Black Graduate and Professional Student Association Constitution & Bylaws
Approved: December 2005
Revised: February 2009
Preamble
The Black Graduate and Professional Student Association, a student and professional organization based at the University of California at Davis (UCD), dedicates itself to promoting and actively engaging in the recruitment and retention of Black Graduate and Professional Students across all fields of study. Members of this organization are dedicated to improving the status of African Americans in higher education by systematically identifying and addressing their needs and concerns.
ARTICLE I - Name and Type
The name and type of this organization shall be the Black Graduate and Professional Student Association, a non-profit student run organization; hereafter referred to as BGPSA.
ARTICLE II – Mission
The mission of the BGPSA shall be as follows:
a) To create a supportive atmosphere amongst graduate and professional students of African descent attending UCD.
b) To disseminate information to students of African descent regarding academic, financial, and social needs.
c) To advocate the recruitment and retention of students of African Descent beyond the Baccalaureate degree.
d) To incorporate scholastic advancement and service in the Davis community.
e) To facilitate communication and involvement between faculty members, UCD staff, and students of African descent in order to create a nurturing environment.
f) To actively engage in resolving critical issues that impact black communities in California and worldwide.
ARTICLE III – Membership
Members shall be defined as:
a) Graduate students (both Masters and Doctoral) enrolled at UCD.
b) Professional Students enrolled in any of UCD’s professional/business schools.
c) Post-doctorates affiliated with UCD.
ARTICLE IV - Voting
Each member shall be entitled to one vote per election/survey in all chapter general body meetings that necessitate such a vote. In the event that a member is unable to attend the general body meeting, that member may submit a vote by email. To be valid, that vote must be received by the Secretary within 24 hours of the distribution of the related general body meeting minutes.
ARTICLE V – Dues
Annual membership fees shall be reviewed annually by the Executive Board and can be changed only by a two-thirds vote of the membership.
ARTICLE VI - Elected Offices
SECTION 1.
All elected offices must be held by members in good standing. In order to maintain good standing, members must attend one BGPSA meeting per quarter, participate in BGPSA activities and maintain contact with the Executive Board.
SECTION 2.
The elected offices (Executive Board) of the BGPSA consist of the following:
(a) Two (2) Co-Chairpersons
(b) Secretary
(c) Treasurer
(d) Fundraising Coordinator
(e) Public Relations Coordinator
(f) Community Outreach Coordinator
(g) Social Coordinator
(h) Historian
(i) Post-doc and Faculty Outreach Coordinator:
(j) Office of Graduate Studies (OGS) Retention Task Force Representative
SECTION 3.
The Executive board (EB) shall:
(a) Determine all questions of policy and shall administer the affairs of the BGPSA under the Constitution and Bylaws, and the general provisions of the law under which it is incorporated.
(b) Be subject to the orders of the membership and none of its acts shall conflict with decisions made by the vote of the general body, or the goals and objectives of the organization.
(c) Not receive any salary for service.
(e) Set the hour, agenda and place of the general membership meetings
(f) Coordinate activities at all levels of the BGPSA.
SECTION 4.
Any member of the BGPSA is eligible for an elected office who:
a) Maintains a minimum classification of graduate or professional student or equivalent at UCD for the duration of the elected term.
b) Is dedicated toward abiding and upholding the mission of BGPSA as cited in article II.
SECTION 5.
Should a vacancy occur in the office of Co-Chairperson, the unexpired term shall be filled by the Secretary. Should a vacancy occur in any other office other than Co-Chairperson, the unexpired term shall be filled by appointment by the Co-Chairpersons and approved by the Executive Board.
SECTION 6.
Elections to offices
a) Elections will take place during the Fall Quarter, by October 31st of the Academic Year
b) The Executive Board shall compile and disseminate documents and procedures to members seeking office.
ARTICLE VII – Committees
SECTION 1.
There shall be 5 standing committees of the BGPSA:
(a) Fundraising
(b) Public Relations
(c) Community Outreach
(d) Social Coordination
(e) History
SECTION 2.
The standing committees shall have the following duties:
1.
a) Fundraising
i. Generate fundraising ideas and identify funding sources.
ii. Coordinate and execute an action plan to obtain funding.
b) Public Relations
i. Identify other Black graduate/professionals for publicity and/or support.
ii. Establish and maintain relations with other campus organizations.
iii. Establish and maintain contacts for professional development.
iv. Coordinate volunteers to represent BGPSA at campus and community events.
c) Community Outreach
i. Promote awareness, understanding, and appreciation for issues concerning people of African descent.
ii. Identify and coordinate community services opportunities.
iii. Recruit new members for BGPSA and promote post-baccalaureate education among persons of African descent.
d) Social Coordination
i. Create and plan social gatherings for BGPSA.
e) History
i. Create and execute an action plan for preserving BGPSA’s history.
2. Submit committee reports to the EB.
3. Submit budget requests to the EB.
4. Submit receipts for purchases and services to the EB for approval and reimbursement.
ARTICLE VIII - Duties of elected offices
a) Co-Chairpersons:
i. Keep BGPSA members focused on the mission, vision, and goals of BGPSA.
ii. Preside at all meetings for BGPSA.
iii. Receive and acknowledge communications from BGPSA members. All
communications shall be transmitted to members of the Executive Board
(EB).
iv. Determine and formulate agenda items for general body meetings with the
assistance of the EB.
Agenda items shall be scheduled for action in the order they are received by the co-chairpersons, with discretion given to the EB in scheduling the items and due consideration given to the total number of items that can be reasonably accommodated at any general body meeting.
v. Oversee BGPSA’s representation with black faculty and staff and the black
community in Davis.
vi. Delegate assignments and duties to other EB members.
vii. Sign and approve business matters of BGPSA, and manage the matters of
BGPSA.
viii. Formulate a yearly agenda including a list of activities and events.
ix. Represent the BGPSA at community and national events, where appropriate.
x. Ensure that activities of BGPSA are managed under the guidelines of the
Bylaws and policies of BGPSA.
xi. Meet with newly elected co-chair persons to discuss duties.
b) Secretary:
i. Maintain written correspondence with on-campus and off-campus
organizations as needed.
ii. Record events and activities performed by BGPSA.
iii. Keep minutes during meetings, documenting a record of those minutes,
and distributing the minutes to BGPSA members.
iv. Conduct official correspondence and maintain a file of current records.
v. Bring copies of the minutes of prior meetings to all board meetings for
reference.
vi. Secure copies of all reports for the files.
vii. Meet with newly elected Secretary to discuss duties.
viii. Submit annual records to BGPSA’s historian.
c) Treasurer:
i. Maintain all BGPSA financial records (in Excel) and present reports at EB
meetings.
ii. Work with EB to develop an annual budget for approval by the members.
iii. Make and record payments and reimbursements as required.
iv. Reconcile bank statements to BGPSA financial records on a monthly basis.
v. Mail (or e-mail) acknowledgments of receipt of funds.
vi. Along with at least one co-chair be signature of records for BGPSA’s
designated financial institution.
d) Fundraising Coordinator:
i. Coordinate fundraising efforts to ensure goals set in the budget.
ii. Organize fundraising committee.
iii. Continue past successful fundraising efforts.
iv. Identify new avenues of fundraising.
v. Search out appropriate grants and submit applications.
vi. Coordinate fundraising efforts with outside groups.
e) Public Relations Coordinator:
i. Arrange for tours of prospective graduate students of African descent.
ii. Arrange for guest speakers.
iii. Arrange career events.
f) Community Outreach Coordinator:
i. Provide leadership as Chair of the Outreach Committee.
ii. Promote community awareness, understanding, and appreciation for African
ancestry.
g) Social Coordinator:
i. Arrange all necessary BGPSA member social gatherings each quarter in an effort
to encourage group cohesion.
ii. Organize the annual ski trip.
h) Historian/Website Coordinator:
i. Provides continuity and institutional memory of BGPSA, particularly to the
present EB, by recounting past policies and procedures, compiling information
about the BGPSA, and writing documents that outline or comment on various
aspects of the history of the BGPSA, including appropriate documents,
ii. Maintains and updates database of all BGPSA members (and non-members).
iii. Works with the EB to develop a practical policy on the long-term storage of
BGPSA records. The Historian makes most decisions about what records to
keep and where to keep them.
iv. Maintains contact with senior members of the BGPSA, particularly those who
have been active in BGPSA affairs. Occasionally, the Historian solicits from
these members written comments on past BGPSA activities or policies,
perspectives on issues.
v. Maintains and update the BGPSA website.
vi. Ensures that information on the Web Site is accurate, informative, and up-to-
date.
i) Post-doc and Faculty Outreach Coordinator:
i. Provide leadership as to promote awareness and cohesion between BGPSA,
post-doctorates, and faculty.
ii. Attends the black faculty meetings.
j) Office of Graduate Studies (OGS) Retention Task Force Representative
i. Regularly attend meetings of the OGS Retention Task Force and BGPSA.
ii. Provide a report of the OGS Retention Task Force activities to the general meetings
and take feedback/questions from students to the task force for consideration.
ARTICLE IX – Meetings
Meetings shall occur not more than once every two weeks during any given academic quarter and not less than one time per month.
ARTICLE X – Bylaws
The Bylaws of the BGPSA shall be amended by a two-thirds vote of the membership, or by a two-thirds vote of the Executive Board.
ARTICLE XI - Amendments
Section 1.
Amendments to this Constitution may be proposed by:
a) A two-thirds vote of the Executive Board.
b) One-third of the voting members
Section 2.
Proposed Amendments must be submitted in written or electronic document form to the Executive Board to be reviewed. The proposal must be clearly stated and justified.
Section 3.
Ratification of any amendments to this constitution shall be subject to a three-fourths (3/4) affirmative vote of the membership.
