Constitution of University of Central Florida Association for Computing Machinery Special Interest Group in Computer Graphics and Interactive Techniques Student Chapter
Article I—Organization Name
The name of this organization shall be the University of Central Florida Association for Computing Machinery Special Interest Group in Computer Graphics and Interactive Techniques Student Chapter. The organization may also refer to itself as UCF ACM SIGGRAPH Student Chapter.
Article II—Mission and Goals
Section 1: Mission
The mission of the UCF ACM SIGGRAPH Student Chapter is to promote the generation and dissemination of information on computer graphics and interactive techniques among the UCF community and the larger computer graphics community.
Section 2: Goals
Our goal is to create a place where students of UCF can share ideas, get creative/career advice, and learn new techniques and/or technologies from industry professionals.
Section 3: Governing Authority
All activities and functions of the organization must be legal under University, College, local, state, and federal laws. The most recent version of the UCF Golden Rule, Valencia College Student Development Resource Manual, Valencia College Student LifeMap Handbook, and Valencia College’s policies and procedures will supersede all requirements set forth during the creation and revision of this constitution. In addition, the most recent version of Robert’s Rules of Order shall be the authority over those questions which have not been specified by university regulations or this constitution. Within this constitution, a majority shall be defined as “more than 50%.”
Article III—Membership
Section 1: Membership Statement
Membership in this organization is limited to any student paying Activity and Service Fees and is currently and/or continuously enrolled at the University of Central Florida and/or any Valencia College Downtown student meeting their institution’s eligibility. No discrimination shall be made based on race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, gender expression, or veteran status. Hazing will not be allowed as a condition of membership in this organization.
Section 2: Additional Membership Requirements
Members must pay dues as per Article IX; Members must attend 60% of membership meetings within the current semester. Together with Article III, Section 1, these additional requirements define what it means to be an “active student member.”
Section 3: Recruitment
Recruitment shall take place throughout the year and membership is open at all times.
Section 4: Voting Rights
Only active student members are eligible to vote.
Section 5: Revocation of Membership
Membership may be revoked without a mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours before the vote and will be allowed to address the organization to relate to members any relevant defense before the voting for removal. Membership can only be revoked upon a 2/3 affirmative vote of active student members.
Section 6: Reinstatement of Membership
Membership may be reinstated after one full semester has passed. The former member may submit a request for reinstatement to the President. At the next membership meeting, the organization must vote on the reinstatement request. Membership may be reinstated by a 2/3 affirmative vote by active student members.
Article IV—Officers
Section 1: Eligibility
Potential officers must meet the minimum eligibility requirements of active student membership (Article III, Sections 1 and 2). All officers of the organization shall possess (at the time of election and during their term) at least the minimum requirements regarding enrollment hours, GPA, academic and disciplinary standing, and financial and disciplinary hold to serve in a leadership position, as stated in the most recent version of the Golden Rule of the University of Central Florida. Officers who do not meet these requirements during their term shall be resigned or removed.
Section 2: Additional Eligibility Criteria
Potential candidates for President, Vice President, Secretary, and Treasurer must be members of the official ACM SIGGRAPH organization. Potential officers must have been active student members for at least two consecutive semesters, including the semester of their nomination and election. The requirements of this section may be waived by a 2/3 affirmative vote of active student members, before nominations and elections.
Section 3: Officer Requirements
Officers must attend 80% of all officer meetings, membership meetings, and events unless they have an excused absence. Absences can be expunged by a 2/3 affirmative vote of officers.
Section 4: Titles and Duties
The officers of this organization shall include a President, Vice President, Treasurer, Secretary, and PR Manager. No officer will be permitted to hold more than one officer position at a time unless appointed to an interim position as per Article VI, Section 3.
The President shall:
- Supervise and coordinate the activities of the organization.
- Preside over all meetings and call all meetings to order.
- Maintain communication with the Office of Student Involvement and/or Student Engagement (Downtown) and ensure that all paperwork is current.
- Be one of three signers on financial documents.
- Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the Treasurer.
- Ensure that all officers are familiar with this Constitution, via a review to happen within one month of officer installation.
- Ensure that all officers are performing their duties as defined in this Constitution.
- Keep the advisor informed of the activities and functions of the organization.
- Be familiar with Robert’s Rules of Order to conduct meetings.
- Be familiar with the Golden Rule regulations as they relate to student organizations and communicate them to the organization as needed.
- Provide all documents and records about their responsibilities to the newly-elected President.
- Assign special projects to officers.
The Vice President shall:
- Assist the President in their duties.
- Assume the President’s responsibilities in their absence.
- Coordinate all conferences.
- Keep accurate records of all meetings in the Secretary’s absence.
- Plan and be responsible for all retreats and training of the organization.
- Perform an audit of all financial transactions of the organization once per semester.
- Provide all documents and records about their responsibilities to the newly-elected Vice President.
- Assist in special projects as assigned by the President.
The Treasurer shall:
- Keep an accurate account of all funds received and expended.
- Present a budget report of deposits and expenditures to the membership at least once per month, and as requested by the President, Vice President, advisor, or Office of Student Involvement and/or Student Engagement (Downtown).
- Be one of three signers on financial documents.
- Be responsible for collecting dues and notifying members who are delinquent in their payments.
- Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the President.
- Provide financial records sufficient to allow the Vice President to perform audits.
- Provide all documents and records about their responsibilities to the newly-elected Treasurer.
- Assist in special projects as assigned by the President.
The Secretary shall:
- Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.
- Keep accurate minutes and records of all meetings.
- Maintain an accurate list of members and their contact information.
- Prepare the organization’s Update Form to submit to OSI at the beginning of each semester, and when there are changes in organizational information over the semester.
- Take attendance at all meetings and maintain an attendance record.
- Prepare ballots for elections.
- Check eligibility for potential officers, before annual elections.
- Keep a copy of the constitution and have it available for members.
- Provide all documents and records about their responsibilities to the newly-elected Secretary.
- Assist in special projects as assigned by the President.
PR Manager
- In charge of social media management
- Announce events, meetings, and other information of interest
- Create banners and other social media content in support of communications
- Oversee the website and other social media outlets
- Assist in special projects as assigned by the President
Section 5: Voting Rights
All officers shall retain voting rights; however, the President shall only vote in the case of a tie, except for officer elections.
Section 6: Term of Office
The length of term of office shall be no longer than one year.
Article V—Selection of Officers
Section 1: Announcement of Elections
The President shall, at least one meeting prior, announce the date of the upcoming nominations and elections. They shall also state the eligibility criteria (as defined in Article IV, Sections 1 and 2) and that all active student members interested in running for an office should bring written proof of eligibility to the nominations/elections meeting.
Section 2: Nomination Process
The nomination of officers shall occur each academic year at the membership meeting held in March. One of the officers not running for office (preference determined by the order listed in Article IV, starting with the President) shall facilitate the nomination and election process at this meeting. If this is not possible, the facilitator will be selected by a majority vote of active student members.
Any active student member present may nominate someone or themselves for office by verbally nominating the individual during this procedure. However, the nominee must be considered eligible for an officer position (as defined in Article IV, Sections 1 and 2 as verified by the Secretary). Absentee/proxy ballots are not permitted in the nomination process.
Section 3: Election Process
The election of officers shall occur at the membership meeting held in March. The order of elections shall be President, Vice President, Treasurer, Secretary, and PR Manager. The organization may not proceed to the election of the next officer until the current one has been resolved.
The nominated candidates for each office will be given a chance to address the organization to discuss their qualifications and reasons why they should be selected for that office. Candidates will speak to the organization in alphabetical order by last name. Once each candidate for that office has had the opportunity to speak, all active student members present (minus the nominations/elections facilitator described in Section 1 above) will have the opportunity to vote by secret ballot. Absentee/proxy ballots are not permitted in the election process.
The nominations/elections facilitator will tabulate all votes immediately, in the presence of the organization. A candidate shall be elected by a majority of all votes cast by active student members. If no candidate receives a majority of votes, the top two candidates will immediately enter into a run-off election. In the event of a tie, the nominations/elections facilitator shall cast a vote to break the tie.
The nominations/elections facilitator will announce the new officer and ask if any active student member contests the count. If no active student member contests the count, the new officer shall take office as per Article V, Section 4. If an active student member contests the count, each candidate may select an active student member to supervise the recount. The nominations/elections facilitator will immediately recount all votes in the presence of the elected representatives. Once an officer is confirmed, the organization will proceed to elections for the next officer.
Section 4: Installation of Officers (April)
Newly elected officers shall take office immediately following the membership meeting in April and their term will end immediately following the membership meeting the next April. Current officers should assist in the transition and training of the officers-elect, from elections until installation. A change in officer information should be reported to the Office of Student Involvement and/or Student Engagement (Downtown), via Update Form, within 10 school days of installation.
Section 5: Re-election
Any officer may be re-elected; however, not for more than two consecutive terms in the same officer position. Officers cannot reappoint themselves for a subsequent term, they must be re-elected as described in Article V.
Article VI—Officer Vacancies
Section 1: Removal of Officers
Leadership may be revoked without a mutual agreement for non-participation, misconduct, failure to fulfill job duties, or violations of any provisions of the Constitution. The officer will be notified in writing of the possible removal from office at least 72 hours before the vote and will be allowed to address the organization to relate to members any relevant defense before the voting for removal. Any officer may be removed from office upon a 2/3 affirmative vote of active student members. The removed officer shall provide all documents relating to the organization and brief their replacement of current projects in their care.
Section 2: Resignation
Officers no longer wishing to serve on the board must submit their resignation to the President (or Vice President if the President is resigning) and advisor at least two (2) weeks in advance. Before the officer’s final day, they shall provide all documents relating to the organization and brief their replacement of current projects in their care.
Section 3: Filling Vacant Officer Positions
In the event an officer (besides President) is removed or resigns, the remaining officers will decide if the position is to be filled. If it is to be filled, the nomination and election process as stated in Article V will take place at the next membership meeting. The officers may appoint an interim officer to serve in the vacant position until the next membership meeting.
If the President is removed or resigns, the Vice President will assume the role of President upon a majority confirmation of the remaining officers. If not confirmed, the position of the President will be filled as per the paragraph above.
Each newly elected officer’s term shall end at the annual installation of officers in April. A change in officer information should be reported to the Office of Student Involvement and/or Student Engagement (Downtown), via Update Form, within 10 school days of the election.
Article VII—Meetings and Events
Section 1: Membership Meetings
The membership should meet at least once per month during the fall and spring semesters. Meetings are open to those defined in Article III, Section 1, and officers (except the President, unless otherwise stated) and active student members (unless otherwise stated) are allowed one vote per motion. The quorum required to conduct business is a majority of the officers and the organization’s active student members. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 2: Officer Meetings
The officers should meet at least once per month during the fall and spring semesters. Meetings are open to those defined in Article III, Section 1, and officers (except the President, unless otherwise stated) are allowed one vote per motion. The quorum required to conduct business is a majority of the officers. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 3: Calling Meetings
The President will be in charge of calling meetings and the Secretary will be responsible for notifying all members and/or officers at least 48 hours in advance, by e-mail and/or telephone. A majority vote of the officers or active student members may also call a meeting.
Section 4: Meeting Procedure
The President shall use their discretion as to the manner and process in which they preside over meetings. However, the President shall follow Robert’s Rules of Order in a given meeting if 2/3 of the active student members so request.
Section 5: Events
Events shall be held periodically during the fall and spring semesters. Events are open to those defined in Article III, Section 1. The President will be in charge of calling events and the Secretary will be responsible for notifying all members at least 48 hours in advance, by e-mail and/or telephone.
Article VIII—Advisor
Section 1: Selection
The advisor shall be selected by the officers. To be eligible to serve as the advisor, the person must be a contracted UCF (faculty or A&P), or Valencia College employee, as defined by Human Resources.
Section 2: Role and Authority
The advisor shall serve as a mentor to the organization, guiding the officers and members in developing and implementing programs and activities, as well as UCF and Valencia College policies and procedures. Additionally, the advisor will monitor the expenditures of the organization. The advisor has no voting rights. The advisor must be willing to obtain an appropriate level of experience, resource information, and knowledge related to the mission, purpose, and activities of the organization.
Section 3: Length of Term
The advisor has no term limit as long as they remain a contracted UCF or Valencia College employee.
Section 4: Removal and Replacement of Advisor
The advisor will be notified in writing of the possible removal at least 72 hours before the vote and will be allowed to address the organization to relate to members any relevant defense before the voting for removal. The advisor will be removed from a majority vote of active student members and their duties up. If an advisor is removed or resigns, a new advisor shall be elected within 15 school days. A change in advisor information should be immediately reported to the Office of Student Involvement and/or Student Engagement (Downtown), via Update Form.
Article IX—Finances
Section 1: Membership Dues
Otherwise, state: Membership dues shall be $35 per year or $25 per semester. Membership dues will be collected by the Treasurer during the fall and spring semesters only. All active student members, including officers, are required to pay membership dues. Full or partial refunds can only be granted upon a 2/3 affirmative vote of the officers.
Section 2: Budget Approval
The Treasurer (in conjunction with the President) shall create a budget for the fall and spring semesters. The officers and active student members must approve the budget within the first month of each semester. New expenditures, above $30, not approved in the semester budget must be approved by a vote of the active student members.
Section 3: Financial Authority
For the protection of the organization and its officers, it is required that two authorized persons approve all monetary transactions. Only the President, Treasurer, and Advisor can be signers with the organization’s financial institution. Organizational funds may be spent on items such as office supplies, events and activities, publicity, travel expenses, and conference fees, but will not be used for anything illegal under University, local, state, and federal laws. All funds must be deposited within 24 business hours after collection.
Section 4: Officer Transition
It shall be the responsibility of all account signers to change contact information, as well as assist in the update of new account signatures with the organization’s financial institution after each election. In addition, it is the outgoing Treasurer’s responsibility to compile and present all banking documents and information about the previous and current budget to the new Treasurer.
Section 5: Dissolution of Organization
If the organization ceases to exist, any funds remaining in the organization’s account shall be donated to:
International Child Art Foundation
International Child Art Foundation
1350 Connecticut Avenue NW, suite 1225
Washington, DC 20036
USA
202 530-1000
Article X – External Affiliations
ACM, ACM SIGGRAPH, and ACM SIGGRAPH Orlando Chapter work in affiliation with the organization. The organization helps host events with ACM SIGGRAPH, coordinates guest speakers, and is provided guidance. This Chapter is chartered by ACM. It is formed and will operate under the sponsorship of ACM and the SIG Governing Board. Affiliation requires maintaining the exchange of information between the organization and ACM via an annual report of financial and organizational activities, holding at least 4 events per year, and complying with all bylaws. There are no fees associated with the affiliation.
The rules and regulations of the external affiliate shall be followed when not inconsistent with the rules and regulations of this Constitution and the University of Central Florida.
Article XI – Committees
Committees may be formed by a vote of officers or active student members. At the time of formation, the process for committee member selection, chair selection, committee, and chair responsibilities must also be approved. Committees may be dissolved by a vote of officers or active student members.
Article XII—Publications and Advertising
Section 1: Compliance
All graphics and publicity of the organization must comply with the Golden Rule, Event Policies, Student Union and other building guidelines, and the UCF University Marketing Graphic Standards.
Section 2: Approval
The Secretary and President must unanimously approve all graphics and publicity (e.g., shirts, flyers, and other forms of advertising/marketing) before duplication and distribution.
Article XIII—Ratification and Empowerment
Section 1: Ratification
This constitution will become ratified by a 2/3 approval of the officers of the organization.
Section 2: Empowerment
This constitution will take effect only after it is approved by the Student Government Association and Office of Student Involvement and/or Student Engagement (Downtown).
Article XIV—Risk Management
Section 1: General
The organization will follow all risk management guidelines and procedures as provided by the Office of Student Involvement and/or Student Engagement (Downtown) or other university/college entities, regarding organizational activities, event planning, and group travel. Additionally, officers of the organization will continually review organizational procedures in an attempt to minimize any potential risks.
Article XV—Amendments
Amendments to the Constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a membership meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the following membership meeting and approved by a 2/3 affirmative vote of active student members. All amended constitutions must be submitted to the Office of Student Involvement and/or Student Engagement (Downtown) within two school weeks. The amendment shall not take effect until approved by the Office of Student Involvement and/or Student Engagement (Downtown).
History of Constitution
Created: 2/27/2003
Revised: 7/13/2007
03/24/2023
Chapter Bylaws
Article I – Name and Scope
1. This organization shall be called: the University of Central Florida ACM SIGGRAPH Student Chapter. In these bylaws it is referred to as the Chapter; the Association for Computing Machinery is referred to as ACM.
The scope of the Chapter is computer graphics and related activities.
Article II – Purpose
1. The Chapter is organized and will be operated exclusively for educational, artistic, and scientific purposes to promote the following:
a. An increased knowledge of and greater interest in modern computing in computer graphics
b. Greater interest in computing and its applications
c. A means of communication between persons having an interest in computer graphics
2. The Chapter will serve students at the University of Central Florida and other interested persons in the community.
3. This Chapter is chartered by ACM. It is formed and will operate under the sponsorship of ACM and the SIG Governing Board.
Article III – Membership
1. Membership in this organization is limited to any student paying Activity and Service Fees and is currently and/or continuously enrolled at the University of Central Florida and/or any Valencia College Downtown student meeting their institution’s eligibility.
2. Voting membership in the Chapter shall be granted to all active Chapter members.
3. Membership shall not be restricted according to race, creed, age, gender, disability, nationality, sexual orientation, economic status, veteran status, or parenthood.
Article IV – Officers
1. The officers of this Chapter shall be Chair, Vice-Chair, Secretary, and Treasurer. These individuals must be ACM Student Members and ACM SIGGRAPH Members. In addition, a Faculty Sponsor with an ACM Professional Membership and ACM SIGGRAPH Membership is required. Other officers may also be established.
2. The officers (except the Faculty Sponsor) shall be elected by a plurality of votes cast at the annual election meeting or via electronic voting and serve for a minimum of one year.
3. Appointment or nomination of an individual to an officer position within an ACM Chapter shall be in general limited to two full consecutive terms in the same position (except the Faculty Sponsor). This recommendation is intended to encourage the continuing infusion of new volunteers into the organization and to encourage officeholders to give thought to planning for their successors.
Article V – Duties of Officers
1. The Chair is the principal officer and is responsible for leading the Chapter and managing its activities by the policies and procedures of ACM and these bylaws.
2. The Vice Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter, and perform other duties that may be assigned by the Chair.
3. The Secretary shall keep the minutes of all the meetings of the Chapter. Other duties of the Secretary include:
a. Maintaining the records of the Chapter
b. Coordinating elections
c. Perform other duties as assigned by the Chair
d. Submission of any proposed amendment to these bylaws must be submitted to ACM Headquarters – Chapters Department. Proposed amendments must be approved before they can be submitted to the Chapters membership for a vote
4. The Treasurer is the chief financial officer of the Chapter. Duties of the Treasurer include:
a. Collecting dues, paying all bills, and maintaining records for the Chapter
b. Preparation of the chapter’s annual report and officer contact information and submission of these to ACM Headquarters via the online Chapter Administrative Interface
c. Perform other duties as assigned by the Chair
5. The Faculty Sponsor shall be a faculty member or full-time staff member of your school. Each Student Chapter has one Sponsor. The Faculty Sponsor shall be generally responsible for the activities of the Chapter.
Specifically, the Sponsor:
a. helps provide continuity from year to year as student leadership and personnel change
b. promotes good student-faculty relationships
c. helps maintain university standards in all activities of the Chapter
d. exercises financial supervision, if necessary, by promoting the prompt payment of bills and collection of dues, and overseeing the settlement of all accounts in the event of dissolution of the Chapter
e. represents the Chapter’s interests to the faculty and administration f. for high school Chapters and underage students, the Faculty Sponsor must attend and be present throughout every meeting that is held in the evening. If the appointed sponsor is not available, another faculty member may chaperone the meeting. If both are not available, a local area professional, previously investigated and approved by the school, can be assigned to supervise evening meetings.
Article VI – Meetings
1. The Chapter shall hold meetings only in places that are open and accessible to all members of the Association. The Chapter will conduct at least four (4) meetings a year for the general membership.
2. An annual election meeting should be held. At this meeting, the Treasurer will present the required reports. Also, the election of officers shall be held.
3. Notices of all meetings shall be distributed to all members at least one week before any meeting.
Article VII – Disbursements and Dues
1. Disbursements from the Treasury for Chapter expenditures shall be made by any active Chapter officer and shall be included in the minutes of its meetings.
2. Dues shall be fixed annually.
Article VIII – Amendment and Election Procedures
1. All proposed changes to these Chapter Bylaws shall be approved by ACM Headquarters – Chapters Department before being presented to the Chapter membership for a vote.
2. No official business of the Chapter shall be conducted unless a quorum is present. A quorum of the Chapter shall be defined as a majority of the voting membership of the Chapter.
3. Officers will be elected by a plurality of votes cast.
Article IX – Code of Conduct
1. Harassment or hostile behavior is unwelcome, including speech that intimidates, creates discomfort, or interferes with a person’s participation or opportunity for participation, in a Chapter meeting or Chapter event. Harassment in any form, including but not limited to harassment based on alienage or citizenship, age, color, creed, disability, marital status, military status, national origin, pregnancy, childbirth and pregnancy-related medical conditions, race, religion, sex, gender, veteran status, sexual orientation or any other status protected by laws in which the Chapter meeting or Chapter event is being held, will not be tolerated. Harassment includes the use of abusive or degrading language, intimidation, stalking, harassing photography or recording, inappropriate physical contact, sexual imagery, and unwelcome sexual attention. A response that the participant was “just joking,” or “teasing,” or being “playful,” will not be accepted.
2. Anyone witnessing or subject to unacceptable behavior should notify a Chapter officer or ACM Headquarters.
3. Individuals violating these standards may be sanctioned or excluded from further participation at the discretion of the Chapter officers or responsible committee members.
Article X – Dissolution of the Chapter
1. Dissolution of this Chapter by consent of the members shall consist of unanimous agreement of all its officers together with a majority vote at a meeting which has been publicized in advance to all members of the Chapter to take this vote.
2. Should this Chapter be dissolved, its assets and liabilities shall be transferred to ACM and shall be supervised by the ACM Director of Finance. Funds given to the Chapter from the University shall be returned to the University.