Constitution

Article I. Name

This organization shall be known as Rho Beta Epsilon, The Robotics Engineering Honor Society (hereafter Rho Beta Epsilon). Each chapter shall be assigned a Greek letter representing its chronological order of creation. For example, the first chapter shall be assigned the Alpha chapter, and the twenty-fifth shall be assigned the Alpha Alpha chapter.

Article II. Purpose

The mission of Rho Beta Epsilon is to encourage and recognize exemplary robotics students at the university level while aiding in their personal and professional development, and to advance the robotics engineering community through exceptional education, leadership, and passion for robotics. The organization is organized exclusively for charitable, religious, educational, and scientific purposes under IRC Section 501(c)(3), or corresponding section of any future federal tax code.

Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of IRC Section 501(c)(3), or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.

Article III. Insignia of the Society

Section I. Emblem.

The emblem of the Society is a black gear with a golden ring inset. The center of the gear contains the binary digits “0111” in gold above a golden five-pin operational amplifier. The gear, binary digits, and operational amplifier symbolize mechanical engineering, computer science, and electrical engineering, respectively, and the heritage of robotics in each of those fields. The number seven in binary represents the seven founding members of the society.

Section II. Colors.

The colors of the Society are crimson for the passion we exhibit for robotics, gold for the standard of quality we strive to achieve, and black for the unknown future of robotics.

Article IV. National Board

Section I. Responsibilities

The Rho Beta Epsilon National Board is the governing body that presides over all Rho Beta Epsilon chapters. The National Board consists of at least the five officers described in this section.

  • The Chairperson shall:
    • Preside over the National Honor Society
    • Orchestrate the elections of new National Board officers
    • Lead all meetings of the National Board
    • Create additional national officer positions as needed, with the approval of two-thirds of the National Board officers and two-thirds of the chapters, as described in Article IX
    • Ensure Rho Beta Epsilon (both the national board and its chapters) faithfully pursues the purpose established in Article II
    • Serve as the moral authority of Rho Beta Epsilon
  • The Vice Chairperson shall:
    • Replace the Chairperson in times of their absence
    • Maintain and enforce the National Constitution
    • Evaluate each chapter’s proposed bylaws to ensure compliance with the National Constitution
    • Record and report on national meeting minutes
    • Handle logistics for national meetings
  • The Membership Officer shall:
    • Track each chapter’s status
    • Lead outreach efforts for prospective chapters
    • Maintain records of chapter membership
    • Manage awards at the national level
  • The Treasurer shall:
    • Ensure compliance with state and federal non-profit regulations, including 501(c)(3) tax-exempt status
    • Maintain an accurate budget and record of all financial transactions
    • Collect all chapter dues in a timely manner
    • Manage official Rho Beta Epsilon membership paraphernalia and distribute it to chapters as appropriate
  • The Marketing Officer shall:
    • Manage Rho Beta Epsilon’s national social media accounts
    • Oversee Chapter social media accounts
    • Ensure chapter compliance with marketing standards
    • Generate Rho Beta Epsilon marketing material
    • Maintain Rho Beta Epsilon’s website

In addition to the above officer-specific duties, the National Board shall:

  • Determine if a school meets the requirements to apply for establishment of a chapter of Rho Beta Epsilon
  • Approve and decline new chapter applications
  • Notify chapters of their status within Rho Beta Epsilon biannually
  • Hold a National Board meeting at least once per month

Section II. Eligibility for Office

Any Alumni Member of any of Rho Beta Epsilon’s chapters is eligible to run for a seat in the National Board. Collegiate Members in good standing are eligible to run for National Board office if they will have obtained Alumni status by the beginning of the National Board term.

Section III. Terms and Elections

Each National Board officer will serve a term of two years, with terms beginning and ending on June 1 at 12:00 AM EST. Elections for the National Board will occur once every two years. The National Board will announce to the chapters the list of seats up for election by March 1st of each election year. Any eligible member wishing to run for one of the seats up for election must submit a letter of intent to the National Board no later than April 15 at 11:59 PM EST. The full list of nominees and their letters of intent will be distributed to all active chapters by May 1 at 11:59 PM EST. A vote of the chapters will then be conducted following the procedure established in Article IX Section I. Chapters must submit their votes to the National Board by May 15 at 11:59 PM EST for them to be valid.

Section IV. Removal from Office

Any National Board officer can be removed from office by resignation, by a two-thirds majority vote of the active Rho Beta Epsilon chapters as described in Article IX, or by a unanimous vote of the National Board officer excluding the member in question.

For any active chapter to initiate the removal process, the chapter must write a letter to the National Board requesting the removal of the National Board officer in question. Upon receipt of such a letter, the Chairperson or Vice Chairperson must call a vote of the National Board to veto removal. The officer in question must abstain from this vote. If this motion does not pass, a vote of the chapters must be called to remove the Board member.

The National Board can initiate the removal process at any time following the procedure outlined in Article IX Section II. The National Board must notify the chapters of the results of the vote.

If a seat on the National Board becomes vacant, the Chairperson assumes the responsibilities of that seat; if the Chairperson’s seat becomes vacant, the Vice Chairperson assumes the responsibilities of the Chairperson. The National Board may appoint an interim officer to fill an empty seat until the next election cycle through a vote as outlined in Article IX Section II.

Article V. Chapter Requirements

Section I. Forming a Chapter

Forming a chapter of Rho Beta Epsilon requires the following:

  • Chapters must be formed at an institution of higher education that offers an undergraduate degree or graduate focused in Robotics Engineering or local equivalent.
  • Chapters must contain at least six members to fulfill the required officer positions. The founding members must be approved by the Rho Beta Epsilon National Board to ensure they meet national membership standards.
  • Chapters must submit a proposal of their bylaws and Rho Beta Epsilon Plan, outlined in Sections II and III, respectively, to the Rho Beta Epsilon National Board.
  • The Rho Beta Epsilon National Board must approve the formation of the chapter.

Section II. Bylaws

Each chapter must develop a set of bylaws to govern all of its operations. In the event that this set of bylaws conflicts with the National Constitution of Rho Beta Epsilon, the National Constitution shall take precedence. The bylaws must expressly define the following:

  • The chapter’s specific process for accepting new members
  • Chapter-specific member requirements to maintain a status of good and active standing
  • The chapter’s officer positions and their responsibilities

Section III. Rho Beta Epsilon Plan

All prospective chapters are required to document their plan to advance the robotics engineering community within their institution. The plan must describe how the chapter will encourage and recognize excellence in robotics education, develop their members personally and professionally, and give back to the robotics community at large.

Section IV. Dues

All chapters are required to pay dues to the National Board on a semesterly basis. Dues will amount to the total expenses incurred by the National Board during the preceding semester, divided equally among the chapters and not exceeding $150 per chapter per semester.

Section V. Inductions

All chapters are required to conduct at least two inductions each academic year: once in the fall semester and once in the spring semester.

Section VI. Communication

Each semester, by a deadline established by the National Board, each chapter is required to provide the National Board with a report of the chapter’s semester accomplishments, any chapter bylaw amendments passed during the semester, and a membership roster. Additionally, each chapter must create and maintain an email alias that includes all members of the chapter’s officer board for communication with the National Board.

Section VII. Chapter Status

Any chapter that does not meet the requirements set forth by Article V Sections I-VII for a given semester will be moved from active status to probationary status by the National Board and notified accordingly. Probationary chapters may not vote on National Board officer positions or any other motion raised to the National Board. If a chapter fails to meet the requirements set out in Article V Sections I-VII for three consecutive semesters, they will be moved to inactive status by the National Board and notified accordingly. Inactive chapters lose all privileges associated with Rho Beta Epsilon Membership. Probationary chapters may regain active status by meeting all chapter requirements set out in Article V Sections I-VII for two consecutive semesters. If an inactive chapter wishes to regain active status, they must re-apply for membership according to the process described in Article V Section I.

Article VI. Membership

Section I. New Member Requirements

Each chapter of Rho Beta Epsilon is required to create admission requirements that adhere to the guidelines listed below. Membership must be conferred solely on the basis of character and specified eligibility, irrespective of membership in other organizations. Each chapter must extend an invitation to apply to eligible candidates prior to each application period. Applicants must:

  • Have completed 3 semesters of undergraduate enrollment or 1 semester of graduate enrollment
  • Demonstrate high scholarship within the field of Robotics Engineering or local equivalent
  • Not rank lower than the highest 35% of their class
  • Have completed intermediate coursework in robotics
  • Exemplify the values of Rho Beta Epsilon as stated in Article II

Section II. New Member Selection Process

Each Chapter is required to establish a process of selecting new members, overseen by the chapter’s New Member Officer, which must include at least the following procedures:

  • Review the application of every prospective member to ensure that the applicant meets all the new member requirements
  • Conduct an interview for each prospective member that meets the basic admission requirements. The interviews must incorporate the following:
  • Each interview must be attended by at least two current Collegiate Members of the local chapter
  • Include a technical assessment of the applicant’s knowledge of robotics engineering
  • Include an assessment of their professionalism, leadership, and passion for robotics
  • Conduct a discussion and vote upon the candidacy of each potential new member.

Section III. General Membership Requirements

All Members of Rho Beta Epsilon are required to maintain the membership requirements established in their chapter’s bylaws and remain in good academic standing in accordance with their institution. Each member of Rho Beta Epsilon must continually uphold the values of Rho Beta Epsilon and contribute to its goals.

Section IV. Collegiate Membership

Any member in good standing of an active chapter that is currently enrolled in the chapter’s educational institution is defined as a Collegiate Member of Rho Beta Epsilon. Chapters are responsible for establishing a process for determining collegiate member standing.

Section V. Alumni Membership

Any former Collegiate Member of a chapter who graduates from their chapter institution in good standing becomes an Alumni Member of Rho Beta Epsilon. Alumni Members remain in good standing with Rho Beta Epsilon regardless of whether their chapter institution later falls out of active status.

Section VI. Honorary Membership

Any active chapter may nominate a person for honorary membership into Rho Beta Epsilon. Any such person must first be approved by three-fourths of the voting membership of the chapter in question. If this vote passes, the chapter must submit, in writing, a detailed description of why they believe the person is deserving of honorary membership to the National Board. This nomination must be approved by a vote of the National Board as outlined in Article IX.

Article VII. Chapter Officer Board

Every Chapter of Rho Beta Epsilon is required to have an Officer Board consisting of at least six positions. Each position has certain responsibilities that must be fulfilled in order for a chapter Rho Beta Epsilon to effectively operate. The required positions for an established chapter and their minimal responsibilities are listed below:

  • The President shall:
    • Preside over the organization
    • Lead all meetings and maintain the direction of the chapter
    • Act as a moral authority and guide for the rest of the organization
    • Be the formal representative of the chapter
    • Delegate tasks to other officers that are beneficial to Rho Beta Epsilon members
  • The Vice President shall:
    • Replace the President in times of their absence
    • Maintain and enforce the bylaws of the chapter
  • The Treasurer shall:
    • Maintain good financial standing in accordance with the institution where the chapter is established
    • Keep an accurate budget
    • Record all financial transactions
    • Collect all membership dues in a timely manner.
  • The Secretary shall:
    • Maintain the organization of the chapter. This includes taking minutes at all meetings, preparing and notifying members of meetings, and tracking the status of each member.
    • Record the history of the chapter.
  • The New Member Officer shall:
    • Ensure the integrity of the membership. This includes organizing the recruitment and evaluation of prospective members.
    • Act as a point of reference for prospective members in completing the necessary tasks for joining Rho Beta Epsilon.
    • Create and maintain a fair rubric for new member admission
  • The Career Officer shall:
    • Aid all members of Rho Beta Epsilon in career development.
    • Establish and maintain contact with alumni and potential employers.

Article VIII. Amendments and Revisions

Any chapter and any member of the National Board may propose amendments to this constitution. All proposed amendments will be reviewed and a vote of the National Board will be held, as outlined in Article IX. If the amendments are approved by the National Board, a vote of the chapters, as outlined in Article IX, will be called to approve the proposed amendments. If the amendments are not approved by the National Board, all chapters will be notified of the requested amendments and the reasons why they were not accepted.

Article IX. Voting Procedures

Section I. Vote of the Chapters

When a vote of the chapters is needed, the National Board must notify all active chapters of the motion to be voted on. Every Collegiate Member in good standing of an active chapter receives a single vote, and the chapter must inform the National Board of their members’ votes within three weeks from the time the notice is sent. Any chapter failing to notify the National Board of their votes will be marked as abstaining from the vote.

Officer elections are conducted using the single transferable vote system. All other motions require a two-thirds majority vote of the active chapters to pass.

Section II. Vote of the National Board

A vote of the National Board may be initiated either by a proposed motion from an active chapter or by an internal motion. If initiated by a proposal from an active chapter, the National Board chair will call for a meeting to discuss and vote on the motion within one month from the time the proposal is received; this meeting may coincide with a regular National Board meeting. The motion will pass if approved by a simple majority of the National Board members unless otherwise specified. The National Board must notify all active chapters of the outcome of the vote within three weeks of the vote.

Article X. Enabling Clause

Rho Beta Epsilon agrees to abide by all federal, state and local laws of its residing location. Any changes to this constitution and/or bylaws will follow, in word and spirit, all federal, state and local laws of its residing location. All chapters are required to abide by the policies of their respective institution as well as all federal, state and local laws of their residing location.

Last Revised: 11/12/2023