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CONSTITUTION OF THE
UNIVERSITY OF PUERTO RICO, MAYAGÜEZ CAMPUS COLLEGIATE CHAPTER OF SAE INTERNATIONAL
Constitution [Revision AY 2014-2015]
I. OUR PURPOSE The purpose of this organization is to provide its members opportunities to gain broader insight into the engineering and business administration profession by sponsoring meetings which will bring practicing engineers to the campus, arranging field trips to research and engineering establishments, sponsoring student projects of engineering interest, and participating in local SAE Section activities.
Furthermore, it will incorporate a SAE Financial division, which will provide to its members the opportunity to gain experience, develop their skills as a business administration professional, interact with engineers and their projects, and provide future employment opportunity. It shall also be the purpose of this organization to encourage good fellowship among engineering students and their teachers.
II. NAME The name of this organization shall be University of Puerto Rico, Mayagüez Campus Collegiate Chapter of SAE International. For advertisement purposes the name SAE UPRM shall be used to refer to this organization.
III. MEMBERSHIP Students attending the University of Puerto Rico, Mayagüez Campus who are SAE student members or SAE members are qualified to become members of this organization. All members who attend at least 50% of the meetings each semester will acquire voting power (control may be kept by the Executive Board by using sign-up sheets).
IV. DUES Collegiate Chapter dues shall be $5.00 per year, this in addition to the fee established by the Society for SAE student membership. The chapter dues shall be placed in the chapter treasury; the student membership fee shall be forwarded promptly to SAE Headquarters.
V. EXECUTIVE BOARD AND LIAISON RESPONSIBILITIES
The Executive Board is composed of: A. PRESIDENT: · Preside at General Body meetings. · Facilitate and prepare the agenda, along with the Vice-President, for Executive Board meetings. · Serve as a spokesperson for the Executive Board and for the Society to other University of Puerto Rico Mayaguez Campus Departments. · Meet monthly with the Advisor. · Serve as the main contact for the Organization. · Provide timely follow-up to organizational tasks. · Organize Executive Board retreats. · Facilitate elections. · Coordinate the transition of new officers to Executive Board positions. · Compile end of semester reports and evaluations.
B. VICE-PRESIDENT: · Preside at General Body meetings in the absence of the President. · Serve as a coordinator for all exec board meetings with President and maintain weekly meetings with them. · Direct Constitutional updating and revision · Submit end of semester reports and program evaluations. · Perform other duties as directed by the President and agreed upon by both parties.
C. TREASURER: · Prepare the budget for each semester and present it to the Executive Board. · Prepare purchase orders, requisition forms, or supply requests. · Reimburse members for out of pocket expenses in a timely manner (no more than two weeks). · Keep accounting and budget documents and present a monthly report in the Executive Board meetings. · Maintain financial history of the Organization. · Inform the Executive Board of all financial matters. · Establish objectives along with Marketing Chair for fundraising activities. · Maintain records of supplies ordered, supplies used and supplies stored in office space. · Deposit all cash transactions in a timely manner. · Perform other duties as directed by the President and agreed upon by both parties.
D. SECRETARY: · Record and maintain minutes of all General Body meetings. · Send minutes to all members and to the Advisor. · Prepare an agenda, in conjunction with the President, for Executive Board meetings. · Record and maintain minutes of all Executive Board meetings. · Promote the events and prepare a monthly bulletin board at the Mechanical Engineer Department. · Maintain a calendar of events. · Reserve spaces for meeting and events if necessary · Collect and count votes with the President (unless running for office). · Submit end of semester reports. · Perform other duties as directed by the president and agreed upon by both parties.
E. PUBLIC RELATIONS REPRESENTATIVE: · Search and coordinate sponsorships. The President will establish the goal per semester. · Promote events in a timely manner. · In charge of contacting and communicating with professional resources as speakers and workshop givers. · Take an active role in the recruitment of members for SAE UPRM. · Participate in the set-up and during events. · Perform other duties as directed by the president and agreed upon by both parties.
F. WEBMASTER: · Manage all aspects related to the organization’s website. · Maintain an informative and updated web page. · Manage all media related technology to be established by the President. · Play active role in promotion of activities held by the society. · Perform other duties as directed by the president and agreed upon by both parties.
G. RECRUITMENT CHAIR: · Keep record of new member’s assistance to SAE UPRM events that will make them eligible for initiation. · Maintain record of the members in need of renewing their membership dues. · Organize and conduct activities with the purpose of attracting new members to the society. · Responsible of integrating new members to the society’s data base and to their areas of interest for Professional Development inside the organization. · Play active role in society’s orientations to student community. · Perform other duties as directed by the president and agreed upon by both parties.
H. MARKETING CHAIR: · Responsible of design, production and distribution of promotions. · Provide innovative ideas of promoting the society to the student community. · Organize and coordinate fundraising activities, at least one fundraiser per month. · Work closely with the treasurer. · Promote events in a timely manner. · Participate in the set-up and during events. · Work with the Recruitment Chair in events to attract new members. · Perform other duties as directed by the president and agreed upon by both parties.
I. SOCIAL CHAIR: · Organize and coordinate social events for the SAE UPRM members, at least one social event per two months. · The social committee is responsible for obtaining all necessary components of the social event (e.g. food, music, decorations, etc.) · In charge of coordinating and organizing community service activities. · Participate in the set-up and during events.
J. FINANCIAL OFFICER: · Manage all aspects related to the organization’s budget. · Work alongside the treasurer to prepare the budget for each semester and present it to the Executive Board. · Keep accounting and budget documents and present a monthly report in the Executive Board meetings. · Prepare a budget report at the end of each semester. · Inform the Executive Board of all financial matters. · Maintain a record of the Special Projects team members along with their skills and resumes. · Perform other duties as directed by the President and agreed upon by both parties.
K. STEM INITIATIVE OFFICER · Organize and coordinate fundraising activities, at least five events per academic semester. · Manage all aspects related to the STEM Initiative events’ logistics. · In charge of contacting and communicating with schools interested in being part of the STEM Initiative. · Keep a record of schools contacted along with the contact information of the representative of each school. · Perform other duties as directed by the President and agreed upon by both parties.
L. MUSEUM COMMITTEE COORDINATOR: · Provide a monthly report with the status of his or her Committee. · Serve as a coordinator of activities that include the Museum Committee and the General Body Members. · Perform other duties as directed by the president and agreed upon by both parties. · Participate in the set-up and during events.
M. VOCAL: · Provide a monthly report with the status of his or her corresponding special project. · Serve as a coordinator of activities that include the Special Projects Members and the General Body Members. · Communicate and promote activities to their respective team member. · Perform other duties as directed by the president and agreed upon by both parties.
If by any reason an officer will be on leave for an extended period of time, no longer than a full academic semester, the officer must arrange with the President a telecommuting agreement. The President should then appoint a member as acting officer on campus. If a telecommuting agreement cannot be reached, the officer must resign and the remaining officers of the Executive Board should appoint a new member.
VI. ADVISOR RELATIONSHIP AND EXPECTATIONS The Advisor to SAE UPRM is expected to: · Meet monthly with the President. · Attend General Body Meetings. · Provide useful advice and assistance to the group. · Serve as a primary contact between SAE UPRM and the Office of Student Activities.
VII. EXECUTIVE BOARD AND LIAISON RESPONSIBILITIES: Any voting member is eligible to run for office as long as he or she is enrolled as a full-time student (min. 12 credits) for the entire duration of the term sought. The Executive Board is responsible for respecting, maintaining and promoting the mission of SAE UPRM, and will be held accountable to this by the SAE UPRM members. An Executive Board will be responsible for the coordination of policy, activities and ideology as it affects the SAE UPRM members.
The Executive Board will meet weekly and discuss updates on all SAE UPRM activities. The Executive Board is responsible for attending all General Body Meetings. The Executive Board will maintain contact with the Administration, Faculty, the Office of Admissions, and the Office of Student Activities of University of Puerto Rico Mayaguez Campus.
The Executive Board will serve as a mentor for the newly elected Board starting on May 1, prior to the end of the spring semester.
VIII. IMPEACHMENT AND APPOINTMENT Any officer may be recalled from his or her position if he or she fails to perform the assigned duties and for not adhering to the Constitution. Any General Body member can propose the removal of an elected officer at a meeting, by submitting a statement to SAE UPRM members. This proposal will be documented and it will be included in the next General Body meeting’s agenda. At the following meeting, members will vote on the impeachment of that officer. If impeached, an immediate internal election will occur by eligible voting members to replace that position.
If for any reason a member of the Executive Board is unable to assist Executive Board meetings or perform his duties to the fullest, he must either renounce his position, in which case a new member must be elected to fill the position, or he must take the necessary actions to ensure the completion of their duties to SAE UPRM.
If any officer (members of the Executive Board) fails to comply with the general body and executive board meeting requirement, without a valid excuse, the President will issue them a warning and the Secretary will document this action. If at any other meeting this officer is absent without a valid excuse or notifying the Secretary of his absence before the scheduled meeting, the officer will be immediately proposed for an impeachment to be recalled from his or her position.
IX. ELECTIONS In order to be eligible for President, Vice-President, Secretary and Treasurer Positions, the candidate must be a fulltime student for the duration of the academic year. The candidate must also be an active member of SAE UPRM for at least one semester, before participating in elections.
All officers shall beelected by majority vote (50% +1) at a regular meeting of the Collegiate Chapter. The election shall take place at least one month before the close of the school year. Officers thus elected shall take office immediately following the close of the school year and serve for one year. The Secretary will collect and count the votes, in conjunction with the President, and will announce the results during the following meeting. Nominations will be taken one meeting prior to the elections. Anyone present at the General Body Meeting may nominate him or herself. A statement shall be made during the same meeting.
Once officers are elected, a training process will begin, extending for at least two weeks, organized by the Executive Board. The vocal positions available should be assigned to the captains of the special projects of the Mechanical Engineer Department for the current year.
X. EXECUTIVE INSTALLATION The newly elected Executive Officers of SAE UPRM will undergo a period of training of no less than two weeks prior to assuming positions. The new officers will be installed during the last meeting of the academic year. They will assume full responsibilities at the beginning of the new one.
XI. GENERAL BODY AND EXECUTIVE BOARD MEETINGS General Body Meetings will be held monthly, in a location of choice of the Executive Board. All members of the Executive Board shall review the agenda of the meeting before their weeklymeeting. The President will preside over General Body Meeting, unless agreed otherwise by the Executive Board members.
Members of the Executive Board must assist to all meetings, general body and executive board meetings. General Body members must assist at least half of the General Body Meetings to be considered active members.
XII. CONSTITUTION AMENDMENT PROCEDURES An amendment may be brought before SAE UPRM by a majority vote and a statement must be submitted to SAE UPRM members. The President will notify all current members that an amendment is being considered. To be accepted, the amendment must gain a 2:3 approval of the general member-body.
XIII. CONSTITUTIONAL REVIEW Every two years, the constitution shall be reviewed by the new general body under a committee headed by the Internal Vice-President of the organization. Any proposed revision must be communicated prior to the General Body meeting and be included in its agenda. Revisions, upon receiving a 2/3 majority vote of the general body, will then be signed by all Executive Board members, and will become part of SAE UPRM’s governing rules for the course of the year. |