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University of Windsor Computer Science Society

Constitution

Article 1.

Section 1 - Name

The name of this organization shall be the Computer Science Society.

Section 2 - Purpose

The objective of the society shall be to promote an interest in Computer Science and to enhance the lives of computer science students on campus.

Section 3 - Membership

Society Membership shall consist of:

  1. All students who are currently enrolled on a full time basis at the University of Windsor majoring in a program offered by the department of Computer Science.
  2. Any student at the University of Windsor, who is not otherwise covered by part a, may purchase a membership for $10 per semester.

Article 2.

Section 1 - Positions

CSS Org Chart

Section 1.1 - Executive Positions

The society's Executive Positions shall consist of the following positions:

  1. President
  2. Vice President
  3. Treasurer
Section 1.2 - Council Positions
  1. Head of Events
  2. Event Organizer
  3. Event Coordinator (3)
  4. Head of Societal Development
  5. Merchandising Coordinator
  6. Social Media Coordinator
  7. Head of Technology
  8. Career Advisor
  9. First Year Representative (2)
  10. Second Year Representative
  11. Senior Representative
  12. Secretary

Section 2 - Term

The Executive shall take office on May 1st, for a 12-month term.

Duties of the Executive

The President shall:

  1. Preside over all meetings.
  2. Represent the society in its relations with other organizations and individuals or assign a designee in his/her place.
  3. Direct the activities of the executives and council members.
  4. Submit a report to the incoming executive detailing the activities of the previous year.
  5. Be an ex-officio member on all committees of the society.

The Vice President shall:

  1. Report to the President
  2. Maintain liaison between the Department of Computer Science and the Computer Science students regarding academic issues and policies.
  3. Shall act in the place of the President, where conflicts prohibit the president from acting or the president is unable to act.
  4. Be responsible for managing student experience heads (i.e. Head of Technology, Career Advisor, and Head of Events).

The Treasurer shall:

  1. Report to the President
  2. Be responsible for all society finances including possession of society bank card.
  3. Collect and keep record of voluntary membership dues.
  4. Ensure society records reflect the accurate financial position of the society at all times.
  5. Event costs shall be subject to audit by the membership.
  6. Submit an annual report detailing the society's budget for the past year.
  7. Review the financial records with members of the executive at least once a semester.
  8. Be responsible for overseeing the societal development team (i.e. Head of Societal Development)

The Head of Events shall:

  1. Report to the Vice President
  2. Be responsible for brainstorming events for the benefit of the social and academic life of students.
  3. Manage the entire events team (i.e. Event Coordinators and Event Organizer) by passing information to the organizer to schedule certain events and coordinating with Event Coordinators to ensure that they are attending events.
  4. Be the final say in which events we will host and create polls if we want the students to decide which events they want.
  5. Be responsible for posting events on the CSS website, Discord, and email and work with the Social Media Coordinator to advertise on social media

The Event Organizer shall:

  1. Report to the Head of Events.
  2. Be responsible for communicating with venues to organize, schedule, and gather pricing events.

The Event Coordinator(s) shall:

  1. Report to the Head of Events
  2. Be responsible for attending events and help manage the events while they are happening.
  3. Be in constant communication with the Head of Events to help arrange and organize the events, as well as organizing the payment method in an organized fashion.
  4. Be responsible for photographing or recording events to post on social media and share the photographs/videos with the Social Media Coordinator.

The Head of Societal Development shall:

  1. Report to the Treasurer
  2. Be responsible for leading the Societal Development team (i.e. Merchandising Coordinator, Social Media Coordinator)
  3. Be responsible for planning and executing strategies to grow the Computer Science Society.
  4. Be responsible for increasing our income by means of fundraising and promotion.
  5. Be responsible for growing society presence on campus by means of marketing, social media and promoting events.

The Social Media Coordinator shall:

  1. Report to the Head of Societal Development.
  2. Be responsible for marketing any society activities and events through our social media channels (e.g. Instagram, Facebook)
  3. Be responsible for marketing other CSS/CS related items to the social media channels.
  4. Be responsible for posting photos/videos from events to social media channels including the CSS website and Discord.

The Merchandising Coordinator shall:

  1. Report to the Head of Societal Development
  2. Be responsible for all things related to Computer Science merchandise (e.g. sweaters).
  3. Communicate with vendors to get quotes and work with the Treasurer to secure payments for merchandise.
  4. Brainstorm ideas for merchandise and strategies related to merchandise.
  5. Host/organize any design contests with the students (e.g. sweater design contest)

The Head of Technology shall:

  1. Report to the President
  2. Be appointed via interview process, conducted by executive Computer Science Society executives.
  3. Be responsible for development, debugging, implementation of changes, and maintenance of the Computer Science Society website.
  4. Be responsible for managing the Computer Science Discord including channels, bots, roles, etc.

The Career Advisor shall:

  1. Report to the Vice President
  2. Actively brainstorm workshops, ideas, tools, etc. to improve the careers of our students.
  3. Host workshops related to internships and co-op, resume workshops, etc.

The First Year Representative(s) shall:

  1. Report to the executives
  2. Be responsible for representing the views and concerns of first year students to the executives.
  3. Be responsible for representing the executive to all first year members of the Society.
  4. Be responsible for making announcements at the beginning of first year lectures to make members aware of society events.

The Second Year Representative shall:

  1. Report to the executives
  2. Be responsible for representing the views and concerns of second year students to the executive.
  3. Be responsible for representing the executive to second year members of the Society.
  4. Be responsible for making announcements at the beginning of second year lectures to make members aware of society events.

The Senior Years Representative shall:

  1. Report to the executives
  2. Be responsible for representing the views and concerns of third and fourth year students to the executive.
  3. Be responsible for representing the executive to all third and fourth year members of the Society.
  4. Be responsible for making announcements at the beginning of third and fourth year lectures to make members aware of society events.

The Secretary shall:

  1. Report to the executives
  2. Be appointed by the president and ratified by the remaining executive at the first regular meeting and from the membership of the society.
  3. Be responsible for scheduling meetings by determining the best time for members, the location, and sending calendar invites.
  4. Be responsible for taking notes during meetings.

Article 3.

Section 1 - Regular Meetings

Regular meetings of the society shall be held at least once per semester during the academic year.

At least one week's notice with agenda shall be given before all meetings. Quorum for regular meetings shall be thirteen members.

Section 2 - Executive Meetings

Executive meetings shall be held as required. At least 48-hours notice shall be given before all Executive meetings. Quorum for executive meetings shall be 50% rounded up members of the Executive.

Section 3 - General Meeting

The general meeting of the society shall be held annually during the month of March, and shall include reports from the outgoing executive, any committee reports, the election of executive officers, budget presentation, and any new or old business.

At least two weeks notice with agenda shall be given before the meeting, stating the time, date and place of the meeting. Quorum for general meetings shall be twenty-one (21) members.

Section 4 - Additional Requirements

Any two executives, the president, or three members may call a regular meeting. The president or the executive shall determine the date of the meeting within one week of the request. If a request has been made within the last month, the president can defer a meeting to ensure no more than one meeting a month.

The president can, with the agreement of half the executives, disregard requests for meetings. A further request of at least ten members can override this provision.

Article 4.

Section 1 - Election of Officers

Elections are to be held annually under the auspices of the University of Windsor Students' Alliance (UWSA) where they are capable of carrying out said elections. An annual election shall take place in March, with offices filled in May. Any positions not filled in the annual election may be appointed on a temporary basis by a simple majority of the Executive at an executive meeting.

The first year representative, and any positions not elected in the annual election (including positions temporarily held), shall be elected during the first month of the fall semester.

The elected positions shall be all positions except Head of Technology and Secretary.

The President and Vice President positions are restricted to individuals who have held a previous position in the Computer Science Society.

In the event of no new executive being elected, a group of Computer Science students may petition the UWSA VP Administration to represent the Computer Science Society on a temporary basis subject to election in the first month of the fall semester.

Section 2 - Removal of Executive or Council Member

In the event that a member is not fulfilling their responsibilities, the following procedure shall take place:

  1. The President will meet with the member to discuss concerns raised by the membership.
  2. If, after one week, the member is still not found to be fulfilling their responsibilities, the President shall issue a written warning.
  3. After an additional week, if the member is still not found to be fulfilling their responsibilities, a meeting will be called to determine whether the individual will retain their position.

Note: In the event the member in question is the President, the Vice President will conduct the above procedure.

Section 3 - Meeting to Remove an Executive or Council Member

An Executive meeting shall be called to determine whether a member shall continue to retain their position.

  • At least one-week notice shall be given before the meeting. The member in question will be given an opportunity to address any issues and concerns raised, answer any questions as well as provide reasons why they should continue to hold their position.
  • Voting shall take place by secret ballot.
  • Quorum for the meeting shall be all of the executives, not including the accused.
  • If quorum is not met, or in the event that a two-thirds vote is not obtained, the individual shall retain their position.
  • No minutes shall be published for this meeting, beyond the immediate result.

Section 4 - Constitutional Amendments

The constitution can be amended at a regular meeting, or a general meeting, with a three-fourths majority vote.

Any amendments must be announced one week prior to either meeting.

Section 5 - Interpretation of Bylaws

These bylaws are to be interpreted by the Executive.

Section 6 - Conflicts with UWSA Policy

Nothing in this instrument shall be read to contradict UWSA rules regarding clubs or societies. In the event where a contradiction shall occur, the rules of the UWSA shall have precedent.

Section 7 - Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern CSS in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order CSS may adopt.

Section 8 - Resignations

An executive member may resign from their position by submitting a written notice to the Executive at least two weeks in advance. The President shall be responsible for filling the vacant position, by appointment or election, as the President deems necessary.

In the case of the resignation of the President, the position shall be filled by the Vice President until the next election.

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