ILTPE OSA Student Chapter By-Laws 2017/2018

Article I.

The name of this organization is "ILTPE OSA Student Chapter" (the “Chapter”).

Article II.

The objectives of this Chapter are:
(1) to promote awareness of optical science and optical engineering among the student and local communities,
(2) to facilitate communication and interaction between students, faculty, administration and industry professionals
(3) to interact with The Optical Society members and its student organizations with a focus on information sharing and networking,
(4) to raise awareness of post-graduation opportunities for students.

Article III.

Membership in this Chapter is opened to any students with an interest in optical science and optical engineering in B.Verkin ILTPE of the NAS of Ukraine - B.Verkin Institute for Low Temperature Physics and Engineering of the National Academy of Sciences of Ukraine (the “Institute”).

Article IV.

This Chapter is a student chapter of The Optical Society (the “Society”). This Chapter is required to use properly the Society’s name, logo, and other trademarks as directed by the Society. When promoting any events funded by the Society, the Chapter must use the official Student Chapter logo (Fig.1) provided by the Society.

Kharkiv ILTPE OSA SC logo

Fig.1. ILTPE OSA SC logo

Article V.

The Chapter and its members will abide by the Code of Conduct or similar document set forth by the Institute. The Chapter will maintain official recognition and/or registration as a student organization with the Institute in any case where it is an option. In the event that complying with Institute policies requires changes to these By-Laws, the Chapter will submit the updated Bylaws to the Society for review and approval.

Article VI.

All members of the Chapter are students in the Institute, who are studying for Bachelor's or Master's degree, postgraduate PhD students, young engineers or junior researchers, who do not reach their PhD degree and training in extramural courses of the postgraduate education in the Institute. The Chapter must have at least five (5) Society Student Members at all times.

Article VII.

The Chapter submits an annual Chapter Management Grant Application and Annual Report to the Society’s Membership and Education Services Council every year. The Society may declare the Chapter inactive if the Chapter fails to submit this document for two (2) or more consecutive years. The Application and Report must include a verification of the online roster of the Chapter members.

Article VIII.

The Society may revoke the authority of this Chapter for cause.

Article IX.

A quorum of thirty percent of the total membership shall be required for business to be transacted or elections held at any meeting.

Article X.

1. Chapter Officers
a. All officers are students in the Institute, who is studying for Bachelor's or Master's degree, postgraduate PhD students, young engineers or junior researchers, who is training in extramural courses of the postgraduate education in the Institute, members in good standing of the Chapter, and members of The Optical Society.

2. Nominations and Elections
a. The elected officers are President, Vice President, Treasurer and Secretary.
b. Nominations for the officers are conducted by a committee consisting of three (3) members appointed by the President. The committee’s role is to ensure a full slate of candidates for the officers.
c. Nominations are opened for one (1) week after the first regular meeting of either the fall or spring semester.
d. Elections is held at the second regular meeting of the either the fall or spring semester. Voting must continue until a candidate wins by majority of members present. If no majority is obtained, the candidate with the fewest number of votes will be eliminated and voting will continue.
e. In case of a vacant office, a special election is held at the next regular meeting.

3. Term of Office
a. The term of all officers begins at the completion of the election.

4. Removal from Office
a. An elected officer can be removed from office for misconduct or failure to perform the duties of his/her office.
b. Charges of misconduct or failure to perform duties must be openly made against the officer by a member in a chapter meeting.
c. After charges are made, removal must be approved by a two-thirds vote of the members present at the following chapter meeting.

5. Duties of Officers
a. President — To run meetings in an orderly fashion, to make necessary decisions, and to represent and be responsible for the chapter’s activities.
b. Vice President — To assist the President and to serve in his/her absence. To assist with the execution of chapter activities.
c. Treasurer — To be responsible for the financial activities of the chapter including the collection of chapter dues and the management of incoming funds and payments and maintain a record of the income and expenses of the chapter.
d. Secretary — To take minutes during all chapter meetings. To maintain communications with the Society including the making of the chapter’s Annual Report and membership roster.

Article XI.

Chapter dues are set by the chapter and paid by its individual members. These funds and all other funding that the Chapter receives will be managed by the Treasurer. The Chapter manages any reporting of income and requirements to maintain tax exemption from municipal, state/provincial and national governments.