PREAMBLE
The National Society of Black Engineers, as a national student and professional based organization, does hereby dedicate itself to the development of intensive programs for increasing Black and other ethnic minority participation in the fields of engineering and engineering technology. These programs will be initiated both within and outside the university community and will serve to strengthen relations between professional industry and the black community.Members of this organization are encouraged to join and participate in their individual professional societies. This organization will endeavor to provide general counseling to all members.
ARTICLE I - NAME
The name of the organization is the National Society of Black Engineers, hereafter called the National Society.
ARTICLE II - OBJECTIVE
The National Society shall promote the public awareness of engineering and the opportunities it affords in the professional industry and academia; to stimulate and develop student interest in engineering; to strive in promoting participation at all levels of responsibility in the field of engineering by the Black and ethnic minority communities; and to endeavor in the advancement of of the black professional engineer within the individual engineering disciplines.
ARTICLE III - MEMBERSHIP
Section 1. Applications
A. Each application for membership in the National Society as Affiliate,Honorary, Alumni, or Member, shall be in writing, in such form and in such detail as required by the Executive board of the National Society, and shall be signed by the applicant. Such an application shall be presented either to the Executive committee of the National Society Chapter, hereafter called the Chapter, within which the applicant desires to affiliate or to the National Society Charter/Membership Committee.
B. The Executive Committee of the Chapter or the Executive Board of the National Society, or their duly authorized representatives shall consider such application for membership. When accepted, the applicant shall so be notified.
C. All applicants presented to the Executive Committee of the Chapter shall be so acted upon promptly and upon written approval transmitted immediately to the National Society Charter/Membership committee.
D. All applicants mailed directly to the National Society Charter/ Membership committee shall be forwarded, after approval, to the appropriate Chapter for its approval, unless the applicant resides where there is no geographically available chapter.
Section 2.
Any member who desires a change in class of general membership shall apply in writing to the Executive committee of the Chapter with which he is affiliated or to the National Society Charter/Membership Committee. If he is not affiliated with a Chapter, such application shall be considered and acted on in the same manner as an application for membership and the same notification is to be sent to the Charter/Membership committee.
Section 3.
Any member who changes geographic location shall be affiliated with the nearest Chapter geographically convenient to the new location, and shall be so notified by the National Society Charter/Membership committee. This is subject to the provision that either the member of the Chapter or both may request a change in the new affiliation by writing to the National Society Charter/Membership committee.
Section 4. Termination
A. Any member may indicate an intention to relinquish his membership by filling a written resignation with the Executive committee, or if affiliated with no Chapter, with the National Society Charter/Membership committee. All such resignations shall be transmitted immediately to the Executive Board. In case of resignation no fees covering the remainder of the year in which the resignation is processed shall be remitted to the resigner.
B. Any member whose fees to the National Society remains unpaid for a period of one (1) calendar month after the final bill for the same has been mailed to the Affiliate, Alumni, or Member directed to the mailing address shown on the official records of the National Society for the member in question shall automatically cease to be a member.
C. Any member who resigns or is dropped for nonpayment of fees shall have the privilege of resuming membership without penalty or loss of continuity by making his fee payment at any time within six (6) calendar months after the resignation of the final bill as described above.
Section 5. Dues
Fees of the National Society shall be assessed in accordance to Article V of the Constitution and shall be directed to the Executive Board.
Section 6. Committee Membership
All positions on national and regional standing and ad-hoc committees shall beheld by members in good standing.
ARTICLE IV - CHAPTERS
Section 1.
Charter organizations of the National Society shall be known as: "(name of said organization) Chapter of the National Society of Black Engineers".
Section 2.
Any organization, association, or other group, may obtain and retain Charter status by an affirmative vote of no less than nine (9) members of the Executive board of the National Society, and is governed in accordance with the following provisions:
A. Shall total no less than ten (10) persons eligible to vote on the ballots of the National Society.
B. Shall elect a President, Vice-President, Secretary, an Treasurer, on an annual basis (at least).
C. Shall, on or before 1 February of each calendar year, submit a written report containing:
1. A synopsis of the activities of the Chapters for the terminating year;and,
2. A statement of receipts and expenditures, and balance sheets of assets and liabilities of the Chapter.
Section 3. Chapter Designation
(name of the said organization) Chapter of the National Society of Black Engineers shall be defined as:
A. Having all elected officers entitled to cast votes in the meetings of the National Society.
B. Having received said status, is subject to the rights granted and restrictions imposed by law, by the Article of Incorporation, by the Constitution, by the Rules for the Government of Chapters, and these By-Laws.
ARTICLE V - REGIONS
Each Region shall elect a Chairperson, Vice-Chairperson, Secretary and Treasurer on an annual basis.
ARTICLE VI - NATIONAL EXECUTIVE BOARD
Section 1. Qualifications for Candidacy
A. All elected positions will be held by members as currently defined by the NSBE Constitution.
B. In addition, the National Office shall send a form to all newly-elected National Executive Board members and their respective universities requesting verification of the individual's good standing. A response to this form must be received no later than thirty (30) days after the postmark of the form. If no response is received, the office of that individual shall be considered vacant until such a time as a new board member can be appointed.
Section 2. The Zone Structure
A. Administrative Zone: The Administrative Zone shall consist of the National Chairperson, Vice-Chairperson, Secretary, Treasurer, Programs Chairperson and Alumni Extension Chairperson. Members of this zone shall oversee all other zones. The Chairperson shall coordinate the work of this zone.
B. Regional Zone: The Regional Zone shall consist of the National Vice-Chairperson and the Regional Chairpersons. The Vice-Chairperson shall coordinate the work of this zone, and provide zone members with the resources they need in order to function effectively. She/He shall also present regular reports of zone activities to the National Chairperson.
C. Communications Zone: The Communications Zone shall consist of the National Secretary, the Publications Chairperson, Public Relations Chairperson,Communications Chairperson, and the NSBENet Coordinator. The National Secretary shall coordinate the work of this zone, and provide zone members with the resources they need in order to function effectively. She/He shall also present regular reports of zone activities to the National Chairperson.
D. Finance Zone: The Finance Zone shall consist of the National Treasurer,the Finance Chairperson, and Conference Planning Committee Chairperson. The National Treasurer shall coordinate the work of this zone, and provide zone members with the resources they need in order to function effectively. She/He shall also present regular reports of zone activities to the National Chairperson.
E. Programs Zone: The Programs Zone shall consist of the National Programs Chairperson, the Charter/Membership Chairperson, the Precollege Initiative Chairperson, the Leadership Conference Planning Committee Chairperson, and the BizNet Chairperson. The National Programs Chairperson shall coordinate the work of this zone, and provide zone members with the resources they need in order to function effectively. She/He shall also present regular reports of zone activities to the National Chairperson.
Section 3. Duties
A. National Chairperson
1. Shall coordinate the activities of the National Executive Board to ensure implementation of all internal and external tasks and steady communications while avoiding duplication of effort.
2. Shall chair the Administrative Zone which coordinates the other three zones.
3. Shall produce a quarterly report to be distributed to the National Executive Board this is based upon zone reports and details the status of the organization.
4. Shall present ideas and propose directions for the organization.
5. Shall attend regional conferences as the National Executive Board representative whenever financially and logistically feasible.
6. Shall make verbal and written statements to the public concerning NSBE policy, goals, and objectives.
7. Shall appoint members of special committees on an as-needed basis.
8. Shall appoint new board members to vacant board positions with the consent of the remaining board members.
9. Shall appoint the National Parliamentarian for a one-year term with the consent of the board.
10. Shall communicate with the Advisory Board Chairperson on an as-needed basis.
11. Shall in conjunction with the National Public Relations Chairperson produce an Annual Report to the NSBE membership and corporate supporters.
12. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
13. Shall produce an official transition report at the close of the term of office.
B. National Vice-Chairperson
1. Shall preside over the National Executive Board meetings and other appropriate functions in the absence of the National Chairperson.
2. Shall chair the Regional Zone and present periodic zone reports to the National Chairperson.
3. Shall develop and evaluate national projects and programs along with the Programs Chairperson.
4. Shall ensure the annual regional conference strategy reflects the national focus.
5. Shall attend regional conferences as the NEB representative whenever financially and logistically feasible.
6. Shall develop and finalize the National Executive Board meeting agenda.
7. Shall coordinate and evaluate the intra-board communications.
8. Shall develop the national programs & objectives, the national directives of the society and recommend national projects & programs and monitor their development.
9. Shall produce an official transition report at the close of the term of office.
C. National Treasurer
1. Shall maintain the organization's financial accounts.
2. Shall work directly with NSBE's management firm and/or legal counsel, when necessary.
3. Shall determine, together with the other national officers, the allocation of NSBE financial resources to allow for steady cash flow.
4. Shall design, implement, and monitor a financial policy related to expenditures and cash flow for the board for the coming year with the approval of the National Executive Board.
5. Shall design an annual National Budget.
6. Shall provide quarterly financial reports at National Executive Board meetings.
7. Shall chair the Finance Zone and present periodic reports to the National Chair.
8. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
9. Shall produce an official transition report at the close of the term of office.
D. National Secretary
1. Shall record and produce detailed minutes of all NEB and NEO meetings and distribute these minutes to all executive and advisory board members.
2. Shall chair the Communications zone and present periodic reports to the National Chair.
3. Shall develop an operational calendar of National events.
4. Shall ensure the adequate distribution of official NEB stationary to all executive and advisory board members.
5. Shall be responsible for the safekeeping of the corporate seal of the National Society.
6. Shall appoint and chair the National Awards Committee on an annual basis with the consent of the NEB.
7. Shall produce an official transition report at the close of the term of office.
E. National Publications Chairperson
1. Shall be responsible for all national publications, not specifically assigned to other NEB committees.
2. Shall evaluate, approve, and finalize the general content of the NSBE magazine with the assistance of the Managing Editor.
3. Shall evaluate publication alternatives.
4. Shall maintain regional publications liaisons.
5. Shall produce an official transition report at the close of the term of office.
F. National Communications Chairperson
1. Shall finalize the content and distribute bimonthly bulletins to chapters concerning national and regional affairs.
2. Shall develop mechanisms by which intra-board communications may be improved.
3. Shall produce an official transition report at the close of the term of office.
G. National Public Relations Chairperson
1. Shall prepare and submit articles affecting the public image of NSBE to other publications.
2. Shall design and distribute brochures containing information about NSBE to NSBE chapters, other organizations, corporations, and the general public.
3. Shall make official statements for the organization with the approval of the National Chair.
4. Shall research, document, and distribute college engineering and scholarship information to high school students through public relations materials.
5. Shall design and have published informational brochures, (i.e. Job Searching/Resume Writing Techniques, Engineering Disciplines, Scholarship Information, etc.), all carrying the NSBE logo and name, to be distributed to NSBE chapter, high schools and the general public.
6. Shall identify other black engineering student/professional organizations for the purpose of collaboration and/or support.
7. Shall produce an official transition report fat the close of the term of office.
H. National Finance Chairperson
1. Shall identify and contact national funding sources.
2. Shall prepare and finalize solicitation packets for submission to corporations and foundations on behalf of NSBE.
3. Shall assist regional finance chairs in developing regional solicitation strategies.
4. Shall produce an official transition report at the close of the term of office.
I. National Charter/Membership Chairperson
1. Shall distribute information regarding the chartering process to potential chapters.
2. Shall distribute membership information to chapters.
3. Shall compile membership statistics and make them available to the public.
4. Shall coordinate chapter charter renewals.
5. Shall maintain updated rosters of members and chartered chapters.
6. Shall encourage the creation of new NSBE chapters.
7. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
8. Shall produce an official transition report at the close of the term of office.
J. National Conference Planning Committee Chairperson
1. Shall ensure a successful and productive National Conference on an annual basis.
2. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
3. Shall produce an official transition report at the close of the term of office.
K. National Programs Chairperson
1. Shall work with the Regional Chairperson in order to develop uniform programs in keeping with the goals of the Society.
2. Shall assist the Conference Planning Committee in developing the agenda for the National Conference.
3. Shall design and implement methods by which chapters may learn how to create an maintain programs.
4. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
5. Shall be responsible for the implementation of national projects and programs.
6. Shall produce an official transition report at the close of the term of office.
L. Regional Chairpersons
1. Shall develop resources within the regions in order to carry out regional programs.
2. Shall coordinate the activities of the regional executive boards.
3. Shall work with regional advisory boards.
4. Shall make public statements concerning the regions.
5. Shall coordinate regional conferences with sponsoring chapters and regional conference planning committees.
6. Shall generate funds from the National Executive Board and/or other sources in order to finance regional programs and operations.
7. Shall see that all chapters in the region receive the information and materials they need in order to function efficiently.
8. Shall see that all chapters within the region submit required documents in a timely manner.
9. Shall identify potential chapters to charter within the region.
10. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
11. Shall produce an official transition report at the close of the term of office.
M. National Parliamentarian
1. Shall serve as a resource on the governing documents of the National Society.
2. Shall serve as a resource on proper parliamentary procedure.
3. Shall coordinate national election procedures at the National Conference.
4. Shall produce an official transition report at the close of the term of office.
N. Alumni Extension Chairperson
1. Shall oversee all activities of the Alumni Extension.
2. Shall serve as a member of the NEB and Administrative Zone, and as representative of the NSBE Alumni Extension.
3. Shall coordinate the activities of the Alumni Extension's Executive Board.
4. Shall approve, in advance, all official communications sent out in the name of NSBE Alumni Extension.
5. Shall make public statements concerning the Alumni Extension.
6. Shall compile yearly Alumni Extension report.
7. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
8. Shall ensure Alumni Extension activities are consistent with the approved Alumni Interface Guidelines, Alumni Operating Guidelines and NSBE Constitution.
9. Shall develop resources in order to finance Alumni Extension's programs and operations.
Section 4. Appointed Positions
A. The term of office shall end for each appointed position (except the CPC Chairperson) either when a successor is chosen or one year from the date of appointment, whichever comes first.
B. Any appointed member of the National Executive Board may be removed from office in either of the following ways:
1. A majority vote of the National Executive Board upon the recommendation of the National Chairperson; or
2. A two-thirds vote of the National Executive Board without there commendation of the National Chairperson.
C. Duties - Ad Hoc National Executive Board Members
1. National Assistant Treasurer
a. Shall monitor the financial policies and procedures as set by the National Executive Board or the National Treasurer as they pertain to the Regions and the Alumni Extension.
b. Shall approve specific expenditures of the Regions and Alumni Extension consistent with the National Budget.
c. Shall assist the Regional and Alumni Treasurers in the performance of their duties on an as needed basis.
d. Shall perform other tasks as assigned by the National Treasurer.
e. Shall produce an official transition report at the close of the term of office.
2. Leadership Conference Planning Committee Chairperson
a. Shall coordinate the activities of the Leadership Conference Planning Committee.
b. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
c. Shall produce an official transition report at the close of the term of office.
3. Pre-College Initiative Committee Chairperson
a. Shall coordinate the activities of the Pre-College Initiative Committee.
b. Shall assist Regional and Alumni Pre-College Initiative representatives on an as needed basis.
c. Shall with the concurrence of the Publications Committee Chairperson select the NSBE Bridge Editor. This appointment shall be confirmed by the National Executive Board.
d. Shall appoint the NSBE Jr. Coordinator with the approval of the National Executive Board.
e. Shall compile a brief synopsis of his/her yearly activities for the NSBE Annual Report.
f. Shall produce an official transition report at the close of the term of office.
ARTICLE VII - TERMINATION OF BOARD MEMBERS
Any board member or member of the Advisory Board of the National Society may be impeached and removed from said position by the affirmative vote of:
A. No less than two-thirds of the members in good standing; or
B. All remaining officers of the Executive Board of the National Society.
ARTICLE VIII - MEETINGS
Section 1.
At each annual meeting of the National Society, there shall be elected an Executive Board of the National Society for the ensuing year and at which meeting such other business may be transacted as may be found, from time to time, necessary, desirable or useful.
Section 2.
Notice of the annual meeting of the National Society shall be given in writing to all members in good standing in no less than thirty (30) days prior to said meeting.
Section 3.
A quorum for all transaction of business at the annual meeting of the National Society shall be:
A. No less than three (3) National Officers; and,
B. No less than five (5) Regional Chairpersons; and,
C. No less than two (2) members in good standing from any one (1) region of the National Society.
Section 4.
A quorum for the transaction of all business at National Executive Board Meetings shall be ten voting members of the Executive Board. The quorum must include:
A. No less than one National Executive Officer; and,
B. No less than three National Committee Chairs; and
C. No less than three Regional Chairs.
Section 5.
The National Conference shall be conducted in accordance with the NSBE Constitution these By-Laws and any resolution approved by the National Executive Board.
Section 6.
The Conference rotation shall be as follows:
A. Region I D. Region IV
B. Region V E. Region III
C. Region II F. Region VI
Section 7.
The Conference city shall be approved by the National Executive board at least two years prior to the Conference, based upon the following criteria:
A. Recommendation of the hosting region
B. The city's ability to accommodate the Conference
C. The relative cost to the membership and to the society
D. The availability of desirable dates
E. Any other considerations deemed appropriate by the National Executive Board.
Section 8.
The Conference Planning Committee Task Force shall consist of the National Treasurer, the National Finance Committee Chairperson, the Conference Planning Committee Chairperson for the current conference, the Regional Chairperson of the hosting region of the current conference, a member of the National Advisory Board selected by the Advisory Board Chairperson, two members of the National Executive Board selected by the National Chairperson and a Headquarters' Staff member selected by the National Executive Director. The National Treasurer shall serve as Chairperson of the Task Force.
Section 9.
The Conference Planning Committee Task Force (CPC Task Force) will have the following responsibilities:
A. To oversee the Conference Planning process to insure that all the interests of the Society are balanced as pertains to the Conference.
B. To make recommendations to the National Executive Board concerning Conference registration fees for the membership and corporations. These fees shall be approved at the NEB meeting at which the National Budget is approved.
C. To review the proposals of the host region for the conference as to the host city and make a recommendation to the National Executive Board concerning the location.
D. To periodically review the conference plans to insure that adequate progress is made.
E. To oversee the entire Conference planning process and recommend changes as may from time to time be necessary.
F. To perform other tasks as assigned by the National Chairperson.
Section 10.
The Conference Planning Committee (CPC) will be responsible for the planning and implementation of the National conference. The CPC Chairperson will be approved by the National Executive Board upon the recommendation of the Chairperson of the hosting Region. The CPC will have following specific responsibilities:
A. To determine the theme for the conference. The Theme should be consistent with the goals and objectives of the Society.
B. To recommend the conference hotel to the CPC Task Force.
C. To develop a Conference agenda which includes workshops which address issues relevant to the society as expressed by the National Objectives, Regional Concerns, and input from the membership. The workshops should focus on the cultural, technical, academic and professional concerns of the membership. The agenda should also include ample time for Regional meetings and General sessions.
D. To conduct the National elections under the supervision of the National Parliamentarian.
E. To perform any other tasks as directed by the National Chairperson or the CPC Task Force.
Section 11.
The Executive board of the National Society shall have no less than one(1) meeting per term of office; and a quorum for transacting business of the National Society shall be no less than ten (10) members of said National Executive Board.
Section 12 - National Leadership Conference
The National Leadership Conference Planning Committee (NLCPC) shall consist of a Chairperson appointed by the National Chairperson and confirmed by the NEB,one representative from each Region, a representative from the alumni extension, and a member of the Advisory Board designated by the National Advisory Board Chairperson.
A. The National Leadership conference will have the following purposes:
1. To teach participants the leadership skills necessary for the development of their positions and their personal development.
2. To alert participants of specific problems relevant to the operation of the Society.
3. To train participants in problem solving techniques.
4. To give participants input into the planning process for the upcoming year.
5. To transition the National Executive Board.
B. The NLCPC will have the following responsibilities:
1. To recommend to the NEB the site for the National Leadership Conference within the constraints of the following rotation scheme:
A. Region IV D. Region I
B. Region III E. Region V
C. Region VI F. Region II
2. To organize cost efficient travel and accommodations for all participants.
3. To develop the conference program under the direction of the National Programs Chairperson.
4. Other responsibilities as assigned by the National Chairperson.
C. The participants of the Leadership Conference shall include, but need not be limited to, the following:
1. The past and current National Executive Boards.
2. The four officers of each region and the regional representatives to the each of the National Standing Committees.
3. The officers, regional chairs, and committee representatives to the National Standing Committees of the Alumni Extension.
4. Other people as approved by the National Executive Officers.
ARTICLE IX - FINANCES
Section 1. General
No funds shall be expended, encumbered, or otherwise disbursed by NSBE other than in accordance with the procedure for the authorization of expenditures or investments in these By-Laws.
Section 2. Budget Process and Timetable
A. The Operating Budget shall be presented by the Treasurer to the NEB for its modification and approval no later than the last NEB meeting prior to the beginning of the new fiscal year.
B. The Operating Budget shall be approved by the National Executive Board by a two-thirds vote. The approved budget must be balanced.
Section 3. Budgetary Authority
Once the Operating Budget has been approved, the Treasurer shall be authorized to approve specific expenditures of funds in accordance with it,subject to the provisions of the Constitution and these By-Laws and to the following requirements:
A. The treasurer shall report to the NEB on actual expenditures from each Operating Budget line-item according to the following schedule:
1. No later than the fifteenth day after the end of each quarter, on the actual expenditures as of the end of previous quarter.
2. Whenever the actual expenditures for a given detailed line-term (or a line-term, where no detail was approved) have exceeded the budgeted amount, or appear likely to exceed the budgeted amount before the next regularly scheduled report.
B. The Treasurer shall report to the NEB on any changes in circumstances which would cause total income to be less than budgeted, as soon as such changes come to his/her attention, and shall suggest corrective action as may be required for the fiscal soundness of NSBE.
C. The NEB may modify the Operating Budget by a two-thirds vote.
D. The Treasurer shall not approve any expenditure which would result in a detailed line-item (or a line item, where no detail was approved) being overspent by $200.00 or 10% of the authorized amount, whichever is greater,unless and until the appropriate budget modification has been approved by the NEB, except under the provisions listed in Section 3.E.
E. If, in the opinion of the National Chairperson, a situation arises in which funds must be expended in order to maintain the financial stability and / or integrity of the Society and it is not feasible to conduct a meeting of the Executive Board, then the Chairperson with the concurrence of the Treasurer and a member of the Advisory Board designated by the Chairperson of the Advisory Board may incur such expenses as are warranted, (the Executive Board will be notified of any such action as soon as possible).
F. The National Conference portion of the budget can be modified by the National Treasurer with the concurrence of the CPC Task Force subject to the constraint that the net income of the conference is not changed.
G. A region may modify its portion of the budget in a manner defined within its working rules with the concurrence of the National Treasurer subject to the constraint that the net income is not changed.
H. No funds from the Special Programs portion of the budget shall be expended unless and until the corresponding revenues are raised from external sources or funds are reallocated from internal sources subject to the constraints placed upon each internal source.
I. The NSBE Journal portion of the budget may be modified by the National Treasurer with the concurrence of the Publications Task Force subject to the constraint that the net income of the NSBE Journal is not changed.
J. The National Office portion of the budget can be modified by the National Treasurer with the concurrence of the Executive Director subject to the constraint that the total National Office expenses are not changed.
Section 4. Reserve Funds
A. General Reserve - except as otherwise provided in these By-Laws, any excess of Operating Budget Income over expenditures shall be credited to, or any excess of expenditures over income shall be charged to, the General Reserve Fund of NSBE at the end of each fiscal year.
B. Capital Reserve - NSBE shall have a Capital Reserve in which funds are placed to provide for purchase of property and/or capital equipment.Expenditures from the Capital Reserve greater than $500.00 shall require the approval of the Executive Board.
Section 5. Financial Policy and Investments
A. The Program Fund line-item shall be allocated by either of the methods listed below:
1. A vote of the Executive Board, or
2. A vote of a committee composed of the Treasurer, Vice-Chairperson and Programs Committee Chairperson.
B. Loans may be authorized to individual regions by a committee composed of the Treasurer, Finance Committee Chairperson, and a member of the Advisory Board designated by the Chair of the Advisory Board under the following conditions:
1. That expenses covered by the loan are within the region's approved budget.
2. No region will be allowed to incur outstanding loans totaling more than $2,000.00.
3. The total amount of funds on loan shall not exceed 40% of the General Reserve Fund.
C. Signature Power - Within the limitations of these By-Laws the Treasurer shall have the authority to establish and close deposit accounts, to withdraw funds from such accounts, and to purchase and sell financial instruments, in the name of NSBE. The Treasurer may delegate this authority, but shall continue to be responsible to the NEB for its exercise. The Treasurer shall report to the NEB once a year on all such delegations in effect and shall report any changes in such delegations on a timely basis.
D. Reporting - the Treasurer shall report to the NEB on the investments of NSBE on a quarterly basis.
E. Borrowing - All borrowing by NSBE must be approved in advance by the NEB,except for normal short-term trade credit extended by vendors.
F. Any contributions to the Society which are restricted to a specific purpose may only be expended in a manner consistent with the original grant. Any changes to the restrictions must be agreed on by the contributor, the intended recipient, and the National Executive Officers prior to the changes becoming effective.
G. All bank accounts shall require two signatures in order to remove funds.Any accounts opened by any entity of the Society on the National or Regional level shall send the following information to the National Office:
1. The name of the bank.
2. The address of the bank.
3. The bank ABA number.
4. The people who have signature authority on the account.
5. A copy of the monthly statement and the originals of all canceled checks.
Section 6. Travel Allocations
Any NEB member may attend regional conferences or any other event as the National Board representative whenever financially and logistically feasible.
Section 7. Chapter Suspension
Any chapter which has an outstanding financial obligation to the Society will have its registration suspended four weeks after official notification by the National Office. This suspension will remain in effect until the obligation is met or until the National Executive board votes to repeal the suspension.
Article X - Adhoc Committees
Section 1. Administrative and Personnel Committee
A. The Administrative and Personnel Committee shall consist of the National Chairperson, one National Executive Officer selected by the National Chairperson, the National Chair Emeritus, two members of the National Advisory Board recommended by the National Advisory Board Chairperson and appointed by the National Chairperson, and an alumni member recommended by the Alumni Extension Chairperson and appointed by the National Chairperson. Appointed APC members must be selected by the first meeting after the Chairperson takes office. APC proxy members will not be allowed unless approved unanimously by the existing APC.
B. The Administrative and Personnel Committee shall be responsible for the following duties:
1. It shall research and compile data necessary to make decisions included among its responsibilities.
2. It shall recommend to the National Executive Board salaries, raises, and compensation for all Society staff. The salary lines in the National Budget shall be approved by the National Executive Board in aggregate.
3. It shall review the performance of each of the staff managers of the Society in order to determine the pay for the next fiscal year. This evaluation must take place prior to the submission of the budget for the following fiscal year.
4. It shall decide on the hiring and termination of NSBE employees in accordance with the Society Budget.
5. It shall develop and sustain a short and long range staffing plan.
6. It shall monitor and document employees concerns and address concerns in accordance with the employee handbook.
7. It shall advise the NEB on the need to alter the number of staff positions by creating new positions or eliminating old staff positions.
Section 2. Publications Committee
A. The National Publications Committee shall be responsible for the oversight and administration of all national publications.
B. The National Publications Committee shall have two sub-committees, the Editorial Board and the Policy Board which shall each have the following responsibilities:
1. The Editorial Board
a. shall be appointed by the National Publications Chairperson and approved by the National Executive Board. The Board shall not exceed seven members.
b. shall review and approve the editorial calendar prior to the submission of the calendar to the National Executive Board for final approval.
c. shall develop and oversee all policies concerning editorial content for all Society national publications.
2. The Policy Board
a. shall be composed of the National Publications Chairperson, the National Treasurer, an Advisory Board member designated by the National Publications Committee Chairperson and approved by the National Executive Board, the Pre-College Initiative Chairperson, the Pre-College Initiative Publications Chairperson; and the Executive Director, the Managing Editor, and the Advertising Representative who shall all serve as ex officio members without vote.
b. the Board shall set overall policies of a non-editorial nature. These responsibilities shall include, but not be limited to, the recommendation to the National Executive Board of the budget, advertising rates, personnel requirements and other administrative issues.
Section 3. Standards and Ethics Committee
A. The Standards and Ethics Committee shall consist of the members of the National Advisory Board, the National Chair Emeritus, the National Parliamentarian, and the National Executive Director who shall serve exofficio without vote. The committee shall select its own Chair who shall be approved at the first meeting of the National Executive Board.
B. The Standards and Ethics Committee shall be responsible for the following duties:
1. It shall enforce all policies outlined within the Conflict of interest statement.
2. It shall enforce all policies concerning Executive Board membership as outlined below.
3. It shall investigate and rule on any reported violations of the policies listed in sub-sections 1 and 2 above.
4. It shall perform other tasks as assigned by the National Executive board.
5. It shall maintain an appropriate level of confidentiality concerning all issues under its consideration.
6. It shall advise the NEB on the need to alter any of the policies under its purview.
C. Each elected member of the National and Regional Executive Boards(excluding the Alumni Extension Chairperson), and the National Conference Planning Committee Chairperson must meet the following criteria to remain in office:
1. The individual must be a student member in good standing throughout the term of office. A membership application must be received by the National Office no later than October 31.
2. The individual must provide proof of registration each academic term to the Standards and Ethics Committee Chairperson. Proof will consist of an official statement from the college or university. It must be received within thirty days of the beginning of the academic term.
3. Graduate students must be registered as full-time students throughout their term of office.
4. If the individual graduates before December 1, a letter showing admission to a graduate program must be submitted to the Standards and Ethics Committee.Said letter must state that the student will begin graduate school within three months.
5. Students who are on Co-op must obtain an official letter from their college or university stating that they are considered to be registered students.
6. If a student is not considered to be a registered student by his or her institution, he or she must provide a letter from his or her employer stating that the person is interning and the length of said internship. The length of this internship may not exceed one academic term. This provision does not include a summer job.
D. Each appointed student member of the National and Regional Executive Boards must meet the following criteria to remain in office:
1. The individual must be a member in good standing throughout the term of office. A membership application must be received by the National Office no later than October 31.
2. The individual must provide proof of registration each academic term to the Standards and Ethics Committee Chairperson. Proof will be consist of an official statement from the college or university. It must be received within thirty days of the beginning of the academic term.
3. Students who are on Co-op must obtain an official letter from their college or university stating that they are considered to be registered students.
4. If a student is not considered to be a registered student by his or her institution, he or she must provide a letter from his or her employer stating that the person is interning and the length of said internship. The length of this internship may not exceed one academic term. This provision does not include a summer job.
E. Each appointed alumni member of the National and Regional Executive Boards and each member of the Alumni Executive Board and the Alumni Regional Executive Boards must meet the following criteria to remain in office:
1. The individual must be a member in good standing throughout the term of office. A membership application must be received by the National Office no later than October 31.
F. Disqualifications and Other Penalties
1. Violations of any of the provisions of sub-sections C, D, and E or the policy concerning conflicts of interest are grounds for removal from office.Removal, however, is not automatic, even if a person is found to have committed such an act, the penalty imposed by the Standards and Ethics Committee may be less severe as stated within the penalties listed below.
2. Hearing
a. All meetings of the Standards and Ethics Committee shall be closed, but an accurate transcript of all transactions shall be kept by a secretary appointed for this purpose by the Committee.
b. At the hearing, the individual in question may present whatever evidence desired to the Committee.
3. Penalties
a. If the Standards and Ethics Committee determines that a violation has occurred, it may remove the individual from office or impose another penalty as is appropriate. Other penalties which may be imposed are reprimand, censure,or suspension for a specified time not to exceed three months.
b. Any penalty imposed by the Standards and Ethics Committee may be overturned by a two-thirds vote of the membership of the National Executive Board.
c. The minutes of all hearings pertaining to the impositions of penalties shall be made available to the National Executive Board.
Section 4. Pre-College Initiative Committee
The Pre-College Initiative Committee (PCI) shall consist of a Chairperson appointed by the National Chairperson and confirmed by the NEB, one representative from each Region, a representative from the alumni extension, a member of the Advisory Board designated by the National Advisory Board Chairperson, the NSBE Jr. Coordinator, and the NSBE Bridge Editor.
A. The Pre-College Initiative Committee shall have the following objectives:
1. to encourage Black pre-college students to enter the fields of science and technology.
2. to encourage Black pre-college students to attend college.
3. to assist Black pre-college students by providing tutoring, counseling and other support services.
4. to raise the level of consciousness of Black pre-college students.
B. The Pre-College Initiative Committee shall have the following responsibilities:
1. to produce with the Publications Committee The NSBE Bridge, a pre-college magazine.
2. to coordinate and implement the NSBE Jr. program on the national, regional and local levels.
3. to coordinate alumni extension and local chapter pre-college activities.
4. to evaluate on annual basis the effectiveness of the various PCI activities.
5. to develop a tracking system to monitor Black students progress through the PCI programs.
6. Other responsibilities as assigned by the National Chairperson.
C. The NSBE Bridge
1. The NSBE Bridge shall be a magazine produced by NSBE Publications under the direction of National Publications Chairperson and The NSBE Bridge Editor. The magazine shall encourage academic excellence, help to instill self pride, and encourage pre-college students to attend college.
2. The NSBE Bridge Editor shall have the following responsibilities:
A. to provide direction on editorial content for The NSBE Bridge with the consultation of the PCI Chairperson, the Publications Chairperson and the Managing Editor.
B. to evaluate, approve, and finalize the content of The NSBE Bridge with the assistance of the Managing Editor.
C. to produce an official transition report at the close of the term of office.
3. The NSBE Bridge Editorial Board
a. shall be composed of the NSBE Bridge Editor, the PCI Chairperson,the National Publications Chairperson, two high school students appointed by the NSBE Bridge Editor and approved by the National Executive Board, two professional educators appointed by the NSBE Bridge Editor and approved by the National Executive Board and the Managing Editor who shall serve as an ex officio member without vote. The Board shall be chaired by the NSBE Bridge Editor.
b. shall review and approve the editorial calendar for the NSBE Bridge prior to the submission of the calendar to the National Executive Board for final approval.
c. shall develop and oversee all policies concerning editorial content for The NSBE Bridge.
D. NSBE Jr.
1. NSBE Jr. is a pre-college program which shall focus on the academic development of pre-college students. It shall maintain chapters at high schools and junior high schools under the oversight of local NSBE chapters.The program shall have the following objectives:
a. to stimulate enthusiasm about science and engineering.
b. to encourage students to take science and math.
c. to develop a support network.
d. to provide financial aid and college admissions information.
e. to involve parents/guardians, counselors, teachers and administrators.
2. The NSBE Jr. Coordinator shall have the following responsibilities:
a. shall approve all NSBE Jr. host chapter applications which are then forwarded to the Charter/Membership Chairperson.
b. shall maintain and distribute the NSBE Jr. Guide for Implementation. The Guide shall contain the necessary information for the development and operation of a NSBE Jr. Chapter.
c. shall coordinate NSBE Jr. efforts of the regional PCI representatives.
d. shall perform other tasks as assigned by the PCI Chairperson.
e. shall produce an official transition report at the close of the term of office.
Section 5. Business/Entrepreneurial Network
The Business/Entrepreneurial Network (B.E.Net) shall consist of a Chairperson appointed by the National Chairperson and confirmed by the NEB, one representative from each Region, a representative from the alumni extension,and a member of the Advisory Board designated by the National Advisory Board Chairperson and approved by the National Executive Board.
A. The Business/Entrepreneurial Network shall have the following objectives:
1. to encourage and support members in their pursuit to become entrepreneurs.
2. to create a good working relationship with Black businesses.
B. The Business/Entrepreneurial Network have the following responsibilities:
1. to develop of database of Black businesses.
2. to facilitate the participation of Black businesses at NSBE career fairs and other activities.
3. to provide articles concerning entrepreneurship for the NSBE Magazine.
4. to develop and maintain a database of NSBE members who own businesses or are interested in starting businesses.
5. to serve as a resource for identifying workshop speakers on entrepreneurship.
Section 6. Awards Committee
The Awards Committee shall be responsible for the oversight, administration and judging of all National awards programs. The Committee will consist of two sub-committees.
A. Guidelines and Policy Sub-Committee shall be composed of the National Executive Officers, the National Programs Committee Chairperson, the Executive Director, and a member of the National Advisory Board selected by the NAB Chairperson and confirmed by the NEB. The National Secretary shall serve as chair. The Guidelines and Policy Sub-Committee shall have the following responsibilities:
1. to establish and modify awards criteria.
2. to establish and modify judging procedures and guidelines.
3. to establish and modify application and nominations materials and procedures.
4. to review and approve new awards.
5. to perform other tasks as assigned by the National Chairperson
B. The Judging Sub-Committee shall be composed of the National Secretary who shall serve as chair, three members of the National Executive Board nominated by the National Secretary and approved by the NEB, two members of the Board of Corporate Affiliates selected by the National Secretary, an Alumni Representative nominated by the Alumni Extension Chairperson and approved by the NEB, and one member of the National Advisory Board nominated by the Advisory Board Chairperson and approved by the NEB. The Judging Sub-Committee shall be responsible for the judging of all awards designated by the Guidelines and Policy Sub-Committee. The Judging Sub-Committee may select additional people to assist in the judging process, however it will retain responsibility for all decisions.
C. The decisions of the Awards Committee shall be consistent with the following policies.
1. No member of the Society may receive more then one NSBE Fellow Award with the exception that a recipient of the NSBE Fellow Award may be considered in a subsequent year for the NSBE Outstanding Fellow Award.
2. The Leroy Callendar Award shall be awarded to one male and one female high school student who resides in the region hosting the National Conference.
Article XI - Elections
Section 1. General
A. Types of Elections
1. General elections are those in which all student chapters of the Society are eligible to cast two votes.
2. Regional elections are those in which all student chapters in a particular Region are eligible to cast two votes.
3. Alumni elections are those in which all alumni chapters are eligible to cast two votes.
4. Alumni Regional elections are those in which all alumni chapters in a particular Region are eligible to cast two votes.
B. Times of Elections
1. Except as otherwise provided herein, all General Elections shall be held at the Annual Conference and Meeting.
2. All Regional, Alumni, and Alumni Regional elections may either be held at the Annual Conference and Meeting or a meeting of said body which occurs prior to the Annual Conference and Meeting.
C. Election Timetable
The National Parliamentarian shall present to the National Executive Board for its information a timetable specifying completion dates for all aspects of an election at least three months prior to the Annual Conference and Meeting. The timetable shall include, but need not be limited to, the dates of all General,Regional, Alumni, and Alumni Regional elections; the time line for the production of the Elections Handbook; and any other information as assigned by the National Executive Board or National Chairperson.
Section 2. General
A. A Society member shall seek election to a national position by filing a declaration of intent by a date specified in the Elections timetable.
B. The National Parliamentarian shall approve a declaration of intent upon verification that all requirements for placement on the ballot have been met.These requirements include, but need not be limited to, all requirements as specified in the Constitution and By-laws.
C. No candidate shall be elected to office unless an approved declaration of intent is on file with the National Parliamentarian.
D. No candidate shall run for more the one position on the National Executive Board in a given election.
Section 3. Candidate Qualifications
Each candidate shall have to meet the following qualifications in order to be placed on the ballot for National or Regional positions.
A. Each candidate shall submit a letter from the Registrar or appropriate university official which states that he/she is registered as a full-time student and the degree program for which the student is enrolled.
B. Each candidate shall submit a letter from the Registrar or appropriate university official which states that he/she is a student in good standing with the university.
C. Each candidate for national office shall submit a letter from the Registrar or appropriate university official which states the students class standing.Each candidate for national office shall have a minimum classification of junior undergraduate status or the equivalent for the elected term.
D. Each candidate must state his/her expected graduation date. If the candidate expects to graduate before September 15, he/she is not eligible to run for office unless he/she will be enrolled in graduate school full-time for the elected term of office.
E. If the candidate expects to graduate before September 15, but has a letter of acceptance for enrollment in a graduate school full-time by January 1,he/she shall be eligible to run.
F. Candidates must be members in good standing.
G. Candidates who are currently co-op students must meet all of the above requirements.
H. The declaration of intent and the official letter from the Registrar or appropriate university official must be received by the National Parliamentarian by the second day of the National Conference.
Section 4. Campaign Regulations
This section only applies to General Elections.
A. Campaign Practices Code
1. The Campaign Practices Code (referred to in this section as "the Code")shall be a concise and complete specification of all election guidelines pertaining to the expected conduct of members of the Society as outlined in the Constitution and these By-Laws.
2. The Code shall be compiled by the National Parliamentarian and shall be published by the National Office.
3. The code shall be made available to each candidate, National Executive Board member and any member of the Society who requests it.
B. Rulings of the Elections Committee
1. The Elections Committee shall be empowered to issue supplemental rulings elaborating or clarifying the election guidelines as specified in the Code.
2. All rulings shall be posted in a public place by the National Parliamentarian. Each candidate shall be notified as to where these ruling shall be posted. All candidates shall be assumed to have read the ruling within twenty-four hours after its posting.
3. The National Parliamentarian shall be the only official of the Society empowered to offer official advice to candidates on matters pertaining to the Code.
C. Campaign Conduct
1. Campaigning shall be defined as the dissemination of printed material,commercial ads, and public speeches and displays regarding any candidate or ballot measure. The actions of any office holder of the Society, done in the course of discharging his/her duties, shall not be considered campaigning.
2. No candidate shall use any Society resources for campaigning purposes unless all candidates have equal access to these resources and such access is announced in the Code or by a ruling of the Elections Committee. Failure to obey this provision shall be grounds for disqualification.
3. All campaign materials shall bear the name of the candidate who has published it. Failure to obey this provision shall be grounds for disqualification.
4. Campaigning on Election Days
a. Prior to the opening of the polls, the poll watchers shall remove all campaign materials from within the polling room.
b. Any campaigning within the polling room while the polls are open shall be grounds for disqualification.
5. Any attempt by a candidate to subvert or unethically influence the election shall be grounds for disqualification.
6. Any actions of candidates that impede an election official in the discharge of his/her duties shall be grounds for disqualification.
7. Any deliberate violation of any ruling of the Elections Committee shall be grounds for disqualification.
8. A plea of ignorance shall not be considered a valid defense to an infraction of any ruling as specified in the Code or as a ruling of the Elections Committee.
9. Disqualifications shall only be based on rules specified in the Code or on rulings of the Elections Committee.
D. Financial Disclosure
1. A financial disclosure statement shall be an accurate and complete accounting of all campaign expenses and campaign income (including the sources of any income) of any candidate.
2. Each candidate must file with the National Parliamentarian a financial disclosure statement prior to the close of the closing session. Candidates incurring no election expenses must still file a financial disclosure statement.
E. Disqualifications and Other Penalties
1. General
a. No candidate may be subjected to a hearing twice for a violation stemming from the same act.
b. The term "grounds for disqualification" shall mean that the Elections Committee may use the act or acts so specified as reasons for disqualification,but they shall have the discretion to decide whether to initiate or continue disqualification proceedings. Specification of an act as grounds for disqualification does not mean that disqualification is automatic, even if a candidate is found to have committed such an act, nor shall any any elections officer be required to recommend disqualification in such a case.
2. Hearing
a. All meetings of the Elections Committee shall be closed to the public, but an accurate transcript of all transactions shall be kept by a secretary appointed for this purpose by the Elections Committee, except that the candidate being discussed can attend the meeting.
b. At the hearing, the candidate may present whatever evidence desired to the Elections Committee.
3. Recommendation of Disqualifications
a. If the Elections Committee determines that an election violation has occurred, it may disqualify the candidate or impose another penalty as is appropriate. Other penalties which may be imposed are reprimand, censure, or suspension for a specified period of time.
b. Any penalty imposed by the hearing committee may be overturned by a two-thirds vote of the membership of the National Executive Board.
c. The minutes of all hearings pertaining to the impositions of penalties shall be made available to the National Executive Board.
Section 5. Elections Handbook
A. General
1. The National Parliamentarian shall serve as the editor of the Elections Handbook.
2. The Elections Handbook shall contain information on the issues to be decided during the appropriate general election. No candidate for national office shall appear in the Elections Handbook unless the appropriate declaration of intent has been filed and the appropriate material for the Handbook submitted to the Editor by a date specified in the Elections Timetable. The National Parliamentarian shall have the authority to extend the deadline.
B. Contents
1. The time and place of the election.
2. A complete and concise set of voting instructions, including appropriate notices with respect to delegate qualifications.
3. Statement by each candidate. Statements shall consist of the following information:
a. The name of the candidate.
b. The candidate's University, major, class, department and degree program.
c. All offices of the Society held.
d. A position statement submitted by the candidate.
4. Distribution
a. The Elections Handbook shall be distributed during registration at the Annual Conference and Meeting.
b. Enough copies of the Elections Handbook shall be distributed to ensure that every delegate receives a copy.
Section 6. Voting
A. Voter Qualifications
1. Only delegates from registered chapters shall cast votes.
2. All delegates shall register as delegates using a process designed by the National Parliamentarian and described in the Campaign Practices Code.
3. A list of all delegates qualified to vote shall be maintained at the polls.
B. Absentee ballots shall not allowed.
C. Counting of the votes
1. The National Parliamentarian, the CPC Elections Committee Chairperson and two members of the National Advisory Board shall oversee the counting of the ballots immediately following the voting procedure.
2. All ballots shall be maintained in the National Office for a period of one year.
3. If a position is not filled at the National Conference, the National Chairperson-elect shall appoint someone to fill the position. Said appointment shall be confirmed by the National Executive Board-elect. If the appointment is made more than thirty days after the close of the National Conference, it shall be made by the National Chairperson and confirmed by the National Executive Board.
Section 7. Elections Committee
A. Composition of the Committee
The Elections Committee shall consist of the National Parliamentarian, one representative from each Region nominated by the appropriate Regional Chair and confirmed by the National Executive Board, and two National Advisory Board members appointed by the National Advisory Board Chairperson and confirmed by the National Executive Board. The National Parliamentarian shall chair the committee and shall vote only in case of a tie.
B. Meetings of the Committee
1. Meetings shall be called by the chair of the Committee or any three members of the Committee.
2. All members of the Committee shall receive prior notification of these meetings, which shall normally be closed to the public.
3. Minutes taken at these meetings shall be filed with the National Office in a timely manner.
C. Duties
1. The Committee shall assist the National Parliamentarian in the running of the election.
2. The Committee shall decide whether any candidates have violated any election rules or rulings as described above.
3. The Committee shall decide on the appropriate penalties for candidates who have performed acts which are ground for disqualification subject to the review by the National Executive Board as described previously.
4. The Committee shall recommend changes as needed to improve the elections process.
D. Removal from Office
1. A member of the Elections Committee can be removed from office by a two thirds vote of the National Executive Board.
Section 8. Election Results
A. Voting Results
1. If more than one candidate runs for an elected office, the winner will be the candidate who received the plurality of the votes cast.
2. In the event that a candidate is unopposed, the candidate must have received a majority of the votes cast.
3. In the event of a tie, the National Executive Board shall select the winner.
B. The results shall only be announced at the Annual Banquet or at another time approved by the National Executive Board. At this time, the newly elected National Executive Board will be given the oath of office by the National Parliamentarian.
Section 9. Inability of the Parliamentarian to act
In the event that the National Parliamentarian is unable to fulfill his/her responsibilities or is running for an elected position, the Chair Emeritus will assume his/her responsibilities.
Section 10. Conflict of Interest
If any member of the Elections Committee has a conflict of interest concerning an issue before the committee, he/she shall not participate in any of the discussion or voting concerning the issue.
Revised 04/3/95 DCN
Note: Article XI Sec. 8