The Constitution of The Informatics Research. Group At. Indiana University Kokomo

Transcription

1 The Constitution of The Informatics Research & Development Group At Indiana University Kokomo ARTICLE I - Name, Mission, Affiliation SECTION 1: Name This organization shall be officially called The Informatics Research and Development Group at Indiana University Kokomo. This organization can also acceptably be abbreviated and referred to as IRDG at IUK, as well as simply IRDG. IRDG is pronounced exactly like the word URGE. SECTION 2: Mission - The core mission of IRDG at IU Kokomo is to: Promote the value and opportunities within the Indiana University Informatics program at IU Kokomo. Coordinate team-based projects and initiatives that incorporate the interdisciplinary principles of Informatics to provide the most valuable real-world professional development experience possible. Facilitate industry networking and career guidance opportunities. Cultivate a fun, rewarding, and truly social environment within the informatics program as well as across the entire campus of IUK.

2 SECTION3: Affiliation - IRDG at IUK will be affiliated directly with the Informatics program and its parent school at IU Kokomo, which is currently the School of Sciences. IRDG at IUK is also affiliated with and has received an official campus charter from IRDG.info. IRDG at IU Kokomo and all its members will and must always adhere to and uphold the Code of Student Rights, Responsibilities, and Conduct as well as any bylaws of the Student Government Association. IRDG at IU Kokomo and all its members serve, respect, and honor Indiana University Kokomo, the Board of Trustees of Indiana University, and all of their employees. ARTICLE II - Operations SECTION 1: Communications - IRDG at IUK will always work to use an effective, campuswide intranet communication platform for all key decisions and group correspondence. This will help IRDG pursue its mission in the face of some of the in-person scheduling challenges currently experienced here at IU Kokomo. SECTION 2: Meetings - A. The Officers shall meet for the conducting of regular business not less than two times per year, in person, at least once per semester. Every semester a call-out recruitment meeting should be prioritized. Whenever possible the first official, in person meeting should include the call-out procedures. As set by the leadership council, notice of all meetings shall be given at least one week prior to the meeting. Said notice shall include the time, place, and date of the meeting. B. All meetings shall be open unless called into executive session by a majority of the Officers present.

3 C. A meeting is defined by in person meetings as well as virtual/online meetings inside the organizations intranet. Credit for attendance at the virtual meetings will only be counted if a member makes a post inside the organizations intranet in a timely manner. SECTION 3: Membership - A. The membership of the organization shall be open to all IU Kokomo students, alumni, faculty, and staff. B. Membership Designation & Requirements - There will be two tiers of membership. The first tier will be designated as Active Members. To maintain the status of active, members will be required to attend one meeting, either in person or virtually, per year. The second membership tier will be designated as members or Associate Members. To become an associate member, individuals must complete the basic sign-up procedures. Once the sign-up procedures are complete and the individual is an official member there are no other requirements to remain an associate member of IRDG at IUK. No member who has joined should ever be removed from the contact list unless they request to be removed. SECTION 4: IRDG Campus Handbook - In addition to the framework laid out here there is also the accompanying IRDG Campus Handbook which provides greater operational detail and guidelines for the organization. Student officers will adhere to and work to contribute towards the maintenance of this manual. SECTION 5: Amendments - The constitution may be amended by a majority of the Officers provided the proposed amendments have been presented in writing at one meeting prior to voting and are voted on at the following meeting.

4 Article III - Leadership SECTION 1: Leadership Council - The IRDG Leadership Council consists of the student officers, the active faculty advisor(s), and any active and available council alumni. Non-active informatics faculty as well as the Dean of the School home of the Informatics program, currently the School of Sciences, will be considered honorary members of the IRDG Leadership Council at all times. Section 2: Leadership Council Decision Making Process - As defined by Article II Section 1 of this constitution, key decisions and correspondence will be recorded and published in the organization s chosen intranet for review by the Leadership Council as well as by all active members and any interested observers. The student officers will always defer to and respect the guidance of the faculty members of the Leadership Council. Considering this it should be a rare instance when a consensus cannot be reached after an open debate at an official group meeting. However when the opinion of the majority of the student officers is in disagreement with that of the faculty advisor(s) the student officers have the authority to move forward with their opinion. But, if any Faculty Advisor still disagrees with the officer s decision, he or she may submit a vote of no confidence. With a vote of no confidence a poll is held and submitted to three separate bodies. For such an instance the three bodies will consist of (1) Student members, active or associate, as well as any Informatics majors who agree to participate in the no confidence vote. The majority decision of this group will count as one vote. A tie in this group goes to the faculty advisors who called the vote of no confidence. (2) The Current Student Officers. The majority decision of this group will count as one vote. A tie in this group is

5 broken by the president s vote. (3) The faculty advisors, Non-Active Informatics faculty, Dean of the Informatics home school, and any active and available leadership council alumni. A tie in this group is broken by the senior most informatics instructor. SECTION 3: Officers - The student officer positions shall consist of three primary roles, President, Vice President, and Communications Director. The prioritized order that these positions shall be filled is first, President, second, Communications Director, and finally Vice President. This distinction is for the event and during times when less than three active members hold officer positions. After these three primary officer roles are filled any number of new officer titles can be created for any interested and qualified IRDG members. SECTION 2: Selection of Officers - To be considered for a student officer role a student must have been an active member for two consecutive semesters or be nominated by a minimum of two members of the leadership council. Elections should be held before the end of the Spring Semester. Officer elections shall be held during official organization meetings. Officer elections dates must be announced at least 28 days before they are held. Officer candidates must publicly declare their candidacy to the membership at least 7 days prior to the election. Officers shall be elected by a majority vote of the general membership of IRDG. SECTION 3: Terms of Office - Student officers shall serve for a minimum term of one year from the time of their election. Elections should be held to allow for the beginning of terms to coincide with the beginning of the fall semester. Student officers who hold leadership positions during their senior year should work, along with the council, to smoothly

6 transition the next office holders to the leadership council. SECTION 4: Officers Duties - Officers shall oversee the administration of the organization. Specific duties shall consist of at least the following: A. President - The President shall be responsible for the operation of the organization and its Leadership Council. Duties include presiding at organization meetings, preparing meeting agendas, and serving as the primary contact with the students, faculty, and external organizations. The President will represent IRDG at IUK at any function calling for a representative of the Association, unless otherwise designated. The President can delegate any duties to any other student officers. The President ensures that a budget request is submitted by the deadline during each cycle. The President also ensures that all annual required paperwork is filed to maintain active status of IRDG at IUK with the IUK Student Government Association. B. Vice President - The Vice President will assist the President in overseeing all IRDG endeavors. The Vice President will take over any Presidential responsibilities in the event that the President is not present. The VP should take over any responsibilities that are delegated to him or her by the president but they are not explicitly required to do so. C. Communications Director - The Communications Director is position that combines the traditional duties of both a Secretary as well as a marketing position. This office shall be responsible for developing and executing a consistent and easy means for communicating all IRDG events and activities to its members and the campus. This office will also spearhead all communications and lead both on and off campus outreach efforts.

7 SECTION 5: Resignations and Vacancies An Officer may resign by providing written notification of intent to the presiding President or senior most officer, if the resigning officer is the President. Also, at the discretion of the Leadership Council, any Officer who has missed three consecutive meetings or has attended less than three meetings inside a calendar year, virtual or in person, may have his/her position considered vacated by the remaining officers. Any vacancy shall be filled by an IRDG Active or Association member who has been nominated by a Nominating Committee consisting of the remaining Officers or by a minimum of two leadership council members. The nomination shall be confirmed by the council at its next meeting. The nominated member must meet the same eligibility requirements as that of a regularly elected Officer. SECTION 6: Ratification --- The Constitution shall be considered ratified once it receives a two-thirds majority vote from group members present and a unanimous vote from all officers. At least two-thirds of all officers must be present for a vote to occur. Any and all group members not present at the time of the vote will not be counted towards the ratification vote. SECTION 7: Amending the constitution --- Constitutional amendments may be proposed at any informatics club meeting and will receive a vote so long as the proposed amendment receives one second from another group member and is sponsored by at least one group officer. For an amendment to be ratified it must receive a two-thirds majority of the members vote and a unanimous vote from Informatics Club officers. Any proposed amendment falling short of this criteria shall be considered defeated and may not receive a vote prior to the next academic year starting in the fall.