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Competitive Programming Club Bylaws

Organization Foundation

The name of this Student Organization shall be “University of Oregon Competitive Programming Club” (Hereinafter: “The Organization”)

The Organization’s Mission & Goals are as follows:

  1. To increase interest in competitive programming at the University of Oregon.
  2. To increase the number of students from the University who compete in programming contests and hackathons.
  3. To ensure that the University sends strong teams to the ACM International Collegiate Programming Contest and other competitions.
  4. To build the University's reputation in the world of competitive programming.

Membership Definitions & Privileges

  1. The Organization affirms the right of all individuals to equal opportunity in education, employment, and access to incidental fee-funded programs and their funded activities, without regard to race, color, religion, sex, sexual orientation, age, different ability, national origin, marital status, veteran's status, or any other considerations not directly and substantially related to effective Organization participation. Provision of neither general nor active Organization membership status shall be dependent on any of the aforementioned considerations, other than as expressly permitted by relevant State and Federal Law.

  2. Organization General Membership shall be open to all students in accordance with the ASUO Program Rules.

  3. General Members of the Organization may:

    • Attend regular public meetings of the Organization
    • Receive general group communications and announcements about upcoming events and activities through standard group communication systems.

  4. To be considered Active Members of the Organization, group members shall:

    • [Here you can list general responsibilities and rules of membership for active members. Common ones include regular meeting attendance or participation requirements (E.g.: Attend at least 3 meetings per term) or, for groups of a competitive or similar nature, participate in and be selected for active membership through tryouts, competence, or other sorts of requirements. Be sure to make the requirements very clear.]

  5. Active Members may:

    • [Clearly List Active Membership privileges, such as eligibility to vote in group elections and or participate in competitions]

Organization Officer Roles and Duties

  1. The President Shall:

    • Host and facilitate group meetings and represent the group to the University community at large. Maintain the Organization’s communicative and fiscal responsibility between the Organization and the ASUO Finance Office, the Programs Finance Committee and ASUO Executive.
    • Represent the Organization on the ASUO Student Organization Director’s Council.
    • Facilitate the proper and complete transition of the group to incoming leadership members, including elections or appointments, through the date of final transition.
    • Carry out or delegate the duties of other officers in case of absence.

  2. The Vice-President shall:

    • Carry out the duties of the President in case of absence or vacancy.
    • Decide the outcome of votes in the event of a tie between active members.

  3. The Secretary of Affairs shall:

    • Lead efforts to recruit new members (e.g. by creating posters and fliers, asking instructors to advertise the club to their classes, asking departments to send emails to their student mailing lists...)
    • Maintain a record of the current active members of the club.
    • Lead fundraising (e.g. asking local businesses to sponsor competitions, writing grants...)
    • Manage the club's web presence

  4. The Head Coach shall:

    • Design a learning curriculum for meetings (e.g. which algorithms to cover, how to teach them, what problems to give to reinforce them...)
    • Provide coaching/instruction during meetings
    • Lead the development of problem sets for competitions and practice competitions

  5. Peer Coaches shall:

    • Assist the Head Coach in planning and teaching the curriculum

[Elections/Appointments: The selection process below is just a sample. You can either adapt the process below to your group’s style, or just replace it with your group’s entirely new process. You don’t have to use a voting system, but you should implement a leadership selection process that is both fair and appropriate for your group in particular. For example, if your group is more specific-skill-focused, you may have the outgoing leadership appoint the next leader directly after interviewing candidates based on their aptitude for the particular role to be filled.]

Elections & General Group Voting

  1. Elections will be announced via the club email or web page, and must be announced at at least one regular meeting held before the election process takes place.
  2. Elections held will be held by the end of Winter term, continuing into Spring if necessary.
  3. Actual Leadership Position Transition shall take place three weeks before the last day of Spring Term classes.
  4. The President or a designated member of the Officer Team shall be responsible for overseeing elections.
  5. If an officer position becomes vacant, whether through resignation or any other circumstance, an announcement and application will be sent out to club members in which the selection process is explained. The position should then be open to all active members and applicants and will go through after a brief interview to ensure their capabilities meet the necessary requirements. Through unanimous decision of the Executive Board, or by popular vote of the active membership, the member will assume the position immediately.

[Transitioning: It is critical that you clearly state who is responsible for training/preparing new group leaders to transition into their roles. This can be the most difficult part of the whole leadership process for many incoming leaders.]

Officer Transitioning

  1. After electing new leaders, the previous leaders will take full responsibility of training and passing down information to the newly elected leaders. This includes paperwork, contacts, presentations, and other Organization documentation.
  2. The outgoing President shall be responsible for updating the new Student Organization Position information with the ASUO.
  3. New leaders should refer to previous President with any transitioning questions if conflict arises.

[Meetings: Groups should meet at least twice a month in some capacity in order to maintain active UO Recognition Status and be accessible to the campus community.]

Meetings & Events

  1. The Organization shall have at least two meetings per academic month, which may include general membership meetings and/or public events or activities.
  2. Summer Meetings may be organized based on the availability and interest of the group members.

[Grievances & Complaints: More likely than not your group won’t have any issues that will need this kind of process. Just in case though, it’s good to have it all written down. You can adapt parts of this process to suit your group, but the final part about appeal / intervention by the ASUO Executive / Programs Administrator is required.]

Grievances & Complaints

  1. The internal organization mediation process for resolving grievances against or between officers, staff, or Organization members will start with the filing of a formal written complaint with the group President/Director (or Co-Director if the President/Director is the focus of the grievance) describing the grievances and any concerns that go with it. Complaints should mention specific concerns for the group, as well as suggestions for proper relief and steps that have already been taken.
  2. The Organization’s President/Director shall interpret the Organization’s rules and bylaws in cases of Mediation and may act within the group to resolve conflict wherever possible through discussion and.
  3. If internal mediation is unsuccessful, the Organization should seek further mediation and/or intervention with the UO Conflict Resolution Services. Further requests for appeal or intervention should be directed to the Programs Administrator & ASUO Executive as specified in the Program Rules.

Dissolution of the Organization

  1. Organization dissolution or de-recognition may be invoked if there are fewer than 5 members involved in the Club (including active and non-active members) for more than 2 academic months’ time.
  2. An Organization’s plan for dispensation of any remaining fundraised money, and for equipment not purchased with incidental fees or institutional funds when the Organization is dissolved will be agreed on by the current President/Director and Officer Group, in Consultation with the ASUO Programs Administrator.
  3. All equipment and materials purchased in whole or part with Incidental Fees allocations shall be returned to the ASUO Executive.

[Amendment: Bylaws should be able to change year-to-year as needed by the growth and development of the student org. You can make this process as difficult as you want, but you may appreciate loosening the requirements a bit to be able to make changes when necessary.]

Amending the Bylaws

  1. Amendments to these bylaws made be made by consensus and unanimous vote of the Organization’s Officers, or by 2/3 vote of the group’s active membership.
  2. Amended bylaws must still comply with all provisions and requirements concerning ASUO-Recognized Student Organization bylaws in the ASUO Program Rules.