Bylaws

Adopted: June 1982
Revised: June 1989, June 1993, June 1998, June 2006, June 2016, July 2021

A. NAME
The name of the division shall be the First-Year Programs Division (FPD)

B. OBJECTIVES
The objectives of this division are identical with the objectives of the American Society for Engineering Education (ASEE) as set out in the ASEE Constitution, with an emphasis on those objectives that pertain to lower-division engineering students, especially those in their first year of an engineering program (transfer or entering), and the various programs that pertain to the first year of an engineering program.
C. STATEMENT ON DIVERSITY, EQUITY, AND INCLUSION
The First-Year Programs Division is committed to fostering collaborative and inclusive environments that value equity and celebrate diversity. The FPD commits to ensuring that we continually challenge ourselves to deepen and broaden our understanding of inequities, so that we are prepared to take action to transform our division, ASEE, our institutions, universities, and the whole of the engineering community. More information can be found on ASEE’s Statement on Diversity and Inclusiveness and the ASEE SEFI Joint Statement on Diversity, Equity, and Inclusion.
Specifically the division shall:
1. Promote the inclusion of diverse individuals in engineering and increase the participation of underrepresented groups within the FPD, particularly in positions of leadership; and
2. Recognize that having a diverse membership is important to maintaining a community that embraces new perspectives and ideas in order to best serve the students and faculty at our institutions and within our organizations.

D. MEMBERSHIP
The members of this division shall be those members of ASEE who identify to the society their wish to be affiliated with the group each year and who pay the division dues annually. Dues shall be set by the members of the division using the procedures indicated below in Section M. The dues shall be reported to ASEE Headquarters staff for implementation.
E. DIVISION ORGANIZATION
The division shall be administered by an Executive Committee (aka the Board) composed of eight (8) Directors and all other officers holding elected positions, all succession officers, and officers holding appointed positions. Voting members of the Executive Committee shall be the 8 Executive Committee Directors.

The Chair or a representative selected by the Chair shall represent the division on the Council Board of the Professional Interest Council to which the division has been assigned by ASEE.

F. OFFICERS
These officers shall perform the duties prescribed by these bylaws.
1. THE ELECTED OFFICERS OF THE DIVISION SHALL BE
a. Secretary
b. Treasurer
c. First-Year Engineering Experience Conference Program Chair-Elect
d. Executive Committee Directors (8)
e. Program Chair-Elect

2. THE SUCCESSION OFFICERS OF THE DIVISION SHALL BE
f. Program Chair
g. Chair
h. Immediate Past Chair
i. First Year Engineering Experience (FYEE) Conference Program Chair

3. THE APPOINTED OFFICERS OF THE DIVISION SHALL BE
j. Nominating Committee Chair
k. Awards Committee Chair
l. Newsletter Editor
m. Webmaster

4. The officers shall be appointed or elected to serve terms as specified below. The terms of elected officers shall begin at the close of the annual business meeting of the division following their election. The terms of appointed officers shall begin upon receipt of notification of their appointment from the Chair. If any succession role is not able to be filled via the planned succession, any division member may be elected through the election process specified in Section I.
a. Secretary – serving a term of one (1) year, this office does not succeed to another position.
b. Treasurer — serving a term of one (1) year, this office does not succeed to another position.
c. First Year Engineering Experience (FYEE) Conference Program Chair-Elect — serving for a term of one (1) year and succeeding to the position of FYEE Conference Program Chair
d. Executive Committee Director — eight (8) directors serve terms of four (4) years. Two Directors are elected in each election cycle.
e. Program Chair-Elect — serving for a term of one (1) year and succeeding to the position of Program Chair.
f. Program Chair — serving for a term of one (1) year. The Program Chair succeeds from the Program Chair-Elect and succeeds to Chair.
g. Chair — serving a term of one (1) year. The Chair succeeds from the Program Chair and succeeds to the position of Immediate Past Chair
h. Immediate Past Chair – serving a term of one (1) year. The Immediate Past Chair succeeds from the Chair
i. First Year Engineering Experience (FYEE) Conference Program Chair — serving for a term of one (1) year. The FYEE Program Chair succeeds from the FYEE Conference Program Chair-Elect.
j. Nominating Committee Chair – serving for a term of one (1) year. The Nominating Committee Chair is appointed by the Executive Committee from the division membership (this position is automatically filled by the Immediate Past Chair if no Nominating Committee Chair is appointed)
k. Awards Committee Chair — serving for a term of one (1) year. The Awards Committee Chair is appointed by the Executive Committee from the division membership (this position is automatically filled by the Program Chair-Elect if no Awards Committee Chair is appointed)
l. Newsletter Editor— serving for a term of one (1) year. The Newsletter Editor is appointed by the Executive Committee from the division membership (this position is automatically filled by the Chair if no Newsletter Editor is appointed). Multiple individuals may hold this role concurrently.
m. Webmaster — serving for a term of one (1) year. The Webmaster is appointed by the Executive Committee from the division membership.

5. In the event of the resignation, death, or removal of one of the members of the Executive Committee, the vacated office shall be filled for the duration of the unexpired term by a person to be appointed by vote of the Executive Committee Directors, except that:

a. in the event of the resignation, death, or removal of the Chair, the Program Chair shall take office as Chair immediately, serving out the duration of the unexpired term followed by the term to which he/she would normally succeed;

b. in the event of the resignation, death, or removal of the Program Chair, the Program Chair-Elect shall take office as Program Chair immediately, serving out the duration of the unexpired term followed by the term to which he/she would normally succeed;
c. in the event of the resignation, death, or removal of the Immediate Past Chair, the vacated office shall not be filled for the duration of the unexpired term;
d. in the event of the resignation, death, or removal of the FYEE Program Chair, the FYEE Program Chair-Elect shall take office as Program Chair immediately, serving out the duration of the unexpired term followed by the term to which he/she was elected;

e. in the event that the Program Chair-Elect takes the office of the Program Chair as described above, the vacated office shall not be filled for the duration of the unexpired term;

f. in the event that the FYEE Program Chair-Elect takes the office of the FYEE Program Chair as described above, the vacated office shall not be filled for the duration of the unexpired term;

g. in the event that the role of Program Chair-Elect or FYEE Program Chair-Elect is filled by appointment as described above, the appointed individual shall not automatically succeed to the office of Program Chair or FYEE Program Chair, respectively, at the conclusion of the unexpired term. Instead, there shall be an election, held in accordance with the normal election procedures, for the office of Program Chair or FYEE Program Chair, as appropriate.

G. DUTIES OF OFFICERS
1. The CHAIR shall:
● Have administrative responsibility for the conduct of all functions of the division in accordance with these bylaws and the policies and procedures established by the Executive Committee.
● Schedule, organize and conduct annual business meetings of the division and all meetings of the Executive Committee.
● Appoint all standing committees authorized by these bylaws and special committees authorized by the Executive Committee.
● Compile an annual report of the activities of the division as requested by the Secretary of ASEE.
● Assure that official cash disbursement signatures are on file at ASEE headquarters and approve all expenditures of ASEE and FPD funds.

2. The PROGRAM CHAIR shall:
● Arrange and coordinate the division’s activities at ASEE’s annual meeting.
● Work with the Executive Committee to develop technical programs in accordance with the division’s objectives.
● Coordinate sessions within the time frame set by ASEE headquarters for inviting speakers, notifying headquarters of logistical needs, etc., as set forth in the “Program Chair Guidelines” available from the ASEE Conferences department.
● Work with ASEE Conferences department staff in the on-site management of sessions.
● Act for the Chair at business meetings and Executive Committee meetings in the event of the Chair’s absence.
● Attend monthly Executive Board Meetings as called by the Chair

3. The PROGRAM CHAIR-ELECT shall:
● Assist the PROGRAM CHAIR in planning the division’s events for the next annual meeting.
● Attend monthly Executive Board Meetings as called by the Chair

4. The SECRETARY shall:
● Record the minutes of Executive Committee meetings and the annual business meeting, and distribute copies of the minutes to appropriate division and ASEE officers.
● Be responsible for the official records of the Executive Committee and the division, and ensure that the files of the division are passed along to their successor.
● Distribute communications to the membership as needed
● Attend monthly Executive Board Meetings as called by the Chair

5. The TREASURER shall:
● Oversee and maintain the financial records of the division and regularly report on financial status to the Executive Committee.
● Collect division income, if any, and disburse monies authorized by the division Chair.
● Keep records of all the division’s outstanding receivables and payables.
● Ensure that all the division’s financial activities conform to the standards and procedures set forth in the ASEE Financial Policy Manual, which is available from the ASEE Accounting department.
● Attend monthly Executive Board Meetings as called by the Chair
6. The DIRECTORS shall:
● Vote on matters before the Executive Committee.
● Serve on at least one standing or ad hoc committee of the division per year.
● Attend monthly Executive Board Meetings as called by the Chair.
● Support the Program Chair and Awards Chair in the execution of their roles, such as serving as a reviewer, moderator, and/or best paper reviewer.
● Promote the FPD across ASEE to the best of their ability with activities such as attending FPD sessions at the annual conference of ASEE.

7. The IMMEDIATE PAST CHAIR shall:
● Serve on the Executive Committee and, upon appointment, on such other standing and ad hoc committees as the division may establish.

8. The NOMINATING COMMITTEE CHAIR shall:
● Lead the Nominating Committee in developing the list of candidates for division elections.
● Keep the Executive Committee informed about the activities and progress of the Nominating Committee.

9. The AWARDS COMMITTEE CHAIR shall:
● Lead the Awards Selection Committee in selecting recipients of division awards in accordance with the provisions of each award and the policies and procedures established for awards by the Executive Committee of the division.
● Promptly communicate awardees selection and information to ASEE headquarters.
● Notify awardees and non-awardees of selection and non-selection, respectively.
● Plan the presentation ceremony.
● Keep the Executive Committee informed about the activities and progress of the Awards Selection Committee.
10. The NEWSLETTER EDITOR(S) shall:
● Collect, evaluate, edit, and distribute material in the form of periodic newsletters to the division membership.
11. The WEBMASTER shall:
● Develop and maintain the division’s web site and the FYEE conference website.
● Ensure that the division website adheres to the policies and standards of ASEE as to privacy and all other internet issues.
● Keep, catalog, and transfer to their successor those division documents that are not normally kept by the Secretary or/and Treasurer but are records of the activities and achievements of the division and its members.
● Be responsible for filing the appropriate historical documents in the division’s paper or/and electronic archival library.

12. The FYEE PROGRAM CHAIR shall:
● Coordinate with the FYEE General Chair and FYEE Steering Committee to develop the FYEE conference program.
● Select discussion topics for the FYEE Conference.
● Post call for papers and workshops for the FYEE Conference.
● Oversee the abstract and paper review process for the FYEE Conference.
● Oversee paper, workshop and presentation selection for the FYEE Conference.
● Arrange the FYEE Conference sessions and workshops in collaboration with the FYEE General Chair.

13. The FYEE PROGRAM CHAIR-ELECT shall:
● Assist the FYEE PROGRAM CHAIR in preparation of succeeding to this position in the next year.

H. ELECTION OF OFFICERS

1. The Chair shall appoint a Nominating Committee, which shall nominate candidates for the offices to be filled at the close of the next Annual Conference of ASEE. To obtain names for nomination, the Nominating Committee will:
● Solicit nominations from the Division membership.
● Obtain a brief biographical statement from each nominee (after ascertaining their willingness to serve if elected.)
● Determine suitable candidates from the pool of nominations by considering such things as previous work within the division or ASEE and how the individual exhibits characteristics commensurate with the objectives of the division.
● Coordinate with the presentation of the names with brief biographical statements of all candidates for elected positions in an election ballot to all members of the Division in the Spring of each year.
● Present the names with brief biographical statements of all candidates for appointed positions to the Executive Board for consideration in the Spring of each year.

2. For elected positions, a simple majority of the ballots counted shall constitute election. In case of a tie vote, the tie shall be broken by a simple majority vote of the members present at the annual business meeting of the Division. If presented by electronic ballot, the ballot shall remain open for a minimum of 7 days, with additional time provided when possible. Notice of anticipated vote shall be distributed to the Division membership no later than 24 hours before the meeting at which the vote is to be taken or, if by electronic ballot, at the time that the electronic ballot is made available. The Chair shall notify each candidate of the outcome of the election. Election results will be announced at the annual business meeting of the Division. For appointed positions, a simple majority of votes cast by Executive Committee Directors shall result in appointment.

3. If an elected or appointed officer is not performing the stated duties of their office or are otherwise believed to be unsuitable to continue in their role, they may be removed prior to the end of their term in accordance with the policies below.

a. Removal proceedings against any officer of the division may be initiated by any member of the division by submitting a written statement to the Immediate Past Chair enumerating the reasons the officer should be removed. The Immediate Past Chair shall, within 24 hours of receiving the petition, notify the officer against whom proceedings are being initiated of the accusations against them and the process to be followed. The officer in question may, within 48 hours, submit a written rebuttal to the petition. The Immediate Past Chair shall then submit both the petition and, if submitted, rebuttal to the Executive Committee. The Immediate Past Chair shall also call a special session of the Executive Committee Directors.

b. In the case of an appointed officer, removal shall be considered at the next meeting of the Executive Committee following the submission of the petition and, if submitted, rebuttal. The proceedings shall be chaired by the Immediate Past Chair. Both the petitioner and officer in question, or representative(s) thereof, shall be given an opportunity to speak before the Board. A vote shall be taken on the question of removing the officer from their role. A simple majority of votes cast by the Executive Committee Directors shall constitute removal from office.

c. In the case of an elected or succession officer, a similar process shall be followed as outlined above for appointed officers. In the case that the officer is also a voting member of the Executive Committee, they shall not be given a vote on the question of their own removal. Following the vote of the Executive Committee, either the petitioner or the officer in question may appeal the outcome by submitting a written appeal to the Immediate Past Chair within 24 hours of the conclusion of the Board meeting. If the vote is appealed, a vote of the division membership shall be held, following the policies described above for election of officers, on the issue of removing the officer from their role. Both the petition and, if submitted, rebuttal shall be circulated to the division membership along with the announcement of the upcoming vote. A simple majority of the ballots counted shall constitute removal. In the case of a tie, the original vote of the Executive Committee shall stand as final.

I. COMMITTEES
1. The Executive Committee shall establish such standing and ad hoc committees as it deems necessary to carry out the activities of the division.
2. At least three standing committees shall be maintained: the Nominating Committee, Awards Committee, and the FYEE Steering Committee.
a. The Nominating Committee consists of three (3) persons: the Nominating Committee Chair, one current member of the Executive Committee, and one member of FPD who is not currently serving in any elected or appointed office in the FPD. The Nominating Committee Chair shall appoint the Member-at-Large. This committee shall be responsible for nominating new members to the elected offices of the division.
b. The Awards Selection Committee consists of the Awards Chair and a minimum of two members solicited by the Awards Chair and appointed by the Division Chair, with preference for members of the FPD Executive Committee.
c. The FYEE Steering Committee will consist of at least six (6) individuals. The Chair of the committee shall be elected from the Members of the FYEE Steering Committee by a simple majority of vote of those members in accordance with their operating procedures. Membership on the Steering Committee will be for a three (3) year term. The term of service is staggered to allow for at least two (2) new members to be moved onto the FYEE Steering Committee each year. Said members will be appointed by the Executive Committee of the ASEE FPD with preference for, but not limited to, individuals who have been part of a prior FYEE Conference Committee.

J. MEETINGS & ACTIVITIES
1. An annual business meeting of the division shall be held during the annual conference of ASEE. A quorum of the Executive Board, as defined below, shall be required for the division to conduct business. The business meeting shall include at least:
a. Reports from the incumbent officers on the division’s activities for the preceding year, membership, and finances.
b. Announcements of election results and special elections as outlined in [H-2].
c. Presentation of division awards, unless the division schedules a separate function for that purpose.
2. An annual FYEE conference sponsored by the division shall be held at an appropriate date as determined by the FYEE Steering Committee. The FYEE conference shall include one or more technical/professional sessions and workshops or other such sessions as appropriate and follow the guidelines of the FYEE Steering Committee.

3. The Executive Committee shall hold an Executive committee meeting and a division business meeting during the annual conference of ASEE and special meetings throughout the year as called by the Chair. Five (5) voting members of the Executive Committee shall constitute a quorum for all meetings of the Board and a quorum shall be required to be in attendance for the Board to conduct business.
4. The Executive Committee may establish such other activities as deemed desirable to promote the objectives of the division.
5. All meetings of the division are open to all interested persons. Only Executive Committee Directors are eligible to vote on Executive Committee matters. Only members of the division are eligible to vote on division-wide matters, including the election of officers.
6. The FYEE Steering Committee will meet at least once annually to discuss matters related to the FYEE Conference, normally at the annual conference of ASEE or at the FYEE Conference. Two-thirds of the members of the FYEE Steering Committee shall constitute a quorum.
K. PUBLICATIONS
1. The division shall produce and distribute such publications as the Executive Committee deems appropriate to promote the objectives of the unit.
2. In accordance with Article VIII of the ASEE Constitution, papers and discussions presented at meetings of ASEE and the councils or groups therein shall become the property of ASEE and may be published as ASEE series, miscellaneous or occasional publications if authorized by the Board of Directors or its delegated representative. The ASEE Board of Directors, through its delegated representative, may grant permission to publish such papers and discussions elsewhere on condition that ASEE receive proper credit or may waive any property right ASEE may have in the paper or discussion. Papers not accepted for publication shall be returned to the authors and shall no longer be considered the property of ASEE.
L. DIVISION AWARDS

1. The following awards are given out by the First-Year Programs Division each year as part of the ASEE Annual Conference and Exhibition. Details of these awards and how winners are selected can be found on the FPD and ASEE websites.

a. “Best Presentation Award” – Awards in this category are given to the best presentations in the FPD at the ASEE Annual Conference and Exhibition.

b. “Best Student Presentation Award” – Awards in this category are given to the best presentations given in the FPD by an undergraduate or graduate student at the ASEE Annual Conference and Exhibition. To be considered a student, the presenter must have been a student at the time of the draft paper deadline.

c. “Best Paper Award” – Awards in this category are to recognize outstanding contributions in the field of engineering education by ASEE First-Year Programs Division (FPD) members who presented a paper at the ASEE Annual Conference within the division. Only full papers are considered for this award.

d. “Distinguished Service Award” – Awards in this category are given to recognize an individual/individuals who has shown exceptional dedication to the FPD through service to the Division.

e. “FPD Engineering Educator Grant” – This grant is given to applicants who display potential to contribute to the engineering education community, have financial need, and are involved in FPD. It is intended to subsidize the costs of attending the ASEE Annual Conference.

M. DUES
1. Initiation of changes of dues shall be determined by a majority vote of those Executive Committee Directors present and voting during the meeting at which a dues change is proposed, or if by electronic ballot, by a majority of affirmative votes by the responders to electronic solicitation. Notice of the anticipated vote shall be distributed to the Executive Committee Directors no later than 24 hours before the meeting at which the vote is to be taken or, if by electronic ballot, at the time that the electronic ballot is made available.

2. After a successful initiation of changes vote by the executive board, any change in dues limits shall be presented to the Division membership for a vote and adopted upon an affirmative vote of a majority of the Division members present or, if presented for vote outside the annual meeting, by electronic ballot upon affirmative vote of a majority of the responders to electronic solicitation. If presented by electronic ballot, the ballot shall remain open for no less than 7 days. Notice of the anticipated vote shall be distributed to the Division membership no later than 24 hours before the meeting at which the vote is to be taken or, if by electronic ballot, at the time that the electronic ballot is made available.

N. AMENDMENTS
1. Amendments to these bylaws may be made at the annual business meeting of the division, or by mail or e-mail ballot at any time during the year, upon affirmative vote by two-thirds of the members who vote. If email balloting is used, those members who do not have email addresses on their membership records shall be provided the opportunity to cast their vote by mail or fax. Only members of the division may vote on proposed amendments to the bylaws.

2. Proposed amendments to these bylaws shall be prepared by a committee of three (3) division members appointed by the division Chair. Proposed amendments shall be sent to the full membership of the division by letter or in the publications of the division not less than 30 days before they are to be voted upon. Proposed amendments may also be sent to members by email, providing that they are also sent by mail to those members who do not have an email address on their membership records. If presented by electronic ballot, the ballot shall remain open for no less than 7 days. Notice of the anticipated vote shall be distributed to the Division membership no later than 24 hours before the meeting at which the vote is to be taken or, if by electronic ballot, at the time that the electronic ballot is made available.

3. Amendments approved by the division membership shall be submitted through the Professional Interest Council (PIC) Chair for approval by majority vote of the ASEE Board of Directors and shall take effect only upon such approval.

O. OTHER PROVISIONS

1. Any provision of these bylaws shall be deemed invalid if it contravenes the Constitution and Bylaws of the Society or of the Professional Interest Council (PIC) to which the division belongs.

2. The rules contained in Robert’s Rules of Order, latest edition, shall govern this division in all matters of parliamentary authority to which they are applicable and in which they are consistent with the Constitution and Bylaws of the Society and the Bylaws of this division. In all other matters, the Constitution of the Society shall govern.