Women in Physics
Constitution and Bylaws
Adopted February 1, 2013
Article I. Name
The name of this organization shall be the "Women In Physics", abbreviated as "WiP".
Article II. Objectives
1. To help foster an inclusive and respectful atmosphere for everyone in the physics department at the University of Arizona.
2. To serve as a forum for women in the physics community.
3. To promote diversity in math and science among academic and local communities.
4. To promote the disciplines of math and science among academic and local communities.
5. To create a support network among, but not limited to, physics students at the University of Arizona.
Article III. Membership
Any University of Arizona student or researcher holding a post-doctoral appointment with an interest in promoting women in physics is eligible to be an active member and may hold office. Non-students or non-post-doctoral researchers may not vote or hold office. This organization shall not discriminate on the basis of race, color, ethnicity, gender, national origin, disability or handicap, race, religion, sexual orientation, Vietnam Era veteran status. This policy will include, but is not limited to, recruiting, membership, organization activities or opportunities to hold office. This organization will not conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm or personal degradation, or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.
Article IV. Club Meetings
1. Organizational meetings shall be held in the Physics and Atmospheric Sciences building (PAS) during the first week of every month.
2. Meetings shall be open to all club members.
3. A quorum of three board members shall be required for business to be transacted or elections to be held at any meeting.
Article V. Advising Board and Elections
A. Chapter Board Members
1. All board members must be full time University of Arizona students or must hold a post-doctoral appointment at the University of Arizona, and must be members in good standing with the chapter.
2. At least two of the board members must be female graduate students in science or engineering, one of which must be in the physics department.
3. At least two of the board members must do research in the physics department.
B. Nominations and Elections
1. The elected officers shall consist of an advising board of at least four members: President, Treasurer, Secretary, and Outreach Coordinator.
2. Additional committee chairs may be elected at any time.
3. Election shall be held in August
4. Nominations shall be open for two weeks at the beginning of the fall semester.
5. Nominations for the board members shall be conducted by email, following a request for officer nominations to the student body.
6. Before voting, candidates shall have the opportunity to address club members, and club members shall have the opportunity to ask the candidates relevant questions.
7. Any member who cannot attend the election meeting due to an unavoidable conflict may vote prior to the election and after the close of nominations by either delivering their vote on a slip of paper that will remain anonymous or emailing their vote to a board member.
8. Voting shall be done in the following order: Presidential voting shall be first and committee chair voting shall be last. The suggested order is President, Outreach Coordinator, Treasurer, Secretary, committee chairs. Candidates not selected for a particular position may run for the other available positions.
9. Voting must continue until a candidate wins by majority popular vote of the members present. If no majority is obtained, the candidate(s) with the fewest number of votes shall be eliminated and voting shall continue. If there is a tie with only two candidates, the board members shall decide. If there is still disagreement, then the President shall decide.
10. In case of a vacant office, a special election shall be held at the next regular meeting.
C. Terms of Office
1. The term of all board members shall begin at the completion of the election and be for one year, until the next election.
2. No member shall serve in the same position for more than two consecutive terms.
D. Removal from Office
1. An elected officer can be removed from office for misconduct or failure to perform the duties of his/her office.
2. Removal must be approved by a two-thirds vote of the members present, after the charges have been openly presented by a member of the chapter. This must occur one meeting prior to the meeting at which the removal vote is to be taken.
E. Duties of Board Members
All board members are required attend an organizational club meeting at least once every month during the academic year. Exceptions can be made if unavoidable conflicts arise.
1. President – To serve as a point-of-contact to the University and to represent the chapter. To run meetings and supervise the decision making process of the club. To direct the organization’s activities with the purpose to act in alignment with this organization's objectives and in the interest of the members.
2. Treasurer – To be responsible for the financial obligations to the chapter and to distribute funds accordingly. To oversee the Women in Physics bank account. To keep a record of all financial transactions and provide a financial summary at the end of their term. All financial decision must be made by a quorum. Shall be responsible for payment in full of all debts accumulated by the organization not covered by funds on deposit.
3. Secretary – To document all meetings and events. To keep the website up-to-date. To keep an up-to-date list of members and contact information.
4. Outreach Coordinator – To coordinate outreach events on behalf of Women in Physics at the University of Arizona and local community.
Article VI. Amendments
This constitution and its by-laws may be amended by a two-thirds majority vote of those voting, a quorum being present.
Voting on amendments must be conducted after a minimum notice of two weeks.
Article VII. Non Profit Statement
This is a not-for-profit organization.
Article VI. Statement of Compliance with Campus Regulations
This organization shall comply with all University and campus policies and regulations and local, state, and federal laws.