Article I. Preamble

The Society of Hispanics in Science and Engineering (SHSE) was created on September 1973 under the name of the Chicano Engineering Organization (CEO). The CEO was created as a result of a few engineering students interested in helping each other achieve success in academic endeavors as well as prepare for a career in engineering and related fields. On the fourth month of the year 1977 the CEO was chartered as a student chapter of the Society of Hispanic Professional Engineers (SHPE) and was renamed the Society of Hispanic Professional Engineers.

At the last general meeting of the spring quarter of the year 1983 a majority decision was carried to include science majors and therefore the organization was renamed the Society of Hispanics in Science and Engineering (SHSE).

Section 1. Purpose: General

The Society of Hispanics in Science and Engineering exists for the betterment of the California State Polytechnic University, Pomona.

Section 2. Purpose: Specific

Social and Professional Networking

The Society of Hispanics in Science and Engineering provides a forum for the free exchange of ideas and opinions amongst engineering students, other organizations, faculty and industry, and facilitates the programming of activities for the enrichment of the social, cultural, and educational aspects of university life.

Professionalism

The Society of Hispanics in Science and Engineering provides the development and training of mature and responsible leaders and instills within its members a professional attitude.

Community Outreach

The Society of Hispanics in Science and Engineering provides outreach programs for the improvement of the community as well as the promotion of higher education to local schools.

Section 3. Purpose: Non-discrimination

The Society of Hispanics in Science and Engineering shall not be discriminatory in terms of race, color, sex, religion, national origin, financial, and social status.

Section 4. Purpose: Off-campus Issues

This organization and/or its members, when taking stands on issues, recognizes and will fulfill the obligation to make clear that it/they in no way represent(s) the official position of the California State Polytechnic University, Pomona. The organization will be nonsectarian and nonpartisan.

Article II. Name

The official name of the organization shall be the Society of Hispanics in Science and Engineering, California State Polytechnic University, Pomona. The official logo of the organization shall be enclosed within the bylaws.

Article III. Trust Account

Section 1. Maintenance

The Society of Hispanics in Science and Engineering, pursuant to its charter obligation, shall maintain a trust account with the ASI business office. Pursuant to the California State University Board of Trustees, the Executive Orders 648 and 731 states that all funds received on behalf of the University, its auxiliaries or affiliated organizations are required to be administered through the campus’ Chief Financial Officer, the Vice President of Administrative Affairs. Student clubs and organizations are identified as affiliated organizations. The policy further states that any account with a bank or financial institution not approved by the campus’ Chief Financial Officer is strictly prohibited.

Section 2. Usage

All monies of the Society of Hispanics in Science and Engineering shall be deposited in and disbursed from this account, following procedures outlined by the ASI business office.

Section 3. Dispersal of Funds

Should the Society of Hispanics in Science and Engineering become inactive by failing to apply for charter renewal, the trust account will be held as an inactive account for two (2) academic years. In the event the Society of Hispanics in Science and Engineering does not become active during the two (2) year period, it is hereby declared that any funds remaining in said account are to be transmitted to:

Society of Hispanic Professional Engineers
5400 East Olympic Boulevard Suite 210
Los Angeles, California 90022

SHPE is an educational, charitable organization to aid the Society of Hispanics in Science and Engineering in carrying out its objectives. If said organization is no longer functioning at that time, or if its objectives are no longer consistent with its original educational, charitable purposes, then the funds of the Society of Hispanics in Science and Engineering shall be transferred to the Associated Students, Inc., California State Polytechnic University, Pomona, General Fund.

Article IV. Membership

Section 1. Categories of Membership

The categories of membership shall be as follows:

• Active
  • Active members will have the privilege of voting, holding office, and attaining recognition as a member of the Society of Hispanics in Science and Engineering and the Society of Hispanic Professional Engineers.
• Associate
  • Associate members will have the privilege of voting and attaining recognition as a member of the Society of Hispanics in Science and Engineering and the Society of Hispanic Professional Engineers.
• Alumni and Honorary
  • Alumni and honorary members will have the privilege of being recognized as outstanding individuals who have made a significant contribution to the Society of Hispanics in Science and Engineering and will be kept informed, through mailings, of the society’s activities.

Section 2. Eligibility Requirement

Active Members

Active members must be members of the Associated Student, Inc. at California State Polytechnic University, Pomona and must pay the required memberships fee whether it be annual or quarter dues. In addition, active members should attend all general meetings, participate in club events, and serve the purpose of the society as a whole.

Associate Members

Associate members must be members of the Associated Student, Inc. at California State Polytechnic University, Pomona and must pay the required membership fee whether it be annual or quarter dues.

Alumni Members

Alumni members must be a graduate of California State Polytechnic University, Pomona who are willing to contribute to the Society of Hispanics in Science and Engineering and be willing to submit their name and address to our alumni mailing list.

Honorary Members

Honorary members must be outstanding individuals (i.e. faculty, industry professional, etc.) who have made a significant contribution to the Society of Hispanics in Science and Engineering. They will be voted to this status by the members of the Society of Hispanics in Science and Engineering at a scheduled meeting.

Section 3. Suspension

A member(s) may be suspended or removed for those actions deemed detrimental to the organization. These may include: disorderly conduct, gross misdemeanor, or other behaviors unacceptable to the Society of Hispanics in Science and Engineering. A member may be suspended or removed following a hearing by the membership of the organization.

Article V. Officers

All club officers must be enrolled at the university and maintain a minimum 2.0 GPA. Officers must be enrolled in at least 9 units per quarter for a minimum of two quarters.

Section 1. Categories of Officers

The categories of officers shall be as follows:

• President
• Executive Vice President
• Vice President
• Treasurer
• Secretary
• Club Representative

Section 2. Duties

President

The President will be responsible for coordinating the activities of the organization through the Executive Board Committee and other committees that will be stated in Article IX. The President will preside over all general membership meetings and Executive Board meetings and will have the authority, with the approval by a majority vote of the membership or the Executive Board Committee, to disburse the organization’s funds or to carry out decisions. The President shall act as chairperson for the Board of Committees in the absence of the Vice Presidents.

Executive Vice President

The Executive Vice President shall preside over the general meetings and act as Executive Board chairperson in the absence of the President. The Executive Vice President will have equal power and will be responsible in coordinating the activities of the organization through the committees. The Executive Vice President will preside over all Board of Committee meetings, coordinate the efforts of the committees and provide a report for the Executive Board Committee.

Vice President

The Vice President shall also preside over the general meetings and act as Executive Board chairperson in the absence of the President and Executive Vice President. The Vice President will have equal power and will be responsible in coordinating the activities of the organization through the committees. The Vice President will preside over all Board of Committee meetings, coordinate the efforts of the committees and provide a report for the Executive Board Committee.

Treasurer

The Treasurer is responsible of all financial accounting, disbursements, deposits, and paperwork pertaining to the society’s trust and Associated Students, Inc. (ASI) accounts. The Treasurer will keep record of membership dues, and will have the authority, with the approval of the Executive Board, to disburse money from the society’s accounts. The Treasurer will be the financial advisor for all the committees.

Secretary

The Secretary is responsible for recording the minutes and calling roll at all meetings. The Secretary will keep an updated membership list, alumni list, honorary member list, and calendar. The Secretary shall also be responsible for the skeletal structure of the power point presentations for general meetings as well as keeping SHSE points updated, if in effect.

Club Representative

The club representative is responsible for representing the Society of Hispanics in Science and Engineering at engineering council meetings and for compiling and submitting request for funding when needed. He/she will also represent the society at meetings outside the society that the Executive Board Committee feels will benefit the society. He/she shall be responsible for being informed of the society and the society’s activities and recruitment of members.

Section 3. Eligibility

• At the time of assuming office and during tenure in office, and elected officer must meet all of the eligibility requirements as stated by the university. He/she will sign a statement of eligibility form when assuming office, and thereafter will accept the responsibility of monitoring his/her own grades and unit load to meet these requirements each quarter he/she is in office.
• At the time of assuming office and during tenure in office, an elected officer must be an active member and be in good academic standing.
• President, Executive Vice President, Vice President
  • Members applying for the position of President, Executive Vice President, or Vice President must have been an active member for one year and have held a position of office or chair for an additional year.
• Treasurer, Secretary, Club Representative
  • Members applying for the positions of Treasurer, Secretary, or Club Representative must have been an active member for one year.

Article VI. Elections

Section 1. Nominations

Nominations shall be made through an application process. These applications will be provided during spring quarter, and will consist of the applicant’s name, position desired, any prior positions held in the society, seven signatures of present members, three signatures of current E-board members, and a signature of acceptance from the applicant. A complete application can be submitted by any member of the society. The deadline of this application will be on the Friday before the week of elections.

Section 2. Time of Election

Elections shall be announced during the first general meeting of the spring quarter and elections for all officers will take place at the general meeting before the annual Awards & Installation Banquet.

Section 3. Procedure

Officers shall be elected by receiving the most votes of active and associate members present at the time of elections. Voting shall be by online ballot and votes will be counted solely by our faculty advisors. In the absence of the faculty advisors, the Executive Board Committee must appoint another impartial person to count the votes. Voting for the officers will continue until an officer is elected for each position.

Section 4. Assumption of Office

Officers shall read the organization’s bylaws and will assume their offices immediately following their installation which will be held at the Awards & Installation Banquet and will hold that office until the next installation.

Section 5. Vacancies

In the case of the incapacity or the resignation of the President, the Executive Vice President will be the successor. The position of the Executive Vice President will be filled by a member who is selected by the Executive Board Committee with approval, by a quorum vote stated in Article VII, of the membership. In the case of the incapacity or the resignation of any of Vice Presidents, Treasurer, Secretary, or Club Representative, the position will be filled by a member who is selected by the Executive Board Committee with approval, by a quorum vote, of the membership. Voting will take place at the first available general meeting.

Article VII. Meetings

Section 1. Regular Meetings

• General Meetings
  • The organization shall hold a minimum of three meetings per quarter. During the summer, a minimum of three meeting is required for the new board.
• Board of Committees Meetings
  • During the summer, a minimum of one meeting is required for the new board. The Board of Committees will hold a minimum of two meetings per quarter.
• Executive Board Committee Meetings
  • The Executive Board Committee will hold a minimum of three meetings per quarter.

Section 2. Special Meetings

A quorum must be present at all special meetings and only the business for which a special meeting is called may be transacted at the meeting. Special meetings shall be called by the President or advisor by appointing the Secretary to inform the membership of the day, time, place, and purpose.

Article VIII. Quorum

At a general meeting of the organization, a quorum vote will be represented by a minimum fifth (1/5) of the membership and will pass by simple majority approval.

Article IX. Committees

Section 1. Elegibility

At the time of assuming responsibility for a committee and during tenure in office, a committee chairperson must meet all the eligibility requirements as stated by the university.

At the time of assuming office and during tenure in office, a chairperson must be an active member.

Section 2. Procedure

The chairpersons shall be selected by an application process immediately following the installation of the new officers. They will hold their position for the same term as the officers. The Executive Board Committee and the Board of Committees are appointed according to Article V Sections 2 and 3.

Section 3. Duties

• Executive Board Committee
  • This committee will consist of the members in Article V Section 1 in addition to the faculty advisor(s) as stated in Article XI. The Chair person for this committee will be the president.
  • The Executive Board Committee will be responsible for formulating the intentions and positions of the organization as well as coordinating the various activities of the organization by delegating to the chairpersons of the various committees and members.
• Board of Committees
  • This committee will consist of the members in Article V Section 1 in addition to the faculty advisor(s) as stated in article XI. The chairs for this committee will be the Executive Vice President and the Vice President.
  • The board of committees will be responsible for coordinating the various activities of the organization by delegating to the members.
• Academic Networking
  • The academic networking committee is responsible for the coordination of all academic related events, which include study groups, study sessions, and scholarships.
• Advanced Careers in Engineering (ACE)
  • The ACE committee will be responsible for coordinating all outreach programs. It is also responsible for the submission of all proposals and budgets that are required by the university, SHPE National, and other charitable organizations for the adequate funding of the outreach programs.
• Alumni
  • The alumni committee is composed of graduates of Cal Poly Pomona who serve as advisors for SHSE. Their duties are to assist the members in furthering chapter development.
• Banquet
  • The banquet committee is responsible for planning and organizing the Annual Awards and Installations Banquet.
• Community Service
  • Community service committee is responsible for the organization of community outreach and service learning.
• Conference
  • The conference committee is responsible for the organization of the regional and national conferences.
• Engineering and Science
  • The engineering and science committee is responsible for organizing all technical contests.
• Fundraising
  • The fundraising committee is responsible for coordinating all fundraising activities.
• Historian
  • Historian committee is responsible for keeping an accurate record of all activities.
• Hospitality
  • Hospitality committee is responsible for handling food for general meetings and E-council meetings when required.
• Industry Relations
  • Industry relations committee is responsible for coordinating Breakfast with Industry in partnership with career services.
• Jr. Chapter
  • Jr. Chapter is responsible for establishing and maintaining a high school student SHPE chapter.
• Membership Development
  • Membership development committee is responsible for the coordination of mentoring and all socials.
• Publicity
  • Publicity committee is responsible for advertising all club events.
• SHPE Representative
  • SHPE representative is responsible for attending SHPE professional meetings.
• Sports
  • The sports committee is responsible for the coordination of the intramural sports and other sport related events.
• Stand In
  • Stand-In committee is responsible for assisting the Executive Board Committee or the Board Committees.
• Tournament
  • Tournament committee is responsible for planning and hosting sport tournament(s).
• Webmaster(s)
  • Webmaster(s) is(are) responsible for maintaining and updating the website.

Article X. Dues

Dues for the organization will be collected at the first general meeting of the fall quarter for the potential members desiring annual membership. For potential members desiring quarterly membership, dues will be collected at the first general meeting of each quarter, excluding summer. Dues will be assessed according to the previous year and can be changed by a quorum vote of the membership.

Article XI. Advisor

Section 1. Eligibility

The Society of Hispanics in Science and Engineering shall have an advisor over 21 years of age who shall be a full-time or part-time member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. Part-time staff, faculty, and administrators are permitted to advise an organization upon university approval. The advisor may not be on leave of absence at any time during the term of appointment. Advisors shall not be employees of auxiliary organizations.

Section 2. Selection and Appointment

After an advisor has been nominated by the organization and approved by his/her Department Head, final approval and actual appointment will be made by the Director of The Office of Student Life & Cultural Centers. If the advisor is the Department Head, then the immediate supervisor would also need to approve before final appointment is made by the Director of The Office of Student Life & Cultural Centers

Section 3. Duties

The advisor’s responsibilities include attendance and participation in as many organizational meetings and activities as is practical, signing all forms related to the scheduling of activities and the disbursement of funds, and the other duties outlined in Office of Student Life & Cultural Center’s Advisor’s Guide.

Article XII. Amendment

Section 1. Means of Amendment

• Proposed Amendments to these bylaws may be submitted to the members by a majority vote of the Executive Board, or by petition to the Executive Board of at least ten active members.
• Bylaws may be amended by a 2/3 vote of the membership when quorum, as stated by Article VIII, is present provided that the amendment was introduced in written format at the previous meeting.
• The standing rules and policies may be amended by a simple majority vote when quorum, as stated by Article VIII, is present provided that the amendment was introduced in written format at the previous meeting.

Section 2. Approval

• All amendments to these By-Laws shall be filed with Office of Student Life & Cultural Centers, submitted with the Change of Amendment Form, indicating the date and method of adoption. Revisions shall be incorporated into a fully revised copy of the proposed By-Laws. Any amendment(s) which change(s) the purpose or intent of the organization or substantively modify the proposed By-Laws shall be submitted within 90 days for approval by the University before taking effect.

Section 3. Compliance

• These By-Laws shall not conflict with the By-Laws of the Associated Students, Inc., or with the policies and regulations of the California State Polytechnic University, Pomona, the Trustees of the California State University and Colleges, or the State of California. Any stipulations applying to all registered organizations made by the university shall be considered to be immediately enforceable, whether contained in these By-Laws or not.

Revised- 7/07