rules_procedures_minutes_june_22_2017

Operational Policies and Procedures Manual Engineering Leadership Council University of Nevada, Reno Authored By: Justin Patridge, name, name, name Ratified: September 01, 2017 Operational Procedures and Policies Manual Table of Contents 1.0.0 Statements 1.1.0 University of Nevada, Reno Engineering Leadership Council 1.2.0 General Assembly 1.3.0 Club Assistance Committee 1.4.0 Executive Committee 1.5.0 Funding Committee 1.6.0 Programming Committee 1.7.0 Rules and Procedures Committee 1.8.0 Operational Procedures and Policy Manual 1.9.0 General Definitions and Terms 1.9.1 Group, Club, and Organization 1.9.2 Committee 1.9.3 College of Engineering Differential Fees 1.9.4 Funding Hearing 1.9.5 Funding Period 1.9.6 Funding Hierarchy 1.9.7 Funding Request and Funding Application 1.9.8 Fiscal Year 1.9.9 Remitted Funds 1.9.10 Fiscal Year 1.9.11 Remitted Funds 1.9.12 Receipt Submittal 1.69.13 Good Standing 1.69.14 Ex Post Facto Engineering Leadership Council Operational Procedures and Policies Manual 1.9.15 Faculty Advisor 1.9.16 Suspension 2.0.0 Engineering Leadership CouncilClub Membership 2.1.0 Purpose Eligibility 2.2.0 Acceptance 2.23.0 Composition Suspension 2.34.0 Clubs Termination 2.3.1 2.5.0 Resignation 3.0.0 Rules and Procedures Committee 3.1.0 Purpose 3.2.0 Authority 3.3.0 Positions 3.3.1 Committee Chair 3.3.2 Committee Scribe 4.0.0 Funding Committee 4.1.0 Purpose 4.2.0 Authority 4.3.0 Positions 4.3.1 Funding Manager 4.3.2 Committee Scribe 5.0.0 Executive Committee 5.1.0 Purpose 5.2.0 Authority 5.3.0 Positions 5.3.1 Club President Engineering Leadership Council Operational Procedures and Policies Manual 5.3.2 Club Treasurer 5.3.3 Club Scribe 5.3.4 Club Webmaster 6.0.0 Programing Committee 7.0.0 Funding Structure 7.1.0 Classification of Clubs 7.1.1 Low Assistance Clubs 7.1.2 High Assistance Clubs 7.2.0 Restrictions of Funding and Annual Caps 7.2.1 Case Law 7.2.2 Restricted Items and Items Not Funded 7.2.3 Low Assistance Cap and Restrictions 7.2.4 High Assistance Cap and Restrictions 7.2.5 Stipulations 7.2.6 Required Quotes 8.0.0 Requesting of Funds 8.1.0 Submission of Request 8.1.1 Eligibility 8.1.2 Requirements 8.1.3 Format 8.1.4 Deadline 8.2.0 Funding Hearings 8.2.1 Establishment of Dates 8.2.2 Number of Hearings 8.2.3 Required Statements Engineering Leadership Council Operational Procedures and Policies Manual 8.2.4 Criteria of Approval 8.2.5 Failure to meet Stipulations 8.3.0 Funding Remittance 8.3.1 Petitioning for Remittance 8.3.2 Time Frame to Remit Funds 9.0.0 General Assembly Meetings 9.1.0 Attendance 9.1.1 Requirements 9.1.2 Penalties for Violation 9.2.0 Meeting Procedure 9.2.1 Agenda 9.2.2 Open Comment 9.2.3 President's Report 9.2.4 Procedure and Policy Action 9.2.5 Funding Hearing 9.2.6 Approval of Minutes 9.2.7 Member Organizations Reports 10.0.0 Responsibilities of Club Leaders 11.0.0 Amending Procedure 11.1.0 Proposition of Amendment 12.0.0 Ratification Engineering Leadership Council Operational Procedures and Policies Manual 1.0.0 Statements 1.1.0 University of Nevada, Reno Engineering Leadership Council The purpose of the University of Nevada, Reno (the University) Engineering Leadership Council (ELC) is to organize and assist the engineering clubs of the University both monetarily and administratively This assistance is provided to organizations which meet the definitions of a club in 1.6.1 1.2.0 Rules and Procedures Committee The Rules and Procedures Committee is responsible for the creation and drafting of new regulations and documents as well as amendments and revisions of old regulations and documents All regulations and documents must be ratified by the General Assembly 1.3.0 Funding Committee The Funding Committee is responsible for dispersing the budget assigned to the Engineering Leadership 1.4.0 Executive Committee The Executive Committee is composed of the Club President, Club Treasurer, Club Scribe, and the chairs of all committees 1.5.0 Procedures and Policy Manual The Funding Committee is composed of a representative from each club 1.6.0 General Definitions and Terms 1.6.1 Group, Club, and Organization The words “group,” “club,” and “organization” are interchangeable terms used within this document which refer to those assemblies of students at the University recognized by the Engineering Leadership Council These terms may also, at times, refer to such assemblies which are in the process of applying for recognition or which have not been recognized, by which are in some way affiliated with the University and the field of engineering Further clarification can be found by referencing 2.31.0 1.6.2 Committee Committee refers to any body within the organizational structure of the Engineering Leadership Council Engineering Leadership Council Operational Procedures and Policies Manual 1.6.3 General Assembly 1.9.15 Faculty Advisor The Faculty Advisor is appointed by the Dean of the College of Engineering or is a temporary representative appointed by the permanent Faculty Advisor 1.9.16 Suspension Suspension removes all rights to funding and voting for the club Any money currently allocated to the organization, but not spent, is expected to be returned according to current practices 2.0.0 Club Membership 2.1.0 Eligibility 2.1.1 Engineering Focused An organization wishing to become part of the Engineering Leadership Council must show that the purpose of their involves engineering principles and benefits the engineering student body The affirmation of the above statement will be decided by the Club Assistance Committee 2.1.2 Student Recruitment An organization wishing to become part of the Engineering Leadership Council must be actively recruiting engineering students to be part of their club The affirmation of the above statement will be decided by the Club Assistance Committee 2.1.3 ASUN Stipulations If an organization is currently recognized by the Associated Students of the University of Nevada, they must be recognized as a member of the Science and Engineering Coalition or derivative future body The affirmation of the above statement will be decided by the Club Assistance Committee All exceptions will be made by the Club Assistance Committee 2.2.0 Acceptance Acceptance into the Engineering Leadership Council follow the procedures of the Club Assistance Committee 2.3.0 Requirements for Continued Membership Engineering Leadership Council Operational Procedures and Policies Manual 2.3.1 Engineering Focused An organization in the Engineering Leadership Council must have a purpose involving engineering principles and benefiting the engineering student body The affirmation of the above statement will be decided by the Club Assistance Committee 2.3.2 Student Recruitment An organization in the Engineering Leadership Council must be actively recruiting engineering students to be part of their club The affirmation of the above statement will be decided by the Club Assistance Committee 2.3.3 ASUN Stipulations An organization in the Engineering Leadership Council that is currently recognized by the Associated Students of the University of Nevada, must be recognized as a member of the Science and Engineering Coalition or derivative future body The affirmation of the above statement will be decided by the Club Assistance Committee All exceptions will be made by the Club Assistance Committee 2.3.4 General Assembly Attendance An organization in the Engineering Leadership Council is required to send a representative to all General Assembly meetings Attendance will be taken by the Faculty Advisor of the Engineering Leadership Council Exemptions to the General Assembly Meeting Attendance Requirement are to be made by the Faculty Advisor of the Engineering Leadership Council 2.3.5 Funding Hearing Attendance An organization in the Engineering Leadership Council is required to send a representative to all Funding Hearings Attendance will be taken by the Funding Manager of the Engineering Leadership Council Exemptions to the Funding Hearing Attendance Requirement are to be made by the Faculty Advisor of the Engineering Leadership Council in case of extreme emergency only 2.3.6 ELC Event Attendance An organization in the Engineering Leadership Council is required to partake in “E-Week” and “Welcome Back BBQ” as planned by the Programming Committee Attendance will taken by the Faculty Advisor of the Engineering Leadership Council Exemptions to the ELC Event Attendance Requirement are to be made by the Faculty Advisor of the Engineering Leadership Council Engineering Leadership Council Operational Procedures and Policies Manual 2.4.0 Suspension An organization in the Engineering Leadership Council who violates any policy stated in Title Chapter and affirmed by the Club Assistance Committee is suspended from the Engineering Leadership Council until the following Academic Year 2.5.0 Termination An organization in the Engineering Leadership Council who violates any policy stated in Title Chapter and affirmed by the Club Assistance Committee three times in any academic year, has its membership with the Engineering Leadership Council terminated 2.6.0 Resignation An organization in the Engineering Leadership Council who chooses to resign or end its affiliation with the Engineering Leadership Council will be removed as a member organization The organization is still responsible for outstanding funding requirements Resigned organization, if they so choose, may reapply to become part of the Engineering Leadership Council at a later date as long as they left in good standing with the Engineering Leadership Council 4.0.0 Funding Committee 4.1.0 ● ● ● ● ● Purpose First Pass of Funding Process Assess all funding applications Determine the priorities of applications Represent the interests of the ELC and Differential Fees Central Committee Assess the validity of emergency requests Positions ● Funding Manager ● Chemical/ Materials Representative ● Civil and Environmental Representative ● CSE Representative ● Electrical Representative ● Mechanical Representative ● Multi-Disciplinary Representative ● College of Science Representative Representatives Engineering Leadership Council Operational Procedures and Policies Manual ● Elected at the first general assembly meeting through the clubs that their representative of ● New and changing clubs are welcomed into representative bodies by a simple majority vote of the existing clubs in the body they want to enter ● Clubs self identify at beginning ● Clubs must be in the engineering and science coalition, or follow the unrecognized club clause ● Disciplines must have at least clubs to stay solvent ● Vote on position of request in the hierarchy structure ● Vote on the validity of emergency funding hearing requests ● Votes on the removal of the funding manager ● Votes on the appointment of the new funding manager if removed ● Absences of the main representative will be filled in with the proxy ● Proxies will be elected by the clubs in the disciplines at the same time as the main representative ● Proxies will be ordered by priority through the clubs in the discipline Funding Manager ● Is by default the President ● Can be removed with a vote of no confidence through the procedures of robert’s rules by the representatives ● Directs the Conversation ● Presents all funding applications that are received ● Can vote on the hierarchy placements ● Breaks ties on emergency funding, but has no original vote ● Takes meeting minutes Emergency Funding ● Defined as $8000 for the 2017-2018 school year ● Availability to be heard by the general assembly is determined by the representatives ● Will not be awarded upon negligence ● Representatives from clubs are allowed to show at the hearing, but are not required ● Follows applications rules determined by title Fringe ● Must be allocated week before spring funding hearing Engineering Leadership Council Operational Procedures and Policies Manual Engineering Leadership Council 10 Operational Procedures and Policies Manual 12.0.0 Ratification This document has been ratified and approved by all clubs in the University of Nevada, Reno Engineering Leadership Council on this day Friday, September 1st, 2017 Justin Patridge President Engineering Leadership Council Ryan Nunes Treasurer Engineering Leadership Council Brenda Penn Vice-President Engineering Leadership Council American Institute of Aeronautics and Astronautics American Institute of Chemical Engineers American Nuclear Society American Society of Civil Engineers American Society of Mechanical Engineers ARLISS Club Association for Computing Machinery BioMedical Engineering Society Concrete Canoe Paul Dourte Secretary Engineering Leadership Council Engineering Leadership Council 11 Operational Procedures and Policies Manual ElectroChemistry Society Earthquake Engineering Research Institute EERI Seismic Design Team Human Exploration Rover Challenge Human Powered Vehicle Competition Institute of Electrical and Electronics Engineers John Mackay Club Mackay Muckers Nevada Cyber Club Nevada Robotics Society Society of Hispanic Professional Engineers and Scientists Society of Women Engineers Steel Bridge STEMducation Tau Beta Pi Theta Tau University of Nevada Rocketry Society Water Treatment Wolf Pack Racing Women Into Computer Science and Engineering Engineering Leadership Council 12