ACDIS SSG Constitution

ACDIS SSG CONSTITUTION

Contents:

Article 1: Name and Purpose

Article 2: Membership and Dues

Article 3: Officers

Article 4: Duties of Officers

Article 5: Elections

Article 6: Meetings

Article 7: Committees/ Liaisons

Article 8: Alumni

Article 9: Point System

Article 10: Amendments

Appendices:

Appendix I: Academic Committee

Appendix II: Simulation Goals

Appendix III: Partnership Agreement with ACDIS Program

ARTICLE I:  NAME & PURPOSE

Section A: Name – ACDIS Security Studies Group (ASSG or ACDIS SSG), can be written thusly or spoken fully

Section B: Purpose – ACDIS SSG functions in order to fill several purposes including the following:

  1. ACDIS SSG aims to establish a pre-professional network assisting members with making connections, finding internships and research opportunities, making available visits from recruiters, utilizing campus resources, etc
  2. ACDIS SSG aims to develop members’ skills by offering training, intelligence and defense-related simulation practice, leadership opportunities and more
  3. ACDIS SSG aims to facilitate a collaborative environment by planning group socials, outings, and other such activities that contribute to the development of “esprit de corps”

ARTICLE II:  MEMBERSHIP & DUES

Section A: Eligibility – Membership shall be open to all interested parties affiliated with the University of Illinois after completion of the following:

  • Membership Application
  • Submission of Resume
  • Approval of Executive Board

Section B: Dues – Dues shall be $10 per semester, subject to change by a majority vote of all active members.

Section C: Late Member Applications – Those who miss the deadline to apply for membership are subject to the following…

  • Access to all events except events with limited attendance
  • Access to our mailing list
  • Will not be able to gain points and will have to apply at the beginning of the following semester

ARTICLE III:  OFFICERS

Section A: Officers – The officers of the Executive Board shall be that of President, Executive Vice-President, Chairperson of Development, Chairperson of Academic Affairs, Chairperson of Events, and Secretary/Treasurer.


Section B: Term – The officers shall serve for one full academic school year and their term of office shall begin at the commencement of the fall semester.

Section C: Vacancy – If a vacancy occurs in the office of President, the Executive Vice-President shall assume the office for the remainder of the term. Vacancies in any other office shall be filled by a vote by the executive board from any interested members of the club, with preference for committee members.

Section D: Transition – upon the selection by the outgoing executive board for the incoming board, there will be one-on-one individual meetings held between outgoing and incoming officer, as well as of the outgoing and incoming boards. All materials will then be handed over, such to affirm the success of the incoming board. The outgoing executive board will assist in transitioning the incoming executive board during a month-long tutelage period the end of the spring semester.

ARTICLE IV:  DUTIES OF OFFICERS

Section A: President – it shall be the duty of the President to:

  • Preside at meetings
  • Vote, only in case of a tie
  • Represent the club and act as the main contact to external parties
  • Focus on strategic guidance for the club

. Serve as the main contact for ACDIS Academic Unit, and attend their board meetings

. Maintain strong communication with Executive Vice-President

Section B: Executive Vice-President – It shall be the duty of the Executive Vice-President to:

  • Preside in the absence of the President
  •           Oversee and assist all other executive positions

. Lead major tasks which are of great importance for the President

. Lead pre-professional development and organize the alumni network

Section C: Secretary/Treasurer – It shall be the duty of the Secretary/Treasurer to:

  • Record the minutes of all meetings- both executive and general body. Take notes during teach-ins.
  • Keep a file of the club’s attendance records, and keep track of each member’s total points
  • Maintain a current roster of membership
  • Issue notices of meetings and conduct the general correspondence of the club

. Serve as financial representative to ACDIS

. Record all financial transactions and provide the ACDIS Program with a summary at the end of each semester

Facilitate the use of the Credit Union Bank Account, and its transition to the new executive board at the end of the year

Section D: Chairperson of Development — It shall be the duty of the Chairperson of Development to:

. Manage all social media properties

  • Organize the recruiting of additional members
  • Manage all outreach and marketing efforts, including application drives in the  beginning of Fall and Spring Semesters

. Manage campus liaisons, including appointing a head liaison of their choice, who will be a non-executive officer, and will act to check up regularly on the other liaison

Section E: Chairperson of Academic Affairs — It shall be the duty of the Chairperson of Academic Affairs to:

  • Oversee the Academic Committee and lead their paper writing. See appendix A.

. Manage High school outreach

           .          Create, organize, test and plan security simulation in cooperation with faculty        sponsorship. See appendix B.

  • Organize and plan skills development activities

Section E: Chairperson of Events — It shall be the duty of the Chairperson of Events to:

  • Organize and plan social events for the general assembly
  • Coordinate room reservations

             .            Coordinate with ACDIS to organize and plan discussions for general body meetings and their topics

Section F: Appointments of Undersecretaries and Non-Executive Officers–  each executive board member shall have the right, with consent from a majority of the executive board, to appoint an Undersecretary to assist them in their duties.

Non-Executive Officers are defined as those officers who perform essential club duties, but do not hold a position on the executive board. These officers may be appointed at the discretion of the Executive Board. They may attend executive meetings at the discretion of the executive board, but will not have a vote. Examples of Non-Executive Officers include:

  1. Attendance Officer
  2. Event Lead
  3. Web Developer
  4. Head Liaison

ARTICLE V: ELECTIONS

Section A: Timing: Elections will be held at the end of March each year with the full participation of the general body. The month of April will serve as a mentorship period, where the previous executive board mentors the new executive board, preparing them for the coming year.

Section B: Election Commission: Elections will be executed by those members of the executive board that are not applying for a new position (e.g. seniors), in cooperation with the ACDIS associate director or other faculty representative, chosen by the executive board. Short of any executive board members leaving an election committee of 1-2 people will be chosen from the general body by nomination and simple majority up/down vote. Those running the election process may not be running for office.

Section C: Eligibility Members are eligible to run for a position given that they meet the following requirements

  1. Point Minimums: All applicants must have a minimum of  the following number of points to run for executive office:
    1. Secretary/Treasurer: 5
    2. Chairpeople: 6
    3. Executive Vice President and President: 7
    4. These totals may be changed by a majority general body vote.
  2. Residency: Applicants to the position of President, Executive Vice President, and Secretary/ Treasurer must be on campus for the entire academic year to which they are applying. Applicants to the other positions may study abroad during the spring semester, but they must
    1. Clearly indicate on their application and in their speech their plans to study abroad
    2. Work closely with their successor (elected by committee vote) to ensure there is no decrease in functionality due to their absence

Section D: Process

  1. Applications for the Executive Board will be released approximately one month before elections, and due several days before speeches are given. These applications will be mailed out to members for their perusal, and attached to all ballots and election-related communication.
    1. Applications shall include, at a minimum: Name, Major, Desired Position(s), and Personal statement (to serve as the basis for a speech)
    2. The secretary will note the points of each member on the top of the application, before mailing it to the general body
    3. Each applicant may run for a maximum of 2 positions
  2. Each candidate will present a two minute speech, followed by  1-2 questions from the current Executive board or general body
  3. Ballots will be mailed out electronically after speeches are concluded. Members will have approximately 24 hours to reply to the ballot
  4. Results will be announced by email and online through social media

Section E: Ties: In the event of a tie a run-off election will be held. The two candidates who received the most votes for the position will be placed on another ballot, to be mailed out to the general body. This ballot will also have a 24 hour time limit.

  1. In the event of a second tie, the Election commission will vote to break the tie
  2. If the Election commission is split evenly, the highest ranking officer will decide who receives the position

Section F: Endorsements: The Executive Board will be barred from making any endorsements of candidates

Section G: Applications from Abroad: If an interested candidate is abroad during the time of elections, but meets all other requirements they have the following options:

  • Submitting a 2 minute speech to be read by an executive board member
  • Skyping into the meeting
  • Submitting a video clip up to 2 minutes long, which will be played to all members during the election

ARTICLE V:  MEETINGS

Section A: General Body: General meetings shall be held biweekly during the regular school year. At these events, the Executive board is expected to dress in business casual attire.

Section B: Committee Meetings: Each Chairperson with a committee shall oversee and schedule a specified date, time and location and provide that information to all interested members via the newsletter. Chairpeople are also responsible for updating the google calendar with their events, so they appear on the website.

Section C: Executive Board Meetings: The Executive board will hold a weekly meeting to go over all relevant club business.

  • Meetings will be run by President and Executive Vice President
  • Before the meeting, the Executive Vice President will send an agenda to all members
  • All members will come prepared with material and will share material in the meeting agenda beforehand
  • Members of Executive Board must notify President/Executive Vice President at least 24 hours in advance for absences
  • Meetings must take place in person unless otherwise decided by the President/ Executive Vice President. Online meetings are discouraged.

ARTICLE VI:  COMMITTEES/ LIAISONS

Section A: Committees – Committees include the Academic Committee, Development Liaisons, and other ad hoc committees. Each of these committees is free to have subcommittees as seen fit by the Chairperson concerned.

Section B: Liaisons – The Chairperson of Development shall manage a team of liaisons who serve as the point person for communication and cooperation with key departments. Those interested in being a liaison for a particular department should contact the Chairperson of Development and the President, as they will be responsible for filling these positions.

Section C: Head Liaison: At his discretion, the Chairperson of Development may name a Head Liaison to manage the activities of the other Liaisons and report back to him. This person will have a non-voting position on the executive board.

ARTICLE VII: ALUMNI

Section A: Alumni– Alumni of ACDIS SSG are encouraged to stay connected with group after graduation  through our social media and LinkedIn presence.

  • Alumni network will be managed by President/Executive Vice-President

Section B: Exit Survey The President/Executive Vice-President (Outgoing) will work together to send out an exit survey to graduating seniors in both the SSG and the security certificate. Data will be stored in the Executive google drive, for use by future executive board members.

  • President/Executive Vice-President will work  with ACDIS Program to reach out to key alumni, including faculty alumni

ARTICLE VIII: POINT SYSTEM

Section A: Purpose– The purpose of this system is to increase accountability and consistency in member engagement with ACDIS SSG.

Section B: Responsibility– The point system will be developed by the Secretary and Executive Vice President, with the input of the President. It will then be posted on the website for members to view.

Section C: Election– To be eligible for election to the executive board a member must have the following point totals:

Secretary/Treasurer: 5 points

Chairperson of Academics, Events, and Development: 6 points

Executive Vice President/ President: 7 points

Section D: Active Member Status- To maintain active member status each member must collect a minimum of three points every semester.

Section E: Earning Points- Members will receive one point for attendance at General Body Meetings, Committee Meetings, Speeches, and Special Events (as designated by the President). Members will also receive approximately 1 point for every hour they spend on  committee work, subject to the approval of the Chairperson concerned.

Section F: Point Totals: Members will be notified with one month left in the semester if they have yet to reach Active Member Status. Members have the right to request their point total at any time, to be provided by the executive board in 24 hours of such a request.

Section G: Documentation: All attendance documents- either paper or electronic, must be uploaded into the Attendance folder on the executive google drive no later than 3 days after an event. These documents will serve as verification in the event of a Point Dispute (see Section H)

Section H: Point Disputes: In the event that a member feels that their point totals are incorrect, and they were in attendance at an event which they have not received points for, they have the right to bring forward in writing (email is acceptable) a Point Dispute to the Executive Board. The board will have 5 days to respond to this dispute.

  1. An attendance sheet from the event will serve as the ultimate deciding factor in attendance. It is members’ responsibility to sign in, and if they did not they will not receive points for the event.
  2. In the event that there is no attendance sheet available for the event in question, the member’s dispute will be sustained in good faith, and their points amended

Section I: Changes to the Point System- Changes to the posted system must be made by the end of the first week of each semester, after which the system will be “locked in”, so as to prevent last minute changes from affecting elections. Changes can be approved by a majority vote of the Executive Board.

ARTICLE IX:  AMENDMENTS

Section A: Selection – These bylaws may be amended by a majority vote of general body active membership, with an Executive Board veto which can be overruled by two-thirds (2/3) majority vote of the chapter membership.

Section B: Notice – All members shall receive advance notice of the proposed amendment at least five days before the meeting.

APPENDICES

Appendix I: Academic Committee

Mission: To write Academic papers and simulations focused on current events relating to international security.

I Meetings

  1. Meetings will be held on a weekly basis. The meeting time will be decided by a doodle poll sent out to the committee at the beginning of the semester.
  2. Attendance is required at the meetings (see section III)
  3. The meetings will be work days where the committee works together to write the paper. Members are not expected to do more than a half hour of work a week outside of the committee meetings.
  4. Meetings usually last around 90 minutes.
  5. A room with a projector is required for group writing. This will allow all of the members to see the writing being worked on and keep everybody on the same page.

II Joining

  1. Members will sign up for committee at the beginning of semester at the first general meeting

or

  1. Members request to join the email list after they submit an application and are accepted into ACDIS SSG.

III Membership

  1. Students membership to the committee is based on their attendance at the meetings.
  2. Six weeks into the semester, if students have not consistently attended meetings and contributed to the papers written they will be emailed asking why they have not attended. If they have not attended a meeting by 8 weeks they will be removed from the mailing list.
  3. Members past efforts and contributions will be considered if and when their membership and attendance is questioned.

IV Selection of Topic

  1. Members will be emailed ahead of time to bring in three possible paper topics with a source for each topic to the next meeting.
  2. Members will present their topics at the meeting.
  3. Topic will be decided by the group after the group works through a brief outline of each topic deciding which topic is most feasible. The groups will decide on three topics for the Chairperson of Academics to present to the executive board at their weekly meeting. The executive board will make the final decision on the topic.
  4. Topics should vary by region, not repeating a region until all have been addressed.
  5. Topics are encouraged to be narrowly focused, have a global perspective, and look at the event with a fresh perspective. Topics should influence global security.
  6. All topics introduced or that have had abstracts written on will be collected into a document for the semester for reflection

V Paper Style

  1. Papers should be between 500 and 700 words
  2. Papers should contain sources from reliable sources varying from reliable news articles to peer reviewed articles
  3. Papers should use APA endnotes to cite sources
  4. Papers should not summarize but promptly address global implications of the event.
  5. Background information should only be presented when absolutely necessary.
  6. Papers will be sent to be edited by the executive board two days after week three (see VIII).
  7. After the executive board has done final edits it will be sent to ACDIS SSG’s faculty leader for a final review
  8. After all edits have been made the paper will be published on the ACDIS SSG website.

VI Writing Style

  1. Upon decision of the outline the paper will be divided among members for research.
  2. Members will decide the main aspects to be addressed and individual members (now authors) will be assigned to find sources and main points.
  3. The information will then be brought together at the next meeting and put into a paper format as a group.
  4. The Chairperson of Academics leads the discussion and committee contributes with their sources and information.
  5. The Chairperson is not responsible for writing the paper. The paper is the responsibility of the committee. The Chairperson is there as guidance to the committee.

VII Authors

  1. Those who found sources and main points will be the authors so long as they provide the information promised and are actively involved in the writing process.
  2. Order of author’s name will be decided by the Chairperson of Academics dependent on the amount of writing and work that is put in from the dedicated authors.

VIII Paper Timeline

  1. Meeting One:
    • Members come with three possible topics and sources
    • Members present topics, decide on three topics dependent on feasibility, and write three abstracts to be presented to the executive board as a group.
  2. Meeting Two:
    • Members come with background research on decided topic
    • Working as a group an outline is created and specific sections are divided among the group for further research
  3. Meeting Three:
    • The members will come with their specific research assigned the week before
    • The paper will be written at this meeting with the extensive research done the previous meeting
    • After this meeting the executive board will be presented with the paper and provide their edits at the next executive meeting
  4. Meeting Four:
    • This meeting can be used for edits. It is preferred that the edits are done electronically, the cycle starts again with meeting one, and meeting four is omitted.
    • Due to the timeline at which the papers move, Chairperson of Academics will usually do the final edits that exec proposes.
    • After final edits, the faculty sponsor will review the paper and it will be posted on ACDIS website

IX Communication

  1. Email will be used as the main form of communication. Facebook will be used as a secondary form of communication.
  2. Meetings will be announced at least two days before the meeting via email.
  3. If necessary, debriefings will be sent out a day after the meeting.
  4. A google work document will be created for everybody to work off of at meeting one and meeting two. The google doc will only be accessible by those that attend the meeting but can be distributed to those who ask for it or those who need more work.
  5. A second google doc will be created for meeting three for the final paper and given to those that have contributed to the writing process at the previous meetings.

Appendix II: Simulation Goals

I Tasks to Be Accomplished Each Semester

  1. Write one new simulation based on Professor Wedig’s international conflict simulations with a varied topic. Members are encouraged to influence the focus with their own areas of interest.
  2. Beta-Test that simulation on ACDIS SSG with survey to be taken by participants after each simulation (electronically or paper)
  3. Beta-Test that simulation on a high school classroom followed by a survey on the simulation (paper).
  4. Add that simulation to an online database.
  5. Apply for grants to fund travel to high schools

II Long Term Goals

  1. Create an online database of ACDIS SSG authored simulations to be accessible by high school teachers across the nation.
  2. ACDIS SSG will introduce simulations to their students past high schools to introduce simulations, ACDIS, ACDIS SSG, and UIUC to high school students. The frequency of high school visits are contingent upon funds for the semester

III Member Participation

  1. If there is large enough membership for there to be a simulation committee it can be made at the Chairperson of Academic’s discretion.
  2. If there is time the Academic Committee can be used to write the simulation at the Chairperson of Academic’s discretion.

IV Components of Simulations

  1. Moderator Script
    1. introduction to read to participants
    2. rules
    3. any changes that may happen during the simulation
    4. final discussion questions
  2. Actors description if necessary
  3. Map to display during simulation if necessary
  4. assigned speaker if necessary
  5. Survey- electronic or paper

Appendix III: Partnership Guidelines with ACDIS Program

Established in 1978, the Program in Arms Control, Disarmament, and International Security (ACDIS) is a unit within Illinois International at the University of Illinois at Urbana-Champaign. ACDIS receives funding from the State of Illinois, private foundations, and federal government agencies.

Established in 2014, the ACDIS Security Studies Group (SSG) is a Registered Student Organization (RSO) at the University of Illinois at Urbana-Champaign. The SSG receives funding from ACDIS and from the University of Illinois’ Office of Registered Organizations.

ACDIS and the SSG are independent entities and are proud to commit to a close partnership on activities, programming, events, research, and education to further the mission of the two organizations.  This document delineates the roles and responsibilities of ACDIS and the SSG through the following policies:

  •            ACDIS-SSG Affiliation Policy
  •            ACDIS-SSG Funding and Financial Policy and Procedures
  •            ACDIS-SSG Events and Programming Roles and Responsibilities Policy  

The policies and procedures included in this document may be revised and adjusted as needed.

ACDIS-SSG Affiliation Policy

The SSG is ACDIS’ student organization affiliate. ACDIS affiliates are eligible to receive ACDIS benefits and resources, and are expected to contribute to the work of ACDIS (see ACDIS policies).  All members in good standing with the SSG are eligible to receive ACDIS benefits and resources.  In turn, the SSG is expected to participate in ACDIS events and activities, and offer suggestions for ways that ACDIS can improve its programming.

SSG leadership is invited to join ACDIS Executive Committee Meetings. ACDIS staff is invited to join SSG General Body and Leadership Meetings.

As independent entities, ACDIS and the SSG will not interfere with the operations of each organization.

ACDIS-SSG Funding and Financial Policy and Procedures

ACDIS will provide annual funding to the SSG for a speaker series and SSG activities.

Prior to the beginning of every Academic Year, ACDIS and the SSG agree upon the funded amount that ACDIS will allocate to the SSG for its speaker series and activities.  The SSG will submit a proposed budget during these discussions.  ACDIS and SSG will review spending from the previous Academic Year and the proposed budget to determine the allocation for the next Academic Year.  Upon agreement, ACDIS will transfer the allocated amount to the SSG Account.

At the end of every semester, the SSG provides to ACDIS a statement and receipts for all expenditures during the semester.

SSG expenditures from ACDIS funding must adhere to ACDIS Procurement Policies.  Funding may only go towards:

o   Travel expenses for speakers

o   Food and beverages for events (no alcohol)

o   Space rental

o   Printing

o   Supplies

ACDIS-SSG Events and Program Roles and Responsibilities Policy

ACDIS will co-sponsor all ACDIS-led events and other relevant programs with the SSG.  SSG will co-sponsor SSG-led events including the speaker series and other relevant events with ACDIS.

ACDIS Roles and Responsibilities on ACDIS-led Events and Programs:

  •            Upon deciding on an event/program, ACDIS will invite the SSG to co-sponsor.
  •            ACDIS will share event/program information with the SSG as soon as it is confirmed.
  •            ACDIS will fund the event/program.
  •            ACDIS will coordinate event/program logistics.
  •            ACDIS will coordinate travel arrangements.
  •            ACDIS will order food and/or refreshments.
  •            ACDIS will set up rooms.
  •            ACDIS will delegate and coordinate additional tasks with SSG as needed.

ACDIS Roles and Responsibilities as Co-sponsor:

  •            ACDIS will advertise the event/program on its listserv, website, and networks.
  •            ACDIS or a SSG representative may introduce ACDIS at the event/program.
  •            If asked, ACDIS will write joint letters of invitation to speakers.