Society of Hispanic Professional Engineers By-Laws
Preamble
To aid Hispanics and other minorities toward achieving a degree in engineering, science, or mathematics, we, the founding members, have united to form an organization called the Society of Hispanic Professional Engineers at the University of Illinois Chicago, formerly the Latino Association Supporting Engineering Careers. It will be our primary goal to help and assist fellow Hispanic and other minority students through our combined cooperation, efforts, and resources in the pursuit of our similar goals. Since our Society of Hispanic Professional Engineers chapter is primarily an academic organization, our gatherings will consist of instructive, tutorial, and organizational meetings on a regular and informal basis. Realizing the difficult road that Hispanics and other minorities face in these fields, it is thus in the best interest of the Society of Hispanic Professional Engineers at the University of Illinois Chicago to establish a base on which our goals will be achieved.
ARTICLE I
Section 1: Organization’s NAME
The name of this organization shall be the Society of Hispanic Professional Engineers at the University of Illinois Chicago, formerly known as the Latino Association Supporting Engineering Careers. Social media and other media types can be labeled as SHPE at UIC or SHPE @ UIC to distinguish it as a Society of Hispanic Professional Engineers chapter at the University of Illinois Chicago.
ARTICLE II
Section 1: PURPOSE
The purpose of this organization shall be to:
I. Maintain and increase the enrollment of Hispanics and other minorities in engineering and science programs at the University of Illinois Chicago.
II. Provide information to Hispanics and other minorities in high schools and junior colleges concerning engineering, science opportunities, and available programs.
III. Provide academic guidance and career orientation.
IV. Provide a meeting place for Hispanics and other minorities with similar interests and goals.
ARTICLE III
Section 1: FIELD MEMBERSHIP
Full membership will be limited to the University of Illinois Chicago students. All requirements will conform to the University of Illinois Chicago Board of Trustees’ policies regarding nondiscrimination based on race, religion, sex, or national origin.
It is the policy of the University and this organization not to engage in discrimination or
harassment against any person because of race, color, religion, sex, pregnancy, disability, national origin, citizenship status, ancestry, age, order of protection status, genetic information, marital status, sexual orientation, gender identity, arrest record status, unfavorable discharge from the military, or status as a protected veteran and to comply with all federal and state nondiscrimination, equal opportunity, and affirmative action laws, orders, and regulations.
A member may only be expelled from the organization if 2/3 of the active membership votes for their expulsion.
Section 2: ELIGIBILITY REQUIREMENTS
Membership will consist primarily of but not limited to students in Science, Technology, Engineering, and Mathematics fields such as engineering, architecture, technology, mathematics, chemistry, physics, biology, and other science fields. The University of Illinois Chicago students will be considered official Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter members after their national membership fees are paid and registered in the chapter’s database. National membership fees are not required for non-board members if they wish to participate only in chapter events and programs. Active membership shall be maintained on a semester basis (see Article XV)
Society of Hispanic Professional Engineers will follow the university guidelines that define good academic standing.
ARTICLE IV
Section 1: OFFICERS
1. President
2. Internal Vice President
3. External Vice President
3. Secretary
4. Treasurer
5. Executive Advisor
6. Public Relations Chair
7. Outreach Chair
8. SHPE Jr Chair
9. Alumni Relations Chair
10. Webmaster
11. Communications Chair
12. Historian
13. Activities Chair
14. SHPEtinas Chair
15. MemberSHPE Chair
16. LeaderSHPE Chair
17. Fundraising Chair
18. Technical Team Leader(s)
19. MentorSHPE Chair
20. Academics Chair
21. Graduate Ambassador
Section 2: QUALIFICATIONS FOR EACH OFFICE
I. Currently an active and enrolled student at the University of Illinois Chicago
II. Active Society of Hispanic Professional Engineers member for one (1) year (see Article XV)
III. 2.5 (out of 4.0) Overall Grade Point Average
IV. Active Society of Hispanic Professional Engineers member for at least two (2) years for the presidency, and active Society of Hispanic Professional Engineers member for a minimum of one (1) semester leading up to the upcoming election for all other offices. Anyone who wants to be a co-chair or part of a committee can do so without prior experience in the Society of Hispanic Professional Engineers or the University of Illinois Chicago.
V. For President, Internal Vice President, and External Vice President a previous board position is required (co-chair and committee are not eligible board positions). For Treasurer, Secretary, and Executive Advisor previous board involvement is required (co-chair and committee are eligible board positions).
Section 3: TERMS OF OFFICE
All offices shall be held for one full year, effective at the start of the summer semester. Co-chairs and committee leads must keep their positions for at least one semester effective at the start of the fall semester.
Section 4: DUTIES OF OFFICE
Chapter Planner must be completed after every event
Create and keep documentation for all events/projects
Update the respective board folder on the drive with the documentation
Expected to attend every board meeting
Create and post flyers to promote their events
Communicate and confirm with the treasurer to obtain funding for events
Set SMART goals for each semester that align with the chapter’s Chapter Management Tool Strengths-Weaknesses-Opportunities-Threat Analysis
President
a. Presides over meetings.
b. Responsible for organizing and creating agendas for all board meetings.
c. Delegates tasks and oversees activities between other officers.
d. Responsible for overseeing weekly updates.
e. Shall attend the College of Engineering Engineering Council/Advisory Board meetings and/or appoint another officer on the board to attend.
f. Shall be responsible for keeping connections between our Society of Hispanic Professional Engineers chapter and Society of Hispanic Professional Engineers Nationals.
g. Shall be responsible for keeping connections between our Society of Hispanic Professional Engineers chapter and the Society of Hispanic Professional Engineers Professional Chapters.
h. Shall confirm all funding proposals.
i. Organizes and leads all logistics for selected chapter members to attend the Society of Hispanic Professional Engineers National and Regional conference.
j. Ability to create new positions as needs arise, with two-thirds (⅔) board approval.
k. Responsible for leading national reporting duties including National Quarterly Check-Ins, the National Chapter Program 1 and 2, and the Chapter Management Tool.
l. Confer with the chapter advisor to finalize the list of sponsored conference registrations.
Internal Vice President
a. In the absence of the President or by delegation, the Internal Vice President and External Vice President shall take over the President’s responsibilities. Both Vice Presidents shall become the Interim Co-Presidents if the President resigns or becomes disqualified for the position up to and including the day of the new President.
b. The Internal Vice President shall serve as a lead organizer for the (Equity and Inclusion in Engineering Program) Annual Banquet.
c. Responsible for working with the Executive Advisor in registering and tracking board member attendance for the Society of Hispanic Professional Engineers National Institute for Leadership Advancement and President’s Summit.
d. Ensures all board members complete a Chapter Planner every semester.
e. Provide support during conferences.
f. Oversee the annual review and any amendments to the Society of Hispanic Professional Engineers at the University of Illinois Chicago By-Laws
g. Oversee and track membership attendance (point system) through check-in form
h. Lead communicator when interacting with other organizations and departments within the University of Illinois Chicago system
i. Lead organizer for social media projects and chapter brand in collaboration with Webmaster and Communication chairs
External Vice President
a. In the absence of the President or by delegation, the Internal Vice President and External Vice President shall take over the President’s responsibilities. Both Vice Presidents shall become the Interim Co-Presidents if the President resigns or becomes disqualified for the position up to and including the day of the new President.
b. Responsible for arranging conference sponsorship and growing chapter funds by sharing the chapter’s Corporate Sponsorship Packet with company contacts starting the summer term.
c. Grow and maintain company relations and work with the Public Relations Chair to bring company representatives to engage with members on campus.
d. Provide support during conferences.
e. Oversee the annual review and any amendments to the Society of Hispanic Professional Engineers at the University of Illinois Chicago By-Laws
f. Responsible for arranging Corporate Sponsorship Packet perks for companies
g. Co-Lead with Treasurer in creating the Corporate Sponsorship Packet committee to acquire funds to support programs and initiatives by the Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter
h. Oversee University of Illinois Chicago policy for outreach events that involve minors which can include photography, video, marketing materials
Secretary
a. In charge of the meeting minutes for all Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter affiliated meetings they are involved in. Examples are board meetings, Top 5 meetings, and advisor meetings.
b. Manage and oversee the room reservations for the Board and Executive meetings, and update the bookkeeping document as needed each semester
c. Provide a Calendar of Events regularly per semester such as holidays, major school events, school time off, etcetera
d. At the beginning of board and Top 5 meetings, lead a quick wellness check and follow up with any members when needed.
e. Provide support during conferences.
f. Update the Check-in and RSVP forms for tracking member attendance
Treasurer
a. Responsible for the chapter’s financial accounts and bookkeeping to ensure funds aren’t misused.
b. Responsible for drafting proposals for all events requiring funding.
c. Responsible for providing monthly treasury reports per semester to executive board members.
d. Promptly reimburse members for Society of Hispanic Professional Engineers expenditures.
e. Provide support during conferences.
f. Co-Lead with External Vice President in creating the Corporate Sponsorship Packet committee to acquire funds to support programs and initiatives by the Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter.
g. Responsible for managing the end-of-the-year scholarship.
h. Collaborate with Top 5 prior to each semester to create a funding breakdown and proposal to allocate funds within different programs and initiatives.
Executive Advisor
a. Responsible for working with the Internal Vice President in registering and tracking board member attendance for the Society of Hispanic Professional Engineers National Institute for Leadership Advancement and President’s Summit.
b. Advises the president on any pertinent matters.
c. Provide support during conferences.
d. Responsible for order and distribution of graduation stoles. Additionally, collect data on post graduation plans from graduating members.
e. Position is elected by the President.
f. Confer with the chapter advisor to finalize the list of sponsored conference registrations.
g. Lead organizer for SHPE national reports and quarter check-ins
h. Lead for conference logistics and expectations
Public Relations Chair
a. Responsible for the coordination of general body meetings.
b. Create presentation materials for general body meetings.
c. Establish, maintain, and expand professional networks by collaborating with the External Vice President.
d. Create and share flyers for all General Body Meetings with the Communications Chair.
e. Works closely with the Historian and Alumni Relations to create or update alumni and professional databases.
Outreach Chair
a. Responsible for creating and leading team(s) in planning events to encourage K-12 grade students to pursue Science, Technology, Engineering, and Mathematics related fields.
b. Responsible for coordinating and facilitating the bi-annual Noche De Ciencias or a related event such as a Science Extravaganza.
c. Establish and oversee the Outreach Committee by delegating tasks to further the chapter’s Outreach plans and goals.
d. Establish and update a catalog of hands-on activities for Science, Technology, Engineering, and Mathematics events.
e. Responsible for arranging events in support and assistance to the community.
f. Maintain community partnerships by updating the partnership databases.
g. Work closely with the SHPE Jr chair in facilitating and cooperating with established SHPE Jr chapters.
SHPE Jr Chair
a. Liaison between SHPE Jr chapters supported by the Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter
b. Responsible for leading and creating events to provide leadership, professional, and technical development workshops for SHPE Jr chapters. Additionally, provide workshops to support the college transition process such as applying to scholarships, financial aid, college application process.
c. Promote resources and information to SHPE Jr chapters regarding affiliated University of Illinois Chicago programs and services
d. Provide frequent updates from SHPE Jr chapter(s) regarding their well-being, needs, finances, etcetera.
e. Collaborate with the Fundraising chair to create opportunities to fundraise for SHPE Jr chapter(s).
f. Collaborate with Outreach to establish connections with schools and spread awareness of SHPE Jr resources and benefits for students and schools.
Alumni Relations Chair
a. Update the Alumni Database frequently each semester by establishing and maintaining connections with alumni ensuring their contact information is up to date. Alumni includes graduated individuals of the University of Illinois Chicago, graduated members of the Society of Hispanic Professional Engineers at the University of Illinois Chicago chapter, or graduated members from other Society of Hispanic Professional Engineers chapters.
b. Collaborate with the Fundraising chair to create an annual alumni fundraising event to provide additional support and donations towards SHPE Jr chapter(s), SHPE National Conference, and other initiatives by the chapter.
c. Create events involving alumni to bring industry knowledge and experience towards leadership, technical, or professional development to chapter members. Examples include mock career fairs, early career opportunities, and panels.
d. Collaborate with the Professional MentorSHPE lead in encouraging and promoting the program to alumni to become mentors.
Webmaster
a. Maintains and regularly updates the chapter’s Squarespace website to remain user-friendly, visually appealing, and compatible across different devices.
b. Frequently update the content on the website to reflect current chapter activities and initiatives.
c. Work with the Historian to transfer event pictures from Discord and chapter accomplishments to the website.
d. Work with the Communications Chair weekly to transfer student highlights from Instagram and/or LinkedIn to the chapter website.
e. Update chapter URL changes across chapter platforms including Squarespace, Instagram, LinkedIn, Discord, and Linktree.
f. Responsible for adding and configuring Discord bots to help automate community engagement and data tracking.
g. Maintain the security of the Discord server by implementing checks and settings.
Communications Chair
a. Send weekly newsletters to the general body of the Society of Hispanic Professional Engineers at the University of Illinois Chicago.
b. Work with the Webmaster weekly to maintain and create content for the Society of Hispanic Professional Engineers website and social media, such as Instagram and LinkedIn.
c. Submit event descriptions and information to the College of Engineering Newsletter.
d. Responsible for creating an initiative that promotes chapter success and encourages recruitment on social media platforms.
Historian
a. Manages and creates all historical data and records for the chapter.
b. Creates additional documentation for record-keeping on the drive.
c. Works closely with Public Relations and Communications to provide supplemental material such as infographics or statistics.
d. Create a system to collect information on post-graduate plans/successes of graduating members.
e. Responsible for the development of infographics and statistics that explain chapter activities for use in the National Chapter Report or Sponsor Thank You packet.
Activities Chair
a. Arrange social and recreational events within the organization.
b. Provides alternative activities for board members to participate in and facilitate board bonding.
c. Assist with the beginning-of-the-year and/or end-of-the-year celebration event.
d. Encourages student organization collaboration.
e. Organizing/volunteering in community service events.
SHPEtinas Chair
a. Maintain relations with the Regional SHPEtinas Chair.
b. Grow the number of female members applying for conference sponsorship and attending events.
c. Organize or attend an annual SHPEtinas brunch or dialogue event.
d. Create content highlighting chapter members or influential figures for Hispanic American Heritage Month and/or Women's History Month.
e. Oversee, manage, and post frequently on the SHPEtinas instagram.
f. Collaborate with MemberSHPE on recruitment events to promote the SHPEtinas program and increase recruitment efforts.
MemberSHPE Chair
a. Identify recruiting events during summer and early fall terms to share chapter resources and membership instructions with undergraduate and graduate students.
b. Share event flyers with ENGR 100 classes and brainstorm engagement opportunities with the incoming first-year and transfer students.
c. Assemble volunteers to create poster boards, visuals, and hand-outs for tabling events.
d. Work with the Activities Chair to brainstorm a member celebration event for the fall semester.
e. Work with the Historian to create and distribute chapter merchandise.
f. Create and develop a STEM tour of the University of Illinois Chicago campus for visiting or incoming students.
g. Collaborate with SHPEtinas Chair on recruitment events to promote the SHPEtinas program and increase recruitment efforts.
LeaderSHPE Chair
a. Organize, oversee, and manage the LeaderSHPE development program. The target audience includes but is not limited to Freshman and Transfer students.
b. Responsible for providing tools and guidance to develop program participants’ leadership skills through workshops, event planning, and shadowing of current Board member duties.
c. Provides resources and tools for participants for professional leadership development either through workshops or one-on-one.
Fundraising Chair
a. Responsible for creating a committee to increase funds within the organization.
b. Arrange and coordinate activities geared towards raising funds, including the Society of Hispanic Professional Engineers Scholarship.
c. Networks with community leaders to raise awareness about organizations and acquire funds.
d. Works closely with the Treasurer in handling the Society of Hispanic Professional Engineers at the University of Illinois Chicago merchandise/T-shirts.
e. Find volunteering opportunities to increase funds within the organization.
Technical Team Leader(s)
a. Oversees design, construction, and operation of the Society of Hispanic Professional Engineers robot(s).
b. Assign a captain to each robot(s), and delegate members to respective teams.
c. Responsible for seeking project design competition(s) over the summer if there is not one being worked on currently. Can collaborate with other student organizations for design competition(s).
d. Work with the Treasurer to attain funds to facilitate the construction of robot(s).
e. Provide a progress report on events/projects for the executive board to increase communication.
f. Document all design changes relating to mechanical, electrical, and coding.
g. Responsible for hosting any technical or software-related workshops for general members to attend.
h. Ability to create other technical and engineering-oriented projects if the robotics competition is not in total capacity during the school year.
MentorSHPE Chair
a. Responsible for the recruitment of mentors and mentees.
b. Responsible for organizing events for the MentorSHPE program participants.
c. Introduces students to opportunities within the Society of Hispanic Professional Engineers.
d. Co-chair position where one will lead the Peer-To-Peer MentorSHPE program and the other will lead the Professional MentorSHPE program (Lift as You Rise).
e. The Peer-To-Peer MentorSHPE program starts fall semester and ends spring semester.
f. The Professional MentorSHPE program will start in the spring semester and end the fall semester. This lead will reach out to professionals from various STEM professions starting in May and finalize a list by November. Paring will begin at the end of December to early January.
h. The Professional MentorSHPE program lead will collaborate with the Alumni Relations chair to encourage alumni to be mentors for the program.
g. Establish a committee every fall semester to support event planning, execution, and reflections.
Academics Chair
a. Maintain and advertise scholarship information resources and applications.
b. Coordinate at least two academic-related events per semester.
c. Raise awareness of student life, work ethic, and mental health that impact academic performance.
d. Manage and oversee the academic check-in program to ensure board members are excelling in their academics.
e. Collaborate with the Graduate Ambassador to create events tailored to undergraduate and graduate students post graduate life such as furthering education, research, employment opportunities, etcetera.
Graduate Ambassador
a. Responsible for spreading awareness and connecting graduate students to the Society of Hispanic Professional Engineers.
b. Collaborate with the Academics chair to create events tailored to undergraduate and graduate students post graduate life such as furthering education, research, employment opportunities, etcetera.
c. Point of contact with communicating with the SHPE Region Graduate Representatives and promoting events related to graduate students.
d. In charge of providing information regarding SHPE National Conference graduate thesis, research, and related competitions.
e. This position must be held by a graduate student. Therefore, this position may not always be filled.
Section 5: PROVISIONS FOR REMOVAL OF OFFICER
A board meeting will be held to remove officer position(s). If two-thirds (⅔) of the present executive board vote for removing an officer position, then the position will be removed.
Officers may be removed from their position and the executive board if they violate the Society of Hispanic Professional Engineers by-laws/constitution or any related University of Illinois Chicago policies. A warning shall be sent to the officer pending to be removed. The chapter advisor should be included before the first warning is sent out. If there are no corrections to behavior or the matter is urgent, a board meeting will be held to remove an officer. An advisor must oversee the removal process. If two-thirds of the present executive board vote for the removal of an officer or officer position and there is approval from the advisor, then the officer will be removed.
Section 6: PROVISIONS FOR ELECTION OF OFFICER UPON REMOVAL
A board meeting will be held to elect officers or officer positions. If two-thirds (⅔) of the present executive board vote to elect the new officer or officer position, the officer elected must be notified and asked to accept the position.
ARTICLE V
Section 1: NOMINATIONS
A nomination can be made by any member and must be seconded by another member.
Nominees shall be able to accept or reject the positions at the nominations meeting throughout the week and on Election Day.
Nominated members will be checked for eligibility by the executive board.
Interim board member(s) shall be appointed by the elected president if no nominations are received and approved.
Nominations shall be conducted no later than the third week of March.
The length of the candidates’ speeches shall be decided upon at the time of nomination by the president.
Any nominated member not present and without a pre-written speech can be disqualified at the president’s discretion.
ARTICLE VI
Section 1: ELECTIONS
Elections shall be held the week or two weeks following accepted nominations.
Elections should be held no later than the second week of April.
All qualified (i.e., active and national) members of the Society of Hispanic Engineers are eligible to hold office and vote for officers.
Notice of the outcome of elections and appointments shall be made via email.
Voting will continue for one week following the speeches.
Speeches shall be done in person or submitted virtually up to 2 days before the elections. If anyone cannot attend in-person elections, the speech can be pre-written and given to someone attending or recorded to display virtually.
ARTICLE VII
Section 1: GENERAL BODY MEETINGS
General meetings of this organization shall be held at least four times per semester (excluding the summer term).
Special meetings may be called at any time by the executive board.
The President will preside over the meetings, but if they cannot attend, the Internal or External Vice President can take their place no more than half of the semester meetings.
At every meeting, two-thirds (⅔) of the active membership present will constitute a quorum.
No meeting shall be conducted without the presence of at least three members of the executive board.
In the absence of an executive board member, a member from the committee shall represent the officer.
Section 2: EXECUTIVE BOARD MEETINGS
The President will preside over the meetings, but if they cannot attend, the Internal or External Vice Presidents can take their place no more than half of the semester's executive board meetings.
The Secretary shall formulate the agenda for each board meeting and is responsible for taking notes throughout.
All executive board members are expected to be present.
ARTICLE VIII
Section 1: SPONSORS AND ADVISORS
Society of Hispanic Professional Engineers shall have one or more advisors, full-time faculty members, or academic staff. Teaching Assistants (TAs) will not be eligible.
Society of Hispanic Professional Engineers Advisor is expected to meet monthly with the President. The President should schedule these meetings and the Top 5 members are strongly encouraged to attend these monthly meetings.
The purpose of selecting this candidate(s) will be to ensure that the organization functions according to its objectives.
ARTICLE IX
Section 1: CO-CHAIRS
Any board position can appoint a co-chair except for the Executive Board.
Potential co-chairs must be reviewed by the Executive Board before the position is confirmed.
Proper justification must be provided for additional co-chairs in addition to previous guidelines.
Co-chairs are responsible for an equal and fair amount of work.
ARTICLE X
Section 1: DUES
Dues will be based on the organization's financial needs at that time.
ARTICLE XI
Section 1: HANDLING OF FUNDS
The organization’s on-campus Chicago Organization Fund account will be managed primarily by the Treasurer/financial officer.
Section 2.
The registration form allows the President and Treasurer to authorize or sign documents concerning funds.
Section 3.
All monies collected on/off campus associated with this organization, MUST BE DEPOSITED into the organization’s Chicago Organization Fund account.
ARTICLE XII
Section 1: AMENDMENTS
Advanced notice of the constitutional amendments will be announced at the general meetings.
Amendments can be proposed by any members and will be approved by two-thirds (⅔) of the executive board. Any amendments over 30% of the by-laws/constitution need approval from the chapter advisor.
ARTICLE XIII
Section 1: REFERENDUM
The aforementioned quorum (Article VII, section 1D) constitutes a referendum committee, which shall have the power to overrule any actions taken by the executive board.
ARTICLE XIV
Section 1:
The organization's name shall be changed from the Latino Association Supporting Engineering Careers to the Society of Hispanic Professional Engineers.
Section 2:
The Society of Hispanic Professional Engineers will be a student chapter of the National Society of Hispanic Professional Engineers.
ARTICLE XV
Section 1: ACTIVE MEMBERSHIP
The Society of Hispanic Professional Engineers local membership is defined by fulfilling national dues and submitting information to the chapter database form. To uphold active Society of Hispanic Professional Engineers membership status the member has to have consistent Society of Hispanic Professional Engineers involvement.
Active membership is defined by a point system for the regular members per semester. The percentage will be based on the number of events attended by the member divided by the total number of Society of Hispanic Professional Engineers events. The executive board shall keep track of this policy by maintaining attendance sheets, committee reports, and receipts. Each committee chairperson shall be responsible for this tally.
Any member failing to maintain active member status shall lose for one semester the following privileges: Sponsorship and/or attendance to banquets, seminars, conferences, or any discount derived from membership, access to course files, and inclusion in the forthcoming resume book and shall forego the right to run for the executive board if sanctioned during the Spring Semester.