University of Louisiana at Lafayette
Engineering Ambassador Bylaws
I. Membership Selection Procedure
A. Membership Committee
Each fall semester a Membership Committee will form consisting of selected UL Engineering Ambassadors. UL Engineering Ambassadors interested in being selected must complete an application form to be considered for committee membership. The Membership Chair will determine the number of members necessary to perform the functions of selections. Membership on this committee will be granted at the discretion of the Membership Chair. The Membership Committee must be approved by a (¾) vote of council.
B. Pre-Selection Process
Any eligible full-time, undergraduate University of Louisiana at Lafayette student meeting the 2.0 minimum cumulative GPA and not on any academic probation or the following disciplinary probation set forth by the Office of the Provost: You may participate in campus groups and activities, but you may NOT
represent the University in any official function or leadership position (e.g. varsity athletics, cheerleader, teaching assistant, student leadership position, elected office, etc.),” may apply for membership in UL Engineering Ambassadors. Once the application deadline has passed, the Membership Chair
will collect all applications and verify all information.
The Membership Committee will meet prior to each selection event to receive instructions on the different activities to be held at each event. Each member will receive an assignment or set of duties to perform at the selection event. The Membership Chair will run these meetings and all rules for each selection event will be outlined at these meetings.
C. Selections Process
The selection of UL Engineering Ambassadors will consist of two, one-day events. The first selection event is open to all eligible students who completed the application process. The second selection event, and an interview, will be open to those applicants who were invited to return.
There will be a selection process proposed by the Membership Chair and then voted on by Council. ¾ votes are required for final approval after the input of the advisor is taken into account. Once the final approval is granted by the council, it will be put on file in the advisor’s office.
D. Training Process
Once selected for membership to the UL Engineering Ambassadors, each Associate Ambassador will be required to complete the training process. The training process consists of a predetermined number of training events as designated by the Training Chair.
Any Associate Ambassador who does not meet induction criteria, fails any test, does not sign associate contract and/or does not attend /complete all training events may not be inducted into the UL Engineering Ambassadors. Excuses for not meeting induction criteria will be handled on a case-by-case basis at the discretion of the Training Chair.
II. Membership Status
A. Active Status
The following are the requirements for active status:
1. Pay $15 dues by the date specified
2. Serve a minimum of three hours during Engineering and Technology Week.
3. Maintain 2.0 cumulative GPA and not be on any academic probation or the following disciplinary probation set forth by the Office of the Provost: You may participate in campus groups and activities, but you may NOT represent the University in any official function or leadership position (e.g. varsity athletics, cheerleader, teaching assistant, student leadership position, elected office, etc.) (GPA will be checked at the beginning of each semester, and disciplinary probation will be checked continuously throughout the
4. Must be considered a full-time undergraduate student.
5. 50% Attendance at General Meetings
6. Participate in ONE of the following: a Special Programs event, Recruiting event, or Preview Day.
7. Earn 20 total points per semester.
B. Priority Status
The following are the requirements for priority status:
1. Pay $15 dues by the date specified
2. Serving as a group leader is expected (serve on committee).
3. Serving a minimum of three hours during the Engineering and Technology
4. Maintain 2.0 cumulative GPA and not be on any academic probation or the following disciplinary probation set forth by the Office of the Provost: You
may participate in campus groups and activities, but you may NOT represent the University in any official function or leadership position (e.g. varsity athletics, cheerleader, teaching assistant, student leadership position, elected office, etc.). (GPA will be checked at the beginning of each semester, and disciplinary probation will be checked continuously throughout the
5. Must be considered a full-time undergraduate student.
6. Participate in AT LEAST TWO Recruiting Events, on or off-campus, by the dates specified in the Membership Policy.
7. Earn 5 committee points from your appointed standing committee
8. Attend at least one committee meeting held by your appointed standing committee.
9. Participate in at least one Special Program.
10. Attend 75% of general meetings.
11. Earn 45 total points.
C. Associate Status
Although an Associate Ambassador has yet to be inducted into the UL Engineering Ambassadors organization, as a potential member in training, an Associate Ambassador is expected to abide by the rules and regulations set forth in the UL Engineering Ambassador Constitution and Bylaws. Failure to do so may result in ineligibility for membership into UL Engineering Ambassadors.
D. Associate Dues
1. Associate dues will be $15.
III. Selection of Council
UL Engineering Ambassadors wishing to nominate themselves for any Council position other than At-Large Council Member must submit a self-completed application. The application deadline will be determined by outgoing Council.
Nomination of At-Large Council Members may be done in two ways. First, any UL Engineering Ambassador wishing to run for an At-Large Council position may sign up with the current At-Large Members or the UL Engineering Ambassador advisor during the spring semester up to 4:30 PM the Friday before when council applications are due. At-Large selection occurs. Also, any UL Engineering Ambassador may nominate any other UL Engineering Ambassador to run for an At-Large Council position anytime during the spring semester up to
4:30 PM the Friday before the meeting date when the position selection occurs.
There are no automatic nominations for the At-Large Council positions.
If after UL Engineering Ambassador Executive Council Selections there are less than two nominees eligible for the At-Large position, the At-Large nomination process shall be determined by the outgoing council and the advisor.
UL Engineering Ambassadors wishing to apply for Council must have two consecutive semesters of active status. The two semesters of active status may
include the semester of active status granted in Article II, Section C, No. 5 of the UL Engineering Ambassador Constitution, which reads, “At such time that an Associate Ambassador is inducted, they will be given one retroactive semester of active status.”
Also, in order for a member to be eligible to apply for and hold a Council position, all applicants, including members nominated for At-Large positions, must be full-time UL Engineering students with a 2.5 cumulative GPA, and must not be on any academic or disciplinary probation with the University.
Graduating seniors do not have to be full-time to hold a Council position.
C. Selection of Council Members
A selection committee of at least five members, including the UL Engineering Ambassador advisor and any outgoing Council members, shall make the selection of Council Members, with the exception of At-Large members. Out-
going council members, with the exception of those going through the incoming
council selections and those running for At-Large, are required to attend new
council selections. Any outgoing council member wishing to run for At-Large
may not serve on the selection committee. In the event that there are not three or more outgoing Council members, the advisor shall have the discretion in choosing UL Engineering Ambassadors to sit on the committee so there will be at least five four members on the committee. The selection process shall be
determined by the committee and approved by the advisor.
Should a council member need to be replaced, the replacement process shall be determined by the advisor.
The At-Large members shall be directly elected by the votes from the UL Engineering Ambassadors present at the designated meeting date of the At-Large selections during the Spring Semester. Newly selected Council members are not eligible to vote for At-Large Council members.
D. Council Voting Procedures
When faced with an issue where voting procedure is not indicated, Council will proceed in the following manner:
b. A three-fourths (3/4) vote; if not reached then
c. Further discussion
d. A second three-fourths (3/4) vote; if not reached then
e. Further discussion
f. Majority vote
g. In the event of a tie after three rounds of discussion, the At Large Chairs will assume one vote to be made in the interest of the general members. They will have 5 minutes to discuss the issue and come to a consensus.
E. Election of Overall Chair and Associate Overall Chair
The election of Overall and Associate Overall chairs shall be the first order of business at the first meeting of the newly selected Council. The outgoing Overall Chair shall run the election process. In such case that the former Overall Chair is on the new Council, the outgoing Associate Overall Chair will run the election process. If both the Overall and Associate Overall chairs are on the new Council, the advisor will run the election.
Any member of Council, including At-Large members, may run for the positions of Overall and Associate Overall Chair. The nominations may be done by any member of the new Council, and members are allowed to nominate themselves. Both the Overall and Associate Overall Chair must receive a majority vote of the Council members present. The newly selected Overall chair does not have a vote or voice in the election of the Associate Overall Chair.
F. Term of Office
Council members shall be selected for a period of one academic year. Council members wishing to serve a second term must apply in the spring semester for a chance to be on the next Council.
UL Engineering Ambassadors shall be limited to one term as a particular committee chair and two terms as a Council member. The lone exception to this rule is in the case where a Council member has served two terms and wishes to run for an At-Large Council position. If the UL Engineering Ambassador is
elected to Council, the third term shall be the final term for the UL Engineering
Ambassador. The Overall Chair may only serve one term as Overall Chair. The
Associate Overall Chair may only serve one term as Associate Overall Chair.
A Council member will be replaced within two weeks if at any time he/she fails to maintain the criteria required to hold a Council position per Section III, B of the UL Engineering Ambassador Bylaws. The selection process for replacing the Council member will be determined by the current Council and the Advisor on a
IV. Participation Criteria for Council Members
The following activities are considered basic requirements of all Council members:
1. Attendance at all Council Meetings
2. Holding at least two committee meetings per semester with the exception of those Council members who do not have a committee. Each council member is to serve as a liaison between committee and council.
3. Attendance at any other UL Engineering Ambassador function for which they signed up for or committed to.
4. Attendance at all UL Engineering Ambassador transitional events pertaining to council.
5. Maintain all resources needed for committee chair.
Council members may be excused from events listed above if advance notice is given unless Council determines that this privilege is being abused. Any Council member can be excused from an event if they obtained permission from the Chair governing that event. If permission is not granted a three-fourths (3/4) vote must be obtained from Council to be excused from the event. Excessive absences are unacceptable for Council members, whether they are excused or not, and such behavior will result in disciplinary action as outlined in Section X.
V. Council Meeting Regulations
A. Council meetings are to be open to the general members under the following guidelines:
1.) General Members who choose to sit in on a council meeting must remain silent and refrain from distracting the council members.
2.) Raising issues at the council meeting will not be allowed; if you have an issue you wish discussed, you must contact At-Large and they will speak on your behalf.
3.) Due to the personal nature of discussions that may arise concerning a specific general member, council may vote to close that portion of the meeting to protect the privacy of all members.
VI. Committee Structure and Selection
A. Assignment to Committees
Upon selection to UL Engineering Ambassadors, every UL Engineering Ambassador will be assigned to one standing committee by the Funding and Financial Chair. The standing committees are Training, Performance and Talent, Funding and Financial, Communications, Special Programs, Orientation, and
Cohesion. The committee assignments will be based upon preferences of the
new UL Engineering Ambassador and needs of each committee chair. Questions
or concerns may be brought forth to the Membership Chair and/or Funding and
B. Associate Chair Selections
Associate Chairs will be selected by the governing Chair with the consent of
Council. The Selection process is determined by Council.
All active UL Engineering Ambassadors who are registered full-time, have a 2.5 cumulative G.P.A, and who are not on any disciplinary or academic probation, including Council members and graduating seniors, are eligible to apply for an Associate Chair position. (GPA’s and active status for all applicants will be checked at the end of the semester.) If any member fails to maintain these
requirements, they may be removed from their position.
C. Selective Committees
The Membership Committee and Recruiting Committee are selective committees and are not included in the list of standing committees.
Participation in these committees is open to all active UL Engineering Ambassadors who meet the requirements and does not prohibit membership on another standing committee.
Selections for the Membership Committee will occur at the beginning of the fall semester at the discretion of the Membership Chair. The selection process may be run by the Membership Chair, the associate chairs of the membership committee, and any other person(s) appointed at the discretion of the
Membership Chair. The Selection Committee must be approved by a 3/4 vote of council. The Membership committee must be approved by a ¾ vote of Council.
All active UL Engineering Ambassadors who are registered full-time, have a 2.5 cumulative G.P.A., and who are not on any academic or disciplinary probation, including council members and graduating seniors, are eligible to apply for the Membership Committee. All selected members must maintain these requirements for membership on the Membership Committee. If any member fails to maintain these requirements, or violates any regulations in the Membership Committee contract, they may be removed from the Membership Committee.
Selections for the Recruiting Committee will occur at the beginning of the fall, spring, and summer semesters at the discretion of the Recruiting chair unless unforeseen circumstances occur. In such circumstances the selection process will occur during the immediate beginning of the following fall semester. The
selection process may be run by the Recruiting chair, the Recruiting associate chair, a representative from the Office of Enrollment Management, the UL Engineering Engineering Ambassador advisor, and any other person(s) appointed at the discretion of the Recruiting chair. The Selection Committee
must be approved by a 3/4 vote of Council. The Recruiting committee must be approved by a ¾ vote of Council.
All UL Engineering Ambassadors who are registered full-time, have a 2.5 cumulative G.P.A., and who are not on any disciplinary or academic probation, including Council members and seniors graduating at the end of the following fall semester are eligible to apply for the Recruiting Committee. All selected members must maintain these requirements for membership on the Recruiting Committee. If any member fails to maintain these requirements, or violates any regulations in the Recruiting Team contract, they may be removed from the Recruiting Team.
VII. UL Engineering Ambassador Apparel
Only members of the UL Engineering Ambassadors, Alumni of the organization, the UL Engineering Ambassador advisor, and the UL Engineering Ambassador assistant are permitted to wear any article or clothing, which displays the UL Engineering Ambassador logo and/or UL Engineering Ambassador name. Other professional
staff of the Office of Orientation may be permitted to wear UL Engineering
Ambassadors’ apparel at the discretion of the UL Engineering Ambassadors’ advisor.
Ambassadors cannot sell or donate apparel unless said UL Engineering Ambassador
is the current Funding and Financial Chair. Associate Ambassadors are only permitted to wear event shirts until the time that they are inducted into the organization.
VIII. Political Activity of the Organization and its Members
Official Statement Regarding Political Activity and Campaigning for Elected Office: The UL Engineering Ambassador organization is composed of a group of diverse
students, many of whom are involved in other campus organizations. In an attempt
to prevent the UL Engineering Ambassadors organization from becoming a political
forum, and from appearing to endorse any particular candidate or ticket, the
following rules apply to restrict the involvement of the organization in political affairs, including elections.
a. No campaigning or any other action that may be interpreted as solicitation of votes is permitted at any UL Engineering Ambassador function. These functions include, but are not limited to, general meetings, council meetings, Preview Days, Engineering and Technology week activities, orientation sessions, or any function where an UL Engineering Ambassador is called to serve in any capacity for the University.
b. No buttons, stickers, trinkets, or any campaign paraphernalia may be worn or distributed while an UL Engineering Ambassador is wearing any article of UL Engineering Ambassador apparel. Buttons, stickers, or trinkets may NOT be worn on your person during UL Engineering Ambassador functions, including but not limited to general meetings, council meetings, and committee meetings.
c. The use of any UL Engineering Ambassador media for campaigning or soliciting of votes is strictly prohibited. These media include, but are not limited to, the UL Engineering Ambassador membership database, or the UL Engineering Ambassador email distribution list.
d. No UL Engineering Ambassador may identify themselves as an UL Engineering Ambassador in any campaign media in an attempt to
endorse a particular candidate or ticket. An UL Engineering Ambassador running as a candidate may identify themselves as an UL Engineering Ambassador in order to reference their experience and demonstrate their
credentials or qualifications for a position. These media include, but are not limited to TV, radio, literature, videos, Internet, or social media sites of any kinds.
e. No campaigning of any form is allowed for the positions of At-Large
Council members, except for a speech of no longer than two minutes to be presented at the General Meeting when the At-Large Council members are elected.
f. All UL Engineering Ambassadors must follow these rules to protect the organization and allow the organization to remain active in the functions
of the University. Any actions that do not explicitly contradict one of the stated rules but are deemed questionable are subject to disciplinary action by Council. Any question concerning the rules may be directed to a Council member or advisor.
IX. Behavior as a University Representative
University Representative is defined as any time an UL Engineering Ambassador is serving the University for the organization during a function, including but not limited to Orientation, Preview Days, Engineering and Technology Week activities and Recruiting events. Since UL Engineering Ambassadors are representatives of not only the UL College of Engineering, but also the University, at many times throughout the school year, each UL Engineering Ambassador is expected to maintain a professional manner at all times while serving as a University Representative. The following rules are established to protect the reputation of the
organization and its members:
1. No profanity, obscene gestures, remarks, or jokes will be tolerated while serving as a University Representative.
2. No consuming, possessing, or being under the influence of alcohol,
tobacco products, illegal substances of any kind while serving as a University Representative and/or wearing UL Engineering Ambassador apparel.
3. No UL Engineering Ambassador is allowed to leave an event while serving as a University Representative unless excused by the governing
chair or the advisor.
All UL Engineering Ambassadors must follow these rules to protect the organization and allow the organization to remain active in the functions of the University. Any actions that do not explicitly contradict one of the stated rules but are deemed questionable are subject to disciplinary action by Council. Any question
concerning the rules may be directed to a Council member or the advisor.
X. Due Process for Appeals, Grievances, and Disciplinary Matters
UL Engineering Ambassadors shall have the right to appeal any decision made concerning personal matters through the following process:
1. A Council member will make a decision regarding a personal matter for an UL Engineering Ambassador. For example, the Membership chair may remove an UL Engineering Ambassador’s name from the roster for inactivity of more than one semester.
2. The UL Engineering Ambassador will receive a notice of the decision from the governing chair through the governing chair of Council. In this notice, the appeal process will be outlined specifically so the UL Engineering Ambassador will know their options. For example, a signed letter or notice from the Membership Chair will be sent to the UL Engineering Ambassador by the governing chair.
3. The UL Engineering Ambassador may contact the governing chair for more information concerning the matter. For example, the UL Engineering Ambassador may contact the Membership chair to request more information concerning the period of inactivity.
4. If the UL Engineering Ambassador has a complaint about the decision or feels that the decision is unjust, he/she may appeal to
the governing chair for a reversal within seven days after notification of the decision. The governing chair then makes a decision based on this appeal within seven days after the appeal is received. For example, the UL Engineering Ambassador may discuss other options with the Membership Chair. The Membership chair may decide to uphold their previous decision.
5. If the decision is upheld, the UL Engineering Ambassador may appeal the upheld decision to the Council within seven days. The
UL Engineering Ambassador may register the appeal through the governing chair or any Council members. The At-Large Council members are then responsible for contacting the UL Engineering Ambassador and arranging their appearance at a Council meeting. If the
UL Engineering Ambassador cannot attend the Council meeting, the At-
Large Council members are responsible for presenting the UL
Engineering Ambassador’s case to Council.
6. Council will hear both sides of the issue. The governing chair that issued the original decision will present their argument and answer any questions that other Council members may have. Then, the UL Engineering Ambassador (or the At-Large Council members) will present their case and answer any questions.
7. After all arguments have been heard, Council will vote upon the appeal and make a decision based upon all the facts presented. This Council decision is final.
8. In case of an appeal to Council, an Advisor or UL Engineering Assistant must be present.
All UL Engineering Ambassadors will be allowed to follow this appeal process, including Council members. If a Council member is faced with disciplinary action or any other grievance, the governing chair will be the Overall Chair and primary appeals will be directed through him/her. The Council member facing action will be responsible for presenting their case to Council and answering any question from other Council
members. The remaining Council members will decide upon the appeal. In the event the Overall chair is subject to disciplinary action, the Associate Overall Chair proceeds over disciplinary matters. If both the Overall Chair and Associate Overall Chair are subject to disciplinary action, the Advisor proceeds over disciplinary matters.