Society for Medieval
Arts and Sciences

Constitution - Society for Medieval Arts and Sciences
Last Revision Date: 2005

Preamble

The Society for Medieval Arts and Sciences is charted by and eligible to request funding from the WPI Student Government. We hereby accept any financial or organizational regulations established by the Student Government. Our membership is open to all WPI undergraduate students and does not discriminate on the basis of race, color, religious creed, national origin, ancestry, sex, sexual orientation, age, or disability.

Article I. Club Name

Section I. Proper Name

The name of the organization shall be the Worcester Polytechnic Institute Society for Medieval Arts and Sciences

Section II. Abbreviation

The club shall be colloquially referred to as “SMAS.”

Article II. Purpose

Section I.

To promote medieval and renaissance re-creation, specifically as related to combat, dress and social forms.

Section II.

To provide students with the opportunity to practice medieval and renaissance combat styles in safe environment.

Article III. Membership

Section I. Active Membership

1. Active members must be currently enrolled WPI students.
2. Active membership is attained by paying dues in the form of five dollars at the start of each school year. Dues are considered to be paid at the start of the year even if they are paid later on in that year.
3. All active members are entitled to participate in voting and all club activities.
4. Active members have no responsibilities beyond adhering to club regulations and guidelines. They may leave the club at any time by ceasing to attend meeting and functions and requesting removal from the club mailing list.

Section II. Non-Student Membership

1. Non-student membership is attained by paying dues and they may be listed in membership rosters as alumni if they hold this position.
2. Non-student members are not eligible to participate in voting.
3. Non-student members may attend SMAS events.
4. Non-student members' ability to pay dues in order to attend SMAS events may be overruled by a 2/3 vote of the permanent officers. Because they are not students they are not guaranteed the same rights as student members.
5. Non-student members have no responsibilities beyond adhering to club regulations and guidelines. They may leave the club at any time by ceasing to attend club meetings and functions and requesting removal from the club mailing list.

Section III. Guests

Members may invite guests to attend meetings and practices. Guests do not have to pay dues but must abide by the rules of the group.

Section IV. Hazing Policy

SMAS shall ensure that is membership will not practice any physically or psychologically abusive hazing behavior either intentionally or unintentionally.

Article IV. Officers

Section I. General Officer Duties

SMAS Officers are responsible for organizing meetings and fund-raising events, and keeping the club in operation. They are to ensure that the club is fulfilling its purpose.

Section II. Permanent Officer Positions

The permanent offices of SMAS are:
President
Vice President
Treasurer
Secretary

Section III. Officer Responsibilities

1. The President shall:
   1. Chair meetings.
   2. Ensure that all club events are overseen by an officer.
   3. Delegate responsibilities as appropriate.
   4. Fulfill all responsibilities not covered by other officers or committees.
2. The Vice President shall:
   1. Fulfill the duties of the President in his/her absence.
   2. Chair all committees unless otherwise delegated by the President.
   3. Ensure that SMAS is represented at all SGA meetings when necessary.
3. The Treasurer shall:
   1. Keep track of all funds.
   2. Be responsible for all purchases and reimbursements.
   3. Collect and record all membership dues.
   4. Submit a financial report to any of the other officers upon request.
   5. Ensure that SMAS is represented at the yearly OCFC review of the proposed budget.
4. The Secretary shall:
   1. Take meeting minutes.
   2. Mail all meeting notices, newsletters, and other information to club members as necessary.
   3. Maintain records of all club events.

Section IV. Committees

Committees shall be formed by the President as needed. They shall exist as long as necessary and dissolve at the end of this period. They may be prematurely dissolved at the discretion of the President.

Section V. Acting Officers

In the event of an officer being temporarily incapable of performing his or her duty, the highest ranking permanent officer may appoint an acting officer to that position. This acting officer shall attain all powers and privileges associated with this office until such time as either they are dismissed by the highest ranking permanent officer or the permanent officer is able to resume their duties.

Section VI. Temporary Officers

The President shall have the power to appoint any member to a temporary office for as long as necessary. This office may be revoked by the President at any time and temporary officers are not entitled to the same privileges as the present permanent officers.

Section VII. Eligibility

Only active members in good academic standing are eligible for office.

Article V. Meetings

Section I. Meeting Time

Meetings shall be held every Tuesday during the school year at a time deemed acceptable by the majority of the active members.

Section III. Running of the Meetings

The President (or the Vice President in the absence of the President) shall open and close the meetings. Any member may submit a topic for discussion. The President (or the Vice President in the absence of the President) may veto any topic.

Article VI. Elections

Section I. Standard Elections

Nominations will taken at the first meeting of C-term for all offices. Nominations must be accepted by the nominee. Elections will be held at the second meeting of C-term with a person being elected by a simple plurality of all active members voting. The remainder of C-term shall be a training period for the new officers. They shall assume office at the start of D-term and serve a one year term. Should an officer position become vacant prematurely the special elections clause shall activate.

Section II. Impeachment

1. An officer may be impeached by a motion to impeach, a second of that motion, and a three quarters (3/4) majority vote of all active members.
2. Impeachment shall be justified by dishonest or criminal activity or a gross negligence of duty.
3. In the case of a successful impeachment the special elections clause shall activate.

Section III. Special Elections Clause

If the special elections clause is activated, at the next meeting nominations shall be taken for the vacant office. At the following meeting a new officer shall be elected by a simple plurality of active voting members.

Article VII. Judicial Action

Section I. Disciplinary Process

SMAS reserves the right to bar any student from SMAS sponsored activities and/or revoke a member's privileges should s/he participate in any dishonest or criminal behavior. Such action may be taken by a majority vote of the officers. Should this prove inadequate the officers shall go before the Campus Hearing Board or Campus Police to have the matter resolved.

Section II.

SMAS shall abide by the decisions of the Campus Hearing Board in dealing with charges brought against the organization.

Article VIII. Finances

SMAS is primarily funded through SGA with money also being received from dues and donations from past or current members.

Article IX. Adviser

The adviser for SMAS is Professor Forgeng of the Social Sciences Department. The adviser is a non-voting member.

Article X. Amending the Constitution

Section 1. Proposal

Amendments may be proposed by any active member and must be submitted in writing one week prior to their consideration. They shall be announced at the next scheduled meeting and considered and voted upon at the scheduled meeting following that.

Section II. Passing

Amendments will require a 2/3 majority of all active members present to pass. All amendments passed between the end of D-term and the start of A-term must be reviewed and voted upon to remain valid.

Article XI. Unix Account

SMAS maintains a unix account under the name “realms” for the storage of information relevant to the club and the hosting of the SMAS website. The information, its use, and storage shall comply with the WPI acceptable use policy. This information may only be updated by the officers.

Article XII. SOC Enabling Clause

The Society for Medieval Arts and Sciences agrees to abide by the policies of Worcester Polytechnic Institute as well as all federal, state, and local laws. Any changes to this constitution and/or bylaws will follow, in word and spirit, all WPI policies and all federal, state, and local laws. This Constitution and any revisions or amendments must be approved by the Student Organization Council prior to implementation.