ARTICLE I. NAME

The name of this organization shall be “UC Irvine Chapter of the Society of Physics Students” hereinafter referred to as “SPS.”

ARTICLE II. OBJECTIVES

The purpose of this Chapter shall be the advancement and diffusion of knowledge of physics and astronomy, the encouragement of interest in physics and astronomy throughout the academic and local communities, and the introduction of students to the professional community.

Diversity, Equity, and Inclusion

The Society of Physics Students at UCI is committed to fostering an inclusive, equitable, and welcoming environment for all members. We believe that diversity enriches our community and enhances the quality of our academic, professional, and social experiences. We are dedicated to upholding these values, especially within our lounge and meeting spaces.

To ensure a respectful and safe environment, all members are expected to adhere to these principles at all times. If you experience or witness any behavior that does not align with our commitment to diversity, equity, and inclusion, please report it to an officer or faculty member at your discretion. Your concerns will be addressed with the utmost care and confidentiality.

Together, we strive to create a community where everyone feels valued and supported.

ARTICLE III. MEMBERSHIP

Section I. Society of Physics Students Membership

Membership in this Society of Physics Students Chapter shall be open to all individuals interested in physics and astronomy. 

ARTICLE IV. OFFICERS

Section 1. Chapter Officers

The officers of the Chapter shall be a President, a Vice-President, a Secretary, and a Treasurer; succession shall be in accordance with this order. Any two of the last three offices may be combined. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by this Chapter.

Additional positions, such as Webmaster, Social Media Chair, Outreach Chair, and Event Coordinator, may be established if deemed necessary by the Chapter officers. These optional positions will be appointed or elected as specified by the Chapter’s bylaws and shall perform duties relevant to their roles as outlined in the Chapter’s policies.

Section 2. Elections

Elections to determine new officers shall be held at the beginning of Spring quarter and shall be overseen by the current board of officers, unless they are running for re-election. In such cases, non-candidate officers or a designated committee shall conduct the election. The current officers are also responsible for onboarding the elected officers.

Officers-elect shall assume their positions immediately following the election and shall hold office for one year or until their successors are duly elected.

Election of President and Vice-President
The positions of President and Vice-President shall be the first to be elected. Any active member of the Chapter in good standing and character may nominate themselves or another member for these positions. The board shall conduct interviews with the candidates, and with the advice of the current board members and input from the general membership, shall elect and confirm the President and Vice-President-elect.

Election of Remaining Officers
Once the President and Vice-President have been confirmed, they shall work alongside the current board to select and confirm the remaining officers of the Chapter in accordance with the Chapter’s needs and guidelines. The selection process for these positions shall follow the protocols outlined in the Chapter’s policies and bylaws.

Re-election of Current Officers
Current officers are permitted to run for re-election; however, they must recuse themselves from the election selection process until they are re-elected. If re-elected, they may resume their duties in the election process for other positions if needed.

Section 3. Removal of Officers

If, for any reason, a board member is deemed no longer a good fit for their position or fails to maintain good standing with the university, the board may vote to remove the individual based on their performance, reliability, or other relevant factors. A majority vote by the current board is required for removal.

Grounds for Removal may include, but are not limited to, the following:

1. Inappropriate Behavior

• Repeated violations of the established rules of the UCI Code of Student Conduct and/or the Society of Physics Students
• Behaviors or actions that negatively impact the Chapter’s integrity or reputation.

2. Failure to Fulfill Responsibilities

• Failure to attend board and general meetings without valid reason.
• Consistent neglect of assigned duties and responsibilities.

3. Violation of Lounge Rules

• Repeated offenses against the established rules outlined in Article X for appropriate conduct in the Chapter’s meeting spaces.

If a board member repeatedly exhibits inappropriate behavior or fails to adhere to the established rules of the Society, a majority vote is required for their removal. Additionally, the matter will be reported to the Chapter Advisor.

ARTICLE V. CHAPTER ADVISOR

The Chapter Advisor shall be a faculty member appointed by the Chairman of the Physics Department, after consultation with the Chapter officers. The Chapter Advisor shall provide liaison among the Chapter, the Physics or Astronomy Department, and the National Office of the Society of Physics Students. The Chapter Advisor will supply counseling to the Chapter, furnish continuity of experience in Chapter operations, and provide long-range perspective to insure departmental interest in and support of the Society of Physics Students. The Chapter Advisor shall assist the Secretary in furnishing the National Office with the required data and shall assist the Treasurer in transmitting fees and dues to the National Office.

ARTICLE VI. MEETINGS

There will be regular meetings held by the officers for the management of the Chapter. In addition, general meetings will be organized by the officers for events and discussions involving all general members of the Chapter. Both types of meetings will last approximately one hour, and the time and location will be determined several weeks before the start of the quarter, based on the availability and preferences of the group members, and will be held on a bi-monthly basis.

Officers are required to attend both board and general meetings unless they are excused. A designated board member will be responsible for taking notes during board meetings and may also take notes during general meetings if deemed necessary.

ARTICLE VII. DUES

Local dues of three hundred and fifty dollars ($350) annually shall be collected by the Treasurer in addition to the dues required by the National Office.

ARTICLE VIII. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Chapter may adopt.

ARTICLE IX. AMENDMENT OF BYLAWS

These bylaws may be amended by a two thirds vote, provided that the amendment shall have been proposed at least one meeting previous to the time of vote. Such amendments shall conform to the regulations established by the National Constitution of the Society of Physics Students.

*Variations in bylaws, as required to suit local circumstances, are acceptable providing they agree with the spirit of the National Constitution of the Society of Physics Students.

ARTICLE X. LOUNGE ROOM USAGE

Guidelines for Use of SPS Lounge Room (FRH 2107)

The Society of Physics Students at UCI provides a dedicated lounge room for members, located in Frederick Reines Hall, Room 2107. The following guidelines, among others, shall govern the use of this room:

1. Respectful Conduct 

All members are expected to maintain respectful behavior towards others at all times while using the lounge room. Please refer to the UCI Code of Student Conduct for more information. 

2. Cleanliness and Maintenance

Members shall clean up after themselves and ensure that the space remains tidy for subsequent users.
This includes erasing the whiteboards and blackboards after use, picking up and properly disposing of trash, and leaving all shared areas in good condition.

3. Proper Disposal of Food

Any rotting or perishable food items must be disposed of in outdoor waste bins to preserve the cleanliness and comfort of the lounge room.

These guidelines are intended to foster a welcoming and orderly environment for all members of the Chapter.

ARTICLE XI. CONFLICT RESOLUTION AND REPORTING

The Society of Physics Students at UCI is committed to fostering a collaborative and respectful environment. This section establishes a formal mechanism for addressing conflicts and reporting concerns between members or between members and management.

Section 1: Reporting Conflicts or Concerns

Conflicts or concerns may be reported through the SPS Anonymous Contact Form available on the Chapter’s official website, via the Chapter’s designated email address (sps@uci.edu), or by contacting an officer directly through appropriate channels.

In cases where the matter involves an officer, members are encouraged to report directly to an alternative officer, prioritizing the President or Vice-President. If necessary, members may escalate the matter to the Chapter Advisor for further review.

Section 2. Conflict Resolution Process