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Bylaws


Article I. Preamble

The Society of Hispanic Professional Engineers (SHPE), California State Polytechnic University, Pomona Chapter, 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).
In the year 2014, the bylaws were amended again and the club name was changed back to the Society of Hispanic Professional Engineers, California State Polytechnic University, Pomona Chapter.

Section 1. Purpose: General

The Society of Hispanic Professional Engineers, California State Polytechnic University, Pomona Chapter, exists for the betterment of the California State Polytechnic University, Pomona.

Section 2. Purpose: Specific

Social and Professional Networking
The Society of Hispanic Professional Engineers 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 Hispanic Professional Engineers provides the development and training of mature and responsible leaders and instills within its members a professional attitude.
Community Outreach
The Society of Hispanic Professional Engineers, California State Polytechnic University, Pomona Chapter 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 Hispanic Professional Engineers shall not be discriminatory in terms of race, ethnicity, religion, color, age, sexual orientation, national origin, citizenship, gender, physical or mental ability, marital status, financial or 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.

Section 5. Purpose: Campus Policies

This organization and/or its members, when conducting organizational business, on or off campus, recognizes and will uphold the University’s Alcohol & Other Drugs Policy.


Article II. Name

The official name of the organization shall be the Society of Hispanic Professional Engineers, California State Polytechnic University, Pomona Chapter. The official logo of the organization shall be enclosed within the bylaws.


Article III. Trust Account

Section 1. Maintenance

The Society of Hispanic Professional Engineers, 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 Hispanic Professional Engineers 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 Hispanic Professional Engineers 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 Hispanic Professional Engineers 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
  • 13181 Crossroads Parkway North
  • Suite 450
  • City of Industry, CA 91746

SHPE is an educational, charitable organization to aid the Society of Hispanic Professional Engineers 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 Hispanic Professional Engineers 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 Hispanic Professional Engineers, at both the national and chapter level.
Associate
Associate members will have the privilege of voting and attaining recognition as a member of the Society of Hispanic Professional Engineers at both the national and chapter level.
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 Hispanic Professional Engineers, California State Polytechnic University, Pomona Chapter 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 term 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 term dues.
Alumni Members
Alumni members must be a graduate of California State Polytechnic University, Pomona who are willing to contribute to the Society of Hispanic Professional Engineers 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 Hispanic Professional Engineers. They will be voted to this status by the members of the Society of Hispanic Professional Engineers 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, but are not limited to: disorderly conduct, gross misdemeanor, or other behaviors unacceptable to the Society of Hispanic Professional Engineers. 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 2.5 GPA. Officers must be enrolled in at least part time per term for a minimum of two terms.

Section 1. Categories of Officers

The categories of officers shall be as follows:
President
Executive Vice President
Co-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 be responsible for 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.

Co-Vice President
The Co-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 Co-Vice President will be responsible for coordinating the activities of the organization through the committees. The Co-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 for all financial accounting, disbursements, deposits, and paperwork pertaining to the society’s trust and Associated Students, Inc. (ASI) accounts and for compiling and submitting request for funding when needed. 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 SHPE points updated, if in effect, and sending electronic correspondence to the membership.

Club Representative
The club representative is responsible for representing the Society of Hispanic Professional Engineers at engineering council meetings. 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 Representation
Members applying for the positions of Treasurer, Secretary, or Club Representative must have been an active member since atleast the middle of the Fall Term, or at the discretion of the current Executive Board

Section 4. Removal From Office

An officer may be removed from office if that person neglects the duties of their position or violates the organization’s bylaws. In order to remove an officer from an elected position, an officer must recommend the removal from office at an Executive Board meeting or a special meeting, following the club meeting bylaws, when quorum is met, as stated in Article VIII. The officer in question will be notified in writing of the removal from office recommendation, and will be invited to defend his/her position at the next Executive Board meeting. A vote will be taken at this meeting and shall pass by simple majority approval. Once an officer is removed from office, the procedure for filling a vacancy in Article VI, Section 5 will be implemented.


Article VI. Elections

Section 1. Nominations

Nominations for Executive Board positions shall be made through an application process. First, the member shall be nominated for a position at a scheduled meeting of the organization. The nomination must be seconded, and a majority vote of the general body shall complete the first part of the nomination. Secondly, applications will be provided, and will consist of the applicant’s name, position desired, any prior positions held in the society, fifteen signatures of present members, three signatures of current E-board members, one of which must be from the officer in the position for which the nominee will be running, and one of which must be from the president, and a signature of acceptance from the applicant. A complete application can be submitted by any member of the society, but a member may only apply for one position. The deadline of this application will be during the week of elections, when campaign speeches are held.

Section 2. Time of Election

Elections shall be announced during a general meeting at least 10 weeks before the last term ends and elections for all officers will take place at general meetings 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 the 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 may be appointed the successor, pending the approval of the Executive Board Committee. 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.
Board of Committees Meetings
The Board of Committees will hold a minimum of one meeting per quarter.
Executive Board Committee Meetings
The Executive Board Committee will hold a minimum of three meetings per quarter. During the summer, a minimum of two meetings is required for the new board.

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.
At an Executive Board meeting of the organization, a quorum will be represented by a minimum two-thirds (2/3) of the board members and will pass by simple majority approval. In the event of a tie, the president shall cast the deciding vote.


Article IX. Committees

Section 1. Eligibility

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, and must maintain a GPA equal to or above 2.2 in all categories.
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(s) until the end of the academic year, or until the new board appoints new chairpersons. The Executive Board Committee and the Board of Committees are appointed according to Article V Sections 2 and 3. The committees listed in Article IX Section 3, are required, but the Executive Board retains the right to appoint additional committees. The duties of each committee are subject to the discretion of the Executive Board.

Section 3. Duties of Required Committees

Executive Board Committee
This committee will consist of the members in Article V Section 1. 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 and each committee chairperson. The chairs for this committee will be the Executive Vice President and the Co-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.
Advancing 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 may be composed of graduate(s) of Cal Poly Pomona who serve as advisors for SHSE, and current member(s). 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 any community outreach and service learning which is not related to the engineering and science outreach.
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 events.
Fundraising
The fundraising committee is responsible for coordinating all fundraising activities.
Historian
Historian committee is responsible for keeping an accurate record of all activities.
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 SHPE Jr. Chapter(s).
Membership Development
Membership development committee is responsible for the coordination of mentoring and all social events.
Publicity
Publicity committee is responsible for advertising all club events.
Sports
The sports committee is responsible for the coordination of the intramural sports and other sport related events.
Webmaster(s)
Webmaster(s) is(are) responsible for maintaining and updating the website, advertising club events, and keeping and accurate record of all activities.


Article X. Dues

Dues for the organization will be collected at any general meeting during the year for the potential members desiring annual membership. Dues will be assessed according to the previous year and can be changed by a quorum vote of the Executive Board Committee.


Article XI. Advisor

Section 1. Eligibility

The Society of Hispanic Professional Engineers shall have an advisor over 21 years of age who shall be a full-time member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. 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

An advisor shall be selected through a thorough interview process by a panel of active members approved by the Executive Board Committee. All Office of Student Life & Cultural Centers and University policies shall be followed as well.
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.

Section 4. Removal

The organization’s advisor may be removed from office by a quorum vote of the executive board, as described in Article VIII, if he or she fails to complete the necessary duties.


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 this Charter 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 Charter. Any amendment(s) which change(s) the purpose or intent of the organization or substantively modify the proposed Charter’s provisions shall be approved by the University before taking effect.

Section 3. Compliance

This charter 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 chartered organizations made by the university shall be considered to be immediately enforceable, whether contained in these Charter Provisions or not.





Copyright 2017 Cal Poly Pomona Society of Hispanic Professional Engineers