Section 1: Core Board Officers

1. The titles of the officers shall be: President, Vice President-External, Vice President-Corporate Affairs, Vice President-Internal, Treasurer, and Secretary.

2. The officers shall be known as SHPE-UMICH Core Board . The Core Board shall be elected as is stipulated in Article VI of the SHPE-UMICH Constitution; this Board will have the powers to act on behalf of the organization on any and all matters in accordance to SHPE National Code of Conduct and Bylaws Article 6, Section 6.2.3 and Article 10. 

3. Enforce the chapter bylaws, rules and regulations, and policies and procedures, and to propose changes to these documents, in writing, as necessary.

4. Organization shall be set as seen in Figure 1 in Article XIII: Appendix.

5. Core Board officers should be present at all SHPE board meetings, mandate the attendance of the E-board, lead their respective directors and committees in planning and implementing initiatives as specified in Article V, Section 2, and participate in all events and programs in accordance to the board expectations set and agreed upon by that year’s Board.

6. At least one (1) Core Board member should be present at any SHPE-related convention.

7. Writes out expectations for working together as a board alongside the President.

8. To establish committees and appoint committee members in accordance with these bylaws and to define the committee plans, goals and strategic objectives, roles, responsibilities, powers, and duties.

 

The term of office of each Core Board Member is one year corresponding to the June fiscal year, mirroring the SHPE fiscal year, starting on July 1st of the current year and ending June 30th of the following year. An overlap period can serve as a transition when elections take place and their successors take office, subject to their earlier resignation, removal from office, or graduation.

 

Section 2: Duties of Core Board Officers

Subsection 1: President:

Responsible for all SHPE-UMICH events and activities ranging from on-campus to national. Oversees all committees and E-board positions. Calls all E-board meetings and general body meetings and writes agendas for both along with the Secretary. Attends several on-campus meetings throughout the year. Helps write both National Reporting Programs (NRPs). Attends the SHPE-National Leadership Institute (the summer just after term begins – this is all expenses paid).

1. Holds Constitutional retreat in the summer for the Executive Board.

2. Facilitates communication with campus administration and faculty with the organization and executive board members when necessary.  

3. Leads the process for writing both NRPs. 

4. Help facilitate the vision creation for the chapter, determine goals for the year in accordance with the pillars of SHPE, and help board members create a plan on achieving these.

5. Meets with chapter advisor on at least a monthly basis to update on current progress of the organization and ask for chapter advice. 

6. Enforces standards to ensure controversy, disagreement and sensitive information is conveyed to membership in a unified message as a board. 

7. Ensures wellness of board members to ensure they are not overwhelmed by their responsibilities (e.g. offer feedback forms, office hours)

8. Organizes initiatives to improve team bonding of the executive board and ensure that team dynamics are strong. 

 

Subsection 2: Vice President-Corporate Affairs (VPC):

Main corporate liaison. Attends all University of Michigan Engineering Council (UMEC) meetings or finds member to attend. Responsible for ensuring constant contact with several corporate sponsors and attracting new corporate sponsors. Helps write their corresponding sections of both NRPs. Attends the SHPE-National Leadership Institute with the President and the SHPE National Conference, if possible. 

1. In charge of spearheading professional vision for the chapter, establish goals and action plan with clear expectation for the professional team 

   • Reinforcing the importance of SHPE National corporate initiatives, such as Conference and Regional Conference, and ensuring preparation for the members take place and offering appropriate support. 

   • Facilitates the planning of professional development initiative endeavors, such as communication with members, planning professional events with companies, and sharing professional opportunities with the chapter

2. Determines corporate tiers to establish hierarchies among companies alongside membership interest and professional benefit of the chapter that will be stated in the annual brochure. Works with team members to establish these hierarchies for that calendar year based on company interest to become sponsors. Facilitates making a final decision as to what companies/sponsors get to work with a chapter taking into account the team’s opinions.

   • Establishes a unified message that is sent on behalf of the professional aspect of the organization.

3. Leads onboarding process for professional team to brief them on corporate communications and responsibilities during the summer time

   • Onboarding process is composed of reaching out to most up to date contacts of companies to ensure relationships are still active, developing an annual brochure with engagement opportunities for companies, and planning the Fall Semester calendar.

   • The annual brochure gives background about the chapter, the different events that can be held in our chapter, and the pricing of the different levels to become a sponsor.

   • The calendar will ensure chosen companies subscribe and pay fees to host events with the chapter

4. In charge of establishing selecting members of the professional team 

5. Handles verbiage of company donations with the Treasurer to ensure Voluntary Student Organizations (VSO) standing

6. Determines Target Companies and establish goals/action plan for a professional team to meet with these target companies

   1. Applies to both previous corporate relations and new ones that the organization wants to establish based on member interest in those companies for that year.

7. In charge of conducting post event reflections with directors/committees to ensure there is growth for future chapter initiatives

8. Determines criteria, with a professional team, required to be sponsored for the SHPE National Conference and works closely with the Treasurer to achieve fundraising required.

 

Subsection 3: Vice President-External (VPE):

Facilitate planning, organization, and execution of outreach, collaborations, and recruitment events around campus. Establish communication to help collaborate with other organizations around campus to plan activities. Helps write their corresponding sections of both NRPs. 

1. Establish communications with K-12 schools so the outreach director can plan events with those contacts

   • Also helps partner with K-12 schools to establish SHPE junior chapters

2. Establish connections with other SHPE chapters so that directors/committees in charge of SHPE Chapter event collaborations can execute the events

3. Establish communications and database handling for SHPE-UMICH alumni so that directors/committees in charge can leverage this resource for the benefit of membership

4. Establish communications across organizations on campus to maintain relationships

   • Once communication is established, depending on the purpose of the collaboration the contacts are forwarded to the corresponding sector of the chapter accordingly

   • Reach out to professors, advisors, and other staff within College of Engineering to establish better relationships and possible collaborations with them included

   • Example: if an event needs to be executed that falls under internal member logistics the VPE forwards communication and appropriate contacts to VPI to execute logistics for event collaboration. 

5. Manages communications with alumni to ensure we are up to date with their initiatives and facilitate collaborations when applicable

6. VPE is in charge of committees/ directors for Outreach, SHPE Jr., Recruitment and Alumni Affairs

7. Overseeing prospective student programs (e.g. alternative spring break initiatives, RISE) and future student summer programs)

8. In charge of conducting post event reflections with directors/committees to ensure there is growth for future chapter initiatives

9. Ensure all volunteers involved in outreach initiatives follow and complete proper ‘Children on Campus’ rules and trainings

 

Subsection 4: Vice President-Internal (VPI):

In charge of internal affairs of the chapter. Oversees the Academic Team, LeaderSHPE Director, and any additional committees (e.g. SHPEtina Committee). Helps write their corresponding sections of both NRPs. Attends the SHPE-National Leadership Institute with President if possible.

1. Facilitate the events led by the directors that fall under the VPI, which are Academic Team, LeaderSHPE Director, and SHPEtina Committee

   • Ensure directors have enough autonomy to grow their leadership skills, understand implications of event planning, and learn the logistics needed for the organization. 

2. Handles any communications within the University.

3. Focus on implementing visions for academic, social and community building visions for the chapter and bringing these ideas to corresponding directors to execute

4. Creating agendas and timelines for corresponding directors/committees to be aware of tasks/events

5. Focus on community building initiatives such as socials and safe spaces for members

6. Aids President in organizing general body meetings

7. Overseas LeaderSHPE Director to continue building leadership skills of next generation leaders 

   • Facilitate meeting with board members so LeaderSHPE Director can establish mentorship between LeaderSHPE Scholars and board members

   • Selects LeaderSHPE Scholars alongside LeaderSHPE Director

8. In charge of conducting post event reflections with directors/committees to ensure there is growth for future chapter initiatives

9. In charge of on campus initiatives such as academic, social and community building with organization collaborations that are either self-initiated or liaison by VPE and service

10. In charge of drafting membership application subject to core board approval

 

Subsection 5: Treasurer:

Keep an accurate log of money flow into and out of SHPE accounts. Collect membership dues, send money dues to SHPE National, and keep track of member registration on SHPE National’s web-based database. Help create proposals for various fundraisings, such as (ACE, MSA, and UMEC and for corporate support). Help write their corresponding sections of both NRPs. Oversees the Fundraising Director. Attends the SHPE-National Leadership Institute with the President if possible.

1. Keep an accurate log of money flow into and out of the SHPE Student Organization Account Service (SOAS) account. 

   • Create a semester budget with the Fundraising Director before the fall and winter semester.

     • Keep track of events from the event calendar and allocate funds if appropriate, and update budget

   • Updates expense sheet (e.g. a copy of SOAS account) at least bi-weekly. Notify the board when these changes are made or have them be done on a set schedule

     • Brings updated bi-weekly funding summary for eboard check-ins

2. Track Chapter and National Membership

   • Collect membership dues and keep tracklist of chapter members

   • Keep track of member registration on SHPE National’s web-based database

3. Creates proposals for various fundraising, such as (ACE, MSA, and UMEC and for corporate support) with the Fundraising Director

   • Proposals for funding should specifically prioritize  SHPE National Convention and SHPE’d Abroad unless previously agreed upon by the core board before the school year 

4. Oversees the Fundraising Director

   • Delegates funding applications and logistical tasks

5. In charge of SOAS along with Fundraising Director

6. Responsible for providing support for event and program planning for all areas of the organization (social, academic, professional, outreach) 

7. Responsible for managing scholarship rewards for members and updating the scholarship drive

   • Works alongside VPI for merit-based scholarship 

   • Works alongside Fundraising Director for financial need scholarships

   • Works with VPE to find DACA related scholarships for members

8. In charge of reimbursements for members/officers for events/programs

   • Organizing a clear and concise, step-by-step document on reimbursement protocol for members to follow

   • Distributes and keeps track of reimbursement forms in order to reimburse members/officers in a timely manner 

9. Documents list of past and potential donors of our chapter for future reference and drafts and sends appropriate letters in regards to our chapter’s appreciation for gifts and donations

10. Communicates with office of student affairs staff to draft a document of financial chapter resources for members including but not limited to 

    • First Gen, Emergency Funding, department grants/scholarships for members to pay for SHPE National Convention

    • Organizing flight programs through university travel agencies for abroad chapter initiatives such as SHPE National Conference and SHPE’d Abroad

 

Subsection 6: Secretary:

Primary record keeper for the organization. Creates, takes, and accounts for all meeting minutes. Sends electronic newsletters to members regularly. Helps write corresponding sections of both NRPs. Oversees Marketing Committee and Director. Attends the SHPE-National Leadership Institute with the President if possible. Manage action items, and shall maintain the calendar and website, alongside the Marketing Director.

1. Works alongside President to draft chapter/board agendas and taking meeting minute notes

2. In charge of tracking event member/board attendance at meetings

3. Communicates with Marketing Director on marketing progress

4. Organizes/helps facilitate meetings to ensure on schedule/on topic

5. Works with officers (such as the Professional Communications Director) to ensure resource documents (e.g. academic, professional, social) are up to date and available to members

6. Works with officers to ensure event scheduling is updated and event reflections are completed

7. Works alongside officers/directors to ensure forms/surveys for events are created 

8. Manages account details and keeps record of documents needed for specific events (e.g. training required for certain programs led by VPE and VPI)

9. Creates and sends out emails for events and announcements weekly

10. In charge of drafting any written communication that goes out to all members that is on behalf of the E-board with the assistance of President

11. Works in drafting and managing membership application subject to core board approval
     

Section 3: Directors and Committees 

1. The titles of the directors shall be LeaderSHPE Director, Academic Director(s), Outreach Director, Marketing Director, Fundraising Director, Recruitment Team, Alumni Director, SHPE Jr. Director, Professional Development Director(s), Professional Communications Director(s). 

2. Directors will be appointed through an application process led by the core board.

3. Committees will be established by the core board officer and the director(s) that they fall under.

4. Executive board members are expected to fulfill that year’s core board attendance criteria.

5. The Core Board plus the directors shall be known collectively as the SHPE-UMICH Executive Board (E-board). The directors shall be selected after the Core Board Officers’ election has ended.

6. Directors will have the powers to act on behalf of the organization on any and all matters in accordance to their respective Core Board Officer and SHPE National Code of Conduct and Bylaws Article 6, Section 6.2.3 and Article 10. 

7. Enforce the chapter bylaws, rules and regulations, and policies and procedures, and to propose changes to these documents, in writing, as necessary.

 

Subsection 1a: LeaderSHPE Director:

Oversees the LeaderSHPE Program, which is a program for first, second, and first year transfer  students who wish to have more involvement within the organization and develop their leadership skills. Creates application for this program and decides with the Vice President-Internal which students will be accepted. The LeaderSHPE Director will coordinate pairing between LeaderSHPE Scholars and Executive board members. The LeaderSHPE Director will sit in Core Board Meetings to gain perspective on the current workings of the Organization to effectively pair LeaderSHPE scholars with Executive Board Members. The LeaderSHPE Director will establish expectations and goals for the LeaderSHPE program alongside the VPI.

 

Subsection 1b: LeaderSHPE Scholars:

A cohort consisting of first, second, and first year transfer students to build the next generation of leadership within the organization. They plan smaller-scale events to become familiar with the event planning process. Scholars should be exposed to positions within the board that they are interested in for leadership development and officer training type mentorships through a shadowing program led by the LeaderSHPE Director and VPI. Scholars shall also follow all expectations established by the LeaderSHPE director and VPI for attendance, tasks, and participation.

 

Subsection 1c: SHPEtina Committee:

A committee consisting of students who are dedicated to uplifting and empowering latinas in STEM. Together they plan social events, such as corporate and/or internal discussions, to advance the message that Latinas belong and provide a space for them to reach their fullest potential. These events accelerate and affirm Latina representation at all levels of STEM corporate and academic leadership.

 

Subsection 2: Academic Director(s):

Plan, organize and execute academic programs to increase engineering retention and boost academic success. Organizes study rooms for members to have quiet study spaces weekly to work and receive tutoring services. Furthermore, the team organizes resources for members such as mental health initiatives, academic drives, host office hours, MentorSHPE programs etc. Team also collaborates and maintains communication with engineering departments, Multicultural Engineering Programs Office (MEPO), other engineering student organizations with liaison set up from the VPE or self-initiated collaborations. Also, works alongside SHPE Grad to plan graduate school events and resources such as tutoring, etc. (helps the Graduate Committee by working alongside SHPE Grad with the Academic Research Committee (ARC).)

 

Subsection 3: External Director(s):

In charge of executing outreach initiatives and any outreach collaborations. Collaborations can either be self initiated or liaison by the VPE. Shall engage underrepresented communities and inspire, empower, and prepare pre-college students for higher education and undergraduate students for graduate education. Every position under Subsection 3 will be expected to fulfill their individual responsibilities as outlined while also expected to collaborate with one another throughout the year. 

 

Subsection 3a: Outreach Director:

Plans and organizes SHPE’d Abroad and Alternative Spring Break. Organizes K-12 programs such as Noche de Ciencias and Discover Engineering with a local high school.Works with SHPE Jr. Director to coordinate these programs with high schools we have a SHPE Jr. chapter with. Additionally, coordinates community service initiatives to help underrepresented communities. Completes any logistical paperwork required such as background checks, children on-campus registration, travel training and steps, etc.

 

Subsection 3b: Recruitment Director(s):

In charge of planning and drafting a recruitment strategy to increase membership and retention by having new members apply to be part of SHPE-UMICH. This strategy should include both incoming freshmen, transfer students, and current Hispanic engineering students on campus. Coordinates high school visitation programs (such as RISE) for incoming freshmen. In charge of organizing SHPE’s informational table for campus recruitment events such as Festifall, Winterfest, and Northfest. Collaborates with other Latinx/Hispanic organizations on campus to speak about SHPE’s mission and increase SHPE’s presence. Collects data for membership sign up and retention through forms.

 

Subsection 3c: Alumni Director:

In charge of creating and maintaining an alumni database. Updates the LinkedIn SHPE-UMICH page and Members and Alumni group alongside the professional committee and VPC. Coordinates alumni-member mentorship program. Liaison with VPI for communication and networking between members and alumni. Plans networking spaces where members and alumni can meet each other and connect. Works alongside the Secretary to manage alumni listserv and newsletter/email communication. Establishes connection with Alumni Network, actively recruits and expands network through communication and events.

 

Subsection 3d: SHPE Jr. Director:

Works with VPE to determine which high schools we will work with to establish SHPE Jr. Chapters. Facilitates recruitment efforts at the high schools through informational sessions and meetings with the designated high school advisor. Once partnerships are established, SHPE Jr. Director completes any logistical paperwork required by the high school such as background checks and children on-campus registration, as well as, facilitates the paperwork required by the SHPE Jr. chapter to officially become a chapter. Meets on a biweekly basis with SHPE Jr. Chapters to help organize themselves and bring goals, vision and suggested structure for them to operate successfully. Facilitates collaborations with high schools alongside the outreach director. 

 

Subsection 4: Marketing Director:

Works with the Secretary to establish a Marketing Committee that takes charge of the website, social media, graphic design duties, and photography of SHPE events. Keeps the chapter's calendar up to date and puts events in chapter group chats by checking in with other officers and directors to confirm upcoming events and details. Designs flyers, infographics, and merchandise with the Marketing Committee, as well as maintaining an online presence and chapter communication through social platforms. They will communicate with the Secretary about progress from the Marketing Committee and record meeting notes.

 

Subsection 4a: Marketing Committee:

The Marketing Committee will be established by the Marketing Director and Secretary. It is suggested that they be broken down into five sub-committees: Website Developing Team, Infographic Team, Social Media Team, SHPE Merch Team, and SHPE Photographer. The Marketing Committee takes active roles in supporting the organization’s efforts to promote SHPE-UMICH by developing the website, graphic visual information of events, social media initiatives, designing merchandise, and photographing at SHPE events. Every member of the Marketing Committee is expected to fulfill their responsibilities and collaborate with one another throughout the year. If there are vacancies within the Marketing Committee, the Marketing Director and the Secretary shall take the role(s) until it is occupied. 

 

Subsection 5: Professional Team:

Works alongside the VPC to maintain direct communication with the members and advise them on how to navigate through their professional development. The Professional Directors are in charge of ensuring all expected donations have been received. Also, they are in charge of making decisions regarding the corporate affairs of the chapter, such as identifying SHPE National Conference sponsorship and Resume/Profile Book requirements and candidates, and inviting select sponsor companies for professional development events, among other initiatives. Every position under Subsection 5 will be expected to fulfill their individual responsibilities as outlined below while also expected to collaborate with one another throughout the year. 

 

Subsection 5a: Professional Development Director(s):

Plan corporate events alongside respective recruiting companies. Create in-depth content and give advice on various professional development topics including recruitment strategies, building resumes/cover letters, and workshops, etc. to be presented to the membership. They are expected to maintain ongoing communication with company representatives solely about their respective events. Selected companies are divided into a tiered structure and then distributed to the Professional Development Directors for event planning.

 

Subsection 5b: Professional Communications Director(s):

In charge of sharing relevant resources and opportunities with members, building new corporate relationships and maintaining established ones, and continuing professional communications with company representatives. Ensures timely delivery of all communications from companies addressed to SHPE  members by maintaining an up-to-date document with all opportunities for ease of access. Build new corporate relationships, especially with Target Companies as defined above. Hosts meetings about potential partnerships with company representatives (when requested by company or required to solidify a sponsorship). Maintains ongoing communication with company representatives by managing the SHPE Professional Team email. Also, takes attendance at professional development events, and establishes other professional resources for the chapter such as program and job opportunities communications and holding professional headshots.

 

Subsection 6: Fundraising Director:

Works with the Treasurer in creating the semesterly budget and updating the expense sheet when necessary. Assist the Treasurer with writing proposals for funding applications and sponsorships while coordinating with event planners about event purchases (food, decorations, reimbursements, etc). Should help with ScholarSHPE and create the ScholarSHPE drive. Assists the Treasurer in maintaining membership dues and reimbursements. The Fundraising Director is expected to check-in weekly with the Treasurer and actively seek new and creative ways of fundraising.