BYLAWS

MEMBERSHIP

Section 1: Students, Faculty, and Staff may become ASEE members by registering according to the following procedure:

1. Fill out a registration form
2. Submit a letter of interest
3. Pay dues

Section 2: At their option, ASEE UTEP Student Chapter members may become members of ASEE (National).

Section 3: Upon review from the Executive Board and Advisors, members and Executive Board Officers that incur in actions that violate university legal policies (i.e. physical assault, sexual harassment, etc) during events hosted by ASEE may face expulsion from the organization.

Section 4: Members in good standing are guaranteed the right to run for office, and to enjoy the benefits that may arise from ASEE activities and events.

DUES

Section 1: Upon discretion of the Executive Board, annual dues may be set to an amount that does not exceed 40% of the Student Membership dues collected by ASEE at the national level.

Section 2: Dues may be only collected by the Treasurer.

EXECUTIVE BOARD

Section 1: Specific duties of the President include, but are not limited to:

1. Ensuring that all activities and organizational functions are conducted within the constitution of the organization and the policies of The University of Texas at El Paso,
2. Formulating a yearly agenda for the organization that specifies goals and priorities, and lists planned activities and events,
3. Ensuring that all activities and organizational functions fall within the goals and priorities determined in the annual agenda,
4. Presiding over all regular and special meetings of the organization,
5. Creating permanent positions and committees to assist in performing the duties of the office and meeting the goals of the organization,
6. Serving as spokesperson for the organization,
7. Assisting the Vice-President in the preparation of the annual report.

Section 2: Specific duties of the Vice-President include, but are not limited to:

1. Assisting the President in ensuring that objectives are met,
2. Assuming the duties of President in his/her absence,
3. Acting as a liaison between the Executive Board and all temporary positions and committees created by the President,
4. Creating temporary positions, with approval from the President, to assist in performing the duties of the office,
5. Preparing and managing general meetings for the student chapter,
6. Preparing an annual report to inform the parent organization and the student members on past accomplishments and future planned activities.

Section 3: Specific duties of the Secretary include, but are not limited to:

1. Maintaining written correspondence with on-campus and off-campus organizations affiliated with the UTEP student chapter of ASEE,
2. Filing proper documentation with the Student Development Center (SDC) to remain a recognized student organization in campus,
3. Keeping all written records of events and activities performed by the organization,
4. Keeping minutes during Executive Board, and general meetings, and to document a record of the minutes for the student chapter,
5. Creating temporary positions, with approval from the President, to assist in performing the duties of the office,
6. Maintaining an updated record of the membership,
7. Maintaining a log of participation of Executive Board members in events or activities external to student chapter activities.

Section 4: Specific duties of the Public Relations Chair include, but are not limited to:

1. Communicating with undergraduate, graduate, and minority organizations to publicize events and activities planned by the organization,
2. Making and distributing flyers, ads, and/or other propaganda required to publicize events and activities,
3. Maintaining contact with faculty or staff interested in becoming involved in the organization,
4. Ensuring that a representative of the chapter is present at all Engineering Student Leadership Council (ESLC) meetings,
5. Creating and distributing a monthly newsletter to the membership,
6. Maintaining an updated e-mail distribution list.

Section 5: Specific duties of the Recruitment Chair include, but are not limited to:

1. Planning and execution of membership recruitment activities,
2. Distributing information about the organization to any potential staff or faculty interested in becoming involved in the organization,
3. Presiding over recruitment of new members,
4. Ensuring and planning participation of the student chapter in recruitment events hosted by the ESLC, SDC, the Engineering Programs Office (EPO), the Graduate School, or others.

Section 6: Specific duties of the Treasurer include, but are not limited to:

1. Keeping records of the student chapter funds and making expenditures in a legal manner,
2. Setting up an annual budget for the term,
3. Overseeing fund raising activities,
4. Originating and submitting funding proposals to the Student Government Association (SGA), ESLC, and others,
5. Collecting membership dues,
6. Compiling and presenting a financial report of the previous year at the beginning of the term.

Section 7: Specific duties of the Historian include, but are not limited to:

1. Maintaining graphical documentation of events and activities executed by the student chapter,
2. Updating historical records of the organization,
3. Ensuring the delivery of historical records to the Executive Board for the next term,
4. Maintaining and updating the student chapter’s website on a weekly basis,
5. Keeping a calendar for Executive Board and membership activities and events.

Section 8: Members of the Executive Board may resign upon written notification to the Secretary with a one-month advance notice.

COMMITTEES

Section 1: Given approval from the President, committees may be created during general meetings only; their objective and duration must be defined at the moment of their formation.

Section 2: Powers assigned to a committee cannot conflict with the powers of any Executive Board member.

 ADVISORS

Section 1: The goal of the Advisor must be to help orient the Executive Board in making the organization meet its objectives, grow, and function properly.

Section 2: Advisors are encouraged to attend one general meeting per semester at minimum.

Section 3: Advisors may resign through written notification to the Secretary.

ELECTIONS

 Section 1: Elections for all Executive Board positions will be held in March.

Section 2: Only registered members are qualified to vote.

Section 3: Votes will be cast on printed ballots provided by the Executive Board the day of elections.

Section 4: Elections may be held during a general meeting or, upon discretion from the Executive Board, a special meeting may be called for this purpose.

Section 4: A quorum with 50% of the registered membership plus one must be established during the elections session.

Section 5: If a quorum is not established, the Executive Board has the power to call for a second-round voting session the same day of elections, regardless of the number of registered members present, or it may postpone the election for a period no longer than 5 working days.

Section 6: For every position in the board, the candidate who obtains the highest percentage of votes during the election will be elected member of the Executive Board for the next term.

Section 7: The Executive Board may assign temporarily a qualified registered member to fill an unexpired or unfilled position in the Executive Board. An extraordinary elections session must be held during the next general meeting to fill the position.

MEETINGS

Section 1: General meetings will be held on Tuesdays.

Section 2: Official meeting calls to the membership must be made by e-mail five working days prior to the day of the meeting; a reminder must be sent by the Public Relations chair the day before the meeting.

Section 3: Special meetings may be handled according to the needs observed by the Executive board.

AMENDMENTS

Section 1: All proposed amendments must be submitted in writing to a member of the Executive Board.

Section 2: Proposed amendments must be presented to the members in a general meeting.

Section 3: Amendments to the Constitution and to the Bylaws may be made only once every year.

Section 4: Votes for amendments will be cast on printed ballots provided by the Executive Board the same day that Executive Board elections take place.

Section 5: Amendments shall be made by a two-thirds majority vote of the registered members.