The Rice University Chess Club (RUCC) Constitution

Last Revised June 8, 2021

Article I. Name

The name of this organization shall be “Rice University Chess Club” abbreviated as RUCC,
pronounced as ‘Rook.’

Article II. Mission Statement

We are members of the Rice community who share the interest of playing chess. We aim to foster
a non-intimidating setting for learning and practicing chess for all who are interested. The club
also aims to spark interest in less chess-savvy members of the greater Rice community, as well as
the nearby Houston community. We invite everyone to participate in analysis, lessons, casual
play, and tournaments on a regular basis.

Article III. Purpose

The purpose of this club shall be:

1. To provide all Rice students, those interested as well as those not well-informed, with a
non-competitive setting for learning and practicing chess

2. To provide Rice students with opportunities to meet and socialize with other chess players

3. To provide Rice students with opportunities to participate in local and regional tournaments

4. To increase the presence of chess on our campus and the nearby Houston community

Article IV. Primacy

1. This club will recognize the primacy of the Student Association Executive Committee, the
Student Association Senate, and ultimately, the Student Association.
2. This club will follow the Student Association Constitution and By-Laws and any associated
rules and regulations.

3. This constitution is subordinate to the Student Association Constitution, By-Laws and the
Student Handbook issued by the Office of the Dean of Undergraduates.

Article V. Affiliation

The US Chess Federation (USCF) is the official governing body and nonprofit 501(c)(3)
organization for chess players and chess supporters in the United States. The mission of USCF is
to empower people, enrich lives, and enhance communities through chess. The vision of USCF is
that chess is recognized as an essential tool that is inclusive, benefits education and
rehabilitation, and promotes recreation and friendly competition.

RUCC is affiliated with USCF, meaning that this club is a USCF affiliate. Affiliates can enter
memberships or Tournament Life Announcements (TLAs) and authorize Tournament Directors
to submit memberships and rating reports on behalf of that affiliate. When in conflict, Rice
University Policy will supersede the policies of USCF. If renewal is required to maintain
affiliation, then the club is required to pay the necessary amount in order to maintain the ability
to rate tournaments and communicate TLAs.

Article VI. Membership

There shall be four classes of members: student members, faculty members, community
members, and premium members. Each person who has a student, faculty, or premium
membership is granted voting eligibility, as long as they are student, faculty, or staff of Rice
University. To become a member, a signed member information form must be submitted to the
Secretary. Memberships last for one year.

1. All current students of Rice University shall be eligible for student membership.

2. All faculty and staff of Rice University shall be eligible for faculty membership.

3. Everyone who attends two events is eligible for community membership.

4. All current students, faculty, and staff who are also members of USCF shall be eligible for
premium membership.

a. Premium membership grants access to private events such as USCF-rated

tournaments.
 b. To become eligible, one must become a USCF member.

Should a member act in a manner unbecoming a member of the organization, the member may
be called before the officers and sponsor of the organization to present their side of the story. The
voting process, to determine continuing membership status, is to be initiated by a simple majority
vote (“call”) for officer review and investigation. Investigation yields the second layer of voting,
for which a three-fifths (3/5th) vote by the officers and sponsor is necessary to absolve
membership. The third layer of voting is provided to the membership, where a two-third (2/3rd)
vote by members will veto the officer’s conclusion. Discussion before each voting period will be
allowed provided a motion that has been seconded by at least one other member or officer. The
member shall be notified of the decision in writing within 48 hours.

Article VII. Voting

There shall be six instances wherein an election may take place.

1. Voting to revoke one’s membership is outlined in Article VI

2. Voting to approve or amend the budget is outlined in Article VIII.B
3. Voting to revoke one’s officer status is outlined in Article IX.B
4. Voting to select the sponsor is outlined in Article XIII.B
5. Voting to remove the sponsor from their position is outlined in Article XIII.E
6. Voting to propose a new amendment to this constitution is outlined in Article XVII

Elections may occur during general meetings.

Article VIII. Finances

VIII.A. Dues

Dues are not mandatory, but donations are much appreciated. The purpose of this club is
to provide chess lovers a common ground to play and socialize with others who share the
same hobby. However, reasonable fees will be charged for registration and traveling
while participating in external tournaments, as well as participating in fundraising
tournaments, as donations to co-sponsor-affiliated organizations.

VIII.B. Budget

The Treasurer shall prepare a proposed budget by November 1 of each year. The budget
may be approved or amended only by a majority vote of voting members present at a
general meeting with at least 48 hours’ notice.
VIII.C. Club Funds

All funds gathered by the organization must be deposited into a club account through the
Office of Student Activities within one business day of their receipt.

VIII.D. Misuse of Funds

The sponsor shall refer to the relevant University office(s) any member reasonably
suspected of spending club funds without authority, failing to deposit club funds
appropriately, or otherwise misusing or abusing club funds.

Article IX. Officers

IX.A. Definitions

The officers of this club shall be the President, Vice President, Secretary and Treasurer.
The officers shall perform the duties listed in this constitution and in the parliamentary
manual adopted by this club.

IX.B. Removal

In March of each year, the club membership may decide whether to keep each incumbent
officer for the following year, as long as half of the voting membership is present at the
quorum. For each officer, if the voting membership decides that such an officer should
step down, then:

a. A two-thirds (2/3 rd) vote by the voting membership present to terminate the
officer,
b. A unanimous decision by the same members who voted to terminate said officer
on who to replace them with,
c. An acceptance of this replacement by the person the membership would like to
replace said officer with within 24 hours the vote, and
d. At least one of either the officers or the sponsor agrees with this decision.

will replace this officer with the one two-thirds of the membership present had in mind.

Should an officer act in a manner unbecoming of an officer of the organization or fail to

uphold his or her duties as outlined by this constitution and/or any applicable bylaws,
then the officer in question may be called before the other officers and the sponsor of the
organization to present his or her side of the story. After hearing this, if the membership
or the officers find that another election is necessary before the one in March, then a
 two-thirds (2/3rd) vote by the voting membership present at a quorum, such that the
quorum consists of at least half of the voting membership, or a three-fifths (3/5th) vote by
the officers will grant another election such that the same four outlined criteria are met to
force said officer to resign. Should an officer resign, then all the remaining officers must
select an officer such that the selection follows the guidelines of the selection process
outlined in Article IX.C.

IX.C. Selection

For any officer who is graduating from Rice University in the following year, all the
officers must choose a candidate officer as a replacement, as long as there are at least two
officers not graduating in the following year. Officers should choose several candidates,
ranked from most-to-least-preferred, so as to minimize the length of this process. For
each candidate decision in the March election, if more than one half of the voting
membership vetoes the decision made by the officers, then every single officer, as well as
the sponsor, must disagree with the veto in order to override it. Otherwise, the officers
must choose another candidate officer and repeat this process.

Article X. Duties of the Officers

1. The President shall:

a. Preside and oversee all the meetings and activities of this club.

b. Chair all meetings of the membership and of the Executive Committee.

c. Ensure that, at all times, this club is abiding by the rules and regulations of the Student
Association.

d. Represent this club in all Sports Club meetings.

e. Submit forms to the Student Association Senate and the Office of Student Activities
whenever they are required.

f. Organize and run all events of this club.

2. The Vice President shall:

a. Be in charge of advertising this club to the greater Rice community.

b. Assist the President in organizing the events of this club.

c. Assist the President in contacting necessary people regarding events.

 d. Perform the duties of the President when the latter is currently unable to do so.

e. Assist the President in filling out necessary forms for events of this club.

3. The Treasurer shall:

a. Maintain a correct balance of the funds (i.e. donations) and accept payment of fees
from members.

b. Make available, when requested, a current breakdown of the club's fund and expenses.

c. Submit a budget proposal to the membership at the first available opportunity.

d. Take personal responsibility for all incoming dues, donations, and registration fees.

e. Manage fundraising events, including the selling of items, and fill out necessary forms.

f. Calculate the total cost of an event and determine if the club requires additional funds.

g. Apply for a grant if the club requires additional funds, and fill out necessary forms.

h. Maintain contact with other clubs through co-sponsorships and fill out necessary
forms.

4. The Secretary shall:

a. Take minutes at all meetings of the membership and of the Executive Committee.

b. Distribute said minutes to the membership or the officers.

c. Maintain the membership list, any mailing lists, and the organization web site.

d. Maintain club-related information for each and every one of its members.

e. Accept membership information forms from new members.

Article XI. Meetings

1. Regular meetings of this club shall be held at a time and place that is convenient for the
membership. The club meetings shall be 1 hour long, once a month—with the authority to call
for official meetings resting with the officers. A reminder shall be given between 24 and 48
hours in advance of each regular meeting.
2. At least three out of the four members of the Executive Committee are expected to attend all
meetings.

3. The President shall decide the procedure of each meeting.

Article XII. The Executive Committee

1. The officers shall constitute the Executive Committee.

2. The Executive Committee shall have general supervision of the affairs of this club between its
regular meetings, make recommendations to the membership, and perform other duties listed in
this constitution, The Executive Committee shall be subject to the orders of this club, and none
of its acts shall conflict with action taken by this club. As such, the Executive Committee shall
be authorized to spend this club’s funds.

3. The Executive Committee shall select its own time and place of meeting. At the call of the
President or of two other officers, a special meeting may be called.

Article XIII. The Faculty/Staff Sponsor

XIII.A. Requirement

The organization must have a sponsor who is a member of the Rice faculty or staff and
who plans to be at Rice for the full academic year.

XIII.B. Selection

The sponsor shall be selected at a regular meeting by a majority vote of voting members
present.

XIII.C. Term

The sponsor shall serve until their resignation or replacement.

XIII.D. Training

The sponsor must meet the training criteria set by the Office of Student Activities by the
deadline determined by that office.
XIII.E. Replacement

Should the sponsor act in a manner unbecoming of a sponsor of an organization, the

voting members may choose to replace the sponsor by majority vote at a regular meeting,
as long as at least half of the membership is present at said quorum. Whether the sponsor
resigns, is replaced, or is otherwise unable to continue serving as the sponsor for the
remainder of the academic year, the organization shall select a new sponsor and notify the
Office of Student Activities of the change within 15 class days.

Article XIV. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern
this organization in all cases to which they are applicable and in which they are not inconsistent
with this constitution and any special rules of order this organization may adopt.

Article XV. Nondiscrimination and Anti-Hazing Policies

This organization shall not discriminate on the basis of, but not limited to, any of the following:
race, color, religion, creed, sex, sexual orientation, gender identity, national or ethnic origin,
ancestry, age, disability, or veteran status.

Our organization will not tolerate any form of hazing activities to members or potential
members. Hazing activities are defined as “Any action taken or situation created, intentionally,
whether on or off university premises, to produce mental or physical discomfort, embarrassment,
harassment, or ridicule.”

This organization shall not engage in any form of hazing, as defined by the Code of Student
Conduct and any other applicable Rice University rules and regulations.

Article XVI. Titles and Section Headings

The article and section headings contained in this constitution shall not be deemed to govern,
limit, modify, or in any manner affect the scope, meaning, or intent of the provisions of this
constitution.
Article XVII. Constitutional Amendments

Proposed amendments to this constitution may be approved by the membership only by a

three-fourths vote of voting members present with at least one week’s prior notice. Half of all
voting members must be present to constitute a quorum. Amendments approved by the
membership shall be submitted to the Student Association Parliamentarian. Amendments may
not take effect until they are approved by the Parliamentarian or the Student Senate in
accordance with the Constitution of the Student Association. The Date of Last Revision on the
title page of this constitution shall be updated to reflect the date of approval by the
Parliamentarian or Senate.