METSOC-CIM STUDENT CHAPTER
 |
1. DEFINITION
|
A Chapter is a group of students from a university, college, technical or technological
school who assemble to organize activities related to the fields of mineral extraction,
metallurgy and materials science.
|
|
2. THE BENEFITS OF CHAPTER AFFILIATION
|
- $150 Start-up Cheque - Upon approval of the MetSoc-CIM Board of Directors, the Student
Chapter Charter will be issued and a start-up allowance cheque in the amount of $150 Cdn will be forwarded to the
Chapter's faculty advisor. This start-up allowance does not apply to those institutions where MetSoc-CIM Chapters existed prior to the formation of the Student Chapter.
- Free CIM Membership for your Faculty Advisor - To recognize the significant contributions made by
educators, the faculty advisors of MetSoc-CIM Student Chapters will receive an honorarium of free CIM dues, provided that the Chapter's annual report (two copies) and a Chapter of Excellence Report have been
submitted by the June 1st deadline.
- Chapters of Excellence Contest - One $500 (Cdn) prize for Joint
Student Chapters and a plaque will be awarded to the "Chapter of the Year."
- Field Trip Subsidy - MetSoc will allocate a yearly sum of $25.00 (Canadian) per CIM student member who attends
a pre-designated field trip (to a maximum of $800 per institution per year). In order to receive the funding, the Student
Chapter faculty advisor must provide a list of participants along with a summary report of the field trip to the administrator
at the CIM National Office. Funding is limited to $5,000; first-come-first-served; only one cheque is issued per year per school.
- Direct Access to Publications - CIM Magazine is available online digitally with no access fees. To receive printed copies instead, an additional fee applies. Contact CIM for further information.
- Student Chapter Member Discount - Student Chapter members will obtain
free membership.
- Web Sites - TMS Online (visit the site at: http://www.tms.org) offers free access to meeting
information, publication information, and society product and service information. Visit MetSoc online at
http://www.metsoc.org or at http://www.cim.org.
|
|
3. HOW TO FORM A METSOC-CIM STUDENT CHAPTER (effective January 1 2009)
|
Chapter Membership: A Student Chapter waiting for approval from the CIM Board of Directors must
consist of at least 10 Student Chapter members who have completed their
application and whose applications have been submitted to CIM by their
faculty advisor.
Faculty Advisor: Each Chapter must elect a faculty advisor who is a member of CIM.
Approval from your Institution: A new Student Chapter must have the written approval of the institution at
which it is located. The list of 10 Student Chapter members and the written approval from the institution
should be sent to the administrator of the Metallurgical Society of CIM, at the CIM National Office.
Brigitte Farah
Administration & Meeting Planning
The Metallurgical Society of CIM
3400 de Maisonneuve Blvd. West
Suite 855, Xerox Tower
Montreal, Quebec, Canada H3Z 3B8
Telephone: (514) 939-2710, ext. 1329
Fax: (514) 939-9160
E-mail: bfarah@cim.org
By-laws and Petition:
A set of by-laws should be drawn up and submitted to the administrator of the
Metallurgical Society of CIM.
CIM Approval:
The aforementioned documents will be presented to the MetSoc-CIM Boards of Directors for approval. Your faculty advisor will be officially informed of the actions
of the Board. Upon approval of the MetSoc Board, the Student Chapter Charter will be
issued and a start-up allowance cheque in the amount of $150 Cdn will be forwarded to the faculty advisor.
The Student Chapter will also receive a plaque and letterhead shortly thereafter.
4. SAMPLE STUDENT CHAPTER BY-LAWS (OPENS IN A NEW WINDOW)
5. METSOC-CIM PETITION FORM (OPENS IN A NEW WINDOW)
|
|
6. THE FACULTY ADVISOR
|
A MetSoc-CIM Student Chapter cannot be formed without a faculty advisor and no Chapter can function
meaningfully without the continued support and interest of that advisor. The faculty advisor is not required to
pay CIM membership dues provided that the Chapter that he/she desires submits an annual report by June
1st to the administrator.
6.1 APPOINTING A FACULTY ADVISOR
In motioning to appoint a faculty advisor, students wishing to form a Chapter must nominate a faculty member for
this position. Any faculty member to be considered for nomination must be a member of CIM, and
teaching at the institution where the Chapter is to be established. Faculty members should be given the
opportunity to accept or to decline the nomination. The nomination for faculty advisor should be confirmed
by vote of the Executive Committee.
6.2 THE RESPONSIBILITIES OF THE FACULTY ADVISOR
The faculty advisor's contributions to the Chapter are two-fold; the faculty advisor offers professional guidance
and practical advice. Specifically, the faculty advisor will:
- Serve as the official liaison between the Chapter, the institution and the administrator, at the CIM National Office.
- Advise the Chapter on the implementation of its programs and the pursuit of its objectives.
- Attend as many of the Chapter's meetings as possible.
- Ensure that the Chapter understands the role of CIM as technical / professional organization.
- Counsel Student Chapter members in matters regarding CIM policies, and on how to best take advantage of
the services and funding available.
CIM is a professional and technical societiy. The faculty advisor is one of the few constant
elements in the rapid turnover of students within each Chapter. The Chapter's projects are more successful
when the Advisor's experienced judgement and aid are readily available. Thus, the faculty advisor can emerge
as perhaps the student's most influential teacher and engineer in a critical period of education and growth.
6.3 FACULTY ADVISOR HONORARIA
One benefit of being the Student Chapter faculty advisor is the award of an annual honorarium. This consists of free
CIM membership dues for the duration of an individual's tenure as faculty advisor. To receive complimentary
membership, the faculty advisor's Chapter must submit an Annual Report to the Student Chapter adminstrator.
Having submitted the Annual Report, the faculty advisor is to write "Faculty Advisor" across his/her membership
dues notice, and return it to CIM. CIM membership is paid by MetSoc upon receipt of the Chapter's
Annual Report by June 1st of that year.
This honorarium is one way that CIM thanks their faculty advisors for assisting student members. However,
the honorarium shall be restricted to those faculty advisors whose Chapters submit two copies of their Annual Report
summary to the CIM National Office by June 1st of each year, to be entered in the Chapters of Excellence Contest.
|
|
7. STUDENT CHAPTER OFFICERS
|
Student Chapter officers are Student Chapter members, who have accepted positions on either the Executive
Committee or any other committee.
The Executive Committee generally consists of six elected officers:
- President
- Vice-president
- Treasurer
- Secretary
- Undergrad rep
- Grad rep
Committees may be reconfigured towards the end of each academic year based on the experience of the current
Executive Committee. The current Executive Committee should provide a good, strong structure for the following
year's office.
Examples of Committees: Membership, High School Exposure, Poster, Publicity, Field Trip, Lecture Series, Fund-raising.
The term of office for all Student Chapter officers is one academic year. Elections for executive positions should
be held in the spring. Once the Executive Committee for the upcoming year has been formed, it sits along with the
current Executive Committee, on the Nomination Committee.
The Nomination Committee accepts written nominations from its Chapter's general members, and is responsible for the
final selection of Committee Chairpersons. Usually, nomination occurs after an interview with each nominee.
The above should be completed before the last Student Chapter meeting so that official announcements can be made.
Each committee chairperson is responsible for recruiting interested Committee members.
7.1 THE RESPONSIBILITIES OF THE PRESIDENT
The president is the chief officer and leader of the Student Chapter. The president is responsible for guiding the Student
Chapter and directing the group to achieve its fullest potential.
He/she strives to meet the interests of the school, in conjunction with the demands of student members, taking into
consideration employers' needs and industrial trends.
The president's job is certainly the most important and demanding, since it sets the pace for the Chapter's entire organization.
The president's duties are to:
- Preside at all Student Chapter meetings. The president should be familiar with accepted parliamentary procedures.
- Chair the Executive Committee.
- Hold regular closed Executive Committee Meetings to discuss program and strategy.
- Plan and coordinate Student Chapter meetings to ensure a worthwhile, well-planned agenda.
- Monitor and motivate Student Chapter officers and committee chairpersons.
- Assume or delegate all executive responsibilities of the Student Chapter not otherwise delegated.
- Appoint all Committees necessary for the continued proficiency of Student Chapter operations.
- Be the Student Chapter's chief spokesperson and contact with sponsors.
- Chair the Nominating committee, which makes the final selection of Committee Chairpersons for the following academic year. Selection should be done before the last meeting of the academic year.
At the close of the academic year, the president must prepare an Annual Report and work in conjunction with the
treasurer to produce a Financial Statement. Two copies of the Annual Report and of the Financial Statement should
be sent to the CIM National Office by the June 1st deadline of the current year.
Upon leaving office at the end of the academic year, the outgoing president should transfer all records necessary to
the operation of the Chapter to the incoming president.
7.2 THE RESPONSIBILITIES OF THE VICE-PRESIDENT
The vice-president is expected to:
- Preside during the absence or at the request of the president.
- Assist the president in accomplishing all of his/her organizational duties.
- Preside over the Chapter's committees. The vice-president must confer with committee chairpersons and report to the president on a regular basis.
- Collect Annual Committee reports.
- Act as the solid link between the students and the faculty advisor.
7.3 THE RESPONSIBILITIES OF THE TREASURER
The treasurer is the financial officer of the Chapter and as such it is the treasurer's responsibility to monitor
and keep exact records of the Chapter's funds.
The treasurer's job is to:
- Monitor the incoming and the outgoing of Chapter funds, as authorized by the Executive Committee.
- Collect and record all dues paid and owed.
- Make the necessary deposits and withdrawals from Student Chapter bank accounts.
- Search for sources of funding and administer the entire funding process.
- Devise wise fund allocation strategies, for consideration at executive meetings.
- Prepare an academic-year budget, for approval by the Executive Committee.
- Prepare a financial statement at the closing of the academic year for the Executive Committee to submit to the
faculty advisor for certification. A copy of the financial statement along with two copies of the Annual Report
must be submitted to the CIM National Office.
7.4 THE RESPONSIBILITIES OF THE UNDERGRAD OR GRAD REP
It is the responsibility of the undergrad or grad rep to attend all meetings and to keep the undergraduate or graduate
students informed about the Student Chapter. The undergrad or grad rep can be part of the elected Executive Committee.
7.5 THE RESPONSIBILITIES OF THE SECRETARY
It is the responsibility of the secretary to attend all the Student Chapter meetings and the Executive Committee
meetings, and to record, in a written form, all the important decisions taken during those meetings.
The secretary's duties include:
- Recording the minutes of Chapter and Executive Committee meetings. The minutes of any meeting should always include the number of TMS/CIM Student and non-student members present at the meeting. A sheet of paper should be circulated around the meeting hall for each attendee to sign, to facilitate the task of taking attendance.
- Making the minutes of each meeting available to all Student Chapter members within two weeks after the actual meeting day.
- Notifying the CIM National Office of significant Student Chapter-related events so that they may be posted on the website.
- Informing the CIM National Office of the names of new Student Chapter officers immediately after elections.
- Maintaining all stationery and CIM forms necessary for the correct functioning of the Student Chapter. This suggests ordering new supplies of forms from the CIM National Office, or perhaps simply photocopying forms if and when supplies are remarkably low.
- Assisting the president in communicating with the faculty at large.
Guidelines for writing minutes:
- State the purpose of the meeting: Regular meeting of the board, or specially-called meeting?
- State the date, time and location of the meeting.
- State the names of the official meeting attendants, and the name and title of the person who chairs the meeting.
- List the names of all guests and the organization they represent, if any.
- List any reports presented, adjoin written reports.
- Record old and new business discussion points.
- List all motions made, the names of those who made them and seconded them, and the results of the votes. Also record those recommendations which did not result in motions being taken.
- Provide a summary of all discussions/motions/recommendations.
- Record announcements.
- Record the time the meeting is called, and the time the meeting is closed.
- State the time, date and location of the next meeting.
- The minutes should be signed by the secretary or the person who acts as the recorder.
|
|
8. STUDENT CHAPTER REQUIREMENTS (effective January 1st 2009)
|
Once established, the Student Chapter is required to:
- Consist of a minimum of 10 students who have applied for free membership
- Have an elected faculty advisor who is already a member of CIM and who is employed at the Chapter's institution.
- Submit two copies of its Student Chapter Annual Report to the MetSoc-CIM National Office each year, no later than June 1st, with the following information:
- Names of the student officers
- Name of the faculty advisor
- Listing of activities held over the past year
- Financial statement
These are the only requirements of a CIM Student Chapter. However, there are several things that
conscientious student officers should do.
The first thing is to establish contact with the administrator of the Metallurgical Society of CIM early in the school
year. The administrator will be pleased to offer any advice or answer any questions about procedures or any problems
the officers or Chapter might have. The administrator can be contacted as follows:
Brigitte Farah
Administration & Meeting Planning
The Metallurgical Society of CIM
3400 de Maisonneuve Blvd. West
Suite 855, Xerox Tower
Montreal, Quebec, Canada H3Z 3B8
Telephone: (514) 939-2710, ext. 1329
Fax: (514) 939-9160
E-mail: bfarah@cim.org
Student Chapter officers should examine their Chapter, their school and general situation to determine and
evaluate the worthiness of each project before undertaking it. The choice of projects can include field trip organization,
Chapter participation in the CIM Student Paper Contests, arranging for speakers to discuss technical issues and career
development, visits to local high schools to promote metals and materials industry careers... The goal of the Chapter should
be to become involved in both constructive and rewarding projects.
|
|
|
|
|
|
MetSoc Home
Membership