University of Illinois SAVMA Chapter Constitution
(March 2021 Revision)
Article I – Name
The name of this organization shall be – UNIVERSITY OF ILLINOIS CHAPTER OF THE STUDENT AMERICAN VETERINARY MEDICAL ASSOCIATION also known as the “Chapter” or “IChapter”.
Article II – Objectives
The objectives of this organization shall be:
- To make available to the students the opportunities offered by the American Veterinary Medical Association and SAVMA to its Chapters.
- To promote the spirit of friendly relations among the students enrolled in the University of Illinois College of Veterinary Medicine.
- To provide additional opportunities for the members to gain professional knowledge.
- To demonstrate the virtues of organized veterinary medicine.
- To build character through the censorship and appropriate discipline of all unworthy actions of its members and the commendation of all worthy deeds.
- 7. To provide leadership opportunities for students.
- To oversee other SAVMA associated organizations at the University of Illinois.
Article III – Membership
Section 1.
Students eligible for active membership shall include all full-time students of veterinary medicine who are enrolled in a program of study leading to a professional veterinary degree to be granted by the University of Illinois College of Veterinary Medicine. Candidates who have fulfilled the requirements for membership as stipulated in the bylaws shall be considered members.
Section 2.
Members of the faculty and such others are eligible as the Chapter may see fit to make non-voting honorary members.
Article IV-Executive Board
Section 1.
There shall be a business body known as the Executive Board of the Chapter.
Section 2.
The number of members of the board, their terms of office, the method of selection and the filling of vacancies shall be provided in the bylaws.
Article V- Officers
Section 1.
The Executive Board of the Chapter shall consist of members as outlined by Article II, Section 1 of the bylaws. Each of these officers shall be chosen in accordance with Articles I and XII of the bylaws and continue in office for one term or until their successors have been elected and installed. The eligibility, tenure, duties, and methods of election shall be described in the bylaws.
Article VI- Amendments
Section 1.
Only a majority vote of the Executive Board shall amend the constitution which can be conducted electronically. Proposed amendments shall be presented to SAVMA and the AVMA for approval at least one month before final action is to be taken.
Section 2.
The Chapter President shall advise SAVMA and the Executive Vice-President of the AVMA of any amendments made to the bylaws.
Article VII- Relations with the SAVMA
Section 1.
The Chapter shall operate under official charter granted by the Student American Veterinary Medical Association pursuant to a Chapter Charter Agreement.
Section 2.
The Chapter shall pay into the treasury of the National Student AVMA annual dues as determined by the national organization.
Section 3.
The Chapter shall be self-governing in all matters not in conflict with the provisions of this constitution or the Chapter Charter Agreement.
BYLAWS
Article I-Executive Board
Section 1.
The Executive Board shall consist of the Chapter officers, as specified in Article II, Section 1.
Section 2.
Election (See Article XXII of Bylaws)
Section 3.
Duties:
The Executive Board shall:
1) Be the administrative body of the Chapter.
2) Be charged with the duty of carrying out the provisions of the constitution and administrative bylaws.
3) Select the depository for the Chapter’s financial resources.
4) Deny the eligibility of any applicants for membership deemed necessary. It shall require more than a two- third majority of the board to exclude any applicant.
5) Decide as to the eligibility of the members for Chapter diplomas.
6) With the approval of the Chapter, shall determine the annual dues.
Article II-Officers
Section 1.
The officers having immediate charge of the Chapter’s affairs shall comprise the Executive Board and shall consist of a President, Vice President, President-Elect, Secretary, Treasurer, Treasurer-Elect, four Class Representatives, two SAVMA Delegates, Philanthropy Chairs, Fundraising Chairs, most senior IVSA representative, the second year ISVMA Representative, Webmaster, and CVM Student Senator.
Section 2.
The President shall be a member of the third year class. The Vice-President shall be a member of the third year class. The Chapter Treasurer shall be a member of the third year class. The Secretary shall be a member of the second or third year class.
Section 3.
An executive board member in good standing shall be defined as one who has been a dues-paying member of the Chapter, adheres to attendance policies as outlined in Article XVII, Section 6, fulfills his or her duties as outlined in the Bylaws, and assists in all aspects of events planned by the organization in order to be considered a member in good standing.
Section 4.
The following are activities and duties undertaken by all Chapter officers within the Executive Board:
1) Symposium
2) Blood Drive
3) First Year Orientation
4) Fundraisers other than clothing sale
5) And any other events undertaken by the Chapter
These duties shall be assigned as seen fit by the Chapter Executive Board to Executive Board members.
Section 5.
The collegiate year shall be divided into two terms of equal length and shall be designated as first and second terms.
Section 6.
In the event that an individual is elected to more than one Executive Board position, said person will only be allowed to have one vote. However, due to the responsibility of each position, one position is recommended.
Article III-The President
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The President shall:
1) Be the chief executive officer of the Chapter.
2) Preside at all meetings of the Chapter and Executive Board, and follow the order of business as outlined in Article XVI.
3) Serve as a member of the Executive Board, ex officio, and with the same franchise as its other members and shall be considered an ex officio member of all committees with full power to supervise and direct their work.
4) The President shall appoint all special committees and shall promptly fill vacancies in the membership of these special committees created by any cause. These shall not include the committees set forth by Article XXII of the Bylaws.
5) Make sure that all officers are aware of their constitutional duties.
6) Attend all Hill’s Student Funding Committee meetings.
7) The President shall oversee all elections for Executive Board positions.
8) Serve as Co-Chair of the IChapter Budget Committee.
9) Attend other administrative meetings as requested by faculty and/or administration.
10) Vote only in the case of a tie vote.
11) Attend all meetings of the Chapter.
12) Invoking Robert’s Rules of Order for discussion purposes.
Section 3.
Tenure:
The President shall be a member of the third year class and hold office for two terms.
Article IV-Vice President
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Vice President shall:
1) Preside at all meetings of the Chapter in the absence of the President and serve as a member of the Executive Board with the same franchise as its other members.
2) Conduct Executive Board position elections or voting as outlined by Article XVIII of the Bylaws.
3) Oversee all elections for committee positions.
4) Oversee the creation and upkeep of the BSB SAVMA Board, including posts of all upcoming events.
5) Edit all public relations material concerning the Chapter.
6) Assist the other officers of the Chapter in every way possible.
7) Be a full voting member of the Executive Board.
8) Attend all meetings of the Chapter.
9) Collect and report committee updates.
Section 3.
Tenure:
The Vice President shall be a member of the third year class and hold office for two terms.
Articles V-President-Elect
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The President-Elect shall:
1) Serve as an ex officio member of the Executive Board with the same franchise as its other members.
2) Become familiar with the duties of the President and the policies of the organization.
3) Place copies of information received from AVMA and SAVMA into individual student mailboxes.
4) Organize the trip to SAVMA symposium.
5) Organize and run the First Year Summer Sale.
6) Assist the other officers of the Chapter in every way possible.
7) Serve on the IChapter Budget Committee.
8) Be a full voting member of the Executive Board.
9) Attend all meetings of the Chapter.
10) Attend the Veterinary Leadership Experience and organize the iVLE during orientation.
Section 3.
Tenure:
The President-Elect shall be a member of the second year class and hold office for two terms.
Section 4.
The President-Elect shall automatically assume the office of President at the termination of the incumbent President’s term of office.
Section 5.
In the case of an emergency not provided for in this constitution and administrative bylaws, the President-Elect shall hold office until a successor has been legally installed.
Article VI-Secretary
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Secretary shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Be responsible for membership status.
3) Be responsible for membership dues to be paid to SAVMA.
4) Record the Minutes of each Executive Board meeting.
5) Issue reminders to all persons expected to attend the Executive
Board meetings and take attendance.
6) Reserve rooms for Executive Board meetings.
7) Maintain member lists and other such information that may be required from time to time.
8) Maintain a record of all Chapter correspondence.
9) Be a full voting member of the Executive Board.
10) Attend all meetings of the Chapter.
Section 3.
Tenure:
The Secretary shall be elected as a member of the first year class and hold office for four terms.
Article VII-Chapter Treasurer
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Treasurer shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Serve as Co-Chair of the IChapter Budget Committee.
3) Attend and report on the financial accounts at the Executive Board meetings.
4) Present the proposed budget for the coming year at the first meeting of the new school year which is subsequently voted on by the Executive Board for approval.
5) Be acustodian of the financial resources of the Chapter and shall receive and hold all money of the Chapter in a depository selected by the Executive Board.
6) Be responsible for financial transactions of the Chapter.
7) Keep a careful account of all Chapter income, expenses, and assets and make such disbursements as the Chapter may direct.
8) Present a financial statement of the past year.
9) Communicate with the committees about their budget and help them deal with any budgetary issues that may arise.
10) Apply for Student Organization Resource Fee (SORF) funding and attend SORF meetings with the Assistant Treasurer.
11) Any expenses not allotted for in the budget at the beginning of the year shall be brought to and approved by the Executive Board prior to purchasing the item(s).
12) At the completion of the accounting year, balance the accounts and then turn the records over to a committee or agency selected by the Executive Board for audit and IRS filing if required.
13) Complete taxes as needed and in a timely manner.
14) Be a full voting member of the Executive Board.
15) Attend all meetings of the Chapter.
Section 3.
Tenure:
The Chapter Treasurer shall be a member of the third year class and hold office for two terms.
Section 4.
Assessments:
All assessments necessary to meet expenses shall require a two-thirds affirmative vote of the members present.
Article VIII-Treasurer-Elect
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Treasurer-Elect shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Become familiar with the duties of the Treasurer and assist the Treasurer in every way possible.
3) Serve on the IChapter Budget Committee
4) Make sure that all committees are aware of their constitutional duties.
5) Is responsible for collecting committee reports and placing them in the Chapter file.
6) Help apply for SORF funding and attend SORF meetings with the Treasurer.
7) Purchase food for designated Executive Board meetings, IChapter sponsored lunch lectures, and Bagel Day.
8) Attend all meetings of the Chapter.
Section 3.
Tenure:
The Assistant Treasurer shall be a member of the second year class and hold office for two terms.
Section 4.
The Treasurer-Elect shall automatically assume the office of Treasurer at the termination of the incumbent Treasurer’s term of office.
Article IX-Class Representative
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Class Representative shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Act as liaison between administration and students in the class and make announcements to the class.
3) Place copies of information received from the college administration into individual student mailboxes and/or class listserv email.
4) Conduct Committee elections and voting as outlined by Article XVIII of the Bylaws.
5) Promote Chapter related activities and functions.
6) Attend other administrative meetings as requested by faculty and/or administration.
7) Be a full voting member of the Executive Board.
8) Attend all meetings of the Chapter. For the fourth year representative attendance is based on their clinical rotation availability.
10) Assist with the planning and running of iVLE during orientation for the immediate rising class while entering second year
Section 3.
Tenure:
There shall be one representative from each of the four classes. The Class Representative shall hold office for eight terms.
Article X-SAVMA Senior Delegate
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The SAVMA Senior Delegate shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Be the liaison to the national SAVMA organization.
3) Relay pertinent information to the Chapter and to the Junior Delegate.
4) Be responsible for relaying information to students regarding scholarships and announcements available through the SAVMA committees.
5) Be a full voting member of the Executive Board.
6) Attend all meetings of the Chapter.
7) Attend SAVMA Symposium each year to attend SAVMA National House of Delegates meetings.
8) Attend AVMA Convention each year to attend SAVMA National House of Delegates meetings.
9) Be an active member of the Wellness Committee.
Section 3.
Tenure:
The Senior Delegate shall serve for two terms beginning at the end of his/her Junior Delegate term and ending on February 1st. The Senior Delegate shall be a third year student.
Section 4.
Any Senior Delegate elected into a position on the SAVMA House of Delegates Executive Committee will be considered an honorary member of the IChapter Executive Board.
Article XI-SAVMA Junior Delegate
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The SAVMA Junior Delegate shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Be the liaison to the national SAVMA organization.
3) Assist the Senior Delegate in his/her duties to the Chapter.
4) Attend all meetings of the Chapter.
5) Attend SAVMA Symposium for SAVMA National House of Delegates meetings
6) Attend AVMA Convention each year to attend SAVMA National House of Delegates meetings
7) Be an active member of the Wellness Committee
8) Attend VLE and run iVLE during orientation week
Section 3.
Tenure:
The Junior Delegate shall be student elected in his/her first year. The Junior Delegate will be inducted on December 1st, and will assume the position of Senior Delegate at the completion of two terms.
Article XII- Philanthropy Chair
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Philanthropy Chair shall:
- Serve as a member of the Executive Board with the same franchise as its other members.
- Organize Chapter philanthropic activities and conduct at least one blood drive per semester.
- Act as a liaison between IChapter and charitable organizations.
- Support other school activities as deemed appropriate by the Executive Board.
- Organize support from IChapter for philanthropic activities.
- Assist in all IChapter related activities.
- The senior most philanthropy chair shall be a full voting member of the Executive Board.
- Attend all meetings of the Chapter.
Section 3.
Tenure:
The Philanthropy Chair shall be a member of their respective class elected in their first or second year and hold office for 2-4 terms.
Article XIII- Webmaster
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Webmaster shall:
- Serve as a member of the Executive Board with the same franchise as its other members.
- Maintain, organize, and develop IChapter’s website.
- Act as a liaison between IChapter and computing services.
- Support any other on-line/web-based functions that IChapter may require.
- Assist in other IChapter related activities.
- Attend all meetings of the Chapter.
Section 3.
Tenure:
The webmaster shall be elected as a member of the first year class and hold office for four terms.
Article XIV- Fundraising Chair
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Fundraising Chair shall:
- Serve as a member of the Executive Board with the same franchise as its other members.
- Develop new fundraising ideas.
- Oversee all IChapter fundraisers.
- Work with Treasurer to make a budget for fundraisers.
- Work in conjunction with President-elect to facilitate fundraising opportunities for members going to SAVMA Symposium.
- Attend all meetings of the Chapter.
Section 3.
Tenure:
The Fundraising Chair shall be elected as a member of the first or second year class and hold office for two or four terms, starting the second term of their first year.
Article XV- College of Veterinary Medicine (CVM) Student Senator
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The College of Veterinary Medicine Student Senator shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Serve as a member of the University of Illinois Senate and Illinois Student Government, presenting the ideals of the Veterinary College.
3) Keep the Executive Board and the members of the Chapter informed of Senate happenings and votes to take place pertaining to the College of Veterinary Medicine and the chapter.
4) Attend all meetings of the Chapter, the University of Illinois Senate, and the Illinois Student Government
Section 3.
Tenure:
The CVM Student Senator shall be a member of the second year class and hold office for two terms beginning at the start of the next academic year. Upon election, the CVM Student Senator will attend all required meetings, however, will not be sworn in as the official CVM Student Senator until the Illinois Student Government Transition meeting -second to last full week of class, per the university’s academic calendar
Article XVI-Illinois State Veterinary Medical Association (ISVMA) Representative
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The ISVMA Representative of the second year class shall:
1) Serve as avoting member of the Executive Board.
2) Serve as a liaison between the Chapter and the ISVMA.
3) Oversee the annual membership drive for the ISVMA at the beginning of the fall semester.
4) Keep the Executive Board and the members of the Chapter informed of opportunities available through the ISVMA.
5) Is elected through the ISVMA during the fall term of the first year.
6) Attend all meetings of the Chapter.
Section 3.
Tenure:
The ISVMA Representative shall be elected in accordance with ISVMA Election Guidelines. They shall serve on the IChapter Executive Board during their second year.
Article XVII-International Veterinary Students’ Association (IVSA) Representative
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The IVSA Representative shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Act as a liaison between the Illinois IVSA Chapter, the International IVSA, SAVMA IVSA, and the IChapter Executive Board.
3) Organize support from IChapter for important IVSA activities.
4) Assist in all IChapter related activities.
5) Attend the annual SAVMA IVSA meeting at Symposium.
6) In absence of a IVSA representative, the duties shall fall on the SAVMA delegates.
7) Attend all meetings of the Chapter.
Section 3.
Tenure:
The IVSA Representative shall be a member of the second or third year class and hold office for two terms.
Article XVIII-Diversity and Inclusion Chair
Section 1.
Election (See Article XXII of Bylaws)
Section 2.
Duties:
The Diversity and Inclusion Chair shall:
1) Serve as a member of the Executive Board with the same franchise as its other members.
2) Act as a liaison between the Illinois VOICE Chapter and Illinois SAVMA Executive board
3) Organize support from IChapter for important diversity activities.
4) Assist in all IChapter related activities.
5) Attend all meetings of the Chapter and of VOICE.
6) Organize and execute one diversity event per each semester.
Section 3.
Tenure:
The Diversity and Inclusion Chair shall be a member of the second or third year class and hold office for two terms. They must concurrently serve on the VOICE board for the same term.
Article XIX-Faculty Advisors
Section 1.
Faculty Advisors shall be members of the faculty of the College of Veterinary Medicine.
Section 2.
Faculty Advisors shall be active or affiliate members of the AVMA.
Section 3.
Faculty Advisors shall serve as advisors to the Chapter as a whole and shall attend all meetings of the Chapter and Executive Board. It is the duty of the faculty advisors to assist the student chapter and its officers in promoting an understanding of the veterinary medical profession and its relationship to the general public, to assist the student chapter in its deliberations, and to provide information on the programs and policies of the AVMA.
Section 4.
The student chapter shall elect at least two faculty advisors from the faculty of the University of Illinois College of Veterinary Medicine. Advisors shall be elected for four-year terms. Chapters should provide for continuity by electing one advisor every two years. Advisors may be reelected for any number of successive terms, or may be replaced before completing their terms by a majority vote of the chapter. In the event that the faculty advisor is unable to serve his/her term, leaves office, or resigns, a new advisor shall be elected to serve the remainder of the unexpired term.
Article XX-Order of Business
Section 1.
In all cases where both the constitution and bylaws are found insufficient the Chapter shall employ the latest edition of “Robert’s Rules of Order” as a guide.
Section 2.
1) Call to order
2) Program
3) Approval of minutes
4) Unfinished business
5) New business
6) Appointments
7) Adjournments
Section 3.
The President, with the approval of the members present, may modify this order of business as deemed necessary or expedient.
Article XXI – Executive Board Meeting Guidelines
Section 1.
Frequency:
At least one regular meeting shall be held each month during the school year.
Section 2.
The Executive Board, with the approval of the Chapter, shall decide as to the time, location, and frequency of regular meetings insofar as it does not interfere with Section 1 of this article.
Section 3.
The President, with the approval of Vice-President, may call special meetings at any time. Special meetings shall be held with at least twenty-four hours’ notice in advance.
Section 4.
Quorum:
Twenty-five percent of the executive board members shall constitute a quorum for the transaction of business.
Section 5.
A quorum shall be necessary for the transaction of all business.
Section 6.
Attendance to all scheduled Executive Board meetings is mandatory. The IChapter Secretary will issue reminders to all persons expected to attend the designated meeting. In the event that an officer cannot make the scheduled meeting, it is the responsibility of the said officer to notify the Secretary with a valid reason and any announcements to be included in the meetings and to be entered into the Minutes. Absence notifications are to be given to the Secretary before the scheduled meeting; failure to notify the Secretary will result in an unexcused absence. The Executive Board shall monitor member attendance and take action as deemed necessary, including officer removal. Exempt from this policy is the VM4 Class Representative, who is excused due to senior blocking schedule.
Section 7.
Attendance records shall be made public to any member of the organization that requests them.
Section 8.
Mandatory attendance (100%) for Executive Board members is required at Executive Board Meetings allowing 2 excused absences. Unexcused absences shall not be tolerated.
Section 9.
All IChapter Executive Board Meetings are open to all general IChapter members. General members may place items on the agenda and partake in discussions at the meetings. General members, however, may not vote.
Article XXII-Elections
Section 1.
In order to insure that positions are filled in a timely manner and that elections are run as fairly as possible the following guidelines will be followed for all IChapter elections.
Section 2.
All student officers shall be elected by ballot in accordance with customary parliamentary procedure.
Section 3.
The nominee that receives the most votes cast will be installed into the nominated office. In the instance in which only one candidate is nominated, that candidate will be placed on the ballot; the candidate must receive ½ of the votes cast to be installed into the nominate office. If the individual does not receive ½ of the votes the election shall be rerun with a new candidate.
Section 4.
There will be two times each year in which Executive Board positions will be elected. The First Year Class Representative will be elected no later than five weeks into the first semester. The first year class should be made aware of this position at orientation to ensure that everyone has enough time to consider running. The second round of elections shall be held during the month of November or December when the positions of President-Elect, Treasurer-Elect, Junior SAVMA Delegate, Vice President, Secretary, Philanthropy Chair, Fundraising Chair, Speaker Representative, CVM Student Senator, and Webmaster will be elected by all classes. The Junior Delegate will assume his/her position on December 1st. The other elected persons shall assume their respective positions at a time deemed appropriate by the President but no later than the last Executive Board meeting of the school year.
Section 5.
There will be several elections throughout the year to fill the various committees overseen by the IChapter. The first shall be held as soon as possible after the election of the first year class representative and will be held in the first year class for the following committees:
- Class Treasurer
- Social Chair Representatives
- Big-sib/Little-sib Committee
- Open House Committee
- Clothing Sale Committee
- Ethics Committee
- Discipline Committee
- Courses and Curriculum Committee
- Halloween Party Committee
- Vetscapades Committee
- Vet Olympics Committee
- Senior Banquet Committee
- Wellness Committee
- Tailgate Committee
The newly elected persons shall assume their respective positions immediately upon election.
Section 6.
The Running of Elections:
1) The President and Vice President shall oversee all regularly scheduled elections.
2) The President shall oversee all elections for Executive Board positions.
3) The Vice President shall run the elections for all Executive Board positions.
4) The Vice President shall oversee all elections for committee positions.
5) The class representatives shall run the committee elections held in their respective classes.
6) In no circumstance shall a person be involved, in any capacity, to an election in which they are running.
7) If a member finds a conflict of interest during a vote, the Executive Board member must excuse himself or herself from the vote.
Section 7.
Election Guidelines:
1) Elections shall be held in such a way that everyone is well informed of the positions being elected so that they can make an informed decision on whether they want to run and who they want to vote for.
2) Descriptions of positions should be made available both through announcements and e-mail.
3) In all elections at least three days (one of which must be a day when classes are in session) must be given between the announcement of the election and description of the position and the deadline for nominations.
4) For all elections ballots will distributed by email and will be collected and counted using a google doc.
- a) Students must have at least two days (one of which must be a day when classes are in session) from the time the ballots are distributed to submit their completed ballots.
Section 8.
Changes in Class Status:
From time to time the situation arises in which an individual holding a position within the Organization changes classes. These cases shall be handled following the following guidelines:
1) If the individual holds an Executive Board position, they will be asked if they would like to maintain their position for the following year. In all cases an individual may elect to resign from their position if they so choose..
2) If the individual holds a position on a committee it will be at the discretion of the Executive Board whether he/she retains the position or whether a replacement will be elected.
Section 9.
Filling Vacated Positions:
1) If for whatever reason a position on a committee or within the Executive Board is vacated an election shall be held as soon as possible to fill that position.
2) The impromptu election shall follow all of the guidelines (with the exception of timing) set forth in these Bylaws.
3) If the vacancy occurs in the Executive Board during the second semester it will be up to the remaining Board members to decide if that position shall be filled by another election or if a current Board member shall be installed into that position for the remainder of the semester.
Article XXIII-Amendments
Section 1.
The administrative bylaws may be amended by written resolution presented to the Chapter at least one week before final action is taken. A majority vote of both the Executive Board and members present shall be required for passage. The Chapter shall advise SAVMA and the AVMA of any amendments to the Bylaws. Such alterations must be approved by SAVMA and the AVMA before they are effective.
Article XXIV- Membership
Section 1.
Only members shall be eligible for participation in Chapter activities and use of Chapter purchased materials.
Section 2.
A member shall have paid the annual dues by December 1st of the current year.
Section 3.
A member in good standing shall have paid current annual dues by December 1st of the current academic year and dues for all preceding years enrolled in Veterinary School, excluding the first year. After December 1st a member shall not be considered in good standing until said dues are paid.
Section 4.
A member shall receive a membership card via their online account with National SAVMA.
Section 5.
A member shall abide by all the rules and regulations of the constitution, bylaws, and minutes of this organization. Members shall also attend and participate in the annual open house. The Open House Committee will report to the Executive Board those members who do not attend and/or participate in open house. Members not fulfilling this requirement may be subject to permanent forfeiture of membership and loss of all associated benefits or discipline deemed appropriate by the Executive Board. See Article XXIV section 6.
Article XXV-Committees
Section 1.
Elections (See Article XVIII of Bylaws)
Section 2.
In order for IChapter to carry out its multiple roles for the students and the college it will be necessary to have committees that will be responsible for various aspects of IChapter business. The committee duties, membership, and membership terms shall be outlined in the following sections. Committee are expected to adhere to the basic guidelines set forth in this article, however, it is up to the members of each committee to decide how the committee’s duties will be carried out (i.e. how to distribute tasks among the committee members.)
Section 3.
If the members of a specific committee feel that the description of their committee needs to be changed in any way in order to allow them to better carry out their duties they should bring their issue up to the members of the Executive Board so that the proper steps can be taken to change the by-laws of the organization.
Section 4.
It is important that those committees charged with planning events adhere to the times set forth in the following sections. If a committee would like to change the timing of an event or is unable to have the event at the specified time the issue shall be brought to the attention of the Executive Board. The Executive Board must approve any changes in the timing of any events.
Section 5.
No committee under IChapter (see Article XXII section 5) shall create or distribute a shirt or other article of clothing that possesses both Veterinary Medicine affiliation of any kind (including the use of VM, Vet Med, etc.) and the act of drinking or pertaining to alcohol or alcohol related/associated activities.
Section 6.
The Wellness Committee:
The Wellness Committee shall be comprised of six people:The current SAVMA delegates (Jr and Sr) will serve as chairs of this committee and will be the liaison to the executive board and National Wellness Committee. The other members will consist of one elected member from the first, second, and third year classes, and the former SAVMA Sr. delegate will represent the 4th year class. Members will be elected their first year and serve for three years. This committee shall be in charge of planning all Wellness related events and dissemination of mental health/wellness information throughout the year, including VetMed United Day on April 4th each year. The major duties of the committee are as follows:
1) To fundraise for committee activities.
2) To find speakers, coordinate activities, and post information for VetMed United Day.
3) To control and update the VetMed Wellness social media page(s).
4) To involve faculty and clinicians as much as possible to form integrated events.
5) To work with the college’s licensed counselor to propose events and wellness/mental health information to be disseminated to the student body.
6) To be the face of “Wellness” at U of I VetMed: meaning not be be afraid to speak to students, know where to go for help or if a student needs help, etc.
Section 7.
The Courses and Curriculum Committee:
The Courses and Curriculum Committee shall be comprised of four student members one from each class. Members will be elected their first year and serve all four years. This committee will be responsible for overseeing the Veterinary Medicine curriculum and making decisions as to how it should be changed and when those changes are warranted.
The major duties of this committee are as follows:
1) To meet regularly with faculty to discuss current curriculum issues.
2) Each member should be open to hearing issues from their class and bring those to the committee to be discussed.
3) To decide on new electives to be offered.
4) To decide whether or not current courses offered outside of the college can be used for credit within the Veterinary Medicine Curriculum.
5) To decide on any changes that may be necessary in the core curriculum.
Section 8.
The Ethics Committee:
The Ethics Committee shall be comprised of eight members, two from each class. Members will be elected their first year to serve for four years This committee will be responsible for overseeing the College of Veterinary Medicine’s Honor code and ensuring that it is adhered to. The major duties of this committee are as follows:
1) To meet whenever a violation of the Honor Code is suspected
2) To rule on whether or not a student is guilty of violating the Honor Code.
3) To make changes to the Honor Code whenever it is deemed necessary by the committee and to report those changes to the IChapter Executive Board.
Section 9.
The Discipline Committee:
The Discipline Committee shall be comprised of four members, one from each class. Members will be elected and serve for four years. This committee will be responsible for deciding on the appropriate disciplinary actions to be taken against a student found to be in breach of the honor code by the ethics committee. The major duties of this committee are as follows:
1) To meet whenever the Ethics Committee finds a student guilty of violating the Honor Code, and to decide on an appropriate punishment for that student.
Section 10.
The Clothing Sale Committee:
The Clothing Sale Committee shall be comprised of a maximum of twelve people, with a maximum of four from each class. Members will be elected their first year and serve for three years. This committee will be responsible for running the annual IChapter clothing sale every fall. The major duties of this committee are as follows:
1) To plan the time of the sale and set deadlines for orders to be turned in by the students and faculty.
2) To work with the distributor to come up with new designs.
3) To decide on what items will be sold each year and set prices.
4) To publicize and run the sale.
5) To keep track of the money that is brought in and spent on the clothing sale and report this information to the Treasurer.
6) To package and distribute the items sold once they arrive. As an incentive, clothing sale committee members will be able to purchase clothing at cost.
Section 11.
The Hill’s Student Funding Committee:
The Hill’s Student Funding Committee shall be comprised of four individuals: one faculty advisor from the Illinois SAVMA Chapter executive board faculty advisors, the two Hill’s Student Representatives (to be chosen by the Hill’s corporation,) and the President of the Illinois SAVMA Chapter. The major duties of this committee are as follows:
1) To meet as often as necessary to appropriate funds.
2) To set policies dictating how money is to be distributed.
3) To set limits on funding that will help ensure that the Hill’s feeding program benefits as many students as possible.
Section 12.
The Vetscapades Committee:
The Vetscapades Committee shall be comprised of six people, two each from the first second and third year classes. Members will be elected their first year and serve for three years. The third year members will serve as chairs of this committee. This committee shall be in charge of planning Vetscapades, to be held in February each year. The major duties of the committee are as follows:
1) To set the date and location of the event.
2) To find funding for the event.
3) To set ticket prices based on the budget and the amount of funding received.
4) To make a list of acts that will make up Vetscapades.
5) To find judges to judge the various acts.
6) To get prizes both for the winners and to be raffled off.
Section 13.
The IChapter Budget Committee:
The IChapter Budget Committee shall be comprised of four people: President, President-Elect, Treasurer, and Treasurer-Elect. This committee shall be in charge of drafting the IChapter Budget for the following school year. The major duties of the committee are as follows:
1) Analyze the current year’s and past year’s budget and determine what worked and what didn’t work.
2) Draft a proposed budget based on projected income for the following school year (September 1 – August 31) and present it to the Executive Board at the second to last meeting of the year.
3) At the last meeting of the year, listen to the rest of the Board’s suggestions for the proposed budget and adjust the proposed budget based on their suggestions by the beginning of the new school year.
4) Once the new first years have turned in their membership dues, plan the final budget based actual income.
5) The treasurer will present the final budget to the Executive Board at the first meeting of the year for a vote.
Section 14
The Big Sibling Committee:
The Big/Little Sibling Committee shall be comprised of eight people, all from the incoming second year class. Members will be elected their first year and serve for one year. This committee shall be in charge of planning events for the incoming first years and matching them with a big sibling in the second year class. The major duties of the committee are as follows:
1) Send out a survey late June, to be due second week in July, to both the first and second years about their likes and dislikes.
2) Match a first year (or two) to a second year by the first week in August.
3) Send e-mails of the match to the second year so they can contact their first year within a week of receiving the e-mail.
4) Update second years on their lists of duties as a big sibling.
5) Plan a “fun” event with matching t-shirts the week before classes start.
6) Host an anatomy practice practical before the first years first anatomy practical, preferably the Sunday before the midterm.
7) Field any and all questions from first and second years.
Section 15:
The Senior Banquet Committee:
The Senior Banquet Committee shall be comprised of 9 members, three from the first, second, and third year classes. Members will be elected their first year and serve for three years. The second year members will serve as chairs of this committee. The third year members will transition out of their duties at they get closer to clinics in March of their Third year. This committee shall be in charge of planning the Senior Banquet to be held for the fourth years in May of each year. The major duties of the committee are as follows:
1) Set the date and location of the event.
2) Find funding for the event.
3) Set ticket prices based on the budget and the amount of funding received.
4) Contact the fourth years to help make a slideshow of pictures and a music playlist for the event.
5) Plan a dinner and drinks included with the price of the ticket.
6) Design tickets and sell them to the fourth years.
7) Set-up and be present the night of the event to help things run smoothly.
Section 16
The Halloween Committee:
The Halloween Committee shall be compromised of six members, two elected students from each class. Students are elected in their first year and remain on the committee until their third year. All members are responsible for participating in ticket sales and finding prizes. Third years are responsible for planning and coordinating event details. The main purpose of this committee is to coordinate the annual Halloween Party in October. The major duties are as follows:
- Set the date, time, and location of the event
- Set ticket prices and conduct ticket sales prior to the event
- Find appropriate prizes for the winners of the costume contest
- Winners will be based on voting throughout the night of the event
Section 17
The Open House Committee
The Open House Committee shall be composed of twelve members, four members each from the first, second, and third year classes. Members will be elected in their first year and serve for three years. The third year members will serve as the chairs of the committee. This committee shall be in charge of the annual Veterinary Medicine Open House. Open House will be held on the first Sunday in October. The major duties of the committee shall be as follows:
1) Planning the layout of the Open House including what exhibits to have and where they will be located.
2) Working with the college to reserve rooms and facilities necessary to house all of the exhibits.
3) Appropriating the financial resources that are set aside for Open House.
4) Advertising the event within the college, on main campus, and throughout the community.
5) Assigning members of the first three classes to work at booths and exhibits.
6) Making sure that all animal use protocol and procedures set forth by the University are followed during the entire event.
7) Report to the Executive Board those students who do not attend or do not fulfill their responsibilities as deemed appropriate by the committee.
Section 18
The Tailgate Committee:
The Tailgate Committee shall be compromised of six to nine members, two to three members elected from each class, first through third years. Students are elected in spring of their first year and remain on the committee until spring of their third year. All members are responsible for participating in coordinating the tailgates, relaying day and time of the tailgate to the rest of vet med wishing to attend, shopping appropriately for supplies, set up, and clean up. The main purpose of this committee is to coordinate tailgates for the home football games. Anyone is welcome to come, but food and beverages are provided for SAVMA members while supplies last. The major duties are as follows:
- Gauge interest in home game tailgates (typically dependent on exams, weather, projected attendance)
- Set the time of tailgate and relay it to vet med
- Claim tailgating spot the evening before the event
- Shop for food, beverages, other supplies
- Set up and run tailgate at Grange Grove on game day, providing food and drink for SAVMA members
- Clean up, tear down, and store tailgate supplies