Constitution

Information Technology Society

Constitution

ARTICLE I.        NAME AND PURPOSE

 

Section 1.    Name   

The name of this organization established by this constitution shall be the Information Technology Society of Troy University.

Section 2.    Purpose

The purpose of this organization shall be to:

  1. Promote and foster an atmosphere conducive to all studies of the information technology fields and facilitate communication between students and practitioners from national, regional, and local information technology companies.
  2. The IT Society provides opportunities for students to engage in individual and small group discussion with peers and practitioners of information technology companies regarding the interview process, education, and job placement.

Section 3.    Affiliations

This organization is not currently affiliated with any local, state  or national             group.

ARTICLE II.    NON-DISCRIMINATION STATEMENT

 

Section 1.    Non-Discrimination Statement

This organization does not discriminate on the basis of race, gender, age, or religion.

ARTICLE III.     MEMBERSHIP

 

Section 1.    Requirements for Membership

  1. Individuals initially seeking membership or those seeking to renew membership must meet the following criteria:
  1. Must be an undergraduate or graduate student of Troy University with an interest in any Information Technology area of study.
  2. Must have and maintain a 2.0 (4.0 scale) minimum G.P.A.
  3. Must be in good standing with the University.
  4. Must adhere to the rules governing the existence of the IT Society.
  5. Must pay the required dues.
  6. Member who meet the following requirements are considered active members. Membership dues are required to be paid in full to be considered an active member. Members will be required to attend at least 1 member meeting  per month. Trips do not count towards this requirement. Must meet this requirement to be eligible to participate in trips. Exceptions may be granted on an individual basis with an approved excuse. This excuse must be approved by a majority of the executives or the faculty advisor.

 

Section 2.    Removal of Members

  1. Grounds for removal of members include:

 

  1. Violation of the Troy University Standards of Conduct
  2. Non-payment of dues
  3. Violation of attendance policy as outlined in the bylaws
  4. Failure to maintain the minimum 2.0 (4.0 scale) G.P.A.  Students are granted a one academic semester grace period.

 

  1. A member may be removed by the following process:

 

  1. A petition to remove the member should be submitted to the President by the Vice President of Internal Affairs and Membership. When such a petition is received, the President shall schedule a meeting of the Executive Committee to discuss member removal. Member removals may be discussed during the regularly scheduled Executive Committee meeting and do not require a special meeting unless there is an urgent need to address the petition.
  2. The member in question shall be provided a two week notification to present a defense either in person or in writing at a regularly scheduled Executive Committee meeting. Any written defense must be submitted to both the President and a Faculty Advisor.
  3. Voting may not occur until the two week notification period has elapsed. A unanimous vote by a quorum of the Executive Committee. The signatures of both the President and a Faculty Advisor are required in order for member removal. The member must be notified of the Executive Committee’s decision within one week.

Section 3.    Appeal of Removal of Membership

Members may appeal their removal, but the appeal must be made within one week of the notification of member removal. An appeal must be submitted to the Head Faculty Advisor. The Head Faculty Advisor will then decide if the removal stands and notify the officers of the decision.

ARTICLE IV.    OFFICERS

 

Section 1.    Elected Officers

The elected officers of this organization will be:

1.  President

2.  Vice President of Program Affairs

3.  Vice President of Internal Affairs and Membership

4.  Vice President of Public Relations

5.  Historian

Section 2.    Qualifications for Holding Office

In order to be eligible to hold an office in this organization, the following                 qualifications must be met:

  1. The candidate must be a student member of the organization.
  2. The candidate must have held membership in the organization for at least one academic semester.
  3. All nominees and officers must possess and maintain the minimum required G.P.A.

Section 3.    Elections

Officers of this organization shall be elected for a term of one academic year. Elections shall take place the third to last meeting during the Spring semester. The new officers are granted full power beginning the last meeting of the Spring semester and ending at the next voting cycle. Election to office will be by simple majority vote of the members present. The election will be by private vote written on paper to be tallied by a Faculty Advisor.  There will be no restrictions placed on the number of terms a member may hold office.

Section 4.    Duties of the Officers

  1. The President shall be the principal executive officer and shall have the following duties:
    1. To preside at all meetings of the organization.
    2. To call special meetings of the organization, when required.
    3. To attend a Student Organization President meetings held by the Office of Student and Leadership each Fall and submit the Student Organization Registration form each Fall.
    4. To prepare and file any report required by the University.
    5. To appoint committee chair people subject to the approval of the Executive Committee.
    6. To perform other duties as specified by the bylaws.
    7. To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming President prior to giving up the office.
  2. The Vice President of Program Affairs shall have the following duties:
    1. To arrange meeting locations for all practices, meetings, classes, and other activities of the organization and to obtain appropriate facilities for these activities.
    2. To assume the duties of the President (until a special election can be held) in the event of  vacancy in the office.
    3. To serve as ex-officio member of the Standing Committees of the organization.
    4. To plan the officer's orientation and organization retreats.
    5. To perform other duties as assigned by the President or as specified in the bylaws.
    6. To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Vice President prior to giving up the office.
  3. The Vice President of Internal Affairs and Membership shall have the following duties:
    1. To keep and distribute minutes of each meeting of the organization.
    2. To keep financial records of the organization.
    3. To prepare and submit financial reports to the members.
    4. To prepare the annual budget and all budget requests for funds.
    5. To become familiar with University accounting procedures and policies.
    6. To present petitions for removal of membership to the President when needed.
    7. To collect dues from student members.
    8. To perform other duties as assigned by the President or as specified in the bylaws.
    9. To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Vice President of Internal Affairs and Membership.
  4. The Vice President of Public Relations shall have the following duties:
    1. To promote all events and endeavors by the organization.
    2. To notify all members of upcoming events and meetings.
    3. To maintain the website and other digital notifications about the organization.
    4. To communicate with outside parties the plans and dates of events for promotion of the organization.
    5. To perform other duties as assigned by the President or as specified in the bylaws.
    6. To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Vice President of Public relations.
  5. The Historian shall have the following duties:
    1. To take pictures of each event we host
    2. To send out emails about events to prepare the members for future endeavors
    3. To create flyers for events as needed by the organization
    4. To keep a record of the club’s accomplishments and activities
    5. To keep a record of all meetings
    6. To keep a record of all members

 

Section 5.    Vacancy of an Office

In the event of a vacancy in the office other than the President before the                 expiration of a full term, a special election shall be called by the President within             two meetings to fill the vacancy.   

Section 6.    Removal of Officers

  1. Grounds for removal of an officer include:
    1. Violation of the University policy.
    2. Violation of the Troy University Code of Conduct.
    3. Failure to perform the duties of the office as set forth in the constitution and bylaws of the organization.
    4. Failure to uphold the provision of this constitution and bylaws.
  2. An officer may be removed by the following process:
    1. A petition to remove the officer in questions must be submitted to a Faculty Advisor. Such a petition must contain the signatures of 75% of the voting members of the organization. When such a petition is received, the Faculty Advisor shall call a meeting of the organization to decide upon the removal.
    2. The grounds for removal are to be presented by a Faculty Advisor at a regular or special meeting of the organization.
    3. The officer in question shall be provided a two week notice to present a defense either in person or writing.
    4. Voting is not to occur sooner than two weeks after the notification has been received and presentation of the grounds and defenses have been made. In order for a vote for removal to take place, a quorum is required for removal. Of the quorum, a simple majority will decide the vote.

Section 7.    Appeal of Removal of Officer

  1. An officer may appeal his/her removal, but such an appeal must be received by the Head Faculty Advisor within one week after the removal vote. An officer other than the officer appealing shall notify all members and Faculty Advisors of a special appeal meeting which is not to occur less than one week and not more than two weeks after the appeal request is received.
  2. The decision to repeal the vote for removal shall require a quorum of the voting membership in attendance and the approval of the Head Faculty Advisor. Of the quorum, a simple majority will decide the vote.

Section 8.    Changes in Officers

All changes in officers shall be submitted to the Director for Student Involvement             and Leadership within two weeks of such a change.

ARTICLE V.     ADVISORS

 

Section 1.    Advisor Selection

Advisors to this organization must be members of the Sorrell College of Business Information Systems faculty. Advisors may be elected by simple majority of a quorum or appointed by the Executive Committee. There will be one Head Faculty Advisor to be voted upon by simple majority of a quorum.

Section 2.    Role of Advisors

  1. Head Faculty Advisor
  1. Will be responsible for co-signing on financial transactions of the organization.
  2. Shall regularly review the financial records of the organization and forwarding mailings to the appropriate officers.
  3. Shall be responsible for deciding the appeals of the removal of members and officers.
  1. General Faculty Advisors
  1. Shall assist the Executive Committee and the members in accomplishing the purpose of this organization.

ARTICLE VI.    Meetings

 

Section 1.    Meetings

  1. Business meetings of the organization shall be called by the President regularly during the academic year.
  2. Non-business meetings for the purpose of instruction, practice, or other activities shall be held upon no less than one week notice to the members.

Section 2.    Special Meetings

  1. Special meetings may be called ad hoc by the President.
  2. The President shall call a special meeting when requested by Faculty Advisors.
  3. The President shall call a special meeting when requested by 50% of the voting membership.

Section 3.    Quorum

  1. A quorum shall consist of 50% of the active members as defined in Article III Section 1 Part F.

 

Section 4.    Parliamentary Authority

The Parliamentary Authority for this organization shall be Robert’s Rules of Parliament.

ARTICLE VII.    EXECUTIVE COMMITTEE

 

Section 1.    Responsibility

Management of this organization shall be vested in an Executive Committee responsible to the entire membership to uphold this constitution.

Section 2.    Membership

Membership shall consist of the President, the Vice President of Program Affairs, the Vice President of Internal Affairs and Membership, the Vice President of Public Affairs, and Faculty Advisors.

Section 3.     Meetings

The Executive Committee shall meet at least twice a month to organize and plan future activities and agenda items for meetings

Section 4.    Quorum

A quorum of this committee shall consist of 75% of the officers and at least one Faculty Advisor.

ARTICLE VII.    COMMITTEES

 

Section 1.    Authority to Establish Committees

The President shall have the authority to appoint any committees, with the approval of the Executive Committee.

ARTICLE IX.    FINANCIAL STRUCTURE

 

Section 1.    General Regulations

  1. The President and/or the Vice President of Internal Affairs and Membership shall be authorized to sign all financial transactions dealing with organization funds.
  2. The Head Advisor of the organization must co-sign all financial transactions of the organization.
  3. The Executive Committee does not have the ability to create long-term debt for the organization.[ZW1] 
  4. In case the group dissolves, the remaining funds will be used to hold a celebration for all current members and any other participants approved by the executive committee. The group would like to take up to $1,000 and donate it to Sorrell College Of Business Technology Fund. Any other remaining balance will be appropriated back to the Association for Computing Machinery (ACM). 

 

Section 2.    Dues

  1. Dues are $30 per semester and must be paid in full in order to be an active member of the organization. Members may be allowed to "work off" up to $10 by assisting with the first fundraiser. A majority of the executive committee must approve this in advance. A simple majority vote of a quorum of the voting membership is required to make changes to the amount, recurrence, and any other changes to the dues. Changes of the dues of this organization shall be approved by the voting membership during the last meeting of the previous academic year.

ARTICLE X.        BYLAWS

 

Section 1.    Provision for Bylaws

  1. The organization may approve bylaws for the specific operation of the organization.
  2. No bylaw shall be adopted that is contrary to the provisions of the constitution.

Section 2.    Vote Required

  1. The organization may adopt, amend, or rescind any bylaw by a vote of 80% of a quorum.
  2. Any proposed bylaw must presented to the members at least one meeting prior to the meeting at which the vote shall be held.

ARTICLE XI.    AMENDMENTS

 

Section 1.    Ratification

  1. A proposed amendment to this constitution shall be presented to the members at least one meeting prior to the meeting at which the vote shall be held.
  2. Ratification of an amendment to this constitution shall require a vote of 80% of a quorum.
  3. All amendments to this constitution shall be approved by the Student Policy Committee before they take effect.

 

Last Updated: 4/9/2015