Constitution of the University of Louisiana
at Lafayette Pre-Professional Society

Article I.  Organization Name  

1. Official Name: The name of this organization shall be The University of Louisiana at Lafayette Pre-Professional Society.
2. Abbreviated Name: In cases where the complete organization name is not required or appropriate, the organization may be referred to as the Pre-Professional Society.
3. Initials: In documents, announcements and other intra-organizational situations, the organization may be known as PPS.

Article II.  Purposes 

1. To provide all students interested in graduate medical education a forum for learning about their desired professions, learning about the health care system in general, and meeting other students with similar interests.
2. To provide an environment that supports the creative ideas of health-care professionals in training.
3. To serve as a forum for discussion of health care related issues.
4. To seek, develop, and provide opportunities for community service for individuals and for the group.
5. To seek to provide other relevant materials or opportunities deemed necessary for its members to achieve their academic and career goals within the confines of the organization’s purpose.
6. To be financially independent and maintain a stable financial base.
7. To continue to develop health-care leadership.
8. To periodically re-evaluate the above purposes and ensure that they are carried out in a proper fashion.
9. Activities that result in undue physical stress or any subtle or covert technique that will impair, make captive, or destroy an individual’s freedom of thought will not be tolerated.
10. This organization will adhere to all policies and regulations of the University of Louisiana at Lafayette and the University of Louisiana System.

Article III.  Membership and Dues  

1. Eligibility:

All students enrolled at the University of Louisiana at Lafayette are eligible for membership.

1. Membership

To be considered a member of the Pre-Professional Society, an eligible student must fulfill all of the following requirements for both the Fall and Spring semesters of each academic year:

1. Pay their membership dues of $15 per semester or $25 for two consecutive semesters. Membership dues must be paid by the third general meeting of each semester. Membership will not be denied on the basis of inability to pay. An eligible student may request in writing a waiver of dues with the reasons for the request. The officers of the society will read and respond to each request.
2. Attend all meetings. One absence per semester will automatically be considered excused. Any further absences from meetings will result in loss of membership for that semester. Exceptions for absences may be granted for legitimate school, work, or unexpected personal health conflicts if forward notice was given to the Secretary and approved by the President. Previously paid dues will not be refunded.
3. Submit proof of community service not less than twelve (12) volunteer hours per semester and not less than two (2) of the twelve required be society sponsored activity hours per semester. The Volunteer Coordinator will maintain tallies of all community service hours and inform both the Faculty Advisor and President of any students who do not meet the monthly obligations. Community service may be waived in part or completely by the President or Faculty Advisor for special service to the Pre-Professional Society.
4. Members will be required to sell $40 worth of tickets for the fundraiser in the fall semester or donate the amount to support the organization’s philanthropy. 
5. Completing these above requirements, the member will be considered an active member.
6. In order to speak with Deans after organizational meetings, members must be active during the semester of the Dean’s presentation, and must have been active the previous semester. Members must also be applying to the school with which the Dean is head of.
7. In order to receive a graduation cord, members must have been active for four consecutive semesters and be active at the time of graduation.
8. Membership shall not be denied on the basis of race, color, religion, national origin, age, gender, or disability.
9. This organization will adhere to all policies and regulations of the University of Louisiana at Lafayette and the University of Louisiana System.
10. Furthermore, this organization will adhere to all policies and regulations set forth by the University of Louisiana at Lafayette, University of Louisiana System, and State Legislature regarding Hazing. The policy regarding Hazing can be found here:https://studentaffairs.louisiana.edu/sites/studentaffairs/files/UL%20Lafayette%20Hazing%20Policy%20-%20with%20Act%20443%20updates%20-%20OpRvw%202019%2008%2016v2.pdf

Article IV. Officers 

1. Designated Officers

The officers of the governing board of the Pre-Professional Society shall include: President, Vice-President, Treasurer, Secretary, Volunteer Coordinator, Senior Representative, Junior Representative, Sophomore Representative, Freshman Representative, Graduate Representative, Public Relations, Outreach Coordinator, Webmaster, Historian, and Assistant Volunteer Coordinator.

1. Eligibility, Terms of Service and Duties

All officers must continue to meet all membership requirements, including attendance, community service, dues in the form of their shirt rental fees, and a cumulative grade point average of 3.2 or higher while applying and for every term served as an officer. Officers will be required to attend all board meetings and general meetings with only one allowed absence per semester. Exceptions for absences may be granted for legitimate school, work, or unexpected personal health conflicts if forward notice was given and approved by the President.

The President shall:

1. Be of at least Senior status during the year of service.
2. The candidate must have been on the leadership board for one year.
3. Have been a member for at least two years.
4. Not serve more than two terms.
5. Preside at all meetings of the society.
6. Appoint any necessary committees or special coordinators.
7. Meet with the faculty advisor once a week, days of board meetings or according to the advisor’s wishes.
8. Review the constitution with the incoming President and Vice President.
9. Have the authority to co-sign checks unless the check is written to the President.

The Vice-President shall:

1. Be of at least Junior status during the year of service.
2. The candidate running must have been on the leadership board for one year.
3. Have been a member for at least the previous year.
4. Not serve more than two terms.
5. Coordinate the activities and efforts of the other officers in pursuit of the purposes of the society.
6. Inform the general members of the organization of all approved and adopted amendments to the constitution which directly affect them.
7. Assume the duties of the President in his/her absence, disability or ineligibility to complete their term.
8. Have the authority to co-sign checks unless the check is written to the Vice-President.

The Treasurer shall:

1. Be of at least Sophomore status during the year of service.
2. The candidate running must have been on the leadership board for one year and/or have previous treasurer experience of a collegiate organization
3. Oversee the collection and cataloging of dues.
4. Control the operating expenses of the society and advise the president on all expenses.
5. Oversee all fund-raising activities for the society. All fund-raising activities shall be carried out in accordance with the rules and policies of the Office of Student Affairs and the UL Lafayette Union.
6. Have the authority to co-sign checks unless the check is written to the Treasurer. 

The Secretary shall:

1. Keep a detailed record of all board meetings in order to provide the society with a record of board members present, issues discussed, etc.
2. Keep a general record of the yearly activities and speakers at general society meetings.
3. Keep a general record of all members of the organization including attendance at meetings, membership profiles and contact information.
4. Be responsible for sending letters of appreciation to all guest speakers and sponsors.

The Volunteer Coordinator shall:

1. Maintain information concerning volunteer opportunities for all members.
2. Maintain records on the community service completed by all members of the society.
3. Provide no less than four group volunteer activities each semester.

The Senior Representative shall:

1. Be of Senior status during the year of service.
2. Provide support for other Seniors in the society.
3. Be responsible for maintaining resumes for freshman elections.
4. Keep in contact with their class monthly. 

The Junior Representative shall:

1. Be of Junior status during the year of service.
2. Provide support to other Juniors in the society
3. Keep in contact with their class monthly. 

The Sophomore Representative shall:

1. Be of Sophomore status during the year of service.
2. Provide support for other Sophomores in the society.
3. Be responsible for keeping a log of and providing refreshments for all meetings.
4. Keep in contact with their class monthly. 

The Freshman Representative shall:

1. Be a Freshman during the year of service.
2. Provide support for other Freshman in the society
3. Keep in contact with their class monthly. 

Public Relations shall:

1. Be responsible for publicizing and promoting the society on social media platforms. 
2. Take pictures at all events and meetings. 
3. Be responsible for maintaining the Remind101 app. 

The Outreach Coordinator shall:

1. Be responsible for reaching out and coordinating speakers for meetings. 
2. Be responsible for all hospitality needs of the speaker.
3. Provide special refreshments for deans that speak at society meetings.
4. Organize the information table for campus events, including but not limited to Get on Board Day, Orientation, and Science Day.

The Webmaster shall:

1. Be responsible for maintaining the society’s website, calendar, email account, and newsletter.
2. Update the website with current pictures of the society.

The Historian shall:

1. Maintain the society’s bulletin board by posting new board member pictures and other announcements.
2. Be responsible for designing and printing flyers as needed for Pre-Professional Society events.
3. Be responsible for designing t-shirts and boards used for orientation. 

The Assistant Volunteer Coordinator shall:

1. Assist the Volunteer Coordinator with Volunteer Coordinator duties.

The Graduate Representative shall:

1. Be in Graduate school during the year of service.
2. Provide support to the Graduate students in the society.

1. Elections

The position of President shall be appointed by the faculty advisor. All other officers shall be elected at the second to last regular meeting of the spring semester. The Freshman Representative will be elected at the second meeting of the fall semester.

Any member wishing to run for an office shall attend the board meeting immediately prior to the scheduled election meeting to submit any material to be posted regarding the candidate. Members wishing to run must also have a cumulative GPA of 3.2 and have been an active member of the Pre-Professional Society for one semester. No new candidates will be accepted after this board meeting.

Each candidate may run for one office only, if a particular race is lost they may not run for a “second choice” office. The officer vote of the vice-president and president are exempt from this rule.

Balloting will be done as a Google Form with a minimum of three persons counting votes. Two of the counters should be the sitting president and another board member. The third person will be a member of PPS who is not on the PPS board.

Any vacancies that arise in the course of the academic year shall be filled via the above procedure with the candidates submitting election materials at the soonest approaching board meeting.

1. Removal of Officers

Officers can be removed from office by a two-thirds vote of the board members present at a meeting where a motion for removal of an officer is made.

1. Board Meetings

A board meeting of all the officers will be held one week prior to a scheduled meeting.

The faculty advisor will be advised of all board meetings.

An issue that is voted upon at a board meeting that results in a tie will be presented to the membership at the next general meeting for a vote.

Article V. Meetings 

1. Time and Place

At least four(4) general meetings shall be held during each semester; the place and hour shall be determined by the officers.

Article VII. Advisor 

The advisor of the University of Louisiana at Lafayette Pre-Professional Society must be a faculty or staff member of the University of Louisiana at Lafayette. The advisor shall oversee the governing board and be advised of all board meetings.

Article VIII. Amendments

Motions to amend the constitution may only be held at board meetings in which at least two-thirds of the board members are in attendance and available to vote.

If possible, all amendments must be submitted in writing to the president before the start of the meeting.

All amendments, additions and/or deletions which obtain a two-thirds approval vote of the board members shall be adopted and immediately take effect.

All approved amendments that directly affect the general body of the society must be introduced and explained in the following meeting. In addition, the vice-president must email all current members to inform them of the change.

All amendments must be in consonance with the University of Louisiana at Lafayette regulations and policies.

Article IX. Updating the Constitution

1. This constitution is valid for the Pre-Professional Society until the end of the Fall semester of 2021.
2. The constitution must be updated, signed, and ratified at the end of every academic school year by the standing board.