Chapter Bylaws PDF Print E-mail

 

BYLAWS

for

The Society of Hispanic Professional Engineers at the University of California, San Diego

 

 

ARTICLE I

NAME OF ORGANIZATION

 

The name of this organization shall be The Society of Hispanic Professional Engineers at the University of California San Diego or SHPE UCSD for short.

 

 

ARTICLE II

PURPOSE/OBJECTIVE

 

“The purpose of SHPE UCSD is to promote the advancement of Hispanics in math, science, engineering and other technical fields through our student chapter benefits; including but not limited to Professional Development, Academic Development, and Community Service.”

 

Chapter Objectives:

  1. To increase the number of Hispanic students in engineering, math, and science at the University of California, San Diego

  2. Assist students to become successful in their Math, Science, and Engineering courses.

  3. Promote the advancement of Hispanic engineers, mathematicians, and scientists in employment and education.

  4. Develop and participate in programs with industry, which benefit students seeking technical degrees.

  5. Improve the retention of Hispanic students enrolled in math, science, and engineering majors at University of California, San Diego.

  6. To be the source of Quality Hispanic Engineers and Technical talent

  7. To be active role models within the San Diego community, through community service and pre-college programs.

 

 

ARTICLE III

ASSOCIATION

 

 

SECTION 1. AFFILIATION

 

The Society of Hispanic Professional Engineers-University of California San Diego student chapter will be an affiliated chapter of the Society of Hispanic Professional Engineers Inc. (SHPE Inc.). The organization possesses the right to adopt its own rules and procedures within the framework of SHPE’s rules and regulations and the University of California San Diego’s rules and regulations. This student chapter will be part of the “local” as defined by the Regional Vice-President and the local professional chapter president.

 

 

SECTION 2. NON-DISCRIMINATION

 

No person shall be denied membership in this organization because of race, color, sex, handicap, nationality, religious affiliation or belief, etc…even though the name of the organization was chosen to be SHPE.

 

 

ARTICLE IV

MEMBERSHIP

 

SECTION 1. REGULAR MEMBERSHIP

 

Regular membership shall be open to all majors especially Engineering, Science, Math, Physical, Applied, Computer science, Business, and Pre-Med.

 

Criteria for Regular Chapter membership:

 

  1. In order to become a member the student must pay a fee, currently stated by the SHPE National at five dollars ($5).

  2. Student must be enrolled at the University of California, San Diego with the minimum number of units delineating part-time status, currently set by UCSD to be 8 units.

  3. The student member must attend at least on complete General Board Meeting throughout the year.

 

Regular Membership Rights:

 

  1. Regular members shall be eligible for all benefits SHPE-University of California San Diego Chapter and SHPE, Inc. have to offer.

  2. Regular members shall have the right to practice democratic voting principles.

  3. Chapter members shall have the right to hold office, vote in election, and nominate other chapter students for office.

 

SECTION 2. ASSOCIATED MEMBERSHIP

 

Associated membership shall be open to any student, professional, industry representative, and college staffs that do not meet the requirements stated above but who wish to support the purpose and objectives of this chapter.

 

Associated Membership Rights:

 

  1. Associated members shall benefit from the same rights regular members are entitled to, given that they have paid their membership dues.

 

 

 

 

 

ARTICLE V

OFFICERS/EXECUTIVE BOARD

 

SECTION 1.

 

Officers shall consist of a President, Vice President Internal, Vice President External, Secretary, and Treasurer. The term of office shall begin the summer before the beginning of the new academic year and end at the end of spring quarter.

 

 

PRESIDENT

SECTION 2.

The President shall:

  1. Be a previous SHPE-UCSD Chapter member for the purpose of being familiar with club proceedings, obligations, activities, goals, and continuity of national and professional chapters.

  2. Be present at all general and officer meetings and not be allowed to miss more than three (3) meetings with prior notice and a valid excuse.

  3. Represent the chapter and be responsible for all business concerning the chapter.

  4. Have full power in the management and business of the chapter and shall set and establish all policy of the chapter and/or other functions or activities under the direction of this chapter.

  5. Have the power to approve and veto all legislation excluding position statements approved by 2/3 of the club body

  6. Be cognizant of any problematic situations that involve any officer, member, or club activity.

  7. Offer possible solutions to a problem and obtain officer approval (Majority, 51%).

  8. Have the power to call special, general or officer meetings at any time deemed necessary.

  9. Be the official spokesperson for the chapter, manage the other operation officers and manage the day-to-day affairs of the chapter.

  10. Assist the Vice-Presidents, Secretary, and the Treasurer to prepare the year and mid-year reports.

  11. Be the final determinant of impeachment procedures.

  12. Organize cross-functional networking with other engineering and Hispanic organizations.

  13. Maintain communication with organization advisor.

  14. Create committees as needed (e.g. high school conference committee).

  15. Oversee assigned tasks in timely and responsible manner.

  16. Attend school, Region II, SHPE Presidential events, and professional chapter meetings to give presentations.

  17. Support and motivate board and general members.

  18. Be aware of requirements and deadlines for the national point system

 

 

 

VICE PRESIDENT (S)

SECTION 3.

 

The External Vice President shall:

  1. Be present at all general and officer meeting and not be allowed to miss more than three (3) meetings with prior notice and a valid excuse.

  2. Along with the Internal Vice-President, is the “right hand” person to the president.

  3. Assist the President in all business concerning the chapter and shall act as a President Pro Tem in external-related events in the latter’s absence.

  4. Assist the President and Internal Vice President in all business concerning the chapter.

  5. Assist President with scheduling speakers, company and university tours, conferences, and outreach events.

  6. Manage distribution of the Yearly Funding Proposal to companies and collection of donations.

  7. Send thank-you letters.

  8. Assist president to enforce officer duties.

  9. Assist fellow officers with projects, as needed.

  10. Assist President, Treasurer, and Secretary in preparing the year, and mid-year report, and proposals

  11. Be part of Fundraising committee.

  12. Find speakers for general meetings and workshops.

  13. Be adamant on forming new industry and graduate student contacts whenever the opportunity arises.

  14. Keep board and general members updated of SHPE National and Region II events.

  15. Most importantly, plan and execute professional development events such as corporate tours, PDD (Professional Development Day).

  16. Complete assigned tasks in timely and responsible manner.

 

The Internal Vice President shall:

  1. Be present at all general and officer meeting and not be allowed to miss more than three (3) meetings with prior notice and a valid excuse.

  2. Along with the External Vice-President, is the “right hand” person to the president.

  3. Assist the President and External Vice President in all business concerning the chapter.

  4. Assist the President in all business concerning the chapter and shall act as a President Pro Tem in internal-related events in the latter’s absence.

  5. Be in charge of the internal affairs if the chapter (campus relations, social activities, etc.).

  6. Organize social activities of the chapter.

  7. Assist president to enforce officer duties.

  8. Assist fellow officers with projects, as needed.

  9. Assist President, Treasurer, and Secretary in preparing the year, and mid-year report, and proposals

  10. Be part of Fundraising committee

  11. Make reservations for all meetings and events.

  12. Register SHPE as a student organization at the SOLO office, and keep track of any policy changes made by UCSD and SOLO.

  13. Work with VP-External on internal activities

  14. Liaison with board members and general body members.

  15. Address all board issues with president for resolution.

  16. Be readily available to take workload off president.

  17. Organize MentorSHPE program, and plan other programs that can benefit students academically.

  18. Complete assigned tasks in timely and responsible manner.

 

SECRETARY

SECTION 4.

The Secretary shall:

 

  1. Be present at all general and officer meeting and not be allowed to miss more than three (3) meetings with prior notice and a valid excuse.

  2. Take the minutes of every meeting and post/e-mail them by three (3) school days following the meeting.

  3. Be responsible for keeping records of meeting attendance (sign in sheet, etc)

  4. Be responsible for keeping records of all events (meetings, etc.).

  5. Be responsible for keeping track of the Membership, Board, and Academic Point System Sheet.

  6. Be responsible for tallying the election votes.

  7. Be responsible for all external and internal correspondence.

  8. Be responsible for keeping an updated list of scholarships, internships and research opportunities for members, and forward it to the webmaster.

  9. Submit Article for SHPE magazine

 

TREASURER

SECTION 5.

The Treasurer shall:

 

  1. Be present at all general and officer meeting and not be allowed to miss more than three (3) meetings with prior notice and a valid excuse.

  2. Keep book and records on money receive and disbursed.

  3. Make monthly financial report listing all liabilities and assets of the organization to the Executive Board and the general membership.

  4. Be responsible for presenting quarterly and annual budget and complete financial report to the Executive Board.

  5. Maintain a record of all membership dues.

  6. Assist President, Vice-Presidents, and Secretary with producing the year and mid-year reports, and proposals.

  7. Be in charge of the Fundraising committee, which includes:

  • Locate sources for funding (e.g. AS,SOLO, Industry, SHPE Professional Chapter).

  • Organize and lead fundraising events.

  1. Keep track of external monetary/material donations alongside VP-External.

  2. Reimburse members for organization spending.**

  3. Complete tasks assigned in a timely and responsible manner.

 

**In order to qualify for a reimbursement, all spending must have prior approval of E-Board, and reimbursement request slip alongside receipts must be submitted.

 

 

Section VII:

Non-executive board members shall include: Outreach- Logan Elementary, Outreach-Jr. SHPE Chapter, Outreach-High School Conference Coordinator, Publicity/Recruitment, Webmaster, Historian, TESC and SAAC representatives.

 

Their responsibilities shall include:

  1. Outreach-High School Conference Coordinator:

    • Manage HSC

    • Assign members to do part in HSC

    • Create committee to organize event

  2. Outreach-Logan Elementary:

    • Maintain contact with Logan Elementary

    • Have Proposed Experiments for whole quarter at first Board meeting of each quarter

    • Organize the Carpooling

    • Publicize Outreach and give necessary info for experiments before hand

  3. Outreach Jr. SHPE Chapter

    • Register Jr chapter by deadline

    • Facilitate students attendance to company tour

    • Facilitate students attendance to HSC

    • Create Yearly Calendar

    • Facilitate Setup of GBM dated

    • Create workshops for GBM’s (Victor offered to do Mathcad and AutoCad workshop

  4. Recruitment/Publicity

    • Organize tabling timesheets

    • Create SHPE Brochure

    • Create SHPE Presentation Board

    • Create Flyers

    • Know rules for putting up flyers

    • Help Publicize events (PDD, GBM’s, Logan, HSC)

  5. Webmaster

    • Maintain Website up to NPS standards

    • Maintain communication with chapter

  6. Historian

    • Maintain SHPE Photo Album

    • Keep Photographic Record of Events (GBM’s, Tabling, PDD, Socials, HSC)

    • Create a Quarterly Newsletter

  7. TESC

    • Attend all TESC GBM’s

  8. SACC representative

    • Attend SACC meetings

  9. All Board Members

    • Be present at all general and officer meeting and not be allowed to miss more than three (3) meetings with prior notice and valid excuse.

    • Assist the E-Board in any duties concerning the chapter.

    • Complete tasks agreed on by position title in a timely and responsible manner.

 

Section VIII:

If registered for a conference or event. The board member should inform the President if they wish to cancel and the reason why at least 1 week in advance from the deadline. Otherwise, they shall attend. Failure to do so will result in possible impeachment and/or denial in attending a SHPE confernece (i.e. NTCC or SHPE conference, etc.). Failure to attend will result in a deduction of participation points.

 

 

ARTICLE VI

 

SECTION 1. NOMINATIONS

 

    1. Nominations of the officers shall be submitted on the third to last general membership meeting in Spring Quarter

    2. All persons who have become active regular members of the organization at least thirty days prior to the annual nominations and who are in good academic standing shall be eligible for office nomination.**

    3. A candidate shall not hold more than one concurrent officer position within SHPE-UCSD Student Chapter.

    4. “Rolling elections” may be practiced. If a student is not elected for a desired position he may run for the next available position of his choice as long as it is approved by the majority of the E-board.

 

**Good academic standing is defined as students not currently in academic probation

 

SECTION 2. VOTING

 

    1. The chapter shall hold elections annually during the second to last general membership meeting of the academic year.

    2. All regular and associate members who are in good standing with SHPE-UCSD student chapter shall be eligible to vote.

    3. Ballots shall be collected and counted by the secretary and president. Candidates with the highest number of votes per office shall be declared the winners.

 

SECTION 3. ELECTION RESULTS

    1. Newly elected officers shall hold office for the period of one academic year.

 

SECTION 4. IMMEDIATE PAST PRESIDENT

 

    1. The President shall assume the position of the immediate past president on the Board upon completion of his/her term.

 

 

ARTICLE VII

MEETINGS

 

SECTION 1. GENERAL MEETINGS

 

General meetings shall be held every other week during the quarter for the academic year starting with week 2. There should be at least 4 per quarter.

 

SECTION 2. ELECTION MEETINGS

 

Election meetings shall take place annually during the second to last general membership meeting of the academic year.

 

 

ARTICLE VIII

RESIGNATIONS AND IMPEACHMENTS

 

SECTION 1. RESIGNATIONS

 

    1. A letter of resignation shall be submitted to the President or Vice President by any person willing to resign from office at least a week before the next chapter meeting.

    2. During a meeting when a resignation in presented, nominations will be taken to fill the office. A person shall be elected by the E-Board during the following week by a private election.

 

SECTION 2. IMPEACHMENTS

 

2.1 When any member feels that an officer is not fulfilling his/her duties. He/She may call upon the e-board to meet within the next week to discuss/resolve the matter.

2.2 During the impeachment proceedings, the case will be presented. The officer under investigation will be given the opportunity to present his/her defense before the e-board’s vote.

Reasons may include

1. Unexcused absences at more than three board meeting per quarter.

2. Failure to inform the President in advance about their cancellation of event commitments.

3. Not fulfilling duties of position

2.3 A majority of the e-board (2/3) will decide whether the impeachment will be carried out.

ARTICLE IX

AMENDMENTS TO BYLAWS

 

    1. Proposed amendments shall be submitted in writing to the e-board members at a board membership meeting.

    2. Amendments shall be reviewed by the executive board and a 2/3 vote will approve amendment to a more a full board voting process

    3. The voted amendment shall be submitted to the SHPE-UCSD Student Chapter advisor for final approval; in the case that advisor will be gone for a longer period of two-weeks the E-Board’s vote will be sufficient until advisor is available; at the advisor’s return the President shall go and present pending amendment to advisor for final approval.

    4. When submitting amendments to the advisor for final approval a copy of the previous bylaws shall be submitted as well with marked and highlighted changes.

 

 

 

AMENDMENTS AWAITING APPROVAL

 

Changes are attached and marked in a copy of the previous bylaws