Article I: General
The organization shall be a student branch of the national organization American Institute of Aeronautics and Astronautics.
The official name of the student organization shall be The American Institute of Aeronautics and Astronautics, which will be abbreviated as AIAA.
The organization shall abide by the guidelines, rules, and policies put forth by the University of Minnesota pertaining to student groups and organizations.
The organization shall adhere to the national American Institute of Aeronautics and Astronautics ideals and goals and shall abide by their specifications for student chapters.
The organization shall operate as a non-profit organization.
The organization shall exist to provide a social, academic, and professional community to students in the aerospace program and those interested in learning more about air travel and space exploration.
Article II: Objectives
In a general area, this organization will strive to:
- Provide a comfortable atmosphere for all students who are interested in air and space travel, whether as a vocation, avocation, or a hobby.
- Provide a network of student support for those majoring in Aerospace Engineering.
Within the academic field, this organization will strive to:
- Provide a venue for presentations on topics related to the fields of space travel and exploration.
- Help prepare students for post-undergraduate work in graduate studies.
- Schedule academic events and activities for the membership.
To provide a social aspect to the group, this organization will strive to:
- Schedule social activities and events to promote camaraderie amongst the membership.
- Connect with other students groups, especially those with related interest, to expand the network of contact from the organization.
To maintain professional contacts, this organization will strive to:
- Provide a forum for professional speakers to come to the university and talk to students on topics in related areas.
- Prepare students for entry into the industry workforce.
- Schedule visits and field trips to companies dealing with the aerospace industry.
Article III: Membership
Membership is open to all students, faculty, and staff at the University of Minnesota.
Membership is open to all students without regard to race, religion, color, sex, national origin, disability, age, veteran status, creed, marital status, public assistance status, or sexual orientation.
No more than 1/3 of the voting membership shall consist of non-University of Minnesota students.
To become an active member, one must attend a specified number of events, activities, or projects. This number shall be set by the current officers of the organization, with a minimum of three activities per each school semester. Summer and winter break events, unless specifically designated, shall not count towards active membership during either the fall or spring semester.
Non-active members shall comprise of people who do not meet the criteria in Section 4 of this Article. The status from non-active to active can change in the course of a given semester.
Voting shall be open to any member who has participated in at least two events, activities, or projects prior to the voting session.
Any member may be banned from future activities for reasons of misconduct as specified by the group. This includes, but is not limited to, misrepresenting the group, misuse of funds, or acting in an inappropriate manner at an event or activity. The member shall be given a seven day notice and an opportunity to defend their actions. This banishment vote shall require a two-thirds majority vote from the current officers.
Any officer may be impeached for reasons of misconduct as specified by the group. This includes, but is not limited to: failure to perform one’s duties, attendance, misrepresenting the group, misuse of fund, or acting in an inappropriate manner at an event or activity. The officer shall be given a seven day notice and an opportunity to defend their actions to the board of current members. This impeachment vote shall require a two-thirds majority vote from the
combination of the current officers and active members.
Article IV: Officers
All officers shall be currently enrolled students at the University of Minnesota and registered for a minimum of six credits. Exceptions to this requirement are permitted for graduate students upon receipt of a letter from the Dean of Graduate Studies of the student's department certifying that they are actively pursuing a graduate degree.
All officers shall be elected in the beginning of April. The last month of the previous officer’s role will coincide with the first month of the officer-elect. The officer-elect shall remain secondary until the next immediate summer. This period will be used to pass on knowledge and skills and both officers will fulfill the positions requirements cooperatively. Should an officer be an incumbent, their commitment will begin anew at the closing of the elections. Officers will continue to be elected by a plurality of the members present, providing a quorum is present. Elections shall occur by anonymous ballot. The ballot slips will be closely monitored to ensure election integrity.
Exceptions to the one year commitment include students that may transfer from the university at the semester break or December graduates. If such is the case, the officer candidate shall be required to make this clear prior to elections. If elected, the said officer must make arrangements with the other officers to have their spot filled second semester.
There shall be a minimum of five officers in accordance with the Student Activities Office requirements for a registered student organization.
If an officer is impeached or there is found to be a need for additional officers to help with the work load, the current officers will have a meeting to address this issue and recruit new officers. If there are more members interested than there are positions available, a vote will be held. If not, the current officers will induct the new officers.
All officers, whether executive or general, shall be required to meet the following criteria once confirmed in their position. If a requirement cannot be met, arrangements will be made with the other officers, specifically the president and vice president, to compensate for that responsibility to maintain that the officer in question is still contributing to the organization as dictated by their position.
- All officers shall be required to attend a minimum of one General Meeting in a given month, barring a class conflict. A minimum attendance for Officer Meetings shall be set at the beginning of each semester, based on the frequency of these meetings for that semester. The minimum attendance shall be set by the Executive Committee at the start of each semester.
- In the event that any officer is unable to attend a required meeting of any kind, twenty-four hour notice shall be given to the President and Vice President. Should the Officer be unable to provide adequate notice, the Executive Committee shall decide whether or not that Officer should complete a task to compensate for the absence at the required meeting.
- In the event that any officer is unable to attend an Officer Meeting, they shall forward an update of any projects, events, or other topics to one of the other officers that will be present at the meeting.
- In the event that any officer is unable to attend a General Meeting and is scheduled to talk about an event, project, or topic, they shall arrange with one of the other officers to present to be their representative at the meeting.
- All officers shall be required to commit a minimum of two hours per week to being in the AIAA Office. While in the office, officers shall have the following responsibilities:
All officers shall make an attempt to attend all possible events held by the organization. They shall be required to attend one event per month, separate from any required meetings.
All officers shall maintain the active membership requirements throughout the present semester and school year.
- Clean the microwave and food area;
- Maintain the overall cleanliness and professional appearance of the office;
- Be the official AIAA representative and answer questions of prospective members;
- Answer the phone in a professional manner and take complete messages;
- Have a general knowledge of where things are and be able to provide people with additional information.
- Maintain the filing system by correctly filing incoming paperwork in the filing cabinet or by placing it in the appropriate mail boxes.
The organization shall have the follow executive officer positions: President, Vice President, Secretary, and Treasurer. These positions shall be filled by any University of Minnesota student, provided that the criteria outlined in Article IV, Sections 1-3 are met. The responsibilities and duties of these positions are detailed below. If such a requirement or duty is unable to be met, the task may be rearranged temporarily.
- The President shall preside over all meetings, both General and Officers and serve as the Chairperson of the Executive Committee.
- The President shall act as the official representative of the organization at other meetings and events.
- The President shall oversee the operations of the organization and monitor the responsibilities of the other officers in the Executive Committee.
- The President shall be in charge of all official paper work that the organization may need to file. This includes, but is not limited to, SAO Group Registration and National AIAA Student Branch Registration.
- The President shall be responsible for the planning and orchestration of any meeting that the organization is to hold. This shall include both General and Officer Meetings.
- The President shall be responsible for all materials needed for any given meeting. This includes, but is not limited to, hallway signs, agendas, feedback sheets, take home sheets, and other informational handouts.
- The President shall be responsible for bringing relevant information to the attention of the other officers.
- In the event that another officer is unable to complete a given task or responsibility, the President shall attempt to find an officer who is able. In the case that responsibility is unable to pass on and is a critical task or responsibility, the President shall assist with the completion of the task or responsibility. In the event that the task or responsibility is non-critical, the President shall decide whether to complete the task or delay the completion until the said officer can complete it on his or her own.
- The President shall determine the priority of events, tasks, and responsibilities of the overall organization. This shall be done with the input of the Executive Committee.
- The President shall be the official liaison to the Aerospace Engineering and Mechanics Department and National Chapter.
- The President will be main person connected person to the National AIAA Chapter and will take all the responsibilities told by the national chapter (includes paper conference and other national events)
- Vice President
- The Vice President shall be responsible for holding General Meetings (primarily).
- The Vice President shall assume the role of President in the event that the President is unable to complete his or her term in office.
- The Vice President shall oversee the recruitment aspect of the organization. This shall include, but is not limited to, scheduling visits to classrooms, sending out e-mails to all Aerospace Engineering majors.
- The Vice President shall be in charge of all room reservations, whether it is for a meeting or an event.
- The Vice President shall be responsible for obtaining any necessary permits for any given event that the organization is to hold.
- The Vice President shall assist the President with the planning and preparation for both General Meetings and Officer Meetings.
- The Vice President shall assist the President with any paperwork that the National AIAA might require of one of its student branches.
- The Secretary shall record and produced the minutes of all meetings held by the organization.
- The Secretary shall handle all the necessary correspondence of the organization. This shall include, but is not limited to, company contacts, thank you notes to speakers, and contacts within the aerospace department.
- The Secretary shall be responsible for the organization and sending of the newsletter. The frequency of the newsletter shall be determined by the Executive Committee at the beginning of each school year.
- The Secretary shall be responsible for monitoring attendance. This shall include, but is not limited to, making sure there is a sign-in sheet at each event, recording the attendance at each event, and monitoring the membership.
- The Secretary shall be responsible for recording the feedback from General Meetings. This shall include the forwarding of the relevant information to the officer or persons that may need it.
- The Treasurer shall be responsible for all financial transactions made by the organization. This shall include, but is not limited to, reimbursements, group purchases, deposits, withdrawals, and expenses for events.
- The Treasurer shall maintain thorough and accurate records of all transactions made by members of the organization.
- The Treasurer shall be required to produce financial reports as needed by the organization, with an account balance update at every Officer Meeting.
- The Treasurer shall be in charge of monitoring office sales and restocking both food and office supplies as needed.
- The Treasurer shall oversee any grant application process that the organization is attempting.
Each project group directly affiliated with AIAA, including, but not limited to, CanSat, Design Build Fly, RC Club, and Space Transportation Design Competition, shall nominate a Project Team Lead Officer to be confirmed by the Executive Board. Their responsibilities are as outlined in Section 11, sub-section a. As these Project Lead Officers will be elected by the Executive Board, they shall have the voting rights of General and Executive Officers. Project teams are strongly encouraged to establish a board to help fulfill these administrative duties and communicate with the AIAA board.
If a person holds the title of Executive or General Officer as well as Project Lead Officer, he or she shall be limited to one vote per affair.
- Grad Student Liaison
- This position shall be filled by a currently registered graduate student in the Aerospace Engineering Graduate program.
- The Grad School Liaison shall be the representative of the aerospace graduate students and shall provide communication between the graduate students and the organization.
- Once per month, the Grad School Liaison will send out a newsletter to all department graduate students. This newsletter will be geared towards events that graduates would be interested in attending and include a brief highlight of other events.
- The Grad School Liaison shall be waived of the minimum meeting attendance requirement but shall be required to make an effort to attend all possible meetings, with a minimum of one Officer Meeting and one General Meeting in a given two month period.
Additional titled or focused General Officer positions shall be created by the organization as needed. The requirements, responsibilities, and duties of these positions shall be detailed by agreement between the titled officer and the Executive Committee. If such a requirement or duty is unable to be met, the task may be rearranged temporarily.
The General Officer Positions will consist of the following:
- Project Team Lead
- Charged with providing leadership and technical guidance to the designated AIAA design team of their choice or election.
- Leads will be required to provide or ensure that team architecture and groundwork (Meeting agenda templates, Presentation templates, PR documents, etc.) are in place before the start of each new team cycle, beginning in the Fall semester of the academic year.
- Leads will be required to provide weekly updates to the AIAA board on team progression and issues, as well as completion status of relevant deadlines and scheduled competitions.
- Will be responsible for completing a preliminary schedule of team deadlines and relevant dates by the second AIAA board meeting of the academic year, Fall semester.
- Team purchases and budgetary concerns will be the responsibility of the team lead, and all fiscal constraints will be brought to the attention of either the Purchasing Manager or Treasurer.
- If Leads do not plan on staying in the position for the next year, they will be required to begin the search for and training of a new Team Lead by the beginning of the Spring Semester of the project cycle’s academic year.
- If this role is not filled, the respective team will no longer be active until a new lead has been nominated and elected by the board.
- Charged with management, reserving rooms, catering, contacting relevant parties and individuals for events, and allocating the budget set aside by the financial officer.
- Coordinating efforts to contact companies, professors, students, departments, etc. may be delegated to other officers, but shall be organized by the Event Coordinator.
- Management of events can be in conjunction with other officers.
- This position requires coordinating at least an annual career fair, an annual banquet, and monthly general meetings.
- Will work with the Marketing Manager to create material and promote events via flyers, emails, Social Media posts, etc.
- If this position is not filled, such responsibilities must be undertaken by the President and Vice President.
- In charge of creating and collaborating on outreach events to advertise not only the student group, but aerospace in general.
- Holding one off-campus event is required per academic semester.
- Responsible for working with the financial officer to ensure events are funded.
- Working with the Marketing Manager to find a suitable number of volunteers for the events as well as promote the events.
- If this position is not filled, such responsibilities must be undertaken by the President and Vice President.
- The Membership Chair will gather all data regarding member participation in events, including general meetings and volunteering.
- The Membership Chair will record all such information electronically and make sure the entire Executive Board has access to it.
- He or she will be in charge of managing any elections.
- They are responsible for managing interest emails, and maintaining the official member email list.
- They are responsible for keeping track of membership points, and active membership benefits.
- If this position is not filled, such responsibilities must be undertaken by the Secretary.
The Sub-level Officer positions will consist of the following:
- Marketing Manager
Jobs and Internship Advisor
- The Marketing Manager is responsible for keeping the website updated.
- Any social media, including but not limited to Facebook, Instagram, Snapchat, etc. will be handled by this position.
- Any media that needs to be created such as posters, banners, or any designs necessary for advertisement – particularly on Facebook – will be done by this position.
- If the Marketing Manager has no skills in Photoshop, he or she is responsible for either learning or delegating this task.
- If this position is not filled, such responsibilities must be undertaken by the Secretary and Events Coordinator.
Purchasing Manager (all overseen by treasurer)
- The Jobs and Internship Advisor will find all relevant postings for aerospace students.
- These postings will be present on both the website and any Facebook page.
- The Jobs and Internship Advisor is required to advertise at least ten positions a semester
- Positions advertised are not limited to internships, but may also be co-ops, research positions, UROPs, etc.
- If this position is not filled, such responsibilities must be undertaken by the Secretary and Outreach Coordinator.
- Make sure all teams purchasing is tracked in ledger
- Ensure all sales of property are tracked in ledger.
- Collaborate team leads to help them with budget questions and forecast team's needs.
- Learn the grant application process from the Treasurer
- All of the responsibilities detailed in this section will be absorbed by treasurer if not filled.
The Executive Committee shall be comprised of all of the officers for the organization. This shall include the Executive Officers, General Officers, and other named officers.
Article V: Meetings
General Meetings shall occur on a regular basis, as determined by the Executive Committee at the start of each semester. There shall be a minimum of one General Meeting in a given month. The dates of these meetings shall be temporally laid out at the beginning of the semester and set by the second week of the preceding month.
Officers meetings shall occur on a weekly basis, starting the first week of classes. The day of the week and time of the meeting shall be set by the Executive Committee based on the best time for the most officers. This shall be set by the end of the second week of classes. The time and date of these meetings may be temporarily changed based on temporary conflicts.
In the event that a last minute conflict arises with either a General or Officer Meeting, the Executive Committee shall decide what course of action to take. All efforts shall be made to hold General Meetings on their posted dates; however, if the meeting needs to be changed, the Executive Committee shall be responsible for notifying relevant parties about the time and date changes.
The Officer attendance requirements for both General Meetings and Officer Meetings shall be set by the Executive committee as described in Article IV. Should an Officer be unable to attend a meeting, a twenty-four hour notice shall be provided.
Article VI: Financial Matters
This organization shall not provide monetary gain, incidentally or otherwise, to its officers or membership. This does not restrict the payment of wages, salaries or incentives by the organization for services rendered.
Any amount of organization money below $50.00 to be spent must first be referred to the President, Vice-President, or Treasurer for approval.
Any amount of money $50.00 or above must be referred to all of the Executive Committee for approval.
Reimbursements shall be made upon receiving of all documentation of the expenditure. This includes receipts, bills, and other official documentation. All documentation and reimbursement information shall be referred to the Treasurer.
In the event that the organization is to be dissolved, all procedures set forth by the Student Activities Office shall be followed. At the time of dissolution of the organization, any remaining funds shall be distributed to the Department of Aerospace Engineering and Mechanics to be utilized as they see fit.
Article VII: Amendments
Amendments to the constitution may be proposed by any member of the organization. Such proposals shall be submitted in writing to the Executive Committee.
All proposed amendments shall be read over by the Executive Committee. The Executive Committee shall then decide if a vote from the membership is needed. In the event that the Executive Committee decides to bring forth an amendment to the membership for a vote, the following processes shall be followed:
- The proposed amendment shall be presented at the first General Meeting following the Officer Meeting where the proposed amendment was first discussed.
- The person who brought the proposed amendment to the Executive Committee shall detail the rationale behind the proposed amendment and shall field any questions put forth by either the Executive Committee or organization membership.
- Following the discussion, the proposed amendment shall be voted on by the present membership. A two-thirds majority vote in favor of the proposed amendment shall be required for adoption of the amendment into the Constitution.
Any amendments agreed upon and subsequently added to the Constitution shall overwrite the existing text which it replaces. The replaced text, along with the dates in which it was in force as part of the Constitution, shall be stored electronically as older versions of the constitution.
Article VIII: Ratification and Amendments
The Constitution was ratified on Wednesday, the thirtieth day of September, in the year two thousand and nine.
The Constitution was amended on Wednesday, the thirty-first of January, in the year two thousand and eighteen.