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I NAME AND PURPOSE.
Northwest Vista College Infinite Loops
Section 2: Purpose/Mission
The purpose of a student-centered computer science club at a college is to provide a supportive and collaborative environment for students interested in computer science and related fields. Some specific purposes and benefits of such a club:
Skill development: The club can offer opportunities for students to enhance their technical skills in programming, software development, data analysis, artificial intelligence, cyber security, networking, cloud, and other areas of computer science.
Networking: The club can facilitate networking among computer science students. Members can connect with like-minded individuals, exchange ideas, and form study groups or project teams.
Project experience: The club can encourage members to work on real-world projects or participate in coding competitions. By collaborating on projects, students can gain hands-on experience, apply their knowledge, and build a portfolio of practical work that can be showcased to potential employers.
Guest speakers and industry connections: Inviting guest speakers, such as professionals from the tech industry or alumni who have found success in computer science-related fields, can provide valuable insights into the industry and current trends. Industry connections can also lead to an internship or job opportunities for club members.
Workshops and tutorials: The club can organize workshops and tutorials on various computer science topics to help members explore new areas of interest or deepen their understanding of specific subjects. These sessions can be led by experienced club members, faculty, or industry professionals.
Collaboration with faculty: The club can collaborate with faculty members in the computer science department to complement and enhance the academic curriculum. This partnership can result in joint projects, mentorship opportunities, and access to resources or research opportunities.
Community outreach and engagement: The club can engage in community outreach activities to promote computer science education among high school students or other interested individuals. This can include organizing coding workshops, participating in hackathons, or volunteering at local tech events.
The Infinite Loops computer science is intended to foster personal and professional growth for our NVC students. Additionally, members can develop leadership and teamwork skills through organizing events and managing club activities. Students can gain exposure to new ideas, technologies, and career paths, which can help them make informed decisions about their academic and professional futures. The club's objective is to be a student-centered computer science club that provides a supportive and enriching environment where students can explore, learn, collaborate, and grow both academically and professionally.
Section 3: Affiliation:
N/A
II. MEMBERSHIP.
Section 1: Eligibility for Membership
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Enrollment: Only currently enrolled students at NVC (enrolled in one or more classes) are eligible to join the computer science club.
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Academic Standing: Members must be in good academic standing with the college or university, as defined by the institution's policies.
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Interest: Students who have a genuine interest in computer science or related fields are eligible to join the club, regardless of their major.
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Active Participation: Members must actively participate in club activities, meetings, and events each semester (Minimum 3)as determined by the club leadership or bylaws.
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Section 1 - Name and Purpose
Northwest Vista College Infinite Loops
Section 2: Purpose/Mission
The purpose of a student-centered computer science club at a college is to provide a supportive and collaborative environment for students interested in computer science and related fields. Some specific purposes and benefits of such a club:
Skill development: The club can offer opportunities for students to enhance their technical skills in programming, software development, data analysis, artificial intelligence, cyber security, networking, cloud, and other areas of computer science.
Networking: The club can facilitate networking among computer science students. Members can connect with like-minded individuals, exchange ideas, and form study groups or project teams.
Project experience: The club can encourage members to work on real-world projects or participate in coding competitions. By collaborating on projects, students can gain hands-on experience, apply their knowledge, and build a portfolio of practical work that can be showcased to potential employers.
Guest speakers and industry connections: Inviting guest speakers, such as professionals from the tech industry or alumni who have found success in computer science-related fields, can provide valuable insights into the industry and current trends. Industry connections can also lead to an internship or job opportunities for club members.
Workshops and tutorials: The club can organize workshops and tutorials on various computer science topics to help members explore new areas of interest or deepen their understanding of specific subjects. These sessions can be led by experienced club members, faculty, or industry professionals.
Collaboration with faculty: The club can collaborate with faculty members in the computer science department to complement and enhance the academic curriculum. This partnership can result in joint projects, mentorship opportunities, and access to resources or research opportunities.
Community outreach and engagement: The club can engage in community outreach activities to promote computer science education among high school students or other interested individuals. This can include organizing coding workshops, participating in hackathons, or volunteering at local tech events.
The Infinite Loops computer science is intended to foster personal and professional growth for our NVC students. Additionally, members can develop leadership and teamwork skills through organizing events and managing club activities. Students can gain exposure to new ideas, technologies, and career paths, which can help them make informed decisions about their academic and professional futures. The club's objective is to be a student-centered computer science club that provides a supportive and enriching environment where students can explore, learn, collaborate, and grow both academically and professionally.
Section 3: Affiliation:
3.1 AFFILIATIONS
None at this time.
Section 4: Membership:
4.1 MEMBERSHIP.
Section 1: Eligibility for Membership
Enrollment: Only currently enrolled students at NVC (enrolled in one or more classes) are eligible to join the computer science club.
Academic Standing: Members must be in good academic standing with the college or university, as defined by the institution's policies.
Interest: Students who have a genuine interest in computer science or related fields are eligible to join the club, regardless of their major.
Active Participation: Members must actively participate in club activities, meetings, and events each semester (Minimum 3)as determined by the club leadership or bylaws.
Non-Discrimination: The club will not discriminate against potential members on the basis of race, color, national origin, gender, sexual orientation, religion, disability, or any other protected characteristic, in accordance with applicable laws and college/university policies.
Code of Conduct: Members must abide by the NVC code of student conduct which outlines expected behavior and prohibits any form of harassment, discrimination, or disruptive conduct.
Section 2: Voting Member Criteria
Enrollment: Only currently enrolled students at NVC are eligible to become voting members of the computer science club.
Membership Duration: To be eligible to vote, members must have been part of the club for at least 3 months.
Active Participation: Voting members should demonstrate active involvement in the club's activities, meetings, and events. o be eligible to vote, members must have attended 3 previous events/meetings or workshops.
Section 3: Removal of Members
Membership Revocation: Membership can be revoked for members who fail to meet eligibility criteria, violate club rules, or engage in behavior deemed detrimental to the club's goals and values. The process for revoking membership is stated below.
Official Complaint (verbal or written notice to advisor or club officer) to include specific details about the alleged violation(s) and any supporting evidence.
Investigation: Club Faculty Advisor is for conducting an impartial investigation into the complaint. This investigation should be conducted in a fair and confidential manner.
Notice and Opportunity to Respond: Once the investigation is complete, provide written notice to the member against whom the complaint has been filed. This notice should include the specific allegations, a summary of the evidence gathered during the investigation, and a designated period (e.g., 7 days) for the member to respond to the allegations.
Disciplinary Hearing: If the member chooses to respond, hold a disciplinary hearing to allow the member to present their side of the story. The hearing should be conducted by a neutral party or panel, separate from the investigative committee. During the hearing, both the complainant and the accused member should have the opportunity to present witnesses and evidence, and ask questions of each other.
Decision and Appeal Process: After the disciplinary hearing, the committee or panel should deliberate and make a decision regarding the member's removal. If the decision is to remove the member, provide an opportunity for the member to appeal the decision.
Notification of Removal: If the decision to remove the member is upheld or if no appeal is made within 30 days, a written notification will be provided to the member, informing them of the decision and the effective date of their removal from the club.
Confidentiality: Each person/member involved in the process will maintain confidentiality throughout the process to protect the privacy of all involved parties.
Non-Discrimination: The removal process should not be based on discrimination or bias, and should comply with applicable laws and NVC policies.
Reinstatement: Any request for reinstatement will be reviewed and approved/rejected by the Academic advising committee of the organization.
4.2. OFFICERS.
Section 1: Officer Qualifications
Major: Have a declared major or certification in Computer Science, IT or related field.
Active Membership: Officers should be active members of the student organization, having demonstrated a commitment to the organization's goals and values through regular attendance, participation in events and activities, and engagement with fellow members.
Academic Standing: Officers should be in good academic standing with the college or university, typically defined by maintaining a minimum 2.5 GPA.
Experience: Officers should possess relevant experience or knowledge related to the specific officer position they are seeking. This could include previous leadership roles in the organization or other relevant extracurricular activities, internships, or part-time jobs.
Communication Skills: Officers should demonstrate strong communication skills, both written and verbal. This includes the ability to effectively communicate with other members, college/university staff, and external stakeholders.
Responsibility and Reliability: Officers should be responsible and reliable individuals who can be trusted to fulfill their duties and commitments. They should demonstrate good time management skills, follow through on tasks, and meet deadlines.
Teamwork and Collaboration: Officers should be able to work effectively in a team environment and collaborate with other officers and members of the organization. They should be respectful of diverse perspectives and be able to contribute positively to group decision-making.
Leadership Potential: Officers should exhibit leadership potential and the ability to motivate and inspire others. This can be demonstrated through previous leadership experiences, taking initiative, and displaying a willingness to take on responsibilities beyond their basic roles.
Commitment to Personal Growth: Officers should show a commitment to personal growth and a willingness to learn and develop new skills. They should be open to feedback, seek opportunities for self-improvement, and be willing to engage in professional development activities.
Non-Discrimination: The officer selection process should not discriminate against potential candidates on the basis of race, color, national origin, gender, sexual orientation, religion, disability, or any other protected characteristic, in accordance with applicable laws and college/university policies.
Code of Conduct: Members must abide by the NVC code of student conduct which outlines expected behavior and prohibits any form of harassment, discrimination, or disruptive conduct.
Section 2: Voting Member Criteria
Enrollment: Only currently enrolled students at NVC are eligible to become voting members of the computer science club.
Membership Duration: To be eligible to vote, members must have been part of the club for at least 3 months.
Active Participation: Voting members should demonstrate active involvement in the club's activities, meetings, and events. o be eligible to vote, members must have attended 3 previous events/meetings or workshops.
Section 3: Removal of Members
Membership Revocation: Membership can be revoked for members who fail to meet eligibility criteria, violate club rules, or engage in behavior deemed detrimental to the club's goals and values. The process for revoking membership is stated below.
Official Complaint (verbal or written notice to advisor or club officer) to include specific details about the alleged violation(s) and any supporting evidence.
Investigation: Club Faculty Advisor is for conducting an impartial investigation into the complaint. This investigation should be conducted in a fair and confidential manner.
Notice and Opportunity to Respond: Once the investigation is complete, provide written notice to the member against whom the complaint has been filed. This notice should include the specific allegations, a summary of the evidence gathered during the investigation, and a designated period (e.g., 7 days) for the member to respond to the allegations.
Disciplinary Hearing: If the member chooses to respond, hold a disciplinary hearing to allow the member to present their side of the story. The hearing should be conducted by a neutral party or panel, separate from the investigative committee. During the hearing, both the complainant and the accused member should have the opportunity to present witnesses and evidence, and ask questions of each other.
Decision and Appeal Process: After the disciplinary hearing, the committee or panel should deliberate and make a decision regarding the member's removal. If the decision is to remove the member, provide an opportunity for the member to appeal the decision.
Notification of Removal: If the decision to remove the member is upheld or if no appeal is made within 30 days, a written notification will be provided to the member, informing them of the decision and the effective date of their removal from the club.
Confidentiality: Each person/member involved in the process will maintain confidentiality throughout the process to protect the privacy of all involved parties.
Non-Discrimination: The removal process should not be based on discrimination or bias, and should comply with applicable laws and NVC policies.
Reinstatement: Any request for reinstatement will be reviewed and approved/rejected by the Academic advising committee of the organization.
III. OFFICERS.
Section 1: Officer Qualifications
Major: Have a declared major or certification in Computer Science, IT or related field.
Active Membership: Officers should be active members of the student organization, having demonstrated a commitment to the organization's goals and values through regular attendance, participation in events and activities, and engagement with fellow members.
Academic Standing: Officers should be in good academic standing with the college or university, typically defined by maintaining a minimum 2.5 GPA.
Experience: Officers should possess relevant experience or knowledge related to the specific officer position they are seeking. This could include previous leadership roles in the organization or other relevant extracurricular activities, internships, or part-time jobs.
Communication Skills: Officers should demonstrate strong communication skills, both written and verbal. This includes the ability to effectively communicate with other members, college/university staff, and external stakeholders.
Responsibility and Reliability: Officers should be responsible and reliable individuals who can be trusted to fulfill their duties and commitments. They should demonstrate good time management skills, follow through on tasks, and meet deadlines.
Teamwork and Collaboration: Officers should be able to work effectively in a team environment and collaborate with other officers and members of the organization. They should be respectful of diverse perspectives and be able to contribute positively to group decision-making.
Leadership Potential: Officers should exhibit leadership potential and the ability to motivate and inspire others. This can be demonstrated through previous leadership experiences, taking initiative, and displaying a willingness to take on responsibilities beyond their basic roles.
Commitment to Personal Growth: Officers should show a commitment to personal growth and a willingness to learn and develop new skills. They should be open to feedback, seek opportunities for self-improvement, and be willing to engage in professional development activities.
Non-Discrimination: The officer selection process should not discriminate against potential candidates on the basis of race, color, national origin, gender, sexual orientation, religion, disability, or any other protected characteristic, in accordance with applicable laws and college/university policies.
Section 2: Elected Officers
President
Vice President
Secretary/Recording Officer
Section 3: Duties of Officers
President: preside at meetings, call special meetings, primary contact with the institutions, appoint committee chairs, runs the election process,
Vice-President: assume President’s duties in his/her absence, schedule meeting/practice rooms/facilities, primary contact with OSL, plans member/officer training programs,
Secretary: takes and distributes minutes of all club meetings, recorder keeper (current and past members, files minutes, etc), club historian, notify members of meetings, handles the official correspondence of the club.
Section 4: Vacancy in Office
In the event of a vacancy in any officer position due to resignation, removal, or any other reason, the club shall follow the procedures outlined below to fill the vacancy.
Notification: The club shall promptly notify all members of the officer vacancy via the club's official communication channels, such as email or a designated club platform.
Interim Officer Appointment: The club may appoint an interim officer to fulfill the duties of the vacant position until a permanent replacement is selected. The interim officer may be selected by the club president or a designated officer, subject to the approval of a majority vote by the remaining officers.
Special Election: The club shall conduct a special election to fill the vacant officer position within 60 days. The election process shall adhere to the club's standard procedures for officer elections as outlined in the bylaws.
Nomination Process: The club shall open a nomination period (30 days) during which eligible members may nominate themselves or other eligible members for the vacant officer position. Nominations may be submitted in writing or through a designated online platform.
Election Procedure: Once the nomination period has concluded, the club shall schedule a general meeting or use an online voting system to conduct the special election. The election shall be overseen by a designated officer or a neutral party appointed by the club president.
Voting Eligibility: All eligible members of the club, as defined by the bylaws, shall have the right to vote in the special election for the vacant officer position.
Election Results: The candidate receiving the highest number of votes shall be elected to fill the vacant officer position. In the event of a tie, a run-off election may be conducted between the tied candidates.
Officer Transition: Upon the election of a new officer, the outgoing interim officer (if applicable) shall provide a smooth transition by sharing relevant information, documents, and responsibilities with the newly elected officer.
Bylaw Amendment: If necessary, the bylaws may be amended to reflect the newly filled officer position. The amendment process shall adhere to the procedures outlined in the club's bylaws for making amendments.
Section 5: Removal of Officers
Grounds for Removal: An officer may be removed from their position if they fail to fulfill their duties and responsibilities, violate the club's code of conduct, engage in behavior detrimental to the organization, or for any other justifiable reason as determined by the club.
Complaint Process: Any member of the club may file a complaint against an officer. The complaint should be submitted in writing, outlining the specific allegations and providing any supporting evidence or documentation. The complaint should be submitted to the club president or a designated officer.
Investigation: Upon receipt of a complaint, the club shall initiate an impartial investigation to examine the allegations. The investigation may involve interviewing relevant parties, gathering evidence, and considering any counter statements provided by the accused officer.
Notice and Opportunity to Respond: The accused officer shall be provided with written notice of the complaint and the investigation. They shall have a reasonable period, typically within 10 days, to respond to the allegations and present their side of the story. The officer may provide a written response and may request a meeting with the investigating committee or designated officers to further discuss the matter.
Disciplinary Hearing: If the investigating committee or designated officers determine that a disciplinary hearing is necessary, a meeting shall be scheduled to allow the accused officer to present their case. During the hearing, both the complainant and the accused officer shall have the opportunity to present evidence, call witnesses, and cross-examine any witnesses presented.
Decision: Following the disciplinary hearing, the investigating committee or designated officers shall deliberate and determine whether removal of the officer from their position is warranted. The decision shall be made by a majority vote.
Notification: The accused officer shall be promptly notified in writing of the decision regarding their removal from the officer position. The notification shall include the reasons for the decision and the effective date of the removal.
Appeal Process: The removed officer may appeal the decision by submitting a written appeal to the club president or a designated officer within a specified period, typically within 10 days of receiving the removal notice. The appeal shall be reviewed by an appeals committee or a neutral party designated by the club.
Reinstatement: If the removed officer's appeal is successful, they may be reinstated to their officer position. If reinstatement is granted, the officer shall resume their duties and responsibilities as soon as possible.
Confidentiality: Throughout the process, the club shall maintain the confidentiality of all parties involved, ensuring that discussions, evidence, and personal information are treated with discretion and privacy.
IV. ELECTIONS.
Section 1: Nomination Process
Announcement of Officer Positions: Prior to the nomination period, the club shall announce the officer positions that are open for election. This announcement should be communicated to all club members through official club communication channels, such as email or a designated club platform.
Nomination Period: The club shall open a designated nomination period during which eligible members may submit nominations for officer positions. The nomination period should be of sufficient length to allow interested members to consider their candidacy and submit nominations.
Eligibility for Nomination: To be eligible for nomination, members must meet the specified qualifications for the officer position, as outlined in the club's bylaws. These qualifications may include criteria such as active membership, academic standing, or specific experience.
Nomination Submission: Nominations may be submitted in writing or through a designated online platform or email to an Advisor. Members may nominate themselves or other eligible members, provided they have obtained the consent of the nominee.
Nomination Form: The club may require the completion of a nomination form that includes relevant information about the candidate, such as their name, contact information, qualifications, and a statement of intent outlining their goals and plans if elected.
Verification of Eligibility: After the nomination period concludes, the club shall verify the eligibility of the nominated candidates based on the qualifications outlined in the bylaws. This may involve confirming active membership, academic standing, or any other relevant criteria.
Candidate Introduction: Once the eligibility of the nominated candidates is confirmed, the club shall introduce the candidates to the club membership. This can be done through various means, such as sharing candidate profiles or organizing a candidate forum or meet-and-greet event.
Campaigning: Candidates shall be allowed to engage in campaigning to promote their candidacies. Campaigning activities may include presenting their platforms, distributing campaign materials, or organizing informational sessions.
Voting Process: After the campaigning period, the club shall conduct an election to select the officers. The voting process should be conducted in accordance with the club's bylaws and may involve methods such as secret ballots or electronic voting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Announcement of Election Results: Once the voting period concludes, the club shall announce the election results to all members. The newly elected officers shall be notified of their positions, and the outgoing officers shall support the transition process to ensure a smooth transfer of responsibilities.
Section 2: Election
Voting Process: The club shall conduct a fair and confidential voting process to determine the election results. The voting process can be carried out using methods such as secret ballots, electronic voting, or in-person voting during a general meeting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Vote Counting: Once the voting period concludes, the club shall count the votes in a transparent manner. This may involve appointing a neutral vote-counting committee or using an electronic voting system to ensure accuracy and impartiality.
Announcement of Election Results: The club shall announce the election results to all members in a timely manner. The results should include the names of the elected candidates for each position. The newly elected officers shall be notified of their positions, and the outgoing officers shall support the transition process to ensure a smooth transfer of responsibilities.
Section 3: Special Elections
Justification for Special Election: The club shall determine the circumstances that warrant a special election for filling a vacant officer position. This may include situations such as a resignation, removal, or unforeseen vacancy.
Announcement and Notification: The club shall promptly announce and notify all eligible members of the need for a special election to fill the vacant officer position. This announcement should include the position being filled, the reason for the special election, and the timeline for the election process.
Nomination Period: The club shall designate a specific nomination period for eligible members to submit nominations for the vacant officer position. The nomination period should be of sufficient length to allow interested members to consider their candidacy and submit nominations.
Eligibility for Candidacy: To be eligible for candidacy, members must meet the qualifications specified in the club's bylaws for the vacant officer position.
Nomination Submission: Nominations may be submitted in writing or through a designated online platform. Members may nominate themselves or other eligible members, provided they have obtained the consent of the nominee.
Verification of Eligibility: After the nomination period concludes, the club shall verify the eligibility of the nominated candidates based on the qualifications outlined in the bylaws. This may involve confirming active membership, academic standing, or any other relevant criteria.
Candidate Introduction: Once the eligibility of the nominated candidates is confirmed, the club shall introduce the candidates to the club membership. This can be done through various means, such as sharing candidate profiles or organizing a candidate forum or meet-and-greet event.
Campaigning Period: Candidates shall be allowed a designated period for campaigning to promote their candidacies. This period should allow candidates to present their platforms, engage with club members, and communicate their qualifications and goals. The club should establish guidelines to ensure fair campaigning practices and prevent any form of harassment or unfair advantage.
Voting Process: The club shall conduct a fair and confidential voting process to determine the election results. The voting process can be carried out using methods such as secret ballots, electronic voting, or in-person voting during a general meeting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Vote Counting and Announcement of Results: Once the voting period concludes, the club shall count the votes in a transparent manner. This may involve appointing a neutral vote-counting committee or using an electronic voting system to ensure accuracy and impartiality. The election results shall be promptly announced to all members, indicating the candidate elected to fill the vacant officer position.
V. ADVISORS.
Section 1: Selection
Identifying Potential Advisors: The club members may collectively identify potential advisors who possess relevant knowledge, experience, or expertise in the club's field of interest. Suggestions for potential advisors can come from club members, faculty, staff, or other trusted sources.
Assessing Suitability: The club leadership, in consultation with club members, shall assess the suitability of potential advisors based on their qualifications, expertise, availability, and compatibility with the club's goals and values.
Inviting Advisors: The club leadership shall extend formal invitations to the identified potential advisors, expressing the club's interest in having them serve as advisors. The invitation can be made in person, through email, or via an official invitation letter.
Discussion and Agreement: If an invited potential advisor expresses interest in the role, the club leadership shall engage in a discussion with them to clarify expectations, responsibilities, and the nature of their involvement with the club. This discussion should ensure that the advisor's goals align with those of the club.
Advisor Appointment: Once both the club leadership and the potential advisor have reached an agreement, the club shall officially appoint the advisor. This appointment can be made through a formal announcement or an agreement signed by both parties.
Roles and Responsibilities: The club shall clearly define the roles and responsibilities of the advisor in the bylaws or a separate document. This should include expectations for their involvement in club activities, availability for consultation, and any specific duties they may undertake.
Term of Appointment: The term of the advisor's appointment should be specified, indicating the duration of their commitment to the club. This can be for a specified period (e.g., one academic year) or until either party decides to terminate the advisor's role.
Ongoing Communication: The club leadership shall maintain regular communication with the advisor, keeping them informed about club activities, seeking their input when needed, and providing updates on the club's progress.
Recognition and Appreciation: The club should recognize and appreciate the contributions of its advisors through gestures such as public acknowledgement, thank-you notes, or small tokens of appreciation.
Renewal or Replacement: At the end of the advisor's term, the club shall assess their performance and decide whether to renew the appointment for an additional term. If necessary, the club can also initiate the process of selecting a new advisor by following the aforementioned procedures.
Section 2: Duties
Guidance and Mentorship: Advisors should provide guidance, mentorship, and support to club members. They can offer their expertise, experience, and advice to help members navigate challenges and make informed decisions.
Expertise and Knowledge Sharing: Advisors should share their expertise and knowledge in the club's field of interest. They can contribute insights, provide resources, and offer recommendations to enhance the club's activities and projects.
Attend Club Meetings: Advisors should make an effort to attend club meetings regularly or as determined by mutual agreement. Their presence can provide valuable input and guidance during discussions and decision-making processes.
Offer Feedback and Suggestions: Advisors should provide constructive feedback and suggestions to help improve the club's initiatives, projects, and events. They can offer insights from their experience and provide recommendations for growth and success.
Networking and Connections: Advisors can leverage their professional networks to connect club members with industry professionals, potential sponsors, or other individuals who can contribute to the club's goals. They can facilitate networking opportunities and help members establish valuable connections.
Collaborate on Club Initiatives: Advisors may collaborate with club members on specific initiatives, projects, or events. They can provide input, offer support, and participate in planning and implementation processes as appropriate.
Monitor Club Progress: Advisors should monitor the progress and activities of the club, offering guidance to ensure that the club is staying on track with its goals and objectives. They can provide feedback on club initiatives and suggest adjustments as needed.
Support Succession Planning: Advisors can play a role in supporting the club's succession planning efforts. They can provide advice and guidance during officer transitions and help ensure continuity and effective leadership within the club.
Adhere to College/University Policies: Advisors should be familiar with and ensure compliance with the policies and guidelines set forth by the college or university regarding student organizations. They can help the club navigate administrative processes and address any compliance-related issues.
Attend Special Events: Advisors should make an effort to attend special events organized by the club, such as conferences, workshops, or competitions, whenever possible. Their presence can provide support and encouragement to club members.
VI. MEETINGS.
Section 1: Regular Meeting/Club Activities
Address how often business meetings will occur, any regular club activities, etc., process to notify members of meetings/activities.
Section 2: Special Meetings
Identify why you would call special meetings, and the process used to call these meetings/notify members, etc. Will these meetings be run any differently than regular meetings?
Section 3: Parliamentary Authority
Will you use Robert’s Rules of Order? How will the meetings be run…
Section 4: Quorum*
What % of your membership must be present for official club business to occur?
*A quorum is a certain percentage of voting members required to be present during a vote. It is VERY important to clearly indicate what your quorum will be (often, it is 2/3 of the voting members). You want to make sure that when a vote takes place, that you have a representative sample of your voting membership present.
VII. COMMITTEES.
Section 1: Committee Structure
Include what committees (if any) that your club will have. Include responsibilities of each committee and who is responsible for each committee. Examples include Membership, Programs, Elections, Fundraising, etc.
Section 2: Special/Ad-Hoc Committees
State that special/ad-hoc committees may be formed if needed…
VIII. FINANCES.
Section 1: Student Activity Fee Monies
State whether or not your club will apply for Student Activity Fee monies and that if allocated resources, your club will follow all Student Activity Fee and institutional regulations. You may also wish to specify who is allowed to access club funds and/or who will be in charge of generating the budget proposal for Student Activity Fee.
Section 2: Honorariums
State whether or not any officers or members will receive an honorarium/stipend from the organization. Note: if honorariums are given, they must come from club generated funds.
IX. AMENDMENTS.
Section 1: Ratification
...
, religion, disability, or any other protected characteristic, in accordance with applicable laws and college/university policies.
Section 2: Elected Officers
President
Vice President
Secretary/Recording Officer
Section 3: Duties of Officers
President: preside at meetings, call special meetings, primary contact with the institutions, appoint committee chairs, runs the election process,
Vice-President: assume President’s duties in his/her absence, schedule meeting/practice rooms/facilities, primary contact with OSL, plans member/officer training programs,
Secretary: takes and distributes minutes of all club meetings, recorder keeper (current and past members, files minutes, etc), club historian, notify members of meetings, handles the official correspondence of the club, and managing/recording attendance at events at meetings .
Section 4: Vacancy in Office
In the event of a vacancy in any officer position due to resignation, removal, or any other reason, the club shall follow the procedures outlined below to fill the vacancy.
Notification: The club shall promptly notify all members of the officer vacancy via the club's official communication channels, such as email or a designated club platform.
Interim Officer Appointment: The club may appoint an interim officer to fulfill the duties of the vacant position until a permanent replacement is selected. The interim officer may be selected by the club president or a designated officer, subject to the approval of a majority vote by the remaining officers.
Special Election: The club shall conduct a special election to fill the vacant officer position within 60 days. The election process shall adhere to the club's standard procedures for officer elections as outlined in the bylaws.
Nomination Process: The club shall open a nomination period (30 days) during which eligible members may nominate themselves or other eligible members for the vacant officer position. Nominations may be submitted in writing or through a designated online platform.
Election Procedure: Once the nomination period has concluded, the club shall schedule a general meeting or use an online voting system to conduct the special election. The election shall be overseen by a designated officer or a neutral party appointed by the club president.
Voting Eligibility: All eligible members of the club, as defined by the bylaws, shall have the right to vote in the special election for the vacant officer position.
Election Results: The candidate receiving the highest number of votes shall be elected to fill the vacant officer position. In the event of a tie, a run-off election may be conducted between the tied candidates.
Officer Transition: Upon the election of a new officer, the outgoing interim officer (if applicable) shall provide a smooth transition by sharing relevant information, documents, and responsibilities with the newly elected officer.
Bylaw Amendment: If necessary, the bylaws may be amended to reflect the newly filled officer position. The amendment process shall adhere to the procedures outlined in the club's bylaws for making amendments.
Section 5: Removal of Officers
Grounds for Removal: An officer may be removed from their position if they fail to fulfill their duties and responsibilities, violate the club's code of conduct, engage in behavior detrimental to the organization, or for any other justifiable reason as determined by the club.
Complaint Process: Any member of the club may file a complaint against an officer. The complaint should be submitted in writing, outlining the specific allegations and providing any supporting evidence or documentation. The complaint should be submitted to the club president or a designated officer.
Investigation: Upon receipt of a complaint, the club shall initiate an impartial investigation to examine the allegations. The investigation may involve interviewing relevant parties, gathering evidence, and considering any counter statements provided by the accused officer.
Notice and Opportunity to Respond: The accused officer shall be provided with written notice of the complaint and the investigation. They shall have a reasonable period, typically within 10 days, to respond to the allegations and present their side of the story. The officer may provide a written response and may request a meeting with the investigating committee or designated officers to further discuss the matter.
Disciplinary Hearing: If the investigating committee or designated officers determine that a disciplinary hearing is necessary, a meeting shall be scheduled to allow the accused officer to present their case. During the hearing, both the complainant and the accused officer shall have the opportunity to present evidence, call witnesses, and cross-examine any witnesses presented.
Decision: Following the disciplinary hearing, the investigating committee or designated officers shall deliberate and determine whether removal of the officer from their position is warranted. The decision shall be made by a majority vote.
Notification: The accused officer shall be promptly notified in writing of the decision regarding their removal from the officer position. The notification shall include the reasons for the decision and the effective date of the removal.
Appeal Process: The removed officer may appeal the decision by submitting a written appeal to the club president or a designated officer within a specified period, typically within 10 days of receiving the removal notice. The appeal shall be reviewed by an appeals committee or a neutral party designated by the club.
Reinstatement: If the removed officer's appeal is successful, they may be reinstated to their officer position. If reinstatement is granted, the officer shall resume their duties and responsibilities as soon as possible.
Confidentiality: Throughout the process, the club shall maintain the confidentiality of all parties involved, ensuring that discussions, evidence, and personal information are treated with discretion and privacy.
Section 5 - ELECTIONS.
Section 1: Nomination Process
Announcement of Officer Positions: Prior to the nomination period, the club shall announce the officer positions that are open for election. This announcement should be communicated to all club members through official club communication channels, such as email or a designated club platform.
Nomination Period: The club shall open a designated nomination period during which eligible members may submit nominations for officer positions. The nomination period should be of sufficient length to allow interested members to consider their candidacy and submit nominations.
Eligibility for Nomination: To be eligible for nomination, members must meet the specified qualifications for the officer position, as outlined in the club's bylaws. These qualifications may include criteria such as active membership, academic standing, or specific experience.
Nomination Submission: Nominations may be submitted in writing or through a designated online platform or email to an Advisor. Members may nominate themselves or other eligible members, provided they have obtained the consent of the nominee.
Nomination Form: The club may require the completion of a nomination form that includes relevant information about the candidate, such as their name, contact information, qualifications, and a statement of intent outlining their goals and plans if elected.
Verification of Eligibility: After the nomination period concludes, the club shall verify the eligibility of the nominated candidates based on the qualifications outlined in the bylaws. This may involve confirming active membership, academic standing, or any other relevant criteria.
Candidate Introduction: Once the eligibility of the nominated candidates is confirmed, the club shall introduce the candidates to the club membership. This can be done through various means, such as sharing candidate profiles or organizing a candidate forum or meet-and-greet event.
Campaigning: Candidates shall be allowed to engage in campaigning to promote their candidacies. Campaigning activities may include presenting their platforms, distributing campaign materials, or organizing informational sessions.
Voting Process: After the campaigning period, the club shall conduct an election to select the officers. The voting process should be conducted in accordance with the club's bylaws and may involve methods such as secret ballots or electronic voting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Announcement of Election Results: Once the voting period concludes, the club shall announce the election results to all members. The newly elected officers shall be notified of their positions, and the outgoing officers shall support the transition process to ensure a smooth transfer of responsibilities.
Section 2: Election
Voting Process: The club shall conduct a fair and confidential voting process to determine the election results. The voting process can be carried out using methods such as secret ballots, electronic voting, or in-person voting during a general meeting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Vote Counting: Once the voting period concludes, the club shall count the votes in a transparent manner. This may involve appointing a neutral vote-counting committee or using an electronic voting system to ensure accuracy and impartiality.
Announcement of Election Results: The club shall announce the election results to all members in a timely manner. The results should include the names of the elected candidates for each position. The newly elected officers shall be notified of their positions, and the outgoing officers shall support the transition process to ensure a smooth transfer of responsibilities.
Section 3: Special Elections
Justification for Special Election: The club shall determine the circumstances that warrant a special election for filling a vacant officer position. This may include situations such as a resignation, removal, or unforeseen vacancy.
Announcement and Notification: The club shall promptly announce and notify all eligible members of the need for a special election to fill the vacant officer position. This announcement should include the position being filled, the reason for the special election, and the timeline for the election process.
Nomination Period: The club shall designate a specific nomination period for eligible members to submit nominations for the vacant officer position. The nomination period should be of sufficient length to allow interested members to consider their candidacy and submit nominations.
Eligibility for Candidacy: To be eligible for candidacy, members must meet the qualifications specified in the club's bylaws for the vacant officer position.
Nomination Submission: Nominations may be submitted in writing or through a designated online platform. Members may nominate themselves or other eligible members, provided they have obtained the consent of the nominee.
Verification of Eligibility: After the nomination period concludes, the club shall verify the eligibility of the nominated candidates based on the qualifications outlined in the bylaws. This may involve confirming active membership, academic standing, or any other relevant criteria.
Candidate Introduction: Once the eligibility of the nominated candidates is confirmed, the club shall introduce the candidates to the club membership. This can be done through various means, such as sharing candidate profiles or organizing a candidate forum or meet-and-greet event.
Campaigning Period: Candidates shall be allowed a designated period for campaigning to promote their candidacies. This period should allow candidates to present their platforms, engage with club members, and communicate their qualifications and goals. The club should establish guidelines to ensure fair campaigning practices and prevent any form of harassment or unfair advantage.
Voting Process: The club shall conduct a fair and confidential voting process to determine the election results. The voting process can be carried out using methods such as secret ballots, electronic voting, or in-person voting during a general meeting. The club should specify the voting period and ensure that all eligible members have the opportunity to cast their votes.
Vote Counting and Announcement of Results: Once the voting period concludes, the club shall count the votes in a transparent manner. This may involve appointing a neutral vote-counting committee or using an electronic voting system to ensure accuracy and impartiality. The election results shall be promptly announced to all members, indicating the candidate elected to fill the vacant officer position.
Section 6 - ADVISORS.
Section 1: Selection
Identifying Potential Advisors: The club members may collectively identify potential advisors who possess relevant knowledge, experience, or expertise in the club's field of interest. Suggestions for potential advisors can come from club members, faculty, staff, or other trusted sources.
Assessing Suitability: The club leadership, in consultation with club members, shall assess the suitability of potential advisors based on their qualifications, expertise, availability, and compatibility with the club's goals and values.
Inviting Advisors: The club leadership shall extend formal invitations to the identified potential advisors, expressing the club's interest in having them serve as advisors. The invitation can be made in person, through email, or via an official invitation letter.
Discussion and Agreement: If an invited potential advisor expresses interest in the role, the club leadership shall engage in a discussion with them to clarify expectations, responsibilities, and the nature of their involvement with the club. This discussion should ensure that the advisor's goals align with those of the club.
Advisor Appointment: Once both the club leadership and the potential advisor have reached an agreement, the club shall officially appoint the advisor. This appointment can be made through a formal announcement or an agreement signed by both parties.
Roles and Responsibilities: The club shall clearly define the roles and responsibilities of the advisor in the bylaws or a separate document. This should include expectations for their involvement in club activities, availability for consultation, and any specific duties they may undertake.
Term of Appointment: The term of the advisor's appointment should be specified, indicating the duration of their commitment to the club. This can be for a specified period (e.g., one academic year) or until either party decides to terminate the advisor's role.
Ongoing Communication: The club leadership shall maintain regular communication with the advisor, keeping them informed about club activities, seeking their input when needed, and providing updates on the club's progress.
Recognition and Appreciation: The club should recognize and appreciate the contributions of its advisors through gestures such as public acknowledgement, thank-you notes, or small tokens of appreciation.
Renewal or Replacement: At the end of the advisor's term, the club shall assess their performance and decide whether to renew the appointment for an additional term. If necessary, the club can also initiate the process of selecting a new advisor by following the aforementioned procedures.
Section 2: Duties
Guidance and Mentorship: Advisors should provide guidance, mentorship, and support to club members. They can offer their expertise, experience, and advice to help members navigate challenges and make informed decisions.
Expertise and Knowledge Sharing: Advisors should share their expertise and knowledge in the club's field of interest. They can contribute insights, provide resources, and offer recommendations to enhance the club's activities and projects.
Attend Club Meetings: Advisors should make an effort to attend club meetings regularly or as determined by mutual agreement. Their presence can provide valuable input and guidance during discussions and decision-making processes.
Offer Feedback and Suggestions: Advisors should provide constructive feedback and suggestions to help improve the club's initiatives, projects, and events. They can offer insights from their experience and provide recommendations for growth and success.
Networking and Connections: Advisors can leverage their professional networks to connect club members with industry professionals, potential sponsors, or other individuals who can contribute to the club's goals. They can facilitate networking opportunities and help members establish valuable connections.
Collaborate on Club Initiatives: Advisors may collaborate with club members on specific initiatives, projects, or events. They can provide input, offer support, and participate in planning and implementation processes as appropriate.
Monitor Club Progress: Advisors should monitor the progress and activities of the club, offering guidance to ensure that the club is staying on track with its goals and objectives. They can provide feedback on club initiatives and suggest adjustments as needed.
Support Succession Planning: Advisors can play a role in supporting the club's succession planning efforts. They can provide advice and guidance during officer transitions and help ensure continuity and effective leadership within the club.
Adhere to College/University Policies: Advisors should be familiar with and ensure compliance with the policies and guidelines set forth by the college or university regarding student organizations. They can help the club navigate administrative processes and address any compliance-related issues.
Attend Special Events: Advisors should make an effort to attend special events organized by the club, such as conferences, workshops, or competitions, whenever possible. Their presence can provide support and encouragement to club members.
Section 7 - MEETINGS.
Section 1: Regular Meeting/Club Activities
Regular Meetings - Regular meetings of the club shall be held at least once every month during the academic year, except during college breaks or examination periods.
Meeting Notices - All members shall receive notice of regular meetings at least one week in advance. Notices shall include the time, date, location, and agenda of the meeting.
Quorum - A quorum shall consist of 50% plus one of active, dues-paying members of the club. A quorum must be present in order to conduct official club business.
Agenda - The agenda for each regular meeting shall be determined by the club's officers. At a minimum, each meeting shall include a report from each officer and a discussion of upcoming activities.
Minutes - Minutes of each meeting shall be taken by the secretary, or a designated member, and shall be circulated to all members within one week following the meeting.
Section II: Club Activities
Planning - The planning of club activities shall be a collective responsibility of all the club members, led by the officers.
Activity Notices - All members shall receive notice of upcoming activities at least two weeks in advance. Notices shall include the time, date, location, purpose, and expected conduct.
Participation - All members are encouraged to participate in club activities, but participation is not mandatory.
Conduct - Members are expected to conduct themselves in a manner befitting the club's mission and values during all club activities. Any member found to be in violation of the club's conduct rules may be subject to disciplinary action, up to and including expulsion from the club.
Activity Documentation - All activities should be properly documented, including dates, locations, and member participation. This documentation shall be the responsibility of the club's secretary, or a designated member.
Section III: Parliamentary Authority
Governing Rules - The rules contained in the current edition of "Robert's Rules of Order Newly Revised" shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the club may adopt.
Presiding Officer - The presiding officer (usually the club president or designated representative) at any meeting shall enforce the rules and regulations of the club, and carry out the directives of the membership. The presiding officer has the authority to keep order, and has the final decision on questions of order.
Suspension of Rules - Any provision of these rules may be temporarily suspended in connection with a matter under discussion by a three-fourths (3/4) vote of the members present. A motion to suspend the rules can be made at any time but must be seconded and cannot be debated or amended.
Amendments to Rules - These rules may be amended at any regular meeting of the club by a two-thirds (2/3) vote of the members present, provided that the amendment has been submitted in writing at the previous regular meeting.
Section 8. COMMITTEES.
Standing Committees
The following committees shall be considered Standing Committees of the Club:
Executive Committee: Composed of all elected officers of the club. The Executive Committee is responsible for making necessary decisions between regular meetings, preparing the agenda for meetings, and providing general leadership for the club.
Membership Committee: Responsible for recruitment, orientation of new members, and retention of existing members. The Membership Committee should also maintain the member directory and facilitate communication between members.
Program Committee: Responsible for planning and organizing club activities, events, and programs.
Finance Committee: Responsible for planning the club’s budget, coordinating fundraising efforts, and managing the club's financial resources.
Public Relations/Marketing Committee: Responsible for managing the club's public image, maintaining the club's website and social media platforms, and promoting the club's events and activities.
Special Committees
The club may establish special committees as needed. Special committees are temporary and focus on a specific task or project. The scope, duties, and duration of these committees shall be determined at the time of their creation.
Committee Appointments
Unless otherwise specified, committee chairs shall be appointed by the club's president and approved by a majority vote of the club's members. All committees shall consist of at least two members, one of whom shall be designated as the committee chair.
Committee Meetings
Committee meetings shall be held as necessary to fulfill their responsibilities. All committee meetings shall be open to all club members.
Committee Reports
Each committee shall provide a report at each regular club meeting, updating the club on their progress, activities, and plans.
Section 9. FINANCES.
Section 1: Student Activity Fee Monies
TBD
Section 10. AMENDMENTS.
Section 1: Ratification
Ratification of Bylaws
The bylaws shall be ratified by a two-thirds (2/3) majority vote of the members present at a general meeting of the club, given that a quorum is present.
Notice of Ratification
Notice of the ratification vote must be given to all members at least two weeks prior to the general meeting at which the vote will take place. This notice should include the date, time, and location of the vote, as well as a copy of the bylaws to be ratified.
Bylaws Effective Date
Upon ratification, these bylaws shall become effective immediately unless a later date is specified in the motion for ratification.
Amendments to the Bylaws
Amendments to the bylaws must be proposed at a general meeting of the club, and must be ratified by a two-thirds (2/3) majority vote of the members present at the next general meeting, provided that a quorum is present.
Notice of Amendments
Notice of proposed amendments to the bylaws must be given to all members at least two weeks prior to the general meeting at which the vote will take place. This notice should include the date, time, and location of the vote, as well as a copy of the proposed amendments.
Section 2: Submittal to Department of Student Activities
Any changes made to this constitution must be submitted to the Office of Student Activities
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