A brief description of your organization s fundamental purpose. A mission statement answers the question, "Why do we exist?".

Size: px

Start display at page:

Download "A brief description of your organization s fundamental purpose. A mission statement answers the question, "Why do we exist?"."

Brenda Bridges
5 years ago
Views:

1 DUE AUGUST 1 Objectives: - Raise money for Share the Health - Raise awareness to women s health and preventable health problems - Raise awareness to women of color, women in poverty, single mothers, and the uninsured who cannot afford to see physicians for regular OBGYN check-ups - Help expand Share the Health and attract more physicians to volunteer their time to help women in need Required for UW RSOs: Your Constitution/Bylaws must contain the following information: 1. (*)Purpose/Mission: A brief description of your organization s fundamental purpose. A mission statement answers the question, "Why do we exist?". The mission of For All Women is to bring awareness to women s health and assist Share the Health in raising funds to keep the free clinic running. Raise money for Share the Health - Raise awareness to women s health and preventable health problems - Raise awareness to women of color, women in poverty, single mothers, and the uninsured who cannot afford to see physicians for regular OBGYN check-ups - Help expand Share the Health and attract more physicians to volunteer their time to help women in need 2. (*)Membership Criteria: What are the requirements for students to join your organization? (*) At least 75% of your members have to be UW-Madison students. Possible criteria could include: Financial commitment (dues) Interest in a specific area GPA Year in school Major

2 (*) If you choose to include a Non-Discrimination clause, it must match with the UW-System policy. Members must be at least part-time UW students Members must pay a $15 fee for the year or $10 fee for a single semester Members may have any major or field of interest Members may be any year in school (undergraduate and Graduate/Professional students) Members must attend 3 of the 4 meetings per semester to be classified as active members 3. (*)Leadership/Elections: (*) Officers must be UW-Madison students (*) The four student contacts you provide must be enrolled at least ½ time (6 credits for undergraduates and 3 for graduate students) (*) Must include information regarding leadership selection process (How will you pick your leaders/positions? By election, by appointment?) It is also a good idea to include information regarding: What are the requirements to become an officer? Roles and duties of each officer (i.e. President, Vice-President, Treasurer, Secretary) Executive board will strictly consist of UW-Madison students, they also must be enrolled at least part-time Leadership selection will be carried out by an appointment process. Students will be able to express interest in positions such as social media, Greek life outreach, volunteer, fundraising, treasurer and publicity.

3 Positions such as VP, secretary, and president will be strictly open to current executive board members. To become an officer, a student must attend 90% of the meetings and events offered throughout the year, as well as be in good academic standing, have no overdue fees, and be able to present new ideas for the organization. General Board Member Requirements Be available biweekly for board meetings and monthly for general meetings bring computer to general meetings to help people sign in Make yourself comfortable with the website Fulfill membership requirements Plan monthly meetings and activities at beginning of semester Attend bi weekly board meetings Meetings can only be missed with reasonable excuse which must be ed to the president (exam or illness) Inform the president of any absences at least 1 day in advance and with valid reason Anything beyond illness, exam, or medical emergency is considered NOT a valid reason If you feel that an exception should be made, you must speak with the president about it Attend Org Fair and help run org fair booth every semester (starting next semester) Assist in mass communications for events (Advertising kickoff meetings, fundraising and volunteer events, 5k) Respond to s from other board members and general members within 24 hours (weekends 48 hours) Be punctual; meet deadlines; follow up with plans and tasks promptly Regularly update presidents with progress on plans and tasks at every board meeting Post events on the website Booking dates should not be open until 3 weeks prior Take responsibility for one general meeting with a partner at one of the first board meetings of the semester You will be in charge of finding speakers, making a powerpoint, and snacks At the end of the year, be prepared to train the person taking over your position (Go over all job requirements, share important documents, and answer any questions) *By not fulfilling any of the above requires and/or requirements of one s position, one forfeits his/her place on the board. President is responsible for: Organizing board meetings and general meetings

4 Organizing annual 5K run Communicating with Share the Health Renting rooms for meetings Assuring that board members stay in good standings to continue to serve on the board Assuring that members fulfill their responsibilities to be considered active Oversee all functions of the group Preside over general assemblies and board meetings Arrive early and bring your computer to help people sign in Maintain the FAW RSO general and respond to s within 24 hours Forward s to other Committee members as necessary Send monthly newsletters to general members Run annual Awards Recognition Event/Banquet Coordinate with VP to get food Coordinate with Treasurer for funds Apply for the Bucky Award Ceremony in March Appoint new board members Run annual elections as the board sees fit Send out survey for Pres and VP voting If the president is not a leaving senior, one of the seniors on the board will have to distribute the survey and finalize result to avoid hard feels and skewed results Update the website roles (Remove board member role from people graduating/stepping down and give board member rights to new board members) Send annual update to WMS contact Kelsey Redman, kmredman@wisc.edu Engage in collaboration with other student organizations Have primary contact register the organization for the student org fair each semester Re register student organization every fall Makes sure someone attends alcohol awareness workshop in the fall in order to re register organization Step Up Update primary contact for the SAC, WIN page, Cfli Maintain FAW accounts (Facebook, website, WIN, Instagram) Remove old board members from FAW Board Facebook page Manually edit points as necessary (ONLY the president should be adding points, Secretary can delete repeating points from general meetings and no shows) Maintain the website forums (Check at least twice throughout the semester) Delete any spam posts Answer unanswered topic questions posted by members *Contact other board members if you are unsure how to answer a question VP will be responsible for: Preside over any functions in which the president is not present Assist president with any administrative tasks

5 Make surveys on qualtrics Create Board poster for Org Fair Make room reservations for meetings if president is unable to General meetings at Grainger or Ed Sci Board meetings at the SAC Arrive at least 3 hours early to sign up for room reservations if doing in person Available to do online: Log in with personal NetID Can do both the SAC and Classrooms thru this site Fall Reservations open early August Spring Reservations open early November Arrange food for all general meetings Spend around $25 per meeting (more for kickoff) Carry out catering orders for Annual Recognition Event/Banquet Keep By laws and position descriptions up to date Secretary is responsible for: Arrive early at board meetings and general meetings to take attendance *bring computer! Document various FAW events via photography This does not have to be done with a fancy camera: even pictures taken by your phone can be used Take AT LEAST 5 photos per semester (The social media chair will need these to update the website and the president may decide to use photos in monthly newsletters) Take meeting minutes on the google doc at board meeting Keep track of board member attendance and check activeness of board members Complete the annual SAC space application (open Nov 1st, due at end of semester use this guide ) Attend an application workshop through the SAC if possible, usually around october Send in office space calendar usage (excel spreadsheet) and update it on the WIN page (when we have one) Manually edit points as necessary (ONLY the president should be adding points) Check the log after every general meeting for people who signed in more than once Delete a point from people who are RSVP d to an event but do not attend (as per no show policy) Subtract points from people who no showed to events Board members should be ing you their names/netids Write hand written thank yous to speakers

6 Treasurer will be responsible for: Monitor the bank account weekly Prepare and present a budget at the beginning of each semester Allocate budget for each position and clearly communicate with each person/pair in charge of Volunteering, Socials, and Fundraisers Provide access to funds for appropriate events, and maintain records of spending Collect and deposit dues Update members on the website to paid through fall or paid through spring depending on how much they pay Dues: $10/semester, $15/ year Apply for Operations Grant in December/January Apply for Open Fund Grant in late August/early September Collect payments for t shirts (Vice President and Secretary to take orders) Update Board on budget at least three times a semester Coordinate new credit cards and terminate old cards on the FAW account (Yourself and the current vice president should be the only ones with cards) At the end of each semester, on the website change all members listed as paid two semesters to paid through fall, and paid through spring to just general member **IN THAT ORDER! Have at least $450 in bank account every three years for website renewal To prevent stress every third year, there should never have less than $500 in the bank Keep track of Fundraising money and Due money separately Fundraiser will be responsible for: Run all fundraising events Should be strictly health related At least one fundraising event should be coordinated with Share the Health Propose an amount to raise at the beginning of the semester, and attempt to meet the amount $750, adjusted as needed If there is enough money in the bank, still coordinate several fundraisers so funds are available in the future Maintain a comprehensive record of fundraising events, and evaluate the success of different methods Obtain permission from building managers and obtain Temporary Food Stand permits from UHS when necessary Organize a timetable for volunteers Communicate with the Treasurer regarding funding and profits Update the board about dates of events as soon as they are booked and again at least two weeks before the event Add all events to the website and Google Calendar as soon as they are booked

7 Use google doc to let the secretary know if points need to be deducted due to no shows or late cancellations Volunteer Chair will be responsible for: Organize volunteer activities that will total to about 100 positions each semester (can vary by year/number of members) Create the event on the website Arrange location and transportation when necessary May need to provide bus route options for volunteers Ask for individuals on the board or those attending the event who have a car on campus Each volunteer event MUST start with ice breaker! Communicate with treasurer about budget allocations for volunteer activities Search for new volunteer opportunities while maintaining connections with current ones Update board about dates of events Take attendance at each volunteer event or delegate someone to do so Use google doc to let the secretary know if points need to be deducted due to no shows or late cancellations At least one volunteer event must be coordinated with Share the Health, if possible Must be health related and also related to women s health Social Chair will be responsible for: Organize one social per month, must be done one month in advance Add the events to the website and update the Google Calendar as soon as events are finalized Arrange location and transportation when necessary Update board about dates of events Take attendance at each social event Each social event MUST start with ice breaker! Use google doc to let the secretary know if points need to be deducted due to no shows or late cancellations Social Media Chair is responsible for: Must keep all social media accounts up to date Includes Facebook, Instagram, Twitter Must post at least once every other day on instagram Must post about events, executive board members, and general members At the kickoff meeting, have your computer set up for people to be added to the facebook page Update facebook throughout the semester General meeting reminders (Monday before every meeting) Create events on facebook for Socials and Fundraisers

8 Create these through the FAW page so that members are automatically invited The day before the event, post on the event page with a reminder to attend Whenever you are posting reminders, link to the event page on our website so people can easily RSVP or see more information Update twitter/instagram throughout the semester General meeting reminders (Monday before every meeting) Event reminders (The day or two before all social, volunteering, and fundraising events) Whenever you are posting reminders, link to the event page on our website so people can easily RSVP or see more information Greek Life Outreach will be responsible for: Facilitating events between Greek Life and FAW At least one fundraising event should be planned per semester with a Greek organization on campus in good standing Communicating between FAW and the Greek community Be present at Greek events where we are involved Webmaster will be responsible for: Website Before a new semester, create a new registration code (Ex: Before the fall semester create the code Fall2015 and have everyone who registers at the org fair and at meetings throughout the semester use the code) Maintain the website: add/delete any pages as necessary and keep the information on each page concise and neat Pay special attention to the pictures on the website: Take down a picture if all members in the photo have graduated Except Gabby because she founded the organization Upload at least 5 new photos a semester (The secretary should be documenting WMS events; take photos yourself or ask the secretary for some of their photos to upload) Update wix and plugins as updates become available Add general meetings to the website. Be sure to include: The title of the event A brief but informative description of the topic Date and time of the meeting Location and room number At the end of each semester, export the user list that includes points. After this has been saved on Google Drive, reset all points back to zero

9 At the end of each semester, remove old board members profiles and put up profiles for the new board You may choose to update the profiles with new information instead of completely deleting and remaking profiles each semester/year Contact all board members (new and returning) each semester and make sure they do not want to update the information in their profiles Go through the users on the website at least once per semester and delete users whose last login is more than 1 year ago **details subject to change as responsibilities are added and/or deleted as seen fit by the organization s duties 4. (*)Decision Making: (*) How will you make decisions? Based on a quorum? (a number of members present in order to vote or make decisions, usually 2/3 of present members) Simple majority? (*) Must state that all decisions are made by students. It is also a good idea to include information regarding: Will you use the Election feature on your group s WIN page? Will you hold your elections in person? Do the members have to be in good standing in order to vote? Decisions will be made by discussion in board meetings with all sides discussed At least ⅔ of executive board members must be present Majority vote will cast decision, but president may veto All decisions are made by students of UW-Madison We will hold our elections with an online questionnaire and those who have been selected will then be brought up in person during a general meeting to finalize the election in person with all members. Members must be in good standing academically and with the organization Must have fulfilled member requirements to be able to vote and/or run for executive positions

10 5. Additional Sections: What is your dissolution policy? (What will happen to the organization s funds if the group decides to disperse?) How often will we meet? Process of removing officers or members It is also a good idea to include information regarding: How will you handle money, fundraising, fines, etc.? What will be the attendance requirements? Process for determining meeting structure in your organization What will the amendment process look like for the constitution/bylaws? If group decides to disperse, all funds will be directed to the president to manage and donate towards Share the Health or re-creating the organization. General meetings will be once a month (4 total) Executive board meetings will be bi-weekly (at a date and time that works best for everyone, TBD at the moment) Treasurer will be in charge of handling money and fines Fundraising funds will be directed to treasurer and events will be discussed with the board as a whole and organized together overall 100% attendance is expected, but unforseen circumstances such as emergencies will be accepted, as well as, pre-planned circumstances such as an exam. The president will be in charge of determining meeting structure in the organization but will run everything through with the board to avoid disagreements and dispute The amendment process will be discussed/held in executive meetings with everyone present Majority vote will be deciding factor but president may veto and suggest an alternative decision

U.S. Fund for UNICEF Campus Initiative LEADERSHIP TRANSITION HANDBOOK

U.S. Fund for UNICEF Campus Initiative LEADERSHIP TRANSITION HANDBOOK Table of Contents Introduction and Club Organization 1 Transition Guidelines 3 Sample Outgoing Officer Questionnaire 5 Sample Position