Eastfield College Student Clubs and Organizations. Official Constitution for The English Honor Society, Sigma Kappa Delta: Psi Beta Chapter

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1 Section 1: Name & Purpose Eastfield College Student Clubs and Organizations Official Constitution for The English Honor Society, Sigma Kappa Delta: Psi Beta Chapter Article I - Organization A. The name of the organization shall be The English Honor Society, Sigma Kappa Delta: Psi Beta Chapter ( SKD ). B. The purposes of SKD shall be educational, literary and charitable. SKD shall strive to 1. Recognize and reward outstanding achievement in English language and literature 2. Provide cultural stimulation and promote interest in literature and English on two-year college campuses and in the communities they serve 3. Foster English in all its aspects, including creative and critical writing 4. Promote good professional interaction among members 5. Exhibit high standards of academic achievement C. Official Motto: The official motto of Sigma Kappa Delta shall use the initials of Sigma Kappa Delta and its ideals: Sincerity, Knowledge, and Design D. Official Symbols: 1. Colors. The official colors shall be green and gold. 2. Flower. The official plant shall be English Ivy. 3. Seal. The official seal shall be an emblem with a black background on which is placed a diagonal banner with the letters ΣΚ. Section 2: Membership A. Membership is open to any student currently enrolled in credit or continuing education classes at Eastfield College. SKD members must abide by the DCCCD Student Code of Conduct. B. SKD advisors, which include at least one full-time faculty member, are automatically members. C. Student Members are designated as those who 1. Meet eligibility requirements: a. Currently enrolled credit student b. Completed two college-level English course (at least ENGL 1301 and ENGL 1302), with a B or higher. c. Currently have a cumulative GPA of 3.0 (on a 4.0 scale) 2. Complete a membership application, including a copy of a current transcript/advising report and payment of dues. D. Fees or dues: A one-time payment of $70 ($30 for the national dues and $40 for the local chapter fee) must be paid before induction (formal initiation) into SKD. 1. The national dues amount is determined by the National Board of Directors of Sigma Kappa Delta and is subject to change. 2. The chapter fee amount is determined annually by the advisor and/or officers of the Psi Beta chapter of Sigma Kappa Delta. 3. Membership dues can be changed by a simple majority vote, but must meet the guidelines set by the national organization, the local chapter, and Eastfield College. E. Privileges of Membership: A member shall be eligible Rev. 01/28/2013 R. Ramos 1

2 1. To vote at all meetings 2. For election to offices 3. To attend scholarly presentations and colloquia of the sponsoring academic department 4. To represent the local chapter at state, regional, and national conventions 5. To apply for awards and honors 6. To receive other benefits, such as publications, of the local chapter and national organization F. Membership in SKD shall not serve as automatic eligibility for membership in Sigma Tau Delta, the English honor society for four-year institutions. Section 1: Offices Article II: Elected Offices & Duties A. The elected officers of SKD form the Executive Committee and consist of A. President B. Vice President C. Secretary/Historian, and D. Treasurer. B. The term of office for elected officers shall be at least one academic year. Section 2: Officer Duties A. The President shall 1. Plan and coordinate educational, literary, and charitable events and programs 2. Work with Student Life, advisors, and the Executive Committee in regards to upcoming events and programs 3. Inform Student Life and the Et Cetera of all major events and programs 4. Inform members of relevant Student Life programs 5. Represent SKD at all functions requiring a representative of the organization or appoint another member for that responsibility 6. Call for Executive Committee meetings 7. Prepare agenda and facilitate meetings 8. Preside at all Executive Committee meetings 9. Appoint committees deemed desirable or necessary 10. Delegate duties 11. Vote only in the event of a tie 12. Enforce SKD s constitution B. The Vice President shall 1. Preside in the absence of the President 2. Assume duties at the request of the President 3. Assist the President with planning and coordination of events and programs. 4. Serve as Editor of the literary journal 5. Assume the office of President upon the completion of the current President s term of office C. The Secretary/ Historian shall 1. Record the minutes, attendance, and vote decisions of Executive Committee meetings and submit copies to Student Life and the advisors. 2. Provide a monthly calendar of events/ activities to Student Life 3. Oversee the web page 4. Maintain the archives and continuing history of SKD 5. Preside in the absence of the President and Vice President D. The Treasurer shall Rev. 01/28/2013 R. Ramos 2

3 1. Assist the President with developing, executing, and balancing the approved budget 2. Keep records of all financial transactions of SKD and submit a monthly report to the Executive Committee 3. Collect all money (including dues, donations, and fundraising proceeds), deposit into SKD s club account in the Business Office within 24 hours, and give a copy of the receipts to Student Life 4. Oversee fundraising activities 5. Regularly attend Executive Committee meetings Article III: Elections Section 1: Elections are to be held before the end of the spring semester for the following academic year (that is, officers elected in the previous spring assume duties for the next fall and spring semesters). Section 2: Nominations are to be submitted to Advisors, at least two weeks before the stated election date. Section 3: Requirement for serving as an officer: Any current member who is willing and interested to serve. Section 4: In the event that a position becomes vacant for any reason, 1) the President or advisors can call for a special election to be held and/or 2) the President or advisors can appoint an Interim officer until a special election is held. Section 1: Succession Article IV: Vacancies If for any reason, the acting President is unable to complete his or her term, the Vice President shall succeed to the position of President. If the Vice President is unable to fill the position, the Secretary/Historian, then the Treasurer would succeed, in that order. Should anyone in these positions not wish to hold the position, new elections should take place as soon as possible. Section 2: Resignation The resignation of any executive officer must be in writing and signed by the SKD advisors and at least one other officer. Section 3: Impeachment A. An executive officer or active member may be considered for removal from SKD for just cause. B. Reasons for impeachment include, but are not limited to 1. Violations of the Eastfield College Student Code of Conduct 2. Failure to show up for meetings and club activities 3. Failure to carry out duties and responsibilities 4. Or any action or conduct that is deemed detrimental to the welfare of the organization, Eastfield College, and/or DCCCD. C. In order to impeach an officer, the issue must be discussed with the SKD advisor(s) at least 5 working days before prior action taken. D. Anyone considered for impeachment had the right to appear before the organization at a special or regularly scheduled Executive Committee meeting and defend their position. E. The SKD advisor(s) and remaining officers may decide to offer a probationary period to allow the officer to modify her/her behavior. F. To remove someone from office, there must be a 2/3 vote of all members present. Rev. 01/28/2013 R. Ramos 3

4 G. In extreme circumstances such as violations of Student Code of Conduct, the advisor(s) has/have the right to remove an officer from office and/or revoke the rights and privileges from any member without taking a vote of the membership. Article V: Advisors Section 1: Each club or organization must have at least one advisor who is a full-time employee. In the case of SKD, at least one advisor must be a full-time faculty member. Part-time employees may serve as a co-advisor Section 2: Advisors are chosen in three ways: A. SKD members submit recommendations, a decision is made, and that employee is asked to serve. B. A current advisor can invite an employee to become an advisor C. An employee can volunteer to be an advisor Sections 3: Advisor expectations: The SKD faculty advisor shall attend all official meetings. The advisor shall provide guidance and support for all SKD members. It shall be the duty of the sponsor to help executive officers make decisions, run meetings efficiently, and inform one another of any and all changes in agenda and activities. The sponsor shall also provide executive officers with current member enrollment lists. It is the responsibility of the sponsor to follow the expectations also outlined in the National Sigma Kappa Delta Handbook. These include: A. Guide the membership to take the initiative to lead the organization. B. Encourage other faculty members of the Department of English to participate in chapter activities. C. Help newly elected officers understand their jobs. D. Obtain from the Registrar s Office a list of students who meet membership requirements and invite these students to join. E. Verify through the registrar s office the scholastic eligibility of candidates for membership. F. Ensure that names, addresses, and membership fees of new members (preferably in one check) are sent promptly to the Executive Director. Allow at least three weeks turnaround time for the Central Office to send certificates and pins. Sign and distribute membership certificates as soon as they arrive or at an initiation ceremony. G. Promptly distribute all information from the Central Office concerning conventions, scholarships, and awards. H. Attend national and regional conventions when possible. I. Encourage students who may be chapter leaders next year to attend conference. J. Guide the chapter in fundraising projects to provide funds for activities such as attending the national convention or other special activities. K. Work with the president and other chapter officers to see that the chapter has a varied program. L. Involve all members as well as non-members in the department in chapter activities. M. Publicize chapter activities. N. Work with present officers and the nominating committee before the election of chapter officers to find promising leaders for the next year. Meet with the new officers to plan next year s program and to set tentative dates. O. Enjoy the work of active members and good officers. Section 1: Article VI: Meetings A. Regular meetings are open to members and guests. B. Meetings shall be held at least twice a month, on dates determined by the members. Rev. 01/28/2013 R. Ramos 4

5 C. Executive Committee meetings shall be held at least once a month. D. Meeting Agendas: The President shall prepare the agenda and post on the SKD webpage. Any SKD member can put items on the agenda. E. Meeting minutes: The Secretary/ Historian shall keep minutes of each meeting held. He/she shall give copies to the Student Life Liaison and SKD advisors within 3 working days. F. Emergency meetings: The President reserves the right to call additional meetings as deemed necessary for the enhancement of SKD. He/she shall notify the members via the SKD webpage, , or phone. G. Meetings shall be conducted by the President. If he/she is absent, the Vice President presides. If both are absent, the Secretary/Historian presides. If these three officers are absent, the Treasurer presides. Section 2: A. Attendance at meetings should be consistent throughout the semester for members, especially officers. B. Three unexcused absences can result in a move to impeach and demote an officer. C. Reinstatement can occur by a simple majority vote after attending 3 meetings with no unexcused absences. Article VII: Quorum/Formal Decision Making Section 1: Quorum shall be defined as the number of members/ officers in attendance at a meeting that is required in order to conduct business. In an Executive Committee meeting, the quorum will consist of at least three officers. In regular meetings, the quorum will consist of at least three members. Section 2: In order to transact business legally, a quorum must be present at the meeting. Following parliamentarian procedure, the presiding officer shall confirm with the Secretary/ Historian that a quorum is present. Formal decisions will be decided by a simple majority vote of all members present. Section 3: All decisions should be reflected in the meeting minutes. Article VIII: Amendments Section 1: This constitution may be amended by a majority vote of the membership. Section 2: Recommendations for amendments should be made to the President for further review by the Executive Committee and advisor(s) and then presented to the membership at large for a vote. Section 1: Permanent Committees Article IX: Committees A. Community Service Committee: 1. Purpose: Plans and coordinates volunteer and charitable activities 2. Chair: the Vice President B. Events Committee: 1. Purpose: Plans and coordinates educational and literary activities. 2. Chair: the President C. Fundraising Committee: 1. Purpose: Plans and coordinates fundraising activities 2. Chair: the Treasurer D. Literary Journal Committee/ Editorial Board: 1. Purpose: Plans and coordinates the creative writing/photography contests and literary journal. Rev. 01/28/2013 R. Ramos 5

6 2. Chair: Secretary/ Historian Section 2: Special Committees The President shall have the authority to create special committees for temporary purposes as needed. Article X: Adherence to District/College Policies* Section 1: Officially recognized clubs and their members must abide by the DCCCD Board of Trustees Administrative Policies and Procedures Manual, the DCCCD Business Office Procedures Manual, the Eastfield College Student Code of Conduct, and the Eastfield College Club Handbook. Section 2: The current Alcohol and Drug Use policy states the following: No student shall possess, use, transmit, or attempt to possess, use, or transmit or be under the influence of (legal intoxication not required), any of the following substances on school premises during any school term or off school premises at a school-sponsored activity, function, or event: 1. Any controlled substance or dangerous drug as defined by law, including but not limited to marijuana, any narcotic drug, hallucinogen, stimulant, depressant, amphetamine, or barbiturate. 2. Alcohol or any alcoholic beverage. 3. Any abusable glue, aerosol paint, or any other volatile chemical substance for inhalation. 4. Any intoxicant, or mood-changing, mind-altering, or behavior-altering drugs. The transmittal, sale, or attempted sale or what is represented to be any of the above listed substances is also prohibited under this policy. Students who violate this policy shall be subject to appropriate disciplinary action. Such disciplinary action may include referral to drug and alcohol counseling or rehabilitation programs or student assistance programs, suspension, expulsion, and referral to appropriate law enforcement official for prosecution. * required by Student Life Article XI: Ratification This constitution has been ratified and approved by vote of the club membership. President: Vice President: Advisor: Advisor: Rev. 01/28/2013 R. Ramos 6