Article I: Name of Organization
Section 1: The name of this organization is the Society for Viral Studies. This organization will utilize the acronym SVS in all publicity materials and correspondence.
Article II: Purpose Statement
Section 1: The Society for Viral Studies was established at the University of Florida in 1998 to promote the education of students and the community in the field of virology and its impact on public health through guest lectures, travel, and community service. All whilst facilitating a network between its members and authorities within viral studies and public health.
Article III: Compliance Statement
Section 1: Upon approval by the Department of Student Activities and Involvement, Society for Viral Studies shall be a registered student organization at the University of Florida. Society for Viral Studies shall comply with all local, state and federal laws, as well as all University of Florida regulations, policies, and procedures. Such compliance includes but is not limited to the University’s regulations related to Non-Discrimination, Sexual Harassment (including sexual misconduct, dating violence, domestic violence, and stalking), Hazing, Commercial Activity, and Student Leader Eligibility.
Article IV: University Regulations
Section 1. Non-Discrimination
Society for Viral Studies agrees that it will not discriminate on the basis of race, creed, color, religion, age, disability, sex, sexual orientation, gender identity and expression, marital status, national origin, political opinions or affiliations, genetic information and veteran status as protected under the Vietnam Era Veterans' Readjustment Assistance Act.
Section 2. Sexual Harassment
The Society for Viral Studies agrees that it will not engage in any activity that is unwelcome conduct of a sexual nature that creates a hostile environment. Behaviors that could create a hostile environment include sexual harassment (which could include inappropriate sexual comments), sexual misconduct, dating violence, domestic violence, and stalking.
Section 3. Hazing
Society for Viral Studies agrees that it will not initiate, support, or encourage any events or situations that recklessly, by design, or intentionally endanger the mental or physical health or safety of a student for any purpose including but not limited to initiation or admission into or affiliation with any student group or organization.
Section 4. Responsibility to Report
If this organization becomes aware of any such conduct described in this article, Society for Viral Studies will report it immediately to Student Activities and Involvement, the Director of Student Conduct and Conflict Resolution, or the University’s Title IX Coordinator.
Article V: Membership
Section 1. Membership in this organization is open to all enrolled students at the University of Florida. Non-enrolled students, spouses, faculty, and staff may be associate members; however, they may not vote or hold office. All members and associate members are free to leave and disassociate without fear of retribution, retaliation, or harassment.
Article VI: Faculty Advisor
Section 1: The Faculty Advisor shall serve as a resource person and provide advisory support for the officers and members of the organization. The Faculty Advisor should attend executive and general meetings at their discretion; however, the Faculty Advisor may not vote in any Society for Viral Studies matters. The Faculty Advisor shall be nominated by the officers and confirmed by a majority vote of the members. The term will be indefinite until the advisor wishes to resign his/her position or until there is a majority vote by the members to remove the advisor. Officers will be responsible for communicating any changes, date changes, issues, and amendments with the advisor as soon as they occur.
Section 2: In the event the Faculty Advisor must be replaced, a new Faculty Advisor will be sought out by the members of the Society for Viral Studies. When the selected faculty members who have agreed to apply to be the Faculty Advisor for the Society for Viral Studies, the Faculty Advisor will be nominated by the officers and confirmed by a majority vote of the members.
Article VII: Officers
Section 1: The Executive Board of the Society for Viral Studies shall comprise the following elected, Executive Board Officers :President, Vice President, Treasurer, Secretary, Trip Director, Event Director, and Public Relations Director.
A) The President shall:
i) Preside at all Executive Board Officer and General Meetings.
ii) Ensure smooth administration by filling or suggesting a temporary officer for an Executive Board Officer position as needed.
iii) Ensure attendance at all Student Senate, Student Government, and other relevant organizations’ activities and meetings that may be required by the University.
iv) Make it their duty to vote against those decisions they feel that do not represent the best interests of the organization. In the event that they are out voted, they shall postpone any further action on the matter until a general meeting can be held to vote on the matter.
v) Have access to the organization’s bank account with the Treasurer.
B) The Vice President Shall:
i) Assist the President and assume all the duties of the President in their absence.
ii) Be responsible for arranging programs for all SVS General Meetings and rooms for all meetings.
iii) Serve as Sergeant at Arms at all General Meetings.
iv) Responsible for contacting speakers and organizing volunteering opportunities.
v) In charge of the Healthcare Committee.
C) The Treasurer Shall:
i) Take charge of all funds belonging to SVS.
ii)Ensure compliance with all student government regulations, bylaws, and handbooks.
iii) Be responsible for proper accounting at each Executive Board and General meetings.
iv) Create and provide a budget for the school year in which they are responsible.
v) Have access to the organization’s bank account with the President.
D) The Secretary shall:
i) Keep minutes at all Executive Board and General meetings.
ii) In charge of attendance for all meetings and events.
iii) Acts as a liaison for members and officers.
E) The Trip Director shall:
i) Plan accordingly for trips, reviewing the information with the current advisor and the Executive Board before presenting to General Members.
ii) Coordinating with the treasurer about expenses.
iii) Informing members about trip plans, entertaining their opinions about travel locations.
iv) With the help of Treasurer and Event Director, fundraise for trips.
v) Delegate to and appoint two (or more) trip committee members.
F) The Event Director shall:
i) Actively seek out and plan fundraising opportunities for the club.
ii) Actively seek out and plan social opportunities for the club.
G) The Public Relations Director shall:
i) Acts as a liaison between the community and the organization.
ii) Seek out and arrange any new outreach events to help project a good image for the club.
iii) In the event that there is no speaker available they will be responsible for organizing a presentation.
a) The presentation may be executed by either the director or a member of their choosing.
iv) Keep the online website and social media for the Society for Viral Studies up to date with all recent meeting minutes and other relevant club information.
Section 2: The elected officers shall assume their official duties at the close of the last general meeting of the academic year and shall serve a term of one academic year and/or until their successors are elected/appointed.
Section 3: Any officer of the Society for Viral Studies may be removed from office through the following process:
A) A written request by at least three voting members of the organization shall be submitted to either the President, Vice President, or Treasurer. Written notification shall be sent to the officer in question asking that officer to be present at the next meeting and prepared to respond to the removal request.
B) A two thirds majority vote of members present is necessary to remove the officer.
C) In the event of the removal of an officer, a special provision may be granted to the remaining officers to appoint an interim replacement until an election may be held.
Section 4: In the event that an officer withdraws from their position, an emergency election will be held when deemed appropriate. If an emergency election is not possible, the President shall either assume that position or appoint a temporary officer to that position.
Article VIII: Elections
Section 1: Requirements
A) Members who wish to run for office must submit an application for said position.
i) Members may only apply for up to two positions.
B) Reasons for disqualifications may include but are not limited to:
i) Lack of availability in the upcoming school year.
ii) Lack of active membership.
iii) GPA below a 2.5.
iv) Not a University of Florida student.
v) Not a full-time student- must be taking 12 credits or more.
C) Members who wish to run for President and Treasurer must have been on the Executive Board (comprising the current President, Vice President, Treasurer, Secretary, Trip Director, Event Director, and Public Relations Director) for at least one year to be eligible to run for these positions.
i) If there are no candidates on the Executive Board that wish to run for these positions, those members on committees will then be eligible.
Section 2: Process
A) Current Executive Board (comprising the current President, Vice President, Treasurer, Secretary, Trip Director, Event Director, and Public Relations Director) must review all submitted applications and select candidates for interviews.
B) Interviews
i) Interviews must be held before elections.
ii) All officers must be present.
a) Absences may be excused at the discretion of the President.
iii) After interviews all current Executive Board must get together and eliminate those who are seen unfit for positions.
a) There can only be three people up for each position.
C) Elections
i) Elections should be held during the last general body meeting in April to ensure smooth turn over.
ii) Officers will be elected upon receiving a majority of an anonymous ballot vote.
a) If there are more than two candidates running and no candidate receives a majority, the members will be able to openly discuss without the candidates being present. After discussion another anonymous ballot vote will occur. This will continue until someone receives a majority vote.
Section 3: If elections cannot be held
A) In the event that elections cannot be held at the end of the Spring semester the current President will choose a temporary President and Treasurer, the requirement needed to be elected as a stand-in officer is:
i) Currently hold a position on Executive Board.
B) Temporary President and Treasurer duties involve:
i) Plan at least one social and fundraiser for the Fall semester as well as contact at least one potential guest speaker.
ii) Hold elections at the first general body meeting where only active members from the previous semester can vote.
iii) Stand in officers can run for a position on Executive Board but cannot tally the ballot for the category in which they are running in.
C) Applications to run for Executive Board must come out the first week of the semester, the interview process will be skipped, and only qualifying candidates will be placed on the ballot.
Article IX: Finance
Section 1: The Society for Viral Studies will not require membership dues; however, it will raise funds through fundraising for travel, events, and shirts. Members who wish to make use of the resources obtained through fundraising should [participate in fundraising functions.
Article X: Dissolution of the Organization
Section 1: In the event this organization dissolves, all monies left in the treasury, after outstanding debts and claims have been paid, shall be donated to the “Red Cross.”
Article XI: Active Membership Requirements
Section 1: To be an active member in this organization, one must attend at least two thirds of all general meetings per semester and attend at least one third of all events including socials and fundraisers.
Section 2: Active members will have priority in participation of all trips and events. They will also be allowed to run for executive board and have priority placement in any committee to which they have applied.
Article XII: Amendments to the Constitution
Section 1: Amendments to this constitution may be proposed by any Executive Board Officer or active club member. Amendments may be approved at any regular meeting of the Society for Viral Studies by two thirds vote of the members present and voting, provided that notice of the proposed amendment was given at the previous meeting. Prior to this meeting, officers will request a copy of the constitution from the Department of Student Activities and Involvement through email. The proposed amendment shall be subject to approval of the Department of Student Activities and Involvement.
Article XIII: The Maruniak Legacy
Section 1: These are the standards and values we as an organization hold. Dr. Jim Maruniak was the founder of the Society for Viral Studies in 1998, he supported and guided dozens of members throughout their undergraduate careers. In his honor, his teachings will forever live on in our hearts and in this constitution. The Society for Viral Studies will uphold his values to the highest regard and pass them on to all future members of this organization to ensure that the environment that Dr. Maruniak cultivated of compassion and curiosity lives on.
A) Balance your PIES (Physical, Intellectual, Emotional, Sleep).
i) These words were constantly repeated by our founder, who emphasized that in order to be successful and healthy one needed to have a balanced life.
B) Remove “um” from your vocabulary.
C) Question everything.
D) When everyone says you can’t, keep going.
E) Keep your options open.
F) Don’t be scared to ask for help.