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AMS Graduate Student Chapter ProgramRules of Procedure

Articles

ARTICLE I: PURPOSEARTICLE II: INSTITUTION SERVEDARTICLE III: ESTABLISHMENT AND MAINTENANCE OF A CHAPTERARTICLE IV: CHAPTER MEMBERSHIPARTICLE V: OFFICERSARTICLE VI: EVENTSARTICLE VII: COMMITTEESARTICLE VIII: CHAPTER FUNDINGARTICLE IX: AMENDMENTSARTICLE X: TERMINATION OF THE CHAPTER

Note: The following is the template that an organizing Chapter must use to design the Rules of Procedure for a proposed Chapter. Text in italicized red font is informational only and should be deleted or replaced with the appropriate information about the proposed Chapter. All other text must remain unless approved by the Chapter and AMS Director of Membership.

These Rules of Procedure (hereinafter called Rules) apply to the AMS Graduate Student Chapter called "(name of college or university) Graduate Student Chapter of the AMS" (hereinafter-called Chapter).

The American Mathematical Society forms the Chapter to which these Rules apply. The Chapter shall not affiliate with any other organization without first obtaining approval from the AMS, although joint meetings and activities with chapters of the MAA, AWM or SIAM are permitted and encouraged.

ARTICLE I: PURPOSE

I.1. The mission of the American Mathematical Society (AMS) is: To further the interests of mathematical research, scholarship and education, serving the national and international community through publications, meetings, advocacy and other programs.

I.2. The goals of the AMS are as follows:1. Promote mathematical research, its communication and uses2. Encourage and promote the transmission of mathematical understanding and skills3. Support mathematical education at all levels4. Advance the status of the profession of mathematics, encouraging and facilitating

full participation of all individuals5. Foster an awareness and appreciation of mathematics and its connections to other

disciplines and everyday life

I.3. The purpose of the AMS Graduate Student Chapter Program is to make meaningful contributions to the professional development of graduate students in the mathematical sciences and to encourage graduate students to engage with the Society. The AMS reserves the right to limit the total number of approved AMS Chapters. The AMS will evaluate this threshold as needed and announce to the community when/if additional chapters will be placed on hold.

I.4. The AMS Graduate Student Chapter objectives and purpose shall be consistent with the mission and goals of the AMS.

ARTICLE II: INSTITUTION SERVED

II.1. Sponsoring organizations will be colleges and universities with an AMS Institutional membership. II.2. The Chapter will consist of members from the sponsoring institution. The Sponsor of this Chapter is (name of college or university).

II.3. The Sponsor of the Chapter shall appoint a Faculty Advisor, who is a member in good standing of the AMS, for a term of (term of Advisor position). In the event said Advisor relinquishes his/her position, the Sponsor shall appoint a new Advisor. The responsibilities, rights and duties of the Faculty Advisor shall be those normally assigned to the Faculty Advisor of student organizations of the Sponsor.

ARTICLE III: ESTABLISHMENT AND MAINTENANCE OF A CHAPTER

III.1. Process for establishing a new Chapter: 1. Submit the following to the AMS Membership Department:

o Petition for the Formation of a Graduate Student Chapter of the AMS (Addendum I)

o Annual Fund Request and Membership Roster Worksheet (Addendum II)2. The AMS Office of the Secretary will review these items to determine if approved. 3. Receive welcome notification once approved.

4. Begin official Chapter events and ongoing responsibilities.

III.2. Ongoing activities and responsibilities:

1. Submit the Annual Fund Request and Membership Roster Worksheet on or before September 30. Requests for Additional Funding shall follow protocols set in Article IX: Funding. The Chapter must include a roster of name and contact information for participants.

2. Operate Chapter events as explained in Article VI. 3. Submit the End of Year Activities and Financial Report on or before June 30. The

Chapter will provide the AMS a report of its activities, revenue, and expenditures each year. The Chapter is encouraged to investigate additional sources of funding.

ARTICLE IV: CHAPTER MEMBERSHIP

IV.1. Any student engaged or interested in mathematics and its applications shall be eligible for membership in this Chapter. Although the program is designed with graduate students in mind, schools without graduate programs but who meet eligibility requirements may participate.

IV.2. In its initial year of conception, at least five (5) AMS student members will also be chapter members. In its second year and subsequent years, the Chapter must maintain a minimum of ten (10) student members of AMS to remain eligible for annual funding. (Note: Institutional Members of the AMS may nominate all graduate students to become AMS members for free. Institutional Members that do not have a graduate program in mathematical sciences are entitled to nominate up to four (4) individuals for membership, which the institution might consider granting to four students of its selection.)

IV.3. Annual dues, if any, shall be the responsibility of the Officers or the Executive Committee of the Chapter. Dues income must be reported appropriately in the Chapter’s End of Year Activities and Financial Report.

IV.4. Termination of student membership will take place upon graduation, withdrawal from the university, or upon failure to pay dues, as applicable.

ARTICLE V: OFFICERS

V.1. The Chapter shall have a President, Vice-President (optional), Secretary, Treasurer, and Member at Large. This group shall be known as the Executive Committee. The offices of Secretary and Treasurer may be combined, especially in small Chapters. Officers shall be members in good standing with the AMS. The Executive Committee shall be responsible for completing and submitting the Annual Fund Request and Membership Roster Worksheet to the AMS each year by September 30.

V.2. The President shall preside at the meetings of the Chapter (and the Chapter Executive Committee (see Article VII below). In the absence of the President, the Vice-President shall assume the duties of the President. In the absence of the

latter, the Secretary shall assume said duties. In addition to the duties outlined above for the Vice-President, the organizers may wish to specify additional duties, such as responsibility at meetings or other Chapter activities.

V.3. The Secretary shall keep a record of the affairs of the Chapter, handle correspondence, and submit their accounting of events via the End of Year Activities and Financial Report to the AMS each year by June 30.

V.4. The Treasurer shall handle Chapter funds and shall submit the End of Year Activities and Financial Report to the AMS each year by June 30. In addition, the Treasurer must adhere to requirements as set in Article VIII.

V.5. The Member at Large will be a first or second year graduate student who assists the Executive Committee in planning events and completing requirements. The term of office for this position shall be one year.

V.6. The terms of office for Chapter Officers, with exception of the Member at Large, shall be (Organizers shall specify the terms of office here. It is suggested that Chapter Officer terms do not exceed two years, but re-election of an officer for an additional term should be permissible. Two-year terms permit staggering of terms, which fosters continuity of Chapter management.).

ARTICLE VI: CHAPTER EVENTS

VI.1. Chapter events must support the goals of the AMS. Transactions eligible for AMS funding include: honoraria or travel for a speaker invited to address the chapter, food and beverage at chapter meetings; supplies, copying, and printing promotional information; one-day group field trips (minimum five Chapter member attendees) for an event involving the profession.

VI.2. Transactions not eligible for AMS funding include awards, prizes, registration for conferences, individual student travel to conferences, or hotel accommodations. Due to the availability of AMS Travel Grants, Chapter funds shall not be used to attend AMS meetings or to attend meetings organized by other professional societies. Other types of expenditures may be requested, but require prior approval.

VI.3. The Chapter will obtain approval from the AMS Creative Services Department before using the AMS logo. Before requesting approval, the Chapter may use the AMS Branding Toolkit (Addendum IV) as a design model. The Chapter will submit a draft for approval to chapter-garequest@ams.org.

VI.4. There shall be at least (indicate the number) events per year. Event topics are selected by (example: Executive Committee or Education Committee, etc.) and are scheduled and implemented by (example: Executive Committee and/or Education Committee, etc.).

VI.5. The Chapter shall conduct at least one business meeting of the Executive Committee per year. The President or the Treasurer on two weeks’ notice may call other business meetings.

VI.6. The Chapter Officers should prepare and maintain electronic minutes from business meetings. Minutes should be available to future leaders for historical reference.

VI.7. All Chapter events must have the approved AMS logo sign viewable at the event. If damaged, the Chapter may request a replacement sign from the AMS.

VI.8. A Chapter Officer will announce at the start of each Chapter event that the AMS funded the event. If other entities have provided funding, they should be acknowledged at the same time.

VI.9. Chapter events should be documented with photographs. Photographs should be emailed to the AMS Membership Department or uploaded onto the AMS Graduate Student Chapter Program private Facebook page.

ARTICLE VII: COMMITTEES

VII.1. In addition to the Executive Committee, this Chapter will have the following Committees: (If the Chapter wishes to have Committees, list them in this section. Committees provide support to leadership and training to new student members to ensure a longstanding active Chapter. Possible Committees could include a Nominating Committee to assist in the selection of Chapter leadership, a Membership Committee to assist in the engagement of new and current members, or an Education Committee to assist in the planning of Chapter events. If the Chapter does not wish to have Committees, the contents of this entire Article may be removed and following article numbers should be updated)

VII.2. Committee members are elected by (examples: the Chapter Officers, Nominating Committee, etc.).

VII.3. The terms of office for Committee members are (examples: one year, two years, until vacated)

ARTICLE VIII: CHAPTER FUNDING

VIII.1. The Chapter may levy dues, voluntary or otherwise, collect registration fees for Chapter meetings, and otherwise raise funds in any lawful manner consistent with these Rules. The Executive Committee shall set chapter dues. This Chapter (choose one: shall not collect dues from its members OR shall collect dues from its members as set by the Executive Committee).

VIII.2. The Chapter may limit the privilege of voting for officers and committee members to those members of the Chapter who have paid such dues. This Chapter (choose one: shall limit the privilege of voting for officers and

committee members to those members of the Chapter who have paid such dues OR shall not limit the privilege of voting for officers and committee members to those members of the Chapter who have paid such dues).

VIII.3. The sponsoring institution shall handle the Chapter’s funds in an appropriate manner. If the sponsoring institution is an academic institution, it may allocate responsibility for handling the Chapter’s funds to an academic department. All funds provided by the AMS shall be available to the Chapter for its activities and will be disbursed to the Chapter for purposes decided by the members of the Chapter. The sponsoring institution will not deduct any funds for overhead, direct or indirect costs, or any other purpose.

VIII.4. The Treasurer shall maintain books of account that show income, expense items for all activities and balances for all accounts of the Chapter, and continue to do so in the same document to capture historical analysis of Chapter activities. This may be an electronic document.

VIII.5. Chapters must submit an Annual Fund Request and Membership Roster Worksheet. Chapters may request up to $350 per academic year from the AMS. Except in the initial year, requests for funding must be submitted on or before September 30 of year n for the academic year n to n+1 and the Chapter must consist of at minimum, ten (10) active AMS student members.

VIII.6. Chapters may request additional funding for special activities. The Chapter must request the supplemental funding via the Annual Fund Request and Membership Roster Worksheet on or before September 30, except in the initial year. Requests for additional funding received after the September 30 deadline will be considered on a case-by-case basis. The additional amount may not exceed $400 for a total of $750 of funding in one year. Chapters receiving additional funds will comply to the following requirements:

1) Use of additional funding should address an area of need in the mathematical sciences community. Such areas may include promotion of diversity and inclusion, development of improved mathematical education in underserved communities, preparation of graduate students as they enter the workforce, etc.

2) Complete the Additional Fund Request Report provided in the Annual Fund Request and Membership Roster Worksheet. This report requires details of the intended use of additional funds including the event(s’) purpose, area of need, agenda including date of event(s), audience, and expected results. The Chapter President and Treasurer must agree on the request.

3) Upon completion of the event(s), the following reports must be submitted:a. Chapter Officer Summary of Event(s) Report: Submit this summary as a Word

document. This report must provide the purpose of the event, specific area(s) of need that were met, date and agenda, audience, results including challenges and/or suggestions for improvement, and photographs of the event(s). The AMS reserves the right to share the contents of this report with AMS leadership and/or include in AMS advertisements and social media releases.

b. Chapter Faculty Advisor Summary of Event(s) Report: Submit this summary as a Word document and a maximum of two pages. Comments should include a summary of the event(s) proceedings from the Advisor’s standpoint and feedback/recommendations.

4) The Chapter must submit the aforementioned reports in order to submit the following year’s Annual Fund Request and Membership Roster Worksheet.

VIII.7. Other than seeking funds from the sponsoring institutions of the Chapter, no officers or member of the Chapter may apply for a grant to support the Chapter activities or enter into any contract to support such activities or provide services, without approval of the President and the Treasurer of the AMS or the Executive Director of the AMS acting on behalf of the Treasurer.

ARTICLE IX: AMENDMENTS

IX.1. These Rules may be altered or amended with the approval of the AMS Director of Membership. Submission of proposal alterations or amendments shall be made only after approval by majority vote of members of the Chapter present (or represented by proxy) at a scheduled meeting. Chapter Officers may wish to include provisions for bringing the notice of the proposed change to the attention of the Chapter members.

ARTICLE X: TERMINATION OF THE CHAPTER

X.1. A Chapter may terminate itself by the unanimous vote of the members of the Chapter present (or represented by proxy) at a scheduled meeting, provided that notice of the proposed termination and the meeting at which it is to be considered has been given to all Chapter members at least 30 days in advance.

X.2 The AMS Board of Trustees may terminate a Chapter if there has been no Chapter activity for one year.

X.3. In the event a Chapter terminates, the funds to which it has legal title shall revert to the account of the AMS.

Date of Adoption: May 2018

Chapter PetitionSAMPLE

Petition for the Formation of a Graduate Student Chapter of the AMSWord document available on www.ams.org/programs/studentchapters or request at membership@ams.org.

AMS Graduate Student Chapter Annual Fund Request and Membership Roster Worksheet

Chapter Petition

ADDENDUM IIAnnual Fund Request and Membership

Roster Worksheet

SAMPLE

SAMPLE

Excel spreadsheet available on www.ams.org/programs/studentchapters or request at membership@ams.org.

SAMPLE

ADDENDUM IIIAnnual Activities and

Student Chapter Annual Activities and Financial ReportExcel spreadsheet available on www.ams.org/programs/studentchapters or request at membership@ams.org.

ADDENDUM IVAMS Branding Toolkit

SAMPLEADDENDUM III

Annual Activities and

AMS Branding ToolkitAvailable on www.ams.org/programs/studentchapters or request at membership@ams.org.

ADDENDUM IVAMS Branding Toolkit