Bylaws

UC Davis Postdoctoral Scholars Association Charter Bylaws

Approved June 10, 2009

Name and Purpose

  1. The name of this organization shall be the UC Davis Postdoctoral Scholars Association (PSA).
  2. The PSA seeks to provide resources, information and representation for postdoctoral scholars at the UC Davis campus. The PSA also strives to createa stronger sense of community through an e-mail listserv, regular meetings, web page and social activities.

Membership

** Note: This excludes individuals appointed under the Lecturer series, which has its own organization, and other non-postdoc title codes.

  1. All postdoctoral scholars who have a current UC Davis appointment in a postdoctoral title code (3252, 3253, and 3254) are automatically full members.
  2. A postdoctoral scholar is defined by NSF and NIH (Jan. 2007) as an individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path. Note: This excludes individuals appointed under the Lecturer series, which has its own organization, and other non-postdoc title codes.

Officers and Duties

  1. The following officers will be appointed by the active PSA members: Chair, Vice-Chair, Secretary/Treasurer.
  2. No elections are necessary unless two or more individuals volunteer for a position. In this case, candidates will provide a short statement for review by other PSA members (via e-mail). Ballots will be cast at the next meeting for selection.
  3. Appointments for Chair, Vice-Chair and Secretary/Treasurer typically follow the University's fiscal year (July 1- June 30). Officers are expected to serve as advisors to their successors for three months following conclusion of their term. The advising role may be carried out by electronic and/or phone communication if necessary. An officer shall provide advance warning to fellow officers when they will not be able to perform their duties.
  4. The Chair will be responsible for the following duties:
    • Oversees the timely appointment of new officers
    • Facilitates and presides over PSA meetings
    • Serves as the official PSA representative for communications (e.g. administration, UC-CPS)
    • Ensures maintenance of the PSA Web site
    • Maintains PSA budget in collaboration with the Treasurer
    • Maintains record of PSA meeting attendance
    • Draft and compile an annual report of all PSA activities/achievements by the end of the fiscal year.
  5. The Vice-Chair will acquire all the Chair's responsibilities when the Chair is unable to perform them and assist in fulfilling the Chair's duties as needed, through agreement with the Chair. The officer will draft an annual report of Vice Chair duties by the end of the fiscal year (or term of office). Ideally, the Vice Chair will become the new Chair the following fiscal year.
  6. The Secretary/Treasurer will record the minutes of PSA meetings and disseminate a draft of these minutes to PSA members via the e-mail listserv prior to the next meeting. The officer will also post any corrections or additions to the minutes following approval of the minutes in the subsequent meeting. The officer will monitor the PSA's fiscal year budget in collaboration with the PSA Chair. The officer will draft an annual report of Secretary/Treasurer duties by the end of the fiscal year (or term of office).

Conduct of the Meetings

  1. Agendas and meeting time/location shall be announced via e-mail.
  2. The Chair will call the meeting to order.
  3. Approval of the minutes. The Chair shall ask if there are any additions or corrections to the minutes. After general consent, the minutes will be declared "approved" or "approved as amended" by the Chair.
  4. Reports from subcommittees or special guests/representatives if pertinent.
  5. Order of subsequent business will be as follows:
    • Unfinished business from previous meeting
    • Any business that was to be considered at the previous meeting
    • New business. The Chair will ask the members if there is any new business to be discussed.
    • Announcements. The Chair may make, or call upon others to make announcements. Also, members can make any announcements briefly.

Voting

  1. Voting motions can be made by any member when the Chair considers it appropriate.
  2. Voting motions will not decided upon in the same meeting so that the motion can be presented via e-mail to the other members not in attendance. This gives these individuals a chance to cast a vote in the next meeting.
  3. The Chair will preside over the discussion/debate on the voting motion.
  4. A voting quorum of at least eight PSA members must be met for legitimacy.
  5. Decisions shall be made by majority vote.

Subcommittees

  1. Subcommittees shall be created by the PSA, as needed, by general consensus.
  2. The subcommittee will be comprised of volunteers from which a chair is selected.
  3. The goals and duties of the subcommittee will be outlined at its formation and approved by the PSA.

Review of Bylaws

  1. The bylaws can be reviewed by the PSA at any time.
  2. Proposed changes to the bylaws can be made by any member. The proposed changes shall be presented via e-mail to all members unable to attend and voted upon at the next meeting.