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Ratified Date: 4/2/09 Updated Date: 4/2/09 Article I. Name This organization shall be named Chi Epsilon Pi Meteorological Honor Society at the University of Miami. Chi Epsilon Pi Meteorological Honor Society, may also be referred to as XEΠ. Article II. Statement of Purpose Section 1. Guiding Principles The purpose of Chi Epsilon Pi Meteorological Honor Society is to recognize both graduate and undergraduate students with exemplary scholastic ability in the field of Meteorology. Chi Epsilon Pi strives to foster leadership while creating a social, service, and academically oriented network at the University of Miami for highachieving students with a Meteorology Major or Minor. Section 2. Objectives The objectives of Chi Epsilon Pi Meteorological Honor Society shall be to supplement classroom academics with real-life experience throughout the field of atmospheric science and other related sciences and serve as a source of information for career options and internship opportunities. The organization shall host professionals from these fields as guest speakers and participate in extracurricular activities related to meteorology including conferences, research presentations, workshops, and organized field trips in addition to promoting unity with Meteorology students through community service events and our annual banquet. Article III. Affiliation Statement This organization will not be affiliated with any other organizations. Article IV. Responsibility Chi Epsilon Pi Meteorological Honor Society shall comply with all University of Miami policies and procedures, including but not limited to those policies set forth in the Student Rights and Responsibilities Handbook, The Student Organization Handbook, as well as local, state, and federal laws. Article V. Membership Section 1. General Membership Membership of Chi Epsilon Pi Meteorological Honor Society shall be open to all University of Miami students in good Academic Standing who have paid their Student Activity Fee. Chi Epsilon Pi Meteorological Honor Society shall not discriminate on the basis of race, color, sex, handicap, age, sexual orientation, or political and religious affiliation in any of its policies, procedures, or practices. Non-voting memberships may be extended to interested faculty, administrators, staff members, and alumni of the University. Section 2. Active Membership A. Active Membership in Chi Epsilon Pi Meteorological Honor Society is defined as those students who have obtained and submitted an application, are current on dues, and attend the following events per semester: at least one community service event of their choice, at least one club-sponsored fundraiser, and at least fifty percent (50%) of the general meetings. i. If a student wishes to become an active member, he/she may ask Executive Board members or the Advisor for an application and submit it to the Executive Board. a. To be able to fill out an application, an interested student must: i. Be a Meteorology Major or Minor or have a degree in Meteorology. ii. Have been enrolled at the University of Miami for at least one semester and have established a grade point average (GPA). ii. If a member can not regularly attend meetings due to a scheduling conflict (i.e. class, sports practice, work), the member must submit their request for a general meeting attendance waiver to the President. If it is a valid reason, the President shall waive the general meeting attendance requirement for that member. If the President does not believe the reason is valid, it shall be voted on by the Executive Board. In the event that a member is waived from this requirement, they are expected to stay up-to-date on events and read the minutes from the general meetings, as well as the club emails. iii. Community service can be done outside of Chi Epsilon Pi Meteorological Honor Society, in which case, it must be at least 3 hours of service and the member must bring in a record of it to the Executive Board. It is recommended that this outside service is pre-approved by the Executive Board. iv. Dues shall be decided upon by the Executive Board and Advisor at the beginning of the academic year, prior to the first meeting. B. Benefits of members include the right to vote, the right to run for an Executive Board position, the opportunity to receive a member-only t-shirt with the Greek letters Chi Epsilon Pi on the front, the opportunity to receive a stole or chord before graduation, and the opportunity to attend the annual banquet. i. A stole or chord may be given to all seniors graduating within the academic school year. Only one stole or chord may be given to a graduating senior. It is recommended that the stole/chord is given to the seniors at the annual banquet. ii. Only one members-only t-shirt may be issued per active member. A Meteorological nickname created by the active member and approved by the Executive Board may be placed on the back of these shirts. If the active member is to lose or want another t-shirt, the active member shall pay 100% of the cost of the t-shirt. iii. If a member has not fulfilled a requirement and has not been waived for the missing requirement by the President by the time of the annual banquet, he/she may not attend the annual banquet. Article VI. Executive Board Section 1. Positions A. President i. Responsible for the overall management and welfare of Chi Epsilon Pi Meteorological Honor Society. ii. Prepares the agenda for and presides over General and Executive Board meetings. iii. Responsibilities include but are not limited to delegating necessary tasks to other members of the Executive Board, ensuring appropriate conduct of organization members, and serving as the official representative of Chi Epsilon Pi. iv. Works with the organization’s advisor and serve as the Primary Contact for all organization related matters. v. Creates and coordinates all events with the help of the Vice-President. B. Vice President i. Assumes the duties of the President in his/her absence. ii. Assist the President and assume the role of the President in the event of a vacancy in the position. iii. Responsible for creating and coordinating events with the help of the President. C. Treasurer i. Responsible for keeping a permanent record of all financial transactions, collecting member dues, and keeping a record of members who have paid dues. ii. Must render regular financial reports on request from the President. iii. Work with SAFAC Liaison, President, and Advisor to prepare yearly SAFAC budget and is responsible for its completion and timely deliverance to SAFAC. iv. Must attend mandatory SAFAC workshops. D. Secretary i. Responsible for keeping an updated roster of membership and taking attendance at meetings. ii. Must keep record of meetings and provide meeting minutes upon requests. iii. Handle correspondences, including but not limited to meeting and event reminders. Section 2. Eligibility Requirements To serve on the Executive Board, a member must be an active member for at least one semester prior to running for an Executive Board position. Section 3. Length of Term The length of the term of office for Executive Board members shall be one academic year. Section 4. Installation Installation of new Executive Board members will occur in the spring semester and is to be facilitated by the exiting Executive Board and/or Advisor. Section 5. Vacancies/Succession If a vacancy occurs for the position of President, the position will be filled by the Vice President. If a vacancy occurs in any other executive board position, an emergency election will be held. This special election must be held at the next general meeting and will be held according to the guidelines of the procedures stated in Article VII, Section 2 of this constitution. If a vacancy occurs in the position of Treasurer, the Vice President will become the provisional treasurer until the emergency election is held and the newly elected Treasurer is installed. Section 6. Impeachment/Removal of Executive Board A. Petition Two-thirds (2/3) of the Executive Board must agree or two-thirds (2/3) of active members must sign a petition to ask for impeachment of executive board member. B. Process Active members, the Executive Board, Advisor, and the Executive Board member being impeached must be notified at least two weeks in advance of the impeachment hearing. The impeachment hearing must occur while classes are in session. C. Hearings The moderator of the impeachment hearing will be the Advisor. Three-fourths (3/4) of active members must be present in order for the impeachment hearing to begin. Each side will be given the opportunity to present their case and the active members may ask questions. A two-thirds (2/3) vote of active members present is needed for conviction and removal. Article VII. Elections Section 1. Timeline The general Executive Board elections for Chi Epsilon Pi Meteorological Honor Society will take place during the second half of the Spring semester at a time and place determined by the Executive Board in place. Section 2. Procedures A. Facilitation Elections will be facilitated by the President, or the highest-ranking Executive Board member not running for office. In the event that all Executive Board members run for re-election, the Advisor shall facilitate the elections. The elections facilitator is to remain neutral and, if an active member, relinquishes his or her right to vote. B. Eligibility Members who meet the eligibility requirements outlined in Article VI, Section 2; are eligible to run for office. C. Nominations i. Nominations for the Executive Board will take place in the general meeting prior to the election or may be submitted afterward in writing up until the election. ii. The candidate must accept his/her nomination, either in writing or in person, in order to complete the nomination process. iii. A candidate may be nominated for more than one position on the Executive Board. D. Voting i. The sequence of voting for Executive Board will be the same as outlined in Article VI Section 1 of this constitution. ii. The position to be voted on will be announced and all candidates for the position who are present may give a brief speech on why they are running for the position and what they hope to accomplish. If a candidate is not present for the election, the neutral facilitator may read the brief speech written by the candidate verbatim to the club. iii. Voting for the said position will occur after all candidates have given their brief speech. iv. At least sixty percent (60%) of active membership shall be present for an election to occur. Candidates shall be elected by a majority (50% plus one) of active members present. If no candidate for a position receives a majority of the vote, then the candidate with the fewest votes is eliminated as a candidate, and voting members shall cast a new ballot for the candidates remaining. In the event that two candidates both receive exactly 50% of the vote, then both candidates will have a second opportunity to present their case for election, and successive votes will be taken until a winner is chosen. v. No candidate may be elected for more than one Executive Board position. Article VIII. Committees Section 1. Standing Committees There shall be no standing committees. Section 2. Special Committees May be appointed at the discretion of the Executive Board. Article IX. Advisor The Advisor of Chi Epsilon Pi Meteorological Honor Society shall be a full-time faculty, administrator, or staff member at the University of Miami. The Advisor must be within the University of Miami’s Rosenstiel School of Marine and Atmospheric Science. Article X. Meetings Section 1. General General member meetings will be held at least twice a month during the semester. Section 2. Executive Board Executive Board meetings will be held at a 1:1 ration with General member meetings. Section 3. Special Special meetings will be held at the discretion of the Executive Board. Article XI. Discipline Section 1. Reason Misrepresentation of the organization or behavior that is detrimental to its guiding principles and/or objectives. Section 2. Process A mandatory meeting between the member being disciplined, the advisor, and the President shall be held at a time and place agreed upon by all parties involved. Section 3. Consequences Based on the severity of the action, the member will be disciplined accordingly. Sanctions will be determined during the mandatory meeting by the President, with the approval of the Advisor, with the most severe form of discipline being the revocation of active membership status. Article XII. Amendments to the Constitution Section 1. Submission Amendments to this constitution shall be submitted to the Executive Board in writing. Section 2. Process A. 100% of the Executive Board must be in agreement for adoption of the amendment. B. If 100% of the Executive Board is not in agreement, a vote of active membership must occur. i. Notification of changes to the constitution must be made at least 2 weeks before voting occurs. ii. 3/4 of the active membership is needed before voting can occur. A 2/3 vote of active members present is needed for the adoption of the amendment. Section 3. Final Approval Amendments must be presented to the Committee on Student Organizations for approval prior to implementation. Article XIII. Dissolution of the Organization Section 1. Process Chi Epsilon Pi Meteorological Honor Society may be dissolved after dissolution is approved by the Executive Board and by a vote of 3/4 active members, provided that a notice of the vote on dissolution is furnished to all active members at least sixty (60) days prior to the vote. Section 2. Obligations Upon dissolution, the Executive Board will utilize assets of the organization to pay all obligations and expenses of the organization. Section 3. Approval Notice of dissolution must be presented in writing to the Chair and Advisor of the Committee on Student Organizations and must include reason of dissolution. _________________________________________________ ______________________ President Date _________________________________________________ ______________________ Treasurer Date _________________________________________________ ______________________ Advisor Date