shpe|umich chapter bylaws

7/30/2019 SHPE|UMICH Chapter Bylaws

1/16

Constitution

The Society of Hispanic Professional Engineers

at University of Michigan

Article I Name

This organization shall be The Society of Hispanic Professional Engineers Student

Chapter at University of Michigan. The abbreviation of The Society of Hispanic

Professional Engineers, University of Michigan Student Chapter shall be SHPE U-M.

Article II Organization

The purpose of this student organization is to unite and organize Latino Engineering

students based on their various needs and to promote professional development

and cultural awareness by means of social interaction, leadership, and intellectualadvancement. More specifically, the society promotes the advancement of Hispanics/

Latinos in engineering.

The Society of Hispanic Professional Engineers at the University of Michigan is a

local chapter of The Society of Hispanic Professional Engineers Inc. (SHPE National)

. SHPE U-M is managed in a manner consistent with the regulations of the University

of Michigan, the Michigan Student Assembly (MSA), the University of Michigan

Engineering Council (UMEC), and The Society of Hispanic Professional Engineers

Inc. (SHPE National). In addition, this organization reserves the right to: incorporate its

own rules and regulations, request membership dues (which will be determined by theexecutive board at the beginning of each year), and deny or revoke membership, in a case

by case basis, to that student who actively behaves or acts against the SHPE mission.

Article III - Mission & Vision

The missions and visions of SHPE National and the SHPE U-M chapter are statements that

define and provide insight for the overall objectives and goals for both the society and chapter as

a whole. The values and the five pillars of SHPE were developed in accordance with the mission

and vision of SHPE.

In accordance with the Commitment of the National Organizations mission and vision:

Mission: SHPE changes lives by empowering the Hispanic community to realize

its fullest and to impact the world through STEM awareness, access, support, and

development.


2/16

Vision: SHPE's vision is a world where Hispanics are highly valued and

influential as the leading innovators, scientists, mathematicians, and engineers.

Values

We are brought together by heritage, social responsibility, and a desire to improvethe lives of all people through the use of science and technology through

integrity, empowerment, achievement, diversity, and continuous self-

improvement.

Five Pillars

In accordance with the national mission and vision, the five pillars of The Society ofHispanic Professional Engineers are:

1. Academic Excellence2. Professional Development3. Leadership4. Service and Outreach

5. Chapter Development

Article IV - Membership

There are several types of SHPE U-M members. Membership type is determined by the level

of involvement in the organization. This article defines the different types of membership

recognized by the local chapter, and the metric used to classify members on a semesterly basis.

Membership Types:

Section 1 - Regular Membership

Regular membership in SHPE is divided into three membership levels. Each level is

1. Distinguished Active

Distinguished Active membership in SHPE grants the individuals discounted rates

to attend the next SHPE National Conference, . These benefits include, but are not

limited to:

a. The privilege of receiving the same benefits as Active members.


3/16

2. Active

Active membership in SHPE grants the individuals voting privilege in SHPE

meetings and special sessions, a vote in parliamentary proceedings, and an

opportunity to derive the full benefits that SHPE can offer. These benefits include,

but are not limited to:

a. The privilege to attend the SHPE National Conference.b. The privilege to attend the Regional Leadership DevelopmentConference.c. The right to participate in special workshops developed for our

members.

Participation Requirements: Refer to the SHPE Point System

3. Inactive member

Inactive membership in SHPE refers to students who have registered through

OneSHPE but who do not meet the requirements to be active members.

Voting rights in this organization shall be exercised by any member who has, in addition to

fulfilling the active membership requirements, attended at least 50% of all regular meetings

beginning with the first meeting that he or she has attended during the Fall Semester. Any person

who joins the organization after the second meeting of the second semester will not be allowed to

vote for the remainder of that academic year.

The individual must apply for membership and meet these qualifications:

a. Be a full-time undergraduate or graduate student enrolled at the University of

Michigan, pursuing a major.

b. Agree to further the organization's goals and objectives, as stipulated in the Mission.

c. Complete active membership requirements as denoted by the active membership sheet

and meet academic requirements.

Once a person becomes a member of the organization they will be categorized on a per semester

basis as either Inactive, Active, or Distinguished Active by the following point system. It is the

responsibility of the e-board to provide a minimum number of opportunities for members to meet

the requirements as stipulated in the Per semester totals subsection.

Total number of points per semester:


4/16

GBM points - 7 (1 point is equivalent to 1 GBM)

Social/ Study table points - 10 (1 point is equivalent to one event)

Service points - 10 (Include community service events, and helping the E-board organize events.

The number of service points assigned to an activity has to be approved by the president and by

the person organizing the event)

Inactive Member:

Anything less than an Active Member

Active Member:3 GBMs per semester

3 Study tables per semester

3 Social and Cultural Events per semester

3 Service points* per semester

Distinguished Active Member**:

6 GBMs per semester

5 Study tables

5 Social events

7 Service points*

*Two Service points may be used as an equivalent to either one Social, one Study table, or one

GBM.

**If a person reaches Distinguished Active level for the first semester they will automatically be

considered active for that academic year.

Section 2 - Honorary Membership

An Honorary Member (not to be confused with SHPEs Honorary Member Award) is one

whose accomplishments and extraordinary efforts repeatedly demonstrate a sincere commitmentto SHPEs goals. An honorary member must not be a student, but someone who is, in some

way or another, associated with the University of Michigan (alumni, faculty, staff, corporate

representative from a company who has some form of an established partnership or sponsorship

with the University of Michigan).

Section 3 - Corporate Membership


5/16

Corporate membership grants a corporation voice in SHPE meetings and special sessions. The

corporation must apply for membership. The executive board may then grant the corporation

membership after review of the application. The applicant must meet the following requirements:

a. The applicant must be a legal corporation or representative thereof.

b. The corporation must share the organization's objectives.

Membership Responsibilities:

Membership Dues

There shall be an annual fee set by SHPE National which will be unconditional in order

for an individual to be recognized as a member by SHPE. If there are to be any chapter

dues separate from the National dues, it shall not exceed $10.00 per member if any shall be

required.

Section 5 - Loss of Membership PrivilegesA member can temporarily lose his/her membership privileges if s/he is absent from

half the scheduled semester General Body Meetings without a valid excuse, or if he/she drops

below the academic requirements for regular members. Further action to be taken shall be

decided by the Executive Board.

Section 6 - Registering Privileges

In order to regain membership privileges it is necessary that the student attend at least two thirds

of the regular meetings (without tardiness) during the next semester, at which time the Executive

Board shall evaluate the student's status. Failure to upgrade when required or failure to notify

the Executive Board of continued student status will result in the placement of the student inineligible status and the student will not be included in the list of Student Members.

Section 7 - Non-discrimination Clause

No person shall be excluded from participation in, or be denied the benefits of this

organization on the basis of race, sexual orientation, color, sex, handicap, political, ethnic

or religious affiliations, or limit any member in the enjoyment of any right, privilege,

advantage or opportunity, unless otherwise stated in the Constitution. Notwithstanding these

requirements, the organization may restrict membership based on the members ability to perform

the activities related to the organizations purpose.

Article V Meetings

SHPE U-M will host a variety of meetings throughout the year. This section describes and

outlines the types of meetings, which are held during a typical academic year. Meetings consist

of predetermined times when SHPE U-M chapter members gather to discuss various goals, tasks,

events, and other information necessary to keep the chapter connected and active.


6/16

Section 1 - General Body Meeting

The organization shall meet once every two weeks during regular semester. During these

meetings__________

Section 2 - Socials, Academic, Committee Meetings

Socials, Academic, and various committee meetings and events may occur on a basis that

optimizes the success of the events tasked.

Section 3 - Executive Meetings

The Executive Board shall meet once a week at a time convenient to the Executive Quorum (all

executive board members).

Article VI - Officer Positions and Responsibilities

There are a variety of officer positions that operate cohesively within SHPE to maintain the

mission and visions within the chapter. The positions listed are required to run the chapter

effectively and are not optional; other roles may be added at the executive boards discretion.

This section outlines each of these positions and the respective responsibilities of each.

Section 1 - President

Subsection A - Roles and Responsibilities

The President must be capable of fulfilling the following general roles and responsibilities:

a) Oversee the successful execution of programs that encourage the members to finish theirengineering and science studies and to advancement the proliferation of Hispanics in

technical careers.

b) Represent the chapter by maintaining bi-monthly communication with the Regional Student

Representative and the national office.

c) Increase awareness and support for SHPE and its mission within the local community to

achieve closer personal acquaintance and a spirit of cooperation among Hispanics pursuing

careers in STEM

d) Be the point of contact for the organizational and financial matters of the chapter, as well as

all other business concerning the chapter according to policies and guidelines set and approved

by the chapter.

e) Chair and preside at chapter board, general, and special meetings.

f) Be one of the two people (the other being the chapter Finance Chair) responsible to sign any

documents related to financial matters.

g) Ensure that chapter members have paid their membership and are receiving benefits from

SHPE National chapter and are aware of programs and events throughout the year.


7/16

h) Provide current information for the chapter to the National Office, including bylaws and

contact information, as well as verify information for each of the chapter's members.

i) Establish support for national and regional initiatives within the chapter to help achieve

SHPE's mission the enhance and achieve the potential of Hispanics in Engineering

j) Be part of the Regional Council along with the SHPE Regional Vice President, SHPE

Regional student Representative, and other SHPE representatives in the region.

k) Promote work with local high schools and SHPE Jr. chapter presidents to foster a strong

relationship between current and future members.

l) Establish important partnerships with local corporate sponsors and community organizations in

matters of common interest.

m) Encourage members to actively participate and to make suggestions with respect to matters of

policy.

n) Be a knowledgeable resource on problems affecting Hispanic engineers, scientists and

technical educators.

o) Assume additional responsibilities to otherwise fulfill the objectives of SHPE.

Subsection B - Duties

The Presidential Duties include:

a) Be the official spokesperson for the chapter, manage the other executive board officers and

manage the day-to-day affairs of the chapter.

b) 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.

c) Represent the chapter and be responsible for all business concerning the chapter.

d) Lead in the management and business of the chapter and shall set and establish all policies of

the chapter and/or other functions or activities under the direction of this chapter.e) Be cognizant of any problematic situations that involve any officer, member, or club activity.

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

g) Assist the vice-president, secretary, and the Finance Chair to prepare the End of the Year

Report.

h) Organize and maintain appropriate working relationships with other engineering and Hispanic

organizations.

i) Maintain communication with organization advisor on a minimum bi-weekly basis.

j) Create ad-hoc committees as needed to fulfill the SHPE vision.

k) Oversee assigned tasks in a timely and responsible manner.

l) Attend Regional, SHPE presidential events, and professional meetings to give presentations.

m) Support and motivate board and general members.

n) Read and respond to president and SHPE board emails on a daily basis.

o) Be the liaison with the Graduate SHPE Executive Board

Events Accountable: General Body Meetings


8/16

Section 2 - Vice President

The Vice President shall:

a) Be present at all general and officer meeting and not be allowed to miss more than three (3)


b) Assist the President in all business concerning the chapter and shall act as a President Pro

Tempore in external-related events in the Presidents absence.

c) Assist the president in all business concerning the chapter.

d) Assist president with scheduling speakers, company and university tours, conferences, and

outreach events.

e) Assist president to enforce officer duties.

f) Assist the President in all other duties as needed.

g) Assist fellow officers with projects as needed.

h) Assist president, Finance Chair, and secretary in preparing the End of the Year Report, and

proposals.i) Oversee and participate in committees.

j) Book speakers for general meetings and workshops.

k) Form new industry and graduate student contacts whenever the opportunity arises.

l) Keep board and general members updated of SHPE National and Regional events.

m) Plan and execute professional development events such as corporate tours,

PDD (Professional Development Day), and plan for Professional development week.

n) Write thank you letters within two weeks of event, donation, etc.

o) Complete assigned tasks in a timely and responsible manner.

p) Complete The National Report Programs End of the Year Report

q) Be responsible for all matters regarding conferences and conference registrations.r) Research and inform the board of any internships and job opportunities for members.

s) Read and respond to president and SHPE board emails on a daily basis.

Section 3 - Historian

The Historian shall:

a) Be present at all general and officer meetings and not be allowed to miss more than three (3)


b) Take the minutes of every meeting and post it within three (3) business days following the

meeting.

c) Be responsible for keeping records of meeting attendance.

d) Be responsible for keeping records of all events.

e) Be responsible for keeping track of the the Membership, Board, and National Point System

Sheets.

f) Be in charge of the bulletin board next to the SHPE Office.

g) Be responsible for tallying the election votes.


9/16

h) Be equally responsible with the Public Relations Chair for all internal society correspondence.

i) Be responsible for keeping an updated list of scholarships, internships and research

opportunities for members, and work with the webmaster to maintain an updated website.

j) Read and respond to president and SHPE board emails on a daily basis.

k) Work with the Public Relations Chair, Alumni Chair, or other board member, to write a SHPE

article for every SHPE Magazine issue throughout year.

l) Maintain a timeline of the events for the year.

Section 4 - Academic Chair

The Academic Chair shall:


meetings per year with prior notice and valid excuse.

b) Assist the E-Board in any duties concerning the chapter.

c) Set up and prepare for the SHPE-only Study Tables, and collaborate with partner

organizations for the Collaborative Study Tables.d) Be in charge of the Mentoring Program by leading training sessions for interested Mentors,

and make matches accordingly.

e) Advocate academic excellence by updating members on honors and scholarship requirements.

f) In charge of the Academic Retreat, which will include at minimum:

a) Time Management

b) Programs in the college

c) Scholarships within the Society and minimum requirements

d) Lunch

e) Panel of academically successful students advocating strong study habits and well

managed career goals

Section 5 - Alumni Chair

The Alumni Chair shall:




c) Assist and take pictures of SHPE events, etc.

d) Work with other board members to collect pictures and videos.

e) Work to create a quarterly album of pictures and a video. This can be placed on various media

outlets that the student Chapter controls.

f) Work with the Historian or other board member to write a SHPE article for every SHPE

Magazine

issue throughout year.

g) Develop a yearly newsletter, and forward to Alumni and returning, incoming members.


10/16

h) Maintain E-board and members informed of any special events, programs, etc.

j) Head the Crossroads Banquet planning committee, and invite Alumni.

Section 6 - Finance Chair

The Finance Chair shall:



b) Keep records on money received and disbursed.

c) Make available a monthly financial report listing all liabilities and assets of the organization to

the Executive Board and the general membership.

d) Be responsible for presenting quarterly and annual budgets and submit a complete financial

report to the Executive Board.

e) Maintain a record of all membership dues, if they have been established.

f) Assist president, Vice-Presidents, and secretary with producing the End of the Year Report,and any proposals.

g) Work as a co-chair with the Vice-President of the fundraising committee, which includes:

a. Organizing and lead fundraising events.

b. Keep track of monetary/material donations.

c. Reimburse members for organization spending.

d. Order food for general meetings and other events. For general meetings be in charge of

utensils and drinks.

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

h) Creating the budget for the academic year.

i) Collecting dues from every member, keeping records of the financial status of each member,and pays SHPE National membership dues for members

j) presents a written financial statement to the organization each semester

k) manages all SHPE bank accounts and reimbursements

l) works with external VP to request funds for various events

m) ensures that the organization is in good financial standing with the college

Section 7 - Public Relations

The Public Relations Chair shall:



a) Assist the E-Board in any duties concerning the chapter.

b) Maintain Website updated constantly (weekly).

c) Maintain MentorSHPE and outreach information updated

d) Maintain internship and scholarship list updated

e) Work with publicity and recruitment for any ideas of how to better the website.


11/16

h) Be equally responsible with the Executive Secretary for all internal Society correspondence.

f) Submit link to SHPE Inc. and verify is submitted to [email protected] for points.

Section 8 - Social Chair and Cultural Programs Chair

The Social and Cultural Programs Chair shall:




c) Organize and lead social and cultural events.

d) Collaborate with other organizations on joint programs, and represent SHPE in those meetings

with professionalism and distinction.

d) Work with publicity to publicize the events.

e) Work with the Finance Chair to develop proposals for events when necessary.

f) Complete tasks in a timely and responsible manner.

Events - Fall/Spring Soccer Tournament, Winter Traditions Festival, Familia Social Events,

Salsa con Salsa, Engineers on Ice.

Section 9 - Community Service

The Community Service Chair shall:




c) Organize and lead Community Service events.d) Fill out all paperwork needed to continue programs.

e) Have at least 4 outreach activities throughout the year.

f) Report to President on any conflicts, issues, etc.

g) Work with the Public Relations Chair to publicize events.

h) Ensure active participation of students and professionals in the program.

i) Work with the Vice President and the Finance Chair to ensure funding for events.

j) Complete Project Planning Forms (PFF) before every event.

k) Complete Continuous Feedback Forms (CFF) immediately after every event.

l) Assist in completing the National Reporting Program (NPR) End of the Year Report.

m) Complete tasks in a timely and responsible manner.

n) Organize one tour per year for students.

Section 10 - Recruitment and Retention Chair

The Recruitment and Retention Chair shall:

a) Be present at all general and officer meetings and not be allowed to miss more than three (3)


12/16



c) Come up with a strategy of recruiting more members by the end of the first month of the term

d) Be present at all publicity events including welcome week, orientations, and introductory

courses.

e) Work closely with Publicity person.

f) Complete End of the Year Report event sheets within a week of all recruitment related events.

g) Work with VP internal to organize and execute socials and other recruitment events.

h) Get members to register on ONESHPE by end of September and attend conferences.

i) Answer any emails from general members regarding SHPE membership.

j) Be in charge of recruitment committee.

Events: Welcome Week BBQ, Festifall, Northfest, Spring Fest, College of Engineerings

UMEC Welcome Day, Gayze Craze, ALMAs orgs. fair and student panel, Summer Programs

Recruiting and participation (e.g.. M-STEM & ALMA).

Article VIII - Office Candidate Eligibility

Officers in the SHPE U-M chapter take on great responsibility to maintain, organize and lead

their chapter; this requires a certain level of experience and accountability. Members who

choose to run for these positions must be eligible by meeting the following requirements for

candidacy:

1. Be considered a full time student by the University of Michigan

2. Possess above a 3.00 GPA3. Be registered as an officer with the SHPE National Chapter4. Be familiar the SHPE constitution5. Read and sign the SHPE contract

6. Must have attained one of the following academic requirements:

a. Attained a Cumulative GPA of 3.0/4.0 while a student at the University of Michigan.b. Demonstrated academic improvement by attaining a 3.2 GPA over 2 consecutive

semesters (Fall and Winter Terms only) with each semester having at least 2 Engineering Classes.7. Must not be an officer an

The Presidential Candidate(s):

1. Must be a full time student enrolled at the University of Michigan in the College of

Engineering.

2. Must not be an officer in any other student organization.

3. Must have sat on an executive board the previous year, or have served as chair of an ad-hoc

committee for a year and a half.

The Vice-Presidential Candidate(s):


13/16

2. Must not be an officer in any other student organization.



The Community Service Chair Candidate(s):


Engineering. 2. May be an officer in only one other student organization, so long as it does not

prevent the timely and efficient execution of the responsibilities to SHPE.



The Community Service Chair Candidate(s):


Engineering. 2. May be an officer in only one other student organization, so long as it does not

prevent the timely and efficient execution of the responsibilities to SHPE.3. Must have sat on an executive board the previous year, or have served as chair of an ad-hoc


Article IX - Guidelines for Impeachment

All SHPE officers begin their roles and take on responsibilities with the greatest of intentions.

It is understood that situations may arise where an officer can no longer fulfil his/her duties and

will be removed. This section defines the rules by which an officer may be removed from his/her

position.

Basis for the impeachment of an officer shall proceed as follows:

a) The process may be enacted to when an officers actions are found to be against SHPEs

purpose, mission, objectives, or whose duties are not being completed.

b) The process shall begin via petition of at least one-third of the current active members.

c) The petition will be presented to the officers at least five days prior to a general meeting in

order for the officers to present it at the next general body meeting.

d) The active membership must make a decision within two weeks of notification with a two

thirds vote of those present.

e) The impeached officer will be unable to run for office until the next academic year.

Article X - Awards

It is the duty of the executive board to promote awards and honors for the members for their

achievements. This rewards effort, encourages improvement from the membership, and helps to

promote the chapters growth. In order to preserve this tradition, the following guidelines should


14/16

be used for awards.

a) Only full members will be eligible for rewards.

b) Executive Board members are not eligible to receive rewards.

c) The President is not eligible to receive the Executive Board Member of the Year

The awards to be presented are as follows

Create Election Process Section - Nicole

Include Inactive, Active, and Distinguished Active Section - Luis

Eligibility requirements

Benefits

Expectations

Allusion to Point System Document

Include a purpose statement after every article

Create, if necessary, and/or modify leadership positions section - Everyone in charge of

their position Include Engineering major as a requirement on Pres., VP, and Ac. Chair Include full-time student as a requirement under all leadership positions

Article ____ -Election and Transition Process:

The date of elections must be included in the annual calendar. The date should be planned with

at least one month of transition time before the last GBM. The elections would take place during

the dedicated GBM as determined in the calandar.

The election GBM should follow the process below for each position as managed by theHistorian and President:

a) Members are nominated and seconded by the SHPE body, accepted by the candidate, and the

Executive Board will confirm all requirements in are met for the position as indicated in Article

VIII.

b) The candidates will wait outside the room until the vote is complete except when they are

giving their brief presentation within the time frame given:

1. President and Vice President: 5 minutes2. All other positions: 3 minutes

3.All Presentations should purely verbal to avoid unnecessary interruptions.

c) After all the presentations for a position are complete, the body will discuss the candidateswithin the following time frame.

1. President and Vice President: 5 minutes2. All other positions: 3 minutes

d) Once the discussion for a position is complete, the body will perform an anonymous vote,

tallied by the Historian and overseen by Faculty Advisor and President. Voting members need to

be active according the point system.


15/16

e) Once the votes are tallied, the candidates can return to the room, and the results are

announced. Then the election for the next position begins until all positions are filled.

f) The President and Vice President positions must be filled before all other positions.

Following the election, the transition process for new Executive Board member begins using the

following process:

a) The weekend following the election, there should be a transition retreat with all of the current

and newly elected Executive Board members with the goal of understanding the roles and

responsibilities of the Executive Board within the Chapter, Region, and National Committee.

They should also work to build a community of friendship and cooperation within the new

Executive Board.

b) The newly elected members should attend all remaining regular Executive Board meetings.

c) There should be as many meetings as necessary between the current and newly elected board

members for each position to meet the following goals:1. Full understanding of positions role.

2. Review all past events relating to the position and relevant portions of the end of year

report.

3. Pass along all necessary materials, documentation, and contacts.

Junta Ejecutiva Pequea (JEP) Junior Executive Board

The purpose of the JEP is to provide the opportunity for new SHPE students with no previous

leadership experience in SHPE; the student must be in their first year or second year at the

University. The JEP will be an extension of the Executive Board and they will be required toattend the Executive Board Meetings. This program falls under the Leadership, Professional

Development, and Chapter Development Pillars and is part of an incentive to involve more

freshmen and sophomore in leadership positions. The JEP members have the same requirements

listed under the Officer positions and

Positions listed under the JEP:

Presentations Chair

The Presentations Chair position exists to give young leaders experience in presenting

SHPE and its benefits to a variety of audiences. This can include running or being a

part of a variety of committees for the Community Service Chair or the Recruitment and

Retention Chair.

The Presentations Chair shall:

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


16/16

b) Assist the other JEP officers in any duties concerning the chapter.c) Assist in the planning and coordination of outreach events pertaining to the JEP.

d) Fill out all paperwork needed to continue programs.e) Take part in at least 4 outreach activities throughout the year.f) Report to the Executive Board on any conflicts, issues, etc.

g) Work with the Public Relations Chair to publicize events.h) Ensure active participation of students and professionals in the program.i) Work with the Executive Board to assist in any related activites.j) Complete Project Planning Forms (PFF) before every event.k) Complete Continuous Feedback Forms (CFF) immediately after every event.l) Complete tasks in a timely and responsible manner.m) Assist with the End-of-the-Year Banquet.n) Attend meetings as required by the Executive Board.

Underclassmen Student Affairs Chair

The Underclassmen Student Affairs Chair position exists to give young leaders experience in

communicating,

Inter-Organization Ambassador

The IOA assists the executive board in maintaining communications and collaborations between

SHPE and other student organizations.

Fundraising Chair/Committee

To ensure enough funding to implement SHPE

shpe|umich chapter bylaws

Documents