Constitution of ACM-W @ UNCC Table of Contents Organization Chart 1 Bylaws 2 Article 1 2 Name Article 2 2 Purpose Article 3 3 Membership Article 4 3 Officer Duties of Officers Article 5 4 Article 6 10 Chapter Sponsor Executive Council Temporary Committees Article 7 11 Article 8 11 Article 9 11 Meetings Disbursements and Dues Amendment and Voting Procedures Dissolution of the Chapter Article 10 12 Article 11 12 Article 12 13
Organization Chart 1
Bylaws All student chapter members must adhere to the ACM-W @ UNCC chapter constitution bylaws, which exist to support the purpose and intention of ACM-W. Article 1 Name Article 2 Purpose 1 This organization shall be called the University of North Carolina at Charlotte Student Chapter of the Association for Computing Machinery for Women. In these Bylaws the student chapter is referred to as the Chapter; the national Association for Computing Machinery is referred to as the ACM; the national Association for Computing Machinery is referred to as the ACMW. 1 The Chapter is organized and will be operated exclusively for educational and scientific purposes to promote the following: a. Inclusivity within CCI environments while also educating about sexism and bridging gaps. b. The fostering of outreach to all CCI students to encourage equality of all in CCI whilst encouraging participation and support for ACM-W events and community. c. The provision of a safe place for women to explore, connect, and expand their interaction with other students within CCI by supplying a safe community lab space, providing programming workshops, and connecting with female CCI students. d. The building of connections with female tech professionals from various backgrounds and experiences as role models and educators for female CCI students. 2 The Chapter will serve students at the University of North Carolina at Charlotte and other interested persons in the Charlotte community. 3 The Chapter is chartered by the ACM. 4 The Chapter is willing to abide by all UNC Charlotte policies and guidelines relating to on or off campus activities, which our organization may sponsor or in which we may participate. 2
Article 3 Membership 1 Voting membership in the Chapter shall be granted to chapter members who have attended at least half of the events hosted by or officially associated with the Chapter in a full academic year or is a current officers of ACMW. Official association of the Chapter is defined as the use of the Chapter s logo and/or name; the official association of the Chapter shall be supported with the attendance of at least two officers; in addition, prior to event two Executive Board members must approve of association. a. Attendance will be recorded on Orgsync at every event hosted by or officially associated with the Chapter by previously assigned officer for the event. 2 Membership in the Chapter shall be open to all ACM members and nonmembers. A member is defined as an individual who attends at least three events hosted by or officially associated with the Chapter in a full academic year. 3 In keeping with UNC Charlotte s policy of non-discrimination, this organization does not discriminate on the basis of race, color, religion, gender, national origin, age, sexual orientation, veteran status, and physical or mental ability or disability. 4 Any member who does not act in accordance with ACM-W purposes, ethics, or policies will have the following actions take place to remove them as a member. This can only be done if 3 out of 4 Executive Board members vote on the removal of the member based on his or her actions. a. Removal from the newsletter listserv. b. Removal from the chapter s social media groups lists. (i.e. Facebook, OrgSync, MailChimp, etc.) c. The loss of any previously held voting rights. d. Unable to attend ACM-W led events. e. Officially added to Banned Member List. Article 4 Officers 1 The officers of the Executive Board of this Chapter consist of: Chair, Vice Chair, Communications Chair and Financial Chair. A minimum of three officers are needed to establish a Chapter. 2 The officers of the Board of Directors of this Chapter shall be: Events Chair, which is responsible for social events, outreach events, and professional events. 3
Article 5 Duties of Officers 3 The officers shall be elected by a plurality of the votes cast through an online ballot with the restriction of one vote per person. They shall take office in April, once voting has taken place, and serve for one full year. 4 No member may serve in the office of Chair or Vice Chair for more than two consecutive years, unless no successor is found. 5 An officer can be impeached based on the 3-Strike Rule. This entails 3 situations that warrant a written understanding of an incorrect action and what action should have been taken place. The approval and signature of at least 3 Executive Board members is required for each strike. On the 3rd strike the officer is impeached. 6 The following process will be applied by an Executive Board officer when an officer is impeached: a. Restrict the officer to a member level access on all social media groups related to the chapter. b. Changing passwords to every account that has a direct relationship with the chapter. c. Removal from Google Drive. d. Removal from Slack Officer Channel. e. Removal from Trello ACM-W Officer Boards. 7 After impeachment, an officer of the executive board needs to scan and upload all documents related to the impeachment to the Google Drive. 8 An impeached officer must wait two full academic semesters before being able to be elected to serve as an officer again. 1 All officers are responsible for being involved in the Chapter sufficiently to assist in generating student interest in ACM-W. When unable to complete tasks/obligations, officers are required to reach out to other officers and maintain responsibility for those tasks that need to be completed. Specifically, all officers are responsible for the following actions: a. Adapts to the needs of ACM-W. b. Must be involved enough to assist in generating student interest in ACM-W. c. Takes photos at every event to add to the website and social media. d. Regularly checks the official email ( acm-women@uncc.edu ) and replies to each email. e. All officers will support and assist Welcome Committee as needed for recruitment. 4
f. Helps host lounge hours. g. Helps with hosting ACMW led events including taking attendance and networking with attendees. 2 The Chair is the principal officer and is responsible for leading the Chapter and managing its activities in accordance with the policies and procedures of the ACM and these bylaws. The Chair shall preside at all meetings of the chapter and of its Executive Council. The Executive Council shall consist of the Executive Board, the Board of Directors, and the Student Chapter Sponsor. Other duties of the Chair include but are not limited to: a. Preparation of the Chapter's activity report and officer contact information, and submission of these to ACM Headquarters done once at the Spring Semester end. b. Is responsible for communication between Welcome Committee and officer meetings. c. Maintains involvement in the Welcome Committee for personal outreach. d. Assists in communication between officers and unity in activities and goals. e. Oversees Officer Google Calendar management and monitors officer attendance to meetings. f. Formulates goals and unifies ACM-W to achieve goals that include club expansion and the support of women in computing. g. Creates timelines/deadlines for tasks related to ACM-W s activities and goals and holds officers responsible for maintaining those deadlines. h. Adapts to the needs of ACM-W; this may require authoritative decisions that look to the well-being of ACM-W. i. Sends Thank You Letters to Presenters/Speakers. j. Must obtain an ACM Student Membership. ($20/year) k. Must renew the official student chapter with the national organization, ACM. l. Regularly checks the official email ( acm-women@uncc.edu ) and replies to each email. 3 The Vice Chair shall preside at meetings in the absence of the Chair, assist the Chair in the management of the Chapter, and perform other duties that may be assigned by the Chair. Additionally, the Vice Chair s duties include but are not limited to: a. Assists Event officers with events organization and evenly distributes responsibilities (e.g. Event Evaluation Form). b. Holds Event officers responsible for completing and maintaining Event activities. c. Supports and unifies ACM-W to achieve goals that include club expansion and the support of women in computing. d. Adapts to the needs of ACM-W; this may require authoritative decisions that look to the well-being of ACM-W. e. Must obtain an ACM Student Membership. ($20/year) 5
f. Regularly checks the official email ( acm-women@uncc.edu ) and replies to each email. g. Works and coordinates with the CCI Business Partners to maintain professional relationship and requests/communicates the needs of ACMW to the CCI Business Partners. h. Coordinates for on campus outreach: Niner Nights, Week Of Welcome, Science Expo booth, Fall/Spring Org Showcase. 4 The Financial Chair shall collect dues, pay all bills, and maintain the Chapter's financial records. Duties of the Financial Chair also shall include: a. Preparation of the Chapter's Annual Financial Report for presentation to the Chapter at the Annual Election meeting. b. Completion and submission of the Annual Financial Report to ACM Headquarters. c. Completes Event and Travel Grants as needed by the chapter. d. Maintains a written budget to keep track of all income and expenses. e. Clears all expenses. f. Regularly review bank statements and accounts with Exec Board. g. Creates a budget at the beginning of every semester in regards to available funding through SGA org funds. h. Presents frequent updates to the Events Committee. i. Keeps all receipts needed for reimbursement when funded by SGA. j. Submits yearly Financial Report to national organization in April. k. In-charge of fundraising for ACM-W. l. Write proposals to gain sponsorships. m. With sponsorships, maintaining financial documents that are needed and should be created. n. Assists, if needed, in activities to gain sponsorships or marketing to gain sponsorships. o. Go to person for Mary Alisha (Liaison for CCI Business Partners). p. Retain records for next Financial Chair. 6 The Communications Chair shall keep the minutes of all Chapter and Executive Council meetings. Duties of the Clerical Chair include: a. Perform other duties as assigned by the Chair. b. Online communication management (Slack, Google Drive, Google Calendar, etc.). c. Adds scheduled events to Google Calendar, Orgsync, and Facebook. d. Promotes #acmwclt. e. Preparation and disbursement of sponsorship proposals to computing-based companies f. Creates Flyers/Graphics for Events. 6
g. Maintains professionalism and pride in marketing for ACM-W. h. Utilizes branding packages for marketing and maintains unified image. i. Sends slides to Woodward Plasmas, Theater Advertisement. j. Twitter & Facebook Promotion/Updates. k. Updates Facebook with Events every two weeks minimum (as newsletter goes out). It is encouraged that additional information related to tech and women in tech be posted. l. Assists with flyering Woodward and UNC-Charlotte. 9 The Events Chair shall be responsible for activities related to organizing events hosted by the chapter to the Executive Council. Duties of the Events Committee include: a. Maintains a certain number of monthly events (usually 1 per week). b. Assists Chair in creating timeline/deadline proposals. c. Maintains established timelines/deadlines. d. Finds new and creative ways to bring existing ACM-W members together and to generate new members. e. Collaborating with the Financial Chair to determine the chapter s financial budget. f. Assists Financial Chair as needed with completing grant work for events. g. Creates Planned Events document and discusses items needed with the Financial Chair. h. Coordinates the call-out for hosting events listed on the Planned Events document. i. Searches local meetup events for organization members to attend as a group. j. Creates events such as hands-on workshops, professional building events, etc. k. Utilizes the input of ACM-W members to assist in generating events that cater to many interests. l. Connects with students to create unity within ACM-W and to generate new members. m. Maintains professionalism and pride in creating, generating, and nurturing unity within ACM-W. n. Coordinates with the Vice President and CCI Business Partners to plan professional events specifically continue our Tech Girls Talk events. 13 The Welcome Committee shall consist of 3 individuals nominated by officers and chosen by the Chair. The Welcome Committee will be managed by the President, but act in its own accordance to promote ACM-W, connect personally with interested potential members, help them engage with female students with common interests and talents as well as reach out to male advocates, gather 7
Article 6 Chapter Sponsor feedback from individuals to understand how ACM-W is doing as an entity, and to utilize marketing and social tools to reach new individuals. The members of this committee shall: a. Enjoy Meeting New People. b. Have good Knowledge of ACM-W s mission and activities. c. Desire to help women integrate into ACM-W and the CCI department. d. Enthusiasm for ACM-W and coordinating social events. e. An understanding and encouragement of diversity. 14 Every officer in the Executive Council shall always present themselves with professional etiquette whenever involved with an event officially associated or hosted by the Chapter. In addition, they shall attend a team building event combined with an officer orientation once elected into office to help build effective communication between each officer. 1 The Sponsor shall be a faculty member or full-time staff member of University of North Carolina at Charlotte. Each Student Chapter has one Sponsor. Advisor is only to advise. They should not vote or make final decisions/approval. It is recommended that the group receive advice or counseling from advisor. 2 The Student Chapter Sponsor shall not be a voting member of the national ACM and either a member of the faculty or full-time staff of the UNCC. 3 The Student Chapter Sponsor shall be selected by the Executive Council immediately following the Election Meeting. The selection shall be confirmed by the school. 4 The Student Chapter Sponsor shall be generally responsible for the activities of the Chapter. Specifically, the Sponsor: a. Helps provide continuity from year to year as student leadership and personnel change; b. Promotes good student-faculty relationships; c. Helps maintain university standards in all activities of the Chapter; d. Exercises financial supervision, if necessary, by: i. promoting prompt payment of bills and collection of dues, and ii. overseeing the settlement of all accounts in the event of dissolution of the Chapter; and e. Represents the Chapter interests to the faculty and administration. 8
Article 7 Executive Council Article 8 Temporary Committees Article 9 Meetings 1 There is no requirement that there be an Executive Council, but if there is one, the Chair would be the presiding officer. If there is no specific Executive Council, the set of officers are the Executive Council. 2 The Executive Council shall consist of the Executive Board, the Board of Directors, and the Student Chapter Sponsor. 3 The Term of the members of the Executive Council shall be coincident with the terms of the officers. They shall take office in May and serve for one year. 1 With the advice of the Chapter's Executive Council, the Chair may appoint such temporary committees as appropriate. 2 A Nominating Committee, consisting of at least three voting members of the Chapter, at least two of whom shall not be members of the Executive Council, shall be appointed by the Chapter Chair at least two months prior to the Election Meeting. The Nominating Committee s duties are as follows: a. To ensure that only voting members have voted. b. To ensure votes are limited to one per voting member. c. To ensure that there are no tampering with the election and voting process. 3 An Audit Committee shall be appointed by the Chapter Chair at the close of the fiscal year to assure the accuracy of the accounting of the Chapters funds for the year. This Committee should also verify the accuracy of the Financial Report prepared by the Financial Chair for submission to ACM headquarters. 1 Meetings shall be held as planned by the Executive Council. The Chapter shall hold meetings only in places that are open and accessible to all members of the Chapter. Written or electronic notices of all meetings shall be distributed to all members at least one week prior to all meetings. 2 The Exec Board shall meet at minimum once every two weeks to coordinate events and to foster clear communication. a. The Chair shall separately be responsible for holding meetings with the Welcome Committee and communicating all important 9
Article 10 Disbursements and Dues Article 11 Amendment and Voting Procedures information to the Exec Board as well as making sure the Welcome Committee is aware of Exec Board doings and decisions. b. The Vice Chair shall separately be responsible for holding meetings with the Events Committee (if there is one) and communicating all important information to the Exec Board as well as making sure the Events Committee is aware of Exec Board doings and decisions. c. The Lead Communications Chair shall separately be responsible for holding meetings with the Communications Committee (if there is one) and communicating all important information to the Exec Board as well as making sure the Communications Committee is aware of Exec Board doings and decisions. 3 The Annual Election meeting shall be held at the second to last meeting of the semester. At this meeting, the Clerical Chair and Financial Chair each shall present the required reports. Also, the election of officers shall be held. 1 Disbursements from the Agency Account shall be made by the Chair and Financial Chair with authorization of the Executive Council and shall be included in the minutes of its meetings. 2 Dues shall be fixed annually by the Executive Council. 1 All proposed changes to these Chapter Bylaws shall be approved by the Chair who is a UNC-Charlotte student and a member of the ACMW. 2 For election voting, a simple majority of the voting members present shall be required to carry a motion. All voting members shall be present for the motion to be valid. 3 Officers will be elected by a plurality of votes cast by voting members. Article 12 Dissolution of the Chapter 10
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, its assets and liabilities shall be transferred to ACMW and shall be supervised by the ACMW Finance Director. 11