Bylaws

The name of this organization is the Charlotte chapter of Sigma Xi, The Scientific Research

Honor Society (or the Society).

Article II: Purposes

The purposes of this chapter are to:

1. Support the policies and goals of the Society as set forth in Article 1 of the Sigma Xi

constitution, and in all matters act in harmony with the principles and procedures of the

national Society and its constitution;

2. Encourage original investigation in science, pure and applied. In general, these include

the physical sciences, the life and agricultural sciences, the earth sciences, the medical

sciences, mathematics, and engineering;

3. Promote science and engineering literacy and participate in the transformation of science,

technology, engineering and mathematics (STEM) education;

4. Champion high ethical standards in scientific and engineering research and practice;

5. Support and advance the professional status and interests of all chapter members;

6. Facilitate the dissemination of information on scientific research principles and practices;

7. Inform the scientific community about Sigma Xi standards and policy statements; and

8. Develop necessary and proper chapter programs for the accomplishment of the

aforementioned purposes. The activities of the Society and chapter shall be those

appropriate to the object of the Society and particularly those set forth in the Society

Bylaws;

The chapter’s officers and members will develop, support, and promote activities and programs

that overarch, integrate, and intersect the various STEM fields so as to: (1) encourage disciplinary

excellence within the STEM disciplines, (2) promote cross-disciplinary collaboration, support and

encourage the next generation of scientists and engineers, and (3) provide venues and events to

enhance communication among investigators in the various STEM fields.

In furtherance of the purposes described above, but not in limitation thereof, the chapter shall

have power to conduct studies; to disseminate statistics and other information; to engage in

appropriate fundraising activities; to conduct promotional activities, including advertising and

publicity, in or by any suitable manner of media; to hold such property as is necessary to

accomplish its purposes; and to employ individuals to further its purposes under Article II.

This chapter is organized and operated for the above stated purposes, and for other nonprofit

purposes. No part of its assets, income, or profits shall be distributable to, or inure to the benefit

of, any individual, except in consideration of services rendered.

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Article III: Members

Eligibility for membership in this chapter shall extend to all active and inactive members who are

national or international members of Sigma Xi, The Scientific Research Society (or the Society),

and will not exclude associate or student members. No person, or persons, shall be denied

membership in the Charlotte chapter of Sigma Xi for reasons of national origin, race, color,

religion, sex, age, or physical handicap or other considerations consistent with the University of

North Carolina at Charlotte’s position of diversity inclusion. All chapter members may vote in

chapter matters.

Article IV: Officers and Organization

The officers of the Society shall be a President, a Vice-President, a Treasurer, and a Secretary.

Terms of office shall commence on 1 July of the year following election, and shall continue for a

period of two years for all officers or until their successors have been elected and qualified.

Vacancies: Vacancies in the officers shall be filled in a manner prescribed in the Bylaws.

President: The President should reside over chapter activities, take responsibility for appointing

delegates to the Annual Meeting and respond on behalf of the chapter to non-routine requests,

inquiries, or opportunities from Sigma Xi Administrative Offices or the Board of Directors. The

President shall perform the customary duties of president and those assigned to the office by the

parliamentary authority, except as otherwise provided herein. The President is authorized to sign

checks in the absence or incapacity of the Treasurer, but all disbursements must be approved by

the chapter Executive Committee.

Vice-President

In the absence of the President of the chapter, the Vice-President assumes the responsibilities of

President. The vice-president will serve as the program chair for the chapter and in this capacity

will initiate and carry out the chapter’s activities for the year. In undertaking this responsibility,

the vice-president will be familiar with the activities that have been sponsored by the chapter in

the past. In addition, the vice-president will explore new activities for the chapter that may be of

interest to the group’s membership.

Secretary

The Secretary is responsible for maintaining the regular flow of information to and from other

officers, the membership and Sigma Xi Administrative Offices.

Treasurer

The Treasurer is responsible for maintaining the expenses/accounting of the chapter and

informing the officers, the membership and Sigma Xi Administrative Offices of the financial

status of the chapter. The Treasurer is responsible for all matters involving the transfer of funds

between the chapter and headquarters. The Treasurer will submit an annual treasurer’s report to

the President suitable for inclusion in the financial portion of the Annual Report. Each year, the

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treasurer will submit the Treasurer Report to Sigma Xi’s administrative office. An online form for

the report will be available during the submission period.

Annual Reports

The chapter President will submit an Annual Report, covering the Society’s year from July 1 to

June 30, to Sigma Xi’s Administrative Offices, before August 15. The submission period will start

on July 1 each year. If Sigma Xi’s Administrative Offices do not receive an Annual Report by

early September, the chapter’s September Local Support payment will be withheld and mailed in

January with the January local support money. If an Annual Report is received after March 1, a

written explanation will be requested from the chapter to justify the retroactive payment of Local

Support.

Delegates to the Annual Meeting

The Secretary informs Sigma Xi’s Administrative Offices of the chapter’s designated (voting)

delegate to the Annual Meeting. Representation at an Annual Meeting at least once in the last

three years is one of the requirements of each chapter in order to receive Local Support payments.

Local Support will be withheld, if a chapter is not so represented.

Initiations and Promotions

The Secretary is responsible for sending to headquarters the membership certificate order forms,

fees, and nomination forms for all individuals that will be initiated or promoted. These items

should be accompanied by a check for the total amount of fees required.

The election of at least one new member during the past two years is required of academic groups

to receive Local Support payments. Local Support will be withheld from groups failing to do so.

Local Dues

The Treasurer must notify Sigma Xi Administrative Offices if the chapter wishes to collect local

dues collected on its behalf.

Local Support Payments

The Treasurer receives Local Support payments from Sigma Xi Administrative Offices. These

payments are mailed to the designated treasurer.

Article V: Dues

The chapter may establish chapter dues. The Treasurer must notify Sigma Xi Administrative

Offices if the chapter wishes to have local dues collected on its behalf. An e-mail letter is sent to

chapter officers in November asking them to let Sigma Xi Headquarters know by December

regarding local dues for the next fiscal year. Any chapter dues will be established by a secret

ballot vote conducted among voting chapter members. The vote may be conducted either by mail

ballot or, after reasonable notice, at a regular or special membership meeting. Chapter members

must pay current Sigma Xi dues, any mandatory conference dues, and chapter dues.

Article VI: Committees

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A. Executive Committee

The executive committee shall consist of the elected officers of the chapter and two members

elected at large on annual terms. The majority of the executive committee shall constitute a

quorum for conduct of business of the committee. The executive committee shall assume

responsibility for the chapter’s continuing effective presence at the institution, keeping all

positions on the executive committee filled as vacancies occur. The executive committee shall:

1. Meet regularly;

2. Respond to chapter members seeking assistance;

3. Conduct the business of the chapter between meetings;

4. Regularly recruit members and encourage maintenance of membership;

5. Make necessary appointments to complete an unexpired term of any officer;

6. Set the agenda with appropriate notice for chapter meetings and;

7. Consult regularly with the Society on matters of mutual interest;

B. Other Committees

The chapter may create additional standing and ad hoc committees (i.e. a membership committee)

as necessary to promote the welfare and goals of the chapter. The chair and members of these

committees shall be appointed by the executive committee.

Article VII: Meetings

The chapter shall hold regular meetings at least twice per year. Special meetings of the chapter

may be called by the executive committee. The president shall call special meetings of the

chapter within 14 days of being so directed by the executive committee. Written notice of such

meetings shall be provided to each member by the secretary of the chapter at least 7 days in

advance of the meeting date.

The quorum required for the transaction of business at all meetings of the chapter shall consist of

50 percent of the members.

Article VIII: Dissolution

A chapter cannot cease to exist by voluntarily surrendering its charter; action by the Board of

Directors and others is required. Upon revocation of the chapter, its assets shall be distributed to

the Society, a charitable organization.

Article IX: Inactive/Dormant Chapter status

If a chapter dissolves or is out of good standing for 5 years, any and all funds, which were the

direct result of local dues and chapter support must be returned to the Society as outlined below:

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1. If a chapter dissolves or is out of good standing for 5 years, the chapter must make notification

to Chapter Services thereof and return a check, made payable to “Sigma Xi,” in the amount of

chapter funds to the Society and if chapter funds are held in the society’ main account for the

chapter. All returned funds shall be transferred to the chapter revitalization fund by the society

treasurer.

2. If a chapter dissolves or is out of good standing for 5 years and its chapter funds are

maintained by and commingled with an educational or commercial entity, which also provided

chapter financial support, a fair division of funds will be mutually agreed upon by the chapter, the

educational or commercial entity and the Society.

3. If a chapter dissolves or is out of good standing for 5 years and reactivates within the next 5

years, the Society will return to the chapter the original funds returned by the chapter, in an

amount not to exceed $5,000.

4. If a chapter dissolves or is out of good standing for 5 years and remains dormant for the next 5

years or more, then reactivates, the chapter will have forfeited its returned chapter funds. At the

time of reactivation, the Society will, however, work with the chapter to provide support to spur

reactivation.

Article X: Amendments

These bylaws may be amended by majority vote of the members, provided that a notice setting

forth the proposed amendment or amendments an explanation thereof and known objections

thereto shall have been sent to each member at least seven days prior to the vote. Any member of

the chapter may initiate an amendment.

Article XI: Organization of the Society: Chapters

The units of the Society are chapters. The chapters participate in the governance of the Society in

the manner and to the extent set forth in Sigma Xi’s constitution and bylaws, which in turn govern

the acts, duties, responsibilities and privileges of the chapters. Chapters may adopt the above such

bylaws as are appropriate for their governance, provided such bylaws do not conflict with the

constitution and bylaws of the Society. Procedures governing the establishment and conduct of

chapters and for the affiliation of active members therewith are set forth in the bylaws.

Enacted this __ day of April in the year 2024.