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Organization Batch Constitution Archive

Name of organization stated clearly and any acronym/abbreviation is noted:


The name of this organization shall be the Entomology Graduate Student Organization
(E.G.S.O.) of Texas A&M University, College Station, Texas.

I. Purpose and goals:


The purpose of E.G.S.O. is to foster the interests of the graduate students of the Department of
Entomology, promote and support academic and social activities of interest to graduate students,
and serve as liaison between the faculty and staff of the Department of Entomology, related
organizations, and the graduate students.

II. Mission
The Entomology Graduate Student Organization is a community of graduate students in the
Department of Entomology dedicated to supporting the interests of fellow graduate students
while providing opportunities for interactions with both professionals and the general public.

III. Membership eligibility, standards and requirements:


Full members are graduate students of the Department of Entomology.

Associate membership is available, upon application, to graduate students from other


departments who have an interest in entomology.

Full and associate members shall have a privilege of voice, but only full members shall have the
privilege of voting.

Membership in this organization is open to everyone meeting the above criteria, irrespective to
class, gender, race, religion, sexual orientation, gender identity, disability, or nationality.

Full and associate members shall undergo disciplinary proceedings that may result in removal
from the organization for the following reasons: physical or verbal assault of another member or
advisor during any meeting sanctioned by E.G.S.O., stealing from any E.G.S.O. or Department
of Entomology financial account, bringing and/or drinking alcoholic beverages at an E.G.S.O.
function deemed nonalcoholic, and/or providing alcohol to a minor.

IV. Leadership eligibility, standards, and requirements:


The offices of this organization must meet the following requirements: a) have at minimum
grade point ratio (GPR) as stated below and meet the minimum GPR in the semester
immediately prior to the election/appointment, the semester of the election/appointment and
semesters during the term of office. For graduate level students, the minimum expected GPR is
3.00. In order for provisions to be met, at least four hours (half-time credits) must have been
taken for the semester under consideration. In one limited circumstance, summer semester hours
may be applied to the provision. In order for summer coursework to qualify toward a grade point
ratio prior to election/appointment, at least four credit hours must have been taken during the
course of either the full or two summer session(s) unless fewer credits are required as they
complete the final states of their degree. In the rare event that no current graduate student is
found willing to accept the nomination to serve in a specific E.G.S.O. officer capacity for the
coming academic year, any full member may nominate and the full membership may elect an
incoming graduate student to the following position: Social Chair.

In such cases, the incoming elected officer will receive a probationary forbearance of 8 months
for the officer requirements listed in Article 5: Section 1 and Article 7: Section 5: Subsection E.
If all requirements are not met upon the completion of the probationary period, the membership
will hold an at large vote to replace the officer with a full member in good standing.

Is organization open in leadership and membership qualifications?


Yes

V. Procedures for disciplining and/or removing an officer:


Disciplinary hearings to remove an officer from office can be begun by any member of E.G.S.O.
if it is suspected that the officer is not fulfilling his/her duties as stated under Article 5.
Disciplinary proceedings will follow Article 3, Section 5.

(Article 3, Section 5) Written notice will be delivered upon suspicion of an infraction and
disciplinary proceedings will take place within seven days of the event in question. Disciplinary
proceedings will commence with a hearing by the executive committee. During the hearing the
accused shall be provided the opportunity to present their case. After the hearing, the executive
council will vote to decide what disciplinary action, if any, should be taken. Any officer accused
of one of the above infractions cannot serve on the executive committee for their own hearing. A
general E.G.S.O. member chosen by vote at large will replace the accused executive committee
member throughout per said hearing.

VI. Procedures for disciplining and/or removing a member:


Written notice will be delivered upon suspicion of an infraction and disciplinary proceedings will
take place within seven days of the event in question. Disciplinary proceedings will commence
with a hearing by the executive committee. During the hearing the accused shall be provided the
opportunity to present their case. After the hearing, the executive council will vote to decide
what disciplinary action, if any, should be taken. Any officer accused of one of the above
infractions cannot serve on the executive committee for their own hearing. A general E.G.S.O.
member chosen by vote at large will replace the accused executive committee member
throughout per said hearing.

VII. Officer selection processes:


The annual general meeting shall occur within three weeks before the first day of finals in the
spring semester.
Election of officers and faculty representatives and announcement of results shall occur at this
meeting.

Candidates for officers and faculty representatives shall be nominated by any full member.
Nomination of officers will be posted within two weeks prior to the annual general meeting.
Voting shall be by secret written ballot.
Officers and faculty representatives shall be elected by simple majority vote of full members.
All candidates for officer election shall be full members of E.G.S.O.
Term of office will be twelve months beginning on the last day of the spring semester.

Specific officer duties listed for any elected, selected or appointed leadership position:

Section 1. The President shall:


Subsection a. Call and preside over meetings of the E.G.S.O. and executive committee.
Subsection b. Have the power to appoint special representatives.
Subsection c. Coordinate the activities of the executive committee.
Subsection d. Be the official representative of the E.G.S.O.
Subsection e. Hold executive power between executive committee meetings.

Section 2. The Vice-President of External Affairs shall:


Subsection a. Assume the duties of the president in the President's absence.
Subsection b. In case of resignation or incapacitation of the President, assume the duties of
the president for the remainder of the term.
Subsection c. Serve as E.G.S.O. representative to other recognized university
organizations.
Subsection d. Represent all graduate students of the Department of Entomology at all
Graduate Student Council meetings.
Subsection e. Attend general meetings of the E.G.S.O. and report pertinent information
from attendance of Graduate Student Council meetings.
Subsection f. Pass on information from the Graduate Student Council listserv to the
graduate student listserv of the Department of Entomology.

Section 3. The Vice-President of Internal Affairs shall:


Subsection a. In the case of the resignation or incapacitation of the President and Vice
President of External Affairs, to assume the duties of the president, and
officiate and call for the new elections within one month to fill these posts.
Subsection b. Record the minutes of all meetings, and make those minutes available to all
members.
Subsection c. Keep an updated copy of the constitution and bylaws, and make this copy
available to all members.
Subsection d. Be responsible for distribution of notices of upcoming meetings.
Subsection e. Maintain an updated record of the ongoing events at the E.G.S.O. website
(egso.tamu.edu and/or tamuegso.weebly.com) after new events and
announcements are made at the monthly E.G.S.O. general meeting.
Subsection f. Ensure that the current E.G.S.O. officer list is up to date.
Subsection g. Be responsible for ensuring that the pictures from outreach events are
current.

Section 4. The Treasurer shall:


Subsection a. In the case of the resignation or incapacitation of the President and Vice
President of External Affairs, to assume the duties of the president, and
officiate and call for the new elections within one month to fill these posts.
Subsection b. Assume the responsibilities of the Vice President of Internal Affairs in
his/her absence.
Subsection c. Supervise all financial transactions of the E.G.S.O.
Subsection d. Keep open records of all financial transactions.
Subsection e. Present a financial report when required at meetings.
Subsection f. File a proposed budget with the MSC after approval of the executive
committee.
Subsection g. Be responsible for ensuring that the merchandise inventory list is current.

Section 5. The Events Coordinator shall:


Subsection a. Be responsible for organization of all E.G.S.O. social events.
Subsection b. Function as a liaison between faculty and staff, and the E.G.S.O. in relation to
departmental social events.
Subsection c. Be responsible for distribution of notices of upcoming social events.
Subsection d. Be responsible for welcoming new graduate students into the Department of
Entomology and for recruitment of new members into E.G.S.O.
Subsection e. Be responsible for organizing the annual Faculty Appreciation Lunch.

Section 6. The Community Outreach Chair shall:


Subsection a. Establish and maintain strong mutually beneficial relationships with
key organizations and groups within the county.
Subsection b. Identify local opportunities to promote entomology outreach to the public.
Subsection c. Collaborate with various organizations and groups to organize outreach events
for graduate students to attend and promote entomology.

Section 7. The Seminar Coordinator shall:


Subsection a. Organize weekly seminars for the invited speaker and serve as a host during
the speaker's visit.
Subsection b. Keep tally of the graduate student attendance for the seminar lunch.

Eligibility requirements:
The officers of this organization must meet the following requirements:
(a) Have a minimum cumulative and semester grade point ratio (GPR) as stated below and meet
that minimum cumulative and semester GPR in the semester immediately prior to the
election/appointment, the semester of election/appointment and semesters during the term of
office.
1. For undergraduate students, the minimum cumulative and semester GPR 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. In one limited circumstance, summer semester hours may be
applied to this provision. In order for summer coursework to qualify toward a grade point ratio
prior to election/appointment, at least six credit hours must have been taken during the course of
either the full or two summer session(s).
2. For graduate level students the minimum cumulative and semester GPR is a 3.00 and for first
year professional students the minimum cumulative and semester GPR is 2.50. In order for this
provision to be met, at least four hours (half-time credits) must have been taken for the semester
under consideration. In one limited circumstance, summer semester hours may be applied to this
provision. In order for summer coursework to qualify toward a grade point ratio prior to
election/appointment, at least four credit hours must have been taken during the course of either
the full or two summer session(s) unless fewer credits are required as they complete the final
stages of their degree.
(b) Be in good standing (see 27.1.4) with the university and enrolled:
1. 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. Students
enrolled in the Blinn TEAM program are also eligible to hold an office, as long as the student is
meeting all applicable Blinn TEAM requirements and is in good standing with the program.
2. 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 as
prescribed in (a) and (b).

Financial procedures:
All money belonging to this organization shall be deposited and disbursed through a bank
account established for this organization at the Student Organization Finance Center and/or the
Fiscal Office. All funds must be deposited within 24 hours after collection. The advisor to this
organization must approve and sign each expenditure before payment.

Advisor expectations:
The advisor shall:
Section 1. Be a Texas A&M employee as defined by the Human Resources Department.
The advisor will be willing to obtain an appropriate level of experience,
resource information and knowledge related to the mission, purpose and
activities of the organization.
Section 2. Regularly attend executive and general meetings. They will be available for
consultation outside of these meetings.
Section 3. Assist the organization with development of goals and objectives for the
academic year. The advisor will also assist the organization with event
planning and facilitation. When necessary the advisor will be willing to attend
events as identified through the planning process.
Section 4. Be aware of the University Student Rules and will assist the organization with
adherence to these expectations.
Section 5. If no longer willing and/or able to fulfill the responsibilities, formally
communicate this to the student organization and the Department of Student
Activities in writing. The organization will then determine the appropriate
course of action for replacing the advisor.

Constitutional amendment procedure:


Article 10. Amendments and Revisions
Section 1. The bylaws may be amended at any general business meeting by a two-thirds majority
vote of the full membership.
Section 2. The constitution is reviewed annually by a representative of the department of student
activities and is subject to approval of the department of student activities.

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