UB ACM Constitution

Article I: Name

  1. This organization shall be called University at Buffalo Association for Computing Machinery Student Chapter, which can be shortened to its acronym UB ACM.
  2. In these Bylaws, the following shorthands are used to refer to its associated organization:
  1. UB: University at Buffalo
  2. Chapter: UB Association for Computing Machinery Student Chapter
  3. ACM: Association for Computing Machinery, the parent organization
  4. SA: UB Undergraduate Student Association
  5. SEAS: UB School of Engineering and Applied Sciences
  6. CSE: UB Computer Science and Engineering department

Article II: Purpose

  1. The Chapter is organized and will be operated exclusively for educational and scientific purposes to promote the following:
  1. An increased knowledge of and greater interest in the science, design, development, construction, languages, management and applications of modern computing.
  2. Greater interest in computing and its applications.
  3. A means of communication between persons having an interest in computing.
  4. Assist members in finding their path to a career in computer science, whether their interests are in academia or industry.
  1. The Chapter will serve students at UB and other interested persons in the Greater Buffalo, New York community.
  2. The Chapter is chartered by ACM and officially recognized by SA and SEAS.

Article III: Membership

  1. Membership in the Student Chapter shall be open to all ACM members and nonmembers. Membership is open to any member of UB.
  2. Membership shall not be restricted according to race, creed, age, gender, disability, nationality, sexual orientation, economic status, veteran status, or parenthood.
  3. The Voting Membership in the Chapter shall be granted to people who:
  1. are enrolled undergraduate students (SA requirement), and
  2. logged a minimum of three events organized by the Chapter within one academic year in the Chapter’s attendance records.

Article IV: Officers

  1. A Faculty Sponsor with an ACM Professional Membership is required.
  2. The officers of this Chapter shall be: (minimum set by ACM and SA)
  1. President (Also referred as the Chair by ACM)
  2. Vice President
  3. Treasurer
  1. Other officers may also be established by the President from time to time with the advice and consent of the Executive Committee. Examples include but are not limited to:
  1. Vice Chair
  1. In the absence of a Vice Chair, the Treasurer and Vice President will assume the responsibilities of the Vice Chair.
  1. Secretary
  1. In the absence of a Secretary, the President will assume the responsibilities of the Secretary.
  1. Public Relations Chair
  1. In the absence of a Public Relations Chair, the President will assume the responsibilities of the Public Relations Chair.
  1. Events Coordination Chair
  1. In the absence of an Events Coordination Chair, the Secretary will assume the responsibilities of the Events Coordination Chair.
  1. Software Engineering Chair
  1. In the absence of a Software Engineering Chair, the Secretary will assume the responsibilities of the Software Engineering Chair.
  1. Only Chapter members part of the Voting Membership are eligible to run for an elected officer position.
  2. The officers shall be elected by a plurality of the votes cast at the annual election meeting or via electronic voting and serve for one year starting on May 15th or the end of the University at Buffalo academic year, whichever is later.
  3. Only full-time or part time undergraduate students of the University at Buffalo are allowed to hold an executive board position (SA requirement).
  4. Appointment or nomination of an individual to the President, Vice President, and Vice Chair position in the Chapter shall be in general limited to two full consecutive terms in the same position.
  5. Officers may be removed from office by a two-thirds majority vote of the total Voting Membership. If an office vacancy exists for any reason, including resignation or subsequent officer ineligibility, a special election meeting shall be held. A replacement officer shall be elected by a plurality of the votes cast and shall serve for the remainder of the term.

Article V: Duties of Officers

The following is a non-exhaustive list of responsibilities for each Officer position of the Chapter. Additional responsibilities may be delegated to Officers by the President and/or Executive Committee as needed.

  1. President (also Chair) is responsible for:
  1. Scheduling and facilitating Leadership meetings.
  2. Serving as and fulfilling the duties of an ACM Chair
  3. Serving as the Chief Executive Officer of the Chapter
  4. Enforcement of the Chapter’s constitution
  5. Chairing the Executive Committee
  6. Overseeing the various Standing and Temporary Committees
  7. Acting as the Chapter’s main communicator for SEAS and CSE.
  8. Being the official representative of UB ACM both inside and outside the UB community.
  9. Ensuring Chapter initiatives, programs, and functions are carried out in a timely and orderly fashion.
  10. Upholding the responsibilities of other officers.
  11. Managing Chapter resources as the main administrator and providing access to other officers and appropriate Chapter members to, including but not limited to:
  1. Chapter cloud storage, public calendar, GitHub organization, communication mediums (Slack), etc.
  2. SA administration panels (SAFE, UBLinked, etc.)
  3. Clubroom and storage room keys/card access
  4. Passwords to Chapter email (ubacm.org@gmail.com), ACM Chapter Administrative Interface (http://campus.acm.org/public/chapters/), social media accounts, etc.
  1. Vice President is responsible for:
  1. Discharging the duties of President as Acting President upon written authorization of the president; the President may revoke such authorization at any time upon notice to the Vice President.
  2. Jointly presiding over and Chairing the Membership and Publicity Committee.
  3. Assisting the President in coordinating Chapter operations and representing the President on occasions designated by the President.
  4. Acting as the Chapter’s main communicator for SA.
  5. Ensuring the Chapter maintains a good standing with SA, with tasks including but not limited to:
  1. Ensuring the Chapter fulfills the 2/2/2/2 SA requirements
  2. Ensuring the Chapter’s attendance in all mandatory SA meetings
  1. Represent and protect the Chapter’s interests in SA.
  2. The Vice President shall have access to the SA club administration panel (UBLinked).
  3. Overseeing the activities and progress of the weekly events.
  4. Taking care of any club/chapter spaces.
  1. Vice Chair is responsible for:
  1. Acting as the Chapter’s main communicator for ACM.
  2. Ensuring the Chapter maintains a good standing with ACM, with tasks including but not limited to:
  1. Updating and maintaining the ACM Chapter Administrative Interface with accurate information
  2. Ensuring the President, Vice Chair, Treasurer, and Secretary officers are registered as Chapter Officers on the ACM Chapter Administrative Interface
  3. Add new Chapter members on to the Chapter Member list on ACM Chapter Administrative Interface at the end of every academic semester
  4. Submitting the Annual Report to ACM
  1. Represent and protect the Chapter’s interests in ACM.
  2. Presiding over the Education Committee.
  3. Jointly presiding over the Audit Committee.
  4. Submit the Chapter’s activities and achievements for consideration for the ACM Student Chapter Awards.
  5. Overseeing the activities and progress of the recurring events and event series (Hack Nights, etc.).
  6. The Vice Chair shall have access to the ACM Chapter Administrative Interface
  1. Treasurer is responsible for:
  1. Accurately documenting and maintaining the financial records for the Chapter, including funds made available for use through SA and purchases through SEAS.
  2. Securing funds via sponsorships and donations, including working with SA and the UB Philanthropy and Alumni Engagement Office of Corporate and Foundation Relations.
  3. Presiding over the Finance Committee.
  4. Jointly presiding over the Audit Committee.
  5. Creating budgets for proposed Chapter events, programs, promotional materials, and activities.
  6. Understanding the rules, regulations, and guidelines imposed by UB, SA, and SEAS relating to finances.
  7. Understanding the processes in order to use SA funds and make purchases with SEAS.
  8. Managing the budget and expenditures of the Chapter.
  9. Working with other officers to make purchases.
  10. The Treasurer shall have access to the SA SAFE portal.
  1. Secretary is responsible for:
  1. Writing down meeting minutes at Chapter Leadership and Executive Officer meetings.
  2. Organizing event dates and weekly meetings.
  3. Actively maintaining the Chapter website and public calendar with up-to-date information.
  4. Documenting Chapter processes and knowledge, and work with and ask for help from other officers to make sure such documentation is up-to-date.
  5. Making weekly announcements for upcoming events through the Chapter’s communication mediums like email listserv, communication mediums (Slack), etc.
  6. Managing communication with UB students, professors, and other campus groups.
  1. Public Relations Chair is responsible for:
  1. Designing and distributing flyers and other promotional materials, including but not limited to:
  1. Sending promotional materials to any external organizations for promotion of events, programs, and activities
  2. Putting up posters and flyers
  1. Moderating the online UB ACM community and upholding it to the standard of the Code of Conduct.
  2. Jointly presiding over the Membership and Publicity Committee.
  3. Maintaining a good relationship with the UB and Greater Buffalo community.
  4. Organizing in-class and in-person Chapter announcements.
  5. Communicating with new external organizations, potential guest speakers, and interested sponsors.
  6. The Public Relations Chair shall have access to all social media channels.
  1. Events Coordination Chair is responsible for:
  1. Handling location logistics, such as booking rooms through channels such as SA and CSE.
  2. Making sure events run smoothly on the day-of with tasks including but not limited to:
  1. Making sure the event’s planned activities are executed as intended
  2. Making sure Chapter members are marked for attendance
  3. Making sure conflicts are resolved peacefully and remove problematic event attendees
  4. Ensure events are following safety guidelines and building codes
  1. Presiding over the Program Committee.
  2. Communicating with external organizations, guest speakers, and sponsors who have standing relationships with the Chapter.
  3. Acting as the Chapter’s UB Club Safety Officer.
  1. Software Engineering Chair is responsible for:
  1. Managing the Chapter’s technology infrastructure.
  2. Onboarding and training interested Chapter members on maintaining and developing new projects/features on the Chapter’s technology infrastructure.
  3. Presiding over the Technology Committee.
  4. Coordinating with other project-based organizations to provide Chapter members with a variety of projects (e.g. Inve[n|s]t, Blackstone LaunchPad).

Article VI: Executive Committee

The Executive Committee shall consist of the Officers found in Article IV, Faculty Sponsor, and with approval of the Executive Committee positions that exist from exercising the power in Article IV § 3.

  1. The President would be the presiding officer and Chair of the Executive Committee and all its meetings.
  2. All standing committees report to the Executive Committee and the President in particular.
  3. The Executive Committee is responsible for the overall operations of the Chapter and the coordination of the Chapter with other organizations including SEAS, SA, and ACM as required. The executive power shall be vested in the Executive Committee and is tasked with the management, oversight, and execution of the Chapter and associated functions.
  4. Additional members such as those holding Officer positions as consequence from the power in Article IV § 3 or committee chairpersons may be added to the Executive Committee with approval from the Executive Committee.

Article VII: Committees

  1. Standing Committees - The standing committees of the Chapter shall include Program, Finance, Education, Membership and Publicity, and Technology. The Chairperson of each Standing Committee decides on the size, membership, and meetings of that committee. Any member of the chapter can be chosen by the Committee Chair to be a member of the corresponding Standing Committee. The President acting in conjunction with the Executive Committee can overrule any membership decision of any Standing Committee.
  1. Program Committee is presided over by the Events Coordination Chair and shall plan and make arrangements for the technical programs of the Chapter’s meetings in accordance with the membership’s interests and the aims of the Chapter as set forth in Article II.
  2. Finance Committee is presided over by the Treasurer and helps the Treasurer in keeping all accounts for the Chapter as needed and in creation of the Annual reports to be submitted to the ACM headquarters or other organizations such as SA.
  3. Education Committee is presided over by the Vice Chair. The Education Committee oversees the educational activities of the Chapter including arranging research presentations, student competitions, forums for exchange of ideas regarding Computing, and etc.
  4. Membership and Publicity Committee is jointly presided over by the Vice President and Public Relations Chair. The Membership and Publicity Committee helps in recruitment and retention of UB students for the Chapter including recruitment towards ACM Student Membership. Additionally the committee shall maintain a mailing list and/or keep track of Slack (or other mediums of communication) and publish and distribute all notices and publicity for and to the members of the Chapter.
  5. Technology Committee is presided by the Software Engineering Chair. The Technology Committee helps in the use of technology is Chapter operations like Website creation and maintenance and creation of additional software for the Chapter etc.
  1. Temporary Committees- With the advice and consent of the Executive Committee the President may appoint temporary committees as appropriate whenever needed. The President and Executive Committee acting in conjunction shall decide the scope and charge of such temporary committees. All temporary committees must be presided over by a member of the Chapter, including members of the Executive Committee. Any member of the chapter can be chosen by the Committee Chair to part of the corresponding Temporary Committee. The President in conjunction with the Executive Committee can overrule any membership decision of any Temporary Committee.
  1. An Audit committee is formed every year before the end of the fiscal year. The committee is jointly presided over by the Vice Chair and Treasurer. The committee is responsible for auditing the annual financial report prepared by the Finance Committee before submitting to ACM Headquarters or other organizations.
  2. Other Temporary Committees may be established from time to time by the Executive Order of the President acting in conjunction with the Executive Committee.

Article VIII: Meetings

  1. The Chapter shall hold meetings only in places that are open and accessible to all members of ACM (ACM requirement).
  2. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.
  3. The Chapter must hold a minimum of (SA 2/2/2/2 requirement):
  1. Two SA-qualified meetings (a gathering of Chapter members fewer than 10 people)
  2. Two SA-qualified events (a gathering of Chapter members greater than or equal to 10 people)

Article IX: Communication

  1. Private communication must remain private to the parties the message is originally sent to. Anyone, including Chapter officers, must not access such messages unless consented to by one of the parties the message is originally sent to. A warrant is required to access the contents of the messages.

Article X: Disbursements and Dues

  1. The Chapter may not enact or vote on mandated dues under any circumstance. Dues must be voluntary. Dues may not be used as a criterion for Voting Membership (SA requirement).
  2. Disbursements from the Treasury for Chapter expenditures shall be made by the Treasurer and documented in a shared folder accessible by all of the officers.
  1. If the Treasurer is unable to make disbursements, the responsibility falls to the next officer, in the order from the top of the list of officers to the bottom of the list of officers in Article V.

Article XI: Amendment and Voting 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 (ACM requirement).
  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 (ACM requirement).
  3. Officers will be elected by a plurality of votes cast (ACM requirement).

Article XII: 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. Any person found in violation of these standards or are continually disruptive and/or disrespectful may be sanctioned or excluded from further participation, including all Chapter-related events and communication mediums, on the discretion of the Chapter’s officers. If the person in question is an officer, they will recuse themselves from handling the incident.
  3. Anyone violating civil and criminal laws and university rules must be and will be reported to SA, SEAS, and/or the University at Buffalo campus police on the discretion of the Chapter officers.

Article XIII: 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 for the purpose of taking this vote.
  2. Should this Chapter be dissolved: Because unspent SA account funds belong to the SA and all funds from SEAS belong to SEAS, and not to the Chapter, any such remaining funds shall be returned to the SA (SA requirement). Funds used to make purchases with SEAS are on a request-basis and are never owned by the Chapter. Chapter assets and liabilities shall be transferred to ACM and shall be supervised by the Membership Activities Board (ACM requirement).