Bylaws of the Student Chapter of the AVMA
Article I: Name
Section 1. The name of the organization shall be the "Student Chapter of the American Veterinary Medical Association at the University of Tennessee." The organizations title shall be abbreviated as SCAVMA.
Section 2. The Chapter shall operate under an official charter granted by the American Veterinary Medical Association.
Section 3. The Chapter shall be self-governing in all matters not in conflict with the provisions of this constitution.
Article II: Object
Section 1. To promote a friendly spirit among the students enrolled in the course of veterinary medicine.
Section 2. To provide an additional opportunity for the members to gain professional knowledge and an understanding of professional ethics and conduct.
To encourage student involvement in organized veterinary medicine.
Section 3. To develop leadership skills through training received in conducting SCAVMA affairs.
Section 4. To make available to the students the opportunities offered by the American Veterinary Medical Association (AVMA) to its Student Chapters.
Article III: Members
Section 1. Regularly enrolled students in the College of Veterinary Medicine, University of Tennessee, may become members of this organization upon payment of dues to both SCAVMA at UTCVM and to the AVMA.
Section 2. Members of the faculty, and such others as the SCAVMA may see fit to elect, shall be Honorary Members.
Section 3. A member in "good standing" at the time of graduation shall have paid dues for four years, have gained 50% of possible meetings points and also gained a total of four function points.
Points may be gained in the following manner:
General SCAVMA meetings are worth one (1) point each.
SCAVMA club meetings are worth one-half (1/2) point each regardless of the students membership status in the club.
Vaccination Clinics are worth one (1) meeting point each.
Four (4) are required for graduation in good standing.
SCAVMA/ Alpha Psi Auction: Half a day (less than four hours) is worth one-half (0.5) a function point, and a full day (more than five hours) is worth one (1) function point. A finite number of students, to be determined by the Auction Committee (Presidents of Alpha Psi and SCAVMA and their associates), will be appointed to work the Auction. No student may receive more than two (2) function points from working the Auction.
UTCVM Open House is worth one (1) function point for each day worked.
A member may appeal to the Executive Board for waiver of requirements on a case by case basis.
Article IV: Officers
Section 1. The officers of the SCAVMA shall consist of a president, president-elect, secretary and treasurer. Each of these officers shall be chosen in accordance with Article VI, I, and X of the By-Laws and continue in office for one term or until their successors have been elected and installed. The eligibility, tenure, duties and method of election shall be described in the bylaws.
Section 2. The officers having immediate charge of the SCAVMA affairs shall consist of a president, president-elect, secretary and treasurer, along with the Executive Board.
Section 3. The president shall be a third year student; the president-elect shall be a second year student; the secretary and treasurer shall be second or third year students.
Section 4. Candidates for any SCAVMA office shall be full-time veterinary students not on academic probation, and a dues paying member of SCAVMA at the time of election.
Section 5. The Executive Board shall pass on the eligibility of all nominees for the various offices. This shall be done during the interval between the meeting at which the nominations were made and the date of the elections.
Section 6. The term of office for all officers and representatives shall be one collegiate year. First year officers will serve only about 3/4 of a calendar year as they are elected in the fall.
Section 7. The collegiate year shall end and begin with the installation of new officers at the last meeting of the spring semester.
Section 1. The president shall be the chief executive officer of the SCAVMA.
Section 3. Duties
a. The president shall preside at all meetings of the SCAVMA. In the absence of the president, the president-elect shall preside at the meeting of the SCAVMA.
b. The president shall appoint and dissolve all regular and special committees and shall promptly fill vacancies, created by any cause, in the membership of such committees.
c. The president shall serve as chairperson of the Executive Board, with the responsibility for calling all meetings, preparing an agenda, and facilitating all meetings.
The President shall be considered an ex officio member of all committees with full power to supervise and direct their work.
d. The president shall retain a vote in all decisions of the Executive Board and SCAVMA.
e. In the event that there is a tie in a vote held at a chapter or executive board meeting , the president shall vote to break this tie.
Section 2. Duties
a. The president-elect shall serve as a member of the Executive Board and shall preside in the absence of the president at chapter or Executive Board meetings.
b. The president-elect shall aid and assist the other officers of the SCAVMA in every way possible.
Section 2. Duties
a. Take records of each meeting and record attendance.
b. Prepare reports of each meeting to be posted in an area accessible to members.
c. Supply Executive Vice President of AVMA with lists or other information as may be requested, including any amendments made in the Bylaws.
d. Issue membership cards to members.
e. Serve as Secretary of Executive Board with the same franchise as other members.
Section 2. Duties
a. Shall be the sole custodian of the financial resources of the SCAVMA.
b. Keep account of resources and make disbursements as the SCAVMA may direct.
c. Balance the accounts at the end of the term and, if requested, submit the records to a committee or agency selected by the Executive Board for audit.
d. Serve as a Treasurer of the Executive Board with the same franchise as other members.
Section 1. Election (see Article VI)
The University of Tennessee Student Chapter of the AVMA will send the two selected voting delegates to the spring Student AVMA Symposium and the summer AVMA Convention to represent the UT Chapter. There will be two voting delegates, a junior delegate and a senior delegate. The junior delegate will be selected from the first year class each year at the beginning of the spring semester to replace the senior delegate. The term is for two years. The junior delegate will rise to the position of senior delegate upon the election of a new junior delegate.
Section 2. Payment of Expenses
The Student Chapter will pay the expenses incurred by the delegates while they are acting in their official capacities as representatives of the Student Chapter. These expenses will include: travel, meals, lodging, and miscellaneous expenses.
a. The most economical mode of travel will be utilized. Both delegates will travel in the same vehicle, and the cost of gas and oil will be paid by the SCAVMA. If highway travel is not feasible due to the distance and time that would be required and air travel is necessary, the plane tickets will be purchased as far in advance as possible in order to take advantage of any reduction in cost via special rates. If the cost of transportation is greater than the Executive Board deems feasible, the Executive Board will recommend that the number of delegates will be reduced to stay within the travel budget. If only one delegate can attend, then the senior delegate is given top priority to travel. The delegates may also appeal to the Student AVMA for additional travel funds if needed.
b. $500 will be budgeted for expenses incurred by both delegates for Symposium and another $500 for AVMA Convention. Any additional expenses incurred need to be presented to the Board with receipts for approval of reimbursement. A full day's allotment will be paid if departure from Knoxville is 12 pm or return is after 6 pm.
c. The cost of lodging will be paid by SCAVMA. Two rooms will be paid when necessary. These rooms should be obtained at the most economical rate that is available and still be of reasonable quality and within reasonable distance of the headquarters hotel. Any breakage or damage charge to the room will be paid by the delegate or delegates in whose name the room is rented.
d. All miscellaneous expenses incurred will be paid by the delegate him/herself unless these expenses are necessities required by the delegate's duties, i.e. registration fees, cost of material vital to the files of SCAVMA or cost of transportation to and from the airport and hotel or motel.
Section 3. Reporting of Convention
The senior delegate as corresponding delegate will report at a regularly scheduled meeting any information of interest to the chapter.
Section 2. Duties
a. Two faculty members shall serve as advisors to SCAVMA.
The senior advisor shall attend or be represented by the junior advisor at all meetings of the Executive Board.
b. One advisor shall attend all SCAVMA meetings.
c. The faculty advisors shall be members of the AVMA.
Article V: Executive Board
Section 1. There shall be a governing business body known as the Executive Board of the Student SCAVMA.
Section 2. The number of members of the Board, their terms of office, the method of selection and the filling of vacancies shall be provided in the Bylaws in Article VI.
a. The Executive Board shall consist of the following: president, president-elect, immediate past president, secretary, treasurer, junior and senior SAVMA delegates, one member from each academic class, the president of each academic class, one officer from each SCAVMA club and the senior faculty advisor.
b. All Executive Board members shall be SCAVMA members, not including the faculty advisors, who must be members of the AVMA.
c. For votes held by the Executive Board, a quorum of the board must be present. Fifty percent of the membership of the Board shall constitute a quorum
The Executive Board may choose to require chairpersons of extant ad hoc committees to serve as temporary, non-voting or voting members of the Executive Board.
Section 3. Duties
a. The Executive Board shall be the administrative body of the Chapter, and its regular meetings shall be open to all Chapter members.
b. The Board shall be charged with the duty of carrying out the provisions of the Constitution and Bylaws.
c. The Board shall report on its actions to the Chapter by means of posted minutes.
d. The Board shall pass on the eligibility of all applicants for membership to the AVMA or to SCAVMA if deemed necessary, and upon all charges of misconduct filed against the members.
e. The Board shall decide as to the eligibility of the members for SCAVMA diplomas.
Article VI. Elections
Section 1. The following elections are held during the academic year: 1) Class officers; 2) Student AVMA, House of Delegates, Junior Delegate; 3) Student Chapter of the AVMA Executive Board (President, President Elect, Secretary, Treasurer, IVSA Representative)
Section 2. The president shall appoint an election committee consisting of a representative of each class and one faculty member to supervise the voting. Absentee ballots shall be obtained from the class representative and after each election, returned in a sealed envelope.
Section 3. First year class SCAVMA representative and class president elections Shall be selected by ballot of the class as early as possible in the fall semester at the convenience of the class.
Section 4. Only members of the respective classes shall select by ballot their Executive Board class representatives.
Section 5. All officers shall be elected by ballot in accordance with customary parliamentary procedure. At least two candidates shall be nominated for each office.
Section 6. A simple majority vote of a quorum of the membership shall be required for election to each office.
Section 7. To confirm with this document, there shall be one Executive Board election during each collegiate year, held late in the spring.
Section 8. Election of the SAVMA-HOD Delegate will be within the first couple weeks of the spring semester. The election should be announced to eligible students (SCAVMA Members of the first year class) a minimum of two weeks prior to the established election date. Nominations will be taken up to a time established by the current Executive Board. On the date of the election, the candidates will attend each of the individual classes (1st, 2nd, 3rd years) at a time during which the majority of people in each respective class are present. Each candidate will make a brief speech. A separate election will be conducted in each classroom.
Section 9. Executive Board elections will be held at a time in accordance to the Constitution. It should be conducted in a similar manner as the Delegate election. The candidates will go to each class during the school day at an assigned time to give their speeches. Each class will vote after hearing the candidate's speech. Nominations shall be opened at a Chapter meeting in the late spring, as determined by the Executive Board. Nominations shall remain open for three (3) weeks.
Section 10. The president-elect shall assume the office of the president at the termination of the incumbent president's term of office, upon approval by a simple majority of the SCAVMA's members. This will be done at the same time as the elections for the executive board and will be included unopposed on the ballot as a 'yes' or 'no' approval of office. In the event of a 'no' majority, a new election for this office shall be held at the earliest convenient date to select a chapter president.
Section 11. The class representative for each respective class should be responsible for making sure only SCAVMA members vote in the election. Non-member votes should not be counted.
Section 12. One faculty advisor shall be selected each year, (at the same time as officers) for a two year term. The advisor serving the second year of his/her term will be the senior advisor. These advisors may be reelected. This advisor is selected by the Executive Board by a simple majority.
Section 9. Nominations shall be made at the meeting proceeding the last meeting of the term (see Article I, Section 4, Bylaws). Election of officers and their installation shall take place at the last business meeting of the term.
Article VII: General SCAVMA Meetings
Order of Business
Section 1. In all cases where both the Constitution and Bylaws are found insufficient, the SCAVMA shall employ "Rules of Order (Robert's)" as a guide.
a. Call to order
c. Reading of minutes
d. Committee reports
e. Unfinished business
f. New business
g. Nomination and election of officers
Section 2. The president, with the approval of the members present, may modify this order of business as deemed necessary or expedient.
a. At least three regular meetings shall be held each semester during the school year.
a. The Executive Board with the approval of the SCAVMA shall decide as to the time, location and frequency of regular meetings insofar as it does not interfere with Section 1 of this article.
Section 3. Quorum
a. Fifty percent of the membership shall constitute a quorum for the transaction of business.
Executive Board Chairman
Section 1. Election
a. The Executive Board shall elect a chairman at the Board's first business meeting of the collegiate year.
Section 2. Duties
a. The chairman shall preside at all meetings of the Board. In his/her absence, the Board shall select a temporary chairman to transact business.
B, Amendments, Section 3. In order to assure an equal responsibility for the handling of SCAVMA affairs, the elective office of President and Chairman of the Executive Board shall not be held by the same individual simultaneously.
Article VIII: Committees
B, Amendments, Section 4. A standing committee should be established to promote the public image of the veterinary profession and University of Tennessee College of Veterinary Medicine. The committee shall be called the Public Relations Committee. The membership shall be on volunteer basis.
Article IX: SCAVMA Affiliated Clubs
Section 1. Purpose
1 To uphold the overall objectives of SCAVMA
2 To promote responsibility towards the SCAVMA organization.
3 To enhance members' veterinary educational experience by making available, through SCAVMA organized events, opportunities otherwise not available in the general curriculum.
4 To promote student-faculty interaction.
5 To provide opportunities for educational focus in a given species or interest.
Section 2. Club Requirements and Regulations
1.To establish a SCAVMA Affiliated Club, one must submit to the Executive Board a letter of intent which specifies the following:
a. The specialty area in which the Club will focus.
b. The names of the president, vice president, and faculty mentor.
c. A statement of purpose.
2. Each Club will have the minimum of the following:
a. A president, who shall serve on the Executive Board if he/she is a paying SCAVMA member.
b. A vice president.
c. A faculty mentor.
d. In the event that the club president is not a member of SCAVMA, a club officer who is a SCAVMA member will be selected by the club to serve on the Executive Board.
3. Each SCAVMA club must submit to the SCAVMA secretary:
a. An attendance record of any SCAVMA member present at a club meeting, by the end of the semester during which that meeting was held.
b. A current roster of club membership, at the beginning of each semester at a date to be established by the Executive Board.
c. Each SCAVMA club shall be solely responsible for at least one educational program at a general meeting of SCAVMA per year with the understanding that they may be called upon to host more than this one meeting minimum at the request of the Executive Board.
Section 3. SCAVMA Club Faculty Advisor
1. Each SCAVMA club president shall appoint a faculty advisor for the club. The advisor must be a member of the UTCVM faculty and of the AVMA and demonstrate expertise in the area of interest of the club.
a. Attend educational preoceedings held by the Club
b. Ensure the quality of content of the educational proceedings.
c. Provide direction for a first term SCAVMA club president.
d. Serve the club for a minimum of three consecutive semesters.
Section 4. SCAVMA Club Member Requirements
1. Payment of dues established by the Executive Board for semester membership to each individual club of desired membership.
2 SCAVMA club members do not have to be SCAVMA members, however:
a. The allotment of dues that goes to SCAVMA from each SCAVMA club will be deposited in the SCAVMA account.
b. Such club members cannot serve on the Executive Board.
c. Such members cannot be reimbursed for SCAVMA sanctioned events.
d. Must have a president or club member who is also a SCAVMA member to serve on the Executive Board.
Section 5. SCAVMA Club Meetings
1. Meetings may be scheduled with the consent of the club president, vice-president, or members.
2. Attendance at one SCAVMA club meeting is worth one half a point towards earning good standing, if the club fulfills the following requirements:
a. The club president or vice-president is present.
b. The purpose of the proceedings is to discuss clinical, ethical or business aspects of veterinary medicine.
c. Attendance of faculty and SCAVMA members is recorded by the club president, vice-president or secretary to be turned in to the SCAVMA secretary.
d. The meeting must be scheduled and publicized at last one week in advance and must be held at a time and place which makes it available to the Veterinary Teaching Hospital community.
Article X: Assessments
Section 1. All assessments necessary to meet expenses shall require a two-thirds affirmative vote of a quorum of the membership.
Article IX: Financial Policy
Section 1. Twenty percent (20%) of all club dues and fund raising shall go into the SCAVMA General Account. The remaining part of the funds shall go directly into the club's account.
Section 2. SCAVMA shall not receive any percentage from club money acquired through private donations.
Section 3. Clubs may obtain money from their accounts by contacting the SCAVMA treasurer.
Section 4. Clubs can obtain reimbursement for money spent on food and supplies at the general SCAVMA meetings (up to $50) by presenting a written request along with their receipts to the SCAVMA treasurer.
Section 5. Clubs may submit requests for funding from SCAVMA (up to $100) to bring speakers to general SCAVMA meetings or regular club meetings. However, these meetings must be open to the entire school and not restricted to club members. Requests must be presented at the monthly SCAVMA Executive Board meeting for approval. Early submission (prior to the arrival and presentation of the guest speaker) is required.
Section 6. Funding of trips shall be subject to the following guidelines.
1. At the beginning of each fall semester SCAVMA will set a $250 limit for each club for trips during the whole year.
2. This money will go towards the registration cost of individuals attending veterinary related club sponsored meetings, but this amount is not to exceed $50 per person. A written request must be presented to the Executive Board for approval prior to attending the trip.
3. If money is not spent or their is money left over at the end of the year, the money will go back into SCAVMA savings; it will not roll over to the next academic year.
4. For individual non-club sponsored trips, a separate account exists. Monies from this account are to be distributed at the discretion of the Executive Board following the submission of a written request prior to attending the trip.
Section 7. The Board, with the approval of the SCAVMA, shall determine the annual dues not to exceed $30.00.
Section 8. The Executive Board may make loans to recognized groups at UTCVM. These loans shall come due six (6) months from the time of issuance with a basic interest rate of 5% per annum. Penalty for delayed payment shall be an additional 1% per annum.
Section 9. In event of dissolution of this SCAVMA, any funds remaining in the treasury after payment of outstanding bills shall be used for scholarship(s) for veterinary students at the University of Tennessee College of Veterinary Medicine.
Section 10. The disbursement of funds by SCAVMA shall be such that all payments in excess of $100 shall be handled by vote of quorum membership of SCAVMA members.
Section 11. Each spring a gift will be presented to the senior class, the use to be determined at the senior classes discretion, an amount to be determined by a quorum membership vote.
Article XII: Amendment of Bylaws
Section 1. The Constitution shall be amended only by two-thirds vote of both the Executive Board and the members of the SCAVMA in attendance at the regular meeting at which a quorum is present. Proposed amendments shall be presented to the American Veterinary Medical Association for approval at least three months before final action is to be taken.
Section 2. The Bylaws may be amended by written resolution presented to the Executive Board and SCAVMA at least one meeting before the final action is taken. A simple majority vote of both the Executive Board and of a quorum of the membership shall be required for passage.