SECTION I GENERAL

Article 1: Name

1. The Society shall be called "Physics Society, Department of Physics, The University of Hong Kong", hereinafter referred to as "Society".
2. The Chinese name of the Society shall be 香港大學物理學會.

Article 2: Aim

1. To promote the general welfare of the members.
2. To promote comradeship and understanding among members.
3. To promote the study of physics.
4. To promote communication between students and staff.
5. To promote physics to secondary schools students.
6. To foster friendship with other university physics societies.

Article 3: Session

1. The session of the members of the Executive Committee (except Year I Representative, Year II Representative, Year III Representative and Postgraduates Representative) shall commence on the seventh day after the Annual General Meeting and terminate on the sixth day after the Annual General Meeting of the succeeding year.
2. The term of office of the Honorary President, Honorary Auditor and Honorary Advisor(s) shall commence on the seventh day after the Annual General Meeting and terminate on the sixth day after the Annual General Meeting of the succeeding year.

   In case of the Honorary President, Honorary Auditor or Honorary Advisor(s) retires from the teaching staff, the post is regarded as falling vacant.

3. The session of the Year I Representative, Year II Representative and Postgraduates Representative shall commence on the 35th day of the first semester and terminate on the day before the 35th day of the following academic year.
4. The session of the Year III Representative shall commence on the 35th day of the first semester and terminate on the 31st day of August of the same academic year.

Article 4: Official Languages

Both Chinese and English are approved official languages.

SECTION II MEMBERSHIP

Article 1: Membership

1. Full Membership

   All undergraduates and postgraduates registered in the Department of Physics, Faculty of Science, The University of Hong Kong, shall be the Full Members of the Society on payment of the prescribed fee.

2. Associate Membership
   1. All graduates registered in the Department of Physics, Faculty of Science, The University of Hong Kong, shall be eligible for Associate Membership on payment of the prescribed fee.
   2. All undergraduates, postgraduates and graduates of the University of Hong Kong not registered in the Department of Physics, Faculty of Science, The University of Hong Kong, shall be eligible for Associate Membership on payment of the prescribed fee, upon the approval of the Executive Committee.
3. Honorary Staff Membership

   All staff members of the Department of Physics, Faculty of Science, The University of Hong Kong, may be invited to be Honorary Staff Members of the Society.

4. Honorary President
   1. Any teaching staff of the Department of Physics, Faculty of Science, The University of Hong Kong, shall be eligible for nomination by the incoming Executive Committee to be Honorary President of the Society.
   2. The Honorary President shall have the rights to attend any Meeting with full speaking rights and give advice on all matters concerning the Society.
5. Honorary Auditor
   1. Any teaching staff of the Department of Physics, Faculty of Science, The University of Hong Kong, shall be eligible for nomination by the incoming Executive Committee to be Honorary Auditor of the Society.
   2. The Honorary Auditor shall audit the accounts of the Society.
6. Honorary Advisors
   1. Any teaching staff of the Department of Physics, Faculty of Science, The University of Hong Kong, shall be eligible for nomination by the incoming Executive Committee to be Honorary Advisor of the Society.
   2. The Honorary Advisor(s) shall have the rights to attend any Meeting with full speaking rights and give advice on all matters concerning the Society.

Article 2: Privileges

1. All members of the Society shall enjoy the following privileges:
   1. To use all facilities provided by the Society for the general use of its members.
   2. To attend General Meeting(s) of the Society.
   3. To attend functions and activities arranged by the Society.
2. Full members of the Society may nominate and be nominated for Society election and be eligible for office in the Society's Executive Committee.
3. Only Full Members may vote at General Meetings and General Polling.

SECTION III GENERAL MEETINGS

Article 1: General

1. The vote of a General Meeting shall have the highest authority in the Society.
2. At the General Meetings, no less than one-tenth of the Full Members shall form a quorum.
3. If a quorum is not formed during the Meeting, the Meeting shall be adjourned until fifteen minutes later.
4. If a quorum is not formed after an hour, the Meeting shall be adjourned to a day within one week from the Meeting.
5. No business other than those stated in the agenda shall be discussed at the General Meeting without the consent of at least two-thirds of the Full Members present.

Article 2: Annual General Meeting

1. The Annual General Meeting shall be convened by the Chairperson and held within February each year.
2. The business of the Annual General Meeting shall be:
   1. To receive and adopt the minutes of the previous Annual General Meeting and all Extraordinary General Meetings which have been held in the session.
   2. To receive and adopt the Annual Report of the Executive Committee and also the Annual Financial Report of the Financial Secretary.
   3. To receive and adopt the result of the Election General Polling.
   4. To receive and adopt the Year Plan and Budget of the coming session.
   5. Any other business.
3. No less than fourteen clear days' notice shall be given for the Annual General Meeting.

Article 3: Extraordinary General Meeting

1. The Executive Committee shall have the right to convene an Extraordinary General Meeting for any purpose at any time.
2. The Chairperson shall convene an Extraordinary General Meeting upon a requisition signed by no less than one-twentieth of the Full Members of the Society.
3. No less than seven clear days' notice shall be given for an Extraordinary General Meeting and the notice convening the Meeting shall state the business to be transacted.
4. A vote of no-confidence for infringement of the Constitution, neglect of duties or unbecoming conduct may be moved against any member of the Executive Committee at the Extraordinary General Meeting held specifically for the purpose. A vote so passed shall call for the immediate resignation of the person(s) against whom the vote is moved.

SECTION IV GENERAL POLLING

Article 1: Authority

The vote of General Polling shall have the same authority of a General Meeting.

Article 2: Conduction

1. The Executive Committee shall have the right to convene General Polling for any purpose at any time.
2. Upon the requisition signed by at least one-twentieth of the Full Members of the Society, the Chairperson shall convene General Polling.

Article 3: Notice

No less than seven clear days' notice shall be given for General Polling and the notice convening the General Polling shall state the motion or motions to be voted on.

Article 4: Voting

1. Voting shall be by secret ballot.
2. Voting shall take place at specified station(s), which shall be opened for no less than six hours.
3. The result of the Polling shall be declared valid if the number of valid votes cast is no less than one-tenth of the total Full Members of the Society. The motion or motions shall be declared carried if a simple majority of the valid votes is for the motion or motions.

Article 5: Announcement of the Polling Results

Results of the General Polling shall be announced within 24 hours after the conclusion of the General Polling.

SECTION V EXECUTIVE COMMITTEE

Article 1: Composition

1. Chairperson
2. Internal Vice-Chairperson
3. External Vice-Chairperson
4. General Secretary
5. Financial Secretary
6. Academic Secretary
7. Publications and Publicity Secretary
8. Welfare Secretary
9. Sports Secretary
10. Past Representative
11. Year I Representative
12. Year II Representative
13. Year III Representative
14. Postgraduates Representative

Article 2: Power

1. The Executive Committee shall have the power to appoint sub-committees for any specific purpose.
2. The Executive Committee shall have the power to invite any person to attend any meeting of any function of the Society.

Article 3: Duties

1. Chairperson
   1. The Chairperson shall preside over all meetings of the Society at which he is present.
   2. The Chairperson shall be the chief executive of the Society and of the Executive Committee.
2. Internal Vice-Chairperson

   The Internal Vice-Chairperson shall assist the Chairperson in all his duties pertaining to internal affairs. He shall be the Acting Chairperson of an Executive Committee in the absence of the Chairperson.

3. External Vice-Chairperson

   The External Vice-Chairperson shall assist the Chairperson in all his duties pertaining to external affairs.

4. General Secretary
   1. The General Secretary shall conduct the general correspondence and record the minutes of all meetings.
   2. The General Secretary shall be responsible for the keeping of all past and present records of the Society.
5. Financial Secretary

   The Financial Secretary shall keep an account of all income and expenditure of the Society, draft the budget, prepare the Annual Financial Report after being audited by the Honorary Auditor and shall be generally responsible for all financial matters of the Society.

6. Academic Secretary

   The Academic Secretary shall be responsible for all the academic activities of the Society.

7. Publications and Publicity Secretary

   The Publications and Publicity Secretary shall be responsible for all publications and publicizing activities of the Society.

8. Welfare Secretary

   The Welfare Secretary shall be responsible for all matters relating to the student welfare of the Society.

9. Sports Secretary

   The Sports Secretary shall be responsible for promoting all sports activities and organizing teams.

10. Past Representative

    The Past Representative shall advise and assist the current Executive Committee in order to ensure continuity in the affairs of the Executive Committee.

11. Year I Representative

    The Year I Representative shall represent Year I students of the Department of Physics, Faculty of Science, to give advice and suggestions to the Society and communicate between the Society and Year I students of Department of Physics, Faculty of Science.

12. Year II Representative

    The Year II Representative shall represent Year II students of the Department of Physics, Faculty of Science, to give advice and suggestions to the Society and communicate between the Society and Year II students of Department of Physics, Faculty of Science.

13. Year III Representative

    The Year III Representative shall represent Year III students of the Department of Physics, Faculty of Science, to give advice and suggestions to the Society and communicate between the Society and Year III students of Department of Physics, Faculty of Science.

14. Postgraduates Representative

    The Postgraduates Representative shall represent postgraduates of the Department of Physics, Faculty of Science, to give advice and suggestions to the Society and communicate between the Society and postgraduates of the Department of Physics, Faculty of Science.

Article 4: Meetings

1. Executive Committee Meetings shall be convened at least once every academic term.
2. All Executive Committee Meetings and Emergency Executive Committee Meetings shall be convened by the Chairperson, or at the request of any member of the Executive Committee seconded by two other Executive Committee members.
3. At all Executive Committee Meetings, a simple majority of the Executive Committee members shall form a quorum.
4. No less than seven clear days' notice shall be given for an Executive Committee Meeting.
5. No less than one clear day?s notice shall be given for an Emergency Executive Committee Meeting.
6. The Chairperson and the General Secretary of the Executive Committee shall be the Chairperson and the Secretary of all Executive Committee Meetings.
7. All Executive Committee Meetings shall have the function to pass resolutions concerning the Society.
8. Each Executive Committee member shall be represented by one vote.
9. The decision of the Executive Committee Meetings shall be based on simple majority vote except otherwise stated.
10. Voting rights are not transferable and hence cannot be executed by other Executive Committee members.
11. Whenever two or more matters get the most votes, a second polling among these two or more matters shall be held. If they still get the same vote, the Chairperson shall have a casting vote.

SECTION VI ELECTIONS

Article 1: Elections

1. The Honorary President, Honorary Auditor and Honorary Advisor(s) shall be elected by the incoming Executive Committee.

   In the event of any office of the Honorary President or Honorary Auditor falling vacant, the Executive Committee shall elect another teaching staff of the Department of Physics, Faculty of Science, The University of Hong Kong to fill the vacancy.

2. Election of the members of the Executive Committee (except Past Representative) shall be by Election General Polling.
3. The Past Representative, shall be elected by the outgoing Executive Committee in an Executive Committee Meeting.

Article 2: Nomination

1. Nomination for the elected members of the Executive Committee (except Past Representative, Year I Representative, Year II Representative, Year III Representative and Postgraduates Representative) for the next session shall be opened at the beginning of the sixth week of the first semester of each academic year and shall be closed at noon on a day within the ninth week of the first semester. The General Secretary shall post a list of all nominations received within 24 hours after the nomination is closed. The election shall be convened within three weeks after the nomination is closed.
2. Nomination for the Year I Representative, Year II Representative, Year III Representative and Postgraduates Representative for the next session shall be opened within the second week of the first semester of each academic year and shall be closed at noon on a day within the third week of the first semester. The General Secretary shall post a list of all nominations received within 24 hours after the nomination is closed. The election shall be convened within two weeks after the nomination is closed.
3. Nomination for election shall only be made on forms provided for the purpose. Each form shall contain the name and signature of the candidate, together with the names and signatures of a proposer and a seconder.
4. In case no nomination has been received two weeks before the Election Day, the Executive Committee shall have full power to deal with the matter at its discretion until such times as the election is held.

Article 3: Notice

No less than seven clear days' notice shall be given for Election General Polling and the notice convening the Election General Polling shall state the motion or motions to be voted on.

Article 4: Voting in Election General Polling

1. Voting shall be by secret ballot.
2. Voting shall take place at specified station(s), which shall be opened for no less than six hours.
3. When there is only one candidate for the post, the candidate shall be declared elected, if the number of valid votes cast for the candidate is no less than 15% of the Full Members of the Society, and is greater than the number of votes against him.
4. When there are two or more than two candidates for one post, each voter shall be entitled to one ballot paper and one vote. A candidate shall be declared elected if the number of valid votes cast for him is the highest among the candidates and is no less than 15% of the full members of the Society, and is greater than the number of votes against him. In the event of a tie at the first place, a second vote shall be held between the candidates who have tied.
5. The Year I Representative, Year II Representative, Year III Representative and Postgraduates Representative shall be elected by that particular group of students.

Article 5: Announcement of Election Results

Results of the election shall be announced within 24 hours after the conclusion of the Election General Polling.

Article 6: By-Election

1. In the event of any post of the Executive Committee falling vacant at any one time, the Executive Committee shall have the rights to convene By-Election General Polling.
2. In the event of a vacancy/vacancies occurring in the post of the Chairperson and/or one of the Vice-Chairpersons of the Executive Committee of the Society, By-Election General Polling shall be convened by the Executive Committee.
3. Nomination shall be opened for two weeks. The General Secretary shall post a list of all nominations received within 24 hours after the nomination is closed. The election shall be convened within two weeks after the nomination is closed.
4. All other procedures not mentioned here shall be followed as those stipulated in Article 3, 4 and 5 of this Section.

SECTION VII FINANCE

Article 1: Finance

1. The funds should be used solely to achieve the aim of the Society as stated in Section I, Article 2.
2. Any Committee member who wishes to claim money from the funds must have receipts or invoices. When these are not available, the recipient must sign a voucher.
3. All receipts and invoices together with a financial report of a particular function must be submitted to the Financial Secretary within two weeks of the end of the function.
4. All surplus of a particular function must be submitted to the Financial Secretary within two weeks of the end of the function.
5. All funds must be used in appropriate manner.
6. The Executive Committee shall deposit the remaining amount of money for the succeeding Executive Committee.
7. A budget shall be prepared by the Financial Secretary at the beginning of each session.
8. An Annual Financial Report shall be presented at the Annual General Meeting.
9. When there is no succeeding Executive Committee, the Executive Committee must nominate a teaching staff of the Department of Physics, Faculty of Science, The University of Hong Kong, to become Honorary Treasurer to manage all the assets of the Society until there is new Executive Committee.

Article 2: Liabilities

If the Executive Committee incurs in any liabilities, it shall be the responsibility of the Executive Committee members of the session in which the debts or liabilities are incurred to meet such debts or liabilities.

SECTION VIII CONSTITUTION AND BY-LAWS

Article 1: Interpretation

The interpretation of this Constitution shall rest with the Executive Committee.

Article 2: Amendment

1. No amendment of this Constitution should be made unless approved by two-thirds of all Full Members by polling.
2. A General Polling shall be convened specifically for the amendment of the Constitution.
3. A notice indicating the proposed amendments shall be posted seven clear days before the General Polling.

Article 3: Authority

The Constitution overrides the constitutions of any sub-organizations.

Article 4: By-laws

1. The Executive Committee shall, if necessary, draft By-laws to facilitate the operation of the Society.
2. The By-laws shall come into effect after the approval at any Extraordinary General Meeting or General Polling convened specifically for the purpose.
3. In cases where the By-laws violate the Constitution, the latter shall take precedence.