Society of Hispanic Professional Engineers
Clarkson University Chapter
NAME OF ORGANIZATION
Section I The Society of Hispanic Professional Engineers Chapter located at Clarkson University in Potsdam, NY shall be referred to as The Society of Hispanic Professional Engineers at Clarkson.
Section II The Society of Hispanic Professional Engineers at Clarkson may also be referred to as ‘SHPE @ Clarkson’ which shall be recognized as the official acronym. SHPE is the official national acronym and is recognized as so, on a national level.
Section I SHPE @ Clarkson shall be recognized to be located in Potsdam, NY on the Clarkson University campus and nowhere else.
Section II SHPE @ Clarkson shall be an affiliate with the Society of Hispanic Professional Engineers, Inc. This organization possesses the right to adopt its own rules and procedures within the framework that had been laid out by Society of Hispanic Professional Engineers, Inc.
PURPOSE AND OBJECTIVE
Section I SHPE @ Clarkson shall be recognized as an organization dedicated to the advancement of Hispanics in Science, Technology, Engineering, and Mathematics (STEM) professions. Further, SHPE @ Clarkson shall uphold these values: educational excellence, economic opportunity and social equity. The society endeavors to:
i. Stimulate and develop Hispanic students’ interest in STEM disciplines.
ii. Strive to increase the number of Hispanics students studying STEM and STEM related fields of study at both the undergraduate and graduate levels.
iii. Encourage and advises disadvantaged youths in their pursuit of a STEM career.
iv. Improve the retention of Hispanic students enrolled in STEM disciplines.
v. Provide a forum for exchange of technical information.
vi. Develop and participates in programs with industry and the university which benefits students seeking technical degrees.
vii. Encourage the development of leadership skills.
viii. Develop a working network with area schools to encourage minority students to enter the STEM fields.
Section I Regular Membership
A Regular Member shall be: Any undergraduate or graduate student who is enrolled full-time (12+ credits) or part-time (less than 12 credits) at Clarkson University.
I. No person shall be denied membership in this organization because of race, color, sex, handicap, nationality, religious affiliation, belief or sexual orientation.
II. Only Clarkson University, Undergraduate or Graduate, students enrolled at Clarkson University shall be eligible for full membership.
III. All Active Undergraduate Members are eligible to hold office on the Executive Board given fulfillment of Article 7 Section 2.
IV. All Active Graduate Members are eligible to hold any graduate level position(s) within the chapter given fulfillment of Article 7 Section 3.
V. All Active Members are required to pay the necessary dues; both of the National and Chapter level.
Section II Honorary Membership
An Honorary Member shall be: Any person who supports the purpose and objectives of this chapter and of SHPE Inc. and contributes to the causes outlined in this document. This membership includes representation of industry, supporting faculty and private individuals.
I. Honorary members are not eligible to vote or hold an elected office.
II. Honorary Membership shall only be granted to individuals by a nomination by any SHPE member and 2/3 vote of E-Board and 2/3 vote of General Body.
III. Honorary members are not required to pay membership dues to retain their status.
Section I Each year the Executive Board shall review and change, if necessary, the annual dues of which the appropriate amount shall be given to Society of Hispanic Professional Engineers at Clarkson.
Section II The annual membership dues can only be changed by a 2/3 vote conducted by the Executive Board.
Section III All Active Members, including the Executive Board, are required to pay the necessary dues to both the chapter at Clarkson and to SHPE Inc.
Section IV Persons who wish to become members at anytime during the year must pay in full the set amount of annual dues to be recognized as a paid member and receive all benefits that entail being a member of SHPE at Clarkson.
EXECUTIVE BOARD AND CHAPTER OFFICERS
Section I SHPE at Clarkson shall have an Executive Board that consists of both elected and appointed positions. Elected Positions, in order of presiding officers, shall consist of: President-Academic Chairman, Vice-President, Director of Membership Development, Programs/Activities Chair, Secretary, Treasurer, Historian/Parliamentarian, and Freshmen Representative. The term of an Executive Officer is one school year except for the President, see Section III President. All Executive Board Members are required to provide an end of year report to Society of Hispanic Professional Engineers, Inc. at the end of his/her term.
Section II SHPE at Clarkson shall have the following Chapter Officers: Philanthropy Chair, Fundraising Chair, Marketing Chair, and Webmaster. These positions are not of the Executive Board. The term of a Chapter Officer is one school year. Chapter Officers are required to provide an end of year report to his/her respective Executive Officer at the end of his/her term.
Section III SHPE at Clarkson shall have the non-officer position of Presidential Shadow. The position cannot be fulfilled by any officer position unless by resigning of that current office.
Executive Board Officers:
The President shall represent the chapter and be responsible for all business concerning the chapter. The President shall facilitate discussions in the management and business of the chapter or other functions or activities under the direction of this chapter. The President shall be the official spokesperson for the chapter, manage the other operating officers and be responsible for communication between the chapter and the Advisors. The President is obligated when present to fulfill his or her duties of running a meeting or an event. The President is required to attend all required meetings and events regarding the 5-Societies. If unable to fulfill such requirement he/she shall appoint a SHPE representative for these purposes. The term of office for the President is January to December to promote the continuity of officer affairs. The President shall provide the end of the year report to the National Affairs Committee at the close of office.
The Vice-President shall assist the President in all business concerning the chapter and shall assume presidential responsibilities in the absence of the President. The Vice-President shall maintain effective communication with the Regional Student Representative (RSR) when requested. The Vice-President shall assist the President in maintaining effective communication with Clarkson University Student Association, 5-Societies, and other administrative entities at Clarkson University. The Vice-President is also responsible for keeping in contact with Clarkson SHPE alumni. The Vice-President is to hold the position of corporate liaison. The Vice-President shall work with the President and Clarkson University on corporate solicitations. The Vice-President shall maintain effective communication with other SHPE chapters in the region. The Vice-President shall run the meetings of the Executive Board.
Director of Membership Development:
The Director of Membership Development is responsible for the retention of Chapter members. He/she shall control and coordinate all relations and further development of current members in a professional setting and manner. The Director of Membership Development shall oversee all ACE programs directed toward the active members of the chapter. The Director of Membership Development shall direct the professional activities of the chapter. The Director of Membership Development shall be responsible for the process and feedback from the head of the committee of all professional activities taken place or in process. The Director of Membership Development shall be responsible for obtaining, filing and submitting all proper documents including the Activity Report.
The Programs Chair shall control and coordinate recruitment of new members through a professional and social setting and manner. The Programs Chair shall direct the social activities of the chapter. The Programs Chair shall coordinate members in the social committees of recruitment formed by the Executive Officers that fall under our jurisdiction. The Programs Chair shall be responsible for the process and feedback from the head of the committee of all activities taken place or in process. The Programs Chair shall maintain continuous contact with the Executive Officers and the committee’s head. The Programs Chair must attend a committee meeting at least once while the committee is in existence. The Programs Chair shall be responsible for obtaining, filing and submitting all proper documents including the Activity Report.
The Secretary shall take the minutes of all meetings and present them at the beginning of each General Body meeting. The Secretary shall be responsible for journalistic duties including the writing and/or coordination of articles and written material to be published within or outside of the organization. The Secretary shall keep up-to-date records of the membership and all chair and sub-chair members. The Secretary shall post notice of all meetings, activities and news to SHPE at Clarkson members. Notifications for such events must be submitted at least 24 hours in advance. The Secretary is responsible for taking attendance at all events and meetings. If unable to attend an event or meeting he/she shall appoint a member present to conduct this task.
The Treasurer shall keep accounts and records of all the money received or disbursed. The Treasurer shall make monthly financial reports listing all liabilities and assets of the organization to the Executive Officers and the general membership. It will be the responsibility of the Treasurer to present the annual budget and complete financial report to the Executive Officers as well as a financial projection for the next year General Body within the last two Executive Board Meetings prior to the closing of the academic year in which he/she is in office. The treasurer is responsible for the coordination and fulfillment of National and Regional SHPE Conference funding operations.
The Freshman Representative shall be a liaison for communication between incoming freshmen students and the Executive Board. He/she is also responsible for recruitment and retention of the student body. The Freshman Representative shall become versed in SHPE mission and vision and share information with freshman. He/she must hold two events per semester in office.
The Historian shall be responsible for maintaining and updating the chapter’s history. The Historian shall be responsible for keeping the members informed of the chapter’s goals, mission and values. The Historian shall be responsible for working with the appointed Webmaster for continuous updates of the chapter’s web site. The Historian shall act as Parliamentarian and therefore will provide an unbiased and fair set of rules for conducts at meetings. The Historian/Parliamentarian shall conduct the nomination and election processes of the Chapter’s Executive Board members and provide order at all meetings—both of the Executive Board and General Body. The Historian/Parliamentarian must keep record of all photographs of the Chapter. In addition the Historian/Parliamentarian is responsible for the upkeep of the SHPE at Clarkson By-Laws.
Section IV Chapter Officers:
The President also holds the position of Academic Chairman. He/she is responsible for academic programs and counseling for chapter members. The position of Academic Chairman may be appointed by the President to another Active Member upon approval of the Executive Board—not to be elected by the Executive Board. The Academic Chairman must have a minimum cumulative G.P.A. of 3.00 to hold office.
The Webmaster is in charge of the chapter’s website and must keep the webpage up to date. The Webmaster shall be responsible for working with the Historian and Secretary for continuous updates of the chapter’s web site such as chapter documents, event dates, contact information etc. He/she must also attend two Executive Board meetings per month in office.
[Growth & Outreach Committee]
The Programs Chairman is the Executive Officer of the Growth & Outreach Committee. This committee shall consist of the Philanthropy Chair, Fundraise Chair, and Marketing Chair. The Committee is encouraged to include other Active Members for involvement in the Chapter.
The Philanthropy Chairman is responsible for generating monies for the St. Lawrence County community through various sources. The Philanthropy Chair and Fundraising Chair are responsible to generate at minimum two fundraising events per month between both positions. He/she must also attend two Executive Board meetings per month in office. They will work closely with and report to the Programs/Activities Chair while residing in the Growth and Outreach committee.
The Fundraising Chair is responsible for generating monies for SHPE @ Clarkson and for chosen Philanthropies. The Fundraising Chair and Philanthropy Chair are responsible to generate at minimum two fundraising events per month between both positions. He/she must also attend two Executive Board meetings per month in office. They will work closely with the Programs/Activities Chair and report to the Treasurer while residing in the Growth and Outreach committee.
The Marketing Chair is responsible for the promotion of events through advertisement and publicity. The Marketing Chair is responsible for providing described services for all organized events.
Section V Non-Officer Position(s):
The Presidential Shadow is responsible for learning the duties of the President and shall be well versed in the governing ad operations of the Chapter. The Presidential Shadow does not have any executive powers. The Presidential Shadow is required to attend all Executive Board Meetings and all events and meetings requiring the attendance of the President if permitted. At the close of office he/she shall provide an oral presentation before the Executive Board reflecting on the Presidential Office.
NOMINATIONS AND ELECTIONS ________________________________________________________________________
Section I Timing and Nominations
Nominations will take place in a general meeting to nominate the Executive Board in accordance with the National directive. There will be a time frame established by the Executive Board for the nomination period. All elections will be conducted in April for the term of office beginning in August of the next school year. Elections for the President shall be conducted in December for the term of office beginning in January of the next year.
Section II Eligibility for Undergraduate Members
Any regular member for at least 90 days prior to February shall be eligible to be a candidate for any Executive Board position. Potential nominees are required to have a minimum cumulative grade point average of 2.50. They also must have updated their SHPE National and Chapter membership inclusive of their financial obligations. Exception to these requirements is the interim election of the Freshman Representative to be organized by the Executive Board during the first semester of the new school year. Further exception to above requirements may be determined by the President/Academic Chair and Faculty Advisor.
Section III Eligibility for Graduate Members
Any graduate member who has been a past regular member for at least 90 days shall be eligible to be a candidate for any Graduate position. Potential nominees must be a full time Clarkson Graduate student with a minimum GPA of a 3.0. The President/Academic Chair and Faculty Advisor may determine exception to above requirement.
Section IV Nomination for Office
A candidate can run for more than one Chapter office. A candidate can nominate him/herself or be nominated by another member with a second motion. The candidates must present a verbal presentation and a written version of his/her platform for each position they intend to run for by the deadline established by the Executive Board.
Section V Elections
Chapter Executive Board elections will be done by secret ballots. The Executive Board of the current term will make the determination of absentee ballots. Candidates receiving the highest number of votes per office shall fulfill the office. Ballots shall be kept and counted by the Chapter’s Historian/Parliamentarian as outlined in Section 7 of Article VI. If the Historian/Parliamentarian cannot be present or is running for a position, the Advisor or the next highest e-board member that is not running for an office will count the votes in the election. If a tie occurs, the Executive Board members of the present term will decide who will fill the office. If a tie occurs, there will be a re-vote by General Body. If another tie arises, the Executive Board members of the present term will decide who will fill the office.
Section VI Officers Elect
Once a member has been elected for an Executive Board position for the term of candidacy, he/she may not run or be elected to another Executive Board Position. They may however run and/or be elected for Non-Executive Board position(s) except for Presidential Shadow. Until the Officers Elect have been installed at the close of the current term of office, they will have no executive powers. They are however highly encouraged to attend the meetings of the Executive Board for ease in transition.
Section I Only paid General Body members are eligible to vote on issues presented before the General Body. Each General Body Member is entitled to only one vote per each individual issue presented to the General Body.
Section II Honorary members and Advisors are not eligible to vote on any issues.
Section III Voting will be determined by 2/3s of the Active Members in attendance, unless otherwise stated given Quota.
Section IV All voting shall be determined by yes, no, and abstentions, in this order
Section V The Historian/Parliamentarian is accountable for all voting procedures. The Historian/Parliamentarian shall record and tally all votes.
RESIGNATION AND IMPEACHMENT
Section I Resignations
i. Any person wishing to resign from office must, at least one week before the next general meeting, submit a letter of resignation to the President or Vice-President.
ii. The President or Vice-President has the power to appoint a temporary officer after the resignation and before a replacement officer is confirmed if deemed necessary.
iii. During a General Body meeting when a resignation is presented, nominations will be taken to fill the vacated office.
iv. Upon acceptance of the nomination, the nominee(s) shall then turn in a letter of intent stating his/her qualifications to the Executive Board. The Executive Board will then decide by majority vote of who should fill the vacancy.
Section I Impeachment
i. When any member(s) feel that an officer is not fulfilling his/her above outlined duties, the member(s) may call upon the Executive Board and the Advisor(s) during the next Executive Board meeting to discuss the matter.
ii. During the impeachment proceedings, the case for impeachment shall be presented before the officer in question by the Executive Board. The Historian/Parliamentarian shall process the case. The officer in question will be given the opportunity to present his/her defense to the Executive Board and Advisor(s).
iii. The remaining Executive Board members who are not being questioned will determine by means of a majority vote whether to present an impeachment vote to the General Body members. If the vote for impeachment goes to the General Body members, then a 2/3s decision of the General Body members that are present will be necessary for impeachment to occur.
iv. If an officer is impeached, a new officer will be nominated. The nominee will then turn in a letter of intent stating his/her qualifications to the Executive Board. The Executive Board will then decide by a majority vote of who should fill the vacancy. The President or Vice-President shall appoint a temporary officer after the impeachment and before a replacement officer is confirmed if deemed necessary.
Section I SHPE at Clarkson shall work with the guidance and support of faculty or staff Advisor(s) who are currently employees at Clarkson University. The Advisor will aid the Executive Board in the development of Chapter goals. The Advisor(s) is expected to attend a minimum of one General Body and Executive Board meeting per month. If the Advisor(s) is unable to meet with the Executive Board and General Body once a month at the scheduled meetings then the secretary is required to meet with the Advisor(s) once a week.
Section II Advisor(s) shall be chosen by the Executive Board every year. At the end of all terms the Executive Board shall evaluate an Advisor’s performance. If the Advisor so wishes, he or she may decline to be Advisor for the Chapter’s following term.
AMENDMENTS OF THE BY-LAWS
Section I Proposed amendments shall be presented in writing to the Executive Board. Any proposed amendment must wait at least one week before being presented to the General Body.
Section II All amendments or corrections shall only be made in light of a fair vote conducted by the General Body. Fair in these contexts refers to a favorable vote consisting of 2/3s of the General Body.
Section III Upon approval of said amendments and/or corrections, the said amendment(s) shall be submitted to Society of Hispanic Professional Engineers National Affairs Committee (NAC) for approval.
Section IV Upon approval by NAC of said amendments/corrections the amendment shall be formally written into the SHPE at Clarkson By-laws and presented to the General Body as the new SHPE at Clarkson By-laws.
Section V Amendments can be removed from the Constitution by the same process as amending.
Section VI The Executive Board may reserve the right to appoint or create new positions as they see fit. If a new position is to be created, however, there must be an addition to the By-Laws and proper processing by the rules defined in Section XI.
DOCUMENTS OF CONTINUITY
Section I In addition to the End of the Year report to be submitted by all Executive Board Members and Chapter Officers, these positions are required to provide all Documents of Continuity to the Officers Elect by the time of the Instillation of Officers both in print and electronically.
Section II The contents of the Documents of Continuity must contain but are not limited to the following: Cover Page, Table of Contents, SHPE Mission and Vision, Duties of Office, End of the Year Report(s), Sample Documents/Past Documents of Office, Expectations of New Officer, Security Username and Passwords, Necessary Appendices, Contact Information, etc.