BYLAWS FOR GAMMA NU ETA FOUNDING CHAPTER
– NATIONAL HONOR SOCIETY FOR INFORMATION TECHNOLOGY -
WRITTEN: February 2004
RATIFIED: February 22, 2004
ARTICLE I: NAME
The name of this organization shall be Gamma Nu Eta, hereinafter referred to as GNH. The founding chapter of this society shall be the Rensselaer Polytechnic Institute (RPI) chapter, located in Troy, New York.
ARTICLE II: PURPOSE
The purpose of GNH shall be:
1. To recognize and encourage excellence in the field of Information Technology among students.
2. To offer knowledge and services to its members’ schools and surrounding communities.
3. To play an active role in the application and evolution of Information Technology within society.
ARTICLE III: MEMBERSHIP
Section 1: Membership is based on three primary criteria: academic excellence, community service activities, and leadership in the field of Information Technology. Applicants must be full-time students who have declared Information Technology to be their major. The voting members of each society shall be responsible for selecting inductees each year.
Section 2: Membership will not be considered prior to the completion of a prospective member’s third semester for undergraduate students or twelve credit hours (one semester) for graduate students. In order to be considered for membership, applicants must possess a minimum 3.5 GPA on a 4.0 scale and be in the top 15% of their class. Graduate students must also have a cumulative 3.5 GPA or higher for their undergraduate degree. Should an existing member fall below either one of these marks, he or she will be placed on probation for one semester with the opportunity to improve academic performance. At the end of this time, if the individual has not improved his or her grades to meet the specified standard, that individual will be removed from the organization. General members who are currently matriculated students in an Information Technology degree program shall be considered voting members. Voting members have the ability to vote in elections and organizational decisions at the chapter to which they have been inducted. General members, unless otherwise removed from membership within the society, retain all rights and privileges except those assigned to voting members after graduation.
Section 3: It is the policy of this organization to provide equal opportunity to all qualified individuals without regard to race, sex, color, religion, national origin, age, sexual preference, or handicap.
Section 4: Gamma Nu Eta is committed to the promotion of safety, and, therefore, is opposed to any reckless or intentional endangerment to health or forced consumption of alcohol for the purpose of initiation or affiliation.
ARTICLE IV: OFFICERS
Section 1: The officers of Gamma Nu Eta, in order of election and authority, are: President, Vice-President, Secretary, and Treasurer. The body of officers together shall be known as the Executive Committee.
Section 2: No member may concurrently hold more than one elected office within the organization, unless required temporarily to do so by another’s inability as required in Article IV Section 4.
An individual chapter may create new offices. To do so requires a 2/3 majority vote of the voting members of that chapter.
Section 3: The officers may delegate any of their responsibilities to a coordinator or chairman. However, that officer is still responsible for any duties delegated.
Section 4: In the event of the resignation or removal of an officer, the office shall be filled at the earliest convenient opportunity. If the office is vacated during the fall semester of an academic year, an emergency election must be held within a period of time not to exceed two weeks from the official date of vacancy. If the office is vacated in the spring semester of an academic year, the decision of whether or not to appoint a replacement or hold an emergency election lies at the discretion of the Executive Committee. If the Executive Committee chooses not to hold an emergency election, the following shall occur:
- The highest-ranking administrative officer available will assume the duties of the office from the time it is vacated until the office is permanently filled. If the office of the President is vacant then the highest officer in line will take over the duties of the office.
- The President, or the next highest ranking remaining officer, if the President is resigning, may appoint a temporary acting officer to that administrative office until the office is filled by the next regular election. The appointee must be approved by a 2/3 majority of the Executive Committee at the next meeting.
Section 5: Duties of Administrative Officers:
- President – The President shall call and chair all meetings and represent the organization in administrative matters. The President is responsible for ensuring adherence to the guidelines set forth in this Constitution.
- Vice President – The Vice President will be responsible for overseeing all active committees, as well as aiding the President in administrative matters.
- Secretary – The Secretary must document the proceedings of all official meetings. The Secretary will maintain the official membership and officer lists (including names, addresses, phone numbers, and electronic mail addresses).
- Treasurer – The Treasurer will document all monies spent, received, to be paid and to whom. The Treasurer will approve all expenditures in writing before they are incurred.
Section 6: Elections:
- Elections (nominations and the voting process) will be coordinated by the President once every year. If the President is nominated to hold an office in the next term and accepts the nomination, elections will be coordinated by the highest ranking officer who has not accepted a nomination to hold office. If no officer meets this criteria, a member of the organization will be elected by a simple majority vote at a meeting preceding the election meeting to coordinate elections.
- Acceptance of a nomination will be due one week prior to scheduled election date. Acceptances must be submitted in written (or electronic mail) form.
- All nominees will be required to address the general membership explaining reasons for running and what they have to offer the office in question.
- Voting will take place by secret ballot to be counted by the President and verified by the Vice President unless either of them are participating in the election, in which case the next highest ranking officer will perform the counting.
- Only voting members may vote in the election.
- The winner of each election is determined by a simple majority.
- In case of a tie or no single candidate receiving a majority vote, an immediate re-vote will occur between the two candidates who received the largest quantity of votes in the initial round. This process will continue until a candidate receives a majority vote.
- New officers take office immediately following the close of the elections voting meeting.
ARTICLE V: MEETINGS
Section 1: Open Meetings
- An open meeting (open to both voting and general members) must be held a minimum of twice during each month that a regular Fall or Spring semester is in session for greater than 50% of the month. Discussion of the general business of the organization will occur at open meetings.
- Additional meetings may be called at the discretion of the President, and with no less than one week’s notice to the voting members of the organization.
Section 2: Executive Meetings
- Executive meetings (comprised only of officers and, optionally, committee chairs of the group) are meant to discuss administrative issues, etc. before the organization. It is recommended that they are held every week, but meetings will be called at the discretion of the President.
Section 3: Voting on Matters Before the Organization
A. Important organizational matters deemed to require organizational approval
via a group vote will be voted on during open meetings in which more than
2/3 of the voting membership of the organization must vote to approve the
item at hand. The President of the organization will decide whether the vote
will be by show of hand or by secret ballot, based upon the sensitivity of the
situation at hand.
Section 4: The Secretary will take the minutes of every official meeting (executive and open) and make them available to all members as soon as possible.
Section 5: The President will chair and call to order all meetings of the organization.
ARTICLE VI: COMMITTEES AND COORDINATORS
Section 1: Executive Committee
- The Executive Committee consists of all elected officers.
- The Executive Committee may exercise any powers of the organization whenever an issue cannot be brought before the organization in a timely manner.
- The Executive Committee must communicate all decisions to the general membership.
- Any decision made by the Executive Committee may be prevented from further implementation by a simple majority vote of the general membership at an open meeting.
Section 2: Board of Directors
- Meets at least once annually to discuss the status of the organization.
- Serves as an advising committee to the national organization.
- New members of the Board of Directors must be nominated by a member of the current Board of Directors and their selection must be approved by a 2/3 secret ballot vote of the officers of the national organization.
- Members of the Board of Directors may be removed from the board by a 2/3 secret ballot vote of the officers of the national organization Board of Directors.
Section 3: Temporary committees and coordinators may be appointed by the President to handle certain special projects or tasks that entail administrative duties. Temporary committees or coordinators are approved by the Executive Committee. The chairperson/coordinator will report directly to the President and/or the Executive Committee during open meetings.
Section 4: Standing Committees
- Individual chapters may create standing committees with a majority vote of the Executive Committee.
Section 5: It is the responsibility of all committee chairs and coordinators to coordinate their own meetings and make reports to the Executive Committee.
ARTICLE VII: POLICIES, BY-LAWS, AND STANDARD OPERATING PROCEDURES
Section 1: All Policies, By-laws, and Standard Operating Procedures must conform to all Federal, State, and local laws and regulations.
Section 2: All elected officials (and candidates for elected positions) must be in good academic and social standing as defined by the university, as well as fulfill the requirements to be a general member, as defined in Section III, Article 2.
Section 3: If an elected official no longer meets the requirements of Article VIII Section 2, the elected official will be removed from office. Refer to Article IV, Section 4, dictating procedures for the removal of an officer.
Section 4: Fulfillment of Elected Official Duties
- Attendance – All elected officials are expected to attend all meetings and organization activities at all times under normal circumstances. Absence from more than three meetings or activities may result in disciplinary action.
- If it is decided by a majority vote of the Executive Committee, or a 2/3 vote of the general membership, that an officer in breech has failed to fulfill his/her duties, see Article IV, Section 4, dictating procedures for the removal of an officer.
Section 5: Required general membership attendance – Members of the organization are expected to attend 2/3 of all general meetings each semester. Failure to attend a general meeting without prior notification or a logical excuse will count as a missed meeting for the organizational member in question. The Secretary will record attendance for each meeting. Missing 2/3 of all general meetings in a semester is sufficient grounds to place the continued membership of the individual in question in jeopardy. The general membership can perform a simple majority vote to decide whether or not to allow the offending individual to remain in the organization.
ARTICLE VIII: ADMISSION OF CHAPTERS
Section 1: A GNH chapter may be established at any four-year college or university in the United States of America that offers a bachelor degree in Information Technology (or the equivalent, if appropriate). The institution must be fully accredited by its regional accrediting agency. The program must meet the criteria determined by the Board of Directors.
Section 2: Any group who wishes to begin a chapter must petition the GNH Board of Directors. The qualifications of the group will be reviewed by the Board. A 3/4 majority vote will allow the new chapter to be established.
Section 3: Petitioning clubs must contain a minimum of five members. The group must have members willing to assume the roles of President, Vice President, and Secretary. A faculty advisor must also be in place. This advisor must attest to the eligibility of all petitioning members.
Section 4: Upon acceptance as a chapter into the society, the new chapter must provide the Board of Directors with a set of bylaws. These bylaws must not conflict with this Constitution. They will be reviewed by the Board of Directors. If approved, the chapter is fully accepted into the society. If not approved, they will be returned with suggestions.
Section 5: The national GNH organization will be known as the Alpha chapter. The following chapters will be designated with the next available letter in the Greek alphabet.
ARTICLE IX: APPROVAL AND AMENDMENTS
Section 1: Can only be done by the national GNH organization.
Section 2: Changes to the Constitution can be initiated by any member of the organization. The Constitution can be amended by a 2/3 majority vote by the voting members of the organization, provided that a copy of the proposed amendment has been sent to each member of the society, as well as each member of the Board of Directors, at least thirty days prior to the voting meeting. If this thirty-day notice is not given, the amendment can be approved by a 3/4 majority vote at the meeting at which it is presented.