KhNU OSA Student Chapter Bylaws
Posted on 30 August 2009

Article I – Name

Section 1. The name of this student chapter shall be the "V. Karazin Kharkiv National University Student Chapter of the Optical Society of America".

Section 2. This Chapter shall be governed at all times by the provisions of the Bylaws of OSA.

Article II – Purpose

Section 1. The purpose of this Chapter shall be (i) to promote awareness of the optical science and optical engineering among its members and among the academic and local communities; (ii) to serve as a means of communication between students, faculty, and university administration through open forums and information exchanges; (iii) to assist its members in their academic endeavors and to instill the professional pride in their chosen career through expanded knowledge, camaraderie, respect and mutual support among chapter members and through our affiliation with other student chapters, local sections, and national headquarters of the Optical Society of America. To achieve these purposes, there shall be no discrimination in individual membership or chapter affiliations because of race, religion, sex, age, sexual orientation, or national origin.

Article III – Membership

Section 1. Membership in this chapter shall be open to any student with an interest in optical science and optical engineering. Students wishing to join the Chapter must become either student or regular dues-paying members of the Optical Society of America.

Section 2. A student member shall remain eligible for the chapter membership until his/her principle occupation ceases to be that of a student or he/she no longer pays annual dues.

Article IV – Officers

Section 1. There will be an Executive Council composed of a Faculty Advisor, President, Vice-President, Secretary and Treasurer. The officers of the Student Chapter shall be elected by majority vote of the chapter members present.

Section 2. All officers shall be full time students, members of good standing of the chapter, and national members of the Optical Society of America. No member may serve in any executive office for more than three consecutive years.

Section 3. Nominations for the officers shall be conducted by a committee consisting of three members appointed by the President. The committee’s role will be to ensure a full slate of candidates for the officers.

Section 4. Nominations will be open for one week after the regular meeting in November. Elections will be held at the special meeting in two weeks after the regular meeting in November.

Section 5. To be eligible for election, the executive officer nominee must have been a member of the OSA Student Chapter during the previous university term.

Section 6. Elections will be conducted through private ballot. 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. The term of all officers shall begin at the completion of the election

Section 7. If the office of President becomes vacant for any reason during the elected term, the Vice-President shall become President for the remainder of the term, thereby creating a vacancy as Vice-President. Vacancies in any office other than that of President shall be filled by a simple majority vote at a regularly scheduled chapter meeting.

Section 8. An elected officer can be removed from office for misconduct or failure to perform the duties of his/her office. Removal must be approved by a two-thirds vote of the members present, after the charges have been openly preferred against the officer by a member of the chapter - one meeting prior to the meeting at which the removal vote is to be taken.

Section 9. At the annual election, there shall be chosen, from the faculty, a member of OSA who shall act as Faculty Advisor to advise and counsel the officers.

Section 10. These officers shall perform the duties prescribed by these bylaws.

Article V - Duties of the Officers

Section 1. The President of this Student Chapter the principal officer, responsible for governing and maintaining the integrity of the Chapter. He/she shall preside at all meetings; schedule guest speakers; act as liaison between this Chapter, the Faculty Advisor, and other university faculty; coordinate membership recruitment; co-produce the newsletter; and act as liaison between this Chapter and other local/student chapters of OSA.

Section 2. The Vice-President shall assist the President, preside at chapter meetings or events in the absence of the President; co-produce the newsletter; oversee the Chapter involvement in optical and engineering campus events; and oversee the activities of other officers.

Section 3. The Secretary shall be responsible for all correspondence of the chapter; keep records of each meeting; maintain a list of active members; and oversee the chapter web page maintenance. The Secretary shall also be responsible for communications with OSA and for submission of annual reports to the National OSA.

Section 4. To be responsible for the financial obligations to the chapter, coordinate payment of dues; coordinate funding for the Chapter events; purchase necessary materials; and submit a Financial Report to the Chapter Executive Council giving a complete accounting of the Chapter’s finances.

Section 5. All officers shall make every effort to attend all Chapter meetings and events.

Article VI – Dues

Section 1. Regular Student Chapter meetings scheduled by the Executive Council shall be devoted to educational, technical, engineering, or scientific purposes. Regular meetings shall be held at least six times per term. The Chapter President or Faculty Advisor may call a special meeting at any time. The Annual Business meeting shall be held at the last meeting of the fall semester. At this meeting, the Secretary and Treasurer each shall present their reports. Written notices of all meetings shall be distributed to all members at least one week prior to any meeting.

Section 2. The Student Chapter shall hold other events and gatherings with the intent to promote good-fellowship, harmony, and unity within the Chapter.

Section 3. Every regular member of the chapter in good standing shall be entitled to one vote on any matter of the chapter’s business to be acted upon by vote of the membership. A quorum of thirty percent of the total membership shall be required for business to be transacted or elections held at any meeting.

Section 4. Any proposed project or program shall be brought before the Executive Council, reviewed, and if approved, set up and directed by a committee formed for that specific purpose from the chapter members on a voluntary basis.

Section 5. All Chapter documents, financial reports and funds shall be left with the Faculty Advisor for any vacation period when the university is not in session.

Article VIII – Amendment of Bylaws

Section 1. Chapter bylaws may be amended by a two-thirds affirmative vote of those present and voting at a regular chapter meeting, providing that the amendment, signed by two members in good standing, has been submitted in writing at the previous regular meeting, and provided the amendment does not conflict with the OSA bylaws.