National Committee Code of Conduct and Disciplinary Policy

1. Overview #

The AiTWobo Robotics Club National Committee ensures the strategic direction, efficient management, and growth of the club. This Code of Conduct and Disciplinary Policy establishes expectations for committee members to operate with integrity, professionalism, and accountability. It also outlines mechanisms for discipline to maintain the club’s reputation and ensure the smooth execution of its mission.

2. Committee Selection and Elections #

Eligibility and Selection

• Committee members are chosen exclusively from the club’s active membership.
• Candidates must demonstrate leadership qualities, active participation, and adherence to the club’s values.
• Nominees must have a Trustworthiness Score of at least 80% and have completed at least one year in the club.

Election Process

• Elections are held annually in June, with newly elected members assuming their roles on July 1.
• Nomination Period: Candidates are nominated during the first two weeks of June.
• Campaigning Period: Approved nominees may campaign during the third week of June, adhering to respectful and ethical practices.
• Voting: All club members are eligible to vote during the last week of June. Voting is conducted transparently, using a secure online platform.

Term Length and Re-election

• Committee members serve a term of one year.
• Members may run for re-election if they meet eligibility requirements.
• Vacancies during the term will be filled by a special election or appointment by the Chairperson, subject to committee approval.

3. Committee Structure and Roles #

The committee consists of specific roles essential to the governance of the club. Each role has defined responsibilities:

Chairperson

• Leads the committee and oversees the club’s strategic direction.
• Represents the club in all official matters, ensuring alignment with its mission.
• Organizes and presides over monthly meetings.
• Approves significant decisions, including financial expenditures and event planning.

Vice-Chairperson

• Supports the Chairperson and assumes their duties in their absence.
• Manages internal operations and ensures effective communication among committee members.
• Oversees the progress of ongoing projects and initiatives.

Secretary

• Records minutes of all meetings and ensures their timely distribution.
• Maintains official documentation, including policies and correspondence.
• Ensures all committee decisions are logged and accessible for review.

Treasurer

• Manages the club’s finances, including budgeting, expenses, and income tracking.
• Prepares monthly financial reports and an annual financial summary.
• Ensures transparency and compliance with financial policies.

Technical Leads (2 Positions)

• Lead the technical projects and training sessions for the club.
• Ensure the quality and timely completion of all technical initiatives.
• Mentor club members in robotics and technology skills.

Events and Outreach Coordinator

• Plans and executes events, competitions, and community outreach programs.
• Promotes the club’s activities through social media and other channels.
• Builds relationships with external organizations for sponsorships and partnerships.

Membership and Welfare Officer

• Oversees member engagement and welfare.
• Tracks attendance, participation, and Trustworthiness Scores.
• Acts as the first point of contact for member concerns and grievances.

Global Liaison Officer

• Facilitates communication with AiTWobo chapters worldwide.
• Coordinates international collaborations and events.
• Ensures alignment between the local chapter and global initiatives.

4. Responsibilities and Expectations #

Committee members must:

• Act with professionalism, integrity, and respect at all times.
• Attend all monthly meetings held on the first Saturday of each month.
• Actively contribute to the planning and execution of club activities.
• Maintain confidentiality regarding sensitive club matters.
• Communicate promptly and professionally through official channels.

5. Penalties and Disciplinary Measures #

Trustworthiness Score

• Each committee member begins with a Trustworthiness Score of 100%.
• Penalties for violations include:
  • Unexcused absence from meetings: -5%
  • Failure to fulfill responsibilities: -10%
  • Unprofessional behavior: -15%
  • Financial misconduct: Immediate removal pending investigation.

Attendance Policy

• Members are allowed up to two excused absences per term with prior notice.
• Unexcused absences result in penalties and may lead to removal after repeated violations.

Review Process

• Disciplinary actions are reviewed by the Chairperson and Vice-Chairperson.
• Members may appeal penalties through a formal written request to the committee.

6. Management of the Club Shop #

The club shop serves as a source of revenue and a resource hub for members. It is managed under the oversight of the Treasurer and Technical Leads.

Roles and Responsibilities

• Treasurer: Manages financial transactions and maintains detailed records of shop income and expenses.
• Technical Leads: Ensure that the shop stocks high-quality robotics components and resources.
• Events and Outreach Coordinator: Promotes the shop during events and online platforms.

Shop Policies

• Inventory Management: Inventory is reviewed monthly to ensure adequate stock.
• Pricing and Discounts: Members receive a 10% discount on all purchases.
• Revenue Allocation: All profits are reinvested into the club for equipment, events, and training.

Shop Accountability

• Financial reports for the shop are included in the Treasurer’s monthly report.
• Annual audits ensure transparency and accountability.

7. Professionalism and Conflict Resolution #

Behavioral Expectations

• Members must uphold the club’s values, fostering an inclusive and collaborative environment.
• Conflicts between committee members must be addressed professionally and promptly.

Resolution Process

• Disputes are mediated by the Chairperson or an appointed mediator.
• Escalated conflicts may involve a formal review by the entire committee.

8. Transition of Roles #

Handover Period

• Outgoing members must complete a formal handover process, providing documentation and guidance to successors.
• The transition period lasts one month to ensure continuity.

9. Final Authority #

The Chairperson holds final authority on all decisions but must consult the committee on major issues. All decisions must align with the club’s mission and values.

Conclusion #

This Code of Conduct ensures that the AiTWobo Robotics Club National Committee operates professionally, transparently, and effectively. By adhering to these guidelines, committee members will contribute to the club’s continued success and uphold its reputation as a leader in robotics education and innovation.