(Adopted Spring 2000; Updated Fall 2009)
The formal name of this organization shall be the Iowa State University Psychology Club. The informal names shall be Psych Club and Psychology Club.
The purpose of Psychology Club is to provide a forum in which students with a major or minor in psychology can interact with others who have similar interests. The meetings are designed to fill a number of functions including providing a way for people to get to know one another, to meet to talk about issues, to learn more information about courses and the department, to discuss job and volunteer opportunities, and to get to know the psychology faculty in a more casual environment. The Psychology Club abides by and supports established Iowa State University policies, state and Federal laws.
Section 1 - Membership shall be open to all registered students at Iowa State University who have a major or minor in Psychology. Every psychology major and minor is automatically an inactive member of the Psych Club. The Psychology Club does not discriminate on the basis of race, color, age, religion, national origin, sexual orientation, gender identity, sex, marital status, disability, or status as a U.S. Veteran.
Section 2 - Participation in a Psychology Club activity moves a person's membership to active status for the academic year. Procedures for keeping track of who is an active member of the club shall be specified in the bylaws. Only active members of Psychology Club are permitted to run for office or to vote in elections.
Article IV-Officers and the Executive Committee
Section 1 - Composition. The Executive Committee is comprised of the elected student officers and two non-student members: the staff member who heads the undergraduate advising office and the faculty advisor, who is appointed by the Chair of the Department of Psychology. Elected officers of Psychology Club include a president, a vice-president, a treasurer, and a secretary. Other officer positions may be created and specified in the Bylaws.
Section 2 - Eligibility. The officers of this organization must meet the following requirements:
a) Have a minimum grade point ratio (GPA) as stated below and meet that minimum GPA in the semester immediately prior to the election/appointment, the semester of election/appointment and semesters during the term of office. For undergraduate students, the minimum cumulative GPA is 2.00. In order for this provision to be met, at least six hours (half-time credits) must have been taken for the semester under consideration.
(b) Be in good standing with the university and enrolled: at least half time (six or more credit hours), if an undergraduate student (unless fewer credits are required to graduate in the spring and fall semesters) during the term of office, and at least half time (four or more credits), if a graduate level student (unless fewer credits are required in the final stages of their degree as defined by the Continuous Registration Requirement) during their term of office.
(c) Be ineligible to hold an office should the student fail to maintain the requirements in (a) and (b). Only active members of Psychology Club are eligible to run for office. Students are not eligible to run for any office in which the term of office extends beyond their planned graduate date. Officers may not be on temporary enrollment and must not be on conduct probation.
Section 3 - Term of Office. Officers are elected in the spring semester and serve a one-year term (late April to late April).
Section 4 - Vacancies. If a position becomes open during the academic year, the Executive Committee may choose to hold a special election or it may choose to leave the office vacant until the regular elections. If the office is left vacant, the duties of the office will be shared among current members of the Executive Committee.
Section 5 - Duties. The specific duties of each office are described in the Bylaws.
Section 6 - Removal from Office. Officers may be removed from office for failure to perform their duties. Procedures for removal from office are described in the Bylaws.
Meetings vary in content and include both social events and more formal sessions. Meeting times also vary with the date and times set by the Executive Committee. Meetings are advertised through a variety of means including: announcements in class; flyers placed on the Psychology Club bulletin board (across from W162 Lagomarcino), outside the Advising Office (W022 Lagomarcino), and throughout the building; and e-mail postings to all psychology majors. Meetings are generally scheduled about a month apart with 3-5 meetings scheduled each semester.
Officer elections will be held in spring semester for the following academic year. Elections will be by secret written ballot. Election procedures are described in the Bylaws. Information regarding the specifics of an election must be presented at a regular meeting at least one month prior to the election.
Article VII-Amendment to the Constitution
Amendments to the Constitution may be proposed by any active member of Psychology Club. The steps in the amendment process are:
1) Amendments must be introduced in writing prior to the meeting at which a preliminary vote on the amendment is scheduled. The amendment may be introduced at a prior meeting or it may be distributed electronically at least one week before the meeting at which a preliminary vote is to be taken. For electronic distribution, the amendment should be submitted in electronic format to a member of the Executive Committee in time for distribution to the members at large.
2) If the amendment receives a 2/3 majority approval of active members present and voting at a regular meeting, it shall be presented for approval to all active members.
3) Written secret ballots will be prepared and made available during an announced polling period. The polling period will be at least two days to allow maximum participation. A simple majority vote shall amend the constitution.
4) Amended constitutions will be submitted to the Student Activities Center within 10 days for final approval.
Article VIII--Ratification of the Constitution
Ratification of the Constitution shall be by simple majority. Written secret ballots will be prepared and made available during an announced polling period. The polling period will be at least two days to allow maximum participation. All psychology majors and minors will be eligible to vote. Ratified constitutions will be submitted to the Student Activities Center within 10 days for final approval.
All monies belonging to this organization shall be deposited and disbursed through a bank account established for this organization at the Campus Organizations Accounting Office and/or approved institution/office (must receive authorization via Campus Organizations Accounting Office). All funds must be deposited within 48 hours after collection. The Adviser to this organization must approve and sign each expenditure before payment.
(Adopted Spring 2000; Updated Fall 2009)
Article I--General Bylaws
Section 1- Membership. As stated in the Constitution, participation in a Psychology Club activity moves a person's membership to active status for the academic year. Persons attending any Psychology Club activity for the first time during an academic year should check with an officer to have their active member status recorded. The secretary shall keep a written (electronic) record of all active members. Only active members are permitted to run for office or to vote.
Section 2 - Dues. There are no dues.
Section 3 - Finances.
As a department club, the Psychology Club is eligible for funds through LAS Council. The funds are dependent upon participation by the Vice-President in LAS Council and typically are sufficient to fund club activities. The Executive Committee is authorized to spend club funds on standard activities including: club meetings, other club activities (e.g., VEISHEA), awarding of the Laura Vernon Scholarship, helping members of the club attend professional conferences, contributing to charitable causes, and contributing to organizations designed to promote undergraduate research in psychology. All such expenditures should be announced at the subsequent meeting of the club as part of the treasurer's report. Expenditure by the Executive Committee of club funds in excess of $200 for something other than the standard activities requires prior approval of the membership at a regular meeting.
Section 4 - Motions. The procedures for approving motions shall be as follows:
1) Motions may be proposed by any active member of Psychology Club.
2) In order to encourage discussion and to keep the membership informed, motions should be introduced prior to the meeting at which a vote is planned. The motion should be introduced in written form. If a motion cannot be introduced at a prior meeting, it may be introduced through electronic distribution at least one week before the meeting at which a vote is planned. For electronic distribution, the motion should be submitted in electronic format to a member of the Executive Committee in time for distribution to the membership at large.
3) Members present at a regular meeting may decide, by a 2/3 majority vote, to skip the procedure outlined in the prior paragraph and to take action on a motion that is first introduced at that meeting.
4) Motions shall pass by a simple majority of active members present and voting.
Section 5 - Bylaws. New bylaws and amendments to current bylaws may be proposed by any active member of Psychology Club. The procedure for action on bylaws is as specified for motions except that a 2/3 majority vote is needed to enact, amend, or rescind a bylaw.
Article II--Duties and Responsibilities of the Executive Committee
Section 1 - Elected Offices. The elected offices of Psychology Club include president, vice-president, treasurer, secretary, historian, VEISHEA coordinator, and volunteer coordinator.
Section 2 - Attendance Requirement. Attendance at all club and executive meetings is required of all officers. If circumstances prohibit an officer's attendance, then that absence will be excused. One unexcused absence is allowed each semester.
Section 3 - General Duties of All Members of the Executive Board
1) Officers represent the club membership. As such they should be role models of enthusiasm, integrity, and dependability
2) All officers are expected to assist other executive members when needed
3) Due to the yearly change of officers, newly elected officers need to be trained and prepared for the transition of leadership. Current officers should thoroughly explain all duties to the new officers. Any pertinent materials should be passed along so that new officers are comfortable with their duties and responsibilities.
Section 4 - President. The president has the overall responsibility for the functioning of the club. The president calls to order all meetings and is generally responsible for scheduling club events. The duties of the president include:
a. Establish meeting times for executive and general meetings
b. Arrange for facilities for meetings and programs
c. Provide secretary with information to put on the agenda
d. Confirm with faculty advisor(s) and treasurer that accounts have been paid
e. Preside over all executive and general meetings, announcing the agenda, introducing speakers, and making sure that all members are given a chance to be heard
f. Lead members in defining and pursuing the goals and objectives of the club and keep a list of objectives with origin dates and projected deadlines
g. Determine if extra funds are necessary and plan fundraising activities
h. Delegate responsibilities to ensure that all officers participate in the activities and work of the club
i. Maintain good communication within and between the executive officers.
Section 5 - Vice-President. The vice-president assists the president in all club functions. The major duty of the vice-president is to represent the Psychology Club on LAS Council. This means that the vice-president must attend LAS Council meetings, which are scheduled on alternate Monday evenings. Additional duties of the vice president include:
a. In absence of president, or at request of president, perform president's duties
b. Keep in close contact with president and faculty advisor(s)
c. Attend LAS Vice-President Officers' meetings
d. Assist chairs of committees
e. Assist secretary/editor in preparing reports of club activities to be published
f. Organize nomination and election of executive members, preferably at the end of fall semester
Section 6 - Secretary. The secretary is generally responsible for all club records and correspondence. The duties include:
a. Record minutes during each meeting, executive and general
b. Distribute copies of minutes to executive officers and make copies available to all members
c. Keep a list of active members and a list of all committees of the club
d. Prepare an order of business for the president
e. Check the club's mailbox and distribute mail accordingly
f. Ensure that all meetings and programs are properly publicized, which includes the production and posting of flyers, overheads, and other materials for advertisement, and submitting reports to campus media
g. Carry on all necessary correspondence (including writing thank you notes to presenters)
Section 7 - Treasurer. The treasurer is generally responsible for all financial transactions of the club. The duties include:
a. Maintain the treasurer's notebook, which should contain all forms and materials for operating the club in financial situations, past and current budgets, and any other notes or materials found to be helpful in carrying on the duties of treasurer
b. Maintain the permanent-bound accounting book containing the records of all financial transactions, including income (donations, fund-raisers, etc.) and expenditures (orders for supplies or certificates, payment of bills, etc.)
c. Obtain a 'Change of Information Organization Form' from the Student Activities Center, update any changes on the form, and return it before the deadline set
d. Attend one treasurers' orientation class taught online via WebCT before the deadline set
e. Verify information concerning funds, deposits, and accounts
f. Change signature on all financial accounts from predecessor to self
g. Pay all bills promptly
h. Keep all financial records up to date and readily available for review by advisor(s), executive members, and membership
i. Keep all financial records in a secure location
j. Report to club members at each executive and general meeting on club finances
Section 8 -Historian. The historian is generally responsible for maintaining a record of club events and activities. The duties include:
a. Compile club history as it is made and ensure that it is properly preserved (including photographs)
b . Collect clippings and important correspondence
c. Prepare scrapbook detailing events of the year
d. Update the Club’s bulletin board
Section 9 - VEISHEA Chair. The VEISHEA chair is generally responsible for participation of the club in VEISHEA activities, especially the open house. The duties include:
a. Function as the point of contact for the university VEISHEA committee
b. Complete and file all necessary forms with the university VEISHEA committee
c. Plan VEISHEA activities for club and members
d. Oversee committees formed for the Psychology Club display during VEISHEA
e. Recruit and organize volunteers to setup, staff, and tear down the VEISHEA display
Section 10 - Volunteer Coordinator. The volunteer coordinator is generally responsible for making sure that club members have information about volunteer possibilities. The duties include:
a. Oversee the volunteer fair in the fall; in the spring organize and plan the volunteer fair for the next fall
b. Oversee any committees or additional help that may be needed for production of the volunteer fair
c. Become familiar with resources and opportunities in the local and surrounding communities
d. Be able to accurately present volunteering opportunities at executive and general meetings
e. Assess campus and community needs in planning service projects
f. Recruit and organize volunteers for fundraising activities or club volunteering events
Section 11 - Faculty Advisor and Staff Advisor. The Psychology Club is a nonrestrictive departmental club. The faculty advisor and the staff advisor serve as liaisons between the club and the faculty and staff in the department, college, and university. They participate in Executive Committee deliberations and provide information, support, guidance, and advice to the student officers. The advisors do not have veto power over actions of the Executive Committee except when they judge the actions to be contrary to university policy.
a. The faculty advisor is appointed by the Chair of the Department of Psychology upon the recommendation of the Director of Undergraduate Studies, who will consult with the student members of the Executive Committee. The same faculty member typically serves a number of years, providing continuity. If the student members of the Executive Board are not happy with the choice of faculty advisor, they should inform the Director of Undergraduate Studies, who will seek to resolve the problem. If a new faculty advisor is needed, they will be appointed by the Director of Undergraduate Studies as needed with no specific election or appointment time scheduled.
b. The P&S staff person in charge of the Psychology Advising Office also serves as a member of the Executive Board. Because there is low turnover in this position, the staff advisor provides continuity across years. The staff advisor serves as the contact point for new majors and also serves as a resource concerning the most current university rules and regulations involving students and student activities. If the student members of the Executive Board are not happy with the actions of the staff advisor, they should inform the faculty advisor or the Director of Undergraduate Studies, who will seek to resolve the problem.
Article III--Removal from Office
An elected officer is automatically removed from office if the officer's cumulative grade point average falls below 2.0 or if the officer is placed on conduct probation by the university. An officer may be removed from office for failure to carry out the duties of the office, including attendance at meetings. If an officer fails to perform the duties of the office or more than one unexcused absence occurs, then the Executive Committee may discuss removal of the officer at the next meeting of the Executive Committee. The officer must be informed, in writing, of the possible removal from office and must be given a chance to respond. If there is no response or if the Executive Committee judges the response to be unacceptable, the Executive Committee may remove the person from office by a 2/3 majority vote on a secret ballot. Persons removed from office remain members of the club.
Article IV--Election Procedures
Officer elections will be held in February and March of the spring semester. Holding elections early in the semester provides an opportunity for the officers-elect to work with the current executive officers before assuming leadership at the end of April.
Section 1 - Nominations. Nominations will be sought at the February general meeting and the polling place and the polling period will be announced. Nominations may be made up to two weeks before the March meeting. Each person may nominate one person for each position. Self-nominations are acceptable.
Section 2 - Campaigning. Persons nominated will be invited to prepare a statement of qualifications to be posted on the Psychology Club Bulletin Board and to be circulated via an electronic distribution system. At the March meeting, nominees may address the club members, or, if the nominee is unable to attend the meeting, he or she may ask a substitute to address the club.
Section 3 - Voting. Voting will be via secret ballot and will use the Hare System described in the next section. Written ballots will be prepared and made available during the announced polling period. Because student schedules vary so widely, the polling period should be at least two days to allow maximum participation. At the polling place, active members of Psychology Club must show their membership card and a picture identification card in order to obtain a ballot. The member's name will be crossed off the list of eligible voters.
Section 4 - The Hare System of Vote Counting. When there are more than two persons running for an office, it is possible that no one will receive a majority of the votes. In order to prevent the need for a runoff, the Hare System will be employed. Instructions on the ballots will tell the voters to rank order the candidates in terms of their preference, using 1 for the first choice. Any person receiving a majority of the first choice votes is declared the winner. If there is no first choice majority, the candidate with the fewest first choice votes is eliminated from consideration. The second choice candidate of voters whose first choice was eliminated becomes the first choice on those ballots. The ballots are recounted. If one candidate now has a majority of first choices, that candidate is declared the winner. If there still is no first choice majority, the process is repeated, eliminating at each stage the candidate with the fewest first choice votes and redistributing the next choice votes to the remaining candidates until a majority is received.
Section 5 - Election Results. As soon as possible after polling is complete, the ballots will be counted by the faculty advisor and at least one other member of the Executive Board who is not on the ballot. The officers-elect will be notified via e-mail. Their names will also be posted in the weekly e-mail bulletin sent out by the departmental advisor.