Society of Hispanic Professional Engineers
University of Arizona
(SHPE UA)
Chapter By-Laws
Adopted on 12/9/24
University of Arizona
(SHPE UA)
Chapter By-Laws
Adopted on 12/9/24
Preamble
We, the members of Hispanic background and students at the University of Arizona enrolled in a curriculum of Engineering and Applied Sciences, freely undertake the challenge to increase the number of Hispanics entering these disciplines, significantly improve the continuation and graduation of these students and achieve a higher unity among ourselves. With the serious purpose above, dedicate our efforts to establish this constitution for the Society of Hispanic Professional Engineers, Student Chapter, on the University of Arizona Campus at Tucson, Arizona.
Assurance of Democratic Accountability with the University of Arizona
As an organization affiliated with the University of Arizona we agree to work in a democratic manner within the framework of the university’s policies and procedures. We also understand that the university reserves the right to examine the record of our national parent organization and or our affiliates.
Article I
TITLE
This organization shall be known as the Society of Hispanic Professional Engineers, Student Chapter, University of Arizona, Tucson, Arizona (SHPE/UA).
Article II
GOALS
MEMBERSHIP
Membership shall be open to all persons without regard to race, religion, national origin, sex, age, or physical handicap. A person becomes an official active member upon meeting a total of 12 points out of the 20 total, Associate members upon meeting 8 points out of the 20 total, and Honorary Members upon meeting at least 4 points.
Section I
There shall be three classifications of membership in the SHPE/UA chapter:
Section II
PRIVILEGES OF MEMBERS
Section III
ANTI-DISCRIMINATION AND INCLUSIVITY POLICY
SHPE/UA is committed to maintaining an environment free from discrimination, harassment, and bullying. We do not tolerate behavior or comments that discriminate against or harass others based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic as outlined by the University of Arizona policies. Any behavior that violates this commitment will be subject to disciplinary action, which may include warnings, suspension, or removal from SHPE/UA.
Section IV
CODE OF CONDUCT
Disciplinary Process
Article IV
Section I
OFFICERS
1. The titles of the officers shall be: President, Executive Vice President, La Familia Vice President, Advancement of LatinX in Engineering Vice President, Science Day Vice President, Secretary, Treasurer, Director of Operations, Webmaster, Academic Coordinator and SHPE Jr Coordinator.
2. The officers shall be known as SHPE/UA Executive Board. The Executive Board shall be elected as is stipulated in Article V of the SHPE/UA Constitution; this Board will have the powers to act on behalf of the organization on emergency matters.
Section II
DUTIES OF OFFICERS
ELECTIONS
Section I
DATE OF ELECTIONS
Elections of SHPE/UA officers will be before May 1 of each year. Election date will be posted at least two (2) weeks before the election.
Section II
DURATION OF TERM
The duration of the term of officers shall be one (1) year, beginning no later than fourteen (14) calendar days after the election.
Section III
Election Procedure
Section IV
VACATED OFFICES
If an office is vacated for any reason, the remaining officers shall nominate a candidate subject to the approval of the chapter's active members. In the event of non-approval, nominations will be taken from the floor and voted on at the same meeting. The newly elected officers shall serve the remainder of the term.
Section V
OFFICE OF PRESIDENT VACANCY
In the event the Office of the President is vacated, the Executive Vice President shall assume the office of the President and the remaining officers shall nominate a new Executive Vice President candidate subject to the approval of the chapter's active members. The vacant Executive Board position shall be elected as per Article V, Section 3.
Article VI
MEETINGS
Section I
QUORUM
A quorum shall consist of two-fifths (2/5) of the total membership and the President or Executive Vice President plus one other officer.
Section II
General Meetings shall be held weekly and special meetings shall be called by the executive board when necessary.
Section III
Executive Board meetings will be held weekly and special meetings shall be called when necessary.
Article VII
FINANCES
Section I
FISCAL YEAR
The duration of one (1) fiscal year shall be from June 1 to May 31.
Section II
DUES
Each member shall be required to pay dues for each year, as established by the SHPE National membership dues.
Article VIII
COMMITTEES
Section I
ESTABLISHMENT OF COMMITTEES
Committees shall be established by the President or may be voted into existence by the SHPE/UA at a general meeting of the membership. If a committee is voted into existence, a chairperson for that committee will be chosen as per Article VIII, Section 2.
Section 2
COMMITTEE CHAIRPERSON SELECTION
The President shall appoint the committee chairperson subject to the approval of the group members.
Article IX
AMENDMENTS
Section I
PUBLICITY OF PROPOSED AMENDMENTS
Amendments to the SHPE/UA Constitution will be brought before the membership for consideration and shall be posted on the SHPE bulleting board seven (7) school days before the meeting of the concerned membership. Amendments should be announced at the previous meeting before the meeting for voting on amendments.
Section II
APPROVAL
The SHPE/UA Constitution may be amended by a two-thirds (2/3) vote of the total active members, and the proposed amendment will become affected as stipulated through a digital poll. If there is no stipulation, the amendment shall become effective at the following meeting. Any member may propose an amendment to the Executive Board at any time. With Executive Board approval, the proposed amendment can be brought before the general membership for a vote. The general membership meeting shall be defined as the quorum defined by Article VI, Section 1.
Article X
REMOVAL OF OFFICERS
Section I
MOTIVES FOR REMOVAL
An officer will be removed from their position for not performing his/her duties as specified by this constitution for his/her particular position. An officer will also be removed from their position for continued absenteeism and misconduct.
Section II
REPLACEMENT OF OFFICERS
When the President is impeached, the Executive Vice President will occupy the office of the President, the remaining officers shall nominate a new Executive Vice President candidate subject to the approval of the chapter's active members. In the event of non-approval, nominations will be taken from the floor and voted on at the same meeting. The newly elected officers shall serve the remainder of the term. The voluntary resignation of one of the above officers will follow the same steps described for impeachment of the President. The Secretary, Treasurer and Webmaster positions will be filled by electing a new officer to fill the vacant positions that may be due to impeachment or voluntary resignation.
Section III
IMPEACHMENT PROCEDURE
To impeach an officer, a petition signed by three-fourths (3/4) of the total membership must be submitted by a representative, chosen by the general membership, to the Executive Board. The Executive Board upon receiving this petition will hold a special conference with the officer-to-be-impeached to warn him about his position standing. The Executive Board will decide on a time period to hold another meeting to decide on the impeachment. The time period must be informed to the general membership as defined by the quorum. The impeachment meeting shall consist of the Executive Board members, except the officer-to-be-impeached, and the petition representative. By majority vote, the impeachment decision will be made in this meeting.
The Executive Board can impeach one of its officers by informing the members of this decision and by having the three-fourths (3/4) of the total membership sign a petition and have a chosen representative to submit it to the Executive Board. The impeachment procedure will follow the one described above.
Article XI
STATEMENTS
Section I
STATEMENT OF NON-DISCRIMINATION
This organization shall not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information in any of its policies, procedures, and practices. This policy will include, but is not limited to recruiting, membership, organization activities, or opportunity to hold office. Pursuant to Arizona Revised Statute 15- 1863, religious or political student organizations may determine that ordering the organization's internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines and resolving the organization’s disputes are in furtherance of the organization’s religious or political mission and that only persons committed to that mission should conduct such activities. Pursuant to Section 106.14 of the regulations promulgated under Title IX of the US Education Act Amendment of 1972, Social Greek Letter Organizations may limit membership based on gender.
Section II
STATEMENT OF FINANCIAL RESPONSIBILITY
A specific member or members designated by this organization shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit.
Section III
STATEMENT OF NON-HAZING
This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.
Section IV
STATEMENT OF COMPLIANCE
This organization shall comply with all University and campus policies and regulations, in addition to all local, state, and federal laws. This organization is subject to the Arizona Board of Regents Code of Conduct.
Section V
RATIFICATION
SHPE/UA will review and, if necessary, update these bylaws annually to ensure compliance with University of Arizona policies and to address any new issues or needs that may arise within the organization. Any proposed amendments related to inclusivity, non-discrimination, and conduct will be prioritized to maintain a safe and welcoming environment. This Constitution shall be ratified and enacted upon by two-thirds (2/3) of the members, and upon the approval of the SHPE National Board of Directors.
We, the members of Hispanic background and students at the University of Arizona enrolled in a curriculum of Engineering and Applied Sciences, freely undertake the challenge to increase the number of Hispanics entering these disciplines, significantly improve the continuation and graduation of these students and achieve a higher unity among ourselves. With the serious purpose above, dedicate our efforts to establish this constitution for the Society of Hispanic Professional Engineers, Student Chapter, on the University of Arizona Campus at Tucson, Arizona.
Assurance of Democratic Accountability with the University of Arizona
As an organization affiliated with the University of Arizona we agree to work in a democratic manner within the framework of the university’s policies and procedures. We also understand that the university reserves the right to examine the record of our national parent organization and or our affiliates.
Article I
TITLE
This organization shall be known as the Society of Hispanic Professional Engineers, Student Chapter, University of Arizona, Tucson, Arizona (SHPE/UA).
Article II
GOALS
- To achieve a sense of community among Hispanic engineering and applied sciences students at UA and other SHPE student chapters.
- To seek out and recruit potential Hispanic engineering and applied sciences students.
- To improve the retention of Hispanic engineering and applied sciences students at UA.
- To assist University faculty and staff to learn and appreciate Hispanic culture.
MEMBERSHIP
Membership shall be open to all persons without regard to race, religion, national origin, sex, age, or physical handicap. A person becomes an official active member upon meeting a total of 12 points out of the 20 total, Associate members upon meeting 8 points out of the 20 total, and Honorary Members upon meeting at least 4 points.
- (4) Attending 5 Meetings in either semester (Must include at least 2 meetings after the SHPE National Convention for Fall Semester eligibility)
- (4) Helping at one outreach event (Attending at least 3 SHPE Jr meetings counts)
- (3) Being a part of one committee (At the discretion of committee leader)
- (3) Attend 5 Study Sessions in either semester (Counting semana de estudios as 1)
- (2) Going to the National Conference/RLDC
- (2) Helping at one Fundraising event
- (1) Participate in one of the E-Week or Social Events for SHPE
- (1) Play in Intramural sports for a team organized by SHPE
Section I
There shall be three classifications of membership in the SHPE/UA chapter:
- Active Member: active members shall consist of students enrolled at the University of Arizona. All active members must establish a membership with SHPE Inc. Active members are prioritized for the SHPE UA Alumni Scholarship.
- Associate Member: Associate members shall consist of all those persons who do not fall under the category of active members. Associate membership shall be active members and be granted by the general body. Annual membership fees may be waived. Associate members are strongly encouraged to establish a membership with SHPE Inc.
- Honorary Member: Honorary members will be those persons who are not active members of SHPE/UA that have excelled in helping SHPE/UA meet its goals. Honorary members shall be chosen by the general body and annual membership fees waived.
Section II
PRIVILEGES OF MEMBERS
- Active and associate members shall be entitled to: attend and speak at meetings; to present motions, resolutions and other business; to nominate candidates for office; to be a candidate for office; to hold office; to inspect the official records of the organization and to participate in any SHPE activity.
- Associate members shall be entitled to attend and speak at general meetings and to participate in any SHPE activity. Paid associate members of SHPE Inc. shall have the privilege to vote in SHPE/UA elections and/or business concerning SHPE/UA.
- Honorary members shall have the privilege to attend and speak at SHPE/UA general meetings and to participate in any SHPE/UA activities. Honorary members shall not have the privilege to vote or hold office.
Section III
ANTI-DISCRIMINATION AND INCLUSIVITY POLICY
SHPE/UA is committed to maintaining an environment free from discrimination, harassment, and bullying. We do not tolerate behavior or comments that discriminate against or harass others based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic as outlined by the University of Arizona policies. Any behavior that violates this commitment will be subject to disciplinary action, which may include warnings, suspension, or removal from SHPE/UA.
Section IV
CODE OF CONDUCT
- All members of SHPE/UA are expected to maintain a respectful and inclusive environment. Any form of discriminatory, offensive, or inappropriate behavior will not be tolerated. This includes homophobic, racist, or other disrespectful comments or actions.
- Members are encouraged to report any incidents to the Executive Board, primarily with the President, who will address the matter in a confidential and respectful manner. SHPEUA Incident Report_Template.docx.
Disciplinary Process
- First Offense: The member will receive a formal warning, documenting the incident and advising on expected behavior improvements.
- Second Offense: The member will be required to meet with the Executive Board to discuss the conduct and may be temporarily suspended from club activities.
- Third Offense: The member may be permanently removed from SHPE/UA, pending approval from a two-thirds vote of the Executive Board.
Article IV
Section I
OFFICERS
1. The titles of the officers shall be: President, Executive Vice President, La Familia Vice President, Advancement of LatinX in Engineering Vice President, Science Day Vice President, Secretary, Treasurer, Director of Operations, Webmaster, Academic Coordinator and SHPE Jr Coordinator.
2. The officers shall be known as SHPE/UA Executive Board. The Executive Board shall be elected as is stipulated in Article V of the SHPE/UA Constitution; this Board will have the powers to act on behalf of the organization on emergency matters.
Section II
DUTIES OF OFFICERS
- President: The President shall be responsible for the actions of SHPE/UA; shall preside at all meetings of SHPE/UA; shall be responsible for the structure of the organization; shall invite companies to general body meetings; shall document the Quarterly reports; and shall be a liaison to the SHPE National and Regional Leadership.
- Executive Vice President: The Executive Vice President shall assist the President in their duties; shall assume the duties of the President in their absence; shall facilitate conference registration and travel; and shall act as a liaison to University of Arizona-affiliated programs.
- Secretary: Shall take accurate minutes at all meetings; shall send minutes and reminders to chapter listservs; shall be responsible for inter-chapter correspondence; shall maintain a file of all correspondence of the organization; shall plan, organize and make sure that the End of the Year Banquet takes place.
- Treasurer: The Treasurer shall record the financial flow of SHPE/UA; shall be responsible for the financial records of SHPE/UA; shall organize chapter fundraisers; shall plan, and shall assist the rest of the Executive Board wherever and whenever possible.
- Director of Operations: Shall facilitate the logistics of chapter events, this includes but is not limited to booking rooms for outreach events. Shall collaborate with outreach event coordinators. Shall assist with chapter documentation. Shall assist the treasurer with financial responsibilities.
- La Familia Vice President: The La Familia Vice President shall plan, organize, and make sure that La Familia takes place. Shall assist the President, Executive Vice President, and other Vice Presidents in their duties.
- Advancement of Latinx in Engineering Vice President: The Advancement of Latinx in Engineering Vice President shall plan, organize, and make sure that Advancement of Latinx in Engineering takes place. Shall compile and submit a Continuous Feedback Form and ACE Proposal for their event. Shall assist the President, Executive Vice President, and other Vice Presidents in their duties.
- Science Day Vice President: The Science Day Vice President shall plan, organize, and make sure that Science Day takes place. Shall compile and submit a Continuous Feedback Form and ACE Proposal for their event. Shall assist the President, Executive Vice President, and other Vice Presidents in their duties.
- SHPE Jr. Coordinator: Will oversee coordinating with High Schools to create SHPE Jr chapters. The SHPE Jr. Coordinator will be the main contact with the students at each chapter and will ensure all programs/events are handled successfully to benefit the students at said chapters. All other business involving SHPE Jr chapters will be handled accordingly by the SHPE Jr coordinator.
- Academic Coordinator: The Academic Chair shall be responsible for promoting and enhancing academic development within our chapter and acting as liaison to chapter advisor to track academic progress. This will entail the creation and organization of academic workshops, study sessions (both general and course-related), and a chapter study bank; and compilation of scholarships, internships, and job opportunities for chapter members. Assist all other Executive Board Members whenever and wherever possible.
- Webmaster: The Webmaster shall re-design and maintain the website with weekly updates on new important information, events and pictures; shall take pictures during SHPE/UA-related events; shall re-design and create recruiting materials; shall assist all other Executive Board Members whenever and wherever possible.
ELECTIONS
Section I
DATE OF ELECTIONS
Elections of SHPE/UA officers will be before May 1 of each year. Election date will be posted at least two (2) weeks before the election.
Section II
DURATION OF TERM
The duration of the term of officers shall be one (1) year, beginning no later than fourteen (14) calendar days after the election.
Section III
Election Procedure
- The procedure for nominating new officers is as follows: The duties of the leadership position are disclosed to the general body. Members can nominate each other for a certain position but for the nomination to carry a different member must second the nomination. This nomination process will occur for every position. Once this is done the nominated individuals are provided an email that prompts them if they would like to accept the nomination.
- In the event they accept they must give a speech at the next general body meeting where they detail their qualifications and plans if they are elected.
- After all speeches are given the active members will vote on candidates or abstain if they do not believe a candidate is fit. The voting will be through an anonymous digital poll system that is controlled by the president of the chapter. The president will allow voting to occur up until a day before the chapter’s banquet ceremony where the next E-Board is announced.
Section IV
VACATED OFFICES
If an office is vacated for any reason, the remaining officers shall nominate a candidate subject to the approval of the chapter's active members. In the event of non-approval, nominations will be taken from the floor and voted on at the same meeting. The newly elected officers shall serve the remainder of the term.
Section V
OFFICE OF PRESIDENT VACANCY
In the event the Office of the President is vacated, the Executive Vice President shall assume the office of the President and the remaining officers shall nominate a new Executive Vice President candidate subject to the approval of the chapter's active members. The vacant Executive Board position shall be elected as per Article V, Section 3.
Article VI
MEETINGS
Section I
QUORUM
A quorum shall consist of two-fifths (2/5) of the total membership and the President or Executive Vice President plus one other officer.
Section II
General Meetings shall be held weekly and special meetings shall be called by the executive board when necessary.
Section III
Executive Board meetings will be held weekly and special meetings shall be called when necessary.
Article VII
FINANCES
Section I
FISCAL YEAR
The duration of one (1) fiscal year shall be from June 1 to May 31.
Section II
DUES
Each member shall be required to pay dues for each year, as established by the SHPE National membership dues.
Article VIII
COMMITTEES
Section I
ESTABLISHMENT OF COMMITTEES
Committees shall be established by the President or may be voted into existence by the SHPE/UA at a general meeting of the membership. If a committee is voted into existence, a chairperson for that committee will be chosen as per Article VIII, Section 2.
Section 2
COMMITTEE CHAIRPERSON SELECTION
The President shall appoint the committee chairperson subject to the approval of the group members.
Article IX
AMENDMENTS
Section I
PUBLICITY OF PROPOSED AMENDMENTS
Amendments to the SHPE/UA Constitution will be brought before the membership for consideration and shall be posted on the SHPE bulleting board seven (7) school days before the meeting of the concerned membership. Amendments should be announced at the previous meeting before the meeting for voting on amendments.
Section II
APPROVAL
The SHPE/UA Constitution may be amended by a two-thirds (2/3) vote of the total active members, and the proposed amendment will become affected as stipulated through a digital poll. If there is no stipulation, the amendment shall become effective at the following meeting. Any member may propose an amendment to the Executive Board at any time. With Executive Board approval, the proposed amendment can be brought before the general membership for a vote. The general membership meeting shall be defined as the quorum defined by Article VI, Section 1.
Article X
REMOVAL OF OFFICERS
Section I
MOTIVES FOR REMOVAL
An officer will be removed from their position for not performing his/her duties as specified by this constitution for his/her particular position. An officer will also be removed from their position for continued absenteeism and misconduct.
Section II
REPLACEMENT OF OFFICERS
When the President is impeached, the Executive Vice President will occupy the office of the President, the remaining officers shall nominate a new Executive Vice President candidate subject to the approval of the chapter's active members. In the event of non-approval, nominations will be taken from the floor and voted on at the same meeting. The newly elected officers shall serve the remainder of the term. The voluntary resignation of one of the above officers will follow the same steps described for impeachment of the President. The Secretary, Treasurer and Webmaster positions will be filled by electing a new officer to fill the vacant positions that may be due to impeachment or voluntary resignation.
Section III
IMPEACHMENT PROCEDURE
To impeach an officer, a petition signed by three-fourths (3/4) of the total membership must be submitted by a representative, chosen by the general membership, to the Executive Board. The Executive Board upon receiving this petition will hold a special conference with the officer-to-be-impeached to warn him about his position standing. The Executive Board will decide on a time period to hold another meeting to decide on the impeachment. The time period must be informed to the general membership as defined by the quorum. The impeachment meeting shall consist of the Executive Board members, except the officer-to-be-impeached, and the petition representative. By majority vote, the impeachment decision will be made in this meeting.
The Executive Board can impeach one of its officers by informing the members of this decision and by having the three-fourths (3/4) of the total membership sign a petition and have a chosen representative to submit it to the Executive Board. The impeachment procedure will follow the one described above.
Article XI
STATEMENTS
Section I
STATEMENT OF NON-DISCRIMINATION
This organization shall not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information in any of its policies, procedures, and practices. This policy will include, but is not limited to recruiting, membership, organization activities, or opportunity to hold office. Pursuant to Arizona Revised Statute 15- 1863, religious or political student organizations may determine that ordering the organization's internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines and resolving the organization’s disputes are in furtherance of the organization’s religious or political mission and that only persons committed to that mission should conduct such activities. Pursuant to Section 106.14 of the regulations promulgated under Title IX of the US Education Act Amendment of 1972, Social Greek Letter Organizations may limit membership based on gender.
Section II
STATEMENT OF FINANCIAL RESPONSIBILITY
A specific member or members designated by this organization shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit.
Section III
STATEMENT OF NON-HAZING
This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.
Section IV
STATEMENT OF COMPLIANCE
This organization shall comply with all University and campus policies and regulations, in addition to all local, state, and federal laws. This organization is subject to the Arizona Board of Regents Code of Conduct.
Section V
RATIFICATION
SHPE/UA will review and, if necessary, update these bylaws annually to ensure compliance with University of Arizona policies and to address any new issues or needs that may arise within the organization. Any proposed amendments related to inclusivity, non-discrimination, and conduct will be prioritized to maintain a safe and welcoming environment. This Constitution shall be ratified and enacted upon by two-thirds (2/3) of the members, and upon the approval of the SHPE National Board of Directors.