Minority Student Caucus Constitution

Minority Student Caucus Constitution Minority Student Caucus Purpose The Minority Student Caucus (MSC) provides support services as defined by and for minority students, faculty, staff, and employees associated with the Gillings School of Global Public Health (SPH). The primary aim of the organization is to act as the, wherein, ideas, needs, and interests regarding the enhancement of the total academic, social, and health-related experiences of the membership can be channeled, deliberated, and acted upon collectively. The organization shall facilitate the increase in representation of minority and international students and faculty within the SPH. Mission The MSC is a student-run organization in the Gillings School of Global Public Health. The MSC mission is to collectively support, represent, encourage, and empower minority students, both domestic and international, in the SPH at the institutional, departmental, and community levels. In this capacity, we strive to promote and foster a relationship between our students and the faculty/staff of the SPH and administrative units at Carolina. The MSC is an organization open to all students, and is dedicated to fostering a safe environment for healthy and productive dialogue surrounding issues experienced within our diverse student population and their implications for public health. Vision The MSC seeks to represent, advocate, and promote an inspiring, diverse, and safe environment for students from underrepresented populations including ethnic and religious minorities, international students, and LGBTQ students at the SPH. We work with the administration at the school to enrich student life and empower the students to become future public health leaders. History The MSC was established in 1971 as the Black Student Caucus, and later renamed in 1976 as the Minority Student Caucus to include all students of color. In the past 41 years of its existence, the MSC has changed its shape and grown to include many diverse student populations, yet, the essence of the organization still stands on the principles on which it was originally founded: advocating and promoting social justice on the UNC SPH campus as well as through collaborative efforts to highlight the issues and disparities in minority health. The UNC Minority Health Conference (MHC) is the largest and longest-running student-led health conference in the country, supported by the SPH. The 1

Minority Student Caucus Constitution conference regularly attracts over 500 students, faculty, researchers, public health and human services professionals, and community leaders from North Carolina and surrounding states. The MSC launched the conference in 1977 to highlight health issues of concern for people of color and to attract students interested in minority health to the school. The conference provides a forum for scholarly exchange of ideas related to understanding and addressing continuing health disparities in minority populations. Caucus Membership Caucus membership is available to all current students enrolled in the SPH or other corresponding UNC schools. Membership is not dependent upon race, age, gender, religion, nationality, political affiliations, and/or sexual orientation. To obtain membership, it is required to officially register on the Caucus website wherein, adherence and confirmation of the mission and vision of the Caucus must be confirmed by electronic signature. The Executive Committee The Executive Committee is the governing body of the caucus. Only official MSC members may hold an Executive Committee position, stand on a sub-committee, and represent the Caucus on ad-hoc committees, including volunteer capacity. The official MSC members are required to register as a participating member of MSC, attend at least one MSC GBM per semester, accept and adhere to the mission of the MSC while conducting related activities. The Executive Committee shall consist of the following elected positions held within the Caucus: Co-presidents Secretary Treasurer Historian Publicity and Social Chair(s) TRIAD Chair(s) Education and Community Action Chair(s) Fundraising Chair(s) MHC Chair(s) It is the responsibility of the Executive Committee to communicate all changes, activities, and SPH wide policies concerning the Caucus to its members. The Executive Committee is responsible for maintaining the integrity of the organization and representing the needs, issues, and activities of the Caucus and its members. 2

Minority Student Caucus Constitution Duties and Responsibilities of the Governing Body Co-Presidents Shall represent the Caucus on various internal, School of Public Health and University-wide committees as relevant to the organization s mission, and to keep the Caucus informed of relevant discussions from these committee meetings*. Shall serve as Chair of the Executive Committee. Shall be the duty of the Co-President to preside at all General Body, Executive Committee, and any special meetings. Shall retrieve all in-coming mail from the mailbox located in Room 167D Rosenau. Shall preserve order competently and fairly. Must be neutral in all matters and must allow full discussion of all debatable motions. Shall complete and submit the Application for Official University Recognition. Shall present an annual President s report during the last meeting of each year. Shall organize and co-ordinate the transition meeting with Advisors and former chairs of committees for sharing of resources and information about duties, responsibilities and existing relationships, concerning the Caucus with new Co- Presidents and committee chairs within a month after the elections. * It will be to the discretion of the Co-Presidents to coordinate their schedules accordingly for attendance at and/or representation on various committee meetings. Secretary Shall serve as timekeeper at all General Body and Executive Committee meetings. Shall accurately record and distribute all minutes of the Executive Committee, General Body and other special meetings to the General Body within one week after each meeting for review. The minutes will be reviewed at a later meeting. Is responsible for reserving all meeting space for Caucus meetings and any other special activities. Shall maintain accurate hard and electronic files of all organizational documents and collaborate with Caucus historian for properly archiving documents related to the Caucus and its associated meetings, events, and related activities. Shall disseminate relevant Caucus related materials, emails, notices, etc. to the General Body Is responsible for the updating of organizational documents (constitution and bylaws and Manual of Operating Procedures), per directions from co-president and as approved by the Executive Committee. 3

Minority Student Caucus Constitution Shall keep active and updated files of all standing committee reports. Shall submit all internal proposal forms, (excluding proposals for money) to the Executive Committee. Shall maintain an accurate active membership list. Shall keep an updated mailing list of all members including name, mailing address, phone, email address, department and year. Shall prepare and present a written committee report at all Executive Committee meeting, however, may need to present at General Body meetings when required. Treasurer Shall serve as overseer of all funds of the organization. Shall be responsible for all deposits and reimbursements in conjunction w/ the SAFO office Shall give itemized reports of receipts and disbursements at Executive Committee meetings. Shall serve as an active member of the Fundraising Committee and responsible for fundraising efforts for MSC activities. May attend all MHC fundraising meetings Presides over all fundraising sub-committee chairs* as they report directly to the treasurer regarding budgetary activities Must obtain a copy of all budgetary documents produced at subcommittee meetings including but not limited to meeting notes, updates, and minutes. Shall adhere to all guidelines as set forth by the Title V of Student Congress. Shall prepare and present a written committee report at all Executive Committee meeting, however, may need to present at General Body meetings when required. * All sub-committees shall report fundraising activities directly to the treasurer Role of Advisor It is the intent of the MSC to establish a mutual working relationship to foster a partnership between the institution and the Caucus. The MSC shall have a faculty and/or staff member of the University who shall serve as advisor to the organization. The role of the advisor is chosen by the MSC and negotiated with the proposed advisor. There are no requirements placed on the advisor by the University. If chosen, the adviser accepts the roles set forth: Accepts and adheres to the mission of the MSC. Shall assist the organization in identifying campus and community resources, which serve to aid the objectives and goals of the organization. Shall attend a minimum of two General Body meetings and/or activities of the Caucus, per semester. Must be a full-time faculty or staff member of UNC-Chapel Hill or the UNC 4

Minority Student Caucus Constitution Hospitals*. * Graduate students serving as teaching assistants are not eligible to serve as advisors. Publicity/Social Chair Is responsible for keeping the University and surrounding community aware of Caucus-related activities. Is responsible for creating and coordinating social activities of the Caucus in an effort to foster relations among Caucus members, SPH faculty and other campus and community-wide organizations. Shall write and submit press releases for all forms of media (including newspapers, television and radio). Is responsible for maintaining and updating the MSC webpage in collaboration with MSC Co-Presidents Shall convene meetings with his/her committee members as needed. Shall prepare and present a written committee report at all Executive Committee meeting, however, may need to present at General Body meetings when required. Shall assist the various Standing Committees with their planned social activities. Minority Health Conference Co-chairs Shall convene meetings, coordinate, and contribute to the activities of the seven subcommittees (Budget/Fundraising, Speakers, Publicity, Broadcast, Exhibitors, Posters, and Evaluation). Shall provide updates to Executive Committee and MSC general committee on conference progress. Shall prepare and present a written committee report at all Executive Committee meeting, however, may need to present at General Body meetings when required. Shall make final decisions on the Minority Health Conference, select the conference theme, and secure the keynote speaker for the conference. T.R.I.A.D Chair (Taking Responsibility for Increasing Awareness and Diversity) Shall be responsible for increasing awareness and diversity at the SPH through various projects and collaborating efforts. Shall organize and convene meetings with his/her committee members as needed. May collaborate with Office of Student Affairs to plan SPH orientation that features MSC member input. May collaborate with local high schools and colleges to increase awareness of public health careers. 5

Minority Student Caucus Constitution Shall prepare and present a written committee report at all Executive Committee meeting, however, may need to present at General Body meetings when required. May coordinate High School Reach Out program in collaboration with the Minority Health Conference. Fundraising Chair: The fundraising committee will work in congress with the MSC treasurer to organize and raise funds* for all Caucus-related activities. Will assist standing committees with fundraising efforts *. Will submit all proposed fundraising activities to the Executive Committee for review to deem it profitable and be approved by two thirds (2/3) majority of Executive Committee. Shall convene meetings with committee members as needed. Shall prepare and present a written committee report at all Executive Committee meetings. * Any MSC fundraising event must be approved by a two thirds (2/3) majority of the Executive Committee. Note: Standing committees must notify fundraising chair of intended fundraising activities and provide notice within two weeks prior to proposed activity. Education and Community Action Chair: Will identify, coordinate, and implement service projects of the Caucus; and keep Caucus members informed and engaged in political and other community affairs outside of the School of Public Health. Participate in campus-wide and/or community-wide events, actions, and movements. Convene meetings with his/her committee members as needed. Prepare and present a written committee report at all Executive Committee meetings however, may need to present at General Body meetings when required. Shall submit relevant educational posts for "Minority Health Matters" to the Publicity chair at least once per month Historian: The MSC historian is a permanent committee on the MSC Executive Committee. Attend all MSC Executive Committee and MSC General Body meetings Work directly with MSC co-presidents, the MSC alumni network, as well as the Health Science Library librarians, who are officially in charge of archiving MSC and MHC events. Establish (as needed) a standing committee to fulfill the range of tasks set forth for the proper documentation of the MSC history. 6

Minority Student Caucus Constitution Shall aid in the proper maintenance, retention, and organization of historical MSC/MHC artifacts, i.e. pictures, posters, invitations, and literature, and past, present, upcoming events supported by the MSC. Provide and maintain the oral history of the MSC at first MSC General Body meetings, as well as, provide, periodically, new historical findings and updates on the ongoing efforts of the MSC s historical preservation. Will electronically update and upload any documents or related materials documenting the history of the MSC to the appropriate established mechanisms as well as the HSL. Will maintain MSC History on MSC website. Prepare and present a written committee report at all Executive Committee meetings however, may need to present at General Body meetings when required. Nomination, Election and Installation of Elected and Appointed Officers Elected positions Co-Presidents Secretary Treasurer Fundraising Chair* Taking Responsibility for Increasing Awareness and Diversity (TRIAD) Chair* Education and Community Action Committee Chair* Minority Health Conference Chair* Publicity/Social Chair* Treasurer Historian * This position can be held by one or two members Nominations & Elections Nominations shall be held each year during the week before Spring Break. Elections shall be held each year at the end of March. Only active Caucus members* are allowed to hold and/or vote for an elected and/or appointed office, i.e. Co-presidents, Secretary, Treasurer, Historian, Publicity and Social Chair(s), TRIAD Chair(s), Education and Community Action Chair(s), Fundraising Chair(s), MHC Chair(s) Elected officials shall serve for a period of one academic year. *Active members must have completed the following: 1) Having attended a minimum of one General Body meeting per semester AND/OR participated, volunteered, or attended more than one Caucus sponsored activity 2) Accept and adhere to the mission 7

Minority Student Caucus Constitution and vision of the MSC while conducting related activities 3) Registered as a Caucus member through the MSC website. Sub-committees Volunteers for sub-committees to the Executive Committee are to be established during the first and second general assemblies, or until filled. Volunteers must officially register through the MSC website and complete the online registration form confirming their adherence to the mission and vision of caucus In the event that two (2) or more persons volunteer for the same position, it is under the discretion of the committee chair to establish an appropriate mechanism for electing sub-committee chairs. Ad-hoc committees Ad-hoc committees may be established per discretion of the Executive Committee and can be disbanded at any time. These committees may be established, as needed, to address the changing needs of the Caucus. These committees may be necessary in times of transition, new established events, community initiatives, and SPH task forces that would necessitate the presence of Caucus members to represent the needs and issues of its diverse constituency. Transition and Orientation of Elected and Appointed Officers The Co-Presidents shall organize and co-ordinate the transition meeting with Advisors and former chairs of committees for sharing the resources, information about duties, responsibilities, and existing relationships concerning the Caucus with new Co-Presidents and committee chairs within a month after the elections. All Executive Committee members are obligated to attend transitional meeting with standing Co-Presidents and meet with newly elected Executive Committee members prior to the end of the Spring semester An orientation session for newly elected officials will be conducted by newly elected co-presidents and must be held within the first two weeks of the fall semester*. *This orientation session should also be used to establish the first General Body meeting of the semester, select and establish relationship with MSC advisors, as well as, plan for upcoming activities for the coming school semester. Removal of Elected and Appointed Officers Any person serving in an elected or appointed position may be impeached and 8

Minority Student Caucus Constitution removed from office on the following grounds: A. Incompetence B. Non-performance of duty C. Misconduct D. Deliberate violation of Constitution or its By-Laws E. Violation of University s honor code Charges for impeachment may be presented by any member in writing at an Executive Committee meeting. Charges must be considered for three (3) days then voted upon by the Executive Committee. A two-thirds majority vote is required in order to remove an officer or appointed official. Vacancies In the event of a vacancy within the Executive Committee, it shall be the responsibility of the Co-President(s) to notify the General Body. Nominations and elections for vacant positions shall be open to the General Body. Only members who are in good standing with attending Caucus related meetings and activities are allowed to run and/or vote for office. In the event the office of Co-President(s) should become vacant before the completion of his/her term, the remaining Co-President shall complete the tenure of this office The Executive Committee will decide by two thirds (2/3) vote upon the decision to search for and elect a replacement to the co-chair presidential position or to maintain the Caucus with one president until the following Caucus election cycle. All vacancies must be filled within thirty (30) days after occurrence and by a majority vote of Caucus members. Conducting General Body Meetings Meetings will start on time. All Executive Committee members are required to attend General Body meetings unless proper notice (one week) prior to meeting has been given to co-presidents. A mechanism for officiating General Body meetings, i.e. establishing a moderator to maintain order and conduct Caucus business with efficiency and respectful communications throughout General Body meetings, shall be established and held by the Executive Committee at the beginning of the academic year. Guest speakers or topics requested to be spoken during Caucus meetings are required to submit a request for floor time no later than one week prior to 9

Minority Student Caucus Constitution General Body meeting. It is at the discretion of the Executive Committee to deem the appropriate usage of time for General Body Meeting. Presenting New Ideas and Proposals for Funds A proposal form should be submitted for new ideas, fundraisers, outreach activities, etc. All proposals that require funding should also include a Request for Funding form. All internal proposal forms shall be submitted to thesecretary for Executive Committee review and approval prior to review by the General Body. Amendments to this Manual All amendments to the constitution shall be presented in writing to the Executive Committee by its first meeting of each Spring Semester. The Executive Committee is responsible for the maintenance and updating of the Caucus Constitution by the end of February, in the spring semester. Any amendments shall be discussed and voted upon by a two thirds (2/3) majority vote of members present during the first General Body meeting of the Spring semester Those absent from the voting process MUST submit their absentee vote at least twenty-four (24) hours PRIOR TO the meeting at which voting occurs. * Should the lack of student representation inhibit voting on proposed constitutional amendments, proposed amendments pass by default. All approved amendments will go into effect at the beginning of the upcoming academic year. Copies of this manual shall be made available each year to all governing body officers, standing committee chairs and the faculty/staff advisor. An updated copy should always be kept on file. * Votes submitted after the deadline will not be counted. 10

Minority Student Caucus Constitution Minority Student Caucus Organizational Structure 11