ARTICLE 1. DUES
1.1. The Board of Directors of SPIE shall set the regular annual dues for all SPIE Student members.
1.2. SPIE Student membership dues shall be paid directly to SPIE Headquarters.
1.3. The Chapter membership shall be authorized to suggest a voluntary contribution to the Chapter Treasury. This amount may be classified as Chapter dues and shall be paid directly to the Chapter treasury for use by the Chapter. SPIE shall be notified of the amount.
ARTICLE 2. NOMINATIONS
2.1. A Chapter member may make nominations.
2.2. Nominations, nomination speeches, elections, and officer installation shall all take place at the normally scheduled election meeting.
ARTICLE 3. ELECTIONS
3.1. Election of officers for the following year shall be held no later than the last meeting of each year.
3.2. The term of office shall be one (1) year.
3.3. Special meetings will be called to elect new officers to fill any vacancies which may occur, provided that written notice of the meeting, its purpose, and the office to be filled has been posted on the Bulletin Board of the Department under which the Chapter was formed at least ten (10) days prior to the date of such meeting.
3.4. No student shall be elected to office if graduating before completing at least one-half year in office.
3.5. No officer may hold a particular office for more than two years.
3.6. A majority vote of all members present shall be necessary to elect an officer.
3.7. All elections shall be by secret ballot. Ballots shall be counted by a majority of the outgoing officers and supervised by the Faculty Advisor.
3.8. The newly elected officers shall take office immediately after the election.
ARTICLE 4. MEETINGS
4.1. The Chapter shall hold at least three meetings during the school year, with the exact date determined by the officers.
4.2. Notice of all meetings shall be posted on the Department (or other appropriate) Bulletin Board at least ten (10) days before the date of the meeting, and may be further publicized in any manner the President (and/or Publicity Committee) deems necessary and proper.
4.3. Any activities which are illegal, potentially dangerous, or prohibited by the Chapter's University, are strictly forbidden.
4.4. Summer meetings shall be optional.
ARTICLE 5. CHAPTER YEAR
5.1. The Chapter year shall be the same as the regularly scheduled school year.
ARTICLE 6. PROGRAMS
6.1. Regular meetings shall be primarily devoted to the discipline of Optical Engineering and may be accomplished in connection with a dinner, refreshment, or other faculty-approved student event.
6.2. A field trip may be scheduled in lieu of a regular monthly meeting
6.3. Social functions may not be scheduled in lieu of a regular meeting.
ARTICLE 7. DUTIES OF OFFICERS
7.1. The President, as Chief Executive of the Chapter, shall supervise the Chapter's affairs and activities.
7.2. The President is the executive, administrative, presiding and reporting officer. The President shall be responsible for public relations, publicity and promotion of the Chapter's activities, and shall assume all other executive duties not otherwise delegated.
7.3. In the absence of the President, the Vice President shall preside at meetings and perform all other functions of the President. The Vice President's primary responsibility will be program planning and execution.
7.4. The Secretary shall keep a permanent record of all meetings and activities of the Chapter. The Secretary shall be responsible for maintaining a current roster of members and for timely communications with SPIE Headquarters.
7.5. The Treasurer shall be responsible for the financial records of the organization, for the disbursement of funds at the direction of the membership (by vote) and with the approval of the Faculty Advisor, and for reporting in detail when requested by the membership. Income may be received through Chapter dues and through income-producing functions approved by the membership, Faculty Advisor, and the Executive Director of SPIE acting under the direction of the Society's Treasurer.
ARTICLE 8. COMMITTEES
8.1. The Officers and the Faculty Advisor shall make up the Executive Committee.
8.2. The following standing committees or their equivalents may be appointed by the President, Program Committee, Publicity Committee, and Membership Committee.
8.3. The standing committees shall consist of from two (2) to five (5) members of the Chapter.
8.4. The President shall appoint the Chairperson of the standing committees, and, with the approval of the Chairperson, shall appoint the members of the respective committees. The Vice President shall be Chairperson of the Program Committee.
8.5. The President shall determine and appoint any additional committees deemed necessary and proper to fulfill the objectives of the organization.
ARTICLE 9. RULES OF ORDER
9.1. Robert's Rules of Order shall govern the proceedings of all meetings for the Chapter and its committees.
ARTICLE 10. FACULTY ADVISOR
10.1. The Advisor shall be a member of the faculty, a current member of SPIE, and have the written endorsement of the Department Head.
10.2. The Faculty Advisor shall serve the Chapter and SPIE as an intermediary and resource person.
10.3. The Advisor shall be an ex-officio member of the club and, as such, shall not have voting rights.
10.4. The Advisor shall have veto power over any decision made by the club which is in direct violation of University policy. This authority shall be used only in circumstances where the club officers knowingly intend to violate University policy.
ARTICLE 11. ANNUAL REPORT
11.1. The Chapter shall forward an Annual Report to SPIE Headquarters by 1 May. This report shall include a Financial Statement and Activity Summary for the year.
11.2. The next year's Chapter Activity Plan should be submitted with the Annual Report, but must be submitted no later than 15 December.
ARTICLE 12. PROBATIONARY STATUS AND REVOCATION
12.1. The Chapter shall maintain a minimum of ten (10) SPIE student members and hold at least three (3) meetings per year to retain SPIE Student Chapter status.
12.2. Any Chapter that fails to comply with Section 1 of Article 12 shall be placed on Probationary Status for one year.
12.3. If a Chapter does not rectify the situation for which it was given probationary status or fails to comply with Section 1 in any other way during the year of probation, its Charter will be revoked by action of the SPIE Board of Directors.
12.4. A Student Chapter's Charter may also be revoked if its continuance is considered by the Board of Directors not to be in the best interest of the Society.
ARTICLE 13. AMENDMENT
13.1. These Bylaws may be amended by a two-thirds vote of the Chapter membership provided the amendments were proposed at least one meeting before the time of voting. Upon passage, an amendment becomes effective as soon as SPIE Headquarters approves it.
ARTICLE 14. AUTHORITY AND FINANCIAL OBLIGATION
14.1. The Student Chapter of SPIE at Notre Dame shall not have authority to act for or in the name of the SPIE and shall not incur any financial obligations whatsoever in the name of the SPIE. The Student Chapter of SPIE at Notre Dame agrees that the Society shall not be held responsible, directly or indirectly, for any claims or damages arising out of its actions in satisfying the provisions of this agreement unless specifically agreed upon in advance by the SPIE Executive Committee or its designated representative.