EGSO Constitution
Article 1. Name of Organization
The name of this organization shall be the Entomology Graduate Student Organization (E.G.S.O.) of Texas A&M University, College Station, Texas.
Article 2. Purpose
The purpose of this organization is to foster the interests of the graduate students of the Department of Entomology, promote and support academic and social activities of interest to graduate students, and serve as liaison between the faculty and staff of the Department of Entomology and other related organizations, and the graduate students.
Article 3. Membership
Section 1.
Full members are those graduate students of the Department of Entomology who have paid current membership dues of $1.00 per year.
Section 2.
Associate members are those graduate students of the Department of Entomology who have not paid dues. Associate membership is also available, upon application, to graduate students from other departments who have an interest in entomology.
Section 3.
Full and associate members shall have a privilege of voice, but only full members shall have the privilege of voting.
Section 4.
Full and associate members shall undergo disciplinary proceedings that may result in removal from the organization for the following reasons: physical assault of another member or advisor during any meeting sanctioned by E.G.S.O., stealing from any E.G.S.O. or Department of Entomology financial account, bringing and/or drinking alcoholic beverages at an E.G.S.O. function deemed nonalcoholic, and/or providing alcohol to a minor.
Section 5.
Disciplinary proceeding will take place within seven days of any of suspected infraction. Disciplinary proceedings will commence with a hearing by the executive committee. During the hearing the accused shall be provided the opportunity to present their case. After the hearing, the executive council will vote to decide what disciplinary action, if any, should be taken. Any officer accused of one of the above infractions cannot serve on the executive committee for their own hearing. A general E.G.S.O. member chosen by vote at large will replace the accused executive committee member throughout per said hearing.
Article 4. Financial Transaction
All monies belonging to this organization shall be deposited and disbursed through a bank account established for this organization at the Student Organization Finance Center and/or the Fiscal Office. All funds must be deposited within 24 hours after collection. The advisors to this organization must approve and sign each expenditure before payment.
Article 5. Officers
Section 1.
The offices of this organization must meet the following requirements: a) have at minimum grade point ratio (GPR) as stated below and meet the minimum GPR in the semester immediately prior to the election/appointment, the semester of the election/appointment and semesters during the term of office. For graduate level students the minimum expected GPR is 3.00. In order for provisions to be met, at least four hours (half-time credits) must have been taken for the semester under consideration. In one limited circumstance, summer semester hours may be applied to the provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least three credit hours must have been taken during the course of either the full or two summer session(s) unless fewer credits are required as they complete the final states of their degree. In the rare event that no current graduate student is found willing to accept the nomination to serve in a specific EGSO officer capacity for the coming academic year, any full member may nominate and the full membership may elect an incoming graduate student to the following position: Social Secretary.
In such cases, the incoming elected officer will receive a probationary forbearance of 8 months for the officer requirements listed in Article 5: Section 1 and Article 7: Section 5: Subsection E. If all requirements are not met upon the completion of the probationary period, the membership will hold an at large vote to replace the officer with a full member in good standing.
Section 2. The president shall:
Subsection a. Call and preside over meetings of the E.G.S.O. and executive committee.
Subsection b. Have the power to appoint special representatives.
Subsection c. Coordinate the activities of the executive committee.
Subsection d. Be the official representative of the E.G.S.O.
Subsection e. Hold executive power between executive committee meetings.
Section 3. The vice-president shall:
Subsection a. Assume the duties of the president in the president’s absence.
Subsection b. In case of resignation or incapacitation of the president,
assume the duties of the president for the remainder of the term.
Subsection c. Serve as E.G.S.O. representative to other recognized university organizations.
Section 4. The secretary shall:
Subsection a. Record the minutes of all meetings, and make those minutes available to all members.
Subsection b. Keep an updated copy of the constitution and bylaws, and make this copy available to all members.
Subsection c. Be the custodian of the preliminary examination file.
Subsection d. Be responsible for official correspondence of the E.G.S.O.
Subsection e. Be responsible for distribution of notices of upcoming meetings.
Subsection f. Assume the duties of the president in the absence of the president and the vice-president.
Subsection g. In the case of the resignation or incapacitation of the president and vice-president, to assume the duties of the president, and officiate and call for the new elections within one month to fill these posts.
Section 5. The treasurer shall:
Subsection a. Supervise all financial transactions of the E.G.S.O.
Subsection b. Keep open records of all financial transactions.
Subsection c. Present a financial report when required at meetings.
Subsection d. Assume the duties of the president in the absence of the president, vice-president, and secretary.
Subsection e. File a proposed budget with the MSC after approval of the executive committee.
Subsection f. Assume the responsibilities of the secretary, in his/her absence as stated in Article 4, Section 3. Subsection g..
Section 6. The social secretary shall:
Subsection a. Be responsible for organization of all EGSO social events.
Subsection b. Function as a liaison between faculty and staff, and the E.G.S.O. in relation to departmental social events.
Subsection c. Be responsible for distribution of notices of upcoming social events.
Subsection d. Be responsible for welcoming new graduate students into the Department of Entomology, and for recruitment of new members into E.G.S.O.
Section 7. Disciplinary hearings to remove an officer from office can be begun by any member of E.G.S.O. if it is suspected that the officer is not fulfilling his/her duties as stated under Article 5. Disciplinary proceedings will follow Article 3, Section 5.
Article 6. The advisor shall:
Section 1. Be a Texas A&M employee as defined by the Human Resources Department. The advisor will be willing to obtain an appropriate level of experience, resource information and knowledge related to the mission, purpose and activities of the organization.
Section 2. Regularly attend executive and general meetings. They will be available for consultation outside of these meetings.
Section 3. Assist the organization with development of goals and objectives for the academic year. The advisor will also assist the organization with event planning and facilitation. When necessary the advisor will be willing to attend events as identified through the planning process.
Section 4. Be aware of the University Student Rules and will assist the organization with adherence to these expectations.
Section 5. If no longer willing and/or able to fulfill the responsibilities, formally communicate this to the student organization and the Department of Student Activities in writing. The organization will then determine the appropriate course of action for replacing the advisor.
Article 7. Meetings, Quorums, and Elections
Section 1. The annual general meeting shall occur within three weeks before the first day of finals in the spring semester.
Subsection a. Announcement of election of officers shall occur at this meeting.
Subsection b. the treasurer shall give a complete financial report at this meeting.
Subsection c. Election of faculty representatives shall occur at this meeting.
Section 2. General Business Meetings
Subsection a. Shall be held at least twice during both fall and spring semesters.
Subsection b. May be called by any full member.
Section 3. Executive Committee Meetings
Subsection a. Shall be held at least twice during both the fall and the spring semesters.
Subsection b. May be called by any executive committee member.
Section 4. Quorums shall be defined:
Subsection a. 20% of the full members for the annual general meeting.
Subsection b. 20% of the full members for general business meetings.
Subsection c. A majority of the executive committee members for an executive meetings.
Section 5. Elections
Subsection a. Candidates for officers and faculty representatives shall be nominated by any full member.
Subsection b. Nomination of officers will be posted within two weeks prior to the annual general meeting.
Subsection c. Voting shall be by secret written ballot.
Subsection d. Officers and faculty representatives shall be elected by simple majority vote of full members.
Subsection e. All candidates for officer election shall be full members of E.G.S.O.
Subsection f. Term of office will be twelve months beginning on the last day of the spring semester.
Article 8. Governing bodies
Section 1. The full (voting) membership shall be the primary governing body and shall:
Subsection a. Have power to approve or disapprove of any execution of executive powers between general business meetings.
Subsection b. Be able to form committees for transaction of membership business.
Subsection c. In response to petition signed by a majority of the full (voting) membership, initiate a recall election for any officer deemed negligent in fulfilling his or her responsibilities of office.
Clause 1. To initiate the recall procedure, the recall position shall be presented to the presiding officer at a general business meeting.
Clause 2. Following discussion and/or debate on the proposed recall, a vote, requiring a two-third majority of the full (voting) membership for recall will be taken.
Clause 3. Within two weeks of a recall, a new officer will be elected as proscribed in Article 6, Section 5.
Section 2. The executive committee shall be the secondary governing body and shall:
Subsection a. Report for approval to the voting membership on any execution of executive powers by the president or the executive committee between general business meetings.
Subsection b. Have the ability to form committees among themselves for the transaction of executive committee business.
Section 3. The president, or his/her representatives, shall be the tertiary governing body and shall report for approval to the executive committee on any execution of executive power between executive committee meetings.
Article 9. Rules of Procedure
Accepted American parliamentary practice as set forth in Robert’s Rules shall govern the conduct of the affairs of this organization and the procedure of its meetings.
Article 10. Amendments and Revisions
Section 1. The bylaws may be amended at any general business meeting by a two-thirds majority vote of the full membership.
Section 2. The constitution is reviewed annually by a representative of the department of student activities and is subject to approval of the department of student activities.