The Harvard College Engineering Society is a student-run organization at Harvard College aimed at promoting engineering and cross disciplinary collaboration on campus through mentorship activities, community building, professional recruiting and collaboration, as well as serving as a resource for undergraduate engineers at Harvard.


Article I: Name

The name of the group shall be The Harvard College Engineering Society.

Article II: Purpose

The Harvard College Engineering Society is a student-run organization at Harvard College aimed at promoting engineering and cross disciplinary collaboration on campus through mentorship activities, community building, professional recruiting and collaboration, as well as serving as a resource for undergraduate engineers at Harvard.

Article III: Membership

1. Membership shall be open to all students in good standing currently enrolled in Harvard College, regardless of race, creed, color, sex, gender identity, ethnicity, religion, age, gender, sexual orientation, financial situation, or physical disability.

2. Membership shall be open to all undergraduates regardless of previous engineering experience.

3. An individual becomes a new member of The Harvard College Engineering Society after signing up to be on the mailing list.

Article IV: Officers

1. The Board of the group shall consist of the following four required positions: Senior Class Co-President, Junior Class Co-President, Treasurer, and Secretary. Ideally, these positions should be supported by at least four other positions, which may include but are not limited to: Publicity Chair, SEAS Diplomat, and Freshmen Representatives.

2. All officers must be members of The Harvard College Engineering Society throughout their terms in office.

3. The Co-Presidents shall be chief executive officers of the group and shall provide general guidance and direction of the group's activities and programs. He or she is responsible for locating workspace and ensuring that rooms are reserved for meetings and other gatherings. The Co-Presidents shall have the authority to bring temporarily to resolution all disputes affecting the functioning of the group until the Board may resolve such disputes. The Co-Presidents are responsible for arranging and presiding over Board meetings. The Co-Presidents are the official liaisons to the University administration, but may designate others to act in their stead.

4. The Treasurer shall be responsible for the financial matters of the group. The responsibilities of the Treasurer shall include managing group accounts, financial detailed records, and grant applications. The Treasurer should also explore ways to raise funds. The detailed records should be updated throughout the year.

5. The Co-Presidents and the Treasurers need to be listed onto the Harvard University Employees Credit Union by the end of Shopping Period of the Fall semester.

6. The Co-Presidents need to ensure that the group is properly registered with the Office of Student Life (OSL) by the start of the semester.

7. The Secretary shall be responsible for taking minutes of executive board meetings and providing a documented history of the organization’s actions to the executive board. 8. Among the four required board members and additional board members, the following tasks should be delegated: publicity and postering, website management, outreach to other student organizations, participation with SEAS, outreach to other professional companies, mentorship, and managing membership.

Article V: Selection of Officers

1. Elections

1. The Co-Presidents, Treasurer, and Secretary shall be elected in that order by the group.

2. The incumbent board will decide on which additional positions will be added to the ballot.

3. Elections will ordinarily take place before the start of reading period in the spring semester, unless the Board determines postponement is necessary, and newly elected officers shall replace incumbent officers before the start of the new semester.

4. The outgoing Senior President shall be responsible for presiding over elections - which entails creating a ballot for candidates, emailing out deadlines for candidacy statements, and counting the votes with other senior class members who are on the board.

5. Declaration of intent to run for office shall be submitted to the Board at a Board-determined time before the election date, after which the list of candidates and their candidacy statements shall be made available to all members. Should the elections be in person, the candidates will be required to give a brief campaign speech or response to questions, immediately before elections.

6. There shall be a policy of drop-down candidacy whereby unsuccessful candidates may remain in the election process by becoming candidates for an office later in the following list: Treasurer, Secretary, or one of the optional board positions for which the candidate wants to run.

7. Voting shall be done by secret ballot, and if the election is done in person, then the voters needs to be present at the designated location to cast their ballots.

8. A candidate shall secure an office by getting plurality votes of the members. If there is a tie, then the decision on how to proceed with elections shall be made by the Board minus candidates running for the position in question, with input from the group.

2. Removal

1. Any member of the group may appear at a Board meeting to air grievances about one or more officers. If the member is not satisfied after this meeting, the member may initiate impeachment proceedings against any officer. These proceedings shall be announced immediately and take place at the next scheduled meeting. At such a proceeding, both sides shall present their cases. The presentation of both sides shall be followed by discussion among the group members. Any group member may call a vote by show of hands to end discussion; when a strict majority of the members present vote to end discussion, an impeachment vote shall be held by a secret ballot. The impeachment vote shall be tallied publicly. Three quarters (3/4) of the members voting must vote in favor of the impeachment to remove the officer. The President shall be responsible for presiding over the proceeding. If the President is a party in the dispute, then the uninvolved members of the Board, with input from both sides, shall appoint someone to preside over the impeachment proceeding.

Article VI: Meetings

1. The Board shall meet regularly, based on the discretion of the Co-Presidents.

2. Any group member with a concern relating to the group or the Board may inform the Co-Presidents, and the issue shall be discussed at the next Board meeting. The Co-Presidents shall promptly report back to the member, and in the event that the member is not satisfied, time shall be allotted at the next meeting to discuss the issue with the whole group.

3. The Board may convene without the presence of one or more member.

Article VII: Traditions

1. During the year the Board is responsible for at least:

a. Welcome Kits for newly declared sophomore engineering concentrators

b. A tech-talk conference which will have different speakers

c. A mentor-mentee or similar community-building event

d. Senior gifts for the graduating engineers

e. A social gathering after seniors turn in their thesis

Article VIII: Amendments

1. Amendments may be proposed by the general membership of HCES. Any amendments may only be approved by the majority of the board members.

2. Amendments

1. Any member of the group may propose a constitutional amendment to the President, where after the Board shall schedule a constitutional meeting to take place within sixty days of the member's submission. Information about the amendment must be provided to the group by email and in print at a meeting at least two weeks before the constitutional meeting.

2. No items may be added to the agenda after a constitutional meeting has been called to order. The President shall preside, using standard rules of parliamentary debate. Votes may be taken by voice or, when called for, by tally or secret ballot.

3. Unless otherwise stated, amendments shall become effective immediately.

3. All amendments must be dated.

Ratified 4/23/2014