegiate chapter of NAFME, this chapter will adhere to all regulations stated in the NAFME constitution.

            Section 3- This chapter shall have an affiliated relationship with the Indiana Music Educator’s Association (IMEA), and adhere to the stated regulations of the IMEA constitution.



Section 1- It shall be the purpose of this organization to promote the advancement of musical and pedagogical knowledge, such as anything that acquaints members with the responsibilities of the music education profession and any materials that will help enforce the members’ ability to enhance their further growth and development as future music educators. This accomplished through various mediums including: literature, performances, speakers, and conventions along with any additional means that are deemed valid by the executive board in conjuncture with the Chapter Advisor.

Section 2- It shall be the purpose of this organization to provide all members with the opportunity to communicate with members and leaders of the music education profession, students of music in various age groups, and fellow collegiate members. This is accomplished through sponsorship and participation in programs, demonstrations, discussions, workshops, and performances planned by this chapter and/or any other IMEA/NAFME events with the intention of having members become integrated into the music education community.

Section 3- It shall be the purpose of this organization to further music education both on Valparaiso University’s campus and the surrounding communities through the above mentioned activities (Art. II, Sec. 1&2).

Section 4- It shall be the purpose of this organization, through the above mentioned activities (Art. II Sec, 1, 2 & 3) to discover and explore the basic truths and principles that underline the role of the music throughout an individual’s lifetime. Through this deeper understanding members of the organization will be able to communicate and justify the importance of music more effectively not only in education but also in its vitality in the functioning and growth of society.


Membership, Eligibility and Benefits

Section 1- Membership shall be open to any student enrolled in Valparaiso University who shows interest in aspects of music education and are not employed fulltime in the field of music education. Individuals meeting these requirements may become members of this chapter after payment of their dues as stated in Article IV.

Section 2- Any member of this chapter may participate in the activities carried on by this collegiate chapter and by NAFME, including its divisions and its states affiliate (IMEA).

Section 3- The definition for "active member" is a member who has:

            1. Officially joined and paid dues for the national organization NAFME.

            2. Paid any dues owed to the Chapter, as deemed necessary in Article IV.

            3. Attended all official meetings of the Chapter, with the exception of one excused absence per semester. (Extenuating circumstances will be reviewed by the Executive Board on a case-by-case basis.)

Section 4- It is the policy of this organization that membership and voting rights will be based on individual merit, free from discrimination based on race, color, national origin, disability, age, or sexual orientation.



Section 1- Dues for NAFME collegiate membership are for an entire academic year.

Section 2- States dues in Indiana are set by NAFME and IMEA and are subject to change. Students eligible for NAFME collegiate membership become members of NAFME and IMEA when proper national and state dues are sent to the NAFME national office. The chapter dues are proposed by the Executive Board and approved by a 2/3 vote of all registered active members present and voting at the general meeting.

Section 3- Additional funds may be collected from chapter members if deemed necessary by the Executive Board and approved by a 2/3 vote of members present and voting at the general meeting.


Chapter Advisor

Section 1- There shall be a chapter advisor who is a member who is a member of the music faculty at Valparaiso University and who is a member of NAFME. The chapter advisor shall serve as ex officio on the Executive Council (See Art. VI).

Section 2- The responsibilities of the chapter advisor shall include but not be limited to: (In accordance to the Collegiate Chapter Handbook)

  • Act as a representative of NAFME to the students
  • Represent students in their association with NAFME at every level
  • Inform the students about the nature, purpose, and function of NAFME
  • Encourage interest and participation of students in NAFME activities
  • Serve as an advisor and guide in the formation of chapter programs and policies
  • Serve as a resource person
  • Receive and distribute fall enrollment material to potential members
  • Explain the benefits of NAFME collegiate membership
  • Complete Section B on each student’s application for collegiate membership
  • Encourage the development of student initiative, leadership, and imagination to build a sense of responsibility on the part of the students.
  • Help officers in fulfilling their respective duties including the maintenance of chapter records
  • Meet with chapter officers to help with planning and implement chapter activities
  • Work for support of the chapter by members of the college faculty and explore with department chairperson the possible funding of chapter activities


Executive Council and Executive Board

Section 1 – Management of this chapter is the responsibility of the Executive Council and is upheld by this constitution. The Executive Council shall consist of the officers of this chapter and this chapter’s advisor as an ex officio member.

Section 2 –The Executive Board shall consist of the President, Vice President, Secretary, Treasurer, and Publicist.  The Executive Board shall meet at least once between every two meetings of the chapter to organize and discuss future activities.  The decisions made by the Executive Board shall be monitored by the Chapter Advisor to assure that the board is acting in the chapter’s best interest.

Section 3 – The Chapter Advisor is not required to be present at each board meeting, but shall be given minutes and informed of the events that take place.

Section 4 – The Executive board minutes shall be taken by the Secretary and distributed to individuals of the organization upon request.


Officers and Elections

Section 1 – The officers of this chapter shall be: President, Vice President, Secretary, Treasurer, and Publicist. Any candidate for office shall have been a member of this chapter for at least one full semester prior to their nomination and be enrolled as an undergraduate student while in office.

Section 2 – Elections of officers shall occur following Spring Break of the academic year, no later than May 1. The new officers will take office at the conclusion of the election meeting.  Each newly elected officer will meet at least once with the previous officer to be instructed in their position and duties prior to the next meeting to be held before the end of the semester.

Section 3 – Nominations may be accepted at a meeting one to two weeks prior to elections.  The nominations must be seconded by another registered member of the chapter.  The person nominated must accept or decline their nomination prior to the elections, and each member is only permitted to accept one nomination for the duration of the election.  Any registered member including those not present at the nomination meeting is allowed to be elected for any of the five positions as long as they meet the requirement in Article VII, Section 1.

Section 4 – Elections shall proceed in the following order: President, Vice President, Secretary, Treasurer, and Publicist. Candidates will be given the opportunity to make a short speech and answer questions before voting commences.  During the speech and questioning all other candidates will remain in the room and retain a respectful demeanor toward the speaker.

Section 5 – Only active members (as defined in Article III, Section 3) are permitted to vote in the election of chapter officers.

Section 6 – The voting venue may be decided by the Executive board of the organization and members will be informed of the meeting time and place prior to elections.

Section 7 – In the event that an active member is unable to attend elections, he or she may appeal to the Executive Board for an absentee ballot. Absentee ballots are granted on a case-by-case basis and must be turned in prior to the official election meeting to the Secretary to be valid.

Section 8 – The candidate that receives a simple majority of the votes by secret ballot for each office (including all absentee votes) will be elected to the Executive board for the following term.  In the case that no candidate receives a simple majority the candidate with the lowest number of votes will be removed from the running and the remaining candidates will be re-voted upon.  The margin of any voting will not be discussed. 

Section 9 – In the event that a vacancy occurs in the office of President, the Vice President shall assume the duties of the President for the remainder of the term of office.  Vacancies in any of the other offices shall be filled by election.


Duties of Officers

Section 1 – It will be the primary duties of the President to:

  • Represent the chapter on and off campus
  • Uphold the principles of the constitution established by the chapter
  • Develop an agenda and preside at Executive Council and chapter meetings
  • Appoint and dissolve committees as approved by the Executive Council
  • Appoint and dissolve committees as approved by the Executive board.  Committees may consist of but are not limited to:
    • Baby Ensembles
    • Convention
    • Fundraising
    • Projects
    • Oversee all chapter business
    • Confirm votes in elections as counted by the Secretary
    • Contact guest speakers and introduce them at chapter meetings
    • To keep in good relations and communication with the Chapter Advisor and music education community

Section 2 – It will be the primary duties of the Vice President to:

  • Preside at Executive Council and chapter meetings in the absence of the President
  • Be in charge of recruitment of members and encourage present members to attend meetings
  • Maintain the constitution and distribute copies upon request
  • Ensure that meetings and activities are publicized
  • Serve as the contact person and main director of all established committees

Section 3 – It will be the primary duties of the Secretary to:

  • Record and distribute the minutes of chapter meetings to all chapter members
  • Take attendance at each meeting and keep a file of the attendance
  • Maintain a log of all Executive and chapter minutes from current and past years
  • Record and distribute the minutes of the Executive Council meeting upon request
  • Ensure that meetings and activities are publicized
  • Count votes in elections 
  • Oversee the maintenance of the webpage.   
  • Provide information regarding the chapter as requested by the chapter president and advisor
  • Prepare letters of confirmation and appreciation for guest speakers 

Section 4 – It will be the primary duties of the Treasurer to:

  • Assist the chapter advisor in collecting completed applications for collegiate membership
  • Maintain membership records and prepare a chapter roster at the conclusion of the enrollment period
  • Maintain the chapter’s financial records and accounts
  • Be a main contact person with the community regarding financial matters
  • Attend student senate meetings when chapter financial issues occur and keep in good relations with the senate
  • Draft a budget every upcoming semester to be voted on and approved by the chapter and student senate.  The budget must be passed by a two-thirds majority vote of members present and voting at the general meeting to be approved by the chapter.

Section 5 – It will be the primary duties of the Publicist to:

  • Promote the chapter and its upcoming events.
  • Work in accordance with the design standards set forward by the Integrated Marketing & Communications Group.
  • Maintain and update the website.
  • If necessary, interact with the campus Public Relations department.


Meetings and Amendments

Section 1 – There shall be at least two regular meetings per month of the academic year.  Special meetings may be called at any other time as determined by the members of the Executive Council.

Section 2 – This constitution may be amended by a two-thirds majority vote of the members present and voting at a general meeting.








For a printable version (PDF) of the constitution click here.