Drexel Women in Computing Society

ARTICLE I: NAME

The name of this organization shall be the Women in Computing Society, hereafter referred to as WiCS.

ARTICLE II: MISSION

The purpose of WiCS is to support, recruit, and retain women pursuing a degree in the broad field of computing. WiCS will enhance communication among women in computing through informal dinners and gatherings, speakers, field trips, and arrange for academic support and mentoring for its members as needed. The ultimate goal is to empower women in computer fields to succeed and thrive in the Drexel community.

ARTICLE III: MEMBERSHIP

  1. Membership in this organization shall not discriminate against any individuals regardless of race, national origin, color, religion, sex, age, veteran status, sexual orientation, and/or ability.
  2. The Secretary is responsible for recording and calculating who is a qualified member of WiCS.
  3. Only qualified WiCS members are eligible to vote in elections.
  4. A student is a qualified member if she attends five meetings per academic year.

ARTICLE IV: GENERAL BODY MEETINGS

  1. All meetings are to be open to all Drexel students.
  2. Meetings will be held at least once per academic quarter.
  3. No official business shall be conducted without the presence of a quorum of officers. Quorum shall be defined as one-half (1/2) of officers not away on co-op outside of the Philadelphia area. At least one of the present officers must be either the President or the Vice President.
  4. The time and location must be publicly announced to WiCS members at least 24 hours before the scheduled meeting time.

ARTICLE V: COMMITTEES

  1. Special committees will be defined by the officers on an as needed basis.
  2. Each committee will have an appointed chair who reports the committee’s status to a designated WiCS officer.
  3. The committee chair shall be appointed based on a majority vote of the current WiCS officers.

ARTICLE VI: VOTING

  1. An active WiCS member is given the privilege to vote.
  2. The voting procedure shall be held online and voting will be open for one week.
  3. A member can cast a ballot only once per vote.
  4. All voting procedures at WiCS operate under a majority-rules vote.

ARTICLE VII: ELECTIONS

  1. Officers shall be elected by the general WiCS membership body and officers during the spring term.
  2. The applicants for officer positions shall have been a member of WiCS for at minimum, two terms.
  3. The elections process for officers shall be managed by the incumbent President.
  4. The elections process for the President shall be managed by the incumbent officers.
  5. The interviewing body for the President shall be the entire general board.
  6. All candidates shall give a speech no longer than five minutes that will be recorded and made accessible for WiCS members to view before the election.
  7. The decision-making process shall be through anonymous electronic ballots.
  8. Nominations will take place the meeting prior to elections.
  9. In the case of a leading tie, a second vote shall be held, with only the candidates from the tied positions. If there is a tie after that, then the tied candidates will give another oral presentation to the membership body. Then, another vote shall be held. If there is another tie, another vote shall take place, and there will be numerous votes until a winner is chosen.
  10. All positions shall be open for election during the first two weeks of spring term.
  11. An individual position may be open for election whenever there is a vacancy.
  12. There is no limit to the number of times an individual may be elected to an office.
  13. The spring term will serve as a transition period for incoming officers to receive help and advice from outgoing officers.
  14. All election procedures shall be presided over by a WiCS officer who is deemed impartial, that is, not running for re-election. This includes creating the ballot and making public announcements regarding the election.
  15. In order to run for President of WiCS, an individual must have experience in an officer position at Drexel or at an organization at some institute of higher education.

ARTICLE VIII: DUTIES OF OFFICERS

  1. Shall have access to WiCS’ email and social media accounts. The password shall be changed with each spring election and given only to officers.
  2. Shall attend at least 50% of WiCS meetings during the academic year.
  3. Shall actively participate/lead the planning and implementation of events.
  4. If there is a vacated position that cannot be filled via elections, the remaining officers will split the duties of that position, until the next spring election, or a two-thirds vote of the officers determines another election shall be held for that position.
  5. Shall include at least one graduate student; this can be any position, however if no officer is a graduate student then there must be an elected Graduate Liason.
  6. The President and Vice-President shall be official members of ACM-W.

ARTICLE IX: DUTIES OF THE PRESIDENT

  1. Shall preside over all meetings at which he or she is present. If not present, the Vice President shall preside over the meeting.
  2. Shall coordinate the leadership development and training of all members, and will be the point-of-contact to arrange for mentoring as needed for members of WiCS.
  3. Shall serve as the official spokeswoman and representative for WiCS to the Drexel University community.
  4. Shall oversee all WiCS activities to ensure compliance with the WiCS Constitution.
  5. Shall serve as the primary point-of-contact to the WiCS Advisor.
  6. Shall contact the WiCS Advisor no less than once a month.
  7. Shall maintain WiCS’ email account in the event that another officer cannot.

ARTICLE X: DUTIES OF THE VICE PRESIDENT OF PUBLIC RELATIONS

  1. Shall maintain, and utilize the WiCS email account for communication within and without the WiCS membership body.
  2. Shall be responsible for the design, creation, and distribution of WiCS advertising for events and meetings.
  3. Shall be the one in charge of communication within the WiCS membership body.
  4. Shall assume the duties of the Secretary, in the case of the Secretary’s absence from a meeting.
  5. Shall assist the WiCS president as-needed.
  6. Shall oversee the production and distribution of the WiCS newsletter.
  7. Shall maintain and oversee the WiCS social media accounts. This includes maintaining an active presence on all of WiCS’s social media platforms.

ARTICLE XI: DUTIES OF THE SECRETARY

  1. Shall maintain up-to-date minutes for all meetings between officers. These shall be available electronically for officers to view after the meeting.
  2. Shall maintain a current list of members’ contact information.
  3. Shall maintain an attendance list for all meetings.
  4. Shall manage recruitment of new members to WiCS.
  5. Shall maintain the WiCS’ website, in the case that a committee chair has not been given this responsibility.
  6. Shall maintain a list of contact information for alumni of WiCS.

ARTICLE XII: DUTIES OF THE TREASURER

  1. Shall monitor and record all monetary transactions.
  2. Shall be responsible for ordering and maintaining an inventory of all supplies. This includes, but is not limited to aiding the advisor with contractual procedures for food and invited speakers.
  3. Develops fiduciary responsibilities for WiCS, and ensures compliance of these rules with all of the University’s financial policies, procedures, and practices.
  4. Shall oversee and facilitate applications for external grants and scholarships for WiCS.
  5. Shall oversee any necessary fundraising for WiCS
  6. Shall give regular updates about the financial state of WiCS to the WiCS officers and advisor

ARTICLE XIII: DUTES OF THE EVENTS COORDINATOR

  1. Shall ensure that there is adequate meeting space for any WiCS event or meeting. This includes any necessary communications with university officials to reserve event spaces.
  2. Shall oversee any contractual procedures related to hosting an event.
  3. Shall serve as the primary point-of-contact between WiCS and Drexel University Event Services and any other offices involved in reserving larger meeting spaces.
  4. Shall regularly communicate with WiCS officers regarding the status of the communications listed above.

ARTICLE XIV: DUTIES OF THE GRADUATE LIAISON

  1. Shall coordinate any relationships between WiCS and graduate students.
  2. Shall oversee the recruitment of graduate students to WiCS.
  3. Shall inform undergraduate WiCS members about graduate programs.
  4. Shall promote graduate student engagement with WiCS.

ARTICLE XV: DUTIES OF THE ADVISOR

  1. Shall make recommendations to the board on development and execution of programs.
  2. Shall advise the board on policy and procedure as pertaining to women in computing majors and Drexel University.
  3. Shall assist in activities related to leadership development and training.
  4. Shall be contacted by the WiCS President no less than once a month to review recent activities and to discuss possible areas of improvement in the structure and operations of WiCS.
  5. Shall not have voting privileges.
  6. Shall not make executive decisions for the organization and shall not serve as official representative to the Drexel community.
  7. Shall attend WiCS meetings.
  8. An advisor must agree to hold this position.
  9. Must be a fulltime faculty or staff member.
  10. Shall be a member of ACM-W. If there are multiple co-advisors, only one advisor needs to be a member.

ARTICLE XVI: RESIGNATION AND IMPEACHMENT

  1. Anytime an officer feels they cannot fulfill they duties, they must write a letter to the other WiCS officers. The advisor must be notified, and the WiCS membership body will be informed at the next meeting. At this meeting, the resignation and election for the vacated position will be announced. The voting procedures will follow Article VI.
  2. If a member feels that one of the officers or members are not fulfilling her responsibilities to WiCS, then the officers will call an emergency meeting for the officers, the impeacher, and the impeachee in order to try and resolve the problem. The highest officer not being impeached will preside over the impeachment procedures. If the issues are not resolved at the emergency meeting, a two-thirds vote of the votes received by the WiCS membership is required.

ARTICLE XVII: POLICIES AND PROCEDURES

  1. All policies and procedures must be in accordance with this Constitution, SOPs, Drexel University Policy, and all Local, State, and Federal Law.
  2. All policies shall be approved by a 2/3 vote. The ballot will be distributed electronically via the same system used for officer elections.

ARTICLE XVIII: PRESIDENTIAL SUCCESSION

  1. The Vice President shall assume the duties of President if the President is absent or unable to perform his/her duties during a temporary absence.

ARTICLE XIX: CONSTITUTIONAL AMENDMENTS

  1. Any amendment to the constitution must be announced to the general body via email.
  2. Any amendment to the constitution shall be approved by no less than a 2/3 vote. The ballot will be distributed electronically via the same system used for officer elections.

ARTICLE XX: ETHICAL STANDARDS

  1. A student may not simultaneously hold more than one office in WiCS.
  2. A member shall not apply undue influence upon or otherwise intimidate fellow members so as to cause them to make a decision or commit or omit any action that they would not have normally intended.
  3. A member shall not intentionally or negligently undermine the decisions or mission of the Women in Computing Society through personal action or inaction or through discouragement of other members.
  4. A member shall not intentionally damage another student’s character by giving false or insupportable information about that student.
  5. All officers shall carry out all of their duties as outlined in the WiCS Constitution fully and ethically, to the best of their abilities.
  6. If an officer cannot fulfill her obligations, she is ethically compelled to resign immediately so that another member may fulfill those obligations.

ARTICLE XXI: RATIFICATION

  1. The Constitution must be ratified by a 2/3 vote of the WiCS membership that are present.

ARTICLE XXII: DISSOLUTION

  1. WiCS will be dissolved by a 4/5 vote of the WiCS membership that are present at a quorum set up no earlier than two weeks after dissolution is proposed at a meeting.

ARTICLE XXIII: HAZING STATEMENT

  1. Membership should be a valuable and beneficial experience for all students. Leadership of this organization shall provide its new and current members with an experience that is positive, informative and consistent with federal, state, and local laws, and the policies and procedures of Drexel University. Activities which detract from the goal of fostering personal and intellectual development have no place in this organization. Hazing will not be tolerated by or of any member. It is the responsibility of the organization, its leadership and members to report hazing of any kind by members to the proper authority.