BYLAWS OF PAVE: Promoting Awareness Victim Empowerment University of Wisconsin-Madison As of April 2017

Transcription

1 BYLAWS OF PAVE: Promoting Awareness Victim Empowerment University of Wisconsin-Madison As of April 2017 ARTICLE I NAME, MISSION, AND PURPOSE Section 1 Name : The name of the organization is Promoting Awareness Victim Empowerment (PAVE). Section 2 Mission : PAVE is a student organization at UW-Madison dedicated to preventing sexual assault, dating/domestic violence, and stalking through education and activism. Section 3 Purpose: The purpose of PAVE is to educate students at UW-Madison about dating/domestic violence, sexual assault, stalking, and violence prevention strategies. PAVE works in conjunction with a variety of student, campus, and community organizations to prevent violence through education and activism. PAVE, as a student organization, is in compliance with applicable campus and UW System policies and state/federal laws. ARTICLE II MEMBERSHIP Section 1 Eligibility for membership : All students currently enrolled at UW-Madison are eligible for PAVE membership, which is obtained through active participation in PAVE s prevention endeavors each semester, including PAVE events, meetings, and educational efforts. There are three types of PAVE members general members, active volunteers, and PAVE Leaders who have equal voice and decision-making power in PAVE s operations. A. General members PAVE s volunteer membership base is the impetus for its mission and ensures PAVE s ability to function. Members have decision-making rights, privileges, and opportunities, such as chairing committees, leading campaigns, recruiting additional volunteer members, and giving input towards financial and personnel decisions. B. Active Volunteers Active Volunteers are general members with some additional rights and privileges, such as voting in the PAVE Chair election process. PAVE Leaders establish a criterion for active volunteer status at the beginning of the academic year. PAVE Leaders have the ability to modify the criteria. C. PAVE Leaders PAVE has ten part-time leader positions filled by UW students who carry out the mission, work with members, and report to the Chair. Section 2 Annual dues: There are no annual dues for membership in PAVE. Section 3 Rights of members: A. Active volunteers, PAVE Leaders, and others determined by PAVE Leaders have the right to vote in the election of the Chair position each spring. B. All members have the right to make decisions at meetings, when in attendance.

2 C. All members have the right to represent PAVE at other campus/community meetings, in media outlets, and in other appropriate places. Students representing PAVE in this capacity must be approved by the PAVE chair D. All members have the right to be a part of the process of shaping PAVE s direction each semester by contributing ideas and promoting initiatives. ARTICLE III PAVE LEADERS Section 1 Definition and Purpose: PAVE Leaders are the central leadership body of PAVE and report to the Chair. A team of PAVE Leaders meets frequently to make operational decisions, and clarify the day-to-day responsibilities of PAVE Leaders, committees, and programs. PAVE Leaders are responsible for overall policy and provide regular feedback and support to leaders and volunteer members. Section 2 Membership: PAVE Leaders include: PAVE s Leaders and/or at the discretion of the chair active volunteers ARTICLE IV COMMITTEES Section 1 Committee Formation: All members may propose to create a new committee. The member proposing a new committee must discuss the purpose and plan of the committee with PAVE Leaders and members. Section 2 Meetings: Volunteer and PAVE Leaders are empowered to convene meetings to carry out the mission of PAVE. These meetings may be based on a committee s needs or may apply to general membership. Meetings include, but are not limited to: A. General Membership Meetings B. Volunteer Orientations C. Communications Team Meetings D. Data Collection Meetings E. Outreach Planning Meetings F. Special Event Planning Meetings (SAAM, DVAM, Media Response) G. Peer Education Class and Event Meetings Section 3 Meetings: Members will meet on a regular basis. The Chair or Volunteer Coordinator will convene these meetings. All PAVE Leaders should attend meetings. PAVE meetings are open to all members. PAVE Leaders will have separate meetings weekly, which volunteers may attend by request. Section 4 Notice of Meetings: Meetings will be announced over the PAVE list, at General Member Meetings, and through direct personal communication. Meetings should be announced to the PAVE membership with at least two days notice of the meeting when possible.

3 Section 5 Decision Making Processes: PAVE makes most of its decisions through discussion and resolution. Any member who attends a PAVE meeting has equal voice/vote for decision making at that meeting. The decision process aims for consensus and honors the opinions of those who strongly object in the best interest of PAVE. PAVE Leaders are empowered to make individual decisions to fulfill the requirements of their positions in consultation with the Chair as necessary. When consensus cannot be achieved, PAVE will make decisions using a voting system of majority plus one (If there are 10 members present, 6 is a majority + 1 = 7). Section 6 Reports: All PAVE meetings must be reported directly to the PAVE Leaders or indirectly via the Chair. All PAVE activities, events, programs, and committees will be recorded and reported in the mid-year report, end-of-year report, and budget summaries, or as requested. ARTICLE V ELECTION PROCEDURE Section 1 Election Committee: PAVE elects the Chair position each year. An Election Committee is assembled to run the election. The Election Committee is composed of the Advisor, and four members who are not candidates for office and who are not seeking re-hire or re-election. At least two of the members must be volunteer members and one of these members is generally the out-going Chair. The Election Committee will ensure a fair and transparent election and carry out all of the election procedures. Section 2 Eligible Voters: Eligible voters are determined by PAVE Leaders direct knowledge of active involvement and/or direct appeal of the member. In the spring of each year, PAVE Leaders will construct a list of eligible voters at meetings and via announcements. This list will need to be approved by the PAVE Leaders and Election Committee before being finalized. Section 3 Eligible Candidates: All currently enrolled students at UW-Madison are eligible to apply for the election. Candidates must also be students during the listed position term. The Election Committee will post information to PAVE members and the student body about the upcoming elections and instructions for how to declare candidacy. Section 4 Elections: In the spring of each year, the Election Committee will hold elections for the Chair by sending out a ballot via to all eligible voters. The committee meets to tally these ballots. The ballots will be printed with no identifying information and electronic copies deleted to ensure that voters remain anonymous. The Election Committee will clearly communicate the results of the election first to all candidates and then to the PAVE membership. ARTICLE VI HIRING PROCEDURE Section 1 Employment Philosophy and Practice: PAVE values promoting and hiring from within the organization when such decisions are in the best interest of PAVE. PAVE will comply

4 with all hiring and employment policies and laws as established by UW-Madison, the State of Wisconsin, and federal statutes. The Chair is responsible for overseeing all personnel decisions in consultation with the Advisor. Section 2 Hiring Committee: The Chair must assemble a Hiring Committee of no fewer than four people consisting of the Chair, one current PAVE member, the Advisor, and others at the discretion of the Chair. In the past, the Hiring Committee has been comprised of the Chair, outgoing/graduating PAVE Leaders, and active volunteers. Employees who are staying in their position, employees who have already been hired into a new position, members not in the hiring pool, and graduating seniors are eligible to be on the Hiring Committee. Section 3 Hiring Procedure: When there is a PAVE Leader position vacancy, the Chair will work with the Hiring Committee to fill the position(s). A. The Chair posts information about the position (generally the position description) to PAVE members and all UW students. Interested PAVE members, including PAVE Leaders, submit a cover letter, resume, and references. B. The Hiring Committee is invited to review application materials and may express their support for the applicant or any concerns they may have in writing. These reviews are read and considered by the Hiring Committee. C. The applicants will be invited to interview. Interviews involve a set of pre-determined questions, slated by the Hiring Committee. D. A hiring decision will be made based on the input of the Hiring Committee, the interview, and written reviews. If there is a discrepancy, the Chair will make the final decision in the best interest of PAVE. ARTICLE VII PAVE LEADER POSITIONS Section 1 Positions in PAVE Leaders (leaders and volunteers): All PAVE Leaders will have clearly outlined position descriptions that are reviewed at least once per semester. The following are the PAVE Leaders positions, current as of May 2017: A. Chair The Chair provides leadership to the PAVE Leaders, active volunteers, and general members by providing direction, support, and oversight of PAVE s services. B. Finance/Office Coordinator The Finance/Office Coordinator leads efforts to spend PAVE s budget in a fiscally responsible manner through financial oversight of PAVE s purchases and projects. C. Campus Outreach Coordinator The Campus Outreach Coordinator reaches out to the entire campus community by creating and executing events and campaigns, which provide education and a heightened awareness about sexual assault, dating/domestic violence, and stalking. D. Peer Education Coordinators The Peer Education Coordinators provide the campus with sexual assault, dating/domestic violence and stalking educational workshops and resources by training peer facilitators and organizing peer education workshops throughout campus.

5 E. Volunteer Coordinator The Volunteer Coordinator of PAVE serves as a liaison and maintains relationships with PAVE leaders and active volunteers and general members, notifying them of opportunities within PAVE, and coordinating them at events to strengthen PAVE s volunteer base. This position also monitors the needs of active volunteers and general members and adapts meetings and programming accordingly. F. Evaluation Coordinator The Evaluation Coordinator of PAVE tracks and evaluates PAVE s programming to improve PAVE s services and strengthen PAVE s presence on campus. G. Communications Coordinator The Communications Coordinator of PAVE informs students about PAVE programs and sexual assault, dating/domestic violence and stalking current events through advertisements, research, discussion forums, website and editorials. This position also improves the quality of reporting on sexual assault, dating/domestic violence, and stalking by working closely with the student papers. H. Peer Facilitators -- The Peer Facilitators educate the campus on sexual assault, dating/domestic violence, and stalking by creating and facilitating specialized educational workshops for students. I. Volunteer Positions These positions vary, are determined by the nature of the project, and are clarified in conjunction with the appropriate PAVE Leaders. Section 2 Advisors to PAVE: The Violence Prevention Specialist at University Health Services generally serves as the PAVE Advisor. The Advisor is a professional staff/consultant to PAVE who provides training, feedback, guidance, and support to PAVE members. The Advisor serves as the supervisor of the Chair, but is not a PAVE member and does not vote nor have decision-making power. ARTICLE VIII PERSONNEL POLICIES Section 1 Daily Operations: Each position is encouraged to make daily decisions in line with PAVE Bylaws and is directed by the PAVE Leaders s PAVE Position Description. The Chair supports the PAVE leaders independence and is available for consultation as needed. PAVE Leaders independently monitor their daily progress by tracking hours, accomplishments, and goals through a system developed by the Chair and agreed upon by PAVE Leaders. Section 2 Supervision: PAVE membership reports to the Chair. PAVE Leaders meet with the Chair on a regular basis, as determined by the Chair and PAVE Leaders, to discuss status of projects and other concerns. At least once a semester, the Chair will conduct a formal performance review with input from the PAVE Advisor. The Chair will meet regularly with the PAVE Advisor and undergo a formal performance evaluation at least once a semester with the PAVE Advisor. Section 3 Feedback: The Chair will give regular feedback at PAVE meetings, regularly scheduled individual PAVE Leader meetings, and as needed. PAVE membership is also encouraged to give feedback to each other and to PAVE Leaders. Formal feedback will be

6 gathered and presented following major events and campaigns in order to improve the quality and effectiveness of PAVE s services to the campus. Section 4 Accountability: PAVE Leaders work both as a team and independently in their positions, therefore, accountability is crucial. Regular communication between PAVE Leaders, including timely responses, and consistent attendance at meetings and events are of the utmost importance. PAVE will have an attendance policy predetermined by the PAVE Chair. Section 5 Conflict Agreement A. Guidelines for Processing Conflict: A conflict resolution agreement will be signed with PAVE Leaders as appropriate. Section 6 Unsatisfactory Performance or Misconduct: Terms of formal discipline and dismissal include, but are not limited to: A. Violation of the Student Nonacademic Misconduct Code as listed by state law; Assault, theft, etc. B. Conduct that adversely affects the PAVE Leader s performance or their obligations to PAVE and UW-Madison students: Arriving to a PAVE commitment in an impaired state, displaying behavior that is not consistent with the PAVE mission, etc. C. Unsatisfactory Performance: Failure to meet PAVE Position Description requirements or responsibilities, failure to communicate with PAVE Leaders in a timely manner, failure to attend meetings and events without notifying the Chair or appropriate person, etc. Section 7 Procedure for PAVE Leader Performance Improvement: If there is an outside issue that affects work performance, PAVE Leaders must alert the Chair as soon as possible. PAVE recognizes that unforeseen conflicts and/or issues may arise throughout the semester. As a result, lapses in performance or misconduct do not automatically lead to discipline or termination. If any member of the leadership has unsatisfactory performance or misconduct (as listed above), the following procedure will be taken: A. Meeting with the Chair: The PAVE Leader must communicate with the Chair to schedule a meeting to discuss the lapse in performance or misconduct. The Chair and the PAVE Leader will have equal opportunity to share their concerns and suggestions for improvement. Written documents of the improvement meeting may be created, including but not limited to: a timeline, action steps for improvement, and goals for improvement. If a satisfactory resolution and plan can be established in the meeting, it is not necessary to continue with the procedures. However, if lapses in performance or misconduct persist, the Chair may proceed to B or C, or enforce dismissal. B. Additional Support: Depending on the nature of the issue causing a lapse in performance or misconduct, a meeting facilitated by the Advisor may be appropriate to ensure the PAVE Leader has the appropriate support to achieve success in their position. Additional training may be provided as necessary. If appropriate, PAVE Leaders will be referred to the outside services (i.e. UHS Counseling and Consultation, McBurney Center Disability Resource Center etc.).

7 C. Recommitment Contract: If improvement does not occur after meetings and additional support, the PAVE Leader will be required to write a recommitment contract which will include, but is not limited to: thoroughly outlining their timeline, action plan, steps for improvement, and renewed commitment to PAVE. The PAVE Leader and the Chair will sign this contract. The recommitment contract is considered a final warning. If the PAVE Leader does not follow through with the commitments and responsibilities outlined in this contract, the Chair may dismiss the PAVE Leader. D. Dismissal: Dismissal will be enforced after going through the steps outlined in this procedure; however, the Chair may dismiss a PAVE Leader as needed in special circumstances. Dismissal will not occur without a formal meeting between the PAVE Leader, Chair, and PAVE Advisor. ARTICLE IX CHAIR POLICIES Section 1 Process of Removing the Chair: The Chair is an elected position; therefore PAVE Leaders and members have the voice to call for the removal of the Chair, just as they have the voice to appoint the Chair to the position. The Chair is subject to regular status meetings with the PAVE Advisor as well as formal performance evaluations each semester to address alignment with both the PAVE Bylaws and the PAVE Chair Position Description (See Article VIII Section 2 for Chair Personnel Policies). The Chair may be removed from the position for continued negligence of job duties and/or committing acts in active opposition of PAVE s mission. A. Use the Conflict Resolution Process as appropriate (See Article VIII Section 5) B. Meeting with the Chair and Advisor: The member(s) with concerns must communicate with the Advisor to schedule a meeting to discuss the misconduct between the member(s), Chair, and Advisor. The member(s) and the Chair will have equal opportunity to share their concerns and suggestions for improvement. The Chair will work with the Advisor to create written documents in reflection of the improvement meeting. Written documents may include but are not limited to: a timeline, action steps for improvement, goals for improvement, and/or a recommitment contract. C. Follow up Meeting with the Chair and Advisor: A follow up meeting will be scheduled between the member(s), Chair, and Advisor and will be set to take place within two weeks of the initial meeting. The Advisor will evaluate the Chair s progress, keeping in mind the wishes of the member(s) and using their discretion, the Advisor will review the written documents previously produced as the frame of reference for evaluation. If a satisfactory improvement can be established in the meeting, it is not necessary to continue with the removal procedure. However, if misconduct persists, the member(s) may move on to engage PAVE Leaders in the removal process. D. Call for a PAVE Leaders Meeting and Vote: The member(s) may call for a PAVE Leaders Meeting only after an initial and follow up meeting with the Chair and Advisor have taken place to address the Chair s misconduct. At this meeting, the member(s) will present their case for proposing to remove the Chair. The Chair will also have a chance to share their thoughts. A vote will be called to move onto the final step of the removal process (See Article IV

8 Section 5 for Decision Making Policies at PAVE Leaders Meetings). If the vote fails, the member(s) will have to return to the beginning of the process if a new or related concern with the Chair s misconduct arises. E. Call for an Eligible Voters Meeting and Vote: If the vote at the PAVE Leaders Meeting passes, the PAVE Leaders have called for the removal of the Chair and the eligible voters will participate in the final vote (See Article V Section 2 for Eligible Voter Policies). Only those in attendance of the meeting will be able to cast their vote. Both the case for removing the Chair, as well as the Chair s thoughts will be presented to the eligible voters in attendance. A 2/3rds vote will be required to formally remove the Chair, dismissing them from their position in PAVE. Section 2 Process of Replacing the Chair position: In the event the Chair has been removed from their position in PAVE or the Chair has stepped down from the position, the vacant Chair position will be filled by the following process. A. Process for Electing New Chair: PAVE Leaders will meet to decide if it is necessary to elect a new Chair and if a special election for the PAVE Chair position needs to be held. The Advisor will moderate this meeting. B. Appointing an Interim Chair: PAVE Leaders Staff will appoint an Interim Chair from the remaining PAVE Leaders. The Advisor will moderate this meeting. If PAVE Leaders have determined that there will be an election, the Interim Chair cannot be a candidate for the PAVE Chair position in the special election. If a PAVE Leaders nominates themself to take on the position, a PAVE Leader may make a motion to call the vote, and this motion will have to be passed by two other members. Each PAVE Leader will write in their decision: Pass, Not Pass, or Abstain and submit their decision to the Advisor, who will tally the responses. If the motion passes, the Interim Chair has been determined and if the motion does not pass, more discussion will take place before another motion for a vote is called. In the event that no one nominates themselves to take on the position, PAVE Leaders will have a dialogue that will result in the nomination of a current PAVE Leaders to take on the position. Once there has been a nomination, a call to vote may be motioned. The procedure outlined above will ensue. a. PAVE Finance/Office Coordinator: If the Finance/Office Coordinator is the only leadership position who is an Authorized Signer and if no other PAVE Leader can obtain Authorized Signers privileges before the special election is held, the Finance/Office Coordinator cannot take the role of the Interim Chair. It would not be ethical to have the same person who can administer the funds be the same person who oversees the funds, in the event that no one else has the ability to balance their power. C. Special Election: PAVE Leaders may call for a Special Election, which will follow standard Election guidelines (see Article V). Following the election, the Advisor, Interim Chair, and Chair Elect will meet to establish a timeline for the transition process. ARTICLE X FINANCIAL POLICIES

9 Section 1 General Spending: All PAVE Leaders are empowered to spend approved funds for pre-approved purposes (printing, supplies) as long as they communicate expenditure to the Chair and Finance/Office Coordinator beforehand. Section 2 Seeking Approval: Members/PAVE Leaders seeking funds for events and programming should make requests to the Chair. The Chair may approve, approve with comments, or refer to PAVE Leaders for further discussion. The Finance/Office Coordinator is an authorized signer but is not able to approve funds without the consent of PAVE Leaders and/or the Chair. Section 3 Decision Making Process: The Chair is empowered to make financial decisions in accordance with the mission of PAVE up to the amount of $1500 or 10% of budget (whichever is lower) without consulting PAVE Leaders. For financial decisions in excess of the amount of $1500 or greater than 10% of budget, PAVE Leaders must agree to the expenditure. ARTICLE XI LIBRARY POLICIES Section 1 User Privileges: UW students, faculty and staff and PAVE Leaders, members and volunteers are welcome to check out books and media featured in the PAVE library. The library is meant for education, instructional, and developmental purposes. Section 2 Check out: Library books and media can be checked out using library as determined. Books and media can be checked out for a time frame as determined by PAVE Leaders and can be renewed accordingly. Section 3 Liabilities: Any damages to library materials or failure to return library materials are considered serious violations and will result in the user replacing the original materials. The user may also lose rights to use the library. ARTICLE XII CHANGES TO THE BYLAWS Section 1 Amendments: Any member of PAVE can propose amendments to the bylaws. Amendments must be proposed in writing at a PAVE Leaders meeting. Amendments may be adopted through a vote, with the decision making process in Article IV, Section 5. Section 2 Review and Ratification: PAVE Leaders will formally review the bylaws every two years (generally during the eligibility year). CERTIFICATION These bylaws were approved by the following PAVE Leaders on Friday, May 12, Name Cassidy Schroeder Janie Felton PAVE Position Chair Peer Education Coordinator

10 Cara Whelan Riley Reuter Emily Mattson Katie Brow Marissa Dempsey Ash Krantz Marisa Skelley Samantha Garlock Peer Education Coordinator Peer Facilitator Peer Facilitator Evaluations Coordinator Communications Coordinator Volunteer Coordinator Outreach Coordinator Finance & Office Coordinator