Optics Society at the University of Michigan
Constitution
PREAMBLE
We, the members of the Optics Society at the University of Michigan, a joint SPIE and OSA student
chapter, in order to promote involvement in the optics and photonics community, do herby establish this
constitution.
ARTICLE 1. NAME
1.1
This organization shall be known as the Optics Society at the University of Michigan,
hereinafter called the “Society.”
ARTICLE 2. PURPOSE
2.1
The purpose of the Society shall be to promote the discipline of Optical Science and
Engineering through the organized effort of this group in study, research, and discussion; to
disseminate knowledge of the field of Optics and Photonics; and to further the professional
development of the students. The Society shall promote membership in SPIE & the Optical
Society of America (OSA).
2.2
The organization and operation of the Society shall be in accordance with the
Constitution and Bylaws of SPIE & the Optical Society of America.
ARTICLE 3. MEMBERSHIP
3.1
Membership shall consist of a minimum of 10 student members of SPIE. In addition,
membership shall also consist of a minimum of 5 student members of OSA.
3.2
Campus involvement is not dependent on SPIE or OSA membership, but is highly encouraged.
Interested individuals may join the Society by attending a meeting, requesting to be added to
the listserv, contacting a member, or emailing the group.
3.3
At least 1/2 of the members of the Society must be currently enrolled students at the University
of Michigan. In addition, at least 2/3 of members must be affiliated with the University of
Michigan in some capacity including students, alumni, faculty and staff.
3.4
SPIE student membership dues shall be paid directly to SPIE Headquarters.
3.5
OSA student membership dues shall be paid directly to OSA Headquarters.
3.6
The Society membership shall be authorized to suggest a voluntary contribution to the Society
Treasury. This amount may be classified as Society dues and shall be paid directly to the
Society treasury for use by the Society. SPIE and OSA shall be notified of the amount.
3.7
In compliance with University of Michigan policies, the Society openly admits students
to its membership and does not discriminate on the basis of race, color, national origin,
age, marital status, sex, sexual orientation, gender identity, gender expression,
disability, religion, height, weight, or veteran status.
ARTICLE 4. STUDENT ASSOCIATION
4.1
The Society shall be recognized by and subject to the regulations of the
University’s/College’s Student Association as an official on-campus organization.
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Constitution Continued
ARTICLE 5. OFFICERS
5.1
Chapter Officers
All officers shall be students of the University of Michigan, members in good standing of
the Society, and members of the SPIE and OSA national organizations.
5.2
Nominations and Elections
The elected officers will be President, Vice President, Treasurer and Secretary. The
advisor and officers shall make up the executive committee.
a. Elections will be held annually no later than the first week of April. Voting must
continue until a candidate wins by majority of members present. If no majority is
obtained, the candidate with the fewest number of votes will be eliminated and
voting will continue.
b. In case of a vacant office, a special election will be held at the next regular
meeting.
5.3
Term of Office
a. The term of all officers shall begin at the first week of May
b. If upon office vacancy, the term shall begin at the completion of the election.
5.4
Removal from Office
a. An elected officer can be removed from office for misconduct or failure to perform
the duties of his/her office.
b. Charges of misconduct or failure to perform duties must be openly made against
the officer by a member in a chapter meeting.
c. At a chapter meeting after the meeting in which charges are made, removal must
be approved by a two-thirds vote of the members present with a 10 member
minimum for quorum.
5.5
Duties of Officers
a. President — To run meetings in an orderly fashion, to make necessary decisions,
and to represent and be responsible for the Society’s activities.
b. Vice President — To assist the President and to serve in his/her absence. To assist
with the execution of the Society’s activities.
c. Treasurer — To be responsible for the financial activities of the Society including
the collection of society dues and the management of incoming funds and payments
and maintain a record of the income and expenses of the Society.
d. Secretary — To keep a permanent record of all meetings and activities of the
Society. The Secretary shall be responsible for maintaining a current roster of
members and for timely communications with SPIE and OSA Headquarters,
including the submission of the Society’s Annual Report.
5.6
The Officers of the Society must have a minimum C-average GPA at the time of their election
or appointment.
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Constitution Continued
ARTICLE 6. ELECTIONS
6.1
Election of officers for the following year shall be held no later than the first week of April.
6.2
Special meetings shall 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
announced to all members at least ten (10) days prior to the date of such meeting.
6.3
No student shall be elected to office if graduating before completing at least one-half year in
office.
6.4
No officer may hold a particular office for more than two years.
6.5
A majority vote of all members present, with a 10 member minimum for quorum, shall be
necessary to elect an officer.
6.6
Only Society members who are active members of either SPIE or OSA shall be eligible to vote.
6.7
All elections shall be by secret ballot. Ballots shall be counted by a majority of the outgoing
officers and may be supervised by the Faculty Advisor.
6.8
The newly elected officers shall take office as decided by a quorum vote between the new and
old executive committees.
ARTICLE 7. MEETINGS
7.1
The Society shall hold at least three meetings during the school year, with the exact date
determined by the officers.
7.2
Notice of all meetings shall be posted on the Department (or other appropriate) Bulletin Board
at least ten (10) days prior to the date of the meeting, and may be further publicized in any
manner the President (and/or Publicity Committee) deems necessary and proper.
7.3
Any activities which are illegal, potentially dangerous, or prohibited by the University of
Michigan, are strictly forbidden.
7.4
Summer meetings shall be optional.
ARTICLE 8. PROGRAMS
8.1
Regular meetings shall be primarily devoted to the disciplines of Optics and Photonics
and may be accomplished in connection with a dinner, refreshments, or other faculty
approved student event.
8.2
Social functions may not be scheduled in lieu of a regular meeting.
ARTICLE 9. FACULTY ADVISOR
9.1
The Advisor shall be a member of the faculty, a current member of SPIE and OSA, and have
the written endorsement of the Department Head.
9.2
The Faculty Advisor shall serve the Society and SPIE and OSA as an intermediary and
resource person.
9.3
The role and duties of the faculty/staff advisor shall include attending meetings, providing
counsel to the executive committee, and advising the organization on policies, decisionmaking, and leadership development. A willing faculty or staff member can be asked to serve
in the role by the executive board in consultation with the general body members. The advisor
shall not vote on official organization business.
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Constitution Continued
ARTICLE 10. ANNUAL REPORT
10.1
The Society shall forward semi-Annual Reports to SPIE Headquarters by 15 June and 15
December each year. Reports shall include a Financial Statement and Activity Summary
for the period. In addition, every year an Annual Report will be created and forwarded to
OSA headquarters, included with a full membership roster.
10.2
The next year’s Chapter Activity Plan should be submitted with the December semiAnnual Report, and must be submitted no later than 15 December.
ARTICLE 11. PROBATIONARY STATUS AND REVOCATION
11.1
The Society 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.
11.2
Any Chapter that fails to comply with Article 10 or Section 1 of Article 11 shall be placed
on Probationary Status for one year.
11.3
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. 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 12. AMENDMENT AND RATIFICATION
12.1
This Constitution may be amended by a two-thirds vote of the Society membership
provided the amendments were proposed at least one meeting prior to the time of
voting. Upon passage, an amendment will take effect when approved by the Office of
Student Activities as well as both SPIE and OSA Headquarters.
12.2
This constitution must be ratified by two-thirds of all active members to take effect and shall be
reviewed every 3 years.
ARTICLE 13. AUTHORITY AND FINANCIAL OBLIGATION
13.1
The Optics Society at the University of Michigan shall not have authority to act for or in
the name of the SPIE and OSA and shall not incur any financial obligations whatsoever
in the name of the SPIE and OSA. The Optics Society at the University of Michigan
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.
ARTICLE 14. STATEMENT OF COMPLIANCE
14.1
The Optics Society at the University of Michigan has read and agrees to fully comply with the
University's policies. We understand that the organization's registration is contingent on
acceptance of these policies.
Signature of Advisor:
Date:
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