Infinite Loop ByLaws

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

1. Enrollment: Only currently enrolled students at NVC (enrolled in one or more classes) are eligible to join the computer science club.

2. Academic Standing: Members must be in good academic standing with the college or university, as defined by the institution's policies.

3. Interest: Students who have a genuine interest in computer science or related fields are eligible to join the club, regardless of their major.

4. Active Participation: Members must actively participate in club activities, meetings, and events each semester (Minimum 3)as determined by the club leadership or bylaws.

5. 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.

6. 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

1. Enrollment: Only currently enrolled students at NVC are eligible to become voting members of the computer science club.

2. Membership Duration: To be eligible to vote, members must have been part of the club for at least 3 months.

3. 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.

1. Official Complaint (verbal or written notice to advisor or club officer) to include specific details about the alleged violation(s) and any supporting evidence.

2. Investigation: Club Faculty Advisor is for conducting an impartial investigation into the complaint. This investigation should be conducted in a fair and confidential manner.

3. 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.

4. 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.

5. 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.

6. 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.

7. Confidentiality: Each person/member involved in the process will maintain confidentiality throughout the process to protect the privacy of all involved parties.

8. Non-Discrimination: The removal process should not be based on discrimination or bias, and should comply with applicable laws and NVC policies.

9. 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

1. Major: Have a declared major or certification in Computer Science, IT or related field.

2. 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.

3. Academic Standing: Officers should be in good academic standing with the college or university, typically defined by maintaining a minimum 2.5 GPA.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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

State how officer candidates will be nominated (by a current officer/member, self-nomination, etc.) and the timeline associated with the nomination process.

Section 2: Election

Election procedures, quorum present, method of voting (secret ballot, etc.), number of terms a person can serve, and when the elections will be held (Activities strongly suggests that by April 1, officer elections take place and that they are notified of the new officers).

Section 3: Special Elections

This section outlines what procedures will take place if an officer leaves/is removed from office. Clearly state the timeline for these procedures (e. g, within "x" weeks of vacancy occurring). You may use the same procedures from Section 2, with a revised timeline

V. ADVISORS.

Section 1: Selection

Indicate how your club will choose an advisor. Note: All clubs are strongly encouraged to seek an advisor who is an employee of Northwest Vista College.

Section 2: Duties

What do you want your advisor to do?

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

Identify the process to be used regarding proposed constitutional amendments: voting procedures, timeline, etc.

Section 2: Submittal to Department of Student Activities

Any changes made to this constitution must be submitted to the Office of Student Activities