HATS: Hawaii Advanced Technology Society

ARTICLE I
Name & Purpose

Section A:
Name

Hawaii Advanced Technology Society

Section B:
Purpose

Mission Statement:

To bridge the gap between Students, Alumni,Professors, and Hawaii's future.

Goals

Networking students with alumni and industry professionals.
Promoting the study of IT and Computer Sciences to Hawaii’s youth.
Providing opportunities for self-development among its members and industry associates.
Encourage self-improvement for its members by giving recognition to scholastic or professional achievements.



ARTICLE II
Membership

Section A:
Purpose

Eligibility


Members are of all race, color, religion, sex, national origin, age, disability or genetics, have also paid their membership dues ($25) and have not violated the Code of Conduct outlined in Article VI. Members are required to sign and acknowledge the following agreements before being recognized as an official member of the club:

1.      HATS Legal Binding Agreement
2.      HATS Code of Conduct Agreement
3.      White Hat Code of Ethics



ARTICLE III
Officers

Section A:
Titles


There shall be the following positions within the organization:
1.      President (1)
2.      Vice President (1)
3.      Director of IT Affairs (2)
4.      Project Manager (n)
5.      Treasurer (1)


Section B:
Duties


President (1) - The President is responsible for the overall organization of the club.
          Duties include:
          Preside over all meetings.
          Have the power to establish committees.
          Appoint committee chairpersons.
          Oversee all aspects of the organization.
          Seek to promote the goals or beliefs of the organization in general.
          Goal setting for long and short term goals.
          Record/document all meetings.


Vice President (1) - The Vice-President is responsible for enacting plans and ensuring that goals and milestones are completed.
          Duties include:
          Assume the duties of the President in his/her absence.
          Assist the President in overseeing all activities.
          Assist Director of IT Affairs with issues, questions, and inquiries.
          Assist Project Managers with the organization, promotion, and logistics of their projects.
          Have the power to establish committees.
          Appoint committee chairpersons.
          Seek to promote the goals or beliefs of the organization in general.
          Goal setting for long and short term goals.


Director of IT Affairs (2) - Promote HATS projects and affairs through communicating with students, members, alumni, professors, or professional.
          Duties include:
          Plan, promote, and organize HATS attendance to conferences, professional social gatherings, or any related IT events and affairs.
          Correspondence and communication through verbal and written means with members, students, alumni, professors, or professionals of upcoming events or           any club affairs.
          Obtain and solidify professional relationships with industry professionals.


Project Manager (n) - Outstanding student members who propose a project or idea that they would like to work collaboratively with HATS on.
          Duties include:
          Sets goals, milestones, and maps out deadlines for the entire project as necessary.
          Responsible for the planning, organizing, and overseeing of proposed project.
          Responsible for the recruitment and organization of team members.
          Assigns specific tasks and goals for each member of the team.
          Collecting and distributing necessary forms/resources.
          Lead project meetings/presentations.


Treasurer (1) - Maintains and handles club funds, keeps a record of all transactions and ensures that funding is safe and secure.
          Duties include:
          Handles and collects membership dues
          File and store financial reports, invoices, and transactions within HATS’ financial database
          Treasurer must create an invoice with the completion of the following criteria for every transaction (deposits, withdrawals):
                    1.          Purpose of deposit/withdrawal
                    2.          Date of deposit withdrawal
                    3.          Officer requesting for deposit withdrawal
                    4.          Signatures of President/Vice-President and Treasurer


ARTICLE IV
Elections

Section A:
Voting


Only registered members will be eligible to vote.

Section B:
Candidates


Only members will be eligible to run as officers for the upcoming semester. Registrations for candidates will be on November 1st and April 1st. The registration period will be a total of two weeks (unless officers excuse candidate via acceptable excuse). All candidates will have an opportunity to present their campaign prior to the Election Day. Any position that has not been appointed a candidate will be filled by having a meeting held by officers, in which they will vote. Elections will be held at the end of each semester. An officer will only have the privilege to serve for a total of three semesters.


ARTICLE V
Financial

Section A:
Transactions


All financial reports, invoices, and transactions shall be monitored and handle by Treasurer. Treasurer must create an invoice with the completion of the following criteria for every transaction (deposits, withdrawals):
          1.     Purpose of deposit/withdrawal
          2.     Date of deposit/withdrawal
          3.     Officer requesting for deposit/withdrawal
          4.     Signatures of President/Vice-President and Treasurer

All financial reports, invoices, and transactions shall be filed and stored within HATS’ financial database.

Section B:
Dues


All dues and payments for registration with the club should be handled by either the President, Vice President, or Treasurer. If payments are made to the President and Vice President an email must be sent to the receiving officer (President and Vice President) and the treasurer, stating the date the payment was given to the receiving officer, the amount given, and the officer receiving the funds. For dues, the following format should be utilized:

          Subject: Dues Payment
          To: (President and Vice President); (Treasurer);
          Body:
                         Date Given: 12/16/2015
                         Amount: $25
                         Receiving Officer: (President/Vice President)

The receiving officer should promptly give the funds to the Treasurer at their earliest convenience. The receiving officer will then send a response to the payee, the treasurer, and the other officer, stating that their dues have been received by the treasurer. The treasurer should proceed to handle the funds as outlined in Section A: Transactions.


ARTICLE VI
Code of Conduct


          1.     All members must pay the member dues.
          2.     Members will exercise a professional level of courtesy, respect, and ethical conduct when listening and communicating ideas.
          3.     All members must abide to Honolulu Community College’s Student Conduct Code.
          4.     All members must sign White Hat Code of Conduct.
          5.     All members must abide to State and Federal Laws.
          6.     All members must not observe disruptive or disorderly conduct.
          7.     Theft, Vandalism, and Dishonesty are all violations to Code of Conduct.
          8.     Members will exercise reasonable care, good faith, and due diligence in organizational affairs.

Remember, you are a direct representation of The Hawaii Advanced Technology Society, our CENT/ISA/ICS departments, our school, our professors, and all affiliates, be as proud as we are to be part of this club and to take part in this movement.

Jurisdiction of Club’s Code of Conduct:
The Club’s Code of Conduct shall be applied to all club-related activity including meetings, events created by club, fundraising projects, club-sponsored events, events/non club-related meetings attended by members, and community service projects.

Allegation, Investigation, and Disciplinary Action
Violations to any of the Code of Conduct rules will be immediately investigated by a panel of the club’s Directors and any available Faculty Advisor. A meeting will be held where the member who has violated any rules will be able to present any evidence to the panel in the violator’s defense. Any confirmed violations will result in termination of club membership. If the validity of the violation is questionable, a majority vote by panel will determine disciplinary action which can range from warnings to termination.


ARTICLE VII
Meetings

Section A:
Scheduled Meetings


Scheduled meetings and their agenda will be announced and sent out via email and/or a Slack announcement. Meetings will be held twice a month starting from the beginning of the semester. Scheduled meetings can be hosted by any officer. Meeting agenda and minutes will be planned by the President and Vice President; or any other member if they’re both unable to attend. A voice recording of the meeting will be taken in the event of a dispute or concern over topics discussed during the meeting. All documentation will be saved in a folder if needed by the school or advisor.


Section B:
Impromptu Meetings


Impromptu meetings can be hosted by any of the officers or members as necessary. Impromptu meetings can be announced via a Slack announcement or via email if approved by an Officer. Meeting agenda and minutes must be created by the hosting party. Record of impromptu meetings will need to be recorded by the hosting party. Voice recording or key-notes of meeting will be counted as an acceptable record of meeting minutes.


ARTICLE VIII
Amendments

Section A:
Selection


HATS by-laws shall be amended by a majority vote.

Section B:
Notice


All members will receive an advanced notice of the proposed amendment prior scheduled meeting.

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