BYLAWS OF THE SHPE COLORADO SCHOOL OF MINES STUDENT
CHAPTER
ARTICLE I. NAME OF ORGANIZATION
The name of this organization is the Colorado School of Mines Chapter of the Society of Hispanic Professional Engineers.
ARTICLE II. PURPOSE & OBJECTIVES
The purpose of this Chapter is to realize the mission of SHPE at the Colorado School of Mines by organizing events and programs that directly lead members towards their post-graduation success, all in accordance with SHPE’s Internal Revenue Code Section 501(c)(3) tax-exempt status.
Chapter objectives include:
ARTICLE III. AFFILIATION
The Chapter is chartered as an affiliated chapter of SHPE. As such, the Chapter is subject to and must comply with the governing documents and policies, rules and procedures adopted by SHPE. The Chapter may adopt its own rules and procedures, but only within the framework of and to the extent not inconsistent with SHPE's governing documents and policies and University’s policies for students and student organizations. As part of its affiliation, the Chapter shall have a faculty or staff member from the University serve as Chapter Advisor to provide guidance, support, and access to university resources. This Chapter shall also be part of the “local chapters” as defined by the SHPE’s established governance structure. SHPE has the authority to, at any time, revoke the charter of Chapter to be an affiliated chapter of SHPE. The Chapter must comply with the SHPE Chapter Affiliation Agreement.
Section 1. Non-Discrimination
The organization, in conjunction with the Colorado School of Mines, confirms its support of the principles and practices of nondiscrimination and equality regardless of race, religion, sex, age, sexual orientation or physical handicap, in its employment and in all of its programs, activities, and opportunities available to its members, except were allowed by law. All actions and policies of the organization, Associated Students of the Colorado School of Mines, and the Colorado School of Mines Graduate Student Association shall conform to the policies of the Board of Trustees and State and Federal Laws, such as 20 USC §1681
ARTICLE IV. SHPE NATIONAL MEMBERSHIP AND DUES
Section 1. Regular Membership
Regular members shall be:
Section 2. National Membership
National members shall be:
ARTICLE V. EXECUTIVE LEADERSHIP
Section 1. Executive Board
The Chapter will consist of an Executive Board, comprising Chapter officers who are elected by the Chapter members. With guidance from the Chapter Advisors and SHPE, the Executive Board will oversee the Chapter's operations. This board will also create and oversee committees focused on enhancing Internal Social Interactions, fostering Outreach to the affiliated Junior Chapter, facilitating professional development, and promoting a commitment to academic excellence.
These committees will recruit, retain and work towards the post-graduation success of their members.
Executive Board Members can include the following: Co-Presidents, Vice President, Secretary, Treasurer, Web Masters, Social Director(s), Fundraising Chair, Professional Development Chair, Outreach Director, Academic Resources Chair, Recruitment and Retention Chair, IM Coordinator Chair, and a SHPEtina Chair. These positions will serve as the core of the leadership team for the chapter.
Section 2. Specific Powers of the Executive Board
The Executive Board shall have the following duties:
Section 3. Board Position Roles & Responsibilities
President(s)
Role Description: The President shall represent the Mines, SHPE, and all of its members at all times, during internal and external affairs. The President shall have authoritative power in the management and business of the club, and shall set and establish all policy of the corporation and/or other functions or activities by or under the direction of this corporation, subject to the approval of the Board of Directors.
The presidents shall:
Vice President(s)
Role Description: The Vice President shall document the End of Year Report. The Vice President shall represent the Mines, SHPE, and all of its members at all times, during internal and external affairs. Shall facilitate conference registration and travel. Shall oversee the invitation of companies to general body meetings. Shall act as a liaison to Colorado School of Mines Affiliated Programs. Provide documentation for all business recordings of the corporation. Administer all policy of the corporation and/or other functions or activities. Ensures corporate business is conducted per the by-laws of the corporation and board governance board practices.
Secretary
Role Description: Secretary shall maintain records concerning the business aspects of the corporation. Provide documentation for all business recordings of the corporation. Administer all policy of the corporation and/or other functions or activities. Ensures corporate business is conducted per the by-laws of the corporation and board governance board practices. Ensure the newsletter is sent out weekly with important information regarding SHPE and MEP activities.
The responsibilities of the Secretary are as follows:
Treasurer
Professional Development Chair(s)
Role Description: Professional Development Chair is to manage sponsorships, build relationships with industry partners, and grow a network of industry partners.
The responsibilities of the Professional Development Chair are as follows:
Outreach Director(s)
Role Description: Outreach Director of student affairs is to oversee all aspects of SHPE Junior Chapters.
Social Director(s)
Role Description: Coordinate and plan social events for Mines students. They will oversee all student involvement opportunities on campus and provide SHPE members the opportunity to get involved with mines. The Social Director should coordinate with other Mines organizations and build a strong relationship with all of them. Shall maintain good-standing relationships with marketing businesses, groups, and external organizations.
The responsibilities of the Social Director are as follows:
SHPEtina Chair(s)
Role Description: SHPEtina Chair shall stay in contact with the SHPEtina part of the organization and relay scholarships and event opportunities to Colorado School of Mines SHPEtinas. They shall provide a safe space for Hispanic women at Mines via GroupMe, social, and professional events implemented. They shall also ensure that there is communication with other female identifying groups at Colorado School of Mines, that includes but is not limited to SWE, WISEM and the Panhellenic Community.
Webmaster(s)
Role Description: The Webmasters will be responsible for managing the SHPE Mines brand and will further be responsible for promoting the organization and events for our membership in Golden, Colorado and beyond as applicable for the event and/or activity. The Webmaster(s) will also be responsible for managing our social media strategy to ensure we appropriately promote and highlight the activities and successes of our chapter and members.
The responsibilities of the Webmasters are as follows:
Academic Resource Chair
Role: The Academic Resource Chair shall oversee promoting scholarships, developing study nights and academic activities. The Academic Chair shall be responsible for reaching out to tutors and mentors, this can be through CASA or however they see fit to promote an empowering academic environment. With the help of the Advisor(s), the Academic Resource Chair shall help members improve scores through school and peer resources. The Academic Resource Chair is responsible for promoting academic excellence and the possibility of a future in academia for SHPE members. Their responsibilities include teaching the general members about opportunities like graduate school, research (on and off campus), and how to apply for things such as these.
The responsibilities of the Academic Resource Chair are as follows:
Fundraising Chair
Role Description: The Fundraising Chair ensures corporate fundraising is conducted per the by-laws of SAIL, BSO, and MSO [in future years]. Ensures all fundraising efforts are appropriate, coordinated, and executed efficiently and accordingly throughout the year. Planning and allocation of funds will be approved and overseen by the Presidents, Vice-President, and advisors.
The responsibilities of the Fundraising Chair are as follows:
Recruitment and Retention Chair
Role Description: The Recruitment and Retention Chair will be responsible for instituting plans and methods to maintain and grow our membership. Working with residence life to work with first year students and team up with MEP to host events catering to minority freshmen. Furthermore, the Recruitment and Retention Chair will proactively engage with our members to understand their needs and challenges to further help prioritize the activities and direction of the organization.
IM Team Coordinator
Role Description: The IM Team Coordinator will be responsible for connecting SHPE members to IM sports and further strengthening the community. The IM team coordinator may remove students from a team (as required, with the approval of the president(s) and with the proper justification) and will ensure SHPE IM teams are inclusive, supportive, empowering, and welcoming to all members regardless of their sports experience.
Graduate Student Advisor
Role Description: The Graduate Student Advisor will be responsible for advising the SHPE executive board members from previous experiences and provide support to the (co-)president(s) and advisors.
The Chapter may create additional officer positions (Auxiliaries--> Committee Members), who may, but need not serve on the Executive Board, as determined by the Chapter, within the framework of SHPE’s policies, should the Chapter grow, and the expansion of leadership is required to increase in proportion to the growth.
Section 4. Committees
The Executive Board may create committees that facilitate the organizing and implementation of chapter activities, events and/or programming. Committees will have the responsibilities and membership composition as determined by the Executive Board.
The two committees will be led by:
Social Directors
ARTICLE VI. MEETINGS
Section 1: General Meetings
General Meeting typically occur every other Friday, schedule permitting.
Section 2: Election Meetings
The election results will be determined in accordance with Article VI.
Section 3: Additional Meetings
The Executive Board meetings will occur weekly on Mondays from 5-6pm.
Section 4: Definition of Meeting Quorum (in-person, virtual, or hybrid)
Membership Quorum
ARTICLE VII. ELECTIONS
Section 1. Elections Timeline
Election’s timeline shall be as follows:
Section 2. Nominations Procedure
Section 3. Elections Procedure
Section 4: Transition Process
ARTICLE VIII. RESIGNATIONS AND REMOVALS
Section 1. Resignations
Any Executive Board member may resign from office at any time by submitting a letter of resignation to the President or one of the Vice Presidents and the Chapter Advisor. The resignation shall be effective at the time the resignation is tendered unless the resignation specifies a later effective time.
Section 2. Removals
When any Executive Board member feels that an officer is not fulfilling their duties, they may call upon the rest of the Executive Board to discuss/resolve the matter. An officer may be removed by an Executive Board member should that officer not comply with SHPE’s code of conduct and/or University guidelines.
**SAIL Staff must be involved in the removal process of anyone from an officer or membership removal.**
Section 3. Vacancies
The Executive Board shall fill vacancies in any office and may fill them at any time. An individual elected to fill a vacancy shall serve for the unexpired portion of the term for which their predecessor was elected.
ARTICLE IX. AMENDMENTS TO BYLAWS
These Bylaws may be amended at any time with the written approval of the Executive Board, the Chapter’s members, and the advisor. Following, the written documentation will be reviewed and approved by SHPE. Amendments shall become effective after approval by SHPE.
Adopted by the Chapter on Monday, August 28, 2023
The name of this organization is the Colorado School of Mines Chapter of the Society of Hispanic Professional Engineers.
ARTICLE II. PURPOSE & OBJECTIVES
The purpose of this Chapter is to realize the mission of SHPE at the Colorado School of Mines by organizing events and programs that directly lead members towards their post-graduation success, all in accordance with SHPE’s Internal Revenue Code Section 501(c)(3) tax-exempt status.
Chapter objectives include:
- Providing an inclusive and respectful community (via the Chapter) for Hispanic and ALL underrepresented STEM students enrolled at Colorado School of Mines that resonate with the SHPE mission.
- Recruiting Hispanic students into our chapter and providing STEM (science, technology, engineering, math) opportunities.
- Retaining and advising Hispanic STEM students via leadership, professional, social, academic development, and community service programs.
- Contributing to the post-graduation success of chapters members and generating future leaders in STEM careers (e.g., industry, graduate school, entrepreneurship, etc.).
ARTICLE III. AFFILIATION
The Chapter is chartered as an affiliated chapter of SHPE. As such, the Chapter is subject to and must comply with the governing documents and policies, rules and procedures adopted by SHPE. The Chapter may adopt its own rules and procedures, but only within the framework of and to the extent not inconsistent with SHPE's governing documents and policies and University’s policies for students and student organizations. As part of its affiliation, the Chapter shall have a faculty or staff member from the University serve as Chapter Advisor to provide guidance, support, and access to university resources. This Chapter shall also be part of the “local chapters” as defined by the SHPE’s established governance structure. SHPE has the authority to, at any time, revoke the charter of Chapter to be an affiliated chapter of SHPE. The Chapter must comply with the SHPE Chapter Affiliation Agreement.
Section 1. Non-Discrimination
The organization, in conjunction with the Colorado School of Mines, confirms its support of the principles and practices of nondiscrimination and equality regardless of race, religion, sex, age, sexual orientation or physical handicap, in its employment and in all of its programs, activities, and opportunities available to its members, except were allowed by law. All actions and policies of the organization, Associated Students of the Colorado School of Mines, and the Colorado School of Mines Graduate Student Association shall conform to the policies of the Board of Trustees and State and Federal Laws, such as 20 USC §1681
ARTICLE IV. SHPE NATIONAL MEMBERSHIP AND DUES
Section 1. Regular Membership
Regular members shall be:
- Members shall participate in at least two meetings/events per semester to be considered in “good standing” with SHPE
- Be students enrolled at Colorado School of Mines AND
- Follow the SHPE mission and empower all underrepresented communities as advocates and/or proud members of SHPE.
Section 2. National Membership
National members shall be:
- Considered both “regular members” and “national members” for SHPE AND
- Registered and have paid their annual student dues to the SHPE Organization (found at shpeconnect.org).
ARTICLE V. EXECUTIVE LEADERSHIP
Section 1. Executive Board
The Chapter will consist of an Executive Board, comprising Chapter officers who are elected by the Chapter members. With guidance from the Chapter Advisors and SHPE, the Executive Board will oversee the Chapter's operations. This board will also create and oversee committees focused on enhancing Internal Social Interactions, fostering Outreach to the affiliated Junior Chapter, facilitating professional development, and promoting a commitment to academic excellence.
These committees will recruit, retain and work towards the post-graduation success of their members.
Executive Board Members can include the following: Co-Presidents, Vice President, Secretary, Treasurer, Web Masters, Social Director(s), Fundraising Chair, Professional Development Chair, Outreach Director, Academic Resources Chair, Recruitment and Retention Chair, IM Coordinator Chair, and a SHPEtina Chair. These positions will serve as the core of the leadership team for the chapter.
Section 2. Specific Powers of the Executive Board
The Executive Board shall have the following duties:
- To enforce the chapter bylaws, rules and regulations, and policies and procedures, and to propose changes to these documents, in writing, as necessary.
- To establish committees and appoint committee members in accordance with these Bylaws and to define the committee plans, goals and strategic objective, roles, responsibilities, powers, and duties; and
Section 3. Board Position Roles & Responsibilities
President(s)
Role Description: The President shall represent the Mines, SHPE, and all of its members at all times, during internal and external affairs. The President shall have authoritative power in the management and business of the club, and shall set and establish all policy of the corporation and/or other functions or activities by or under the direction of this corporation, subject to the approval of the Board of Directors.
The presidents shall:
- Represent the SHPE-Mines chapter
- Serve as a liaison between the chapter, industry partners, community partners, and SHPE Regional and National levels
- Be responsible for the administration of the chapter, including preparation of agendas in collaboration with VP
- Chair and preside officer, general, and other necessary meetings concerning the chapter
- Attend MEP general meetings
- Any other general meetings required
- Manage Fundraising and Professional Development Chairs in collaboration with VP
- Communication with all SHPE stakeholders in collaboration with Webmaster
- Ensure fiscal responsibility in collaboration with Treasurer
- SAIL overseeing and planning
- Ensure that all reporting, assessment, and accountability measures are executed
- Plan, coordinate, and execute SHPE Nationals
- Transfer electronic document outlining important information to the succeeding President within 15 days of termination of their term
- Document all communication, activities, and all other related files using Teams.
- Conduct activities with board approval
- Seek board approval for financial expenditures
- Attend relevant business-related meetings
- Document all communication, activities, and all other related files using Microsoft Teams
Vice President(s)
Role Description: The Vice President shall document the End of Year Report. The Vice President shall represent the Mines, SHPE, and all of its members at all times, during internal and external affairs. Shall facilitate conference registration and travel. Shall oversee the invitation of companies to general body meetings. Shall act as a liaison to Colorado School of Mines Affiliated Programs. Provide documentation for all business recordings of the corporation. Administer all policy of the corporation and/or other functions or activities. Ensures corporate business is conducted per the by-laws of the corporation and board governance board practices.
- Oversee external affairs of the Chapter (industry relations, company tours, etc.)
- Assist the President managing the Chapter and act as interim President in his or her disability, absence, removal, or resignation
- Oversee internal affairs of the Chapter (campus relations, social activities, etc.)
- Post events on Daily Blast and other CSM Platforms
- Prepare the Executive Board Agenda
- The Vice President shall assist the President in their duties and assume the duties of the President in their absence
- Document the End of the Year Report
- Facilitate conference registration and travel
- Oversee internal affairs of the Chapter (campus relations, social activities, etc.)
- Oversee the development and submission of the National Reporting Program requirements
- Register the Chapter with the University for the academic year
- Oversee external affairs of the Chapter (industry relations, company tours, etc.)
- Assist the president in all business concerning Alumni
- Find and secure sponsorship for the chapter for both Fall and Spring semesters
- Communicate professionally and constantly with corporate sponsors for events
- Seek board approval for financial expenditures
- Document all communication, activities, and all other related files using Microsoft Teams
Secretary
Role Description: Secretary shall maintain records concerning the business aspects of the corporation. Provide documentation for all business recordings of the corporation. Administer all policy of the corporation and/or other functions or activities. Ensures corporate business is conducted per the by-laws of the corporation and board governance board practices. Ensure the newsletter is sent out weekly with important information regarding SHPE and MEP activities.
The responsibilities of the Secretary are as follows:
- Document all calendar events, meetings, and other relevant activities.
- Take verbal notes and add it to the end of the document once the meeting is finished
- Ensure the newsletter is sent out weekly with important information regarding SHPE and MEP activities.
- Distribute articles for conducting Chapter business
- Ensure business is conducted using Robert’s Rules of Order
- Maintain files, archives, and email lists
- Ensure assets are protected including intellectual property asset
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with board approval
- Seek board approval for financial expenditures
- Attend relevant business related meetings
Treasurer
- Manage the Chapter’s finances including keeping financial records via CMT or similar tools
- Make quarterly (three months) financial reports available to the Executive Board and to SHPE, listing all liabilities and assets of the Chapter
- Present an annual budget and complete full year financial report to the Executive Board and to SHPE
- Conduct all financial and banking transactions, including disbursement of funds
- Prepare and present monthly treasurer’s report to the board, listing liability and assets
- Update the financial team on a monthly basis
- Document all transactions (income, expenditures, fundraising efforts, etc/)
- Fill and turn in all SAIL/BSO forms before due date
- Must join the Canvas page at the beginning of the 2023-2024.
- Prepare an annual budget
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
- Attend relevant business-related meetings
Professional Development Chair(s)
Role Description: Professional Development Chair is to manage sponsorships, build relationships with industry partners, and grow a network of industry partners.
The responsibilities of the Professional Development Chair are as follows:
- Build relationships between Mines SHPE Chapter, and Employee Resource Group (ERG) representatives
- Identify hosts for professional chapter meetings
- Oversee all aspects of industry sponsorships, including sponsorship package
- Grow industry sponsorships
- Maintain an accurate industry contact list
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
- Attend relevant business related meetings
Outreach Director(s)
Role Description: Outreach Director of student affairs is to oversee all aspects of SHPE Junior Chapters.
- Lead the outreach committee
- Organize MentorSHPE
- Lead Noche De Ciencias
- Collaborate with student chapters to support programming
- Disseminate information from the student chapters back to the board
- Maintain an accurate student chapter contact list
- Oversee Alameda International Jr./Sr. High Program, including weekly meetings
- Maintain inventory of all material owned i.e. equipment, hardware and software
- Oversees and manages outreach committee
- Oversee K-12 educational programs
- Maintain files, archives, and documents related to programming
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
Social Director(s)
Role Description: Coordinate and plan social events for Mines students. They will oversee all student involvement opportunities on campus and provide SHPE members the opportunity to get involved with mines. The Social Director should coordinate with other Mines organizations and build a strong relationship with all of them. Shall maintain good-standing relationships with marketing businesses, groups, and external organizations.
The responsibilities of the Social Director are as follows:
- Collaborate with other clubs and organizations, specifically MAC, MEP organizations, and SAIL to promote further Mines involvement for all SHPE members
- Disseminate information from the student chapters back to the board
- Maintain inventory of all material owned i.e. equipment, hardware and software
- Maintain an accurate student chapter contact list
- Plan Fiesta, Hispanic Heritage Month Celebration Month, and all other social events they see fit with the approval of the board
- Oversees and manages outreach committee
- Maintain files, archives, and documents related to programming
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
SHPEtina Chair(s)
Role Description: SHPEtina Chair shall stay in contact with the SHPEtina part of the organization and relay scholarships and event opportunities to Colorado School of Mines SHPEtinas. They shall provide a safe space for Hispanic women at Mines via GroupMe, social, and professional events implemented. They shall also ensure that there is communication with other female identifying groups at Colorado School of Mines, that includes but is not limited to SWE, WISEM and the Panhellenic Community.
- Develop and coordinate events that provide SHPEtina’s access to professional development, social events, and access to a Hispanic women community
- Ensure that during Nationals all SHPEtina events are accessible and communicated to members who are interested in attending
- Keep in contact with female identifying groups at Colorado School of Mines and see if there are any possible events that could be done to continue supporting the SHPEtina/women in STEM community
- Provides opportunities and access to scholarships, conferences, and other opportunities as seen fit that support the SHPEtina community
- Maintain files, archives, and documents related to programming
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
Webmaster(s)
Role Description: The Webmasters will be responsible for managing the SHPE Mines brand and will further be responsible for promoting the organization and events for our membership in Golden, Colorado and beyond as applicable for the event and/or activity. The Webmaster(s) will also be responsible for managing our social media strategy to ensure we appropriately promote and highlight the activities and successes of our chapter and members.
The responsibilities of the Webmasters are as follows:
- Manage social media channels and account
- Develop social media strategy and posts
- Design marketing materials for events, activities, and programming
- Maintain website
- Manages web hosting
- Maintain LinkedIn Account
- Responsible of highlighting companies supporting Mines SHPE chapter on our social media handles
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with board approval
- Seek board approval for financial expenditures
- Attend relevant business related meetings
Academic Resource Chair
Role: The Academic Resource Chair shall oversee promoting scholarships, developing study nights and academic activities. The Academic Chair shall be responsible for reaching out to tutors and mentors, this can be through CASA or however they see fit to promote an empowering academic environment. With the help of the Advisor(s), the Academic Resource Chair shall help members improve scores through school and peer resources. The Academic Resource Chair is responsible for promoting academic excellence and the possibility of a future in academia for SHPE members. Their responsibilities include teaching the general members about opportunities like graduate school, research (on and off campus), and how to apply for things such as these.
The responsibilities of the Academic Resource Chair are as follows:
- Develop study nights and other academic activities
- Reach out to tutors and possibly partner up with CASA
- Help inform members about graduate school, research, scholarships and how to apply for each
- Promote an empowering academic environment and help members strive for academic excellence
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with board approval
- Seek board approval for financial expenditures
- Attend relevant business related meetings
Fundraising Chair
Role Description: The Fundraising Chair ensures corporate fundraising is conducted per the by-laws of SAIL, BSO, and MSO [in future years]. Ensures all fundraising efforts are appropriate, coordinated, and executed efficiently and accordingly throughout the year. Planning and allocation of funds will be approved and overseen by the Presidents, Vice-President, and advisors.
The responsibilities of the Fundraising Chair are as follows:
- Conduct all fundraising transactions and logistics
- Works closely with the treasurer, Presidents, Vice-President, and advisors
- Prepare and present monthly list of fundraising activities to the board, listing events, items required, volunteer list, and executive plan
- Update the fundraising goals on a monthly basis
- Document all transactions (income, expenditures)
- Prepare an annual fundraising list of goals, expected expenditures, and income
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with Presidents’, Vice-President’s, Treasurer’s and advisors’ approval
- Seek board approval for financial expenditures
Recruitment and Retention Chair
Role Description: The Recruitment and Retention Chair will be responsible for instituting plans and methods to maintain and grow our membership. Working with residence life to work with first year students and team up with MEP to host events catering to minority freshmen. Furthermore, the Recruitment and Retention Chair will proactively engage with our members to understand their needs and challenges to further help prioritize the activities and direction of the organization.
- Grow Membership
- Plan events they see fit to increase membership with the approval of the board
- Strategize and effectively plan out activities for Celebration of Mines, MEP Open House, fall-kickoff involvement, tabling, and social events with Residence Life and MEP that reach out to new Mines students
- Maintain email contact of members
- Report quarterly on membership numbers
- Document all communication, activities, and all other related files using Microsoft Teams
- Conduct activities with board approval
- Seek board approval for financial expenditures
- Attend relevant business-related meetings
IM Team Coordinator
Role Description: The IM Team Coordinator will be responsible for connecting SHPE members to IM sports and further strengthening the community. The IM team coordinator may remove students from a team (as required, with the approval of the president(s) and with the proper justification) and will ensure SHPE IM teams are inclusive, supportive, empowering, and welcoming to all members regardless of their sports experience.
- Acquire IM Sports Schedule
- Set up Excel Sheets for the sports
- Acquire Interest for IM Sports (Men’s, Women’s, and co-rec)
- Sign up the teams and send invites ahead of time
- Make group chats and communicate with the teams
- If necessary, assign practice sessions before the games
- Required Skills: Communication (written and verbal), Collaboration, Manage IM link, People Management, and Microsoft Teams
Graduate Student Advisor
Role Description: The Graduate Student Advisor will be responsible for advising the SHPE executive board members from previous experiences and provide support to the (co-)president(s) and advisors.
- Provide expert knowledge and encourage new areas of growth for the organization
- Have constant and good communication with the (co-)president(s) and advisors.
- Organize advising meetings for any executive members that would like to learn more from the graduate student advisor
- Promote and represent SHPE at the graduate level both on and off campus
- If necessary, attend any meetings established by the advisors and the executive boards and provide input as required
- Required Skills: Communication (written and verbal), Collaboration, Manage IM link, People Management, and Microsoft Teams
The Chapter may create additional officer positions (Auxiliaries--> Committee Members), who may, but need not serve on the Executive Board, as determined by the Chapter, within the framework of SHPE’s policies, should the Chapter grow, and the expansion of leadership is required to increase in proportion to the growth.
Section 4. Committees
The Executive Board may create committees that facilitate the organizing and implementation of chapter activities, events and/or programming. Committees will have the responsibilities and membership composition as determined by the Executive Board.
The two committees will be led by:
Social Directors
- Lead Hispanic Heritage Month events
- Lead Dia De Ciencias
- Implement Mentorship between SHPE Junior Chapter and our Chapter
ARTICLE VI. MEETINGS
Section 1: General Meetings
General Meeting typically occur every other Friday, schedule permitting.
Section 2: Election Meetings
The election results will be determined in accordance with Article VI.
Section 3: Additional Meetings
The Executive Board meetings will occur weekly on Mondays from 5-6pm.
Section 4: Definition of Meeting Quorum (in-person, virtual, or hybrid)
- Board Quorum and Voting
- A quorum shall consist of at least 80% of the Executive Board members in office. A majority vote of the Executive Board members present when there is a quorum shall constitute approval of the Executive Board.
- Unless these Bylaws contemplate a membership vote to approve a matter, the Executive Board has the authority to determine whether to submit a matter for approval by the Board alone, or by the Board and membership.
Membership Quorum
- A quorum for Chapter membership meetings shall consist of at least 33% of the Chapter’s members. A majority vote of the Chapter members present when there is a quorum shall constitute approval of the Chapter’s members.
ARTICLE VII. ELECTIONS
Section 1. Elections Timeline
Election’s timeline shall be as follows:
- February 15: The membership payment is due to be eligible to nominate, vote or run for office
- March 15: Nominations for positions must be submitted by end of day 11:59PM (local time)
- April 1: Elections must be held prior, and results are announced to the chapter by this date
- April 15: Report election results to SHPE Staff [[email protected]]
Section 2. Nominations Procedure
- Persons can self-nominate or can be nominated by a member during a general membership meeting =
- Those nominated can decline the nomination up to a week before elections
Section 3. Elections Procedure
- Elections shall be held amongst Chapter members when a quorum of Chapter members is present
- Voting shall be by secret ballot, and the nominee with the majority of votes shall be considered the winner. If no candidate receives a majority of votes, runoff election(s) shall be conducted until a candidate receives a majority of votes and is elected. In each round, the candidate with the fewest votes shall be eliminated until only two candidates remain
- The previous president shall tally the votes and promptly disclose results to the Chapter Advisor, the Executive Board, and the Chapter.
- Only Executive Board positions must be elected by the Chapter’s members.
- Any and all persons in elected positions must meet or exceed a 2.5 GPA and be SHPE members in good standing
- The Executive Board may adopt additional rules consistent with these Bylaws to implement the nominations and election process
- Advisor cannot vote.
- Only student members can vote.
Section 4: Transition Process
- There shall be at least a one-month transition period between incoming and outgoing Executive Boards to ensure continuity and transfer of best practices
- Newly elected officers shall assume office as soon as they have been successfully on boarded, but no earlier/later than the beginning of the fiscal year (July 1st)
- Transition shall take place upon fulfillment of requirements established by SHPE. Both the outgoing and incoming officers shall complete the New Chapter Leader Orientation and participate in the onboarding workshop/series as determined by SHPE. Transition requirements are estimated to take 3 months to complete.
- New chapter officers must be reported to SHPE by April 15 of each year or by the date specified by SHPE.
- New chapter officers must comply with the SHPE Chapter Affiliation Agreement
ARTICLE VIII. RESIGNATIONS AND REMOVALS
Section 1. Resignations
Any Executive Board member may resign from office at any time by submitting a letter of resignation to the President or one of the Vice Presidents and the Chapter Advisor. The resignation shall be effective at the time the resignation is tendered unless the resignation specifies a later effective time.
Section 2. Removals
When any Executive Board member feels that an officer is not fulfilling their duties, they may call upon the rest of the Executive Board to discuss/resolve the matter. An officer may be removed by an Executive Board member should that officer not comply with SHPE’s code of conduct and/or University guidelines.
**SAIL Staff must be involved in the removal process of anyone from an officer or membership removal.**
Section 3. Vacancies
The Executive Board shall fill vacancies in any office and may fill them at any time. An individual elected to fill a vacancy shall serve for the unexpired portion of the term for which their predecessor was elected.
ARTICLE IX. AMENDMENTS TO BYLAWS
These Bylaws may be amended at any time with the written approval of the Executive Board, the Chapter’s members, and the advisor. Following, the written documentation will be reviewed and approved by SHPE. Amendments shall become effective after approval by SHPE.
Adopted by the Chapter on Monday, August 28, 2023
Colorado School of Mines
1500 Illinois St.
Golden, CO 80401
Copyright © 2023 SHPE - CSM Chapter
All Rights Reserved
1500 Illinois St.
Golden, CO 80401
Copyright © 2023 SHPE - CSM Chapter
All Rights Reserved