ricedatasci-constitution.tex

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\begin{titlepage}
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  \textsc{rice university} \\
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  \huge $\mathbb{R}$ice $\mathbb{D}$ata$\mathbb{S}$ci Constitution \\
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\section{Name and Purpose}

\subsection{Name}
The name of this organization is \underline{Rice DataSci}, commonly abbreviated
RDS.

\subsection{Purpose}

RDS will be the club supporting Data Science activities at Rice, specifically 
striving to:
\begin{enumerate} 

  \item Develop Rice University students into sophisticated data analysts
    through hands on projects and educational events;

  \item Broadly encourage numerical literacy, clear communication, and
    teamwork among Rice Students in an exceedingly data-driven world;
  
  \item Foster community and create a unified social hub for the broader Rice
    Data Science community; and
  
  \item Provide networking opportunities within industry and academia for
    internship, job and research opportunities.

\end{enumerate}


\section{Date of Last Revision}

As indicated in the footer, this document was last revised on \today.

\section{Organizational Structure}

\subsection{Workshops}

RDS will organize 2-3 high-quality workshops per semester.  These workshops
will be 2-3 hour long sessions which focus on a specific element of a Data
Scientist's workflow.  Ideally, these workshops should be designed so that each
attendee will leave with the knowledge and machinery to go from ``data''
$\rightarrow$ ``results''.  The topics / datasets chosen for a workshop should
be at least somewhat motivated by club member feedbck.  While all club officers
are encouraged to help design and implement these workshops, the Internal Vice
President shall lead this effort.

\subsection{Speakers}

RDS will host 1-2 high-quality speakers from academia or industry per semester.  The
topics of course, will ultimatly be chosen by the speaker, but suggestions should
be at least somewhat motivated by club member feedback.  Club members are encouraged
to interact with the speaker.  While all club officers are encouraged to help
source and secure speakers, the External Vice President shall lead this effort.

\subsection{Datathon}

RDS will host a Datathon in the Spring Semester of the current term.  The
Datathon should take place before Officer Election.  The Datathon will be a
collaboration between RDS and the newly formed Rice Data2Knowledge Lab.  

\subsection{Office Hours}

RDS will host weekly office hours to promote a community among its members.
All officers should try to make themselves available for at least 1 hour per
week.  Ideally officers can blanket a contiguous 2 hour timespan.  All RDS
members are encouraged to stop by for help with Data Science related
schoolwork, personal projects, or professional advice.

\section{Membership}

\subsection{Membership Requirements}

Member of RDS shall meet the following criteria:
\begin{enumerate}
  \item Be a current undergraduate student at Rice University
  \item Be signed up for the RDS mailing list
  \item Attend at least two RDS events every academic year
  \item Sign up on the yearly roster
\end{enumerate}

RDS activities are generally targeted towards members only, although non-member
undergraduates interested in joining RDS are encouraged to attend club events.
Non-members who are not interested in joining may attend RDS events if an
officer explicitly invites them to a specific event or activity.

\subsection{Membership Removal}

Should a member act in a manner unbecoming a Rice student, the member may be
called before the officers and sponsor of the organization to explain their
actions. After such a hearing, the officers may vote to remove the member by a
majority vote. The member shall be notified of the officers' decision in
writing within 48 hours.

\section{Officers}

\subsection{Responsibilities of Officers}

Officers are not limited to the responsibilities defined here and should take
on additional responsibility to ensure the smooth functioning of RDS. Officers
may interchange responsibilities to suit their strengths and preferences.
Officers may create committees and recruit members as necessary to help fulfill
their responsibilities.

% ------------------------------------------------------------------------------

\subsubsection{President}

\begin{enumerate}

  \item Act as the chief executive of RDS and ensure that this constitution and
    the laws of the student body are faithfully executed.
     
  \item Serve as the liaison between RDS and relevant organizations such as Rice
    University academic departments and associations. 

  \item Preside over RDS officer meetings, occuring on weekly basis. 

  \item Conduct elections and ensure the succession of officer positions. 

  \item Perform any administrative power or duty not provided for in this
    constitution.

\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{Internal Vice President}

\begin{enumerate}

  \item Exercise presidential duties in absence of the President, and assume
    Presidential office upon vacancy. 

  \item Send out a weekly Data Science digest, nick-named the "DataGest",
    containing but not limited to details on RDS events, talks at Rice,
    research and job opportunities.

  \item Put on a series of educational workshops on aspects of Data Science
    which RDS members have expressed interest in.

  \item Curate and distribute educational resources for RDS members.

  \item Help RDS members find research and job opportunities.

  \item Ensure that club members have opportunities to practice public
    speaking, teamwork, and delegation. 

\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{External Vice President}

\begin{enumerate}

  \item Handle and maintain external communications for the club. 

  \item Host a series (1-3 per semester) of research presentations from members
    of academia and industry.

  \item Coordinate club efforts for sponsorship, acting as the single point of
    contact to companies, however in some cases actual communication may happen
    through another officer or member, if appropriate.

  \item Help RDS members find research and job opportunities.

\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{Datathon Chair}
\begin{enumerate}
  \item Coordinate Datathon sponsorship in with the External Vice President.

  \item Assemble and oversee the Datathon committee to distribute workload for
    the event. 

  \item Compile feedback for following RDS Datathons.

  \item Work closely with the club sponsor, Genevera Allen, to promote and 
    run the Datahon in collaboration with the Rice Data2Knowledge Lab.
\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{Treasurer}
\begin{enumerate}
  \item Ensure that RDS operates within budget and effectively uses campus and
    monetary resources. 

  \item Coordinate purchasing of food / drinks when provided at club events. 

  \item Manage club reimbursement. 

  \item Maintain the membership roster, RDS member contact information sheet
    and record meeting. 

  \item Establish a yearly budget, which shall be approved by a \sfrac{2}{3}
    officer majority. 
\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{Social Chair}

\begin{enumerate}
  \item Maintain an active social media presence for RDS on Twitter, Facebook
    and other social media as seen fit. 

  \item Organize social events that foster community among members. 

  \item Recruit Rice University undergraduates into the club and Data Science
    related activities.
\end{enumerate}

% ------------------------------------------------------------------------------

\subsubsection{Responsibilities assumed by any qualified and willing officer}%

\begin{enumerate}
  \item Maintain and update the club mailing list and website.
    
  \item Maintain and document the Club's digital resources, such as online accounts,
    passwords, and cloud resources.

  \item Take minutes during meetings.

  \item Design and create posters, flyers, and other adverti
  \item Draft sponsorship documents for 
\end{enumerate}
    
\subsection{Office Term and Elections}

Officers will holder office from the time they are elected until the next
election. RDS will hold a general election annually during the spring semester
to elect new officers. Only members of RDS as defined in the Constitution may
vote in elections. Candidates may only run for a single position and the
candidate receiving the majority vote wins.

\subsection{Officer Eligibility}

\begin{enumerate}
  \item Candidates for officer positions must be current Rice University
    freshmen, sophomores, or juniors. Sophomores and juniors must have declared
    as STAT, COMP, ECE, CAAM or MATH majors. 

  \item All officers must be active (not studying abroad or taking time off)
    during their tenure. 
\end{enumerate}

\subsection{Removal process}

Should an officer act in a manner unbecoming of an officer of the organization
or fail to uphold his or her duties as outlined by this constitution, the other
offices may vote to remove the offending officer by a \sfrac{2}{3} or greater
vote. The offending officer shall be notified of the decision in writing within
24 hours.


\section{Election Procedure}

Elections shall follow the following procedure:
\begin{enumerate}
  \item Elections for the following school year will take place in the last 
    two months of the current school year.

  \item An Officer Interest Form shall be sent to the RDS listserv at least two
    weeks before the election takes place.  The form will include descriptions
    of each position.

  \item An election ballot, compiled from the Officer Interest Form, will be sent
    to the RDS listserv with voting open at least 1 full week.

  \item For each position, an officer will be selected using a simple majority
    of votes from members as defined in the membership section.
\end{enumerate}


\section{Officer Meetings}

\subsection{Frequency}

\begin{enumerate}
  \item One, 30 minute meeting per week
    
  \item May cancelled with a \sfrac{2}{3} officer majority vote
\end{enumerate}

\subsection{Attendance Policy}

\begin{enumerate}
  \item Officers must be present for each meeting, provided they are available

  \item If an officer is not present, they must present a report of their
    contributions since the last meeting in a supported communication channel
    (Slack, Messenger, Appending to Meeting Notes)
\end{enumerate}

\subsection{Format}

\begin{enumerate}
  \item Meeting notes will be taken detailing club accomplishments since the
    last meeting, goals for the following week, and any longer term goals to
    keep track of.

  \item Meeting notes shall be stored in the Rice DataSci Team Google Drive.

  \item Meetings will begin with each officer providing a review of their
    accomplishments over the past week.

  \item The bulk of meetings will consist of planning for the following week.
    
  \item Meetings will conclude with a task list being added to the Rice DataSci
    Team Trello Board, including delegation of tasks as well as appropriate due
    dates.

  \item Meeting notes will be sent out the Rice DataSci Officer's listserv, 
    encouraging review by Officers who missed, as well as our Faculty Sponsor.
\end{enumerate}


% ------------------------------------------------------------------------------


\section{Financial Procedures}

For each academic year, the Treasurer will propose an annual budget. The budget
must be approved by a \sfrac{2}{3} majority vote of the officers. Any officer
may spend RDS funds as deemed appropriate within these budgetary constraints
provided the Treasurer approves. Use of funds for items not in the budget must
be approved by a \sfrac{2}{3} majority vote of the officers. The budget may be
modified as necessary upon \sfrac{2}{3} majority vote by the officers. All
funds collected by or on behalf of the organization must be deposited within
one business day of receipt. RDS will not charge dues.


% ------------------------------------------------------------------------------


\section{Faculty Advisor}

\begin{enumerate}
  \item RDS will have at least one full-time faculty advisor to advise the
    officers of the RDS officers on matters pertaining to Rice DataSci. 

  \item RDS officers may designated new advisors with approval from the current
    designated advisor(s). 

  \item Advisors shall serve until they resign or are replaced. 

  \item Advisor shall have no direct authority over the Rice DataSci officers or
    members.  
\end{enumerate}

% ------------------------------------------------------------------------------


\section{Nondiscrimination policy}

This organization will not discriminate against individuals or groups on the
basis of race, color, religion, sex, sexual orientation, gender identity,
national or ethnic origin, ancestry, age, disability, or veteran status.

\section{Anti-hazing policy}

This organization will not engage in any form of hazing, as defined by the Code
of Student Conduct and any other applicable Rice University rules or
regulations.


\section{Primacy Clause}

Rice DataSci recognizes the primacy of the Student Association Executive
Committee, the Student Senate, and ultimately, the Student Association. Rice
DataSci will adhere to the Constitution of the Student Association and any
associated rules and regulations. The constitution and bylaws of this
organization are subordinate to the Constitution of the Student Association.


\section{Amendments}

\begin{enumerate}
  \item An amendment to this constitution may be proposed by Club members or by
    officers. 

  \item After the amendment proposal, it must first approved unanimously by all
    Club officers. 

  \item After the unanimous approval from officers, voting for the addition of
    the amendment may occur. Eligible voters are club members. The voting must
    occur on a specific date, stated to the club members at least two weeks
    prior. For the amendment to be added to the constitution, there must be a
    majority affirmative vote by the members.  
\end{enumerate}

\subsection{SA approval of constitutional changes}

Proposed amendments to this constitution shall be submitted to the Student
Association Parliamentarian for approval. Proposed amendments may only be
approved by the Student Association Parliamentarian or the Student Senate in
accordance with the Constitution of the Student Association and may not take
effect prior to that approval. The Date of Last Revision on the title page of
this constitution shall be updated to reflect the date of the Parliamentarian
or Senate’s approval.

\end{document}