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SAVMA By-Laws

Last Revised and Approved March 2018

 

The Ohio State University Chapter of the Student American Veterinary Medical Association: Bylaws

 

Introduction

 

The Executive Committee and Board of the Ohio State University Chapter of the Student American Veterinary Medical Association (Chapter) is responsible for guiding and directing the policy and activities of the Chapter in the best interest of the student members it serves. The Chapter Executive Committee and Board have the authority to make and adopt resolutions; and to amend the Bylaws of the Chapter.

 

Mission Statement: To enrich the lives of veterinary medical students by advocating educational and social initiatives while cultivating professional camaraderie and collaboration.

 

Vision Statement: To foster an environment through which the fruition of an engaged, informed and involved constituency is realized and empowered through the exploitation of broad, university-level outreach and interdisciplinary collaboration

 

Article 1: Executive Committee

 

Section 1: President

The President shall be the chief executive officer of the Chapter. He/She shall preside at the meetings of the Chapter, the Board and the Executive Committee; appoint regular and special committees; and fill vacancies arising in them. He/She shall schedule monthly Executive Committee and Board meetings; whereas all Chapter members are invited to attend Board but not Executive Committee meetings. He/She shall vote in all elections only in the case of a tie. Furthermore, he/she shall attend Chapter President’s meetings at SAVMA Symposium in March and AVMA Convention in July; including a minimum of one session of the Student AVMA House of Delegates during his/her term as President, with the intent of strengthening awareness and communication of happenings in the national organization. Every spring, the president shall register the chapter as a student organization with the Student Union while also completing the president's training. The President's term of office shall be one year commencing on the first day of classes after SAVMA Symposium in the spring of his/her second year and concluding of the first day of classes after SAVMA Symposium in the spring of his/her third year. The president shall serve as a member of the VMC’s SLG (Student Leadership Group) and participate in a chosen committee. The president shall act as liaison between the Chapter Executive Board and the program coordinator of the AVMA. This includes distributing updated membership lists to points chairs, secretary, and class representatives. The President is a voting member of the Executive Committee.

 

Section 2: Vice President

The Vice President shall serve as program coordinator for all Chapter sponsored lectures and Vector Borne Disease Day. He/she shall attend, and in the absence of the President preside over, all meetings of the Chapter, Executive Committee and Board. In the event that the President is unable to execute the duties of his or her office, the Vice President shall assume the office of President for the remainder of the term, or until the President is able to resume office.

The Vice President’s term of office shall be one year. Only students in the second year class are eligible to run for the office of Vice President. See Article 4, Section 1 for exceptions. He/She is a voting member of the Executive Committee.

 

Section 3: President-Elect

The President-Elect shall assist the President and learn the workings of the Chapter. He/She has a voice on the Executive Committee, but is a non-voting member. The President-Elect shall attend meetings of the Chapter, Board and Executive Committee. If so directed by the Vice President, the President-Elect may serve as a proxy for the President at meetings or functions in the President’s absence, but must defer to the Vice President on matters that require a vote. In the spring, he/she is charged with holding elections for the following year’s Executive Committee. He/she shall attend Chapter President’s meetings at SAVMA Symposium and AVMA Convention with the President. He/she is in charge of organizing new first year members into committees at the beginning and throughout the school year.  He/she must be a member of the first year class upon election and the term of office shall be for one year. The President-Elect's term of office shall be one year commencing on the first day of classes after SAVMA Symposium in the spring of his/her first year and concluding of the first day of classes after SAVMA Symposium in the spring of his/her second year, after which he/she becomes President.

 

Section 4: Secretary

The Secretary shall attend meetings of the Executive Committee and Board and record the minutes of each meeting. The Secretary shall forward the Executive Committee meeting minutes to the Executive Committee and the Board meeting minutes to the Chapter ListServ and Information Technology Committee Chair for publication on the Chapter website and CVM Community. He/She shall report to the Chapter at each Board meeting concerning the business of the previous meeting. He/She shall be responsible for all official correspondence of the Chapter, specifically timely announcements of Chapter lecture meetings, primarily via email to the classes’ list serves. He/She shall also be responsible for the design of and updates to the Chapter bulletin board.  The Secretary’s term of office shall be one year. He/She is a voting member of the Executive Committee. He/she will act as Parliamentarian during the term of Secretary and shall be required to review and advise the executive board on the current by-laws.

 

Section 5: Treasurer

The financial affairs of the Chapter shall be the responsibility of the treasurer. He/She shall receive, hold and dispense funds as directed by the Executive Committee, and shall report on all transactions at each meeting. The Treasurer shall attend meetings of the Chapter, Board and Executive Committee. He/She shall also be responsible for the deposit all checks within one week of receiving them. The treasurer is responsible for filing taxes with IRS. Every spring, the Treasurer shall complete the treasurer’s Student Organization Treasurer’s Training with the Student Union. The Treasurer's term of office shall be one year commencing on the first day of SAVMA symposium of his/her second year and concluding on the first day of classes after spring break his/her third year. He/She is a voting member of the Executive Committee.

 

Section 6: Treasurer-Elect

The Treasurer-Elect shall assist the Treasurer and learn the workings of the Chapter. He/She has a voice on the Executive Committee, but is a non-voting member. The Treasurer-Elect shall attend meetings of the Chapter, Board and Executive Committee. If so directed by the Treasurer, the Treasurer-Elect may serve as a proxy for the Treasurer at meetings or functions in the Treasurer’s absence. He/she must be a member of the first year class upon election and the term of office shall be for one year. He/She will oversee organization of the Hill’s sales. This includes assigning organizations to assist in distribution to the student body. The Treasurer's term of office shall be one year commencing on the first day of SAVMA symposium of his/her first year and concluding on the first day of classes after spring break his/her second year, after which he/she becomes Treasurer.

 

Section 7: SAVMA Delegates

One delegate shall be selected each year by December 15th to represent the Chapter to the SAVMA House of Delegates meetings. Each delegate will serve for two years as liaison between SAVMA and the Chapter. The SAVMA Delegates shall attend meetings of the Chapter, Board and Executive Committee. Both the Junior and Senior Delegates are voting members of the Executive Committee. The delegate in his/her first year of office shall be the Junior Delegate, and the delegate in his/her second year of office shall be the Senior Delegate. The Junior Delegate shall assume his/her position at the time of appointment, as the past Junior Delegate will transition to assume the role of Senior Delegate. The duties of the delegates include, but are not limited to, the following:

  • Attend all SAVMA House of Delegates meetings; including the AVMA Convention and the SAVMA Symposium;
  • Maintain a computer file of committee reports, minutes, and other pertinent information for reference. This file should be passed on from the outgoing corresponding delegate to the new Junior Delegate.
  • Poll the Chapter for viewpoints on SAVMA business items
  • Disseminate information on the SAVMA meetings and activities to the Chapter
  • Keep a close relationship with the Chapter’s President to discuss national issues.

 

Section 8: Faculty Advisors

The Faculty Advisors shall serve as advisors to the Chapter, and liaisons between the Chapter and the Veterinary Medical Faculty. When available, one of the two Faculty Advisors shall attend all lecture meetings of the Chapter, as well as Board and Executive Committee meetings when able. One Faculty Advisor shall complete the faculty advisor Student Organization Advisor training with the Student Union every three years. Faculty Advisors shall be members of the faculty of The Ohio State University College of Veterinary Medicine, and shall also be voting or affiliate members of the AVMA. The two Faculty Advisors shall be selected by the Executive Committee for five year terms.

 

Section 9: Information Technology Officer

The Information Technology Officer shall be responsible for the maintenance of the Chapter website www.vet.osu.edu/savma, CVM Community, and Facebook page. The Chair must assure that all dates and information on the website are current; he/she shall correspond at least monthly with the College Webmaster to update the website with Chapter Calendar updates and other pertinent news. He/She will be a non- voting member of the Executive board.

 

Section 10: Standard Operating Procedures

At the conclusion of their term of office, the President, Vice President, Secretary, Treasurer, Officers, and Committee Chairs shall update SOP documents concerning their activities on behalf of the Chapter during the previous year and duties not outlined in the bylaws. These reports shall be submitted to the newly-elected officers by the second Monday after spring break.

 

Article 2: Board Members

 

Section 1: Class Representatives

Each class shall elect two representatives who shall serve on the Chapter Board. They shall report to their respective class concerning Chapter meetings and activities, and shall represent the interests of their class at all meetings. First year Class Representatives will be responsible for ordering food for all lecture meetings with a budget provided by the Treasurer. Their terms of office shall be one year though reappointment to a second, third, or fourth term is acceptable. If a Class Representative takes on an executive role in the organization, their class shall elect a new representative.

 

Section 2: Committee Chairs

Committee Chairs must be selected by current Committee Chairs before the end of their term and approved by the Executive Committee. Committee Chairs shall serve a 1-year term, though reappointment to a second term is acceptable. If desired, a committee may appoint a second chairperson, though no more than two Co-Chairs may serve at a given time. Their committee members shall be appointed each fall semester following the First Year’s Committee selections. The following committees must select a Chair to represent them by the end of February each year. Old committee chairs must accompany new committee chairs to one (1) board meeting and be fully transitioned before SAVMA Symposium in March (with the exception of the Vet Olympics Committee, whose Committee Chairs will be selected and transitioned after the event each Spring*).

  • Josh Project
  • Community Outreach Committee
  • SAVMA Symposium Fundraising Committee
  • Merchandise Committee
  • Points Committee
  • Social Committee
  • Vet Olympics Committee*
  • International Veterinary Students' Association (IVSA)
  • Heifer International
  • Wellness

 

Committee chairs are responsible for assigning a committee member to take pictures at their events and sending those photos to the IT officer.

 

Section 2.1: Community Outreach Committee Chair(s)

The Community Outreach Chair(s) shall serve as coordinator for all Chapter Community Outreach activities including, but not limited to, Ohio SPCA (“Goat Days”), Stratford Ecological Center (“Sheep Days”), Our Oath in Action Day, Steps for Sarcoma, Relay for Life, and Pink Week. He/She may select Coordinators for any or all of these activities.

 

Section 2.2: SAVMA Symposium Fundraising Committee Chair(s)

The SAVMA Symposium Committee Chair(s) shall coordinate with the Treasurer and President to formally recognize past and current donors to the Chapter. He/She/They shall also coordinate solicitation of future donations to the Chapter’s Symposium fund. The Symposium Committee Chair(s) shall encourage student interest in attending SAVMA Symposium. The Symposium Committee Chair(s) shall coordinate transportation and accommodation at Symposium for all those students interested. He/She/They shall also assemble teams for the academic and athletic competitions for the Symposium.

 

Section 2.3: Merchandise Committee Chair(s)

The Merchandise Committee Chair shall be responsible for inventory of all Chapter merchandise and reorder as needed. He/She shall coordinate student volunteers for merchandise sales (including, but not limited to, the Alumni, Orientation, Holiday, OVMA, and Open House Merchandise sales) and keep records of all income to be turned over to the Treasurer. He/She shall also receive sale inquiries for items available on the Chapter website.

 

Section 2.4: Points Committee Chair

The Points Committee Chair will be responsible for gathering the lists of names of students who attend Chapter lectures, participate in Chapter events, serve on Chapter committees and hold office in other campus clubs and email a scanned or printed copy of those to the central Chapter points email, ohiostatesavmapoints@gmail.com. The chair shall track each member’s earned Chapter points on the appropriate Google Document. This list will be used to maintain the annual points records for Professional Development Fund eligibility and to prepare the list of fourth-year students who are considered “active” Chapter members eligible for Professional Liability Insurance, free AVMA membership, and for any other benefits upon graduation.

 

Section 2.5: Social Committee Chair(s)

The Social Committee Chair will be responsible for organizing and running social events, new and previously established (including, but not limited to, the Fall Finals Party and the Winter Talent Show) for the purpose of fostering school spirit and camaraderie among students, faculty, and their families.

 

Section 2.6: Vet Olympics Committee Chair

The Vet Olympics Committee Chair(s) will be responsible for organizing the competitions for the Vet Olympics. He/she will also be charged with the duty of garnering funds from sponsors. They will also be responsible for getting the Vet Olympics Trophy updated with a new plaque for the winning class.

 

Section 2.7: IVSA Representative(s)

The student(s), preferably one second-year student and one third-year student, shall represent the Chapter in the International Veterinary Students’ Association (IVSA). One will hold the title of President and the other will hold the position of Vice President. The President shall keep the Chapter informed of international events and experiences and promote exchange opportunities for students; in doing so he/she shall create a committee of interested student members. The committee members and chairs shall assist the Department of Preventive Medicine in facilitating travel of international students whenever possible, including but not limited to airport transportation, toiletry kits, and providing a resource to assist them in finding local housing. The President may be invited to serve on the College of Veterinary Medicine Global Health Interest Group. The President shall also serve as the primary liaison between the Chapter and the Student AVMA International Veterinary Experience Committee (IVEC) and/or the SAVMA International Exchange Officer (IEO). The President shall introduce students to international culture and One Health concepts through lectures and events. The Vice President will assist the President in these duties and will be in-charge of organizing the International Potluck each semester. In addition the President and Vice President will be responsible for the Ohio State IVSA Chapter International Travel Scholarship Application. The President and Vice President’s term of office shall be at least one year, reappointment to a second term is recommended. When taking the role of President, the individual agrees to serve as the Post-Presidency Advisor for a one year term unless no one agrees to take the role of President. In this case the current President can remain the President and the Post-Presidency Advisor position will not be filled.

 

Section 2.9: OVMA Representative

An OVMA Student Representative shall serve as the primary liaison between the Chapter and the Ohio Veterinary Medical Association. He/She shall attend all Board meetings and keep the Chapter updated on current news, events, and opportunities from the OVMA. He/She will in turn attend OVMA Board meetings, if available, and keep the OVMA Board informed on current events of the Chapter. The OVMA Representative will be a non-voting member of the Chapter Board.

 

Section 2.10: Wellness

The Wellness Committee Chair will be responsible for organizing and running wellness associated events, new and previously established (including, but not limited to, #VetMedUnited, yoga) for the purpose of fostering school wellness and awareness among students, faculty, and their families.

 

 

Article 3: Order of Business

 

Section 1: Rules of Order

The presiding officer, at his or her discretion, may suspend formal rules of order unless two or more members object. If an objection is presented and seconded, Robert’s Rules of Order shall govern the meeting in all cases to which they are applicable.

 

Section 2: Agenda

a)  Call to order

b)  President’s report

c)   Vice President’s report

d)  Secretary’s report

e)  Treasurer’s report

f) SAVMA Delegate report

g)  Committee reports

h)  Adjournment

 

Article 4: Election of Executive Committee Officers

 

Section 1: Nominations

Only Chapter members in good standing (see Article 10, Section 2) are eligible to run for office. Nominations for President-Elect, Vice President, Secretary, and Treasurer- Elect will be accepted starting the beginning of spring semester and thereafter via email, handwritten notice, or oral confirmation to the President up until the designated deadline. A member will only remain on the ballot after nomination if they communicate at least once with the current executive officer before the election date to discuss an interest/understanding of the responsibilities they would assume should they take office. Nominations will close upon the nomination deadline dictated from the President-Elect for that election, unless there are no nominees for a given office.

 

Only members of the second year class may be nominated for the office of Vice President. Exceptions may be made if no second years accept nominations for Vice President. Only members of the first year class may be nominated for President-Elect and Treasurer-Elect. Members of the first or second year classes may be nominated for Secretary. The Executive Committee shall rule on the eligibility of all nominees if questions arise.

 

Refer to Article 3, Section 7 for the selection and approval process of the Junior SAVMA Delegate.

 

Section 2: Election of Officers

The election of President-Elect, Vice President, Secretary, and Treasurer-Elect shall take place at an annual election meeting to be scheduled on or before February 15th. Voting shall be by written secret ballot or by clicker vote. A majority of votes cast shall determine the winner of a given election for a specific office. If no candidate in a given election gains at least fifty percent (50%) of votes cast, then a run-off election shall take place between the two candidates with the most votes in that election. The current President-Elect and Secretary shall administer the election and count ballots. Any member of the Chapter Board who is a candidate for office shall not participate in the administration or counting of ballots for that election (i.e. if the Secretary is running for office, then the duties of administering the election and counting ballots may be passed to any other members of the Executive Committee).

 

The election of Class Representatives is the responsibility of each class. The term of office of class representatives shall begin with each new academic year. First year elections are not held until the seventh week of classes of the fall semester.

 

Refer to Article 4, Section 7 for the selection and approval process of the Junior SAVMA Delegate.

 

Section 3: Absentee Ballots

Absentee ballots may be obtained from the Chapter Secretary or President-Elect with approval of the President-Elect. Absentee ballots must be distributed and returned before elections. No ballots will be counted after the results of the elections have been announced. Absentee ballots will be counted at the same time as other ballots.

 

Section 4: Announcement of Election Results

When all ballots have been counted and the results determined, the Secretary shall announce the winner for each office via email and a posting on the Chapter bulletin board. The actual count is not to be divulged unless a majority of the members of the Executive Committee vote to enter the figures for any or all contests in the record. If they do so vote, the Secretary shall announce the actual count after the President has announced the winners.

 

If there are no objections from members of the Executive Committee, the results announced by the Secretary are final. If there is an objection, a majority vote of the Executive Committee shall be required to settle any questions.

 

Section 5: Term of Office

The term of office of the new officers shall begin with the first day of classes after SAVMA Symposium and end on the first day of classes after SAVMA Symposium the following year. Newly elected officers are required to attend any Executive Committee and Chapter meetings for one board meeting before their term has begun to facilitate the transition between incoming and outgoing officers. Outgoing officers will stay for one board meeting after their term has ended.

 

Section 6: Special Elections

A special election may be held at any Chapter meeting should the need arise. The date of this election must be approved by a unanimous vote of the Executive Committee. The Chapter membership must be notified of the date and the positions up for election at least two weeks prior to the special election.

 

Section 7: Junior Delegate Selection

The Junior Delegate position is only open to students that are in the first year class at the time that elections are held. Nominees must have paid dues before declaring their candidacy for the position. The Junior Delegate will be elected by the entire student body prior to December 15th. The election will be done via an online survey with information about the candidates including, but not limited to, a biography and platform. Information about the Delegate position will also be provided.

 

Article 5: Removal of Officers

 

Section 1: Grounds for Removal from Office

Any officer may be removed from office for any cause found to be significant by a two- thirds vote of members present at a meeting as described in Section 2 below.

 

Section 2: Procedure for Removing an Officer from Office

Any Chapter member may move that an officer be removed from office. He/She must attend a Board meeting and state in a motion the officer’s name and the specific reason he/she wishes the officer be removed from office. The motion must be seconded, but it may not be discussed further at the meeting. At the following Board meeting proponents of the motion may speak first. Opponents of the motion may speak next. When discussion is concluded, a vote shall be taken of members present. A motion for a secret ballot shall be considered in order and shall require a majority vote for passage. Members of the Executive Committee, excluding the officer in question, shall supervise the voting. A majority of the current Chapter membership shall be required to vote affirmative to pass the motion. Voting must take place within two weeks of the motion being proposed. The results, including the numerical count, shall be announced by the Secretary unless he/she is the officer in question, in which case the President shall announce the results. No further discussion of the matter shall be considered in order. If the motion is carried, the person shall no longer hold office, but he/she shall retain all rights and privileges of membership.

 

Article 6: Replacement of Officers

 

Section 1: President-Elect, Vice President, Secretary, Treasurer, Treasurer-Elect, and SAVMA Delegates

If the President-Elect, Vice President, Secretary, or Treasurer-Elect, or Junior Delegate is unable or unwilling to carry out the duties of his/her office, a successor may be appointed by the President with the approval of two-thirds of the remaining Executive Committee members. If the Treasurer or Senior SAVMA Delegate is removed from office, the Treasurer-Elect or Junior SAVMA Delegate will assume the open office and a successor may be chosen according to the respective process of each office (see above).

 

Section 2: President

The President shall not be replaced. If he/she is unable to resume his/her office before nominations for the annual elections in the spring, nominations shall be accepted for the office of President in accordance with Article 4, Section 2.

 

Section 3: Class Representatives

It is the responsibility of each class to replace its own representatives according to procedures determined by members of the class.

 

Section 4: General Members

For removal of general members, see Article 10, section 6.

 

Article 7: Meetings and Lecture Presentations

 

Section 1: Frequency

There shall be at least four Executive Committee and Board meetings during each semester. Every effort should be made to schedule these meetings once-monthly. There shall also be at least four scheduled lecture presentations per semester for all Chapter members. The President shall schedule all Board meetings and the Vice President all lecture presentations. All lecture presentations times shall be announced to the classes via email by the Secretary both one week and one day prior.

 

Section 2: Quorum

Two-thirds of the Executive Committee plus five additional Board or Chapter members shall constitute a quorum to conduct business.

 

Section 3: Program

The Vice President, along with the help of the Executive Committee, shall prepare a program for each lecture presentation, and shall submit it to the President for approval.

 

Section 4: Attendance

An Executive Committee member is required to attend all Executive Committee meetings and all Board meetings in his/her given term of office (1 or 2 years as defined in Article 1). Excused absences will be approved by the President provided the Executive Committee member sends a report to the President prior to the missed meeting (except under extenuating circumstances as determined by the President). If more than two Executive Committee or board meetings are missed with unexcused absences per semester that is grounds for dismissal by a majority vote of the Executive Board.

 

The President and the President-Elect are required to attend an AVMA Convention and a SAVMA Symposium in his/her respective term of office. Failure to attend these meetings is grounds for removal from office. If there are extenuating circumstances preventing attendance at AVMA Convention or SAVMA Symposium, the Executive Committee member must receive a majority vote of the Executive Committee for approval of the absence.

 

The Senior SAVMA Delegate and Junior SAVMA Delegate are required to attend an AVMA Convention and a SAVMA Symposium in his/her respective term of office. The Delegates must abide by the attendance policy and are subject to any resultant disciplinary actions as described in the SAVMA House of Delegates bylaws.

 

The Board member should attend all Board meetings in his/her given term of office (1 year as defined in Article 2). Each Board member is permitted two (2) excused absences per semester. Excused absences will be approved by the President. Any unexcused absence is grounds for removal from office. If the Board member shares his/her duties, at least one co-Committee Chair or co-Representative must be present at each Board meeting. Failure of either co-Committee Chair or co-Representative to attend a meeting results in an excused absence for both Board members provided they send a committee member proxy to the meeting or a report to the President prior to the missed meeting. If the Board member does not share his/her duties, he/she must send a committee member proxy to the meeting or a report to the President prior to the missed meeting. Failure to fulfill one of the aforementioned requirements results in an unexcused absence. If there are extenuating circumstances preventing attendance at (a) Board meeting(s), the Board member must receive a majority vote of the Executive Committee for approval of the absence.

 

Article 8: Honorary Membership

 

Section 1: Definition

Honorary membership may be bestowed upon any person, with the exception of undergraduate or veterinary students, by a two-thirds vote of members present at a Chapter meeting. The honorary membership is for life, and does not involve any financial responsibilities or voting privileges.

 

Article 9: Finances

 

Section 1: Repository of Funds

The repository for the Chapter treasury shall be selected by the Treasurer with the approval of the Executive Committee.

 

Section 2: Disbursements

All disbursements shall be in the form of a check or debit card drawn on the account of the Ohio State University Chapter of the Student American Veterinary Medical Association. If the disbursement is in the form of a check, it shall bear the signature of the current Treasurer or the current President. A budget for the coming year shall be prepared by the Treasurer and shall be presented at the last Board meeting of the spring semester. A two-thirds majority vote shall be required for adoption of the proposed budget.

 

Section 3: Receipts

All funds received by the Chapter are to be presented to the Treasurer for deposit into the treasury. In each instance, a receipt is to be issued and a copy of the receipt kept for the duration of the term of office of the current Treasurer.

 

Section 4: Taxes & Annual Report

After completion of the proposed budget for the academic year (August 1st- July 31st), the Treasurer shall assemble the receipts and documentation from the past academic year; if gross receipts (defined as the total amount the Chapter received from all sources during the academic year without subtracting any costs for that academic year), exceed $50,000 for that academic year, the Chapter cannot file an electronic 990-N and must assemble receipts necessary for completion of an IRS Form 990- filing as a 501c6.

 

At the completion of his/her term of office, the Treasurer shall prepare a written report concerning the financial status of the Chapter and submit copies to the incoming President and Treasurer.

 

Article 10: General Membership

 

Section 1: Dues

The dues for membership shall be set by the Executive Committee. Currently, National SAVMA and local chapter dues add up to $35 per year- $12 to the national organization and $23 to the Chapter. Four-year membership dues are not available as of the class of 2021, and all students in the class of 2021 and thereafter shall pay annual dues online via the SAVMA dues website. Dues may be paid retroactively as long as the member is current with all other points or can make up the points under Article 9, Section 6 of this document.

 

Section 2: Definition of Active Membership/Membership in Good Standing

Members who pay their dues for all 4 years as a veterinary student and fulfill the following requirements shall retain membership in good standing:

  • As a first-year veterinary student, obtain four (4) points

 It is required that one of the four points earned as a first year is acquired through the process of participating as active members of their given committee. The requirements for earning a “committee point” are to be determined by the committee chair(s) of each committee. All decisions concerning the eligibility of a member’s actions toward earning their committee point are at the discretion of the chairperson(s) of the given committee.

  • As a second-year veterinary student, obtain three (3) points.
  • As a third-year veterinary student, obtain two (2) points.
  • As a fourth-year veterinary student, obtain one (1) point.

 

Should a student lose his/her good standing with the organization because he/she did not fulfill the points requirement of the previous year, he/she may, with a 2/3 vote of the Executive Committee, be granted the opportunity to compensate the Chapter the points he/she did not obtain in addition to the total number of points required for the current year. To be eligible for a vote of the Executive Committee, the following conditions must be met:

-                The student has not lost previously his/her good standing with the Chapter.

-                He/she obtained at least half of the points required the previous year.

-                He/she paid dues on time in the previous year.

-                He/she received the required “Committee Point” in his/her first year.

 

Should the student in question obtain the missing points from the previous year in addition to the points required for the current year, the student will regain his/her good standing with the organization.

 

Should a student not receive their required committee point in their first year due to extenuating circumstances (as determined by the Executive Board) they may be granted an opportunity to join a committee again in order to gain the required point. A 2/3 vote from the Executive Board is required to approve any student making up their committee point.

 

Should the necessity arise for a student to repeat a year, his/her points shall not carry over from the previous year to the current year.

 

Section 3: Point Allocation

Offices must be held (not elected) in the fall of the current year to receive points. Points will be awarded as follows:

  • Two (2) points: Holding Chapter Executive Office (President, Vice President, Secretary, Treasurer, SAVMA Delegate)
  • Two (2) points: Serving as chairperson or co-chairperson of an approved SCAVMA
  • committee
  • Two (2) points: Serving as Chapter President-Elect/Treasurer-Elect
  • Two (2) points: Serving as a Chapter Class Representative first year.
  • One (1) point: Serving as a Chapter Class Representative second and third years.
  • One (1) points: Serving as a class executive officer: President, Vice President, Secretary, Treasurer, etc…
  • One (1) point: Paying annual dues on time.
  • One (1) point: Holding an executive position of any officially recognized school club or organization, including fraternities. (A list of all clubs and organization officers is kept by the Office of Professional Programs and updated each year. Eligible clubs can be added or removed with a simple majority vote of the Executive Committee.)
  • One (1) point: designated Chapter lectures
  • One (1) point for volunteering for or donating at a College of Veterinary Medicine blood or for volunteering for or registering at a bone marrow donor registration drive

*OVESS and student representatives for companies (for example, student for representatives) will not be awarded points for holding these positions due to the fact that these positions are compensated monetarily.

 

Other point opportunities will be available at the discretion of the President. The event organizer shall confirm event point eligibility with the President at least one week prior to the event. Eligible events include, but are not limited to, those serving the Chapter, the national organization, the College, or the community.

 

Section 4: Benefits of Active Membership

Only members in good standing will be allowed to apply for Professional Development funds. First years must acquire 2+ points per semester to be considered a member in good standing.

 

Only members in good standing are eligible for student professional liability coverage through the AVMA Professional Liability Insurance Trust (PLIT). Members who maintain active membership during all four years of school will be eligible for automatic, free initial membership in the AVMA upon graduation and all other benefits therein associated with membership in the AVMA.

 

Section 5: Point Appeal

Appealing points earned but not documented should be conducted electronically either through a survey or the official Points Committee email. This procedure may be modified by a simple majority vote of the Executive Committee. Any changes will go into effect at the beginning of the following semester.

 

Section 6: Member Removal

If a member is not in good standing for more than one year, such members are subject to removal from the organization at the discretion of the executive board. The executive board must discuss this issue with SAVMA membership directors at the AVMA (Program Coordinator of Membership and Field Services, and Student AVMA Advisor).

 

Section 7: OVESS Membership:

All dues-paying members of the Chapter will be considered members of OVESS. All members of OVESS, as well as associated faculty and staff at The Ohio State University College of Veterinary Medicine, will be able to purchase items from OVESS without any additional fee. Any non-members of OVESS or individuals who are not faculty or staff associated with The Ohio State University College of Veterinary Medicine will be charged an additional fee at the time of each purchase from OVESS. All incoming first-year students will be exempt from the fee until a week after the Chapter Introductory Meeting, when they have the opportunity to join the Chapter.

 

Article 10: Amendments

 

Amendments to these bylaws, excluding those presented in the yearly revision and approval process, may be presented at any Board meeting. The Secretary shall read the proposed amendment at the following Board meeting. A two-thirds vote of both the Executive Committee and Board members shall be required for adoption of the amendment.

 

The Chapter Secretary shall advise the SAVMA Advisor of any proposed amendments to the bylaws. Such alterations must be reviewed and approved by SAVMA and AVMA before they can be presented to the Chapter.

 

Article 11: Approval of Bylaws

 

At an Executive Committee meeting, these bylaws must be approved by a two-thirds majority of the officers. These bylaws must then be approved by a two-thirds majority of all present at the next Board meeting.

 

Article 12: Professional Development Funds (PDFs)

 

Section 1: Applications & Regulations

The application form for professional development funds can be found on the CVM community or in the email from the executive board. There shall be two PDF cycles per academic year: after summer break, after winter break.

 

Applications are reviewed by the Treasurer and Treasurer-Elect, and disbursements are made shortly thereafter. Only active Chapter members are eligible for PDFs.

 

Modifications to these procedures and regulations may be made with a majority vote of the Executive Committee. Any changes will go into effect at the beginning of autumn semester of the following academic year. The academic year is equal to the PDF year- funds distributed in the fall will mark the beginning of a PDF academic year.

 

Section 2: Awarding of Funds

Applications for PDFs will be reviewed by the Treasurer and Treasurer-Elect and funds allocated to students/groups shortly thereafter. Funds will be distributed based on the funds available and the amount of funding requested each PDF cycle. If funds are not sufficient to provide 100% reimbursements, a percentage of each student’s request will be reimbursed. Fund availability is determined by income from the Hills College Feeding Program and our Chapter profits. The Chapter Executive Committee reserves the right to deny any applications if sufficient funds are not available.

 

Article 13: Class of 1968 Endowment Travel award

 

Section 1: Applications and Regulations

The application for the Class of 1968 Endowment travel award can be found in the email from the executive board.  The award chosen annually in April.

 

Applications should focus on funding an externship (travel, housing, insurance) which the student feels they cannot complete locally.  Events that are not eligible include: SAVMA symposium and AVMA convention- as the AVMA provides many fundraising opportunities for these events. 

Events funded by the Class of 1068 Endowment Travel award are not eligible for additional reimbursement from PDF applications.

 

Section 2: Awarding of the Funds

Applications are reviewed by the Chapter Advisors, and winners are announced shortly thereafter.  Only active chapter members are eligible for application.  A minimum of 4 winners must be chosen annually.

  • 1 first year student
  • 2 second year students
  • 1 third year student

 

Funds will be allocated to students prior to the end of the spring semester via the Treasurer or Treasurer-elect.

 

 

Article 14: Non-Discrimination Statement

 

This organization and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veterans.

 

 

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