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University of Dayton Game Development Club Constitution

Date of Original Ratification: December, 2024

Date of Amendments: N/A

Article I: Preamble

Section 1. Name

The name of this organization established by this constitution shall be The University of Dayton Game Development Club (UD GDC)

Section 2. Mission

We want to foster and grow an intersectional community of artists, developers, and musicians from the University of Dayton student body who collaborate on fun and engaging game development projects, to build connections and experience.

We envision this organization meeting weekly, where we will share and discuss personal projects and current industry events, as well as engage with invited speakers in person or remotely. In addition, we will participate intermittently in events such as Hackathons and Game Jams as a group. Depending on funding, we would like to travel to industry events such as conferences or in person Game Jams.

Goals for Spring 2025: We would like to build out our underclassman body, as well as establish internal documentation to consolidate our knowledge for future years. In addition, we would like to secure permanent university hosted infrastructure, where we can work on projects without bandwidth or storage limits traditionally imposed by platforms like GitHub and GitLab.

Section 3. Affiliations

The UD GDC does not declare any affiliations at this time.

Article II: Membership

Section 1. Requirements

A. Becoming A Member

Membership in the GDC is open to all undergraduate and graduate students enrolled in any college at the University of Dayton.

B. Active Membership

Active members are characterized by having attended 2 or more (non-special) meetings in a given semester. If the current semester has not yet had 2 regular meetings, active membership is carried over from the previous semester. Active membership provides the rights for members to vote.

C. Academic Credit

No academic credit shall be offered for participation and/or membership in this organization.

Section 2. Removal of Members

Membership is contingent on good conduct, and can be terminated at will by both the officers of the GDC and the member.

A. Grounds for Removal

Grounds for removal of members may include:

  1. Violation of University Policy and/or Student Code of Conduct.
  2. Violation of organizations standards and/or expectations.

B. Process for Removal

A member may be removed by the following process:

  1. A petition to remove the member should be submitted to the leadership board or a leadership member. A petition must contain the signatures of at least 20% of currently active members. When a petition is received with all appropriate signatures and additional paperwork (if needed) is fulfilled, the President shall call a meeting of the organization to decide upon member removal.
  2. The case/evidence/cause for removal is to be presented by the President (or complainant(s)) at a regular or special meeting of the organization.
  3. The member in question shall be provided an opportunity to defend themselves either in person or in writing.
  4. Voting is to occur after both cases of accusation/grounds and defense have been made. For a vote of removal to take place, 75% of the active membership must be in attendance at the meeting, and a 50% vote of the members present at that meeting is required for removal.

C. Appeal Process

A member may appeal their removal. The appeal must be made within 1 month of the original vote for removal by requesting the President to call a special meeting of the organization. The President shall notify all members of this meeting, which is to occur at least 1 week and not more than 1 month after the appeal request is received by the President.

The decision to repeal the vote for removal shall require at least 75% of the voting membership to attend the meeting, and a 75% vote of the active members present at the special meeting.

Article III: Officers

Section 1. Elected Officers

The officers of this organization will be:

  1. President
  2. Vice President
  3. Treasurer

Section 2. Qualifications for Holding Office

In order to be eligible to hold an office in this organization, the following qualifications must be met:

  • The canidate must be a student member of the organization.
  • The canidate must be in good standing with the university (not on disiplinary probation, nor academic probation, with a GPA of 2.0 or higher).

Section 3. Duties of the Officers

President

  • Preside over all meetings of the organization.
  • Call special meetings of the organization, when required.
  • Run and organize the club, whether that be planning events, delegating tasks, or organizing meetings.

Vice President

  • Assume the duties of the President in their absence.
  • Assist the President in their duties.

Treasurer

  • Maintain the financial records of the organization.
  • Prepare and submit financial reports to the pertinent members.
  • Prepare, review and approve/disapprove all budget requests for funds.
  • Become familiar with University accounting procdeures and policies.

Section 4. Vacancy of a Leadership Position

In the event of a vacancy in a leadership or exec. position other than the President before the expiration of a full term, a special election shall be called by the President within (a specified timeline) to fill the vacancy.

In the event of a vacancy of the President before the expiration of a full term (the Vice President shall assume responsibilities of the President until a special election shall be called OR the Vice President shall ascend to the office of the President for the remainder of the term).

Section 5. Changes in Officers

Following elections, newly elected officers should be added to the officer section of the organizations group page on 1850 within a day of elections having finished.

Section 6. Elections

  • Elections will be held at least 1 week before the end of each semester, as determined by the President.
  • There will be no restrictions on the number of terms an office member may hold.
  • Canidates shall state their intent to run for office at least 1 week before the election.
  • Voting shall be done by show of hands, or a secret ballot if requested.
  • The canidate with majority vote shall be elected to the office.
  • In the event of a tie, a runoff election shall be held between the tied canidates.

Article IV: Meetings

Section 1. Meetings

  • Business meetings shall be held on demand, as determined by the President.
  • Non-business meetings for the purpose of instruction, practice, or other activities shall be held on a regular interval, as determined by the President.

Section 2. Special Meetings

  • Special meetings may be called by the President, with a 1 week notice to all members.
  • The President shall call a special meeting when requested by 25% of the voting membership.

Section 3. Quorum

  • A quorum at business meetings shall consist of over 50% of the voting membership.
  • Quorum is not required to hold non-business meetings (such as instruction, practice, or other activities and events).

Acticle V: Amendments

Section 1. Ratification

  • A proposed ammendment to this constitution shall be presented to the members at least 1 week prior to the meeting at which the vote shall be held.
  • Ratification of an ammendment shall require a majority vote of the members present at a regularly scheduled business meeting of the organization.

Article VI: Non-Discrimination Statement

Section 1. Policy

No student is to be excluded from membership or participation on the basis of age, race, color, creed, religion, ancestry, national or ethnic origin, sex/gender, gender identity, sexual orientation, disability, genetic information, military status, veteran status, familial status or any other protected category under applicable local, state or federal law, ordinance or regulation, including acting to oppose discrimination or participating in any complaint process on campus or through other human rights agencies.

Therefore, anyone who acts to deny, deprive or limit the educational, employment, residential and/or social access, benefits required by applicable law, and/or opportunities of any member of the campus community on the basis of their actual or perceived membership in the protected classes listed above (which denial, deprivation or limitation constitutes “discrimination” under this policy) is in violation of the Universitys policy on nondiscrimination. When brought to the attention of the University, any such discrimination will be appropriately remedied by the University according to its policies and procedures.

Article VII: Anti-Hazing Statement

Section 1. Policy

The University of Dayton Game Development Club considers hazing to be a most destructive and degrading activity which is inconsistent with the standards of this student organization. Hazing, defined as: Any planned/executed action or activity, by or against an active member, associate member, pledge or potential member or new member of an organization or group that inflicts physical or mental harm, distress, anxiety, or which may demean, degrade, embarrass or disgrace any person, regardless of location, consent or intention is prohibited. Examples of hazing include but are not limited to forced consumption of food, alcohol, drugs or any other substance, forced physical activity, deprivation of food or sleep, and physical acts such as branding or paddling. Students may not imply that a person would be shunned, removed, or not initiated for failing to participate in any form of hazing. Any action or situation that intentionally or unintentionally endangers a student, who is attempting admission into or affiliating with any student organization, is prohibited. The University of Dayton Game Development Club recognizes the dignity of every individual and opposes all forms of hazing.

Article VIII: Ratification

This constitution was approved by the organization and its members on TBD.

President:

Ryan Zmuda

Vice President:

Justin Jones

Faculty Advisor:

Dr. Ju Shen