New York Eta Chapter
UPSILON PI EPSILON ASSOCIATION
An Honor Society for the
Computing and Information Disciplines
Article I: Name and Objective
- The name of this organization shall be the New York Eta Chapter (or “the Chapter”) of Rensselaer Polytechnic Institute of the Upsilon Pi Epsilon Association (or “the Association”), an honor society in computing and information disciplines.
- The object of the Chapter shall be the promotion of high scholarship and original investigation in the various fields of the computing and information disciplines.
- The Chapter shall be located at Rensselaer Polytechnic Institute in Troy, NY 12180.
Article II: Government
- The Chapter shall be governed according to this Constitution, together with Amendments to the same, and by the By-Laws enacted to provide for those governmental functions of a more routine nature.
- The By-Laws of the Chapter shall be adopted and changes thereto enacted by an affirmative vote of two-thirds of the Active Members of the Chapter.
- The provisions of this Constitution shall be subordinate to those of the Constitution and By-Laws of the Association.
- The Chapter shall be governed by the Executive Council (or “the Council”), consisting of the Faculty Advisor (or “the Advisor”), the Officers, and the Chapter Cabinet (or “the Cabinet”). No individual may hold more than one position on the Council.
Article III: Officers
- The Officers of the Chapter shall number three and shall consist of Upsilon (or “the President”), Pi (or “the Vice-President”), and Epsilon (or “the Secretary”).
- The primary responsibility of Upsilon is to ensure all Chapter actions and activities accomplish the objective of the Chapter and ensure the future success of the Chapter.
- The responsibilities of Upsilon include, but are not limited to, the calling and presiding of General Body Meetings, the appointment of the Cabinet members, and the management of this Constitution and the enforcement and execution of the Rules therein.
- Upsilon shall report on the state of the Chapter's overall activities during at least one General Body Meeting of the Chapter per year during the final month of their term.
- The responsibilities of Pi include, but are not limited to, the management and scheduling of all Chapter activities and services and the recruitment and initiation of new Members.
- Pi shall perform the responsibilities of Upsilon in the absence of Upsilon. They shall also become Upsilon in case of the resignation or disability of Upsilon.
- The responsibilities of Epsilon include, but are not limited to, the recording of all transactions of the Chapter, the taking of Minutes of General Body Meetings, the collection of minutes of any committees, the management of the Treasury, and the management of the History.
- The Officers of the Chapter each shall serve a term of one Year from the month of the most recent Regular Election.
- The Chapter shall hold Regular Elections for the positions of the Officers during a General Body Meeting once during the academic year. Nominations for an Officer position shall be held by the present Active Members, though Upsilon must make and announce their nominations for all Officer positions at the beginning of the Elections. All Elections shall be won by simple majority vote.
- Should Upsilon resign or no longer be able to fulfill their responsibilities to the Chapter, Upsilon shall hold a Special Election to elect, by a simple majority vote, a new Upsilon for the remainder of Upsilon's term.
- Vacancies in any Officer position other than Upsilon shall be filled by appointment by Upsilon with the approval of the Executive Council.
Article IV: Faculty Advisor
- The Faculty Advisor shall be a member of the Computer Science teaching staff. The duties of the Faculty Advisor shall be to consult on matters of Chapter policy and to act as auditor of Chapter finances.
- The Faculty Advisor shall serve a term of one Year from the month of the most recent Regular Election.
- The Chapter shall hold a Regular Election for the position of Advisor during a General Body Meeting once during the academic year.
- Nominations shall be held by the present Active Members to select candidates for the position of the Advisor. Debate shall be held in which the Members identify positive and negative items for each candidate. Following discussion, a formal vote shall be held to select an Advisor-elect by simple majority vote.
- Upsilon must contact the Advisor-elect, explain to them the duties entailed as the Advisor, and ask the Advisor-elect whether they accept the nomination. Upon acceptance of the nomination, the Advisor shall hold the office starting immediately and through the end of the term of the position.
- Re-Election of the Faculty Advisor
- Lost Advisor
- Should the Advisor resign, be removed, or no longer be able to fulfill their responsibilities to the Chapter, Upsilon shall hold a Special Election to elect, by a simple majority vote, a new Advisor for the remainder of the Advisor's term.
- No Confidence
- Should the Members of the Chapter find that the Advisor is in neglect or abuse of the position, a Vote of No Confidence may be held. A vote of at least two-thirds of the voting membership is required to pass the Vote and should the Vote pass, the Advisor is removed from the position.
Article V: Chapter Cabinet
- The Officers of the Chapter shall maintain a Cabinet during their term whose members will be appointed from the Active Members of the Chapter and may delegate Management Responsibilities to these members in order to assist in the Management of the activities and services of the Chapter.
- Mandatory Cabinet Positions
- Upsilon shall appoint an Enforcer charged with maintaining the By-Laws and ensuring all Chapter activities are in accordance with them. The Enforcer must ensure that this Constitution and the accompanying By-Laws do not conflict with the Constitution or By-Laws of the Association.
- Pi shall appoint a Recruiter charged with the screening of candidates who meet the scholastic eligibility requirements of the Chapter and shall recommend for election those they deem otherwise qualified.
- Epsilon shall appoint a Treasurer charged with managing the financial resources of the Chapter, collection of all dues and assessments, maintaining a positive balance in the accounts of the Chapter and shall pay therefrom bills presented against the Chapter and approved for payment. The Treasurer shall make financial recommendations, including the operating budget and the establishment of the annual dues fee.
- Epsilon shall appoint a Historian charged with keeping a systematic account in chronological order of events of the Chapter and the by-laws of any Committee.
- Default Appointment
- Should no candidate be appointed to a Mandatory Cabinet Position, the position and its corresponding responsibilities shall default to the Officer responsible for the appointment of the position until such an appointment is made.
- The Chapter shall maintain one bank account for general disbursement. The account shall be filled in lump sum at the beginning of each Department budget cycle. The Treasury shall maintain formal procedures for requesting a disbursement in its by-laws.
- A Cabinet member shall Chair a Committee to help perform any or all activities for which they are responsible.
- Each Committee shall maintain its own set of by-laws to formally record its adopted procedures. These by-laws will be set by the Committee and may be changed by them as deemed necessary. All by-laws shall be kept current with the Historian.
- Committees and subcommittees shall have formal minutes taken which shall include meeting attendance.
- No Confidence
- Should the Active Members of the Chapter find that an appointed member of the Cabinet is in neglect or abuse of their position, a Vote of No Confidence may be held. An affirmative vote of at least two-thirds of the Active Members is required to pass the Vote and should the Vote pass, the member of the Cabinet is removed from the Cabinet position.
Article V: Meetings of the Executive Council
- The Executive Council shall meet at the request of any member of the Council. All meetings of the Council shall be chaired by the member that called the meeting, or their designee.
- Each member of the Council, including the Faculty Advisor, the Officers, and the members of the Cabinet, shall have one vote for any ballots taken during a meeting and Votes shall pass by simple majority.
- Quorum necessary to conduct Chapter business during a meeting of the Council shall be two-thirds of the voting members of the Council.
Article VI: Membership
- The Chapter shall consist of Members and honorary members.
- The membership of the Chapter shall be made up of individuals whose academic achievements, reputation, and creative abilities deserve recognition, and whose membership would enhance the stature of the Association. Specifically, the membership shall include graduate and undergraduate students, former students, and faculty in the Computing and information disciplines at Rensselaer Polytechnic Institute.
- Honorary members shall be individuals of distinguished achievement in the field of computing.
- The eligibility and election of students and faculty for membership in the New York Eta Chapter of the Upsilon Pi Epsilon Association shall be determined as set forth in the By-Laws and subordinate to the provisions set forth in the Constitution and By-Laws of the Association.
- Eligibility for membership shall not be restricted according to race, color, national origin, age, religion, disability, veteran’s status, sexual orientation, or gender.
- The Active Members of the Chapter shall consist of those Members who satisfy the fiscal and attendance requirements set forth in the By-Laws. The privileges of voting in elections and Chapter business, access to Chapter resources, and participation in other official functions of the Chapter shall be restricted to Active Members.
- Members who do not qualify as Active will be considered Inactive.
- Inactive members may submit an appeal to the Council to have their status changed to Inactive with Privileges in which case the member will maintain all privileges and resources of Active Members. A two-thirds majority vote by the Council is required to approve the appeal.
- Inactive Members may regain Active status by meeting the requirements for Active Membership and by submitting an appeal to the Council. A two-thirds majority vote by the Council is required to approve the appeal.
- An Inactive Member cannot lose a position on the Council in this manner, but a temporary replacement may be appointed by Upsilon until the Member in question has regained the status of Active Member.
- Should Upsilon be unavailable to make an appointment, the next available officer in the order of Vice President, Secretary, and Cabinet as a council shall make the appointment.
Article VII: Ratification and Amendment
- This Constitution shall remain in effect until revised or amended.
- Amendments to this Constitution may be proposed by any member of the Chapter at a General Body Meeting. The proposed amendment shall be discussed and a vote for further discussion shall be taken; a simple majority of the present Active Members shall determine that consideration. On approval, the proposed amendment shall be formally framed by the Executive Council.
- Amendments framed according to the previous section shall be circulated to the entire active membership of the chapter, together with appropriate commentaries and a written ballot. The ballots will be returned to the Secretary within two weeks of distribution. The Secretary and Vice-President shall tally the votes and make the results of the balloting public at the following regular meeting of the Chapter.
- A three-fourths favorable vote of the returned ballots shall be required for ratification of each amendment.
- The Amendment shall become effective immediately upon announcement of the results of the ratification election.