Clarion University
AITP
Unofficial Chapter
Bylaws
Last Revised: 10/27/2016

Article I- NAME
a. Section 1: Naming Conventions
The name of our organization for official and promotional purposes shall be
as follows: Association of Information Technology Professionals- Unofficial
Chapter of Clarion University (“CU AITP”).
Article II- MISSION STATEMENT
a. Section 1: Purpose
We provide university students with the knowledge, support, and
opportunity to work with technology that they might not have access to
otherwise. We do this through weekly, informative presentations that are

reinforced through hands-on projects. By fostering a professional attitude and
work process, we help to prepare the students for the workplace.
Article III- MEMBERSHIP
a. Section 1: Membership Requirements
In order to join CU AITP the person looking to join must be a current
student of clarion university whose academic standing is a 2.5 GPA or higher. All
majors are welcome.
b. Section 2: Attendance
It is required that all CU AITP members regularly attend the meetings.
While it is understandable to miss on occasion due to illness or academic reasons,
choosing to join CU AITP is a commitment and therefore should be treated as
such. Each member is required to attend AT A MINIMUM three-fourths of all
meetings held during a semester. If a member is going to be absent, a formal
excuse will be required to be sent an hour prior to the meeting to the official CU
AITP email, to then be voted upon by the executive board. Any member who is
absent more than the required amount during a semester is eligible to be put on
probationary status for the following semester.

Article IV– OFFICERS
a. Section 1: President
The President runs both the Executive and regular meetings. The president
is in charge of keeping the meetings on task. The President is also in charge of
relationships with any organization outside of CU AITP.
b. Section 2: Vice President
The Vice President(s) is responsible for committee management. This
includes making sure that deadlines are followed, committee reports are

documented by the secretary, and that committee presentations are properly
scheduled into meetings.
c. Section 3: Secretary
The Secretary is responsible for taking minutes during the meetings,
keeping detailed records, and emailing correspondence to the members of AITP.
d. Section 4: Treasurer
The Treasurer is responsible for keeping detailed records of the
organization's budget and expenditures, as well as overseeing any fundraising
activities the organization participates in.
E. Section 5: Term
Each officer will serve for the fall and spring semester after they are
elected. Officers can serve no longer than 4 semesters in a single position.
Members who are placed into an emergency position do not have the semesters
they serve count against their total time.
Article V- MEETINGS
a. Section 1: Purpose
The purpose of the meetings is to make sure that every member of AITP is
up to date with what is going on pertaining to the organization in terms of events,
activities, and budget. The meetings also serve as a time for any member of AITP
to give a presentation on a topic that is of interest to them or the organization.
b. Section 2: Meeting Time
Regular meetings will be held every Monday at 7:00pm in the Ralston hall
Techfloor room.
c. Section 3: Quorum

No voting can occur on any matter unless two-thirds of the total
organization is present. The only exception to this rule is in the case of special
meetings (see Article V Section 6).
d. Section 4: Structure
1.) Role call- who is present and who is absent
2.) Absentee Excuses- each excuse will be read to the gathered members and
will be voted upon by the executive board
3.) Officer Reports- each officer gives a report on any new/relevant
information that needs to be given to the organization. The order of reports
is: President, Vice President, Secretary, and Treasurer
4.) Committee reports- each committee chair is required to give an update on
the status of their committee. There is no specific order for committee
reports
5.) Open Forum- during open forum any member/visitor can voice any
questions/comments/concerns that they have regarding AITP. During this
time any topic that is brought to the organization’s attention that requires a
vote is tabled for voting, pending discussion.
6.) Voting- during voting each topic to be voted on is discussed one at a time
in an orderly manner. After the discussion of each topic voting occurs
immediately unless it is decided by the organization that voting is to occur
at another meeting, to allow for thought and contemplation on the topic.
7.) Closing Notes- At this time any of the executive board or the organization's
faculty advisor may make a statement regarding the state of the
organization. This is usually words of encouragement or a reminder of any
upcoming events.
e. Section 5: Executive Meetings
There will be a minimum of three executive meetings per semester. All
members of CU AITP are welcome to sit in on the meetings, however they will not
be allowed to actively participate outside of the meeting’s open forum. The

purpose of the Executive meetings is to give the Executive members time to
discuss anything they believe needs to be brought to the attention of the
organization or to discuss disciplinary action for a member, should it be needed.
Executive meetings can take the place of regular meetings, or they can be
scheduled another time with at least one week's worth of notice to the
organization as a whole.
f. Section 6: Special Meetings
In the case that there is a sudden/unexpected issue, a special meeting may
be called by the executive board. Members are not required to go to special
meetings, however if one is necessary voting can occur with all members present
at the time regardless of quorum.
Article VI- EXECUTIVE BOARD
a. Section 1: Purpose
The executive board is made up of the officers of CU AITP with the express
purpose of governing and overseeing all internal and external affairs. They also
oversee any judicial matters so long as there is not a conflict of interest.
Article VII- COMMITTEES
a. Section 1: Purpose
The purpose of committees is to divide and organize the organization’s
workload so that each member of AITP has the opportunity to contribute to the
organization.
b. Section 2: Organization
Committees are to be voted on according to Article 5 Section 3. They will be
formed within the first *(two or three) meetings of the school semester.
Committee chairs will also be elected and voted upon. Officers may be part of the
committee, but are discouraged from being committee chair. (Special case:
Officers may be a committee chair if there is low attendance/enrollment in AITP.)

Commented [1]: Feel free to destroy/change what I've
added to the committees article. I am mostly just trying
to get ideas down on paper, and my wording is
probably awful. Additional items I have missed will also
need added
Commented [2]: Also, I know this is a thing this year
and not sure if it should be added. We don't want
Officers as committee chairs in the future? Correct?
Commented [3]: That is correct. It is mostly a last
resort kind of thing

c. Section 3: Committees
Committees will be added to this section as the need arises and by approval
of the CU AITP members. The current committees will need to be voted upon
each semester.
Subsection A: Web Committee - will organize and maintain the AITP
official webpage as well as the AITP CuConnect Page. The Web Committee
chair may elect other members to assist in their duties. Web Committee
must keep the website calendar and events up to date according to the
weekly minutes, as well as posting such minutes, presentations, etc.
Subsection B: Bylaws Committee - maintains and organizes the Bylaws.
Will be responsible for seeing to it that proposed bylaw changes are
discussed and worked out before being brought to the chapter for review.
Article VIII- ELECTIONS
a. Section 1: Officer Elections
The purpose of officer elections is to vote upon Officers for the upcoming
year. Elections must occur the first week of the last month of each spring
semester, and nominations must be put forward the week prior. Speeches are to
be given just before the election.
b. Section 2: Committee Chair Elections
Committee Chair elections occur on an as needed basis, with the election
immediately following the accepted nomination(s).
Article IX- AMENDMENTS
a. Section 1: Submissions
Submissions for Bylaw changes must be submitted to the Bylaw Committee
for review. Each submission is to be reviewed in a timely manner and then
brought to CU AITP for discussion.

b. Section 2: Bylaw Revisions
Any amendment that has been reviewed by the Bylaw Committee,
discussed by CU AITP, and then given a passing vote by the members will be
included immediately into the bylaws as discussed at the meeting. After each
revision it is required that the “Last Revised” date is changed to the date of the
revision. After amendment to the bylaws it is required that the new version be
archived, along with the last revised date. This is to be maintained by the
secretary.
Article X- BUDGET
a. Section 1: Maintenance
It is the duty of the Treasurer to archive all previous Budgets and maintain
the current Budget.
b. Section 2: Approval
Once the Treasurer has completed the Budget, it must be brought before
the CU AITP members for review. If a Budget is not approved, the Treasurer must
review and change the Budget before bringing it before the members again.
Ideally, the changed Budget would be brought before the members at the next
meeting. If the members cannot approve a Budget by one week before the
Budget is due for review by the Student Senate, an executive meeting is to be
called to review and approve a Budget by the Student Senate’s RSO Budget
review date. If the Executive Board cannot approve a Budget by the Student
Senate’s RSO Budget review date, the Treasurer must approve a Budget.
Article XI- VOTING
a. Section 1: Ballot
Ballots are to be used any time discretion is needed for the object at hand.
Officer Elections must use ballot voting. The ballots will be counted out
immediately after all ballots have been submitted by a member chosen at random

and the overall tallies will be displayed after they have been counted. Any
member may call for a recount, which is to done explicitly in view of all members.
b. Section 2: Show of Hand
A show of hands vote will be counted by the secretary. Each vote in favor
should be signified with a “Yea,” and each vote opposed should be signified with a
“Nay”.
c. Section 3: Abstention
Any member may choose to abstain from voting for any reason. An
abstention still counts towards quorum but not towards the acceptance threshold.
Article XII- RULES & REGULATIONS
a. Section 1: Campus Policies
This Section contains the Clarion University Student Senate Recognized
Student Organization Policy. This Section cannot be amended. The below
Subsections are to be equivalent at all times to the Sections of the current Clarion
University Student Senate Recognized Student Organization Policy.
Subsection A: Association Identification
Clause 1: As stated in Article VII, Section 5 of its constitution,
Clarion University’s Student Senate is duly authorized to grant,
suspend, and revoke University recognition from any Recognized
Student Organization (“RSO”).
Clause 2: No individual, group, or organization shall have the right to
officially represent or speak on behalf of Student Senate, or the
University, without the expressed authorization of the Clarion
University President (or designee) except to identify the University
affiliation of the individual, group, or organization.
Clause 3: Affiliation with an off-campus organization shall not
disqualify a potential student organization from receiving University
recognition provided that the organization is not in violation of state
or federal laws.

Clause 4: All RSOs must have 7 or more Clarion University students
as members.
SubClause A: All National Pan-Hellenic Council (“NPHC”)
member organizations need only one or more Clarion University
students as members.
Clause 5: The membership, policies, and actions of an RSO shall be
determined by a vote of only those members who are also students,
faculty, of staff of Clarion University.
SubClause A: The officers and/or official representatives of the
RSO must be members who are students, faculty, or staff of
Clarion University.
Phrase 1: In order to receive Clarion Students’
Association (“CSA”) funding, all officers and/or official
representatives of the RSO must be members who are
students of Clarion University.
SubClause B: The number of members who are Clarion
University students must always exceed the number of nonstudent members.
SubClause C: RSOs shall be free to establish their qualifications
for membership provided that such membership shall be open to
any Clarion University student willing to subscribe to the stated
aims of the organization and meet its stated obligations.
SubClause D: Any RSO denying membership on the basis of
gender, race, creed, age, veteran status, disability, national
origin, or sexual orientation, except as provided for under state
or federal law, shall not be eligible to receive University
recognition.

Clause 6: As a condition of recognition, all RSOs are required to have
a faculty/staff member of the University serve as an advisor.
SubClause A: Each RSO is free to select the faculty/staff
member it wishes to serve as its advisor, pending the consent of
that individual.
SubClause B: A faculty/staff advisor shall provide advice and
guidance on the exercise of responsibility, but shall have no
authority to control the policy of the organization.
SubClause C: A faculty/staff advisor should possess knowledge
of the rules, policies, structure, goals, and objective of the
organization they advise, as well as all applicable Student
Senate & University policies and all applicable state and federal
laws.
Subsection B: Inquiry and Expression
Clause 1: Members of RSOs shall be free to examine and discuss all
questions of interest to them and to express opinions publicly or
privately.
SubClause A: They shall be free to support causes by orderly
means that do not disrupt the regular and essential operation of
the University.
SubClause B: In their public expressions or demonstrations
members of student organizations shall only speak for
themselves.
Clause 2: RSOs shall be allowed to invite and hear any person of
their own choosing when the purpose of such an invitation does not
violate civil law and does not constitute civil disobedience.
SubClause A: Routine procedures required by the University
must be taken care of before a guest speaker is invited to

appear on campus designed only to ensure orderly scheduling of
facilities and adequate preparation of the event.
SubClause B: Sponsorship of guest speakers shall not imply
the approval or endorsement of their views by the sponsoring
group, Student Senate, or the University.
Subsection C: Use of Facilities
RSOs may request the use of university facilities for regular
business meetings, social functions, and public programs. Requests
for space must follow the policies and procedures established by the
Office of Conference and Event Services.
Subsection D: Recognition Process
Clause 1: A group of Clarion University students interested in
forming a new student organization can initiate the recognition
process by scheduling a meeting with the designee of the Center for
Leadership & Involvement (“CLI”). At this meeting, the group will be
given the Recognition Packet and will discuss the new organization’s
purpose, future constitution, and the group’s rights & responsibilities.
Clause 2: Following the meeting, the members of the potential
student organization will complete the Application for Recognition and
submit it, along with a letter stating the students’ intent and rationale
for forming the new organization and the group’s constitution, to the
CLI. The group has four weeks from the original meeting with the
Center for Leadership & Involvement designee to complete the
application for recognition. If a complete application is not received
by this time, the group must begin the recognition process again.
Exceptions will be considered by the Rules & Regulations Committee
on an individual basis and an alternate timeline will be established.
The organization will return all of the completed paperwork to the
Center for Leadership & Involvement. The CLI will forward the
request for recognition to Student Senate’s Rules & Regulations

Committee.
Clause 3: The Rules & Regulations Committee will review all
materials submitted by the potential student organization. If
necessary, a list of comments & suggestions for revisions to the
constitution will be sent back to the potential student organization.
Representatives of the potential student organization may be
required to attend a Rules and Regulations Committee meeting to be
determined by the Committee.
Clause 4: Once the Rules & Regulations Committee has approved the
potential student organization’s constitution, bylaws, and any other
required paperwork, the Rules & Regulations committee will forward a
recommendation regarding the group's recognition to Student Senate
at the next meeting.
SubClause A: Any issues concerning funding shall be
determined by the Appropriations Committee and are not to be
considered when voting on recognition.
SubClause B: Any organization wanting to be funded must
have a treasurer, or some other officer, that is specified to
handle the group's funds.
Clause 5: Immediately following this Student Senate meeting, the
Rules & Regulations Committee will send an official letter granting or
denying recognition to the representatives of the organization. Upon
recognition, the newly approved organization will be required to hold
at least one (1) campus event open to the entire university
community within three months that meets all criteria established by
the Rules & Regulations Committee. Failure to complete this
requirement will result in the revoking of the organization's
recognition.
Clause 6: In the event that an organization is denied university

recognition, they may appeal Student Senate’s decision within thirty
(30) days of the decision.
SubClause A: To appeal an unfavorable decision, a letter
should be sent to the president of Student Senate requesting a
review of the organization’s application for recognition and
outlining the group’s rationale for requesting the review.
SubClause B: The president will inform the Rules & Regulations
Committee of the appeal and ask them to bring the matter
before Student Senate at its next meeting.
SubClause C: In the event that the appeal to Student Senate is
unsuccessful, the organization may appeal for review to the Vice
President for Student & University Affairs.
Clause 7: In the event that the organization is granted university
recognition, an official University Charter will be issued to the RSO.
Subsection E: Recognition of General Fraternity or Sorority
Chapters
In addition to meeting the criteria outlined above in Subsection
D, general fraternity chapters are required to receive and maintain
the approval of the Interfraternity Council and general sorority
chapters are required to receive and maintain the approval of the
Panhellenic Council. In order to gain this approval, potential
fraternity/sorority chapters are also required to meet the stipulations
outlined in the expansion policies of the respective councils.
Subsection F: Recognition of Club Sports
In addition to meeting the criteria outlined above in Subsection
D, a Club Sport must also meet all of the Club Sport Policy guidelines
and have proof from the Director of Club Sports.
Subsection G: Privileges of Recognition
Clause 1: RSOs may utilize university facilities and hospitality for
meetings and programs.

Clause 2: RSOs may use the intercampus mail service.
Clause 3: RSOs may conduct fundraising activities, provided they are
registered with and approved by the Center for Leadership &
Involvement.
Clause 4: RSOs may post information on bulletin boards, with
approval where required, and advertise using the TV video messaging
system.
Clause 5: RSOs will be assigned an email address ending in
“@clarion.edu” and may request web space on the University’s
server.
Clause 6: RSOs may request group space on the University’s iClarion
portal system.
Clause 7: RSOs are afforded the privilege of promoting themselves
as Clarion University student organizations.
Clause 8: RSOs will be issued a mailbox in the Gemmell Student
Complex.
Clause 9: RSOs in compliance with Student Senate’s Funded Student
Organization Policy, have the opportunity to request Clarion Student
Association Funding.
Subsection H: Maintaining Recognition
Clause 1: At the beginning of each academic year, all RSOs must
submit the organizational paperwork (Officer & Advisor Confirmation
Form and updated roster) to the Center for Leadership & Involvement
within the first thirty (30) days of the academic year.
SubClause A: The Officer & Advisor Confirmation Form must
also be resubmitted after any change to an officer or advisor
position during the semester. Updated paperwork is due by the
last day of the month in which elections were held.
Clause 2: All RSOs must have at least one meeting every semester.

SubClause A: Members of Clarion University’s Student Senate
may make unannounced visits to organizational meetings to
verify organizational activity and compliance with the
membership policies.
SubClause B: All RSOs that start with A-M must submit their
constitution, or bylaws, every year ending in an odd number.
The constitution, or bylaws, must be handed in within the first
30 days of class to the Center for Leadership & Involvement
with the organizational paperwork.
SubClause C: All RSOs that start with N-Z must submit their
constitution, or bylaws, every year ending in an even number.
The constitution, or bylaws, must be handed in within the first
30 days of the first day of class to the Center for Leadership &
Involvement with the organizational paperwork.
SubClause D: If an organization has revised their constitution,
or bylaws, and had it approved by Student Senate within six
months prior to the organizational paperwork due date, the
organization does not have to turn in its constitution, or bylaws,
to the Center for Leadership & Involvement.
SubClause E: All constitutions must be submitted to Student
Senate as a Microsoft Word Document and emailed to
Senate@clarion.edu. Paper copies of the constitution will not be
accepted.
Clause 3: All RSOs are required to have a representative at every
president and advisor roundtable meetings organized by the Center
for Leadership & Involvement each academic year.
Clause 4: All RSOs are required to check their mailboxes, located in
the Gemmell Student Complex, on a regular basis.
Clause 5: Upon request, all RSOs must submit an updated copy of

their constitution to Student Senate. Student Senate must ratify any
changes made to an RSO’s constitution.
SubClause A: When an RSO submits a revised copy of their
constitution, all changes must be clearly marked using the Track
Changes feature of Microsoft Word.
Clause 6: An RSO may be placed on probation for failing to meet one
or more of the criteria listed above.
SubClause A: To be removed from probation and returned to
good standing, an RSO must come into compliance with the
criteria listed above.
SubClause B: While on probation, the RSO forfeits all of its
privileges defined in Subsection G of this Section. Additionally, if
the RSO receives Clarion Student Association funding, that
funding will be frozen.
SubClause C: If an RSO fails to come off of probationary status
before the end of the semester, they will be put on inactive
status the following semester.
Clause 7: An RSO will also be put on inactive status if none of the
organizational paperwork is submitted within the first thirty (30) days
of each academic year.
SubClause A: To be removed from inactive status an RSO must
submit a letter to the Rules & Regulations Committee requesting
reinstatement, along with any outstanding paperwork
SubClause B: An RSO on inactive status has until the end of
the semester to be removed from inactive status. Once an RSO
has reached one semester of inactivity Student Senate will
revoke their recognition.

Subsection I: Loss of Recognition
An RSO may have its University Recognition revoked by Student
Senate, or University Judicial, for violations of Student Senate or
University policy.
Article XIII- CONFLICTS OF INTEREST
a. Section 1:
Whenever a member or officer has a personal interest or gain from
any matter arising in a meeting, the affected person shall fully disclose the
nature of their interest and withdraw from all voting on the matter. Any
discussion or vote involving a potential conflict of interest shall be approved
only when a majority of other members and officers who do not hold a
conflict of interest in the matter determine that it is in the best interest of
the organization to do so. The minutes of meetings at which such votes
about conflicts of interest will record such disclosures for approval.