Delta Delta Sigma (DDS): UIUC Pre Dental Honor Society Constitution

Transcription

1 Delta Delta Sigma (DDS): UIUC Pre Dental Honor Society Constitution Article I : Name The name of this organization shall be known as Delta Delta Sigma (DDS): UIUC Pre Dental Honor Society, hereafter referred to as UIUC DDS or the UIUC Pre Dental Honor Society. Article II : Mission Statement and Objective I. Mission Statement of the American Student Dental Association (ASDA) a. The American Student Dental Association is a national student run organization, which protects and advances the rights, interests, and welfare of student pursuing careers in dentistry. It represents students with a unified voice and provides information, education, advocacy, and services. The association introduces lifelong involvement in organized dentistry and promotes change for the betterment of the profession. II. Objectives a. To provide programs, which educate members on topics pertinent to dental career development. b. To create and provide a friendly support network for pre dental students. Article III : Membership Membership is open to all students who are currently enrolled at the University of Illinois at Urbana Champaign, promptly provide dues, and successfully complete the interview process, without regard to race, religion, color, gender, national origin, creed, sexual orientation, and/or political belief. Article IV : Dues I. Dues are set at the discretion of the UIUC Pre Dental Honor Society Executive Board. a. The dues of this society shall be paid by:

2 i. The 2 nd general meeting of the first semester for either yearly or semester dues. ii. The 2 nd general meeting of the second semester for semester dues only. Article V : Organization The governing body of the UIUC Pre Dental Honor Society is the Executive Board. The Executive Board shall be comprised of the following positions: President, Vice President, Secretary, Treasurer, Community Outreach Director, Social Chair/Fundraising, Communications Coordinator. The Executive Board has the authority to appoint members to other designated offices to fulfill work of the chapter, as needed. The duties of each position are as follows: I. President a. To serve as chairperson of the Executive Board, preside at chapter meetings, and represent the organization in a professional manner. b. To appoint a member of the organization to complete the term of any vacant office, with the majority vote of the Executive Board, if that position is too challenging and time consuming for the current Executive Board to handle internally. c. To contact speakers that would provide beneficial growth and education to the members of the organization. d. To compose Executive Board meeting agendas for each board meeting. e. To carry out affairs of the organization in accordance with these bylaws II. Vice President a. To assist the President and preside at chapter meetings in the absence or incapacity of the President. b. To coordinate DDS member involvement in meetings. c. To keep track of and maintain DDS members professional behavior as well as assure members carry out their duties as stated by these bylaws.

3 III. Secretary a. To record meeting minutes at chapter meetings and maintain organized records of all pertinent society business. b. To preside at chapter meetings in the absence of other Executive Board members. c. To update membership status and point accumulation regularly. d. To keep records of attendance at: General Meetings, Social events, and all other club related events. e. To create the official roster at the beginning of each semester, which should be finalized directly after receiving applications and dues, including full names, e mails, phone numbers, Major(s), Minor(s), and any other pertinent information. f. To maintain website and virtual displays as they represent the organization. IV. Treasurer a. To act as the official custodian of the funds and accounts of the organization and to dispense DDS funds as directed by the President and/or collaboration of the entire Executive Board. i. To act as the official and main custodian of the organization s checkbook. b. To formulate a yearly budget to be submitted and agreed upon at the first meeting of the Executive Board. c. To coordinate, design and order dental scrubs and apparel, which must be approved by the Executive Board, for all societal members. V. Community Outreach Director a. To organize and lead all dental related volunteer activities. b. To promote DDS involvement in all volunteer activities. c. To maintain all materials (shirts, accessories, boards) of the organization including proper storage of materials. d. To maintain professional impression of the organization. VI. Activities Chair/Fundraising a. To oversee all social activities planned by the Executive Board.

4 b. To coordinate with the Treasurer to correctly allocate funds for general meetings and a minimum of five social activities per semester. VII. Communications Coordinator a. To provide all members as well as prospective members with pertinent information regarding upcoming meetings and events. b. To coordinate DDS involvement in throughout the University of Illinois at Urbana Champaign. i. To organize and provide necessary information to volunteers. Article VI : Terms of Office The Executive Board will be composed of members elected to their respective positions, and shall serve as these elected officials for a maximum of one year, unless reelected for the same position the upcoming year. By representing Delta Delta Sigma: UIUC Pre Dental Honor Society, these elected members are placed on a higher standard of attendance, excellence, and professionalism. Article VII : I. Elections will be held during the general meeting preceding the end of the year. II. Candidates running for any position must first complete the interning process. a. One can only be exempt from the interning process if he/she is already an elected member of the Executive Board. b. Each board member must have at least one intern. c. Members who are admitted to the organization in the Spring semester can request an internship position. III. Candidates for all offices must be students in good standing and current members of the UIUC Pre Dental Honor Society. IV. Speeches will be a maximum of five minutes for the Presidential and Vice Presidential positions and a maximum of two minutes for all other positions. a. Speeches must contain visual presentations.

5 b. Speeches must not slander the Executive Board. If a candidate does slander the Executive Board, they are subject to a disqualification. c. Elections are held by anonymous ballot. The candidate achieving the most votes for each position shall be declared the winner. d. All senior board members who are leaving the club will collect and count votes. No other members or officers are allowed to handle the ballots. V. Eligible voters include all current DDS members who are present during the specified election meeting. Article VIII : Transitioning Executive Board I. The transition process beings in April, directly after elections, where the newly elected Executive Board will begin sitting in on the current Executive Board meetings. II. Transition Binders a. Prior to leaving, each board member must create their own binder detailing their experiences, lessons, and any pertinent information to their respective successor. b. Included in the transition binder must be at least on page describing personal experiences, important contact information, a detailed list of important events, and a list of lessons learned during their term as a board member. Article IX : Un Expired Terms I. An officer will be removed from office for: a. Infringement of these bylaws. b. Commitment of an act discreditable to the profession of dentistry. c. Failing the duties and responsibilities of the position specified in the Delta Delta Sigma: UIUC Pre Dental Honor Society Constitution. II. Any of the following conditions must be met to remove a delegate from office:

6 III. a. Two instances of an unexcused absence from official business meetings of the organization. b. Misappropriating chapter funds. c. Neglecting the duties and bylaws outlined in this Constitution. If any of the above conditions exist, the removal is as follows: a. Notification and counseling: the individual will be given the opportunity to resign or meet specific requirements to fulfill his or her duties as determined by the Executive Board. b. A probationary period of 30 days to resolve the issues and complete unfulfilled duties, after which the officer will receive notification of removal from office. c. Two thirds majority vote of the Executive Board is required for removal from office. Article XI : Policies I. Cancellation Policy for Volunteer Activities a. A member can cancel from an event 24 hours before the event is scheduled. b. If a member cancels within 24 hours of the scheduled event without a valid excuse, the member has an official unexcused absence and the respective activity point will be deducted from their overall membership status. II. Correspondence with General Members a. The Executive Board will not discuss sensitive matters exclusively pertaining to the policies and inner workings of the organization with general members. b. All communication with members must be polite and professional. Article XII : Morals Clause I. Any serious act of misconduct by any societal members, including but not limited to: an act of dishonesty, theft or misappropriation of DDS property, moral turpitude, insubordination, or any act injuring, abusing, or endangering the welfare of others.

7 a. If, at anytime during an individual s participation in the UIUC Pre Dental Honor Society, a violation of the morals clause is discovered, this is ground for exclusion from the organization, where applicable. Fees paid up to that point are non refundable. Article XIII : Affiliations Clause I. UIUC a. This organization is a recognized student organization at the University of Illinois, but is not part of the University itself. b. In all correspondence and business transactions, it may refer to itself as an organization at UIUC, but not as part of UIUC itself. c. The UIUC Pre Dental Honor Society accepts full financial and production responsibility for all activities it sponsors. d. The UIUC Pre Dental Honor Society agrees to abide by all pertinent UIUC policies and regulations. Where UIUC policies and regulations and those of DDS differ, the policies and regulations of UIUC will take precedence. e. This organization recognizes and understands that the University assumes no legal liability for the actions of the organization, and that the University is not providing blanket indemnification insurance coverage for any activities of the organization, unless those activities expressly benefit and further the goals of the University, and have received prior review, approval, and consent of Campus Activities, Risk Management, and/or General Counsel.