Student Advisory Board Constitution
Article I – PURPOSE OF THE ORGANIZATION
The purpose of the Office of Minority Affairs and Diversity—Vice President’s Student Advisory Board of the University of Washington—is to provide an open space for underrepresented student groups to engage and discuss ongoing issues pertaining to the diverse community on campus.
The Office of Minority Affairs and Diversity—Vice President’s Student Advisory Board Mission is supported by the following principles:
- Advising the Office of Minority Affairs & Diversity Vice President on issues affecting students, pertaining to diversity, Office of Minority Affairs & Diversity programs, and the University of Washington.
- Increasing the impact of the Student Advisory Board on the University administration’s policy formulation and decision making by expanding awareness of student issues and cultural values through education, public discussion, and all forms of communication.
- Working to foster an environment in which all students and organizations can achieve their full potential as leaders and to enhance sensitivity to diversity on campus through networking and resource development.
Article II – NAME OF ORGANIZATION AND DEFINITION OF MEMBERS, SCHEDULED MEETINGS, AND QUORUM
The organization of the students of the Office of Minority Affairs and Diversity shall be known as the Office of Minority Affairs and Diversity – Vice President’s – Student Advisory Board at the University of Washington (OMA/DVP SAB).
The membership of the Office of Minority Affairs and Diversity– Vice President’s – Student Advisory Board shall be made up of the following:
- Constituencies from the following communities:
- African American/Black
- American Indian/Alaskan Natives/Hawaiian
- Asian American
- Chicano and Latino/Hispanic
- Pacific Islanders
- Marginalized Students
- First Generation and Financial Need
- Gay, Bisexual, Lesbian, Transgender, and Queer
- Students with Disabilities
- Seven (7) – VP Appointed Student Organization Representatives and Eight (8) Inclusive Registered Student Organizations Representatives.
- To be eligible, all Appointed Student Organization Representatives and Inclusive Registered Student Organizations Representatives must complete the required registration process of the Student Activities Office and Ethnic Cultural Center.
- Fall Quarter, the OMA/DVP will appoint eight (8) Student Organization Representatives to serve on the OMA/DVP SAB. Appointed Student Organization Representatives may be representatives of the following organizations:
- Black Student Union
- Disability Advocacy Student Alliance
- Filipino American Student Association
- First Nations @ UW v. Movimiento Estudiantil Chicana/o de Aztlan (MEChA)
- Polynesian Student Alliance
- QPOC Alliance
- Micronesian Islands Club
- Inclusive Registered Student Organization Representatives will be selected upon completion of the application process and evaluation by the screening committee (which includes SAB advisors and members of steering).
- Appointed Student Organization Representatives and Inclusive Registered Student Organization Representatives shall represent the interest of all targeted communities – all organizations must demonstrate an historical (and active) relationship and an affinity with the OMA/D and ECC.
- Appointed Student Organization Representatives and Inclusive Registered Student Organization Representatives shall reflect and parallel the mission and strategic goals of the ECC, Office of Minority Affairs and Diversity and University of Washington.
- All Appointed Student Organization Representatives and Inclusive Registered Student Organization Representatives will have a guaranteed seat on the OMA/DVP SAB upon completion of the registration materials and selection by the screening committee.
- The OMA/DVP will send a letter:
- To all Appointed Student Organization Representatives from a list of ECC Affiliated Student Organizations outlining duties and responsibilities
- To all Elected Representatives of the Appointed Student Organization Representatives that outlines duties and responsibilities.
- If an Appointed Student Organization Representative is not interested in serving and having a seat on the OMA/DVP SAB; the OMA/DVP reserves the right to meet with the appointed organization(s) and discuss the importance of why their student organization should serve on the board;
- If an Appointed Student Organization Representative still declines the appointment, the OMA/DVP reserves the right to appoint another student organization from the existing At-Large Representative list (see Article I, Section 2. III)
- The term of the Appoint Student Organization Representative shall be from Spring Quarter – Winter Quarter
- Five (5) – At-Large Student Organization Representatives
- To be eligible, all prospective At-Large Student Organization Representatives must complete the required registration/application process of the Student Activities Office and Ethnic Cultural Center.
- All prospective At-Large Student Organization Representatives shall represent the interest of targeted and marginalized communities.
- All prospective At-Large Student Organizations Representatives shall reflect and parallel the mission and strategic goals of the ECC, Office of Minority Affairs and Diversity and University of Washington.
- Each Spring Quarter, the OMA/DVP will send an invitation and application packet:
- To all prospective At-Large Student Organization Representatives from a list of ECC Affiliated Student Organizations to apply for a seat on the OMA/DVP SAB.
- Outline duties and responsibilities of the organization
- To all Elected Representatives of the Appointed Student Organization Representatives outline his/her duties and responsibilities.
- All prospective At-Large Student Organizations Representative applicants will not be guaranteed a seat on the OMA/DVP SAB due to the limitation of seats.
- Upon completion of the application packet, the OMA/DVP SAB Steering Committee will review all application packets and interview all prospective applicants. The OMA/DVP SAB Steering Committee will then select the fifteen (15) At-Large Student Organization Representatives to serve on the OMA/DVP SAB.
- The term of the At-Large Student Organization Representative shall be from Spring Quarter – Winter Quarter (June 1 to May 31)
- Ex-officio non-voting SAB Members include:
- Eight (8) ASUW Commissions i. Asian Student Commission
- Pacific Islander Student Commission
- American Indian Student Commission
- La Raza Student Commission
- Black Student Commission
- Women’s Action Commission
- Student Disability Commission
- Queer Student Commission
- Middle Eastern Student Commission
- ASUW Director of Community Relations
- Student Regent
- Graduate and Professional Student Senate (GPSS) Secretary
- Eight (8) ASUW Commissions i. Asian Student Commission
- Ex-officio voting SAB member
- ASUW Director of Diversity Efforts
- Organizational Proxy
- Proxys may be used by Appointed, Inclusive, and At-Large Student Organization Representative in the event the elected representative is unable to attend the required/scheduled meeting. Only representatives of student organizations shall have proxy privileges. At-large individual representatives shall not have proxy privileges.
- Proxys responsibilities include reporting all relevant information and concerns of his/her constituency
- Proxys are only allowed to represent his/her organization no more than two (2) times in a quarter.
- Proxys shall have all voting privileges.
- OMA/DVP SAB Advisors
- Serve as an advisor of the OMA/DVP SAB in program development, leadership training, consultation and serve as a liaison and resource between the student membership/organizations with the OMAVP, campus departments/programs and UW Administration (President, Provost, Vice Provost for Student Life, Vice Provost for Undergraduate Education)
- OMA/DVP will appoint his/her advisors to serve on the Board. Advisors may include, but not limited to, the following:
- Associate Vice President for OMA/D
- Director of the ECC
- Assistant Director of the ECC
- Student Advisor of the ECC v. Student Advisor Intern of the ECC
- OMA/D Program Directors
The Office of Minority Affairs and Diversity – Vice President’s – Student Advisory Board Steering Committee:
- The OMA/DVP SAB Steering Committee shall include the following:
- Student Organization Representatives
- One (1) Chair
- One (1) Vice Chair
- One (1) Secretary
- One (1) Treasurer
- Two (2) Directors (Director of Public Relations and Marketing and Director of Campus Climate)
- ASUW Director of Diversity Efforts
- Office of Minority Affairs and Diversity Vice President
- OMA/D Student Advisory Board Advisors
- Student Organization Representatives
- OMA/DVP SAB Steering Committee shall be elected by the membership of the board (See Article V)
- The OMA/DVP SAB Steering Committee term shall be from Spring Quarter – Winter Quarter (June 1 to May 31).
The Office of Minority Affairs and Diversity – Vice President’s – Student Advisory Board shall meet:
- General Membership – on a weekly basis
- Open Meetings – two (2) or three (3) times per quarter
- Steering Committee – on a bi-monthly meeting with the OMA/DVP and the OMA/DVP SAB Advisors
- Sub Committee Meetings – as necessary or required by the Sub Committee Chairperson
- Steering Committee – (on a bi-weekly basis) on an emergency basis to meet with OMA/DVP on emerging issues or concerns
- Chairperson or designee shall attend the Friends of the Educational Opportunity Program monthly meeting
- Chairperson or designee shall attend the President’s Minority Advisory Committee
- Chairperson or designee shall attend the Minority Alumni Partnership monthly meeting
- Chairperson or designee shall attend the University of Washington Diversity Council.
A quorum shall consist of two-thirds (2/3) of all voting members of the Appointed and At-Large Student Organization Representatives.
- All Student Organization Representatives shall have one (1) representative (Each student organizations will self-nominate their representative)
- All Student Organization Representatives shall have one (1) proxy to represent his/her student organization, if the elected representative is unable to attend scheduled meetings.
- All Student Organization Representatives or Proxy is required to attend all regularly scheduled meetings.
- All Student Organization Representatives or Proxy are required to notify, in writing or by email, the Co-Chairs of his/her absence in advance when he/she is not able to attend any scheduled meetings.
- All Student Organization Representatives or Proxy cannot miss more than two (2) meetings in an academic quarter.
- If a Student Organization Representative or Proxy misses two (2) general OMA/DVP SAB meetings, the student organization will be place on probation and lose its voting privileges. At their earliest convenience, the Student Organization Representative or Proxy shall schedule an appointment to meet with the Co-Chairs, OMA/DVP and Advisors to discuss the agenda items and minutes of the missed meeting(s).
- Should the Student Organization Representative or Proxy not meet the terms and conditions of his/her appointment, the OMA/DVP reserves the right to dismiss the representative/organization from the OMA/DVP SAB.
- In the result of a tie, the current OMA/DVP SAB Steering Committee will cast a vote.
Article III – OFFICE OF MINORITY AFFAIRS AND DIVERSITY – VICE PRESIDENT’S STUDENT ADVISORY BOARD DUTIES AND RESPONSIBILITIES
Appointed, Inclusive, and At-Large Student Organization Representatives shall have the following duties and responsibilities:
- To participate and engage in dialogue about multicultural issues and concerns, campus climate issues, and by creating learning opportunities to gain multicultural, community and UW awareness.
- To enact all guidelines considered necessary and proper by a majority vote of the OMA/DVP Student Advisory Board for the general welfare of its members.
- To forward all relevant information to their respective organizations
- To update the OMA/DVP SAB on programs, projects, and concerns of their respective stakeholder organization.
- Assist OMA/DVP and OMA/DVP SAB Advisors in strategic planning
- Advise OMA/DVP and OMA/DVP SAB Advisors in the development/evaluation of services and programs of the Office of Minority Affairs and Diversity and its units
- Assist with the OMA/DVP and OMA/DVP SAB Advisors with community outreach
- Develop both internal and external UW community linkages and services
- Serve as an OMA/DVP SAB Appointed, Inclusive or At-Large Student Organization Representative or Proxy for one (1) academic term – Spring Quarter – Winter Quarter (June 1 to May 31).
- Attend all scheduled and special meetings when called by the Co-Chairs and/or the OMA/DVP
- Participate in the selection/review process for the new Signature Event Funding Source and Coordinated Student Funding Group
- All Appointed, Inclusive, and At-Large Student Organization Representative or Proxy shall have and maintain a 2.5 Grade Point Average in all academic work and must be a student within the University of Washington system
Steering Committee shall have the following duties and responsibilities:
- Serve as an Ad Hoc Committee – ability to mobilize and meet with the OMA/DVP to discuss emerging or emergency issues or concerns
- Meet as a Steering Committee, bi-weekly with OMA/DVP and OMA/DVP SAB Advisors
- Cooperate with and support each other
- Help plan and attend OMA/DVP SAB training and orientation sessions
- Position requirements – approximately 10-12 hours per week:
- 2 hours – planning hours
- 2 hours – steering committee meetings
- 2 hours – committee meetings
- 2 hours – meeting with OMA/DVP and OMA/DVP SAB Advisors
- 2 hours – FEOP, ASUW, Programs and Events
- Chair (1) Duties and Responsibilities:
- Meet and facilitate meeting with the OMA/D Vice President and OMA/DVP SAB Advisors at least twice a month – for preliminary planning of OMA/DVP SAB meetings
- Act as official SAB spokesperson
- Interface directly with UW entities and government officials
- Facilitate all OMA/DVP SAB meetings
- Prepare an agenda for each OMA/DVP SAB meeting
- Present agenda to secretary in advance so that it may be distributed to all board members
- Produce and report SAB goals and strategic plan
- Attend ECC Community Retreat
- Plan SAB Retreat if Steering Committee plans to have one
- Vice Chair (1) Duties and Responsibilities
- Coordinate all standing and committee assignments, distribute list to each member
- Coordinate and discuss with VP and Advisors the selection of new SAB members
- Maintain a record of committee status, progress, etc.
- Monitor student representatives’ effectiveness vis-à-vis relaying information to their constituents, including periodic emails to organization presidents
- Chair SAB meeting when Chair is not present
- Make sure there is SAB representation on the following committees:
- Friends of EOP meetings
- ASUW Senate
- ASUW Joint Commission
- Diversity Council
- OMA/D events and programs Provost Advisory Committee for Students
- All other events/programs assigned by OMA/D VP
- Act as expert on SAB parliamentary procedures and Robert’s Rules of Order
- Will provide education and train the rest of the board
- Will ensure parliamentary procedure is followed
- In the case of no Director of Campus Climate, at the end of the quarter (Fall and Winter) will email out an evaluation form to constituents of effectiveness of representation of SAB Chairperson
Article IV – VOTING
Each representative shall have one (1) vote on each item of business.
No formal action can be taken unless the established quorum vote is present. Please see Article II, Section 5 for a definition of quorum.
Any OMA/DVP Student Advisory Board action not in compliance with the Articles of this Constitution shall be invalid.
Article V – ELECTIONS
The general election will be held at every Spring Quarter (no later than May). Should this time be inconvenient, then a mutually accepted date will be scheduled.
The elections process will proceed according to the following timeline:
- Week 8- VP sends out letter/invitation for membership to protected seats
- Week 9- SAB is open for membership (accepting applications)
- Week 2- deadline for SAB membership applications
- Week 3- SAB steering reviews applications for SAB membership; makes recommendations to VP
- Week 4- 1st meeting with new SAB members
- Week 5- nominations
- Week 6- nominations
- Week 7- nominations
- Week 9 –elections
- Week 10- New board in place; previous SAB board will provide new board with a document to serve as institutional memory
Terms of the Chair, Vice Chair, Treasurer, Secretary, Director of Campus Climate, and Director of Public Relations and Marketing shall be for the length of one year from Spring Quarter – Winter Quarter (June 1 to May 31). Their terms shall begin at the time at which the following oath is given by the outgoing OMA/DVP SAB.
“I affirm that I will faithfully execute the duties of my office and will to the best of my ability uphold the Bylaws and Constitution of the OMAVP Student Advisory Board.”
Upon the selection of the new OMA/DVP Student Advisory Board officers, the board will be required to attend an intensive orientation session. Elected officers will shadow current officers for three meetings prior to stepping into their officer roles.
Article VI – AMENDMENTS
Amendments to the OMA/DVP Student Advisory Board Constitution may be established by two-thirds (2/3) vote of the total membership of the Board.
Article VII – RATIFICATION
This Constitution shall take effect immediately after having received a two-thirds (2/3) vote of the total membership of the University of Washington Office of Minority Affairs and Diversity Vice President’s Student Advisory Board. As of 09.28.08
Article VII – SAP MEMBER ACCOUNTABILITY
Each member will abide the following rules and responsibilities in fulfilling the duties
of SAB membership:
- Attendance will be taken at every meeting and collected by the SAB Secretary
- Two consecutive absences by any SAB member (without proxy present if applicable) will result in a mandatory disciplinary meeting with the VP and possible expulsion from SAB
- Each participant must be a registered student to be a SAB member (each quarter SAB Advisors will review member transcripts to monitor whether SAB members are making “satisfactory academic progress” in their course of study)
- All SAB officers will be assigned a SAB Advisor to work with on projects and to occasionally check-in with Advisor
- SAB officers will be required to submit Quarterly progress reports to VP
- SAB voting members will be eligible to receive course credit for actively participating in SAB. SAB will count as a leadership class that will be credit/no credit based on participation and attendance
- Book scholarships may be awarded as incentives for SAB members based on involvement and participation
New Section to be added to the Constitution – will include any amendments that are adopted by the body and any appendices that are relevant for the integrity of the constitution and for historical memory. The rationale for this is: a) will maintain accurate information annually; and b) will identify source of amendments and by what mechanism (e.g., vote of membership, executive decision, etc.)