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UWRF ACM Student Chapter Bylaws

By [REDACTED], February 24, 2016

This post was passed as a complete overhaul of the previous UWRF ACM Student Chapter Bylaws to fix numerous issues with the operation of the organization. While the chapter did vote to adopt these bylaws, the official procedure to submit them to both the University of Wisconsin-River Falls Student Involvement department and the national Association for Computing Machinery for review were never undergone.

ARTICLE I Name and Description

§1.1 Name

The name of this organization shall be “The University of Wisconsin – River Falls Student Chapter of the Association for Computing Machinery,” abbreviated as “UWRF ACM.”

§1.2 Mission Statement

The River Falls Student Chapter of the Association for Computing Machinery strives to enhance the educational and professional development of the students and community of the University of Wisconsin – River Falls, specifically in the area of computer information technology and related fields.

§1.3 About the UWRF ACM

The UWRF ACM is a student-run organization. Involvement in the chapter is open to all River Falls community members and others with common interests in computing topics. This chapter continues to be a source of extra-curricular enrichment for individuals interested in computing topics, so that they can share knowledge and experiences with one another.

ARTICLE II Dues

§2.1 UWRF ACM Dues

There are no dues associated with the UWRF ACM. Any person can join the UWRF ACM at no cost.

§2.2 National ACM Dues

All members of the UWRF ACM are recognized as members of a Student Chapter of ACM. In order for any person to be recognized as a member of ACM proper, they must pay the dues outlined by the ACM itself (see http://www.acm.org).

The ACM requires that all officers of student chapter, such as the UWRF ACM, be members of ACM proper and pay the appropriate dues.

ARTICLE III Officers

§3.1 General Information

The officers of the UWRF ACM are responsible for the overall cohesiveness and operation of the organization. They are the official representatives of the UWRF ACM on and off campus. All officers are required to attend regular officer meetings, and to be visible at all UWRF ACM sponsored events. The officers work with the UWRF ACM’s faculty advisor, a Computer Science Department faculty member. All UWRF ACM officers are chosen by an annual election and serve in terms of one year.

§3.2 The Chair Position and Responsibilities

The Chair (fka President) of the UWRF ACM leads the UWRF ACM on campus. The Chair must exercise leadership and serve as liaison between students, faculty, alumni, and the UWRF ACM officers effectively. The Chair must also be able to express the goals of the chapter, both internally within UWRF and externally to the ACM proper.

The responsibilities of the UWRF ACM Chair include:

  1. Leading the chapter in general member meetings.
  2. Collaborating with the officers and other necessary chairmen for event that involve the UWRF ACM.
  3. Maintaining an unbiased opinion or standing for the collective opinion of the chapter.
  4. Delegating tasks to the other UWRF ACM officers.
  5. Serving as the primary point of contact in regards to communication for the UWRF ACM.
  6. Being open minded with all the officers and members of the UWRF ACM.
  7. Revising the bylaws of the UWRF ACM with the members of the UWRF ACM a minimum of once per year.

§3.3 The Vice Chair Position and Responsibilities

The Vice Chair (fka Vice President) of the UWRF ACM works closely with the Chair to aid in leading the organization. The Vice Chair may assume the responsibilities of the Chair when the Chair is absent.

The responsibilities of the UWRF ACM Vice Chair include:

  1. Presiding over weekly meetings in the absence of the Chair.

§3.4 The Secretary Position and Responsibilities

The Secretary of the UWRF ACM is responsible for all the records of the organization. The Secretary must be organized and able to plan ahead.

The responsibilities of the UWRF ACM Secretary include:

  1. Keeping record of all UWRF ACM events.
  2. Constructing and updating a calendar of all UWRF ACM events each semester.
  3. Compiling an agenda for each UWRF ACM officer meeting and for each UWRF ACM general member meeting.
  4. Taking minutes during each UWRF ACM officer meeting and at each UWRF ACM general member meeting.
  5. Distributing the minutes of each UWRF ACM meeting to all members of the UWRF ACM.

§3.5 The Treasurer Position and Responsibilities

The Treasurer of the UWRF ACM is responsible for maintaining all financial records for the organization.

The responsibilities of the UWRF ACM treasurer include:

  1. Formulating the annual budget for the organization to handle all revenue and expenses every year.
  2. Formulating the funding request to be sent to the Allocable Fees Appropriation Board for approval every year.
  3. Paying all bills owed by the UWRF ACM promptly.
  4. Communicating with the department secretary concerning financial matters.

§3.6 The Membership Officer Position and Responsibilities

The Membership Officer of the UWRF ACM is responsible for maintaining a database of all members’ and officers’ contact information and meeting attendance.

The responsibilities of the UWRF ACM Membership Officer include:

  1. Maintaining a list of all active members of the UWRF ACM.
  2. Communicating with the ACM proper about the membership of the UWRF ACM, as well as about the current officers of the UWRF ACM.

ARTICLE IV Committees

§4.1 General Information

Within the UWRF ACM there are several committees to aid in the operation of the chapter. Each committee is headed by a chair. The chair of each committee is elected at the annual elections and serves in terms of one year. The chair of each committee is required to attend the regularly scheduled UWRF ACM officer meetings to update the officers about their respective committee.

§4.2 The UWRF ACM Lab Management Committee

The UWRF ACM Lab Management Committee is charged with maintaining the UWRF ACM’s lab in South Hall. This committee is headed by the Lab Manager; if nobody is elected to serve as the Lab Manager, the UWRF ACM Chair shall fill this place until a candidate is elected.

The responsibilities of this committee include:

  1. Ensuring that the lab is open as often as possible for anyone to be able to benefit from the resources held within.
  2. Ensuring that any valuable resources within the room are secured in such a way that they will not be unlawfully removed from the lab.
  3. Keeping all equipment and services within the lab operational at all times, so as to not obstruct the usage of the lab.
  4. Maintaining the cleanliness and organization of the lab.
  5. Organizing the lab’s hours and tutoring services.

§4.3 The UWRF ACM Events Committee

The UWRF ACM Events Committee is charged with organizing and running any events to be sponsored by, or participated in by, the members of the UWRF ACM. This committee is headed by the Events Committee Chair; if nobody is elected to serve as the Events Committee Chair, the UWRF ACM Vice Chair shall fill this position until a candidate is elected.

The responsibilities of this committee include:

  1. Organizing events on or off campus to be sponsored by the UWRF ACM.
  2. Running all events sponsored by the UWRF ACM. This include:
    1. Finding, reserving, and paying for a venue in which the event is to be held.
    2. Catering, or delegating the catering of, the event.
    3. Keeping record of all participants of the event.
  3. Coordinating the participation in events sponsored by other organization by members of the UWRF ACM. This include:
    1. Coordinating the transportation of members of the UWRF ACM to the venue at which the event is held.
    2. Coordinating the payment of any fees required by the event for the participation of UWRF ACM members.

§4.4 The UWRF ACM Communications Committee

The UWRF ACM Communication Committee is charged with keeping all members of the UWRF ACM up to date on the activities of the chapter, as well as mediating communication with outside organizations. This committee is headed by the Communications Committee Chair; if nobody is elected to serve as the Communications Committee Chair, the UWRF ACM Secretary shall fill this position until a candidate is elected. Within this committee resides the Webmaster. The Webmaster is elected by a two-thirds (2/3) majority vote of the UWRF ACM officers and the Communications Committee Chair.

The responsibilities of this committee include:

  1. Publishing a monthly newsletter (in either a physical or digital form), containing information about the events of the past month as well as planned events for the following month.
  2. Maintaining social media accounts to mediate communication within the organization.
  3. Advertising and publicizing the chapter and all UWRF ACM events by:
    1. Creating and posting flyers and posters on campus.
    2. Forwarding information about an event to the UWRF ACM officers.
    3. Creating and organizing educational materials for students.
  4. Maintaining a mailing list of all UWRF ACM members that may include all students, faculty, and alumni of the Computer Science and Information Systems Department.

The responsibilities of the Webmaster include:

  1. Ensuring the consistent and smooth operation of the UWRF ACM website (http://uwrf.acm.org).
  2. Keeping the materials on both the UWRF ACM website and the UWRF ACM’s OrgSync account updated to properly represent the current state of the chapter.

ARTICLE V Operating Procedures

§5.1 Meetings

General member meetings for the UWRF ACM shall be held at an agreed time and interval that shall be voted upon during the first available week of the new semester by a quorum of the current active members. To maximize the amount of members that are able to provide input about when meetings should be held, it is suggested that an electronic ballot be used, allowing more than just those members who are able to attend the first meeting to vote. The recommended interval for these meetings is once per week. These meetings shall operate under the purpose of gathering ideas and feedback from UWRF ACM members, planning events, and discussing topics relevant to the members of the chapter. The Secretary is charged with preparing an agenda for these meetings and distributing said agenda at least twenty-four (24) hours before the meeting. The Secretary must also take meeting minutes during the meeting and make said minutes publicly available at most twenty-four (24) hours after the meeting.

Officer meetings for the UWRF ACM shall be held regularly at an agreed time and interval and shall be voted upon during the first available week of the new semester by all UWRF ACM officers. The decision to schedule the officer meetings must be decided unanimously to ensure maximum attendance of the officers. The recommended interval for these meetings is once per week, an hour before the general member meetings, allowing all decisions made during the officer meetings to be immediately discussed with the chapter membership. As outlined in the previous paragraph, the Secretary is charged with creating an agenda and minutes for officer meetings as well.

Each committee is suggested to also hold meetings at a regular time and interval. This should be decided based on the same procedure as general member meetings, except that the quorum would be based on the membership of that individual committee rather than the chapter. This is not required as each committees duties may be discussed and directed during the general member meetings.

§5.2 Agenda

The UWRF ACM officers are to communicate with each other to decide upon the topics of each officer meeting and general member meeting. Any officer or general member may contribute reasonable topics to be added to these agendas. It is the duty of the Secretary to then compile and distribute these agendas. It is important that the agendas are distributed no sooner than twenty-four (24) hours before the meetings so that those attending may think ahead as to what they would like to say about the topics on the agenda, therefore leading to more effective use of the meeting time.

§5.3 Event Planning

Ultimately, the coordination of any event is left up to the discretion of the UWRF ACM officers. However, it is recommended that the following procedure be followed to ensure that operation of the event runs smoothly and that all available resources are able to be utilized.

  1. Propose an idea for an event to the UWRF ACM officers.
  2. The officers will then put the discussion of the event on the agenda for the next general member meeting. They may also put the discussion on the agenda for the next officer meeting. All suggestions for agenda items should be proposed well more than twenty-four (24) hours before the meeting itself so as to give the officers time to add the item to the agenda and still distribute the agenda with a twenty-four (24) hour window before the meeting.
  3. The coordination of the event will then be passed off to the UWRF ACM Events Committee. Within the Event Committee a subcommittee is formed with the purpose of coordinating the proposed event. The person who suggests the event may be asked to head this subcommittee.
  4. The subcommittee then decides on a time and place to host the event. If it is deemed necessary, this decision can be made via a vote at a general member meeting. To hold a vote on the matter, propose the idea to the officers who will then place the vote on the agenda. It is recommended that this be done well more than twenty-four (24) hours before the meeting during which the vote is to be held.
  5. Once the topic, time, and place of the event are all agreed upon, the subcommittee shifts focus to fundraising. This can be through the club or another sponsor.
  6. After acquiring the funding for the event,

§5.4 Event or Meeting Cancelation

In the situation that an event or meeting must be canceled, there must be notification sent to the officers by the sponsor of the event no later than twenty-four (24) hours before the time the event was scheduled to be held. It is recommended that the sponsor also notify all those who planned to attend the event themselves, though the UWRF ACM will attempt to also notify its members of the change. The sponsor should also give clear reasoning for their choice to cancel the event. It is up to the discretion of the event sponsor whether an event be canceled for any reason. What serves as a valid reason for the cancelation of an event is also up to the discretion of the event sponsor. It is recommended that the cancelation of an event be based on a situation that would likely result in a significant drop in attendance (e.g. national emergencies or severe weather) or one that would lead to putting the attendees in danger (e.g. threats to the venue).

§5.5 Member Etiquette

All members represent the UWRF ACM and should act with appropriate behavior and respect on and off campus. All officers must demonstrate leadership and willingness to better the chapter with reasonable means and judgement. The purpose of this organization is to engage students to expand their knowledge their knowledge of computer science and technology.

ARTICLE VI Elections

§6.1 General Election Information

Elections for UWRF ACM officer and committee chair positions are to be held annually in April. Any UWRF student involved in the UWRF ACM is eligible to run for any officer or committee chair position. Each student may run for multiple officer positions, but may only accept one of said positions if elected. Each student may also run for multiple committee chair positions (this may also be done concurrently while running for officer position(s)), but may only accept one of said positions if elected. If a candidate is elected to an officer position and also a committee chair positon, but the officer position is required to fill in for a vacant committee chair position, then the candidate may only accept the officer position and temporarily fill in the vacant committee chair position.

The full list of officers to be elected is as follows:

  1. Chair
  2. Vice Chair
  3. Secretary
  4. Treasurer
  5. Membership Officer

The full list of committee chairs and who shall fill their position if vacant is as follows:

  1. Lab Manager (filled by Chair)
  2. Events Committee Chair (filled by Vice Chair)
  3. Communications Committee Chair (filled by Secretary)

The Webmaster is not elected by the general population, but after the election they are selected by a two-thirds (2/3) majority vote of the UWRF ACM officers and the Communications Committee Chair.

As those holding officer positions are limited to being UWRF students, there are no term limits for officers. A term limit would lead to constant switching out of the experienced officers for new, inexperienced ones. As such, it is not recommended that there be any term limits so long as the officer remains qualified and reelected for the position.

§6.2 Election Procedures

Throughout the March preceding each April election (the beginning of the election process) ACM members shall nominate candidates for officer or committee chair positions. All nominations shall be given in writing or verbally to the current UWRF ACM officers. Self-nominations are acceptable.

Once a full list of candidates for each positions is compiled, said list must be made publicly available and all members of the UWRF ACM must be notified of said list’s existence. This can be done at the regular member meetings or via social media. This must be done at least one week prior to the date the elections are intended to be held. Candidates may also be asked to release personal statements to accompany this list, so as to allow the members to begin their process of deciding for whom they would like to vote.

At least one week after the list of candidates is released, the officer and committee chair election shall be held at the first convenient general member meeting at which there will be a quorum of the members. If the election is to be held electronically, then the poll shall be open for at least seventy-two (72) hours and all members must be notified so as to achieve a quorum. It is recommended that any electronic means of voting keep the identities behind each vote confidential.

Each member of the UWRF ACM is allowed exactly one (1) vote per open position. At the meeting during which the vote is to be held (or at the last meeting before the poll is to be opened for electronic voting) each candidate must give a short speech describing why they believe themselves to be the best candidate for any position they are running for and how they plan to carry out all the responsibilities of said positions. After this speech, the candidate shall be asked to leave the room for no more than five (5) minutes while the other present members discuss their views on the candidate’s run for the position. In the case that hand written ballots are to be used, all candidates for a position may be asked to leave the room while other members fill out their ballots and the votes are counted, this should be immediately after all candidates have given their speeches for that position.

All officers and committee chairs begin their official term at the beginning of the academic year following the election.

§6.3 Resignation of an Officer or Committee Chair

Any UWRF ACM officer or Committee Chair may resign from their position should they deem it necessary. In the case that an officer or committee chair decides that they intend to resign, they must submit a written notification of their resignation to the UWRF ACM officers. The discussion of their resignation must then be put on the agenda for the upcoming general member meeting. If the officer or committee chair submits a notification of resignation less than twenty-four (24) hours before the upcoming general member meeting, than the discussion shall be placed on the agenda of the meeting following the upcoming meeting.

During the discussion of their resignation, nominations for their replacement shall be made. This shall follow an accelerated process compared to that of the typical election procedures. The list of candidates and their personal statements must be compiled within three (3) days following the meeting at which the officer or committee chair’s resignation is discussed. Any member may be nominated for the position other than current officers and committee chairs. Self-nominations are acceptable.

A special election shall then be held at the following general member meeting to elect a replacement officer or committee chair.

§6.4 Removal of an Officer of Committee Chair

Any UWRF ACM officer or committee chair may be removed from their position if it is deemed necessary by the majority of the UWRF ACM members. In the case that a member believes that an officer or committee chair is not fit to serve in their position, said member must submit a written notification that they intend to remove said officer or committee chair at least twenty-four (24) hours before the next general member meeting at which they intend to discuss said removal.

During the discussion of the removal of the officer or committee chair, the member that proposed the removal shall give a statement as to why they believe the officer or committee chair should be removed. The officer or committee chair must then give a speech or statement describing their position on the matter. When both parties have discussed their positions, discussion will be extended to all present members. The officer or committee chair whose removal is being discussed may not be asked to leave the room, but they are free to do so of their own free will. So long as the officer or committee chair whose removal is being discussed is in the room, they shall be given the opportunity to defend themselves against any claim made by any present member.

Voting on whether the officer or committee chair shall be removed may take place directly after the discussion so long as there is a quorum of members present. If there is not a quorum present, then the voting shall be moved to the next general member meeting at which a quorum is present. This vote may also be done electronically, removing the necessity of a present quorum so long as a quorum has access to the medium of voting. Each member is allowed one (1) vote as to whether or not the officer or committee chair should be removed. The question on the ballot must meet the following format: “Do you believe [officer or committee chair’s name] is unfit to serve in the position ([position held]), and should therefore be removed?” and the available answers must be “yes” and “no.”

§6.5 Special Elections

The procedure during the meeting at which a special election is to take place is the exact same as that during the regular annual elections. All officers and committee chairs elected during a special election begin their term immediately and end their term at the beginning of the academic year following the special election.

ARTICLE VII Amendments

§7.1 Amendment Proposal

Any current member of the UWRF ACM may propose an amendment to these bylaws. The proposal must be submitted in writing to all of the UWRF ACM officers. The UWRF ACM officers will discuss the validity of the proposal at the next officer meeting and decide whether or not to vote on it. In the case that they do decide that the amendment should be voted on, the vote shall be added to the agenda of the next officer meeting and the written amendment shall be made publicly available for all members to review.

§7.2 Voting on Amendments

If the UWRF ACM officers decide to vote on a proposed amendment, a vote may take place at a regularly scheduled officer meeting. Only officers may vote on proposed amendments. This includes: Chair, Vice Chair, Secretary, Treasurer, and Membership Officer.

In order for an amendment to pass, at least a two-thirds (2/3) majority is needed from all UWRF ACM officers along with the approval of the UWRF ACM faculty advisor.