By-Laws

By-Laws for Commission on Women – 2023

Composition:

The commission will be composed of thirty (30) members.  Four members will hold faculty titles, ideally two tenured or tenure-track faculty and two non-tenure-track faculty, and to the extent possible will represent different colleges or schools.  Four members will be staff, representing various colleges, schools and units.  Four members will be undergraduate students; four will be graduate students. Six members will be appointed by the campus entities defined below. And eight (8) members will be appointed at large. Members are expected to have experience with and knowledge of issues that have an impact on women.

Officers:

The officers of the commission shall be a chair, a vice chair, and a secretary.  The chair and vice chair roles will rotate biennially between faculty and staff positions among the membership. 

  1.  Chair

The chair shall preside over meetings of the commission and shall appoint ad hoc committees necessary for the function of the commission.  The chair will serve a two-year term and can be reappointed for one additional term.  The position shall be nominated by the commission’s membership and selected by the chancellor and the provost.

  1. Vice Chair

The vice chair of the commission shall be nominated, from the commission’s membership and selected by the chancellor and the provost, in consultation with the commission chair. The vice chair shall serve in the absence of the chair and will serve a two-year term with the possibility of reappointment for one additional term. 

  1. Secretary

The secretary of the commission will keep minutes of the meetings and provide the minutes of items discussed and votes taken to the commission members. Minutes will not attribute comments to specific individuals. 

Membership:

  1. The Commission will elect a Membership Nominating Committee of at least three people.  The Membership Nominating Committee will be responsible for soliciting and reviewing all nominations and verifying nominees’ willingness and availability to serve and articulating the membership expectations for participation. The vice chair will preside over the Membership Nominating Committee. 
  2. Nominees will come from the faculty, students, and staff of the university community and be solicited annually via public announcement.  Individuals nominated to the commission must have an interest in furthering the goals and accomplishing the work of the commission and must be available to attend meetings.  Individuals are allowed to nominate themselves. 
  3. The Membership Nominating Committee will present to the commission a diverse slate of nominees that represents a balance among faculty, staff, students, disciplines, racial/ethnic, age, identity, viewpoint and other reflections of diversity and programs. The Membership Nominating Committee shall slate each of the membership position categories with the minimum number of members and may slot a variety of nominees (student, faculty or staff, as interest and nomination indicates), to the eight (8) at-large positions and also keep track of the membership roster, and the terms of appointment for each member to determine eligibility.
  4. The commission shall approve the nominees by a quorum vote. 
  5. The chair is responsible for submitting the slate of nominees for membership on the commission to the chancellor and provost for approval and appointment. 
  6. There will be an ex officio member of each of the following: 
    • Faculty Senate
    • Staff Senate
    • Chancellor’s Office
    • Provost’s Office
    • Associated Student Government
    • Graduate and Professional Student Congress

STANDING COMMITTEES 

Each member of the Commission on Women shall serve in at least two committees. Preferences shall be expressed to the Chair within the first meeting of the new fiscal year (after July 1). In the absence of a preference, the Officers will assign members to committees in need of additional support and to best fit the background of the members. The Committee general membership totals are at the discretion of the Officers, but should at least includes what is outlined below. 

(a) The Internal Affairs Committee shall consist of a chairperson and at least other 3 members from the Commission on Women, a faculty, a staff, and a student. While it is the primary mission of the Commission on Women to be an advocate for the interest of the entire community of women at the University of Arkansas, this committee shall be responsible for, but not limited to: 

1)  Identifies issues critical to the environment of faculty, staff, and student women; 

2) Assesses the differential impact of new and existing university policies on women; 

3) Present the findings on issues related to women to the overall Commission on Women for discussion, and to generate recommendations and advice for the chancellor and the provost.  

(b) The Recognition Committee shall consist of a chairperson and at least two other members from the Commission on Women.  This committee shall be responsible for, but not limited to: 

1) Administering the Extraordinary UA Women, nomination process, and recognition, as determined by the membership. 

(c) The Communication  Committee shall consist of a chairperson and other members of the Commission on Women. This committee shall be responsible for, but not limited to: 

1) Publishing any Commission on Women publication, including social media. The chairperson of the Communication Committee shall serve as the final editor; 

2) Maintaining the Commission on Women webpage. 

(d) The Events Committee shall consist of a chairperson and other members of the Commission on Women.  This committee shall be responsible for, but not limited to: 

1) Organizing an annual public event, panel discussion, or guest speaker for the campus community. 

(e) Membership Nominating Committee will be responsible for soliciting and reviewing all nominations and verifying nominees’ willingness and availability to serve and articulating the membership expectations for participation. The committee will keep track of the membership roster and member appointments. There will be three members and chair.

Terms of Appointment:

The commission members will serve staggered terms of three years to be decided by a random draw at the first meeting of the commission.

Members appointed to the commission after July 1, 2023, will serve three years, with the term to begin on July 1. 

If a member leaves the commission before the end of their term, an individual may be appointed to the remainder of the term at the discretion of the chair in consultation with the chancellor and the provost.

If a member leaves the commission for a temporary period, a replacement may be appointed for the duration of the temporary period at the discretion of the chair in consultation with the chancellor and the provost.

Reappointment:

Individuals may be reappointed to a second term at the discretion of the chancellor and provost.

No member may serve more than two consecutive terms.

Individuals replacing a member for the remainder of a term may serve two consecutive terms following the remainder term. 

Individuals who serve one term may sit out for one term and return for another term. 

Voting:

Each appointed member shall have one vote.  

Two-thirds or sixty-six percent (66%) constitute a quorum.  The quorum may be obtained through electronic attendance as well as through physical presence. 

A simple majority (fifty-one percent / 51% of the membership) is required for all commission decisions, except for changes to the by-laws for which a quorum vote is required.

If a recommendation is needed in less than 24 hours, the chair shall have authority to render a recommendation.  If time permits, the chair will post an emergency recommendation electronically to obtain input from the commission. 

Meetings:

The commission will meet at least one time each semester and more frequently if issues warrant more discussion and input.   Commission members are expected to attend all meetings, and every effort will be made to find a time and date that allows for full attendance. Virtual options will be provided. 

The chair or the vice chair of the commission will schedule meetings.

The mission of the commission will be presented with each meeting agenda.

Confidentiality:

The commission members adhere to a policy of strict confidentiality.  Conversations with the chancellor and the provost are advisory and confidential.  Members of the university community should feel free to consult with members of the commission and to express their opinions in confidence in accordance with University policies and procedures and to the extent allowed by the State of Arkansas.

 

Passed by electronic vote of current membership: May 5, 2023

Approved by Chancellor & Provost: May 2023