CONSTITUTION OF THE ENTOMOLOGY GRADUATE STUDENT ASSOCIATION
ARTICLE I- NAME
The name of the organization shall be the Entomology Graduate Student Association, abbreviated EGSA.
ARTICLE II- PURPOSE
The EGSA comprises all graduate students in the Entomology department or related departments who have an interest in the field of entomology. The EGSA provides a student voice for departmental affairs by holding elected seats on all departmental committees, promoting social interactions, and serving the community through the Insect Ambassadors program. The Association hosts several departmental functions each year, including events such as the Spring Picnic and the EGSA Thanksgiving Dinner. EGSA also organizes insect collecting field trips, bug trading nights, and insect movie nights. EGSA established and manages the Kinney Merit Award that provides support for graduate student travel, usually for costs associated with attending scientific meetings. EGSA also supports Entomology Games teams who compete in a competition on entomological facts played between university student teams at branch and national meetings. EGSA sells various entomology related items for fundraising like shirts and mugs.
ARTICLE III -MEMBERSHIP
3.1 Voting membership shall be open to any full/part-time graduate student currently enrolled at the University of Wisconsin-Madison, who is sincerely committed to promoting the goals of the organization.
3.2 Non-voting membership is open to Postdoctoral students and laboratory staff who are sincerely committed to promoting the goals of the organization.
3.3 No graduate student shall be excluded from membership, officer positions, or participation on the basis of his or her race, color, creed other than commitment to the beliefs of the organization, religion, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status or parental status, or, unless exempt under Title IX, sex. This policy will include but is not limited to recruiting, membership, organization activities, or opportunity to hold office.
UW Regent Policy 30-06: “Student organizations that select their members or officers on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership, officer positions, or participation in the organization to students who affirm that they support the organization’s goals and agree with its beliefs, so long as no student is excluded from membership, officer positions, or participation on the basis of his or her race, color, creed other than commitment to the beliefs of the organization, religion, national origin, disability, ancestry, age, sexual orientation, pregnancy, marital status or parental status, or, unless exempt under Title IX, sex.”
3.3 There shall be no limit on the size of the membership of the Student Organization.
ARTICLE IV- EXECUTIVE BOARD
4.1 The executive board of the EGSA shall be PRESIDENT, PRESIDENT-ELECT, TREASURER, SECRETARY, and INSECT AMBASSADOR REPRESENTATIVE. These positions will be elected by a ⅔ majority vote of current membership in the EGSA, with elections held at the conclusion of fall semester in anticipation of the upcoming annual year.
4.2 (1) In order to run for office you must have at least a 2.3 GPA or above.
(2) Executive board members must be a matriculated graduate student and be in good standing with his or her college.
4.3 All executive board members serve for a term of ONE (1) YEAR or until their successors shall be duly elected and qualified.
4.4 Any executive board member who, during the term of his/her office, ceases to be a voting member, or fails to maintain his/ her status as a matriculating graduate (exception University organizations) student maintaining a 2.3 GPA, in good academic and disciplinary standing with their respective college, shall be removed from his/her office and a replacement shall be elected.
ARTICLE V- MEETINGS ANSWERS IN GENERAL WHEN AND HOW ORGANIZATION BUSINESS WILL BE CONDUCTED. A MEETING MUST TAKE PLACE AT LEAST TWICE A SEMESTER
5.1 Regular meetings of the EGSA shall be held at (minimum) at least twice a semester, the time for such meetings shall be determined by a poll and approval of the voting members.
5.2 Special meetings of EGSA may be called at any time by the Executive Board upon one week’s notice to each member or by a petition of a majority of the membership, submitted one week before the scheduled meeting.
5.3 Meeting topics will be scheduled in advance, it is the responsibility of Executive Board members to share the schedule with all EGSA members at least one day prior to the meeting.
ARTICLE VI- AMENDMENTS
7.1 Amendments to this Constitution may be proposed by any member and shall be voted upon at the next meeting of the EGSA following notice of such proposed amendment to the voting members. Such notice will be given two weeks prior to the meeting ratifying or denying changes.
7.2 Non Executive Board EGSA members proposing an amendment to the EGSA bylaws must write amendment in its entirety, collect 10 handwritten voting members signatures and present materials at an official EGSA meeting. The proposed amendment will be reviewed by EGSA officers prior to vote at the following EGSA meeting.
7.3 Officer EGSA members proposing an amendment to the EGSA bylaws must write amendment in its entirety and have a unanimous vote at the officers meeting prior to presenting amendment proposal at the next scheduled EGSA meeting.
7.4 Amendments to this Constitution shall be the affirmative vote of two-thirds (2/3) of all voting members and with the approval of the appropriate governing board.
ARTICLE VII- RATIFICATION ANSWERS HOW THE CONSTITUTION IS ACCEPTED/ADOPTED BY THE ORGANIZATION.
Ratification by two-thirds (2/3) of the charter members of the Student Organization shall be sufficient to establish this constitution between said members so ratifying and with the approval of the appropriate governing board.
BYLAWS OF THE ENTOMOLOGY GRADUATE STUDENT ORGANIZATION
SECTION 1 – STUDENT OFFICERS
1(1) The President shall be the Executive Officer of the EGSA and shall preside over all meetings of EGSA. The President shall be an ex-officio member of all standing committees.
1.1 (a) Prerequisites: Prior appointment as president elect and continuing EGSA membership.
1.1 (b) Appointment Responsibilities: The President will represent the voice, needs, and interests of EGSA members at faculty, department, and other relevant meetings. The President shall organize (and/or appoint co-organizers) for the fall and/or spring Trout Lake retreat (funding/availability dependent) Thanksgiving Grad Student Friday Swarm Event as well as the Spring Russell Laboratories picnic as well as maintain EGSA involvement in on-campus events: Wisconsin Science Expo, Darwin Day, etc. They shall participate in faculty meetings as the student body representative (and/or appoint someone to represent EGSA given a conflict), appoint and nominate student representatives to faculty committees as well as coordinate (reasonable) communication among the EGSA subcommittees and groups entomology grad students are involved in by allowing an opportunity for student representatives of those groups to participate in monthly meetings, and lead the EGSA monthly meetings (see section 4), by:
1. Determining a time/day/place for the semester meetings
2. Confirming all interested parties and members of EGSA receive and have access to the meeting docket in advance of the meeting
3. Maintaining order and respect throughout the meeting and keeping the meeting runtime within the previously agreed upon time frame.
1(2) The President-elect, in the absence of the President, shall fulfill the President’s duties.
1.2 (a) Prerequisites: 50% or higher attendance of EGSA meetings.
1.2 (b) Appointment Responsibilities: The President-elect will be learn the duties of the President from the President, as well as the general workings of the EGSA Executive Board.
1(3) The Treasurer shall be responsible in conjunction with the University advisor, for all fiscal matters of the EGSA. The Treasurer shall be responsible for the accountability of the EGSA’s finances.
1.3 (a) Prerequisites: 50% or higher attendance of EGSA meetings.
1.3 (b) Appointment Responsibilities: The Treasurer shall collect and receive all funds paid to the student organization (e.g. fundraisers, snack room, etc.) and shall deposit them in the official depository. The Treasurer will have final approval of all student organization expenditures. The Treasurer is responsible for educating his/her successor on the obligations of this position. The Treasurer will keep the accounts and books which, at all times, must be open to Inspection by the President, Executive Board, Funding Board, or any authorized auditor.
1(4) The secretary shall take summaries of official discussions at EGSA meetings, take attendance at EGSA meetings of members and participants, and disperse these recordings to any interested parties, namely EGSA members.
1.4 (a) Prerequisites: 50% or higher attendance of EGSA meetings.
1(5) The Insect Ambassador Representative shall coordinate the requests for IA bookings and education requests from the community and ensure that as many requests can be fulfilled as possible given time and personnel resources.
1.5 (a) Prerequisites: 50% or higher attendance of EGSA meetings.
SECTION 2 – ELECTIONS
2(1) Elections will be held at the final meeting of the fall semester.
2(2) All officers shall be elected by a simple majority vote of those persons casting ballots.
2(3) Officers will take office immediately following their election.
SECTION 3 – EXECUTIVE BOARD
3(1) The Executive Board shall interpret the policies and guide official activities of the student organization, discipline members, approve the budget, and have general management of the student organization.
3(2) The Executive Board will meet at least once per semester and at the call of the President.
SECTION 4 – MEETINGS
4(1) Meetings shall be held at such places as determined by the executive board.
4(2) The meetings of the EGSA shall be given at least two weeks in advance of the meetings.
4(3) At all meetings, a quorum shall be one-half of the voting members of the student organization. A quorum is necessary for the organization to conduct official business, including but not limited to elections and voting. This quorum will be based upon the typical number of EGSA members at meetings.
4(4) All matters coming before the EGSA which require the approval of the membership, and the election of officers, shall be carried by a the relevant majority vote of the voting members present, provided that a quorum is present, except for business specified in the constitution or bylaws which require a specific number, i.e., ratification, etc.
SECTION 5 – REVENUE THIS SECTION SHOULD DEFINE ANY COLLECTION OF MONIES SUCH AS DUES, FUND-RAISERS, ETC., AND SHOULD DEFINE HOW THE MONIES ARE TO BE DISBURSED AND WHO SHALL BE RESPONSIBLE FOR THE ACCOUNTABILITY OF THE ORGANIZATION’S MONIES.
5(1) There are no annual membership fees to join the Entomology Graduate Student Association.
5(2) In case of dissolution of the EGSA and liquidation of its affairs, any money or other assets remaining after the payment of all obligations shall be distributed in accordance with the provisions of disbursement statement of these By-Laws.
SECTION 6 – DISCIPLINE
6(1) Any member charged with conduct not in accord with the purposes of the EGSA and against who such charges are sustained after due and proper hearing before the Executive Board, may be expelled from membership by a two-thirds (2/3) vote of the Executive Board.
6.1(a) If a member of the Executive Board is charged with misconduct, they will not vote in any decision of discipline or counteraction.
6(2) Any student whose membership in the EGSA has been terminated in any manner shall forfeit all interest in any funds or other property belonging to the EGSA and may not use the organization’s name in connection with any further activities.
6(3) Appeal process: Any member whose membership in the EGSA has been terminated by action of the Executive Board of the organization may appeal his/her expulsion, in writing, and within two weeks of the Executive Board’s action. If the expulsion is upheld by the Executive Board, the student may appeal to the Student Organizations and Activities Office in writing, and within two weeks of the Executive Board’s action.
SECTION 7 – IMPEACHMENT ANY MEMBER MAY INITIATE OFFICERS REMOVAL BY THE FOLLOWING PROCEDURE.
A removal may be recommended for misconduct, misuse of the organization’s presence on campus, or failure to abide by the rules of UW-Madison.
7(1) Petition the Executive Board with signatures of 1/3 of all voting members. The petition should state reason for removal.
7(2) The Executive Board shall then notify officers and call for removal vote within fourteen days of the filing of the petition. Any member referenced in the petition will not vote.
7(3) Members shall be notified at least one week prior to removal vote meeting.
7(4) At the meeting for removal, the petition’s stated grievances shall be made public and the officer charged shall be allowed to respond to the charges of the petition.
7(5) Removal from office shall require a vote of 2/3 of all voting members.
SECTION 8 – VACANCY OF OFFICE
8(1) In case of resignation or removal of any officer, an interim acting officer shall be appointed by the Executive Board.
8(2) The President shall call for an election within fourteen days after vacancy of any office.
8(3) Election shall be conducted as stated in the bylaws.
8(4) Should the office of President become vacant, the President-elect should complete the President’s unexpired term and call for an election for the now vacant President-elect office consistent with the provisions of Section 8(2).
SECTION 9 – AMENDMENTS OF BYLAWS THIS SECTION ANSWERS HOW THE BYLAWS MAY BE CHANGED. BY-LAWS SHOULD BE EASIER TO CHANGE THAN THE CONSTITUTION.
9(1) Amendments to these Bylaws may be proposed by any member and shall be voted upon at the next meeting of the EGSA following notice of such proposed amendment to the voting members. Such notice shall be given at least two weeks in advance of the meeting in which such changes are ratified or denied.
9(2) Amendments to these Bylaws shall be by the affirmative vote of one-half (l/2) of all voting members and with the approval of the appropriate officer(s).
10(1) Upon the dissolution of EGSA for any reason, all work, funds, and property controlled by the organization will be transferred to the University of Wisconsin Entomology Department or to an organization that models the organization’s purpose.
10(2) The Advisor and Executive Board of the EGSA will oversee the dissolution process.
Section 11 -NON-HAZING CLAUSE
11(1) The laws of the state of Wisconsin and the University of Wisconsin – Madison policies concerning hazing shall be observed.
11(2) Hazing shall be defined as participating in or allowing any act or coercing another, including the victim, to do any act that creates a substantial risk of causing mental or physical harm to any person. A forced or coerced activity shall also be considered hazing when the initiation or administration into, or continued affiliation with, a university organization is directly or indirectly conditional upon performing the activity. In no event shall the willingness of an individual to participate in such an activity serve as defense in cases of hazing.
11(3) Actions and activities, which are explicitly prohibited, include, but shall not be limited to the following:
11.3(a) Any activity that creates a substantial risk of physical or mental harm.
11.3(b) Paddling, beating, or hitting individuals.
11.3(c) Wearing anything designed to be degrading or to cause discomfort.
11.3(d) Activities that interfere with an individual’s academic efforts by causing exhaustion of loss of reasonable study time.