Joint Student Chapter Manual Online
METSOC-CIM/TMS JOINT STUDENT CHAPTER
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1. DEFINITION
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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.
CIM and TMS recognize that Student Chapters are their primary means of introducing students
to their respective societies. Therefore, the two organizations have combined their effort to
create programs to help Student Chapters develop meaningful projects.
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2. THE BENEFITS OF CHAPTER AFFILIATION
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- For a Single Reduced Fee, Benefit from Association with Both TMS and CIM.
Joint MetSoc-CIM/TMS Student Chapter members benefit from association with both TMS and CIM. (CIM & TMS)
- $150 Start-up Cheque: Upon approval of the MetSoc-CIM and TMS Boards of Directors, the Joint 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 or TMS
Chapters existed prior to the formation of the Joint Student Chapter. (CIM & TMS)
- Free TMS and CIM Memberships for your Faculty Advisor: To recognize the significant contributions made by
educators, the faculty advisors of MetSoc-CIM/TMS Joint Student Chapters will receive an honorarium of free TMS and
CIM dues, provided that the Chapter's annual report (two copies) and a Chapter of Excellence Report have been
submitted to TMS by the June 1st deadline. (CIM & TMS)
- Joint Student Chapter Rebate: The Joint Student Chapter will receive a return of 15% on its annual
membership fees. (CIM & TMS)
- Chapters of Excellence Contest: One $500 (Cdn) prize for Joint
Student Chapters and a plaque will be awarded to the "Chapter of the Year." (CIM)
- 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. (CIM)
- Travel Grant: $500 US per year, per active Student Chapter, is available from TMS to cover part of
the expenses of students attending TMS meetings. The allowance is restricted to expenses to either the TMS or MS&T meetings.
Verification of student attendance at any of these meetings will be provided to TMS by
the Student Chapter faculty advisor. MetSoc provides travel grants to the Conference of Metallurgists, the Hydrometallurgical
Meeting, and to the Canadian Materials Science Conference.
- List of Speakers: The TMS Speakers Bureau provides distinguished speakers to Joint Student Chapters,
lecturing on a variety of topics. Over 100 TMS members, national and international, are participants in this
service. For a listing of registered speakers, contact TMS Headquarters, Member Services Department, Tel.:
(724) 776-9000 ext. 259, or Fax: (724) 776-3770 (TMS.) CIM will provide assistance with selecting local expert
speakers. Contact Brigitte Farah at (514) 939-2710 ext. 1329 or Fax (514) 939-9160. (CIM)
- Chapter Newsletter: Faculty advisors and Student Chapter members receive "Professional Preface"
periodically throughout the school year, published by TMS in JOM to keep them informed about current
faculty/student activities.
- Direct Access to Publications: JOM and the CIM Magazine are available online digitally with no access fees. To receive printed copies instead, an additional fee applies. Contact CIM & TMS for further information.
- Student Chapter Member Discount: Joint Student Chapter members will obtain special rates on the
TMS/ASM Metallurgical and Materials Transactions. (TMS)
- Web Sites: TMS Online (visit the site at: http://www.tms.org) offers free access to meetings
information, publications information, and society product and service information (TMS). Visit MetSoc online at
http://www.metsoc.org or at http://www.cim.org. (CIM)
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3. HOW TO FORM A JOINT METSOC-CIM/TMS STUDENT CHAPTER
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Chapter Membership: A Joint Student Chapter waiting for approval from the CIM and TMS Boards of Directors must
consist of at least 10 Joint Student Chapter members who have promised to pay their fees in full within 30 days
after the Student Chapter Charter is officially granted.
Faculty Advisor: Each Chapter must elect a faculty advisor who is a member of CIM and/or TMS.
Approval from your Institution: A new Joint Student Chapter must have the written approval of the institution at
which it is located. The list of 10 Joint 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 and TMS Approval:
The aforementioned documents will be presented to the MetSoc-CIM and the
TMS Boards of Directors for approval. Your faculty advisor will be officially informed of the actions
of the Boards. Upon approval of both MetSoc and TMS Boards, the Joint 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 Joint Student Chapter will also receive a plaque and letterhead shortly thereafter.
4. SAMPLE JOINT STUDENT CHAPTER BY-LAWS (OPENS IN A NEW WINDOW)
5. JOINT METSOC-CIM/TMS PETITION FORM (OPENS IN A NEW WINDOW)
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6. THE FACULTY ADVISOR
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A Joint MetSoc-CIM/TMS 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 TMS or 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 either CIM or TMS, 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 roles of CIM and TMS as technical/professional organizations.
- Counsel Student Chapter members in matters regarding CIM and TMS's policies, and on how to best take advantage of both organizations' services and funding.
CIM and TMS are professional and technical societies. 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 and TMS 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 Joint 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 and TMS. 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 and TMS thank 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.
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7. STUDENT CHAPTER OFFICERS
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Student Chapter officers are Joint 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/TMS forms necessary for the correct functioning of the Joint 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.
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8. STUDENT CHAPTER REQUIREMENTS
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Once established, the Joint Student Chapter is required to:
- Consist of a minimum of 10 students that have paid their membership fees
- Have an elected faculty advisor who is already a member of either CIM or TMS, 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 Joint TMS and 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
Joint 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 TMS and 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.
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