Bylaws
Constitution | Bylaws | PDF versions | Sample Bylaws for SPS Chapters
Society of Physics Students—Including Sigma Pi Sigma
ARTICLE I. ZONES
Eighteen geographical zones shall be established by the Council.
The division of the Chapters into the zones shall be published annually in the Society of Physics Students Information Book.
ARTICLE II. NOMINATIONS AND ELECTIONS
Section 1. National Nominating Committee
Clause 1. The National Nominating Committee shall present annually to the appropriate Chapters for election by ballot a slate of at least two candidates for each of the following positions, as required for that election: the President of the Council, the President of Sigma Pi Sigma, and the Councilors. The National Nominating Committee shall not place on the slate of candidates the name of any person who, if elected, would serve a third consecutive full term in the same office. The National Nominating Committee shall consider only members of Sigma Pi Sigma as candidates for President of Sigma Pi Sigma. A slate of candidates for President of the Council must include the name of any eligible person nominated by five or more Society of Physics Students Chapters and/or Council members. A slate of candidates for President of Sigma Pi Sigma must include the name of any eligible person nominated by five or more Sigma Pi Sigma Chapters and/or Council members. A slate of candidates for Councilor for a given Zone must include the name of any eligible person nominated by five or more Society of Physic Students Chapters in that Zone. Nominations must be accompanied by a biographical resume about the nominee and the nominee’s statement of acceptance of the nomination.
Clause 2. The President of the Council shall appoint the National Nominating Committee, which shall consist of three professional physicists or astronomers who have completed service as Council Members.
Section 2. Zone Nominating Committees
Clause 1. The Zone Nominating Committees shall present annually to the Society of Physics Students Chapters in their respective Zones for election by ballot a slate of at least two candidates for the position of Associate Councilor for their respective Zone. The Zone Nominating Committees shall not place on the slate of candidates the name of any person who, if elected, would serve a third consecutive full term in the same office. A slate of candidates for Associate Councilor for a Zone must include the name of any eligible person nominated by five or more Society of Physics Students Chapters in that Zone and/or Council members from that Zone. Nominations must be accompanied by a biographical resume about the nominee and the nominee’s statement of acceptance of the nomination. All nominees shall be student members of the Society of Physics Students as defined in Article VIII, Section 1 of the Constitution.
Clause 2. The Councilor for each Zone shall preside over the Zone Nominating Committee for the Zone and shall appoint two additional members from among the Chapter officers, the Chapter advisors, the Associate Councilor and former Council members in that Zone. No two Zone Nominating Committee members may be from the same institution.
Section 3. Elections
To be counted, a ballot must be received by the Director of the Society of Physics Students within one month after ballots were made available to the Chapters. The tallying of ballots shall be overseen by a Tellering committee, appointed by the Director of the Society of Physics Students which shall include a student member of the Society of Physics Students. A plurality of votes cast for an office is required for election to that office. In the event of a tie in the election for any of the offices, a tie-breaking vote shall be cast by the members of the national nominating committee.
Section 4. Termination of Membership or Affiliation
The membership of a Member or the affiliation of an Affiliate shall be terminated or suspended if (i) such Member or affiliate delivers a written request for removal or suspension to the Executive Committee or Director, or (ii) such Member or Affiliate is removed or suspended by vote of the Executive Committee for conduct adjudged to be detrimental to the interests of the Society. If an individual’s membership is suspended, the duration of such suspension shall be determined by the Executive Committee but not to exceed eighteen months, attendance at all SPS or Sigma Pi Sigma functions is prohibited, and reinstatement may be subject to such conditions as the Executive Committee deems appropriate. Termination of membership shall not relieve a Member of liability for unpaid dues or any other obligations incurred prior to termination.
Terminated members are not permitted at any SPS or Sigma Pi Sigma function or event. Termination can be appealed by an individual to an ad-hoc committee of five members whose composition is determined by the National Council.
ARTICLE III. STANDING COMMITTEES
There shall be three standing committees with memberships ordinarily defined as follows:
Awards Committee 1: To determine the recipients of the Marsh White and other similar competitive awards. To be chaired by a former Council member and to include two Councilors in the third year of their terms. The Society of Physics Students Director will serve ex-officio.
Awards Committee 2: To determine recipients of the Society of Physics Students Scholarships and the Outstanding Chapter Advisor Award. The membership to consist of the Society of Physics Students President, the President of Sigma Pi Sigma, and the At-Large member of the Executive Committee. The Society of Physics Students Director will serve ex-officio.
Long-Range Planning Committee: To suggest and implement directions for activities of the Society of Physics Students, including Sigma Pi Sigma. To be chaired by a Councilor in the second year of the second term and to include three Councilors serving their first, second, and third years, first term plus the Associate Councilor Representative and one other Associate Councilor.
ARTICLE IV. STATEMENTS OF THE COUNCIL
The Council, acting as the governing body of the Society of Physics Students and/or Sigma Pi Sigma, shall have the authority to issue public policy statements by a vote of two-thirds of the Council. Upon Council approval, such statements must also be approved by the Director of SPS, the Executive Director of AIP, and by the Chair of the AIP Board of Directors.
ARTICLE V. PARLIAMENTARY AUTHORITY
Section 1.
The rules contained in the latest edition of Robert’s Rules of Order, except when inconsistent with this Constitution and Bylaws, shall govern the meetings of the Council and the Executive Committee.
Section 2.
Business conducted by ballot either by the Council or by the Executive Committee shall be submitted through the Director of the Society of Physics Students and shall require for adoption a favorable vote of a majority of the members of the respective group or, failing that, a favorable vote on two thirds of the ballots returned by a quorum of the respective group within one month after ballots were mailed.
ARTICLE VI. AMENDMENTS TO THESE BYLAWS
Amendments to these Bylaws may be proposed by any member of the Council or by petition endorsed by at least five percent of the Society of Physics Students Chapters or by petition signed by at least one hundred members of the Society of Physics Students. Proposed amendments shall be submitted to the Executive Committee, through the Director of the Society of Physics Students, for presentation to and action by the Council. Copies of a duly proposed amendment shall be sent to the Executive Committee within fifteen days after it is received by the Director of the Society of Physics Students. The Executive Committee shall present all duly proposed amendments to the Council at the next Council meeting or by mail ballot prior to the next Council meeting. A proposed amendment, if intended for presentation at a Council meeting, must be submitted properly at lease one day prior to that Council meeting. Such amendments, if submitted between fifteen days and one day prior to that Council meeting, must be accompanied by one copy for each Council member. Whether presented at a meeting or by by official communication, adoption of a proposed amendment shall require (a) a favorable vote of a majority of the entire Council and (b) ratification by the Board of Directors of the American Institute of Physics. Should the Council reject a duly proposed amendment to these Bylaws, the rejected amendment shall be returned to the proposers with a statement of the Council’s position regarding the amendment. The amendment may be reproposed by petition endorsed by at least ten percent of the Society of Physics Students Chapters or by petition signed by at least two hundred members of the Society of Physics Students Chapters and shall be submitted to the Society of Physics Students Chapters and shall be submitted to the Society of Physics Students Chapters for mail ballot following the same procedures as specified for an amendment to the constitution. A ratified amendment shall become effective upon notification of Society of Physics Students Chapters.
Adopted and as amended through November 11, 2017.
<< back to top