New York Eta Chapter
UPSILON PI EPSILON ASSOCIATION
at Rensselaer Polytechnic Institute
An Honor Society for the
Computing and Information Disciplines
Article I: Scope of the By-Laws
- These By-Laws shall govern the conduct of the Chapter in those matters not specifically treated in the Constitution.
- Provisions of these By-Laws shall be subordinate to those of the Constitution.
Article II: Elections of the Officers and the Faculty Advisor
- The Officers and the Faculty Advisor of the Chapter shall be elected during the first General Body Meeting of the Second-to-Last month of the academic year, after the election of new Members and before their initiation.
- The officers of this chapter shall be elected by secret ballot and there shall be no voting of proxies allowed.
- The Faculty Advisor shall be elected from the Computer Science teaching staff immediately following the election of the Officers.
- Installation of the Officers and the Faculty Advisor shall take place immediately following their election. The new Officers and Faculty Advisor will assume their duties upon installation.
Article III: Attendance
- The Officers and Cabinet members shall be required to attend all General Body Meetings of the Chapter.
- Members shall attend all General Body Meetings of the Chapter . Any Member failing to attend at least two of any four consecutive meetings, shall automatically revert to Inactive status.
- Restoration of a Member to Active status shall be by affirmative vote of a two-thirds majority of the Council and the payment of all outstanding dues to the Chapter.
- Upon receipt of a written application setting forth good and sufficient cause, the Officers may grant a member an excuse for attendance of General Body Meetings for a specified period of time, but they must continue to pay all dues and fees of membership.
Article IV: Meetings of the General Body
- The Chapter Members shall meet a minimum of twice per month during the academic year for General Body Meetings as scheduled by Upsilon.
- Should Upsilon be unable to attend a General Body Meeting, another Officer or Cabinet member will preside over the meeting following this chain of succession: Pi, Epsilon, Enforcer, Treasurer, Historian, and Recruiter. Should all officers and cabinet members be unable to attend, the meeting will be rescheduled for a different date.
- All meetings of the Chapter shall have formal minutes taken, which shall include meeting attendance. Complete meeting minutes shall be sent to the Advisor within five days of the adjournment of the meeting.
- Special Meetings may be called by Upsilon, the Executive Council, or by petition of one-half of the Active Members of the Chapter.
- The quorum shall consist of two-thirds of the Active Members of the Chapter in the conduct of the business of the Chapter.
- All forms of Chapter ballots at meetings shall be won by a simple majority vote of the Active Members.
- Except as specifically stated in the Constitution and By-Laws, the parliamentary guide for the conduct of all meetings shall be Robert’s Rules of Order.
- The order of conduct of a General Body Meeting shall be as follows:
- Call to order
- Roll call
- Reading and approval of minutes
- Officer reports
- Cabinet reports
- Committee reports
- Unfinished business
- New business
- Initiation of new Members may be conducted at a General Body Meeting or at a Special Meeting called for the purpose.
- Notification of all Active Members shall be given by the Secretary one week prior to a Special Meeting. The notification shall state the purpose of the meeting. No business other than that for which the meeting was called shall be conducted at a Special Meeting.
Article V: Eligibility and Election of Members
- The eligibility of students and faculty for membership in the New York Eta Chapter of the Upsilon Pi Epsilon Association shall be determined as follows:
- A graduate student must be a candidate for a graduate degree in the computing and information disciplines, and must have completed at least fifteen credit hours for graduate credit. Further, they must have a grade point average of at least 3.5, exclusive of research and seminar courses.
- An undergraduate student must be a candidate for an undergraduate degree in the computing and information disciplines, and must have completed at least forty-five credit hours for undergraduate credit, including sixteen credit hours in the basic courses in the computing and information disciplines. Further, they must have a grade point average of at least 3.0, with a grade point average of at least 3.3 in all computer science coursework, and must rank in the top thirty-five percent of computing students satisfying the credit requirement.
- A faculty member must have been teaching in the computing and information disciplines or in a field closely related to the computing division at Rensselaer Polytechnic Institute for at least one year in order to be eligible for membership. They must have been in responsible charge of development, preparation, or presentation of courses, or in charge of research in the computing field. Achievements in research and teaching shall determine eligibility for a faculty member.
- Former students, who at the time of their completion of degree requirements in the computing science program satisfied the grade point average and class rank requirements of subsections a or b of this article, shall be eligible for election to membership in this chapter of the Association.
- Students, former students, and faculty members who do not qualify under the provisions of the previous subsections, but whose achievements in and contributions to the computer science field qualify them, in view of the Membership Committee, shall be eligible for election to membership in this chapter of the Association.
- All candidates for election to membership, qualified according to the previous section, shall be reviewed by the Membership Committee. Those reported favorably by the Committee shall be proposed for elections.
- There shall be two elections of new Members each academic year during a General Body Meeting held before six weeks from the end of each semester.
- The Membership Committee shall prepare a list of all eligible candidates and the applications of eligible candidates shall be submitted to the Members of the Chapter for final screening.
- All candidates must be discussed individually by name, and the balloting for their election shall be carried out simultaneously with all other candidates by way of affirmative approval marked on the candidate’s application. In case a candidate fails a first ballot, they may be discussed further, and a second and final vote shall be taken.
- Election of a candidate to membership shall be by majority affirmative vote by the Active Members present and voting.
- The maximum number of Members shall not be limited.
- The names of those elected to membership shall be given to the Secretary, who shall then issue invitations to become members of the Association, and of the Chapter.
- Failure of a member-elect to notify the chapter of their acceptance of the invitation to membership within two weeks of its issuance shall constitute notice of refusal.
- Membership should not be offered to a particular individual a second time if such membership has been previously declined by that individual for any reason with the exception of hardship cases.
Article VI: Finances
- The minimum cash balance at the end of each school year shall be one dollar. Any deficiency from this amount shall be made up by an assessment of the active members.
- The initiation fee charged each new member by the chapter shall be Twenty dollars, in addition to that of the Upsilon Pi Epsilon Association (a one-time fee payable to the Association).
- Annual dues payable to the chapter shall be Ten dollars, in addition to the dues of the Association.
- Each initiate shall be required to pay all dues and initiation fees prior to their initiation.
- One week prior to the Regular Election of officers, the Treasurer shall submit to Upsilon and faculty advisor a written statement of the financial condition of the chapter. At the election, this will be submitted to the Chapter and entered into the minutes upon acceptance by the chapter.
- Special assessments may be made at any time, upon approval by three-fourths of the active members of the chapter.
Article VII: Initiation
- The initiation of new members shall be held within two weeks of the time of their election.
- The initiation shall specifically avoid any practice which conflicts with Rensselaer Polytechnic Institute regulations or which constitutes an attack on the personal dignity of the initiates. The activities shall be devised to stimulate the candidate’s interest in computer science and to acquaint them better with members of the Chapter.
Article VIII: Adoption and Amendment
- These By-Laws shall become effective immediately upon adoption.
- These By-Laws shall remain in effect until revised or amended.
- A provision of these By-Laws may be temporarily suspended by a three-fourths vote of the active membership of the chapter.
- A two-thirds affirmative vote of the active membership of the chapter shall be required for the adoption of an amendment to these By-Laws.