ARTICLE I: Name and Purpose
Section A: NAME
The name of the organization shall be: "The Society of Postdoctoral Scholars at UCLA".
Section B: ABBREVIATED NAME
The society will use the acronym SoPS.
Section B: STATEMENT OF PURPOSE
Our mission is to enhance the postdoctoral experience at UCLA by providing resources to aid postdoctoral scholars with their professional and personal development. We aim to provide information and support on a range of topics including career advancement, financial support, and childcare/family issues. We focus on representing postdoctoral concerns to the university administration. In addition, we facilitate social interaction between postdoctoral scholars at UCLA, with the goal of building a community that benefits from a collective pool of knowledge and experience.
ARTICLE II: MEMBERSHIP
Section A: REQUIREMENTS
Part 1: Anyone affiliated with UCLA and who possesses a valid email address issued by UCLA is eligible for membership. Non-UCLA members are allowed provided they have a numeric ID with the University.
Part 2: All members are eligible to vote.
Part 3. Members of the society are encouraged to create a user account on the society webpage. Members are encouraged to fill in extra information in their user profile (e.g., full name, department, field of research, etc.), but this is not a requirement of membership.
Section B: Statement of Non-Discrimination in Membership Selection, Operations, Activities, Policies and Practices
The Society for Postdoctoral Scholars at UCLA, in accordance with applicable Federal and State Law and University Policy, and as a condition of registration with the University of California, Los Angeles as an Academic Advisory Group (AAG), does not discriminate, on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, disability, age, medical condition (e.g., cancer related, ancestry, marital status, citizenship, sexual orientation or status as a Vietnam Veteran or special disabled Veteran).
The Society for Postdoctoral Scholars at UCLA prohibits sexual harassment. This non-discrimination policy covers organization membership, access to organization programs and activities, and the general treatment of members in the organization.
Section B: RIGHTS
Part 1: All members are eligible to attend all meetings and events of this organization.
Part 2: If a fee is charged to attend a particular event, the membership will establish a fee scale for members and non-members.
Section C: WITHDRAWAL OF MEMBERSHIP
Part 1. Membership may also be withdrawn for violations of the non-discrimination act and/or failing to remain in good academic standing at UCLA. Membership may also be withdrawn if it is established that the minimal requirements for membership were not met.
Part 2. A simple majority vote of the quorum of membership at a regular or special meeting shall be sufficient to withdraw membership.
Part 3. Members to be voted upon in this regard will be notified of the intention to do so in writing at least one week prior to the meeting.
ARTICLE III. OPERATING PROCEDURES
Section A: OFFICERS
President * Chief Technical Officer * Vice President Career Development * Vice President Advocacy * Vice President Social Activities * Vice President Entrepreneurial and Business Development * Vice President Communications * Secretary/Treasurer * External Affairs/Representative to the UC - Council for Postdoctoral Scholars (UCCPS)
Section B. DUTIES
Part 1. The President or Vice Presidents will chair all meetings of the society and will call special meetings as needed.
Part 2. The President will serve as the liaison to the University and will represent the SoPS to University Administration. The President will attend all Postdoctoral Advisory Council meetings arranged by the Graduate Division as the official voice of UCLA Postdoctoral Scholars.
Part 3. There will be 5 Vice Presidents, each chairing one of the following committees: Social Committee, Career Development Committee, Entrepreneurial and Business Development Committee, Communications Committee, and an Advocacy Committee. The Vice President of each committee will chair committee meetings and will oversee the development and implementation of activities relevant to the committee.
Part 4. The Secretary/Treasurer will take, record, and post meetingsf minutes to the Societyfs website; produce all official correspondence for the organization, and maintain records and report on the financial transactions of the society. If SoPS is unable to secure a Secretary and/or a Treasurer, the annual report and postings made to the SoPS website shall be collectively considered the official record of SoPS activities.
Part 5. The Chief Technical Officer will oversee the management and operations of the Society and its website, and will work closely with the University and its Information Technology division to ensure that the website is maintained, backed-up, and secure.
Part 6. One or two External Affairs Officer/s will oversee the interaction of the Society with other organizations outside of UCLA. The External Affairs Officer/s will serve as the Representative to the University of California Council of Postdoctoral Scholars (UCCPS) for SoPS, and will serve as the official liaison of the SoPS to postdoctoral organizations at other campuses within and outside of the University of California. The Representative/s will attend all UCCPS meetings, and if unable to attend will appoint a replacement. The Representative is responsible for coordinating reimbursement for participation in the UCCPS meetings with the Graduate Division. The Representative will post a summary of the UCCPS meeting on the Society website no later than four weeks after the meeting.
Section C. REQUIREMENTS FOR RUNNING FOR AND HOLDING OFFICE
Part 1. All officers must be members of SoPS and be actively employed at UCLA with a postdoctoral title. Officers must remain in good standing with the University at all times. Failure to do so will result in removal from the position.
Part 2. In addition to the requirements outlined in Part 1, a SoPS member must have been an Officer within the Executive Committee for at least 6 months to be eligible to chair a Committee or run for the SoPS presidency.
Section D. VOTING PROCEDURES
Part 1. Nominations for all offices will be taken as required.
Part 2. Any members may nominate any other member, including himself or herself for a position on the Executive Committee.
Part 3. Elections will be held at a meeting called by the President or Vice Presidents or online via the website.
Part 4. A simple majority vote of the quorum present at that meeting will be sufficient to elect an officer. If there are more than two candidates and no candidate receives a majority, there will be a run-off vote between the top two vote recipients in the general meeting.
Section E. EXECUTIVE COMMITTEE VOTING PROCEDURES
Part 1. For matters requiring votes during Executive Committee meetings that do not require general members to vote, the following rules will apply:
Elected Executive Officers that are present are always eligible to vote.
Members who have served at least 6 months on a SoPS Committee are eligible to vote.
A consensus decision of all Elected Officers present at a meeting may be used to open up the vote to include non-voting SoPS Committee members present.
Section E. REMOVAL FROM OFFICE
Part 1. Officers may be removed from office for failure to perform duties or for membership violations.
Part 2. Officers to be voted upon in this regard will be notified of the intention to do so in writing at least one week prior to the meeting at which the vote will be taken.
Part 3. A two-thirds majority of quorum present at a regularly scheduled meeting shall be sufficient for removal from office.
Section F. TERMS OF OFFICE AND VACANCIES
Part 1. The term of office shall be 1 year for the president and other officers.
Part 2. A nomination procedure and election process will proceed after any office vacancy.
Part 3. While the office is vacant, the Vice Presidents will select from among themselves to assume the responsibilities of the vacant office.
ARTICLE IV. MEETINGS
Part 1. Meetings will be held as required.
Part 2. Special meetings may be called by any combination of three of the officers.
ARTICLE V. COMMITTEES
Section A. SOCIAL COMMITTEE
Part 1. The Social Committee will plan social events and programs for the organization.
Section B. CAREER DEVELOPMENT COMMITTEE
Part 1. The Career Development Committee will plan career events and programs for the organization. These will include programming for both academic and non-academic career development.
Section C. ADVOCACY COMMITTEE
Part 1. The Advocacy Committee will work to increase visibility of postdoctoral scholars on campus. They will identify issues of relevance to the postdoctoral community and will work to improve conditions for postdoctoral scholars. The issues covered by this committee can include, but are not limited to, housing, pay, family-related (e.g. childcare), issues.
Section D. ENTREPRENEURIAL AND BUSINESS DEVELOPMENT COMMITTEE
Part 1. The Entrepreneurial and Business Development Committee will provide information and resources for postdoctoral scholars interested in working with non-academic sectors.
Section E. COMMUNICATIONS COMMITTEE
Part 1. The Communications Committee will work to provide information to both new and current postdoctoral scholars via a monthly newsletter and by maintaining a database of online resources and forums.
Section F. FUND ALLOCATION
All decisions of each Committee involving committing organization funds in amounts greater than $200.00 will require the approval of the majority of those members present at the regular or special meeting of the society. Similar decisions, but for $200.00 or less may be approved by a Vice President with consent from all other officers.
Section B. OTHER COMMITTEES
Part 1. Other committees may be appointed by any of the elected officers or by the Committees.
Part 2. In appointing such committees, society members must specify the purpose and chair or co-chair of that committee, and establish its duration.
ARTICLE VI. AFFILIATIONS
Section A. UCLA
Part 1. This organization is a recognized Academic Advisory Group at the University of California Los Angeles, but is not part of the University itself.
Part 2. In all correspondence and business transactions, it may refer to itself as an organization at UCLA, but not as part of UCLA itself.
Part 3. The society accepts full financial and production responsibility for all activities it sponsors.
Part 4. The society agrees to abide by all pertinent UCLA policies and regulations. Where UCLA policies and regulations and those of the society differ, the policies and regulations of UCLA will take precedence.
Part 5. This organization recognizes and understands that the University assumes no legal liability for the actions of the organization, and that the University is not providing blanket indemnification insurance coverage for any activities of the organization, unless those activities expressly benefit and further the goals of the University, and have received prior review, approval, and consent of Campus Activities, Risk Management, and/or General Counsel.
Part 6. The society agrees to make financial records available to authorized University officials upon request.
ARTICLE VII. FACULTY/STAFF ADVISOR
Section A. ADVISOR REQUIREMENTS
Part 1. As a recognized Academic Advisory Group at the University of California Los Angeles, the society is required to have an official advisor from the UCLA faculty and/or staff. Presently, the Associate Dean M. Belinda Tucker and Kyle Cunningham serve, respectively, as faculty and staff advisor for SoPS.
Part 2. Other persons may serve as special advisors as needed.
Section B. DUTIES
Part 1. The advisor must sign the recognition application each year, or whenever officer information changes or amendments are made to the constitution.
Part 2. Officers should meet with the advisor twice per calendar year.
Part 3. An advisor may not vote in society matters, hold office or unduly influence decisions of the organization.
ARTICLE VIII. BY-LAWS AND AMENDMENTS
Section A. BY-LAWS
Part 1. By-laws can be added to this constitution by a simple majority vote of the entire membership at a regular meeting of the society.
Part 2. This constitution takes precedence over any and all by-laws.
Section B. AMENDMENTS
Part 1. This constitution can be amended by a two-thirds vote of the attending membership at a regular meeting of the society.
Part 2. Notification of such a motion must be made to members at least one meeting in advance of the one in which the actual vote is taken.
This constitution was ratified at the Nov 28th, 2007 SoPS Executive Meeting unanimously.